Information Technology Systems

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Information Systems

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Nov 24, 2024

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1 Information Technology Systems

2 ACTIVITY 1 The Evaluation of IT infrastructure and Necessary Recommendations for Berimbolo Security Introduction The company Berimbolo Security is in the process of undergoing expansion and development which entails taking on more employees and thus necessitating the need for the company to re-examine its information technology infrastructure and landscape. In this first activity we explore various ways that the company’s heads Royce and Rickson Berimbolo can leverage ICT resources ranging from hardware requirements, software, data communication and network based on the provided current resources of the company to be in a position to meet the specific needs of the stakeholders and the company as outlined in the case study. This requirement includes:  IT access for all staff to carry out their listed tasks effectively.  Data storage for staff, supplier and customer records.  Ensure the correct supplies are available each day.  Create daily schedules/lists of appointments.  Efficient distribution of schedules to engineers (and other relevant staff).  Allow engineers to communicate with the office throughout the day, including:  requesting additional parts  updating progress (e.g. job running late or finished early)  recording and submitting the outcomes of needs analysis  help with finding locations of appointments.

3  Allow effective communication between all stakeholders.  Allow customers to make/amend appointments.  Allow security systems to be monitored remotely. Additionally, I will dive into the potential risks and impacts given that I have been hired by Berimbolo Security as an information technology (IT) professional. I will look into my Information Technology proposal and provide justifications for my recommendations to bring about an optimization of the IT solutions. IT Infrastructure Proposal Based on the needs of the company and the current available resources the following tools and systems will be necessary. 1. Software Solutions: Under the company’s software needs I propose the following cutting edge technology to enable the company meet its needs when expanding. First, the company will need to purchase a financial management system like QuickBooks. QuickBooks will enable Royce and Rickson Berimbolo who are the managers to firstly work remotely to effectively create and manage payrolls for the employees and to allocate Financial resources for their company. The Financial management system should be one that enables the brothers to perform payroll processes and also enhancing financial operations. Secondly, the company will need a communication tool that will facilitate the much need remote communication to strengthen collaboration with stakeholders, that is employees and vendors as well as stakeholders for example a software like google meet. The justification for this is that since they are looking to employee a hybrid working setup utilizing collaboration and

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4 communication tools will bring about secure communication, fast processes and effective remote work for Berimbolo security company. Lastly under software requirements we know that having secure system is mandatory for any company especially for company that has its employees working remotely. Customer and vendor communication needs to be secured to ensure information about the company and its stakeholders does not end up in the wrong hands . This can be achieved by integrating robust cybersecurity solutions currently available like NordVPN or Microsoft 360 to ensure the CIA triad is maintained. 2. Hardware Solutions: The other perspective we will look into tis the hardware needs for the company. Given that the company is expanding they will need additional workstation desktops for their employees. Additionally, to secure the network the company can implement a firewall like checkpoint in their network to filter inbound and outbound traffic. James De Sousa and Sarah Micklethwaite who will be based in the office will need desktop computers and company mobile phones to enable them execute their tasks which include Organising engineers’ schedules, Supporting customers by booking/rearranging appointments, Calculating the costs of jobs based on engineers’ needs analysis, Managing billings and payments, Dealing with enquiries from current and new customers, Keeping central records, Advertising the company and Carrying out public relations. The desktop computers can also be equipped with antivirus software’s like Kaspersky to detect any desktop computer virus or malware. The phones and desktop computer which should be state of the art will bring about efficient remote working and streamline engineering schedules and maintain records centrally.

5 3. Data Connections and Networks: The other infrastructure need is the company network. To bring all the above requirements together the company will need to put in place a reliable and robust connections and network infrastructure. For example, Ubiquiti is well-known for providing high speed and secure network devices and Network management system. This will entail implementing high- speed and dependable data connections that will handle real time communication and sharing of information. By developing a resilient network, the two bothers can ensure that both internal operations and external work can be met and completed in a timely manner. The impact of IT Infrastructure As an information technology (IT) professional it is vital to understand the impact of a company’s IT infrastructure and the stakeholders especially when making decisions. The benefit of having this knowledge s that the company can enhance its remote working capabilities, streamline its financial operations and strengthen the collaboration between different stakeholder operations as in the case of Berimbolo Security. On the contrary potential drawbacks and interruptions resulting from ineffective security and data backup or communication can lead to disruptions. It is recommended that the company ensures that it implements appropriate data backup practices and strategies, that it enhances the network infrastructure and managers conduct regular assessment to mitigate against potential threats and attacks. Recommendations for Optimized IT Infrastructure for Berimbolo Security : This section looks in to my recommendations that will enable Berimbolo Security to have a smooth expansion and enable the company to run their operations smoothly and to achieve their goals. The recommendations are as follows:

6  Financial Management System - I recommend that the brothers should implement a specialized financial software to streamline the payroll processing.  Cybersecurity Solutions - I recommend implementing a robust combination of cybersecurity tools from firewalls to intrusion detection systems to ensure the security of sensitive data.  Desktop Workstation - A powerful desktop would ensure that work is done and scheduled appropriately.  Communication Tool - A good communication tool like teams would enable the company ensure effective remote working and enhance vendor interactions.  Data Connections and Networks - By implementing dependable data connections and high-speed network infrastructure, real-time operations and commutation can be achieved Conclusion In conclusion the IT infrastructure and systems recommended in this report will enable Berimbolo Security to achieve their specific needs and to counter the potential challenges they may face. The adoption of this solutions will not only guarantee that the CIA triad is maintained but also enable the company to enhance their efficiency and also enable them to keep up with the fast changing technological world. It is important to not that regular assessments should be carried out together with updates for the company to stay abreast and maintain their competitive edge in the market.

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7 ACTIVITY 2 The Analysis of Utilization of Data and Information at Berimbolo Security Introduction For Berimbolo Security to operate efficiently in compliance with the market standard it all depends on their ability to implement applications effectively when handling data and information they have and are collecting. This activity seeks to explore how the Berimbolo brothers will utilize both internal and external data, their motivations and methods they use to exploit their data. Secondly the role that online communication plays, the impact of information technology and the data manipulation techniques. The information realised in this section goes to provide information that will be used in optimizing Berimbolo operations and customer relations. Data and information in its external and internal Uses Berimbolo Security's internal data exploitation is important as Berimbolo Security navigates on its effective commercial operations. The Internal processes may be sped up as a result of integrated data allowing for in-depth evaluations of job costs and simplified scheduling. Customers are more likely to be satisfied when they get personalized attention from service providers and see relevant advertisements. Monitoring employee performance internally with data guarantees constant quality. Externally, data promotes client and engineer schedule transparency, boosting collaboration and productivity. Public relations and advertising agencies use consumer information to target their audiences more precisely and expand their market share. In order to promote openness and active consumer participation, dynamic external data utilization includes users monitoring their security systems online.

8 What data and information Berimbolo Security plans to use, and why If Berimbolo Security implements the solutions, I propose they will have an increased positive outcome on its operations in general. One example is that with the integration of communication channels the company can enjoy simplified processes that will enable better resource coordination and allocation especially with the expansion and scheduling. The outcome of this is that the firm make better use of its newly and old hired employees in that they will work with the at most efficiency. Secondly the company will enjoy an on-time and well- coordinated delivery of service which is important to achieving their client’s expectations and which will have an effective impact on quality of service offered. Berimbolo Security’s shift towards having data driven decision making processes will have long lasting effects for how resources are utilised. Through this the firm will be able to have its managers Royce and Rickson Berimbolo well informed and thus they will be in apposition to offer well aligned judgments and well backed up with in depth data analytics. Through this the company will enjoy sustainability since their resources will be allocated towards areas that will provide the most returns and in line with the objectives of IT access for all staff to carry out their listed tasks effectively and Data storage for staff, supplier and customer records. Another intricate part of this plan is that the system to be adopted will bring about quality control which will foster the much needed consistency in quality of the services offered. Through this system the company can guarantee its stakeholders that the needed services will be delivered and with constant monitoring and analysis of data new areas where the company should take advantage of are exploited. The company will be in a position to ensure the satisfaction of its customers through quality and thus increasing the results. When customers are happy with a

9 service rendered they often get more inclined to purchase more from the company and also refer a company to other potential customers. External Implementation Impacts Customer records go a long way to enable personalization services and to streamline communications, shared information and fostering individualised relationships ( Leena, 2022). Secondly, when a company is data driven it becomes easy to do advertising and public relations to ensure that new customers are acquired and to enhance market penetration and also to be more appealing to a wider demographic. Lastly, remote monitoring can be achieved through online security systems which will go a long way to enhance client satisfaction and to ensure that Berimbolo security and technology provide advanced customer centric services. Thus the strategic utilization of data from both internal and external sources will enhance operational efficiency, decision making, market positioning and customer connection and retention. How IT will support the use of information and data. Tool How it Supports Centralized Data Storage This tool will facilitate the data consumptions through an intricate centralized storage system, retrieval, security control and enhancing access. CRM System A customer relationship management system will enable the effective interaction between the company and its customers by providing critical customer insight.

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10 Communication Tools A communication tool like teams will be effective in enabling the integration and utilization of communication technologies, and fostering efficient external and internal communication. How Online Communication can support the use of information and data For Berimbolo Security embracing digital channels to enhance consumer engagement through the use of online communities will provide important input on understanding client preferences and enabling tailored services and goods. The social media channel will broaden consumer interaction, provide updates on customer preferences shift, prompt goods and services offered and improve engagements in discussions and creativity of new products for customer satisfaction. The ways in which data can be used and manipulated The use of data enhances the company’s customer centric and operational improvement. Services can be adjusted depending on the customer preference and incorporating it to tasks and cost analysis ( Kreuzer et al., 2020) . Customer data analysis assists organizations in better understanding consumer behavior, preferences, and demands, enabling for more focused and successful marketing initiatives. Data may be used to determine market trends, allowing companies to make educated choices regarding product development, pricing, and market positioning. Additionally, customer input can be used to continuous improvement procedures. Embracing forward-thinking data manipulation trends allows firms to undertake trend assessments, supporting informed decision-making and strategic planning, and moving the

11 company toward development and innovation. Overall, effective data use enables firms to make well-informed, customer-focused choices that promote success and advancement. Conclusion In conclusion, information and data are a crucial resource for Berimbolo Security's success. By utilizing both external and internal data with the integration of robust IT solutions and online communities through different platforms, expediting processes will lead to improvement of consumer engagement and their satisfaction. Strategic data manipulation provides informed decision-making and continuous development. Data and Information Utilization This section looks at what the company can do to ensure they utilize the resources they seek to incorporate into their day to today activities. This is how they should use their information and data:  Data Manipulation - Trend analysis, targeted advertising, and informed decision-making.  Internal Uses - Scheduling efficiency, task cost analysis, and quality control.  Online Communities Support - Customer interaction, feedback collection, and social media advertising.  Data Usage - Service customization, customer satisfaction enhancement, and trend analysis.  External Uses - Customer involvement, marketing, and remote monitoring.  IT Support - Data storage centralization, CRM system, and communication tools

12 ACTIVITY 3 Berimbolo Security IT Usage Policy Purpose: The purpose of the Berimbolo security IT usage policy is to ensure legal, ethical, moral and the safe use of IT resources Some of the potential threats that the company may face include:  Phishing attacks – Employees at Berimbolo Security need to be vigilant, report any suspicious emails and implement a two factor authentication on all company systems.  Unauthorised entry – Employees at the company need to use strong passwords and create awareness on any suspicious entry into the system.  Information Loss – System administrators are encouraged to perform regular system and data backups, avoid storing sensitive information on personal devices ( Duggineni, 2023).  Viruses and malicious software – The company needs to update antivirus software, and exercise caution with digital data. The procedures and processes of data protection:  Perform encystation of data through the use of encrypted methods during transfer and storage of data and information  Employee regulations on access through role based access controls and performance of regular review of user access  Lastly there needs to be regular audit. The chief executives need to perform periodic audits of data and information on all records. The moral and ethical consideration:

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13  Employees should maintain customer confidentiality through obtaining explicit consent before processing customer information.  Employees should also maintain close and transparent communication with customer. By having open communication and understanding of the company’s IT regulations moral and ethics can be upheld. The legal Consideration:  By adhering to the protection of data and legislation the company will comply with domestic and international data protection laws  Maintaining of property rights entails obtaining necessary licenses and upholding intellectual property rights. The Relevant Professional Guideline:  All employees need to ensure that they adhere to industry standards by following IT security and data protection best practices.  Adhere to professional conduct by upholding professionalism in the realm of technical obligations and by reporting any improper conduct. Managing Infrastructure, Information, Users and Data:  Perform infrastructure management through regular updates, routine maintenance and disaster recovery strategies.  Perfuming user management by conducting routine training, and monitoring user activity for policy adherence  Performing data and information management through regularly reviewing data management and using centralised data storage.

14 Other Policies  Report any kind of violation in a prompt and quick manner. These incidents may include IT security problems and through anonymous reporting this can be encouraged.  Take stun measures against any violations through displinary action including terminations and policy breaches.  Legal actions should be taken for serious violation.  Regular revision of policy should be taken and this can be assessed through regular assessment to bring about relevance and effectiveness. Acknowledgment I ……………………………………. ….. accept that I comprehended Berimbolo Security's IT Usage Policy. I agree to abide by the rules contained in this agreement. Date: …………………………………… Signature: ………………………………………

15 ACTIVITY 4 Final Report and Recommendation for Berimbolo Security 1. Alternative Approaches to Data and Information Usage: There are solutions that stray from established business practices for making use of and disseminating data and information. Decentralized storage is a practical alternative to centralized data storage, with the added protection of advanced encryption techniques. With more emphasis being placed on customer involvement, real-time feedback solutions may be used to supplement customer data and provide quicker insights ( Carmichael et al., 2021) . The use of ongoing training programs is another viable option in the context of IT policy. To help maintain a proactive and resilient security posture, this option aims to keep employees aware and competent about the ever-changing IT risk environment. The willingness to be flexible and creative in the ever-changing world of data management and communication strategies is reflected in the diverse insights offered by these various ways. 2. Impact of Internal and External Threats: Internal and external threats When evaluating potential threats to a business, both internal and external, it is important to conduct a thorough impact assessment. The lack of internal data security measures is a major threat that might reduce operational efficiency and leave the business open to hacking. Furthermore, internal dangers extend to the sphere of quality control, where breaches may have a cascade impact on customer satisfaction and undermine the company's brand name. Cyberattacks are a major external risk that may devastate an organization's market standing ( Lis and Mendel, 2019). Such assaults not only damage customer and stakeholder trust but also have cascading

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16 implications on the brand's entire status. Legal repercussions resulting from data breaches are another external hazard that may hurt the organization financially and negatively affect its brand. The need of a strong and proactive strategy to protect the company's operational integrity, market status, and overall stakeholder confidence is highlighted by this comprehensive risk analysis. Ways of mitigating threats To protect the business from both internal and external dangers, it is crucial to put into practice effective mitigation techniques. One preventative measure that may be taken to deal with threats from inside the organization is to provide regular data security training to all personnel. An important part of this tactic is doing regular internal audits to identify and fix any security flaws. When it comes to outside interference, having a solid cybersecurity system in place is crucial. Among these measures is the deployment of stringent cybersecurity safeguards, such as the updating of antivirus software on a regular basis to counteract new and emerging threats. To further reduce the impact of external threats, it is important to have both sophisticated tools for detecting phishing attempts and well defined processes for how to respond to them. By combining these preventative measures, businesses may create a safe and secure working environment that is impervious to outside influences. Procedures for working in a legal and ethical way Understanding the many legal and ethical constraints facing modern businesses is essential. When it comes to the law, it's essential to maintain a state of constant conformity. This requires continuous evaluations and changes of IT regulations to correspond with current law, hence limiting the risk of legal ramifications. Legal repercussions from data breaches or careless treatment may be avoided with strict adherence to data protection regulations. Ethical issues, on

17 the other hand, call for more openness in dealings with customers and other stakeholders. It is equally important to foster a climate that fosters the reporting of ethical concerns by providing security for whistle-blowers, fostering a culture of responsibility, and acting swiftly to resolve any ethical issues that may arise. Companies may protect themselves from legal ramifications and build trust and integrity with their employees, customers, and other stakeholders when they include legal compliance and ethical issues into their structure. 3. Evaluation of the impact of both data and information The company Strong data and information retention has a good effect on the organization, as shown by the favorable results of the impact review. Additionally, through this data and information the organization stands to expand its market presence via targeted advertising, employing enhanced data management procedures. In turn, stakeholders gain confidence and pleasure from open lines of communication and the knowledge that their interests are being protected by robust cybersecurity safeguards. The company’s stakeholders By having access to up-to-date and correct information, stakeholders are better equipped to make decisions that are in their best interests. This advantage applies to people, companies, and communities alike, guaranteeing well-informed decision routes. Similarly, efficient data management and information systems increase stakeholders' efficiency and productivity by equipping workers and managers with the data they need to do their jobs well. Stakeholders also reap the benefits of data and information's creative potential when businesses use it to track trends, spot market openings, and gauge client preferences in order to design and launch cutting-

18 edge new offerings. It's a win-win for the company's bottom line, as well as for customers and financiers. Stakeholders benefit further from access to consumer data because it helps businesses better understand and address customer demands, which in turn increases customer happiness and loyalty. Furthermore, as transparency in disclosing pertinent information is critical for sustaining stakeholder confidence, it plays a key role in encouraging accountability, especially in the corporate and governmental sectors. Policies to be implemented In analyzing rules, the Data Usage and Security Policy exhibits strengths in its explicit data protection standards, frequent reviews, and employee appreciation. Decentralized data storage options and continuous staff training to address new security challenges are two areas for development. The IT Usage Guidelines provide benefits in the same areas, including rigorous protection procedures and complete coverage of possible threats. The implementation of continual training efforts to keep staff up-to-date on developing threats is one area for development, as it would allow for a more dynamic and proactive approach to IT risk management. This comprehensive analysis highlights the need of policy flexibility and improvement for efficient risk management and taking advantage of new possibilities. 4. Justification Centralized data storage was chosen for strategic reasons, including improved accessibility, increased security, and reduced administrative burden (Asante et al., 2021). This method guarantees efficient procedures and strong security for private data. Similarly, the methods of customer interaction used were developed with the express goal of improving

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19 customer happiness via the delivery of tailored assistance. IT support and online groups that encourage open dialogue and immediate participation from customers are good indicators of a company's devotion to teamwork and responsiveness. The design of the IT Usage Policy stands out for its meticulously constructed mitigation measures, displaying a commitment to a proactive and responsive response to IT risks. The decision-making process, therefore, corresponds with industry best practices and is positioned to generate major advantages for both the organization and stakeholders. In order to take a preventative approach to risk management, it is crucial to emphasize constant monitoring and assessments in addition to a firm dedication to ethical norms. Finally, these choices are reasonable, enhancing the efficiency of the suggested policies and setting the business up for long-term success in the dynamic environment of the digital sphere.

20 References Asante, M., Epiphaniou, G., Maple, C., Al-Khateeb, H., Bottarelli, M., & Ghafoor, K. Z. (2021). Distributed ledger technologies in supply chain security management: A comprehensive survey. IEEE Transactions on Engineering Management , 70 (2), 713-739. Carmichael, R., Gross, R., Hanna, R., Rhodes, A., & Green, T. (2021). The Demand Response Technology Cluster: Accelerating UK residential consumer engagement with time-of-use tariffs, electric vehicles and smart meters via digital comparison tools. Renewable and Sustainable Energy Reviews , 139 , 110701. Duggineni, S. (2023). Impact of Controls on Data Integrity and Information Systems. Science and Technology , 13 (2), 29-35. Kreuzer, T., Röglinger, M., & Rupprecht, L. (2020). Customer-centric prioritization of process improvement projects. Decision Support Systems , 133 , 113286. Leena, K. B. (2022). VALUE ADDED OFFERING BASED ON PERCEIVED IMAGE OF PERSONALIZED CUSTOMER RELATIONSHIP MANAGEMENT. INTERNATIONAL JOURNAL OF MANAGEMENT INNOVATION , 1 (2), 101-111. Lis, P., & Mendel, J. (2019). Cyberattacks on critical infrastructure: An economic perspective. Economics and Business Review , 5 (2), 24-47.

Information Technology Systems

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