purchasing
Organisations
Functions
& Systems
Working Practices
Legislation
Accounts & Finance
Sales & Marketing
Warehouse & Distribution
Research & Development
Human Resources  & Administration
Production
ICT Services
What they do
Recruitment
Handling Requests for leave
Dealing with disciplinary matters
Arranging cover
Keeping records of hours worked
Organising pensions
Sending out redundancy notices
Dealing with Trade Unions
Arranging and keeping training records
Employment Agencies
Inland Revenue and Customs
Human Resources
Organise advertising
Send out application forms
Process applications
Shortlist and invite for interview
Organise interview
Send out letters offering job
Process references
Prepare and send out contract
&
Systems
Human Resources
Personnel and Training Records
Payroll Records
Data Inputs
employee number
tax code
NI number
hours worked
overtime worked
hourly rate
annual salary
pension contributions
Processing and Calculations
look up employee record
multiply hours worked by hourly rate
divide annual salary by 12
calculate tax and national insurance
subtract tax and deductions
subtrace pension contributions
add overtime expenses
Outputs
payslip
P45/P60
Links to external organisations
Inland Revenue and Customs
Bank
Training courses attended
Qualifications obtained
Skills
Staff and personnel number
Position/role/department
Tax reference, NI number
Hourly rate
Pension scheme status
Emergency details
date of birth
sex/gender
nationality/ethnicity
joining date
performance reviews
disciplinary notices
attendance - days absent
Provision of computer services
obtaining
installing
maintaining 

hardware
software
managing
local and wide area networks
external communications
eg: website
Supporting the end user
e-mail
advantages
instant delivery
will wait until recipient is ready
disadvantages
too easy, reduces personal contact
sending to too many people
sheer volume of mails overwhelming
Intranet
The internet can be accessed by anyone worldwide
An intranet can only be accessed by people who are part of an organisation.
difference
used for:
providing access to information about the company eg: 
company documents
company website
financial information
relevant third-party websites (already downloaded)
uses:
standard browser and web-style interface
internet standards and techniques
private
secure
What it does:
takes raw materials, parts and labour and uses them to make the products
..may be a production line, where each part of the line is extremely specialised and only does one thing - fitting the screen for example.
issues will include:
quality
productivity
automation
CAD-CAM
Stands for Computer Aided Design, Computer Aided Manufacturing
New products are designed or modified on a computer, then uploaded to production robots which manufacture the new designs automatically.
high quality
short production runs

what it does:
... moves goods from where they are made to the customer.  This may involve using the mail or using their own delivery service
Distribution/Logistics
arranging addressing
ensuring postage
managing hauliers
managing lorry fleet

£
what it does:
Money
coming in 
going out
payments received
banking

paying suppliers
paying for loans
staff wages
tax
VAT
Shareholders
accounts and finance
Accounts and Finance system:
Purchasing
what it does:
purchasing is responsible for: 
ordering and 
paying for 
goods and services
invoices
Purchasing Department
purchase orders
Supplier
Sales Order Processing
Customer
Accounts Dept
invoice
payment
organise contracts for services
receive sales orders
create and send invoices
receive and process payments
what they do: sales
Responsible for selling an organisation's products and services. 
Shop sales staff will:
help customers to find products
take the customers payments
wrap the purchases
ensure goods are on display
take orders for out-of-stock items
Newspaper Publishing Telesales will:
take the customers details
take details of advertisments
input into computer systems
process account payment
over the phone
in person
Bedrooms 4 U sales staff will:
visit customers home
measure and design
produce a quotation
create an order for parts and labour
take a deposit
what they do: marketing
plan future sales
monitor relationship with customers
advertising
market research
Direct
Marketing
Sending sales or marketing information directly to a list of potential customers.
Mailing lists
Junk mail
what it does:
research new techniques
investigate new technologies
investigat new materials

improve existing products and develop new ones
produce prototypes
work closely with marketing
Administration
What it does:
day-to-day running of an organisation
looking after buildings
looking after facilities
general maintainance
cleaning
fleet management
utilities (gas/water etc)
Waybill
A multi-part form that is attached to a package for courier delivery.  It includes details of who is sending and who is receiving the package and a unique number that allows the package to be tracked.
Quotation
details of what a product or service will cost
BACS
Banks
Automated
Clearing
Services
a system that transfers money electronically from one bank account to another
Staff Development Plan
A document that identifies the existing knowledge and skills of employees and how these can be extended and updated to improve performance.  It will allocate resources to ensure that any training provided is relevant to the needs of the organisation and its employees.
Batch Processing
Processing where all the data is collected or input and then all the records are processed in a single operation.  As little or no human intervention is needed, such processing is often carried out overnight when processing power is not required for other operations
BACS
Inland Revenue & Customs
Systems
design, research and development
CAD
Computer aided design to design products and 2D or 3D modelling tools to test the designs
Keep records of new products designed and changes to existing designs, including precise details of sizes, materials, components etc.
Database of production drawings
Purchasing System:
Purchase
Order
Purchasing
System
Supplier
Purchasing
Files or computer system
may be sent by EDI Electronic Document Exchange
Purchase Leger in Accounting System
Stock Control System
Links to
multi-part form
Sales System:
Keeps a record of orders and contracts placed by customers. 
inputs to the system will include:
customer's details
goods and services required

Picking Lists
Delivery Notes
Invoice
Warehouse Dispatch
Customer
Inputs:
keyed in from order form
entered by telesales staff
entered by customer on-line
Processing:
Look up price, multiply by quantity
add totals plus carriage, labour
subtract discounts
calculate VAT
Outputs:
Keep track of money paid in and out
Payroll
Purchasing
Sales
Sales Ledger
Purchase Ledger
Payroll
Other info
general ledger
Balance Sheet
Income Statement
Cash Flow Forecast
Financial Statements
A balance sheet is a financial statement that lists the assets, debts and owner's investment at a particular date
An income statement lists the money taken in (income) and paid out (expenditure) and the net income during a particular period.
Cash Flow forecast is a prediction of the amount of money flowing into and out of the organisation for a period of time
Stock control/inventory system:
Keeps track of goods, recording:
number
cost
location
of stocked items
Add to stock when items are received
Subtract from stock when items are removed
May use barcodes or RFID chips and readers to automate process
Periodically, a manual stocktake is required to check the information in the stock system
the section of the accounts system that keeps records of the sales made by the organisation and money paid in for the goods and services sold
The section of the accounts sytem that keeps records of all the purchases made by the organisation and the money paid out for these purchases
EDI
Electronic Data Interchange:
EDI is the exchange of standardised document forms between computer systems for business use.  EDI is most often used between different companies and uses certain standards so that different systems can communicate.  It is often used for payments between organisations.
The increased use of ICT and the technological developments that have taken place have led to changes in the way people work and the types of jobs that are available.
Changes in the location and pattern of work
Changes in the skills required for work
Working from home
Advantages to employees:
Reduced travel time
Contact with family and friends
Flexibility over working hours

Advantages to employers:
Smaller offices required
Saving on heat, light etc
Made possible by high-speed internet connections at home
Drawbacks for employees:
no feedback from supervisor
reduced contact with colleagues
Drawbacks for employers:
lack of direct supervision
reduced communication
Working on the move
Made possible by mobile devices and the internet
Advantages:
always connected
staff can work when on the move
instant updates
greater flexibility in work hours
Importance of ICT Skills
The fact that computers are used in every walk of life and every job, means that it's important that people can use them.
ability to type
create and edit complex documents
technical skills to build and repair hardware
analysis and design skills

importance of re-training for new jobs
Social Aspects
Work becomes more screen-based and less social.
Security of employment is reduced
Constant re-training and learning is required
More temporary or short-term contracts
Constant change and innovation
Supervision and Responsibility
before
after
supervisor directly watches staff
immediate praise or pressure
fixed working hours
no trust relationship
staff work without direct supervision
no immediate feedback on performance
piecework or performance related pay incentives
relationship requires two way trust
The impact of ICT on methods of production

Automation and robotics have made a significant difference to the way that things are made and the kind of work people do in two principal areas:

process control - automated feedback
production control - robots
just in time manufacturing
using ICT to order parts, raw materials and ensuring that stock control is completely automated means that stocks can be kept down to the absolute minimum, reducing costs associated with piles of stock.

Just in time manufacturing means that items are ordered and used immediately.  There is no 'slack' in the system and an unexpected interruption in supply of quite minor items can cause the whole system to stop.
Process Control
ICT in Process control uses feedback from computerised sensors to constantly adjust the process to ensure the optimum use of materials and quality of the completed product.
Robots
Robots allow manufacturing to be  completely automated 
advantages:
can work in hazardous environments
greater consistency and accuracy
improved quality of ouput
more reliable
24/7 operation
disadvantages:
high initial cost
requirement for skilled programming 
maintenance
examples:
glass making
paper making
sheet steel rolling
recycling
advantages:
faster production than manual methods
greater consistency and accuracy
improved quality of ouput
more reliable
less waste since fewer rejected products
24/7 operation
Feedback
Security:
The storage of important and confidential information on ICT systems puts an increased importance on security of data.
data integrity
put in place backup procedures to ensure all files are regularly copied onto another storage medium and to another location. 
Password protection
ensure that all information is password protected.  Implement policies to ensure that passwords are secure, strong and regularly changed.
House rules for downloads and portable media (virus protection)
Encourage good practice when downloading files or using portable media (floppy disks, USB sticks).  Use virus protection software and keep it regularly up-to-date.
OCR AS G041
How organisations use ICT
Data Protection Act 1998
Copyright Designs and Patents Act 1980
Computer Misuse Act 1990
Health and Safety at Work Act 1974
EU Health and Safety Directives
Electronic Communications Act 2000
purpose:
When personal data was stored on paper, individuals had to physically break in to steal it.  Now, huge amounts of data can be stored on computer, records can be easily searched on any criterion, they can be transferred electronically from one place to another or from country to country, they can be accessed and stolen remotely.

Individuals need protection from the careless or inaccurate processing of data about them.  They also need to be able to see what data is being held about them
Personal Data
data that relates to a living individual who can be identified from the data on its own or from the data along with other information held.
Data Controller
the person who determines how and for what purpose personal data will be used
Identified person within the company who holds the data and is responsible for it.
Data Subjects
people who the information is about.
Information Commissioner
The government official who maintains the register of organisations who store and process personal data.

Organisations must notify the Information Commissioner that they hold such data.
Eight Principles - employer's responsibilities
data must be collected and processed fairly and lawfully
data may be collected and used only for specified and lawful purpose
data must be adequate, relevant and not excessive
data must be kept accurate and up-to-date
data must not be kept longer than necessary
data must be processed in accordance with the rights of subjects
data must be kept secure against unauthorised processing, damage or loss
data must not be transferred outside of the EU unless protection is adequate.
Subject's rights:
right of access to personal data - apply to the data controller in writing and usually pay a fee.
the right to prevent processing that is likely to cause damage or distress
the right to prevent processing for the purposes of direct marketing (opt out)
the right to have inaccurate data corrected, blocked, erased or destroyed.
purpose:
Protection of Intellectual Property.
Ensure that the creators of new work have ownership of that work, can control the uses of their creation and earn money from it.
includes:
written works
computer programs
drama
music
television broadcasts
impact on organisations:
as users of material:
check copyright status of all material that they want to use
apply and possibly pay for permission to use 
as creators of material
will be able to charge for use of material

Computer Software:
All computer programs are covered by this act.  This means that when you buy a piece of software you are only buying a licence under the act and that licence will determine how the software can be used - specifically:
how many people can use it
where it can be installed
purpose:
New legislation brought in specifically to deal with 'hacking'.
This crime was difficult to prosecute under old law.
Hacking is used to describe the unauthorised access to computer files.  The act also covers computer viruses, which also make unauthorised changes to files
the act makes it illegal to:

gain unauthorised access to computer material
gain unauthorised access to computer material with the intent to commit further offences
carry out unauthorised modification of computer material
the act is not limited by geography.  Hackers can be prosecuted wherever they are working from.
can be used to prosecute virus writers or distributors
purpose:
To ensure that the working environment is as safe as possible for workers and the general public.
duties of employers:
carry out risk assessment
implement the findings of a risk assessment
keep a record of the risk assessment
keep a record of measures implemented
draw up a health and safety policy
bring health and safety policy to the attention of employees
appoint competent people to oversee health and safety
provide clear information and training
co-operate with other employers sharing workspace
duties of employees:
take reasonable care of own safety and others
co-operate with employer on h&s matters
use work items provided, including equipment
not interfere with or misuse equipment
purpose:
The increased use of computers in the workplace gave rise to concern over the health and safety of people using computers for long periods of time - specifically:
RSI & carpal tunnel syndrome
Eye strain
Screen radiation
These risks were not completely addressed by other laws
covers:
Equipment:
screen
keyboard
work desk or surface
work chair
Environment:
space
lighting
reflection and glare
noise
heat
radiation
humidity
Health and Safety (Display Screen Regulations (1992)
employer's responsibilities:
analyse workstations to assess and reduce risk
ensure workstations meet minimum requirements
plan employees work so as to include regular breaks
arrange and pay for eye tests on request
provide spectacles if required
provide heath and safety training
provide health and safety information
purpose:
The act was introduced to facilitate electronic communication and data storage.
electronic signatures:
the law makes electronic signatures legally binding, meaning that paper copies no longer need to be produced to be authorised and signed.
encryption services:
This part of the law set up a register of approved providers of encryption services (secret codes).  This part of the law has lapsed.
Advantages to organisations:
Can be confident about encryption services
Can obtain electronic signatures on documents
No need to print and sign legal documents
customer
retailer
wholesaler
suppliers
distributor
manufacturer
organisations that move goods from place to place
organisations that make products
intermediary organisations that do not normally sell to the public.
buy from wholesalers
sell to general public
Multinational
truly international, with multiple headquarters across the globe
financial services
Examples include Banks, Insurance Companies, Pension funds
retail
sell goods and services directly to the public
utilities
provide services such as water, gas, electricty, transport.
public service
funded by government through taxes, provide a public service
profit making
the supply chain
taxpayer funded
DATA PROTECTION 
COPYRIGHT
HEALTH AND SAFETY
HACKING
DISPLAY SCREEN
SIGNATURES
ICT G041 - How Organisations Use ICT
revise-o-matic
what we do
where we do it
how we do it
who we do it with
Inland Revenue and Customs
Bank, through BACS
e-commerce
E-commerce is the buying and selling of goods and services on the internet.
e-commerce works because credit and debit cards can be used on-line to simply transfer money.  As long as systems are secure and sensibly built, shopping can be safe and convenient.  Many large businesses are now entirely on-line.
Advantages
Drawbacks
service can be worldwide, no limits of geography
customers can shop from home
24 hour operation
huge choice and competitive prices
instant feedback to stock control 
vendors do not need expensive shops
much of the sales process is automated

only as good as security
customers never actually see the goods
delivery charges, cost and delays
possibility of fraud (security)
lack of close relationship with customers
costs of equipment, maintenance and updates

Regulation of Investigatory Powers Act 2000
Controls who can intercept and read e-mails and the notification that they need to give.
Sensors
Feedback
Control
Quality
24/7
Accuracy
High Inital Cost