Optimizing IT Operations: Systems, Costs, and Users

IT Project Management and Departmental Structure

Resource Management in IT Projects

Resource management projects often involve:

• IT professionals (informaticians).
• SAP systems, often developed in Germany.
• Project integrity, focusing on achieving target costs and timelines.

Evolving Role of the IT Department

The aim is for the Information Technology (IT) department to become more self-sufficient, reducing its reliance on other functions like accounting or human resources.

Within the IT department, there are project managers, analysts, and programmers. Each functional area typically has a manager, and similarly, the IT department should also have its own manager.

IT Department as a Cost Center

While most functions within an organization generate revenue, the IT department typically incurs costs, as it supports all other departments.

Organizations must balance revenue with costs across all functions. Focus on the income generated by assets rather than solely on sales.

The amount of information you can afford is directly related to your budget. For example, a 1% billing rate might cover the total computing costs, including:

• Human Resources (HR)
• Software (SW)
• Input devices
• Hardware (HW)

It is crucial to study and understand these costs.

Cost of Operating Information Systems

Key considerations for information system costs include:

• The overall cost to operate information systems.
• Billing percentages (e.g., X%).
• Information system running costs versus total expenses.

User Interaction and Requirements

Understanding Users

Users can be categorized as:

• Direct Users: Those who directly interact with the system.
• Indirect Users: Those whose actions might cause system issues or require support.

Technology Considerations

Soft technology refers to the knowledge and expertise required to solve complex technological problems. This often involves a continuous learning process.

As the saying goes, "Be humble, do not know everything."

User Engagement for Solution Adoption

Engaging with the user is essential to successfully implement and "sell" a solution. The process typically involves:

• User Interview: Conduct interviews to gather initial insights.
• Documentation: Document user questions and feedback from user groups.

Users will always provide information on their individual needs, but it's crucial to discern these from the broader organizational requirements.

Managing User Requirements

Requests can originate from different sources:

• System/Organizational Requests: Requirements driven by broader business needs.
• Individual User Requirements: Specific needs expressed by a single user.

If a requirement is from an individual user, discuss it with their manager to determine if it can be resolved at that level. Organizational requirements often require a different, more structured resolution process.

User Training and Motivation

Users must be trained on new systems, but before training, you must first convince and motivate them. This involves exciting them about the solution and providing incentives for adoption.

Information Systems Fundamentals

Information System Processes

Information systems typically involve various processes:

• Batch Processing: Data is processed in batches, often without real-time validation. The system processes all data, regardless of quality, leading to both good and bad outputs. The computer is responsible for the entire batch.
• Interactive Processing: Users interact with the system to update data in real-time or near real-time.
• Online Processing: Systems analyze data automatically and provide immediate responses.

Data Management Approaches

Data within information systems can be managed in two primary ways:

• Centralized Data: All data is stored and managed in a single location.
• Distributed Data: Data is spread across multiple locations or systems.

System Resilience and Data Backup

An Uninterruptible Power Supply (UPS) battery typically lasts between 30 to 60 minutes. In the event of a power outage, a robust backup procedure is critical. The advantage of performing daily backups is that you have recent data available.

For online systems, the IT professional is responsible for support. Online system maintenance and backups are usually performed at night or in the early morning, often requiring one or two backup computers.

A log file is a sequential record of changes. To restore or update data, you would typically use a combination of the main backup and the log file.