IT policy

Reasons for the policy and Policy Areas

This is to make sure that all employees at our organisation follow out ethical and legal laws in which we obtain in the company. It is to make sure that IT at work is used in a safe, secure, efficient manner. In this policy we cover emailing at work, internet at work, taking equipment home, talking about your job on social media and safe practises with IT in the workplace.

Emailing at work

This is considered to be for professional use only and is not meant for home or leisure use. This means that with you given work email address you should only be emailing and discussing things to do with the job.

Internet at work

At Phoney Phones we do not allow the use of internet for personal use and only condone the use if it is for work purposes. If you are found on the internet or have previous internet history which does not fit the restrictions of the company policy you could be banned from the internet for the amount of time considered necessary. You must not send any work or personal data via the internet in the company as we do not want viruses spreading within out personal emailing programs, this way we can all be safer online.

Taking equipment home

Whilst working here you are only permitted to take equipment home with a valid reason to do so along with a manager’s permission. This is our way of making sure that all our equipment is safe and where we know it is therefore your signature on our book shows us that if you are taking it home that you will look after and bring our equipment back at a negotiated time. If you are found taking equipment without permission you may find yourself unable to take out equipment at future times. For example if you are contracted to only take a laptop home for a night you must make sure you return it within your one day policy.

Talking about your job on social media

Phoney Phones do not condone the discussion of our company on social media, this is going against our rules and if you are found doing so we will have to put you on our disciplinary program. Even if you are stating how good it is to work here we do not say you should be writing anything about it on social media. Along with this we will be doing twice a year checks on social media to make sure that people aren’t breaking these rules.

Functional Areas

Functional Areas

What data it needs

What it does

What information it creates

 

Human Resource

This in a business is important as it supplies employees and creates job descriptions for new jobs so it is responsible for the hiring and firing of employees to a business. It is also responsible for promotion and time off or pay slips, they also create employee contracts and monitor staff records. They would need who works in the company, their rate of pay and who is off sick so they will need to keep records of this to monitor the employees or people in the business. Human resource creates information in which the business needs to run such as information on the employees.

Marketing

The marketing department are responsible for the planning, advertising and profit development of the company alongside organising and promoting any special offers or events for example. They are also responsible for the popularity of the company as they must make sure that they try to advertise within the marketing department as best as possible, if they fail to do this they will cost the company money as they without them marketing correctly the company won’t make a good profit and therefore the budget for marketing will decrease. Marketing is also responsible for the revenue and they will create information such as posters and adverts depending on the type of company, the data it makes is also the best seller and price range as this all helps the business. They must make sure they research what the customers like to see on their marketing for example.

Manufacturing

Manufacturing is a functional area which consists of a limited group and therefore limited data and the actual making of the product. They need to make sure they have all the equipment needed to manufacture their products and also make sure everything is done properly and runs smoothly. They must know what the product is, how many they need to make and when they need to be done by else the company won’t work.

Purchasing

This department deals with the buying of raw materials and other items in which the business needs to function and for the organisation of the business which can include the services and utilities. They often deal with the day to day or can be larger purchasing of products within the business. They will need data such as the budgets, the amount of stock, deals within the business and the value of stock. As a department they can tell the business how much they have to spend in the business and carry on along with how much they have spent and gained as profit.

Selecting Information

Selecting Information

Order processing

I processed data into the order processing part of Excel I did this by inputting, outputting and selecting data. I input data into the order processing on Excel; I input the order code, date, customer code, product code and the quantity. I selected the customer code from a drop down menu however rather than putting in in manually.

The output of this information was the customer name, product name, product cost and the total cost of the order. This new information will be used to see who will be purchasing the jam to see if they are an existing customer and also see the total cost of the order. This will show me how much money the total cost of the order will be and therefore I can also see which one is the most popular product name.

I can use it in my business and to also see what customer orders the most jam so I could send them offers or discounts on the jam they buy. For example I put ‘ORD006’ into the order processing part of Excel so I knew what the order was called so I could identify it however the ‘Strawberry Jam’ came up without me entering data as Excel already knew what the product name was from the product code; the product name will let the customer know what the name of the product the customers are buying are called and also the people working in the stockroom as they need the name so they can get it off the shelf and send it to the customer. The total cost of order will tell the finance within the business how much money is coming in.

Stock control

I went onto the stock table on Excel and input the 40 more on the ‘Stock out’ column with the product code of ‘GJ0027’. I entered this data to make sure the numbers on my stock control where up to date so that the stock never runs out and can be re ordered when needed.

The output of this was that the ‘Reorder message’ changed with is an output of my action alongside the amount of ‘Closing stock’ at the end of the day. This changes the closing stock at the end of the day meaning that I will be able to assess how many products I have sold within the day to see if my business is meeting its targets and therefore if it is not I will be able to make changes to my advertisement or the price of my products for example so this is important for my business.

This new information supports the business decision of when to reorder stock in to the company if it is too low for example below ‘50’. This helps the business to be advanced on when to re stock this way the customers will always be able to buy a product from my company.

Purchasing

I entered the purchase order code, the product code and the quantity in which I needed of my product into Excel ‘Purchasing tab’. I input ‘PO9006’ and ‘GJ0027’ and ’50, this was all manually done. I input this by entering it using the keyboard manually rather than using the option of a drop down tabs available.

As I input this the output was the computer worked out the supplier, unit cost and the total cost of the jam. This came up without me entering anything into the columns/rows that’s why it was an output; this is why it helps the business by making the purchasing part of the business quicker and therefore less work for the company like in this example the Jam.

I can use this in my business when I want to find out how much the total cost of the order might be. For example in the business if I wanted to know how much it would cost to get 40 jars from the supplier ‘Greenwoods’ it would say the total cost ‘£1,080.00’. I can also use this to see which of my supplier the best value is for money therefore I will be able to use them regularly and cut my costs. This would be a quicker way to do so. This therefore speeds up the process and means I won’t need as many employees to do the financial side of my business for me as I can work it out through Excel.

Key Terms

Key Terms

• CPU (Central Process Unit) – A CPU is measured in gigahertz and is used and responsible for interpreting and is the ‘brain of the computer’ as it is executes most of the commands from the computers software and hardware. On large machines the CPU has to have one or more of these printed circuit boards to work efficiently. However on small or personal computers it only has a single chip for the CPU and this is called a microprocessor. For each motherboard it will only support one specific type of CPU. This will cost around £65 to buy/upgrade.
  
• A core processor for example (duel core processor) – This is a processor for a computer and is known as a central processing unit (CPU), this in inside the chip and has two separate cores on the same die with each having its own cache. This will cost about £200-£400. In a duel core processor each core holds/handles incoming data strings simultaneously to improve the computers efficiency and therefore a better performance. A duel core processor however is faster than a single chip as it can handle two data streams at once; this compared to a single one which can only handle one stream provides a better performance and higher frequency.
• Heat sink and fan/Cooling (HSF) – This is next to the processor to make sure the processor doesn’t over heat and become too hot. The metal from the heat sync conducts the heat away from the processor and the fan helps to cool the processor down further. However the heat sink itself can become too hot and this can happen from the CPU running at full capacity for a long period of time. Therefore the fan helps to bring it to an acceptable temperature. As the fan blows through the back of the computer the cooler air is drawn through the heat sink, cooling the computer down.
  
• Water cooling system – In computers water cooling is used to help lower the temperature of the computers processor, this can also include cooling the graphics card as this cools to the medium. This is mainly used for power users such as gamers who use the computer for a long period of time on a high capacity. The CPU has been increasing in speed dramatically for the computers to run faster recently, this is why water/liquid cooling has been brought in  to                      help cool the greater heat produced. These are used as a solution to the fans getting louder and larger to compete with the faster more advanced CPU.
•  Mother Board (PCB-printed circuit board) – This is a thin bard made up of fiberglass or other laminate material. Pathways are printed onto the board, these are called buses and these connect the components together so that the data can travel; these serve as a foundation for many internal computers for example video cards and expansion cards. Ports also connect different prevails. On most motherboards the circuit is imprinted to the surface and has usually been done so in one single manufactured step. Each motherboard supports a single type of CPU and memory types. In new laptops and tablets the motherboard now often has functions such as video and sound cards.