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Running Head: Collaborative Communication System Proposal 1

Collaborative Communications System Proposal for Kucera Clothiers

LaRon Walker

Master of Information Technology and Internet Security

August, 2010
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Abstract

Kucera Clothiers have been placed in a situation where they must decide on one of three

information technology projects. The company’s overall goal is to improve communications

throughout the organization, which in turn will increase sales, enable the opening of additional

store locations, and expand to new areas around the world. The three projects consist of

implementing a wireless strategy that will interconnect all locations, implement a collaboration

system to improve communications among internal and external employees, and to implement a

CRM (Customer Resource Management) System to improve the tracking of sales and customer

accounts. Although all three projects will help Kucera reach the intended goals, implementing a

collaboration system should be the first project which is executed due to the importance of fluid

communications.
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Collaborative Communications System Proposal for Kucera Clothiers

LaRon Walker

Master of Information Technology and Internet Security

August, 2010

Kucera Clothiers has an overall goal of increasing its revenues and assets. To achieve

this goal, Kucera must introduce new strategies which include implementing new information

technology into their current infrastructure. Management has developed a strategic plan that

consists of three separate projects leveraging IT. These projects include introducing a wireless

strategy that will interconnect all locations, a collaboration system to improve communications

globally in real time, and develop CRM (Customer Resource Management) System to improve

the tracking of sales and customer accounts. Due to budget constraints, a decision must be made

as to which project to implement first.

One of overall goals of Kucera’s Corporate IT strategy is to improve communication

throughout the organization. In doing this, the vision is to increase revenues by at least 10%

annually over the next five years, open 200 additional stores throughout the world over the next

three years, and expand operations in three new countries in South America this year. Kucera is

also hoping to increase customer satisfaction by decreasing the time it takes to get product from

distribution center into customers’ hands. Along with this, they are striving to provide access to

real-time customer and sales data to its employees internally and remotely.

Communication plays a key role in the success of any company. Without a solid strategy

to distribute information throughout an organization, the potential risk of information being

delayed, lost or misconstrued is increased. These types of information breakdowns can create
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situations like the under or overstocking of distribution centers, inventory not reaching the

correct locations, or delays in product shipments to customers. These breakdowns can also

contribute to delays in the opening of new store locations and satellite offices.

Implementing a collaboration system that can be accessed internally and remotely can

help address the risk of information breakdown. This can be easily accomplished but the use of a

VPN solution in conjunction with a centralized information repository such as Lotus Notes.

Lotus notes provide chat and database features that can be leveraged not only for Email, but also

as a hub of information sharing. According to IBM (2010), it brings email, collaboration tools,

and business applications, and can share content across geographically disbursed teams.

In the past, Lotus Notes has been primarily used as email solutions for some companies.

Over the last few years, they have introduced additional features, including chat and database

features. The database feature is very important in this scenario, as it allows users to create links

within a central database which can contain documents, images, attachments along with other

types of files. Since Lotus Notes is also an email solution, the database feature can be

configured to send email updates whenever new information is uploaded or updated. Since

database feature uses links, using this solution can reduce the need for users to email

attachments. Documents can be stored in a global location, which in turn reduces the overall

storage and maintenance needed to manage and maintain individual email boxes. Along with

this, the database feature can also be configured to allow only one person to edit documents at a

time. This can help control and track the history of information, reducing the risk of information

being distributed in multiples of the same document. This can help create and maintain

information distribution integrity.


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This approach is consistent with Kucera Clothiers strategy because it covers providing

external access to network resources, as well as a central place where information can be shared

and easily accessed. This solution can be leveraged to ensure that all participants are

immediately updated as new information is introduced, or information changes. When used in

conjunction with the chat feature, this approach creates multiple communications paths where

information can be shared efficiently in real time with the most current information. By

implementing this collaboration system before the other projects, communications throughout

the organization will be solid. With this strong communication structure, the other IT projects

will have the best opportunity for success.


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References

IBM, (2010). Lotus Notes Features and Benefits. Retrieved from http://www-

01.ibm.com/software/lotus/products/notes/features.html

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