Description: Preferred language style: English (U.S.)
1] Please note: this is a presentation but I do not need the PowerPoint slides or speech I will manage it .all I want is 4 pages worth of research and proper presentation in form of report which I can transform it to slides.
2] Note: this presentation is from the IT perspective and not social Perspective, also information management and control issues should be addressed from the IT perspective and not social Perspective.
3] Important note: I would like this topic to be presented through deep thinking and clever understanding and not just picking up points from the reference materials.
4] Note: please read the passage carefully and address issues with regards to information management and control (thinking it in terms of IT)…
5] QUESTION: Assuming university is implementing a new enrollment system. You are required to develop a training delivery program for all (FT/PT) general staff, academic staff and students. Discuss the issues of information management and controls
(Note: discuss each of the following methods and justify your answers).
• Formal class
• Distance learning/web seminars
• Use support group (support from a community of users)
• Self-study (non-computerized)
When an organization is thinking of implementing its own training delivery program, the planner should have an idea of the needs of the training program and the options available to train the new staff. The planner should think in terms of the effectiveness and the benefits of the training program, and the resources required in order to implement the training program in the organization. According to the resources and the potential benefits, the organization should actually implement the training program. For developing a training program, the organization can actually: –
1. Develop its own training delivery system – The organization can use several preformed software such as ‘course builder’ to develop a training program for the staff.
This online training program would merely act as an adjuvant to the classroom software program and not actually replace it. Having each of the trainees log in with their username and passwords could help access the online training program. Each of the systems would be connected via the intranet. The employees can also log into the training program when they are at their residences. Using the software Course Builder, the organization can actually incorporate the training steps in a methodological fashion. The organization can customize the content incorporated into the software in order to generate a response from the participant. The developers would have to install the lectures, assignments, etc into the software. Depending on the need of each trainee, varying amounts of access would be permitted (Tech Republic, 2001).
2. Having a vendor develops a training delivery system – Specialists can actually develop a training program for the organization depending on the needs of the staff members. As the company would be hiring specialists, the work would be more effective. The interactions of the staff with others from outside the organization would be higher and in this way the training program would be more effective (as they would be learning due to greater exposure). However, there are a few disadvantages with such a training program. It would be costlier for the organization to higher people to perform such a task and it would be difficult for the management to control the development of the training program (Tech Republic, 2001).
3. Seeking an appropriate training program from service providers – Depending on the needs of the organization, several customized training programs are actually available that could help meet the training demands. The personnel from the organization would have to spend a lot of time actually researching the stuff available in the market and actually selecting the most appropriate one (Tech Republic, 2001).
Some of the organizations use a combination of the above-mentioned approaches. The organization would develop its own training program, and a professional trained in the field would do the final fine-tuning. The organization would have to have a LAN or a WAN connected to a central server, which could provide the training program. The training program should have an advanced Operating system and email ID. Besides, the trainers should also be in touch with the progress of each staff member through a tracking program. The training program should permit the trainer to select the level they want according to their proficiency levels (Tech Republic, 2001).
Having a computerized training program in the formal classroom has several advantages. The teachers may not only use the multimedia system of education (which is a more effective mean of learning), but also teach the students to handle computers and various software programs. It would be easier to evaluate the proficiency of the students and further develop the system. Some of the software programs that could be utilized in the classroom include CCC, JLC, and Autoskills. The teacher could also assess how much the students have learned during this program (IICD, 2005).
One-on-one training programs needs to be coupled with other training programs to ensure that the overall training package is more effective. Several other methods such as self-study and distance education need to be combined.
A one-on-one training program needs to be very flexible to suit the needs of the trainee and ensure that the trainer could give full attention to each trainee. Each of the training sessions would last for an hour or two-hour sessions. The trainee would be connected to the trainer via a computer along with a headset. The presence of a web cam could be very useful also. Several software programs are actually available which could help the both these individuals access others computer.
The trainer could access the trainees system and examine the manner in which the trainee would be performing the tasks. Hence, supervisory advice could be given. On the other hand, the trainee could also access the trainers system and understand the exact manner in which the task could be performed. The trainer could also take control of the trainee’s computer. The main advantage of this system is that trainees from various parts of the world could be given individual attention by the trainer. In this way experienced trainers could be utilized (Advance on the Web, 2000).
Many of the training programs such as MCSE certification is considered as an effective mean of learning. Self-study programs do permit the student to gain experience in his/her working field and at the same time also study for the program. If the motivation levels of the student are high, Self-study could be an effective mean of training. The student would have to combine this mean of training with other means such as distance education or one-to-one training, so that any queries could be cleared and feedback could be provided. The developers could also gain valuable inputs on improving the training material. Self-study also permits the trainers to study at their own time and need (CBT, 2007).
Group training can also be an effective mean of training the staff members. In this form of training, programs can be utilized to take the staff members through the entire course content and further assess they level of skill, competence and knowledge. The software programs meant for group training should be such that it focuses on the cultural issues of the group. The course developers should interview the group of the current system and should determine any shortcomings or inconsistencies. Accordingly, changes can be incorporated. The developers would have to frequently evaluate the program being utilized to train the staff members (United Nations University, 2007).
On the job training helps to provide the employees with a mean of continuously gaining knowledge and competency in performing newer and more difficult tasks. During the period of on the job training, the trained personnel can more closely monitor the staff member’s performance. Certain software is needed to help the staff members perform the tasks and also permit the supervisors to monitor the performance and make corrective steps. Feedback can be provided to staff members. The trainer need not physical be present with the staff members during the training. Using several software tools, the trainer can gain access into the trainee’s system and provide constant feedback (UNDP, 2007).
With regards to training and various simulation programs, the organization needs to have its own information management tragedy. This would permit the organization to carry out various tasks in an efficient and effective manner, ensuring that the security is not breached. All the departments in the organization should ensure that an information system policy is developed to and stuck to in all cases. A document should exist regarding the flow of information and the security policy.
The information system with regards to training should be developed in coordination with the administrators, stakeholders, head of the departments, trainers, service providers, etc. The old information system that is existent should be studied. The users should be surveyed regarding the functional capacity of the system and any shortcomings in it. The main objective of the information system for the training would be to ensure an effective mean of training for the staff members. The training system should meet all the data protection rules and regulations and also ensure that certain standards are met (DLM, 2004). The developers need to ensure that certain properties are embedded in the system such as: –
• Ease in using the system
• Finding the data easily
• Ensuring that the staff become more responsible and accountable whilst using the system
• Ensuring proper security of the system – information entering the system external networks should be closely monitored using firewalls and antivirus software
• Ensuring that the system promotes decision-making in the organization
• Ensuring that there is clear documentation
• Ensuring that the quality standards are being maintained
• Ability to upgrade information on the system easily
• Problem-solving abilities
• Ability to delete the unnecessary data
The information system should also allow the staff members to store some amount of personal data. The staff members should be given a username and a password that they would have to log into whilst accessing the system. When the staff member is assessing shared information, all the modifications made should be closely monitored. Any changes made by trainers should ensure that this information is altered in all the parts of the database.
Having username and password would not only increase the security levels and the responsibility, but all prevent the repeated need for servicing of the system. The trainers should constantly look at the training needs of the staff members. As training is a dynamic process, they should try to determine the developing needs and according update the data on the system. Having an electronic system would definitely help in updating the information present (DLM, 2004).
Advance On the Web (2000), Pilot Program Offers One-on-One Computer Training, [Online], Available: http://advance.uconn.edu/2000/001120/00112005.htm, [Accessed: 2007, October 10].
CBT (2007), Microsoft MCSE CBT Self-Study Training, [Online], Available: http://www.cbtplanet.com/articles-tutorials/microsoft-certification-mcse-cbt.htm, [Accessed: 2007, October 10].
DLM (2004), Information Management Strategy, [Online], Available: http://dlmforum.typepad.com/Information_Management_Strategyv1.pdf, [Accessed: 2007, October 11].
IICD (2002), Using Computers in the Classroom in Jamaica, [Online], Available: http://www.iicd.org/articles/IICDnews.import42/, [Accessed: 2007, October 10].
Tech Republic (2001), Combine options to develop the best training program, [Online], Available: http://articles.techrepublic.com.com/5100-10878-1039477.html, [Accessed: 2007, October 10].
UCL Institute of Child Health – Internal academic services, [Online], Available: http://www.ich.ucl.ac.uk/services_and_facilities/internal/isu.html, [Accessed: 2007, October 10].
UNDP (2007), education & on-the-job training, [Online], Available: http://www.un.org.kh/undp/ict4dtoolkit/education%20training.htm, [Accessed: 2007, October 10].
United Nations University (2007), Part I: Team leader focus group training, [Online], Available: http://www.unu.edu/Unupress/food2/UIN03E/uin03e03.htm, [Accessed: 2007, October 10].
University of Michigan – Strategic Plan for Enterprise Administrative Information Systems, [Online], Available: http://www.mais.umich.edu/stratplan/download/mais_strategic_plan_v1.0_execsum.pdf, [Accessed: 2007, October 10].
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