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Blog #10 IT Matters

Information technology as we realized for so many times, is an indispensable facet of today’s environment. Not only in the achievement of the very job obliged from us by the organization we are in but even in the process of our very own personal growth and development as said in my last blog. This is my very own personal assessment and I’m sure everyone else.

From the very start of the class I knew that this particular subject Mgt. 286 has a lot to offer to people like me. In fact I joked on everyone that of all the subjects for MMBM program this the only one that I welcome. That is because I don’t have formal schooling in computer technology. Whatever knowledge I have on the subject came from on the job trainings on spreadsheets (lotus, excel) before and Peachtree Accounting. The rest that I applied in the performance of my job was on my own diligent effort but admittedly I run out of all updates. So the idea of having MIS in graduate studies was not only a welcoming one but exciting. I said to myself “I better grab the opportunity and make use of it to the max.” True to my expectations “I was not disappointed.”

The entire trimester with the subject was not only relevant and pertinent on my part but so fruitful especially that I came to learn some new terms and ways to operate in a techno world. It was indeed fulfilling to have worked in the lab the excel and access. It was revealing. I mean in my more than 25 years of working with excel there are features I never used that could have save half of the time of doing my work. And so with the database query. I guess everything that I need to learn so far, I was able to. And for that I am thankful. Excel and maintaining a database are so important to accountants. I am very thankful to having taken the subject.

I would want to end by formally saying thank you to our professor, Prof. John Lorenz Belanio for maximizing the time in teaching the subject and covering all the topics for us to also maximize the learning. Thank you also for the patience in handling our “pasaway” moments with tact and grace. You mentored us in such a way that we can’t think of any other to do the job. Thank you so much.

To all classmates thank you for the company and good times. In the name of IT, stay connected.

Blog #9 Social Media (How to make use for one’s advantage)

Social media is one gift of the technological world which continue to impact our everyday lives. Regardless of the many negative consequences attached to it we cannot deny the enormous benefits it brings. The matter lies on the responsible use of it to fully reap these benefits.

One apparent advantage of social media of course is tremendous business growth and expansion. But alongside with these, personality development and professional growth are also valid results.

To attain personal/professional development/growth by social media one can do the following:

Establish connectivity with real friends. Expand by allowing contacts referred and vouched by these friends. Solicit advice from them with regards to any matter you want to. Their responses could at least be reliable knowing them in real world than virtual ones.
Join discussions pertaining to your interests and gather information helpful to add on and widen your own knowledge.
Join support groups that can constantly be talked to online and mark your own progress through their responses.
Visit different social networks to broaden your interests.
Learn from others’ experiences and evaluate carefully before applying.
Know other culture by talking to other nationalities. This would prepare you when you go travel to places other than your own.

My personal commitment statement on Responsible Use of Social Media:

Spend time only to answer valid e-mails everyday.
Spend time in Facebook only if needed, like receiving invitation to see some events’ photos and to send greetings.
Ignore unworthy posts or worst, stupid ideas.
Give praise when and where praise is due.
Penalize my children for going beyond two hours in Facebook.

Blog # 8 Software Piracy

By any standard software piracy is all wrong not to mention computer ethics. It has no difference from stealing physical object that does not belong to one’s possession. Being a miser is no excuse to steal even if it is a need. Some argue that the people who manufactured the pirated software are the ones to be blamed and prosecuted for the proliferation of pirated SW and not the buyers. For me it takes two to tango. There won’t be any seller if there is no buyer. Should pirated goods left to naught then I don’t think producers of them would continue.

For the people of developing countries not to be left out in the access of the newest software, they better help engaging their government in channeling funds for education and training for it. Or they can help their government secure some sponsorship from software companies for these companies to offer discounted rates as part of their outreach program.

Software companies can combat piracy through:

joining an alliance with other software companies in the drive against piracy
conduct surprise audit aside from regular audit to guard against piracy
provide quality support to legitimate users
educate and train employees to value licensed software and respect intellectual property rights

Blog # 7 Benefits of Knowledge Management

Knowledge Management as a business practice can benefit an organization in the following ways:

Foster innovation. Due to free flow of ideas internal collaboration is enhanced because the expertise of people is leveraged across bringing them together to react or respond to new business opportunities promptly and improve work processes for competitive advantage.
Avoid problem of knowledge continuity due to smooth transition of such knowledge from retiring employees to their successors.
Improved customer service by streamlining response time.
Enhance employee retention rate by recognizing the value of employee knowledge by rewarding them.
Streamline operations by reduced costs by eliminating redundant activities.
Boost revenues by fast delivery of products and services. Fast paced and workload needs smarter people. They adopt to such environment.
Feeding valuable lessons learned make organization not to commit past errors.

“Knowledge is power but knowledge sharing is empowerment.”

It’s true that knowledge is a power tool in progress and advancement but the mere possession of it would not suffice. Knowledge alone is just the torch. Putting to use such knowledge and sharing with others is what kindles the light and keep everyone out of the dark.

Blog # 6 Getting employees involved in Business Intelligence

Business intelligence (BI) as we all know can help companies operate efficiently. By having the right information at the right time brings management to improved decisions. But to certain degree one of the challenges of BI is user resistance. So how can an organization encourage its effective use?

Here are some ways:

The organization has to define strategic goals and objectives and cascade them to every level in the organization and enable employees understand their impact on achieving success. This would make employees align their actions accordingly for them to be able to contribute to that success.
Promote value awareness. To leverage BI, business users need to understand the value of it and how it can help them. The organization can do this by translating every feature of the BI into benefit like the feature Variance Analysis to staying on budget as the benefit. It is only through these benefits that employees can better value BI.
Conduct on going trainings and seminars. To further enhance employees’ capabilities and awareness, there is a need for ongoing trainings and seminars beyond the straight how-to’s in order to address and review the organizational issues in achieving measurable benefits as set by its objectives.
Implement reward based system. One of the principles of economics is “people respond to incentives”. By giving rewards to those who effectively use BI tools would further motivate them to take another leap in the succeeding rounds. This would also have rippling effects, that is, other employees would follow and aspire for high targets too.

I believe that a rewards program is appropriate than a punitive one in encouraging employees for BI use. As explained, recognizing employees’ efforts through incentives is a factor in employees’ good performance and productivity.

Blog #5 The convenience and inconvenience of Online Shopping

In this computer age and global industry where we are now, time is of value. Where everyone is fast-paced, undeniably online shopping is continuously increasing its played part too. And just like any other development and innovations it has both positive and negative sides . For the purpose of this blog, the positive and negative is in the light of convenience and inconvenience that online shopping can bring.

Let’s start with the conveniences that online shopping can provide. Firstly, it SAVES TIME AND ENERGY.

Product information, prices and availability can be readily on hand in a click at the comfort of home or anywhere rather than travelling and getting tired of hopping from one location to another in a brick and mortar stores. The product selection process therefore is made easy and comfortably. In addition, expenses for fuel and parking spaces when shopping the conventional way are saved too.

Secondly, online stores are AVAILABLE 24/7 so you could shop anytime you want or at your own availability unlike physical stores which are open only during business hours making consumers run after a hard days’ work to catch up with their closing time.

Thirdly, there are items better bought in a discreet manner for some consumers like underwear, sexy sleepwear or lingerie, sometimes unproven medicines for an illness that they would want to try on but afraid to be laughed at, or some stuff too unacceptable to others. With online shopping being done PRIVATELY, this gives them comfort and ease of mind not putting their faces on the line.

These are some of the conveniences from online shopping. Now let’s turn to the inconveniences it might have on consumers.

The very first is LACK OF SERVICE. This is oftentimes validated when RETURNING ITEMS. Several calls and follow up is needed before the rearrangement can be done for a long time. Sometimes, amendment to purchase is to be made because the ordered product is already out of stock.

DELAY in delivery poses another inconvenience. Just imagine a birthday girl already asleep when the birthday cake is delivered.

NO FULL COST DISCLOSURE is the usual practice with online shopping. As such, a lot of hidden costs are to be paid by consumers when the product is delivered leaving them at dismal content instead of the idea that the product is bought at a lower price (that’s business they said). To be even, do not go back to that online store.

Lastly, I would want to add the TEDIOUS AND CUMBERSOME checkout process of some.

So there, I hope we know now what and when to shop online. Like any other matter, there are always two sides I said, positive and negative. Our job is how to have the plus (+) to the MAX or to even (=) and thresh out the minus (-).

Below are the products I would buy online and not. You might want to consider to help you out:

3 products I would want to buy online without hesitation:

1. Airline ticket

I can’t see any difference of buying an airline ticket from physical counter than online. Moreover, usually when scheduled for travel we are loaded with other activities. The mere thought of waiting in long queue lines for several hours at ticket counters made me a fan of online ticketing.

2. Books

New releases or newest editions can be readily obtained through online than waiting for their availability in anyone’s country (for books with foreign authors). Books don’t need trial and testing before usage so really it’s okay to be shopped online.

3. Entertainment/Concerts

Should anything go wrong like cancellations, easier demand for return of money because of group collectivity (crowd, audience) rather than items individually purchased.

3 products I would consider thinking first before buying online:

1. Make up/Beauty products

For some brands which I know I don’t have allergic reactions to their product contents, I am hesitant because I am afraid there would be difference in the color tint/shade of the actual from the pictures or visuals as presented which usually happens even for locally manufactured ones.

2. Watch/Jewelry

Sometimes I want some unique designs and style which cannot be found here in the Philippines but considering the price and the risk of loss in transit of the pack and the hurdles in claiming the return of money, this prevents me from doing the purchase.

3. Electronics/Gadgets

Due to the risk of being damaged while in transit.

3 products I would never buy online:

1. Clothing apparel/RTW

Before buying my clothes it’s always a necessity for me to fit it first. I don’t feel comfortable it it’s not the right size/fit for me. Also like beauty products, I need to see the actual colors.

2. Perfume

Due to some allergies, I am very careful or very choosy when it comes to buying perfume. I need to have an actual test of the scent first if I would have any allergic reaction resulting to excessive sneezing and running nose.

3. Medicines

It is very frightening purchasing medicine online. You can never be sure if all the chemical contents of a certain drug is fully provided or disclosed as required by law.

Wireless Network Technology

The revolution of wireless network technology brought diverse opportunities to both (individual) person and organization. This can be summed into the following:

1. Efficiency and Productivity

Being mobile is the biggest attraction of wireless networking. Since employees could connect and collaborate any time anywhere they could function even outside the workplace thus accomplishing the tasks required within the day. This also results to multitasking such that while attending to some other activities or areas of the job, through connectivity they could still participate and be involved in another. Instant access to information also improves awareness of situations and therefore speeds actions for solutions.

2. Expandibility

Wireless networking has the capability of serving sudden increases in the number of clients with the existing equipment unlike wired ones. At no cost for such market expansion revenues could only rise.

3. Reduced Costs

Cost savings associated in running physical cables.

It is inherent therefore for an organization to take into account these opportunities and take advantage of it. Like for instance on easy access to information. An organization should be able to keep abreast and be updated so that it can assess and evaluate any situation in advance that might positively or negatively affect them and make the proper or right decision. Because of the wide coverage of the connection, they can use it for promotional purposes for whatever they want to promote. It is a good platform in introducing products and services as well as the good image of the company or organization itself.

However, with all the benefits the wireless technology offers, comes also the risks associated with it. There is no complete and 100% design of having wireless technology security but here are some standards and guidelines for the safe usage of it to any person or organization:

1. Privacy protection/maintenance. Never ever send personal and financially sensitive information in an unsecured network like e-mails and instant messaging otherwise you would become a victim of identity theft and fraud.

2. Always be vigilant and use your common sense. If the information is too good to be true IT’S NOT TRUE.

3. Ensure to have effective and updated antivirus and antispyware protection and firewall running before connecting.

4. Choose the most secured connection.

Strong password protected connection

5. Back up data online (“cloud” backup).

6. Implement and enforce staff policies concerning the use of internet and access to information system. Effective staff policies are essential to make clear to employees what is acceptable and what is not.

7. Turn off the network during long periods of non-use.

The Need for IT Security Outsourcing

Today almost all companies or organization outsource one way or another. It is said that not only financial benefits but the value added by outsourcing some business needs to an organization is tremendous in terms of expertise delivered which would had been otherwise at the weight of the organization. The same is true with IT security. But like other organizations too, there are aspects which are better outsourced and not.

One of key processes in IT security is governance, risk and compliance. So these aspects or governance related security functions are better to be in-house while the operations related security functions are better to be outsourced.

For operations, immediate access to experts is only necessary the moment there is breakdown in the system. Retaining employees or technical staff 24/7 would be too costly.

Three Important Skills For An IT Manager

Information systems play an important role in today’s businesses and society. It is not only important but a prerequisite to be literate in IT in order to compete and succeed. However knowledge on it alone would not bring an organization to its desired success. Today it would take an efficient and effective IS to improve performance and hit the company’s objectives or targets. IT managers therefore have pivotal roles in bringing an organization at the forefront of the competition. As such they must possess a wide variety of skills needed to bring success in accordance to each company’s unique needs. But on top of all these skills, there are three important and in fact very necessary, in my own view, to be an efficient and effective IT manager in keeping up with good solutions to one’s organization or company. Number one on my list is leadership skill. An IT Manager should know how to lead and motivate people. Accomplishing all of the good in IS is done through teamwork among IT personnel. As such he (IT manager) should always be dealing with people under him. These personnel can be better directed if there is a good IT leader who know how to handle them and make them effective. This is followed by a good communicator. Since the influence of IS is wide ranging from the organization itself to the entire interconnected network of customers, suppliers, partners and even competitors and other entities, the IT manager assumes critical responsibility in delivering right information to the organization from the outside environment and vice-versa. He should be able to express clearly sound solutions to problems by listening to others and help develop new ideas and approaches. Let us not forget that part of the job of an IT manager is to meet the stakeholders’ needs and expectations, and first and foremost in this is finding ways to improve the over-all cost and quality performance of the organization. He can do this if he has the power of speech to convince people in whatever he decides best for the organization. Number three skill for me is that he should be visionary. He should be a goal setter. As such he should be comfortable in dreaming big yet directly focused on results. Attached to being visionary he should be flexible to allow changes within and outside the organization such as social, political and physical environment.

IT and Me

If there’s one thing I can’t do without aside from munching green salad and hibernating in the wee hours of the morning, that would be the exceptional IT.

In my profession I can’t even imagine how would it be without computers, without accounting software, without a database, without networks. I always tell my children they were born luckier than me. For all reasons yes! but on top of it because of IT. Just imagine how to compute and produce financial reports now without computers. Can you imagine? Because I can’t.

Well, we managed at our time. Obviously because we don’t have a choice. I can still remember my early days as Accountant. How tediously I summed up amounts account by account by calculator and adding machine and worksheet. One slight of disturbance and you forgot and you have to repeat over again. Then came Lotus………..ONE…………..TWO………..THREE! Lotus 123 I mean. Oh please stop laughing…..I know. But at any rate it leveled up. But then black and white?? Yeah black and white screen. And then came Excel. Of course better than what we had. To cut this short….Just imagine the time and energy I saved when I had the Peachtree Accounting in 1997. Quickbooks in 1998 and MYOB in 2002. Wonderful! I said. But now with all the databases and other systems and networks, it became truly amazing. Just in data collation alone, how truly it saves accountants. At present time when almost all businesses has a partner or branch or franchise, I am giving emphasis on the impact of IT in data collation. How we gather data nowadays is truly one aspect that IT impacted Accountants. Secondly, the quality of information produced by a well controlled Accounting Information System put accountants in the realm of IT. The more efficient the installed information system of an organization (error free), the more reliable the reports are and accountants are set free to do higher evaluative tasks within the organization for management’s use (for some higher objectives) rather than putting all the time and effort in calculations.

I could get on supporting the effectiveness of IT to accounting but I think what I mentioned above are enough proof that IT really impacted accountants and auditors. For that, I would like to personally express my gratitude to IT even if less than half of my life will be able to benefit, share and enjoy it. Thanks to it and its coming innovations.

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