Introducing I.T system in small company - advice required please

  geek84 18:56 PM 11 Aug 12

Hi Folks

I am studying for an I.T qualification and one of the assessments is a ‘scenario based assessment’. It involves a fictitious accounts dept. who records all their transactions (sales/purchases) on paper. I am required to introduce an I.T system into that dept. I have done the majority of the assessment, but need your kind help on two things –

With the introduction of this new I.T system, a manual with well documented I.T. processes is required i.e. detailing level of access and authorisation rights for each employee. If I was to get someone from ‘outside’ this fictitious organisation in order to write this manual, how much would it cost and is there a name or job title given to the person who is qualified or capable of doing this?

All transactions need to be backed up in case of fire or theft. What storage medium would you advice I need in order to do this effectively?

Thanks in advance for your responses.

  wiz-king 16:50 PM 12 Aug 12

Dont try to re-invent the wheel.

Your first step should be producing a flow chart of the existing paper system, and then ask the firms accountant what systems they can work with.

Then do an internet search for suitable software, most companies e-commerce software should be compatible with Sage and that is what most accountants will work with. Sage also do small business software.

Think about using an e-commerce program like Khaos which will do all you want and more. It also has built in user controls that allows you to control access to various part of the program and its functions. This enables you to set a user to accept orders but not to issue card refunds for example.

The advantage is you will have minimal manual writing to do as most of it will be built in.

You would still have to back up the programs database to an disk and take it home and put it in the garage! Or back it up electronically to a remote server. Every day!

  geek84 22:01 PM 12 Aug 12

Thanks for your help, wiz-king

  wiz-king 05:34 AM 13 Aug 12

Just thought of the name --- systems analyst ..... that's who you need.

  xania 11:18 AM 07 Sep 12

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