System Operations and management

System Operations and management

Introduction

In an organization, operations systems and the actual operations work in unison towards the advancement of the organization’s objectives. For these systems to function properly, input from people, management and the technology are imperative. People are the central determinant of how the systems functions, the systems are made for management to enhance service delivery and increase production (Kim & Cook-Cottone, 2012). Technology is also important because it facilitates the performance of various tasks and its advancement or redundancy affects the productivity of an organization. This paper provides a summary of systems, operations and their importance.  Relevant models proposed for the improvement of operations process are also analyzed in relation to Ninak Fireworks.

Summary of the strategy

System & operations management is one of the more important departments in an organization.  System is defined as a set of interrelated parts that work together in ensuring that the organization achieves its goals and aims. People, technology and even the managers work together towards achievement of the organizational goals. In an organization, there are various subsystems such as operations, marketing, finance and many others that together coordinate to achieve the aims of the organization. As a result, systems work in liaison and aim to utilize minimal resources for the benefit of the organization. In organizations that are spread across a large geographical area, the need for information technology greater and this contributes to the smooth provision of services as it allows easy coordination through communication.

In an organization, the operation department plays a fundamental role in ensuring that the objectives and goals of the organization are achieved. The trend has changed and more attention is focused on operations to ensure that the functions of the organization work as required. The operations manager is the one who usually plans and makes decision. In his capacity, the manager has a considerable influence over the degree to which the objectives and aims of the organization are to be achieved (Kim & Cook-Cottone, 2012). As an operation officer in the system, one has the authority to leverage the available resource in combination with the personnel’s skills to ensure that the dreams of an organization are realized. As decision makers, their decisions may have great implications on the costs and profits and therefore, they are obligated to make informed choices at all times. The operations manager works with people, other managers and as well as the technology.

People

People make up the organization. People are very important in ensuring that the services that the organization offers benefit them and in ensuring that objectives of the organizations are met. People provide labor and also consume the products and services produced by the organization. Therefore, an operations manager is essential in ensuring that the people in an organization are able to achieve their goals and meet their directives through consistent supply and production.

The management

The management is the body that oversees the day to day running of the organization. They play the vital role of making decisions that directly pertain to the organization. The operations manager’s office is one of the key decisions making entities that impact on the operations and functions of the organization.

Technology

Technology is yet another integral component in the system and in the operations of the organization. Presently technology has become important in almost every part of our life. This means that operations managers use this platform to ensure efficiency and effectiveness in service delivery, which impacts on the functions of the organization as well as on the people that make up the organization. Operations managers ensure that resources are available to ensure smooth continuation of service and functions in the organization (Magni, Corey & Agarwal, 2012). They must therefore beware of the quality and quantity of the resources required in an organization to ensure that there is no disruption of services. Therefore operations managers help to improve productivity, which later improves on the organizations financial health. They also help the organization to meet prevailing customer needs and preferences. Customer is ‘King’ and this means that they require to be provided with good products at the right time. Operational managers are then compelled to work or execute their mandate with precision and devotion in order to meet these customers’ priorities.

Models that can help improve the operation process

A model is an abstraction that is used to represent or simplify reality.   A good example of a model is a toy car. The toy car is a model that represents a real car.  There are various kinds of models that can be used by the operations manager in the operation process to ensure that high or positive results are achieved. Some of these models include the use of graphs, charts, formulae, financial ratios among others (William, 2012).  The Ninak Fireworks is a manufacturing company that manufactures and sells garden and displays fireworks to the general public as well as the business customers, such as event organizers, specialist firework display companies and retailers.  The company is located in Milton Keynes, Buckinghamshire in London and is the largest in UK Company that deals in fireworks manufacture and sell.  The company has four main departments, which ensures that it achieves its goals.  Apart from operations department there is marketing and sales, warehouse, logistics and administration. The operation department has various challenges as most of the time it does not get the right product mix and this affects its processes.

The department often receives conflicting messages from the sales teams, the warehouse and logistics teams on the current stock levels and what is required. This creates a lack of the much needed correlation between the sales forecasts and the actual levels of stocks in the organization. This problem can be resolved by setting up one clear system to ensure that all departments have the same information on the current stock status and any incoming orders (Magni, Corey & Agarwal, 2012). This will help to improve the situational as well as the operation processes. This requires cooperation between people, management and technology to achieve these. Various models can also be used to improve the situation and the operation processes to ensure that the Ninak Fireworks achieve its goals.

Before discussing further, it is also important to know that models are classified into three groups namely schematic, physical and mathematical. Physical models are alike or look like the real life counterparts. Examples of physical models include animals, cars, trucks, and scale model buildings. These models visuals correspond to their reality hence it is easy to use them to direct or to influence people. The operations managers can use this model in situations whereby they are dealing with people that require such things to relate with the realty. People always understand things at different levels and as such it is essential to employ these models to enhance their conceptualization of the subject matter.

The operations managers can also use charts to represent or illustrate the operations and how the roles of the officers should be carried out. The charts can also be used to represent the flow of materials and responsibilities of every person. For instance, in this case, Ninak Fireworks can use this model to ensure that the relationship between people, management and technology is well understand and applied for the benefit of the organization. People are the source of labour and should be given tasks that they can perform well; managers have the responsibility of ensuring that they adopt to good management styles to ensure that the organization meets its objectives (Magni, Corey & Agarwal, 2012).  To achieve these, technology is deployed to facilitate coordination and ensure that there is free flow communication to ensure that the organization meets its objectives. Therefore, this helps to promote positive relationships and ensure that the organization achieves its goals because there is a model or a chart that shows how tasks should be done.

Schematic models are a bit abstract than physical models as they have less resemblance to the physical reality. These models require the use of the cognitive skills of the person to comprehend or understand various things that are happening (William, 2012). As a result,  models uses a bit complex formats in portraying information about various things that are happening, the most common schematic models that are used include, charts, graphs pictures, drawings and blueprints among many others. These schematic models are however simple to construct and change and have some degree of visual correspondence. Therefore, operations managers can use such models in enhancing their work and promoting positive results. They can use graphs and pictures in depicting the results of their operations, basically this gives pointers on whether the company achieved its set target or not.  Furthermore, these graphs and charts can be used o illustrate the impact of technology in the organization. The level of efficiency can be presented on these graphs, which can be used to rate or tell the level of performance of the organization. The graphs are models that can be used among people that have some skills and knowledge to unravel different meanings. A non-professional cannot be in a position to unravel the meanings that the graphs and charts have hence requires assistance.

Questions will then arise on how these charts and graphs can be used by the operations managers in their execution of duties. Nowadays, it is required that operations managers submit their reports on the performance of their departments (William, 2012As a result, they require to present such information through such mediums to ensure that corrective measures are taken to ensure that the organization moves in the right direction. Operational managers can also use such charts or graphs for their own assessment and decision-making. They have to meet a given target that is set by the management, therefore, they can use these models to assess and evaluate whether they are making any progress or not and make quick corrections. Therefore, these models are effective in enhancing the operational process. This however has received complaints with users claiming that it is complicated and demanding.

The final set of concepts is the mathematical model. This model is abstract and therefore for lacks any real world counterparts (William, 2012).  These include formulas, symbols and numbers. They are the easiest to manipulate and are input in the computer. The operation manager can use these models to enhance their performance and productivity. They are the easiest way of calculating figures. Operational managers can then adapt to such models in their course of duty to facilitate their work and hence achieve high levels of efficiency and effectiveness.

These models have various advantages that are seen in different ways. They are easier to apply and less expensive to use compared to dealing directly with the actual situations (Rama, 2010). Operations managers can be able to reach a solution through the models without having to deal with the situation head on, which could take a lot of time. Therefore, they are preferred way of solving problems in different situations. They also allow the operation managers to organize and quantify information and even in the process require indication of additional information needs which helps the operational managers to make decisive decisions concerning the problems that face them during their operational processes (Rama, 2010). Therefore, gaps, problems, or loopholes are able to be filled during the process.  The models are also important and essential because they enable the managers to understand the problem better and provide the right solutions that help to solve the problem (Rama, 2010). They also enable operational managers to analyze the problems or questions of what if hence helping to curb any future problems. They also serve as an early-onset detection tool for evaluation and provide a standardized format of analyzing a problem.

Mind-mapping/Rich picture

Mind map/rich picture is also important tool in enhancing understanding of how people, management and technologic coordinate in an organization. These three issues have become integral to the success of any organization. Ninak Fireworks is one of the organizations, which can improve in its operations by ensuring that these three issues are well utilized. People are very important in the smooth operations of Ninak Fireworks.  Various people ensure that the operations of the company move on smoothly. These include the supervisors, technical staff, contractual staffs and the permanent staffs and professionals.  These are essential as they ensure that the fireworks are designed and manufactured for sale. Management is yet another integral component in the Ninak Fireworks. The management includes, the owner of the company Catherine Fawkes-Simpson, the department managers; departments of marketing and sales, operations, warehouse, logistics and administration.  Technology is also important component. Technology has various   aspects, which include computers, internet, Wi-Fi, modems, electricity, skilled technician, communication, messages, Skype, email etc.  Technology will ensure that there is free flow communication between departments and this will help solve challenges experienced in the operation department. Departments will be in a position to communicate with one another and this will help solve this problem.

 

Mind map/Rich picture

 

 

Supervisors                                                      Owner of the company                                    Computer,

Technical staff                                                Departmental managers          Internet, Wi-Fi,

Contractual staff                                             Operation, marketing and sales                          modem,

Permanent staff,                                              warehouse, logistic      Electricity, skilled technician

Professional                                         Administrative managers        Communication, Skype

Messages, email

In conclusion, it is important for an organization to understand the role of people, technology and management to enhance positive performance. These three important components can help the operations of Ninak Fireworks to improve in their processes.  The people help in ensuring that various processes are carried out, management work is to ensure that all operations are running smoothly while technology is used to facilitate performance of tasks by enhancing coordination.

Reference List

Kim, M, Cook-Cottone, C 2012, ‘Assessing Roles of People, Technology and Structure in     Emergency Management Systems: A Public Sector Perspective,’ Behaviour &    Information Technology, vol. 31 no. 12, pp. 1147-1160.

Magni, M, Corey, M, & Agarwal, R 2012, ‘Everybody Needs Somebody: The Influence of Team       Network Structure on Information Technology Use,’ Journal of Management Information        Systems, Vol. 29 no. 3, pp. 9-42.

Rama, S 2010, ‘The importance of operations management,’ Retrieved from:             http://www.citeman.com/10630-the-importance-of-operations-management-2.html

William. J 2012, ‘Operations management and decision making,’ Retrieved from:             http://highered.mcgrawhill.com/sites/0073041912/student_view0/ebook/chapter1/chbody            1/operations_management_and_decision_making.html