Lecture 10 IT Governance & Implementation

Question 1

What is IT Governance?

Answer 1

IT Governance is the framework that ensures IT is aligned with business goals and strategies. It addresses both tangible issues (like IT structure and infrastructure) and intangible ones (like strategy and management).

Question 2

The 4 Components of IT Governance

Answer 2

-plan and organize
-acquire
-deliver and support
-monitor and evaluate

Question 3

Plan and organize (component of IT governance)

Answer 3

Set IT goals, connect them to business strategy, and determine IT policies.

Question 4

Acquire (component of IT governance)

Answer 4

Acquire and implement IT according to goals and in alignment with the organization’s structure and culture.

Question 5

Deliver and support (component of IT governance)

Answer 5

Support processes, training, helpdesks, and maintain IT infrastructure.

Question 6

Monitor and Evaluate (component of IT governance)

Answer 6

Ensure IT aligns with the organization’s ongoing needs and evaluate performance.

Question 7

CIO

Answer 7

Chief Information Officer

Question 8

The role of the CIO

Answer 8

Strategic Role: The CIO focuses on how Information Systems (IS) can help the business achieve its goals and stay competitive.

Structural Role: Manages the IT department and its functions.

Broker Role: Balances the interests of different stakeholders and resolves conflicts between IT and other organizational needs.

Question 9

CIO as a Broker

Answer 9

The CIO plays a “broker” role by managing the conflicting interests between three key groups dealing with IS: IT staff, business units, and external stakeholders. Effective communication is crucial to bridging the gap between IT and the rest of the organization.

Question 10

IS Structure in an Organization

Answer 10

An IT department typically has three main functions:

Support: Interacts with users and external partners.
Acquisition and Development: Develops, implements, and outsources IS functions.
Operations: Manages infrastructure and servers.

Question 11

What is Implementation in IT?

Answer 11

IT implementation refers to the process of introducing a new system or innovation to the organization, ensuring users are familiar with it and minimizing resistance to change.

Question 12

Key Challenges in Implementing Information Systems

Answer 12

Technological Complexity: IS (like ERP systems) can be difficult to implement, requiring significant resources.

Existing Systems and Culture: Changing from old systems and adapting to new ones can face resistance.

Communication Breakdown: Different departments may not align on priorities during implementation.

Integration with External Systems: Linking with external partners or firms increases complexity.

Question 13

The “Magic Bullet” Expectation in IS Implementation

Answer 13

Many organizations expect IS to automatically solve business problems. However, successful IS implementation requires managing technological and organizational changes, including user adaptation and overcoming resistance.

Question 14

Four Models of IT Change Implementation

Answer 14

Life Cycle Model: A structured, linear approach with clear phases like planning, testing, and deployment.

Emergent Model: Flexible and adaptive, adjusting plans as new challenges or opportunities arise.

Participative Model: Involves stakeholders to encourage ownership and broad support for change.

Political Model: Focuses on managing power dynamics and conflicting interests among stakeholders.

Question 15

Life Cycle Model in IT Change

Answer 15

Involves a linear process with clearly defined phases.
Best for stable environments where the rationale for change is clear and support is minimal.
Focus on planning, education, and monitoring.

Question 16

Emergent Model in IT Change

Answer 16

Focuses on flexibility and responsiveness to new developments.
Encourages user involvement in the design and development process.
Best for uncertain environments where user feedback is critical.

Question 17

Participative Model in IT Change

Answer 17

In this model, stakeholders (e.g., employees, managers) are actively involved in the change process through workshops, surveys, and collaborative decision-making.

Question 18

Political Model in IT Change

Answer 18

The political model focuses on managing power dynamics and using influence to navigate conflicting interests during implementation.

Question 19

Factors Affecting the Choice of IT Implementation Strategy

Answer 19

The choice of implementation strategy depends on:
Organizational Structure: Is it centralized or decentralized?
Culture: Formal or informal work environment?
User Motivation: Supportive or resistant to change?
Nature of Change: Is the change significant or minor?
The strategy must align with organizational goals, culture, and the characteristics of the technology being implemented.

Question 20

Social Media Use in Organizations - Benefits

Answer 20

Social media can have several positive effects within an organization:

Reputation Management: Build and manage the organization’s public image.
Intra-office Communication: Facilitates communication among employees.
Extra-office Communication: Connects with external clients and stakeholders.
Customer Outreach: Engages with new and existing customers.
Task-related Communication: Improves collaboration and information sharing.
Crowdsourcing: Uses external input to innovate or solve problems.

Question 21

Social Media Use in Organizations - Risks

Answer 21

Reputation Damage: Negative posts can harm the organization’s image.
Time Wasting: Employees may use social media during work hours.
Relationship Damaging: Can create inappropriate relationships or lead to bullying.
Multitasking: Distractions can lower productivity.
Inappropriate Content: Risk of publishing damaging or offensive material.

Question 22

Social Media Governance: Prevention vs. Promotion

Answer 22

Organizations manage social media use through two approaches:

Prevention Focus: Aims to minimize risks by restricting use. Employees may be required to undergo training on appropriate behavior.
Promotion Focus: Encourages employees to use social media to promote the company’s brand and values. Employees are trained to use platforms like LinkedIn for professional networking.

Question 23

One-Way Communication in social media

Answer 23

One-Way Communication: Traditional approach where the organization controls the message sent to passive audiences. Often used in PR campaigns.
Social media is viewed as a tool to disseminate corporate messages.

Question 24

Two way Communication in social media

Answer 24

Two-Way Communication: Modern approach focusing on dialogue and engagement. The organization and employees communicate with stakeholders, building trust and transparency.
Social media is used as an opportunity for reciprocal conversations.

Question 25

Challenges of Social Media in Organizations

Answer 25

Restrictive Approach: Organizations limit social media use to avoid risk and control messaging. This often stifles employee creativity and engagement.
Promotion Approach: Encourages transparency and collaboration, but relies on employees aligning with corporate values.
Balancing Risks vs. Opportunities: Finding the right balance between mitigating potential harm (reputation damage, time theft) and leveraging the positive effects of social media (employee engagement, external communication).

Question 26

Guidelines for Social Media Use in Organizations

Answer 26

Social media guidelines help organizations manage the risks while promoting the benefits:

Restrictive Guidelines: Focus on preventing risks (e.g., prohibiting employees from posting negative content).
Enabling Guidelines: Encourage the use of social media to promote company values and build personal branding, while still maintaining a framework for appropriate use.

Question 27

CSR and Social Media

Answer 27

Corporate Social Responsibility (CSR): Companies use social media to reflect their CSR goals by balancing reputational concerns and promoting transparency.

Question 28

Employee Engagement and social media

Answer 28

Social media is used not only for managing risks but also for engaging employees and fostering dialogue with external stakeholders.

Question 29

Co-Creation

Answer 29

Social media is increasingly used to involve employees in creating content and co-developing initiatives.