ClubIT is a downtown music venue that serves as an enjoyment place for people to visit and relax. ClubIT was started in 2005 by Lisa and Ruben, two business graduates, and has since grown to have a significant presence. The club covers the area of 6000 square feet with a 600 square feet dance floor and the capacity for 220 people. The ClubIT has recently been remodeled and it is expected by the owners that ClubIT will become a top place in the local entertainment industry in the near future.
ClubIT and Its Customers
Nowadays ClubIT has a considerable number of staff, apart from its owners, which includes the assistant manager, a bartender, waiters, stewards, short order cooks as well as the security staff. The customers of ClubIT mostly include people in their twenties, thirties and forties, who come to ClubIT to have a good time after a tiring day of work. Many of the customers are students, who used ClubIT as a place to go to, because ClubIT also offers an energetic atmosphere to people in their professional life, so that they can feel motivated again for the next day. Sold out- event nights during live band plays as well as DJ nights show that the customers are big music fans.
Long Term and Short Term Goals
In order to improve business, a number of short term and long term goals need to be achieved by ClubIT. The short-term goals of ClubIT include the implementation of information management solutions concerning sales, the inventory and employee management. Furthermore, ClubITs owners also want to improve the decision making capabilities as well as to make the customer service more efficient and quick, along with the aim to restrict selling of alcoholic drinks to people under age. The company also needs its online service to be improved, which is currently only restricted to selling of ClubITs merchandise. The capabilities of the websites can be extended so that they can not only be used to sell tickets to the events, but would also make it possible for the customers to book tables and place pre-orders for bookings. The long term goals of ClubIT are the following to become one of the top venues for music, night life and entertainment in its area, to expand the business by means of opening another club at a different place offering the same level of energy and entertainment to people.
Furthermore, ClubIT would also like to expand its relationship with its business partners and suppliers through expanding the range of products it currently offers to its customers, as well as improve the sales. The role of information systems in achieving this goal will be very important. Information systems will provide ClubIT with a way to align the use information technologies in accordance with their organizational goals. Many of the problems at ClubIT are related to the management, storage and processing of information from various sources in an efficient and quick manner. The use of information systems, such as Inventory Management and Customer Relationship Management software, not only allow the use of computers to automate various processes within ClubIT, thus, making them more efficient and effective while also allowing for information from these processes to be used in analysis and adjustment in the process in accordance with both short term and long term goals (Rainer Turban, 2008).
Professional Development
In order to ensure that the Information systems are used efficiently, the staff at ClubIT will have to be given training in both theoretical and technical aspects. For this purpose workshops and training classes along with hands-on training with the information systems will be used. The workshop and training classes will be used to increase the awareness of ClubIT staff about the information systems that will be implemented along with the advantages that they would bring in at various organizational levels. It would also serve as a platform to inform the employees of any changes of the rules and regulations that would be made due to the introduction of information systems, as well as any new policies. Hands-on training, on the other hand, will be used to familiarize the staff with the implemented technology, as well as making them proficient in its use. The workshops and training classes will start as soon as the implementation of information systems is authorized, while the hands-on training will start once the implementation of information systems is completed. The training will initially be conducted by either the information system provider or by any other third party trainer. The first batch of trainees will consist of executives along with management level employees as well an experienced person from each of the department at ClubIT. This batch of trainees will later train other employees (Noe, 2004).
Assessment of Needs
Though the owners are very keen on using the information technology to enhance their business, currently, ClubIT uses it its website to promote its menus as well as sell merchandise. All orders and selling of tickets takes place in reality or over the telephone. All the information handling with regards to sales, purchases and ordering is managed by the club owners without much support of IT. Customers of ClubIT also include people, who are tech savvy and own PDAs and Laptops. There are a number of technologies, which can be employed in the number of information system, which can be implemented in ClubIT. For example, to make orders efficient, a wireless order taking system as well as ordering kiosks will be established inside ClubIT. Furthermore, as a part of Enterprise Resource Planning (ERP) implementation, several sub-systems can be purchased and installed in order to automate various processes inside ClubIT. For example, in order to manage records of sales and purchases as well as ordering in ClubIT, an Inventory Management System will be used. Furthermore, a Customer Relationship Management (CRM) system will also be used to enhance the experience of customers through personalized serving. CRM would not only help hosts in serving the customers according to their needs and requirements, but would also allow a better targeting of offers and future services.
The Internet Service, available inside the club would be an additional service that would help ClubIT in attracting new customers. Furthermore, the Human Resource system would also allow for efficient management of employees attendance as well their pays. In addition, the ClubIT will also use a full fledge B2B and B2C e-Commerce website to expand its services online. This website will be used to sell ClubIT merchandise, Pre-Ordering, Pre-Booking of Table as well as Discounted Sales of Tickets of the events happening in ClubIT. Furthermore, in order to give Lisa and Rubens an executive level the view of the current and past activities as well as to assist them in future predictions of their business, Executive Dashboards will be used. The implementation of information systems will start by the implementation of Inventory Management System, followed by a Customer Relationship Management system. Once completed, the ClubIT website will be revamped and re-launched, integrated into the Inventory Management System, as well as Customer Relationship Management System. The Executive Dashboard will then be looked at. Once these are implemented the Human Resource Management System will then be implementing automating the process of attendance, shifts as well as pays (Obrien, 2008).
The Budget
The annual income of ClubIT is around 28,000. For the purpose of implementation of information system at ClubIT, a medium size budget is available ranging between 10,000 and 15,000. Best use of the budget can be made by using it to automate the business critical systems of ClubIT. These systems are the order taking system and the inventory management system, which can greatly improve the business if made automatic. An information system can either be purchased off the shelf, can be leased for a time or built in-house. It is recommended that ClubITs management carries out a cost-benefit analysis on these options and invites information system vendors to conduct a trial of their information system, so that it can be evaluated properly. Furthermore, a significant share of the budget should also be spent on quick training of employees, who should be taught to use these information systems in an effective manner. For this purpose, training contracts can be agreed amount by the information system vendor to train one group of employees, which would then train their respective departments. The hardware bought for the information system will meet the minimum requirement of the information system software, while room for upgrading will be present in the system. Furthermore, the implementation of other information system can be delayed, until the information system handling business critical processes are implemented, debugged and maintained for sufficient time (Rainer Turban, 2008).
Evaluation
In order to verify, if the information systems are contributing effectively to the goals of the organization, evaluations will need to be carried out. The evaluation of the information system can be carried out by its users, and will be compiled as a review on weekly basis. Short term goals of ClubIT can be divided into departmental objectives and key performance indicator sets, which would be monitored and evaluated by department heads on monthly basis. Long term goals, on the other hand, can be evaluated by Lisa and Rubens on either half yearly or yearly basis, in which the performance of each department and process would be analyzed to ensure the direction of organization in right and how improvements, if any, can be made. In this regard an Executive Dashboard can be used. The executive dashboard allows for the display the current status of key performance indicators, set by executives, as well as their trend. Another important feature is that the user can drill down to the minute details behind the information that is viewed. It also allows executives to set exceptions which can be use to point out area and products in the business which are not doing well (Rainer Turban, 2008).
Currently ClubIT has only a website, which is hosted a PC Server system. It consists of a number of components including motherboard, Random Access Non Volatile memory for temporary storage of data and a hard drive for storage of data on permanent basis. Software inventory of ClubIT include a licensed version of Microsoft Windows 2000 Server operating system, Microsoft Internet Information Web Server along with a Cable Modem Broadband Internet Connection.
Through the Implementation of the Information System and related technology, ClubIT will not only benefit through enhanced business processing but would also become innovative as not many nightclubs make extensive use of information technology. However, it is important that the cost as well as benefits of these systems should be kept in mind and steps should be taken to ensure that the implemented systems are exploited to their full extent.
ClubIT and Its Customers
Nowadays ClubIT has a considerable number of staff, apart from its owners, which includes the assistant manager, a bartender, waiters, stewards, short order cooks as well as the security staff. The customers of ClubIT mostly include people in their twenties, thirties and forties, who come to ClubIT to have a good time after a tiring day of work. Many of the customers are students, who used ClubIT as a place to go to, because ClubIT also offers an energetic atmosphere to people in their professional life, so that they can feel motivated again for the next day. Sold out- event nights during live band plays as well as DJ nights show that the customers are big music fans.
Long Term and Short Term Goals
In order to improve business, a number of short term and long term goals need to be achieved by ClubIT. The short-term goals of ClubIT include the implementation of information management solutions concerning sales, the inventory and employee management. Furthermore, ClubITs owners also want to improve the decision making capabilities as well as to make the customer service more efficient and quick, along with the aim to restrict selling of alcoholic drinks to people under age. The company also needs its online service to be improved, which is currently only restricted to selling of ClubITs merchandise. The capabilities of the websites can be extended so that they can not only be used to sell tickets to the events, but would also make it possible for the customers to book tables and place pre-orders for bookings. The long term goals of ClubIT are the following to become one of the top venues for music, night life and entertainment in its area, to expand the business by means of opening another club at a different place offering the same level of energy and entertainment to people.
Furthermore, ClubIT would also like to expand its relationship with its business partners and suppliers through expanding the range of products it currently offers to its customers, as well as improve the sales. The role of information systems in achieving this goal will be very important. Information systems will provide ClubIT with a way to align the use information technologies in accordance with their organizational goals. Many of the problems at ClubIT are related to the management, storage and processing of information from various sources in an efficient and quick manner. The use of information systems, such as Inventory Management and Customer Relationship Management software, not only allow the use of computers to automate various processes within ClubIT, thus, making them more efficient and effective while also allowing for information from these processes to be used in analysis and adjustment in the process in accordance with both short term and long term goals (Rainer Turban, 2008).
Professional Development
In order to ensure that the Information systems are used efficiently, the staff at ClubIT will have to be given training in both theoretical and technical aspects. For this purpose workshops and training classes along with hands-on training with the information systems will be used. The workshop and training classes will be used to increase the awareness of ClubIT staff about the information systems that will be implemented along with the advantages that they would bring in at various organizational levels. It would also serve as a platform to inform the employees of any changes of the rules and regulations that would be made due to the introduction of information systems, as well as any new policies. Hands-on training, on the other hand, will be used to familiarize the staff with the implemented technology, as well as making them proficient in its use. The workshops and training classes will start as soon as the implementation of information systems is authorized, while the hands-on training will start once the implementation of information systems is completed. The training will initially be conducted by either the information system provider or by any other third party trainer. The first batch of trainees will consist of executives along with management level employees as well an experienced person from each of the department at ClubIT. This batch of trainees will later train other employees (Noe, 2004).
Assessment of Needs
Though the owners are very keen on using the information technology to enhance their business, currently, ClubIT uses it its website to promote its menus as well as sell merchandise. All orders and selling of tickets takes place in reality or over the telephone. All the information handling with regards to sales, purchases and ordering is managed by the club owners without much support of IT. Customers of ClubIT also include people, who are tech savvy and own PDAs and Laptops. There are a number of technologies, which can be employed in the number of information system, which can be implemented in ClubIT. For example, to make orders efficient, a wireless order taking system as well as ordering kiosks will be established inside ClubIT. Furthermore, as a part of Enterprise Resource Planning (ERP) implementation, several sub-systems can be purchased and installed in order to automate various processes inside ClubIT. For example, in order to manage records of sales and purchases as well as ordering in ClubIT, an Inventory Management System will be used. Furthermore, a Customer Relationship Management (CRM) system will also be used to enhance the experience of customers through personalized serving. CRM would not only help hosts in serving the customers according to their needs and requirements, but would also allow a better targeting of offers and future services.
The Internet Service, available inside the club would be an additional service that would help ClubIT in attracting new customers. Furthermore, the Human Resource system would also allow for efficient management of employees attendance as well their pays. In addition, the ClubIT will also use a full fledge B2B and B2C e-Commerce website to expand its services online. This website will be used to sell ClubIT merchandise, Pre-Ordering, Pre-Booking of Table as well as Discounted Sales of Tickets of the events happening in ClubIT. Furthermore, in order to give Lisa and Rubens an executive level the view of the current and past activities as well as to assist them in future predictions of their business, Executive Dashboards will be used. The implementation of information systems will start by the implementation of Inventory Management System, followed by a Customer Relationship Management system. Once completed, the ClubIT website will be revamped and re-launched, integrated into the Inventory Management System, as well as Customer Relationship Management System. The Executive Dashboard will then be looked at. Once these are implemented the Human Resource Management System will then be implementing automating the process of attendance, shifts as well as pays (Obrien, 2008).
The Budget
The annual income of ClubIT is around 28,000. For the purpose of implementation of information system at ClubIT, a medium size budget is available ranging between 10,000 and 15,000. Best use of the budget can be made by using it to automate the business critical systems of ClubIT. These systems are the order taking system and the inventory management system, which can greatly improve the business if made automatic. An information system can either be purchased off the shelf, can be leased for a time or built in-house. It is recommended that ClubITs management carries out a cost-benefit analysis on these options and invites information system vendors to conduct a trial of their information system, so that it can be evaluated properly. Furthermore, a significant share of the budget should also be spent on quick training of employees, who should be taught to use these information systems in an effective manner. For this purpose, training contracts can be agreed amount by the information system vendor to train one group of employees, which would then train their respective departments. The hardware bought for the information system will meet the minimum requirement of the information system software, while room for upgrading will be present in the system. Furthermore, the implementation of other information system can be delayed, until the information system handling business critical processes are implemented, debugged and maintained for sufficient time (Rainer Turban, 2008).
Evaluation
In order to verify, if the information systems are contributing effectively to the goals of the organization, evaluations will need to be carried out. The evaluation of the information system can be carried out by its users, and will be compiled as a review on weekly basis. Short term goals of ClubIT can be divided into departmental objectives and key performance indicator sets, which would be monitored and evaluated by department heads on monthly basis. Long term goals, on the other hand, can be evaluated by Lisa and Rubens on either half yearly or yearly basis, in which the performance of each department and process would be analyzed to ensure the direction of organization in right and how improvements, if any, can be made. In this regard an Executive Dashboard can be used. The executive dashboard allows for the display the current status of key performance indicators, set by executives, as well as their trend. Another important feature is that the user can drill down to the minute details behind the information that is viewed. It also allows executives to set exceptions which can be use to point out area and products in the business which are not doing well (Rainer Turban, 2008).
Currently ClubIT has only a website, which is hosted a PC Server system. It consists of a number of components including motherboard, Random Access Non Volatile memory for temporary storage of data and a hard drive for storage of data on permanent basis. Software inventory of ClubIT include a licensed version of Microsoft Windows 2000 Server operating system, Microsoft Internet Information Web Server along with a Cable Modem Broadband Internet Connection.
Through the Implementation of the Information System and related technology, ClubIT will not only benefit through enhanced business processing but would also become innovative as not many nightclubs make extensive use of information technology. However, it is important that the cost as well as benefits of these systems should be kept in mind and steps should be taken to ensure that the implemented systems are exploited to their full extent.
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