ACTA TECHNICA CORVINIENSIS - Bulletin of Engineering

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ACTA TECHNICA CORVINIENSIS – BULLETIN of ENGINEERINGDEMANDS ON EFFICIENT ERP SYSTEM OF ANENTERPRISEInformation systems have to fulfill certain basicdemands reflecting their quality. These onesbelong among them:information have to be representative ofsubstance and needs on individual levels ofcontrol,frequency and speed of data obtaining haveto allow their efficient use by decisionmaking,channels of delivery have to be modifiedtowards the organizational structure takingin account the need of shortest pathbetween sender and receiver,by delivery of data it is necessary to avoidmiddle elements, which deform and disturbinformation,forms of data presentation have to becommunicative and flexible to possibilitiesof their understanding by their recipients,information system has to fulfill integrativefunction and integrate mutually or units ofthe company and secure feedback,information system has to be able to adaptto changing conditions in inner and outerenvironment of a company.The basic demands on IS regarding the needs ofcontrol of an enterprise can be summarized inthe following way:the information system has to supply theneeded information inputs into theenterprise and information outputs intosurroundings,it has to prepare all inner informationneeded for control, it observes the course of controlledprocesses, obtains, measures andanalyses data about the real state of thecontrolled processes or deviations fromthe set values, it prepares the gathered data forprocessing on the appropriate media, it secures input of these data forprocessing and manages its ownprocessing for the needs of control.It has to supply to all organizational unitsand to every employee all informationneeded for their activities and this inappropriate form and needed time. Thedistribution of the processed data has tosecure information inevitable for decisionmaking for the managers. By exeucutiveemployees, it is giving orders and otherinformation that precisely specify theappointed work and create assumptions forits execution,.It has to fulfill integration role. It has tosecure interconnection of all workplaces inthe enterprise and to realize the closing offeedbacks without which, control cannotexist..IS has to be flexible, able to develop andadapt to inner and outer conditions andchanges in the control system.IS should be efficient, that can beunderstood as: Inner efficiency that is demanded byrational organization of the IS, it shouldbe the cheapest (but not at the expenseof quality) and Outer efficiency shown by the effect ofthe operation of the controlled systemthat is obtained on the ground ofinformation supplied to the control.(Khouri et al. 2009b)For any information system to fulfill its task andobtain selected aims, it has to be secured fromthe following sides:personal – qualified employeestechnical – information and othertechnologies,software organizational – means of practicaluse of the information system.(Al-Zabidi,2006)SELECTION OF AN INFORMATION SYSTEMThe selection of an information system is boundwith demands laid upon it. Regardingcomplexity and functionality of the system, itslevel is directly proportional to its price. Thebase of every system applied in manufacturing iscomplex observation of supplier-customerrelations, based on which operations needed forrealization of supplies are executed. By using ofinformation system, it is necessary to obtainother functions – be it the system of control andmaintenance planning or the actual system ofquality and production control (Khouri 2009)It is important to realize that even if there aredifferent types of information systems, that doesnot mean that only one of them can beoperational in an enterprise. However in862010/Fascicule 2/AprilJune /Tome III
ACTA TECHNICA CORVINIENSIS – BULLETIN of ENGINEERINGenterprises, usually more types of IS areoperated at the same time. Every enterprise hasto have a transactional system. For this systemmany different products exist today, beginningwith simple accounting application to complexsolutions of the information system (suchsystems are usually differentiated according tothe type of the enterprise and employees count).By selection of an information system it isnecessary to take in account:adequacy of the system – how much time ittakes for a user to obtain the neededinformation, if the system is user friendly ormaintains the needed level of security.,expandability of the system – is theadaptively of the system regardingdevelopment of the company secured, doesthe system have recommendations orneeded attests. Is it clear that the moreunexpected malfunctions will occur themore serious will be results on totalincompetence to face such problems. Theinformation should be considered secureonly when the mentioned realities arereflected in its design and operation. Withongoing time, the information systembecomes a mixture of old and new elements.The ability to cooperate with specializedmodules of competitive suppliers of softwareis also very important and is realized by databridges,lot of hardware and database platforms,on which the system works,technologic openness – the author of theinformation system cooperates with externalsoftware companies on development ofspecific modules.System integrators help the big enterprises thatwill do the analysis of needs and will set thefuture – desired state and will completelyorganize and secure transformation of theinformation system to the desired state.Advantage of these services lies in decrease ofrisk of investments into a proprietary softwareby absence of the needed experience, whiletransferring the responsibility on the systemintegrator. The system integrator has to have theknowledge of not very related branches(information technologies, management,logistics, system analysis, quality). (Khouri et al.2009a)Before selection of the information system, it isdemanded to clear out your business strategyand aims that the enterprise wants to achieve.The analytics are trying to map official and alsoinformal flows of information. Routineinformation is found by filling of questionnaires.It is difficult to set the time horizon of a„common” analysis.DESIGN OF AN INFORMATION SYSTEMBy design of an efficient information system, it isinevitable to have information about everyimportant element of the system. In this case thesystem is the given organization – company.Every system has three basic elements: inputs,conversion process and outputs as shown in thefigure 1.Environment – social, economic, political, technicalfactors involved in operation of the systemFig 1. The scheme of an open systemIn the process of design of information system itis necessary to take in account that somesystems are deterministic, what means that theirelements operate in foreseeable or definablerelations like clock. Problems in suchdeterministic system can be easily diagnosed.However, most of systems involving humanfactor are hard to describe and hard to solveproblems in. Such more complex systems areknown as stochastic and succumb to highdeviations in quantity and quality of theiroutput. All organizations, like all companies arebased on human factor and are stochastic intheir character.In and ideal case the model organization systemshould be self regulative, with embeddedmethodology of output monitoring withfeedback signaling results so any neededmodifications could be executed – somethinglike a thermostat that automatically turns on afurnace when temperature gets below desiredpoint. But taking in account the reality thatevery organization has stochastic nature, designof self regulative system of control represents avery complex task.To be able to progress further in solution, it isnecessary to install sensors into every element ofthe system: into input, into the conversion2010/Fascicule 2/AprilJune /Tome III 87
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