Identify A Data Management Need

Running head: IDENTIFY A DATA MANAGEMENT NEED 1

Identify a Data Management Need

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IDENTIFY A DATA MANAGEMENT NEED

Identify a data management need

A start-up company has been expanding in terms of its operations and number of

employees. Therefore, there is need for it to improve its efficiency and effectiveness in

handling the ever growing data. This can be achieved by developing a database to handle

such data. Therefore, an interview was conducted with the organization’s manager to get

information on the current system used by the organization and the new system that is

scheduled for deployment. This report discusses the demerits of the old system that the new

system will address, the stakeholders of the new system as well as its feasibility.

In computing, a database is a data structure in which organized information is

stored. Most databases are composed of multiples which are made up of several rows.

Databases are an important part of every organization’s operation. They have various benefits

which include reducing the amount of time that is spent in storing and retrieving data,

promoting a disciplined approach in managing data and ensuring improvement in consistency

and quality of information. Databases are also important in bringing scattered information

together to create a useful resource and assist in the analysis of data in a variety of ways

(“Northern Ireland Business Information”, n.p.).

In this case, there is need for maintenance of employee information for easy

tracking and to ensure efficiency of operation within the organization. The employee

database contains all the employee records that are organized based on the employee’s social

security number or their employee identification number. The database will contain various

data elements which include their persona data such as their name, date of birth and address,

their personnel data such as the next date of salary review and reason for separation,

deduction data, employee’s benefits and pay rates (“University of California”, 2011). This is

an entirely new system since the organization is still a growing one and therefore the increase

IDENTIFY A DATA MANAGEMENT NEED

in its operations and number of employees’ demands that it develops a new computerized

database to replace the Microsoft Excel system that it has been using since its inception.

Poor maintenance has several consequences which include loss of revenue as a

result of errors in billing and loss of opportunities. It also leads to inefficiencies in operations

due to inappropriate layout of records that can be easily retrieved for references. Without

proper data management, it becomes difficult to maintain inventory leading to overstocking

or depletion of inventory. Databases are a good source of information on market trends and

therefore poor maintenance leads to losses as a result of the inability to adapt to changes in

the market and bring in products that are favoured by the current market situation.

Furthermore, poor maintenance of an employees’ databases may lead to the company failing

to pay its employees on time as well as payment of “ghost workers” further leading to losses.

Currently, the organization uses Microsoft Excel to manage its employee records

which leads to inefficiencies in storing and retrieving employees’ data as it takes a longer

time to do such operations. The new system is more secure, efficient and effective.

Furthermore, the system does not need to be hosted in the organization’s premises as it is

hosted over the cloud and all that the organization needs are computers that are used to access

the system. The main stakeholders in this project are the board of directors, the employees

and the system developers. The organization’s management will be the main employees of

the system as it will ensure smooth operations and management of employee data. The

employees will also benefit from the system as they will be able to generate their payslips and

ask for leave efficiently without having to draft emails.

During implementation of the system, privacy and confidentiality of employees’

data must be taken into consideration. The system must have effective security features that

ensures that every user has a unique identifier and password. Confidentiality of the password

is key. This is a feasible project that is within the economic, time and technological

IDENTIFY A DATA MANAGEMENT NEED

constraints. Therefore, after approval from the manager, the project should be completed in 8

weeks.

References

Northern Ireland Business Information (n.p.). Benefits of Databases. Retrieved January 11,

2017 from

https://www.nibusinessinfo.co.uk/content/benefits-database-development

University of California (2015, April). Appointments and Distributions. Retrieved January

11, 2017 from

https://financial.ucsc.edu/SiteCollectionDocuments/PPS%20Manual-

PDF%20Format/Section%201/1-11_Appt-dist.pdf

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