Information Technology Reference
In-Depth Information
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Computer problems are a frequent cause for airline flight cancellations and delays. For
example, a computer glitch at All Nippon Airways Company grounded or delayed
and delay another 250 flights by more than 90 minutes when its systems for dispatching
flights failed.
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A computer error knocked out ATM and wire and ACH transfer services provided by
Wells Fargo for two days.
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To remain profitable in a competitive environment, organizations must use all resources
wisely. Preventing computer-related waste and mistakes should therefore be a goal. Today,
nearly all organizations use some type of Computer Based Information System (CBIS). To
employ IS resources efficiently and effectively, employees and managers alike should strive
to minimize waste and mistakes. Preventing waste and mistakes involves (1) establishing,
(2) implementing, (3) monitoring, and (4) reviewing effective policies and procedures.
Establishing Policies and Procedures
The first step to prevent computer-related waste is to establish policies and procedures re-
garding efficient acquisition, use, and disposal of systems and devices. Computers permeate
organizations today, and it is critical for organizations to ensure that systems are used to their
full potential. As a result, most companies have implemented stringent policies on the
acquisition of computer systems and equipment, including requiring a formal justification
statement before computer equipment is purchased, definition of standard computing plat-
forms (operating system, type of computer chip, minimum amount of RAM, etc.), and the
use of preferred vendors for all acquisitions.
Prevention of computer-related mistakes begins by identifying the most common types
of errors, of which there are surprisingly few. Types of computer-related mistakes include
the following:
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Data-entry or data-capture errors
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Errors in computer programs
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Errors in handling files, including formatting a disk by mistake, copying an old file over
a newer one, and deleting a file by mistake
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Mishandling of computer output
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Inadequate planning for and control of equipment malfunctions
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Inadequate planning for and control of environmental difficulties (such as electrical and
humidity problems)
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Installing computing capacity inadequate for the level of activity on corporate Web sites
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Failure to provide access to the most current information by not adding new Web links
and not deleting old links
To control and prevent potential problems caused by computer-related mistakes, companies
have developed policies and procedures that cover the acquisition and use of computers, with
a goal of avoiding waste and mistakes. Training programs for individuals and workgroups
as well as manuals and documents covering the use and maintenance computer systems
also help prevent problems. Other preventive measures include approval of certain systems
and applications before they are implemented and used to ensure compatibility and cost-
effectiveness, and a requirement that documentation and descriptions of certain applications
be filed or submitted to a central office, including all cell formulas for spreadsheets and a
description of all data elements and relationships in a database system. Such standardization
can ease access and use for all personnel.
