Understanding The Importance of Decision Support Systems

A decision support system is a network of computers, people and programs set in place to “[support] business and organizational decision-making activities [1]” InformationBuilders.com describes the Decision Support System (DSS) as a software system set in place to work together with decision makers to help them glean useful information from “raw data, documents, personal knowledge, and/or business models “[1]. Essentially, the DSS is a support system where people utilize computer software and databases to help them translate meaningless data into important information that can enable them to make an informed decision. Decision Support Systems are in place to help people deal with specific problems, and are crucial any time an organization must make an important decision. These systems can be particularly helpful in a case of national threat.

In the eye of the Ebola outbreak in Africa, and the recent news coverage stating the disease may be headed to the US, my mind is drawn to the possibility of a DSS in a national emergency. The USA, does in fact have a DSS in place for cases of bioterrorism [3]. A system of software, databases and specialists are in place for the “diagnosis, management, prevention, surveillance, and communication by clinicians and public health officials in the event of a bioterrorist attack” [3]. The system contains information to help us identify the elements and find a way to put a stop to their spread. As a nation, we have systems to help us quell any national dangers at the start, not only is this comforting to us as citizens, but it helps us to see how important these Decision Support Systems are on a massive scale. Decision Support Systems are in place for our national government to help us understand how to avoid potential threats to our nation. In light of this, a recent article by national geographic news, explained why the Ebola virus is not likely to spread in the US because of our advanced technological systems which will help us contain the disease [4]. 

Decision support systems help us to identify crucial information from raw facts, enabling us to determine the best course of action to solve the issue. Because the DSS is so important to organizations and society, it is important that organizations are always evaluating and updating the systems so that they can improve and be able to adequately handle the next issue that comes along [5]. Feedback is crucial to determine what areas of the system need improvement, including updating management, software or database systems, in order to ensure that we make informed decisions in urgent situations.

[1] http://www.informationbuilders.com/decision-support-systems-dss

[2] http://www.bit.vt.edu/academics/dss_index.html

[3] http://www.ncbi.nlm.nih.gov/books/NBK11887/

[4] http://news.nationalgeographic.com/news/2014/07/140729-ebola-america-disease-epidemic-africa-medicine-science/

[5] http://www.igi-global.com/journal/international-journal-decision-support-system/1120

Zoho Spreadsheet: Using Absolute and Relative Formulas

I made a Zoho Spreadsheet using absolute and relative formulas. In order to do this I signed into my Zoho account and clicked on “docs” then “create” and then chose “spreadsheets” from the dropdown menu on the left-hand side of the screen. I chose to work with a spreadsheet I had made earlier, but I now added formulas into the spreadsheet. I right-clicked on the top of the cost column and chose “insertàcolumn after,” I named this column “future cost”, I then added a column after the profit column and called it “future profit.” The next thing I did was add new column called “inflation” and added an arbitrary inflation amount of 1.04. I added formulas in so the future cost and future profit would be automatically calculated as I changed the amount of inflation. To do this I clicked on the box directly under “future profit”, future profit is revenue minus future cost, so I typed “=d2-c2” into the box, and hit “enter”. Once the value appeared, I held my cursor on the lower right corner of the box until it aligned and dragged the corner down to highlight the rest of the spaces I wanted to calculate. The formula copied all the way down and summed in the total row at the bottom.

The next formula I made was an absolute formula. I clicked on the box beneath “future cost.” Because future cost is cost multiplied by the inflation rate, and the inflation rate stays the same for all of the items, we can use an absolute formula. I typed “=b2*$h$10” into the cell and hit enter, once the value appeared I placed my cursor on the lower right corner of the box and dragged it down the column I needed formulas in. This allowed the cost value to change as it went down the column, but it kept the value of the inflation rate the same. If I change the inflation rate and hit enter, the values for these two columns will now automatically change as well.

The spreadsheet I made can be found at the link below or embedded at the bottom of this page.

https://docs.zoho.com/sheet/published.do?rid=n9y9pabad8a7fe9034f7f894659197297bf51 

E-business and More Efficient Marketing

Electronic business (e-business) is “any process that a business organization conducts over a computer-mediated network” [1]. In this modern day, technology has become such an integrated part of our society that many businesses have decided to hold transactions via the internet. People can buy, sell and advertise on the internet. One factor of e-business that makes people more likely to adopt it is that it is convenient. People can buy or sell at any time, day or night. They never have to worry about a store not being open, or that they will not be able to find a product they need. By simply searching the item on the internet they can find it on any site, and can quickly purchase the item or even research similar items. [2] This is not only convenient for the consumer, but for the company as well. Since people use the internet so often, it is much easier for companies to advertise over the internet than any other way. Smallbusiness.chron.com states, “[an item can] be found with search engines without the use of pricey advertising campaigns” [1]. One of the most beneficial items of electronic business for companies is the ease of marketing via the internet.

Making a company online, or at least making some parts of a company internet based, can lead to “[great] monetary savings (because of fewer employees and low overhead) and the ability to reach consumers across the globe” [1]. The website Dob.nt.gov.au states that “eBusiness is more than having a website for your business. Using eBusiness tools can make your administrative and operational activities more efficient” [3]. When a company has an online market, its marketing campaign can be easier, more efficient and use significantly less money and resources. Marketing campaigns can be expensive and hard to figure out, especially for new companies. If the company sells its products via the internet, its items can show up in searches, or can be placed in ads that show up as people shop for similar items. The company can add to its marketing by keeping up with social media and focusing on their site being easy for consumers to understand. One way companies can easily increase their marketing strategy is through email [4]. Companies could also start promotions such as giving a small discount to consumers if they refer five friends to the organization [4]. This would give consumers an incentive to spread word of the company to others, and would help the company increase its consumer base. 

8 Useful Web Applications

1) Google documents, www.docs.google.com, is document creator and editor software that can be used as an alternative to desktop software. This application enables you to edit content along with other users at the same time. This software is very helpful for group projects, it is also invaluable because it automatically saves your work as you go along, and allows you to access your work from any device.

2) Autocad 360 web app, https://client.autocad360.com/login.html, is a drawing application. It allows you to create, view, edit and share images online. This is particularly useful for drafting layouts for buildings etc.

3) Word online, https://office.live.com/start/Word.aspx?omkt=en-US, can be used as an alternative to Microsoft Word desktop software. It can be used from any device at any time and does not have to be purchased. You can create, edit and view documents through this online software.

4) Excel online, https://office.live.com/start/Excel.aspx?omkt=en-US, is an alternative to Microsoft Excel desktop software. You can use this online software to create, edit and view spreadsheets.

5) Pixlr image editor, http://pixlr.com/editor/, this application offers many tools to edit images online. It is free and easy to use.

6) Photoshop express editor (photo editor), http://www.photoshop.com/tools?wf=editor, is an alternative to Photoshop Desktop Software which is expensive. It is free and offers advanced image editing tools.

7) Gis data explorer, http://www.arcgis.com/explorer/, allows you to combine and share maps. It is very useful for travelers or anyone interested in geography.

8) NGS monument locator, http://www.ngs.noaa.gov/NGSDataExplorer/, is advanced location software that allows you to see detailed information about each location, including flood reports and warnings. 

[Detailed database of the applications along with links can be found at the bottom of this page]. 

What is Web 2.0?

Web 2.0 is difficult to define; it was frustrating to research at first when every site had such a vague description of the subject. I finally stumbled upon a site called “Explaining computers” whose author, Christopher Barnatt, compared trying to precisely define Web 2.0, to trying to nail jelly to a wall. This was very refreshing to hear. He then explained that Web 2.0 incorporates interpersonal computing, web services and software as a service [1]. Instead of Web 2.0 being an animate item that we can describe and see, it actually refers to “the transition from static HTML Web pages to a more dynamic Web that is more organized and is based on serving Web applications to users” [2]. So Web 2.0 marks an era of change, it is the occurrence of the World Wide Web changing into something much more complex which changed our world [4]. The YouTube channel, “Strategic Business Incites” explained that it was the addition of user generated content, and two way communications with websites that defined Web 2.0. While in the past websites spoke to visitors, Web 2.0 allowed visitors to speak back.  In addition, Social media incorporates a third aspect where users also communicate with each other [3]. This third aspect of Web 2.0 caused the internet to change immensely.

A very important part of Web 2.0 is the users. The new web developments included websites facilitating communication between members, which grew our social and business world considerably. Barnatt explained that “successful Web 2.0 sites…turn as many visitors as possible into valuable content shapers” [1]. One highly interesting part of Web 2.0 is the online viral video sites. Users can easily upload self-made videos, which can then show up in other users’ searches or as similar videos or suggested videos in the sidebar. For this reason, people are easily made into online stars and can have many people watching their videos even if they did not attempt to market them. YouTube is the most popular video site, where users can upload, watch, share and comment on videos. In YouTube's case, the users essential run the site. The site is already set up, but users come and add and share content. Users can easily post the content to other sites so that people on other sites hear about the videos also. Through YouTube videos much information is rapidly spread. Millions of people post tutorials and educational videos, as well as news segments and comedic pieces. Movie trailers play on YouTube and many people spread their talent by posting their own music videos as well. An article in the Wallstreet Journal, “the Secrets of Marketing in a Web 2.0 World,” discusses how beneficial Web 2.0, and the advances of social media sites have been for marketing [6]. Barnatt comments that YouTube and other viral video sites have become “"everybody's broadcaster" or "everybody's distributor" in a world in which everybody is already a potential film maker and publisher” [1]. These sites have enabled us to have a voice in society, with very little effort needed. We can easily voice our opinions or start campaigns through the internet, which has helped us communicate better as a whole.

[1] http://explainingcomputers.com/explaining_web2.html

[2] http://www.webopedia.com/TERM/W/Web_2_point_0.html

[3] Strategic Business Incites: https://www.youtube.com/watch?v=iStkxcK6_vY

[4]http://www.heacademy.ac.uk/assets/bmaf/documents/publications/IJME/vol7no3/IJME7no3Paper5.pdf

[5] https://www.youtube.com/watch?v=7BAXvFdMBWw#t=98

[6] http://online.wsj.com/news/articles/SB122884677205091919

Zoho Database Tutorial

https://reports.zoho.com/ZDBDataSheetView.cc?OBJID=979262000000002088&STANDALONE=true&privatelink=1a
a33914f17e6f263d520dfcf3ccba26&ZDB_THEME_NAME=grey&DA
TATYPESYMBOL=false&REMTOOLBAR=true&SEARCHBOX=true&
SHOWHIDEOPT=true

This week I made an account with Zoho and created a database through the site.  I went into reports, and created a new database where I could upload files of my own. I uploaded an excel file, using the paste option and edited any information I needed to on the preview page. Then I generated two URLs, making sure that no login would be needed in order to access the webpage. I posted the blog url into the HTML gadget of my blog so it would appear underneath my posts. I then posted the other url above. I was confused by some of the steps at first, but I re-read them and watched a few videos on how to navigate the Zoho system, since I had never used it before.

A sample of the database I made can be found below.

Zoho Spreadsheet Tutorial

This week I experimented with Zoho.com, a sample of the spreadsheet I made is at the bottom of this screen. 

In order to create a spreadsheet on Zoho, I signed into my Zoho account and then followed the link: https://docs.zoho.com/home#allfiles. After that I clicked on “create” in the upper left hand corner of the screen. I chose the “spreadsheet” option from the dropdown menu, which opened a new blank spreadsheet in my window. I clicked on the spreadsheet and typed the data I wanted into each box. In the last column, I added a formula (in my case =c2-b2, =c3-b3 etc.) in order to calculate the profit for each sale. I then added a "totals" row at the bottom of my spreadsheet and used the summation icon (upper right hand side of the screen) to find the total values of each column. My final step was to experiment with the design of the spreadsheet, and to add different font styles and colors as well as an outer border to help the spreadsheet stand out more. 

Database Research

For several years, I worked as an orthodontic assistant and a receptionist. The office had several hundred patients that came on a regular basis, and hundreds of other patients whose charts were archived as a result of them no longer needing to come on a regular basis. We still kept the charts for a number of years in case we needed to refer to them or send the information elsewhere at a later date. The office had only one computer, which was rarely used, that kept track of some financial and billing information. We logged appointments in a book, and as patients came in we checked their names off a list. There was a lot of paperwork that filled the small office, it was often hard to keep track of. If we needed to find a patient's contact information, we had to search through all of the filing cabinets to find it. If someone misplaced a chart it was especially difficult, since we had so many different files we would need to search through. After about a year of this system, the practice was bought out by a different dentist. She installed new technology including computers, and an electronic check-in system for the patients. She had a database called Orthotrac downloaded onto the computers and the computers linked to each other. It enabled us to make appointments, upload patient information, log our work hours, and process billing information and credit card payments. By changing from paper to a computer database system, we saved a lot of time, effort and office space. Orthotrac made us able to focus more on caring for our patients.

Some extra features of Orthotrac include that it incorporates Kodak imaging software [1] that allows the dentist to store images such as x-rays into the database. Carestream Dental explains the many uses of Orthotrac, and helps us to understand what areas it will be useful in. It also explains which versions of the product are good for each computer, and introduces the option of connecting the system to the cloud to increase storage ability [2]. Masterworks.learn.com explains how to convert to a paperless practice. It has many helpful handouts as well as lessons about how to properly navigate the Orthotrac system [3].

1. What specific challenges does your database system implementation have?

There is a lot to learn about the Orthotrac system, it can be very confusing and time consuming. There were also bugs in the system when it first came out that needed to be fixed, as well as it overloading older computers so they would run very slowly when the system was uploaded into them.

2. In what ways does it provide competitive advantage for the organization using it?

We were able to work faster, and to be much more efficient. We were able to say we were an environmentally friendly office, which attracted more patients. We also saved a lot of time and space and were able to spend more time on each individual patient. When a patient called or stopped by to make an appointment, we could look up their chart in a matter of seconds on the database, instead of searching through filing cabinets for their information.

3. What improvements would you suggest?

I would suggest making sure that the computer the office has can handle the software, so that it does not run too slowly. It was helpful to our office to have an Orthotrac expert come in and train the employees for about a week since there is a lot to know about the system. Over the years, Orthotrac has greatly improved with each new update. Many of the bugs and problems we dealt with at the start were resolved in the next year or two.

[1] http://www.orthodonticproductsonline.com/2008/08/practice-management-software-2008-08-25-09/

[2] http://www.carestreamdental.com/us/en/practicemanagement/ORTHOTRAC#Features and Benefits  

[3] https://masterworks.learn.com/learncenter.asp?sessionid=3-636A3A96-7F78-4093-8EC2-EB34CCB278B1&DCT=1&id=178411&page=11

Value Chain Example

(This problem gives an example of each step of Michael Porter's Value Chain).

Assume you have opened an internet site to buy and sell used music CDs to other students. Describe the value chain for your new business:

The value chain: raw materials, inbound logistics, warehouse and storage, production, customer service, marketing and sales, outbound logistics, and finished product and storage.

Upstream management includes raw materials, inbound logistics and warehouse and storage. In the case of this online CD trading company, our raw materials would be anything we put into the business to get our finished products. This could include gaining a license to sell the CDs, as well as the CDs we must buy before we can begin selling CDs.

The next step inbound logistics would be the obtaining of the CDs before sales start; you need to have CDs in your possession before you can begin selling and buying more CDs. This process would include a method to get the CDs delivered to you. Such as setting up a system where students can sell you their music CDs and ship them to your storing location.

This brings us to the next step of the value chain, Warehouse and Storage. In this phase, we must have a place to hold all of the merchandise until the next sale. For this project, in could be a garage or basement or even an extra room in the house. The CDs can be stored and sorted there for future sales.

Production and Manufacturing does not apply for this project, since the materials are already fully made. However, the CDs need to be sorted and made ready for future sale; this could include dusting off the cases or replacing broken cases and possibly cleaning the CDs and repairing any scratches made to the surface.

At this point, we are ready for finished product storage. We have already made sure each CD is fit to be sold and have repaired any damage to the CDs. We can finish sorting them and getting them ready to be shipped off.

Outbound logistics includes moving the goods from storage into the customer’s possession. In this case, we can use the Fed Ex system and mail each package of CDs off to students as they are purchased, while keeping a record of each purchase and distribution. Marketing and Sales includes organizing and designing the website for the company. Each CD or package of CDs should be posted to the site with a description and price. There should be a clear picture of the item and an item number to make it easier to keep track of each item as it is bought or sold. The site should be designed with colors that attract the eye and draw to the attention to the products. The site should also be user friendly and not difficult for the user to figure out or access. To gain popularity, we could share the company’s information on social media sites such as Facebook, Twitter and YouTube. The purchasing process should be as easy as possible for the customer as well, since we do not want to deter them at this stage.

Customer service is also very important; the site should also offer a place for the students to ask questions, or express their concerns. This section of the site could include an email or phone number for the students to call if they have any questions about the product or any step of the purchase or delivery process. Since students will be able to spread word about the site, either positive or negative, it is very important to be helpful and prompt when answering students concerns.

Sources: Problem taken from the textbook 'Fundamentals of Information Systems' by Stair and Reynolds

5 Software Musts for Any Company:

GoToMeetingis software that allows you to show your screen to anyone else in the office, it syncs to most devices including PC, MAC, smartphone and tablets [1]. This is helpful for telecommuting or for any time an office worker needs to show their screen to another worker. It is easy to share information this way and quickly communicate face to face without physically meeting up.

Google Docs software allows multiple employees to work on a document at the same time, it also allows people to have a conversation at the same time in a side window. You can see who is working on or viewing the project, and can easily invite more people to view the document.

Hootsuite software saves time and effort by managing all your social media accounts on one site. It can schedule postings and keep you up to date on what is happening on each site.

Google Calendar allows employees to add or delete meeting times and events no matter where they are and to share them across devices. Employees can share a work calendar and organize their schedule so they do not clash with other employees. This can also help management to keep track of what employees’ schedules are, in order to plan around them.

Snapstream is online DVR software that allows you to record clips of TV shows from any device. It includes a search system so you can easily find the shows you are looking for. This helps employees to stay up to date on the latest news or technology. You can record the segment and save it on the site for coworkers to easily access and watch. This is invaluable for any company who wants to stay on top of the latest trends. Snapstream allows you to record multiple channels at once and create clips to share on social media sites such as Twitter or Facebook. You can also send the clips to other employees.

[1] http://www.gotomeeting.com/online/meeting
http://www.snapstream.com/

http://www.socialmediatoday.com/content/6-things-know-about-hootsuite

https://hootsuite.com/