Verified Document

Measuring Awareness Business Information Systems Term Paper

An individual must have some idea of the "working life to which an issue relates" in order to hold awareness of an issues (DTI, 10). Knowledge on the other hand requires "Theoretical or practical understanding of a subject" (DTI, 10). Knowledge suggests that an employee must demonstrate a clear understanding of the detailed provisions of a certain subject or situation (DTI, 11). Using this interpretation it seems not enough that organizations evaluate employee awareness of issues, but rather than organizations must also test employee knowledge of business information systems. This is because by nature knowledge carries more weight and seems a stronger force than simple awareness. Employees may for example demonstrate that they are aware of a business information system but not have any knowledge of how it works or how it relates to the organizational system as a whole.

When measuring awareness and knowledge it is also vital for organizations to sue assessments other than a respondent's own assessment of their knowledge or awareness as such individual assessments may be tainted or not verifiable (DTI, 12). Rather, an organization should develop a systematic method of assessing awareness or knowledge to truly understand the level that employees understand a subject (business information systems) and can use it effectively (DTI, 12).

Business Information Systems and Employee Awareness

Relatively few studies have actually examined the relationship information systems and employee awareness of them have on organizational structure (Earl, 1998). There is however a growing interest by researchers and organizations alike to examine the relationship that exists between information technology systems and organizational structure (Earl, 1998).

Organizational structure however is "one of the key variables affecting how firm's strategies are implemented" thus analysis of organizational structure may be a critical determinant of organizational performance (Earl, 1998). An ability of a firm to compete depends on its ability to learn (Earl, 1998) which is in part a reflection of how aware employees are of organizational structure and how well they understand information technology and systems within the organization.

Types of Training Necessary

Studies suggest that the best way to overcome problems associated with business information failures is to train employees in best practices. Employees must not only understand the function of information systems and their relevance to the organization, but also must understand the risks associated with improper use or negligence. The best types of programs involve proactive intrusion prevention programs and systems, which include central security measures and employee awareness of security measures (such as antivirus software and firewalls) (Coe, 2005). Yet another study shows that "75% of organizations find that lack of user awareness damages security program's effectiveness' (Coe, 2). Employees and other end users are in fact an important link in the computer information system security process, yet many are unaware of this.

One way to mitigate concerns may be through creation of task forces which can include IT members, HR, marketing, internal communications and employees (Coe, 2005). These task forces can work on continuous improvement and ensure that employees are continually trained and informed of changes in information technology processes. Because the field of information management is so dynamic, changes, often within short intervals, are often inevitable. The more continuous improvement that exists, the more likely an organization is to successfully adopt efficient and productive business practices.

Key Features of Awareness Program

It is important that an awareness program is based on time tested procedures or processes. Organizations must decide what techniques and methods will work best for their organization based on a number of factors, including the industry the organization is in, the size of the organization, the organizational culture, the type of business information systems in use and the resources available to an organization (Coe, 2005).

For an organization to implement an effective awareness program it must first conduct an internal security audit so that management and security team members can gain insight into the current state of security awareness within an organization (Coe, 2005). This audit should review existing security policies, "the level or employee awareness" and any additional security systems in place (Coe, 3).

Other features of a successful program must include easy to understand computer use policies and enforceable ones (Coe, 2005). A policy must be incorporated into organizational culture and the environment and make use of any existing security force in place (Coe, 2005). Organizations should also work to garner feedback from employees regarding training, delivery method ad the perceived importance of a security program (Coe, 2005).

Employees must also become aware that business information systems are more than just technologically intelligent systems. There are many benefits employees and organizations stand to gain from using business information systems to their...

Parts of this document are hidden

View Full Document
svg-one

They are a "means to growing a business organization" and require among other things "vision, money and patience into their development and implementation" (Thierauf, 2001). A full understanding of information systems enable employees and managers to gain valuable insights regarding customers, transactions, suppliers and business functioning (Thierauf, 2001). Measuring awareness involves determining whether employees understand what steps are necessary to keep an organization functioning optimally in the present and in the future (Thierauf, 2001). It also entails gathering the necessary information to develop training programs that will result in a better understanding of knowledge, information and data in the organization necessary to manage the organization efficiently from day-to-day (Thierauf, 4).
Methods

Currie & Galliers (1999) propose a methodological approach to measuring awareness that entails eliciting factual information about social phenomena. From that perspective the researcher proposes using second order questions that are designed not simply to measure factual information however, but to put that information into conceptual context and clarify the subject rather than simply state facts (Currie & Galliers, 1999). The questions the researcher aims to answer in this study include whether measuring awareness offers companies competitive advantage and whether organizations understand the concept of measuring awareness and the potential security risks lack of awareness within an organization entails.

Specifically the researcher is focusing inquiry on business information systems awareness and knowledge within the organization. To answer these questions the researcher has embarked on a qualitative investigation of the literature available with respect to awareness and business information systems. Specifically the researcher analyzed previous studies and best practices related to information system technology use and employee training in its use. The author also attempt to understand how organizational systems are inextricably linked through information systems, employees and proper training systems.

Conclusions

Hoctor & Thierauf (2003) suggest that more and more business information systems are enabling organizations to optimize operations in an increasingly dynamic work environment. Information technology also changes from day-to-day and decision makers are increasingly faced with a need to educate employees about information systems including security threats and enable employees to better respond to customer needs using information systems (Hoctor & Thierauf, 2003). Organizations are also increasingly using information systems to enable and improve decision making capability in the hopes that they will optimize business transactions (Hoctor & Thierauf, 2003).

Despite the increasing relevance of business information systems studies suggest that time and time again organizations fail to assess employee competence and understanding of information technology in the workplace. Beyond the point of basic recognition of such systems many employees do not realize how information technology benefits the workplace and what risks are associated with use of information systems. Such lack of knowledge can be devastating to the organization.

It is important that organizations begin realizing the importance of not simply promoting employee awareness, but also knowledge acquisition for business information systems. Multiple factors may contribute to awareness and knowledge within the organization. Psychological theories have long attempted to identify patterns or methods of knowledge acquisition (DTI, 13). These include association and interest, which may contribute to awareness and a desire to learn. It is often easier for organizations to measure knowledge than it is for organizations to measure awareness, simply because awareness is a much more abstract concept less based on factual or concrete techniques or methods than assessing knowledge skills (DTI, 13). Self-assessed levels of knowledge and awareness may also be much different than actual levels of knowledge and understanding within the organization.

Study after study suggests that organizational systems will benefit when employees are aware of their use and potential problems associated with misuse including security breaches. A majority of problems that occur within the organizational context may be attributed to user error. This is part of the reason knowledge and awareness are so important within an organization.

The proper level of awareness within an organization is 100% awareness among employee, even if not all employees have 100% knowledge of business information systems. A variety of techniques can be used to ascertain the knowledge base of an organization including surveys, focus groups and questionnaires. Organizations should employ a variety of these techniques to establish a basis for how much awareness exists within the organization. Once this is accomplished organizations can plan for adequate training that will take into context the level of awareness that needs to be infused into employees.

Ultimately organizational competency is contingent on an organizations ability…

Sources used in this document:
References

Coe, K. (2005). "Employee Awareness - The missing link." Itoolbox Security. 26, Sept. 2005:

http://security.ittoolbox.com/documents/document.asp?i=4662

Wood, C.C. (2002 - Nov). "Measuring Awareness." Itoolbox Security, 27, Sept. 2005:

http://security.ittoolbox.com/documents/document.asp?i=3197
Dobson, C. (2001 - July). "Beyond the Information Audit: Checking the health of an organization's information system." Searcher, 10(7): 1, Available: http://www.infotoday.com/searcher/jul02/dobson.htm
Sept. 2005: http://www.dti.gov.uk/er/emar.method.pdf."
http://www.cyberguard.com/news_room/Security_Articles/Building_Security.html?lang=de_EN
Cite this Document:
Copy Bibliography Citation

Related Documents

Technology in Film Fred Ott Was the
Words: 1898 Length: 6 Document Type: Essay

Technology in Film Fred Ott was the very first movie star that every existed. His brief starring role in the five-second film that showed him sneezing started the use of technology to make films. Since then, technology both in and out of film has changed immeasurably and what technology is used and is said about technology in these same films has evolved quite a lot and the statements sometimes made are

Technology Proposal Social Networking and
Words: 1070 Length: 4 Document Type: Term Paper

Creating an effective library social networking platform needs to start with a view of how to create a content management system (CMS) first (Dickson, Holley, 2010). The CMS serves as the system of record of all catalog and collection items, providing valuable statistics on how each book, content and collection item is being used (Shapira, Zabar, 2011). This is extremely valuable information for each department in the library to

Technology Acceptance Model Tam and Information Systems Success...
Words: 4229 Length: 15 Document Type: Literature Review

Technology Acceptance Model Using Technology Acceptance Model (TAM) to Assess User Intentions and Satisfaction on Software as a Service (SaaS): The Value of SaaS Software as a Service (SaaS) was researched by Benlian and Hess (2011) in an effort to determine its value to companies. Among the arguments was that SaaS is already declining in popularity even though it is very new. The majority of the arguments that lean in that direction have

Technology for Students With Disabilities
Words: 3214 Length: 11 Document Type: Research Paper

These benefits arise because of implementing both assistive technologies and Information Communication technology (ICT). The implementation of technology in classrooms usually has benefits to both the disabled students as well as the teachers (Kirk, Gallagher, Coleman, & Anastasiow, 2012, p.240). The general benefits of use of assistive technologies and ICT in teaching students with learning disabilities include greater learner autonomy and unlocking hidden potential with those with communication difficulties.

Technology in the Workplace the
Words: 2715 Length: 9 Document Type: Research Paper

Instead, organizations must strike a balance between the autonomy and independence offered by technology in the workplace and the need for employees to have some level of formal and informal commitment to the organization as a whole. Just as seemingly counterproductive activities such as doodling, daydreaming, or, in the information age, surfing the internet, can actually contribute to efficiency by offering employees productive mental stimulation, so too can the

Technology in the Classroom in Today's Society,
Words: 3260 Length: 10 Document Type: Research Paper

Technology in the Classroom In today's society, technology has become an accepted medium for communication. From email correspondence that has taken the place of mail, to texting instead of talking, advances in technology have become integrated into our daily lives. However, the line should be drawn when it comes to technology impeding academics and being incorporated into the classroom. Although many support the notion of technology in the class, others see

Sign Up for Unlimited Study Help

Our semester plans gives you unlimited, unrestricted access to our entire library of resources —writing tools, guides, example essays, tutorials, class notes, and more.

Get Started Now