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CPSC 201
Management Information Systems

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Contents

Introduction................................................................................................................................4
EVIO Beauty..............................................................................................................................5
Information System utilized in EVIO Beauty............................................................................5
Transaction Processing System..............................................................................................5
Office Automation System.....................................................................................................6
Knowledge Management System...........................................................................................6
Management Information System..........................................................................................6
Decision Support System.......................................................................................................6
Executive Support System.....................................................................................................6
Enterprise Resource Planning System...................................................................................7
Accounting Information System............................................................................................7
Sales Management System.....................................................................................................7
Advantages and Disadvantages of Information System.............................................................8
Advantages.............................................................................................................................8
Communication..................................................................................................................8
Globalization......................................................................................................................8
Availability.........................................................................................................................8
New employment opportunities.........................................................................................8
Productivity and cost effectiveness....................................................................................8
Disadvantages........................................................................................................................8
Lack of job security and unemployment............................................................................8
Dominant culture................................................................................................................9
Security Issues....................................................................................................................9
Implementation Expenses..................................................................................................9
Competitive Advantages of Information System.....................................................................10
Use of information system for Data Management...................................................................11
Analysis and Retrieval.........................................................................................................11
Analysis of multiple data.....................................................................................................11
Use of accounting models to evaluate decisions..................................................................11
Analysis of multiple data base.............................................................................................11
Decision making through proper accounting model............................................................11
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Raw material optimization...................................................................................................11

Decision making...................................................................................................................12
Information Security Policy for Information System...............................................................13
Mitigation and prevention of risks associated with Information System.................................15
Physical Threats...................................................................................................................15
Electronic Threats................................................................................................................15
Technical Failures................................................................................................................15
Infrastructure Failures..........................................................................................................15
Human Error.........................................................................................................................15
IT Risks................................................................................................................................15
Conclusion................................................................................................................................16
References................................................................................................................................17
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Introduction
This report will demonstrate brief information on EVIO Beauty and the information system
used in the company. The report will also highlight the important details regarding
information systems used in the company and this includes transaction processing system,
knowledge management system, office automation system, decision support system,
enterprise resource planning system, accounting information system, knowledge information
system, and sales management system. These systems ease the processes and operations of
the organization. The report will also discuss many advantages and disadvantages of
information systems and the main advantages include resource availability, cost-
effectiveness, productivity, globalization, and new employment opportunities. The
information system also led to some disadvantages that adversely affect the organization. The
disadvantages of information systems include lack of job security, dominant culture, security
issues, and implementation expenses.

The competitive advantages of information systems will also be highlighted in the following
report and these competitive advantages are that the company provides the best quality
beauty services to the employees and the products provided by the organization are highly
demanded in the market. The use of information systems for managing data will also be
explained in this report. These uses include the use of accurate information systems, database
analysis, decision making through proper accounting models, decision making, and
optimization of raw materials. Also, the mitigation and risks prevention methods will be
explained. These main risks include physical threats, electronic threats, infrastructure failures,
technical failures, human risks, and other IT risks. The report will discuss these risks and
their influence on the organization.
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EVIO Beauty

Evio Beauty. (2023). Evio Beauty. [online] Available at: https://eviobeauty.com/

[Accessed 22 Nov. 2023].

EVIO Beauty is a popular beauty firm in Canada providing the best beauty and skin services
to customers. The company deals in the best beauty products and these beauty products
created in the firm are supplied to all markets of the world. The company maintains a healthy
relationship with the customers providing the best beauty care services and the most popular
products of the organization include lipstick, eye blush, mascara, and eyeliners (Evio Beauty,
2023). These products are also supplied to other local boutiques to improve customer
experience and improve the services of the organization. There are many products in the
organization that is supplied to customers to provide them with proper skin care and hair care
services. The company also uses social media platforms for online marketing and the services
and products of EVIO Beauty are promoted through social media platforms.

The company provides all beauty and hair services to the customers and these services
enhance the overall personality of customers. The skincare and hair care services are
provided by the organization to enable customers to grow and develop quality services for the
development of the organization. The skincare and hair-care services provided by EVIO
Beauty enhance the experience of the customers and the products of the company are
supplied in all international markets. The company also conducts fellowships for students
who want to learn new concepts of the hair and beauty industry. This is a very popular firm
located in Canada and the beauty firm handles all weeding,
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Information System utilized in EVIO Beauty

Information System is required for the academic study of complementary and information
networks of computer software and hardware used to collect, process, distribute, create, and
filter data for the customers (Stair & Reynolds, 2017). Some of the examples of information
systems include transaction processing systems, customer relationship systems, office
automation systems, and enterprise collaboration systems.

The management support system, executive information system, and decision support system
support many operations of the business (Gallivan et al, 2018). Business Information System
enables the easy storage of operational data, revising histories, and recording communication
for the benefit of the organization. The information system enables the interconnection of
complementary networks and interconnected components that are useful to enhance the
process of decision-making in the organization. There are many categories of information
system and information system is categorized on the basis of strategic level system,
management level system, and operational level system. The system acknowledges the team
about all necessary information and new techniques used in EVIO Beauty.

There are six main types of information systems and these information systems are necessary
to create growth opportunities to audit transactional and financial data required for
compliance.

There are different information systems used in EVIO beauty and these information systems
include:

Transaction Processing System

Transaction Processing System plays a useful role to calculate the transactions and sales of
services and products in the company. These transactions include bank deposits, the record of
relationship management data, new hiring, and other inventory counts. A transaction
processing system is very necessary to ensure that transactional and contractual relationship
is very useful to store data at a safe location so that it is easily accessible by everyone.
Transaction processing system enables processing of payroll, sales management, shipping,
and routine transactions for regulating operations of the organization. All the transactions in
the company are easily handled through the transaction processing system. The accuracy and
reliability of consumer data minimize errors in the system.
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Office Automation System

The office automation system consists of a network of various technologies and tools
required for task management. There are many functions performed by OAS and these
functions include mailing of paperwork, report production, and maintenance of company
calendar. The communication data is ensured by e-mail and word processing applications.

Knowledge Management System

The knowledge management system is very useful in EVIO Beauty to store information
necessary for task completion. Examples of these documents are company policies, company
procedures, and training material for employees. The company conducts regular training
sessions and seminars for artists to upgrade their level of knowledge. KMS used in EVIO
Beauty helps in the development of technical abilities and the information system provides
the access to employees to optimize knowledge and use improved communication for
interaction with team members.

Management Information System

The management information system enables the transaction of data necessary for quality
decision-making in the firm (Information System Types, 2021). The leaders in EVIO Beauty
optimize the quality decision-making process for achieving better quality results. The
management information system plays a very important part in the organization to gather the
necessary information necessary for handling management in EVIO Beauty.

Decision Support System

The decision support system implemented in EVIO Beauty eases the processes of decision
making (Fanti et al, 2015). This support system is necessary to gather and store the necessary
information to make the right actions. For example, the branch manager of EVIO beauty uses
this system to meet the monthly loan target and decision models are used to summarize
necessary information. The decision support system enables EVIO Beauty to take the right
decisions in the company (Sugiyarti et al, 2018). The decision support system enhances the
process of decision making and thus, it enables the managers to make the right decisions in
favour of the company and the employees.

Executive Support System

The executive support systems are used by company executive leaders and EVIO beauty to
optimize the process of decision-making. Graphic software is also used in EVIO beauty to
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display necessary data on competitive start-ups, executive information, compliance issues,

and tax regulations.

Along with them, the company uses many other information systems that are as listed below:

Enterprise Resource Planning System

This system helps to carry out different business activities and handle resources for
optimizing efficiency. Enterprise resource planning is used for managing and integrating
important parts of the business. The ERP software applications play an important role to
implement proper resource planning and web-based applications are used in ERP solutions.

Accounting Information System

The accounting information system is very useful in managing accounting information in

EVIO beauty and this system is used in the payroll and compliance departments of EVIO
beauty (Fitrios, 2016). The accounting information system in EVIO Beauty enables
recording the overall sales in the market (Iskandar, 2015). It is only through an accounting
information system that data and information are properly stored in the company and the
accounts of the company are properly maintained (Arif et al, 2020).

Sales Management System

The marketing and sales associated data is managed to organize the sales process and the
revenue generated from the sales of EVIO beauty. The sales of products are very easy and the
products are also distributed to other markets. Thus, the sales of products are also affected by
the customer handling capability of the sales executive. The sales team distributes sales
products in different small retail shops and thus, sales management is very important in EVIO
Beauty to ensure that the right product is supplied to the right customer.
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Advantages and Disadvantages of Information System

There are many advantages and disadvantages of information systems and these are as
described.

Advantages

The important advantages of the information system are as listed:

Communication

The information technology enables instant messaging, voice mails, and emails (Calvó‐
Armengol et al, 2015). The information technology led to cheap and easy communication and
the information is easily transferred from one department to other (Keyton, 2017).
Information system eases the process of communication in EVIO Beauty.

Globalization

Globalization brings down geographical, cultural, and linguistic boundaries in EVIO beauty
(Ritzer & Dean, 2019). It is only through globalization that sharing of information and data
becomes easier in different countries (Grossman & Helpman, 2015)). The information system
improves the process of globalization and thus, EVIO Beauty easily establishes a connection
with other beauty companies to yield more productivity (Collins, 2015).

Availability

The information system is open for all businesses 24*7 and the business operates in different
nations to make services more convenient and easy for customers. The services are easily
available to employees in EVIO beauty due to the use of information systems and these
services are easily available to them at their doorsteps. The products are provided to the
customers at affordable prices and they are available at all stores of EVIO Beauty.

New employment opportunities

The information system is very helpful to create new employment opportunities for
employees and there are new employment opportunities created for system analyzers, web
designers, software developers, and computer programmers. Also, there are more
employment opportunities for new makeup artists and tattoo artists in the firm.

Productivity and cost-effectiveness

The information is provided to decision-makers and the use of an information system

increases the productivity of the firm (Arkorful & Abaidoo, 2015). These information
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systems play an important role in enabling EVIO beauty to gain a high competitive
advantage. Thus, productivity is enhanced bringing new improvements in system
performance and the process of training (Ong, 2018).

Disadvantages

Along with the advantages, there are many disadvantages of information systems. The
disadvantages of the information system are as listed:

Lack of job security and unemployment

The use of information systems increases the risk of job security and unemployment as most
of the activities are performed by machines and new technologies and thus, the demand for
labor in EVIO beauty decreases as the company becomes more dependent on machines. The
use of information systems reduces job security due to the increased dependence on machines
(Rahman, 2020).

Dominant culture

Information technology also contributes to cultural development and the culture is influenced
due to the use of information systems. The dominant culture is affected due to the behavior,
dress, and performance of employees. The culture is highly influenced due to the use of
information systems and dominant culture is reflected due to the use of a dominant language
in the organization.

Security Issues

The use of information systems increases security as the number of online hackers increases
due to which the probably for leakage of company data increases. These data include bank
records, personal data, intellectual property, and vendor information (Ong, 2017). The
hackers store the information of customers and credit card data is stored on the Internet. The
information system plays an important role in security management in EVIO Beauty. The
security risks increases in the company as the confidential data and information of the
company is leaked by hackers.

Implementation Expenses

The information system requires necessary expenses from the company side (Mirjanic &
Cosabic, 2017). The company makes expenses in hardware and software development. For
using the information system, the company is also required to make expenses on hardware,
software, and training of employees (Iravani et al, 2017). The employees are trained to make
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effective use of information systems in EVIO beauty. Thus, implementation expenses are
managed to increase the overall productivity of EVIO Beauty.

The use of information systems, however, improved the quality of services in EVIO beauty.
These are a few advantages and disadvantages of the information system used in the
company.
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Competitive Advantages of Information System

There are many competitive advantages of information systems and these advantages include
cost leadership, strategic alliances, and defensive strategies (Chron, 2019). These competitive
advantages enhance the success of the organization and give more advantages for its growth.
EVIO beauty is the cheapest provider and manufacturer of beauty products and the products
of the company are available at affordable prices. The cost of services reduces and special
discounts are available to customers so that customers can take benefit of the services
spending less money from their pocket. The information system enables customers to receive
up-to-date information about the products and services of the company (Ahmedova, 2015).
The customers are updated regarding the new policies and new products launched by the
company. The information system enables EVIO beauty to access necessary information
about the organization (Porter, 2015). The new information system enables the company to
form a strategic alliance with other organizations in the market. The strategic alliance enables
strategic alliances to improve the product line and expand in the international market. These
information systems give an advantage to EVIO beauty to involve in strategic alliances with
other firms and form equity strategic alliances and joint ventures with other companies. The
strategic alliances enable the firm to improve its strength, mitigate risks, and share
complementary assets. Strategic alliances provide many advantages and disadvantages to the
firm. The main advantages are that the organization can easily provide better services and
goods to the customers and the costs and risks are reduced. The information systems enable
the organizations to identify potential partners and specific opportunities for EVIO beauty
(Mao et al, 2016). An information system is a marketing tool that enables companies to
contact valuable customers and establish a strong relationship with them.

The other advantage of information system is that the information system eases
communication and thus, instant messaging and emails are made easier and the information is
easily shared from one department to another. The information system enhances globalization
as it provides an opportunity for EVIO Beauty to share information to customers easily in
less time. It is through an information system that the information is available to customers
24*7 and new employment opportunities are created for employees to enhance productivity
in the firm. Thus, the information system also eases the process of decision-making and
enhances the process of training in EVIO beauty.
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Use of information system for Data Management

The information system is managed in business organizations and it becomes very easy to
record communications, store revision histories, and store operational data in the firm. The
information system simplifies the decision-making process and enables the leaders to take
decisions effectively.

The information system is used in EVIO Beauty to monitor workflow, settle daily questions,
and yield problems to enhance the processes of the organization. The information systems are
used in EVIO Beauty through various procedures which areas listed below:

Analysis and Retrieval

The clients are advised to make the right trading decisions for analyzing individual portfolios.
The managers collect up-to-date information and manual methods for organizing information
in the portfolio. The information is collected through manual analysis.

Analysis of multiple data

EVIO Beauty develops various sales information systems to generate effective sales analysis
report in a cost-effective manner. The system enables decision-makers to identify the
problem and improve the quality of expertise. The results are incorporated in an expanded
system version. The multiple data is analyzed to gather necessary information about the firm.

Use of accounting models to evaluate decisions

Financial planning and decision-making are improved by investing funds in the budget
system (Patel, 2015). Thus, it improves insurance and cash flow management in the firm. The
portfolio manager uses the vast amount of information that is accessed by them through
tedious Manual analysis.

Analysis of multiple databases

EVIO Beauty led to flexible outputs in the companies and sales information is necessary to
improve EDP functions and problem identification and solution analysis incorporate new
system versions. The multiple databases ease operations as the necessary information is
gathered for problem identification and finding the right solution for the customers (Harvard
Business Review, 2021).
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Decision making through proper accounting model

The financial planning and decision-making enhance the inputs and projected cash flow is
maintained at the end of the month. Thus, the market environment and understanding of the
company improve (Hla & Teru, 2015). Decision-making plays a very important role to
improve the process of EVIO Beauty.

Raw material optimization

The mathematical puzzles are solved by proper optimization models which are very
necessary for solving mathematical puzzles and maintaining balance among different product
recipes. The companies fulfill the production requirements for gathering finished products.
The short-run supply brings new products to EVIO Beauty and it fulfills all production
requirements.

Decision making

Insurance eases the process of decision-making and reduces the clerical burden. The review
documentation enables companies to make new policies and coding sheets are modified in
the most appropriate manner. There are many adjustments made by them in the information
system to improve the process of decision-making and facilitate the decision-making process
in the company (Bruch & Feinberg, 2017). The managers take actions to improve planning
systems and the decision-making process in the company (Gore et al, 2015). The decisions
are not directly taken by the senior manager but, instead, first, the discussions are held among
them to find the actual situation and the actual cause of the problem (Oppenheimer & Kelso,
2015). Then, the final decision is taken by the senior manager after discussions with the team
leaders and the team members. The information systems are the best motors of managers to
improve the quality of decision making in the firm (Janssen et al, 2017). The managerial
concerns are useful to facilitate problem-solving and increase organizational control.
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Information Security Policy for Information System

There are many policies of information security and the information security policies are
adopted to ensure that the users and employees strictly follow all security protocols and all
security procedures to gather sensitive information for users. There are different elements of
information security policy and these elements include purpose, audience, policy control
authority, information security, data classification, data support, organizational operations,
security behaviour, and security awareness, duties, and responsibilities of personnel. IT
Security policy is adopted in EVIO Beauty which grants numerous advantages to the
organization.

There are many changes that EVIO Beauty can make in its information security policy to
make the processes of the company more efficient. Information Security Policy is a set of
rules which guide employees to work on IT assets. This policy ensures employees to use
different procedures and security protocols that improve operations of the company. Under
Information security policy, EVIO Beauty maintains a separate register where the
information of clients is stored. This register maintains the necessary information of regular
clients of the company which include their contact details, residential address, and other
details of the company. This register is properly maintained and only the manager has the
right to add new details or make changes in the existing information of the client. The
company can also maintain an online register to secure the details of client and only manager
have the access to edit it. The manger is not obliged to share these details with any other
employee and this ensures the safety and privacy of client information under the information
security policy of the company.

EVIO Beauty also store personal data and other sensitive data whose security is ensured
under proper compliance standards and the security standards do require a proper anti-
malware protection and firewall. The data is only transferable through security protocols and
the transmission of data is restricted through public network to maintain its security and
privacy. IT security policy ensures confidentiality of employees using assets, information,
and data of employees. The policy is very helpful to provide confidentiality of data in all
events including malicious loss of data or any other accidental event. AES 256-bit Encryption
is used in case of data encryption and the use of security protocols and strong cryptography
can be very useful to safeguard subscriber data, SCI, PII, and personal data during
transmission. It is seen that the lack of cooperation among different department of EVIO
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Beauty led to various configuration errors and thus, the teams are required to work together to
give fast outputs.

The security incident response plan can also be initiated under this policy to initiate proper
actions to be taken during security incidents. This security incident strategy provides proper
guidelines to identify priorities and reduce threat response. Also, cloud and SaaS policy
provides can be adopted in EVIO Beauty to mitigate all ineffective complications and
mitigate the application of poor and ineffective cloud resources.
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Mitigation and prevention of risks associated with Information System

There are different types of risks associated with information systems and they are as
discussed below:

Physical Threats

The physical threats include damages to IT resources and severe issues. The physical threats
include damage from floods, theft, and unauthorized access to data. EVIO Beauty faces
threats of threat and flood and these threats lower the overall productivity of EVIO Beauty.
The physical risks are mitigated in EVIO Beauty by providing safety equipments to staff and
reduce the effect of harmful noise in workplace. Also, the barriers between physical hazards
such as microwaves/ radiation etc. and employees should be minimized to reduce physical
threats.

Electronic Threats

The electronic threats comprise business information, for example, the hacker can easily
access the website and IT system. Emails and websites of common nature are very easily
hacked by hackers. The electronic threats faced by EVIO Beauty are due to the lack of
electricity supply in the company. These risks can be mitigated by use of safe electrical
equipments and limiting the use of extended cords. Also, multiple plug adapters can reduce
electronic risks.

Technical Failures

The technical failures in EVIO Beauty include computer crashes and failure of the system
component. The technical failure creates further difficulties in data retrieving and hard drive
failure. Technical failures may also occur due to the non-operation of systems of the
organization. The risks of technical failures are mitigated by reducing the size of technical
batches and installing automates audits and shift-left control devices in EVIO Beauty.

Infrastructure Failures

The infrastructure failures arise due to loss of internet connectivity which can interrupt all
processes of business and thus, an individual can miss his purchase order due to this issue. It
led to infrastructure failures in EVIO Beauty. The risk of infrastructure failures can be
mitigated by establishing proper communication channels among different departments,
indentifying critical company suppliers, and creating an effective contingency plan for EVIO
Beauty.
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Human Error

Human error is also a big threat faced by organizations. The important data can be deleted
and security procedures fail due to human error. The security risks are easily resolved by
resolution strategies adopted by EVIO Beauty. The risks of human error can be mitigated by
providing quality training to employees in EVIO Beauty, deploying security controls, and
conducting new training programs to enhance the performance of employees working in
EVIO Beauty.

IT Risks

The organization faces different IT risks. The main cause of IT risks is the failure of IT
devices that are used in the company. These IT risks can be mitigated by the types of threats
that affect a business and ensure the security of IT systems used in EVIO Beauty
(Nibusinessinfo.co.uk, 2021). These risks affect the business as there are many risks that are
faced in IT systems and these threats minimize the rate of success in EVIO Beauty.

The software can be updated regularly, passwords can be secured, and use of firewalls, anti-
spyware protection, and other anti-virus can mitigate IT risks in EVIO Beauty.
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Conclusion
It had been concluded from the above report that the use of information systems improves
processes in EVIO Beauty. There were many products in the organization that were supplied
to customers to provide them with proper skincare and hair care services. The information
system enabled the interconnection of complementary networks and interconnected
components that were useful to enhance the process of decision-making in the organization.
The important details regarding the information system used in the company included a
transaction processing system, knowledge management system, office automation system,
decision support system, enterprise resource planning system, accounting information system,
knowledge information system, and sales management system.

The competitive advantages were that the company provided the best quality beauty services
to the employees and the products provided by the organization were highly demanded in the
market. These information systems played an important role in enabling EVIO beauty to gain
a high competitive advantage. The new information system enabled the company to form a
strategic alliance with other organizations in the market. These main risks included physical
threats, electronic threats, infrastructure failures, technical failures, human risks, and other IT
risks. The information system enhanced globalization as it provided an opportunity for EVIO
Beauty to share necessary information with customers. The short-run supply brought new
products to EVIO Beauty and it fulfilled all production requirements. The system enabled
decision-makers to identify the problem and improve the quality of expertise. The multiple
databases eased operations as necessary information was gathered for problem identification
and finding the right solution for the customers.
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