CAPIZ STATE UNIVERSITY

COLLEGE OF EDUCATION ARTS AND SCIENCES

NARRATIVE REPORT
In
Seminar 301
TOPIC 1: SYSTEMS IN ORGANIZATIONS
https://www.youtube.com/watch?v=VokDya9Wy1A&t=1s

The webinar discussed topic one of 1B Computer Science curriculum which is “Systems
in Organizations”. The topic discussed the Designing software for organizations, changing
software that organizations use, testing software, backing up data, releasing software, and
maintaining software. The use of systems in businesses has grown more crucial in today's fast-
paced corporate environment for optimizing operations and accomplishing strategic goals. This
topic can have a significant contribution in the field of computer education where the students
can learn a lot of things on how to analyze and apply the learnings that will gain in the topic
discussed. This topic is much Great! Now that I’ve been introduced the topic of systems in
organizations, we can delve deeper into specific areas of interest. This could be related to the
implementation of the systems, challenges faced, case studies, or any other facet of
organizational systems.
Consideration for changing to a new system-include extent of change, limitations of
new system, context in which the system will be used in terms of any organizational issues and
change in user roles. The extent of change refers to how much the new system will alter existing
processes and structures within the organization. Limitations of the new system-every system has
its limitations. Context in which the system will be used- the context in which the new system
will be used involves understanding the organizational culture, processes, and structures that will
interact with the system. Organizational issues- implementing a new system can bring about
various organizational issues. These can include resistance to change, lack of adequate training
and support, poor project management, and underestimation of the time and resources required
for implementation. Addressing these issues requires strong leadership, effective communication,
and a well-planned change management strategy. Change in user roles-the implementation of a
new system often necessitates changes in user roles within the organization. Employees may
need to acquire new skills to use the new system effectively, and some roles may become
redundant or evolve into new ones.
Difficulties in changing software systems. Where users don’t like change due to some
features may be omitted, old system may be faster, incompatibility with other systems, data loss
and expensive. Changing software systems in an organization can be challenging due to several
reasons. Firstly, there can be misaligned expectations where the new system does not deliver as
expected. Secondly, ensuring data integrity during migration from an existing system to a new
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one can be difficult. Thirdly, the process often requires learning while operating, which can be
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disruptive. Lastly, there can be budget overruns and schedule delays due to excessive changes
and rework. Therefore, careful planning, strong communication, and effective change
management strategies are crucial to overcome these difficulties. There are four (4) ways to
change; Direct changeover, parallel, pilot, and phased. Direct change over; A low cost but high-
risk method of replacing an old system with a new one. Parallel; A low cost but high-risk
method of replacing an old system with a new one. Pilot; A medium risk but lengthy method
replacing an old system with new one same as the phase conversion. Data Migration- Moving
data from one system to another. It can be huge process depending on the size of the system and
necessary when transitioning to a new system. It has possible problems such as incompatible file
formats, data structured differences, validation rules, incomplete data transfer and different
conventions. Legacy system. A legacy system, in the context of an organization, refers to any
outdated, often obsolete, or aging software or hardware infrastructure that is still in use within an
organization due to its critical role in supporting various business processes. In simple words, a
legacy system refers to outdated computer software, hardware, or technology still in use for daily
operations. This can include software, applications, hardware, equipment, various file formats,
and programming languages. These systems have typically been in place for many years and
were often developed using outdated technologies and methodologies.
Local and Remote (SAAS) Software. Local software refers to applications that are
installed and run on a specific computer or set of computers within an organization . These
applications are typically purchased outright and require a significant upfront investment. They
are stored on the organization’s own servers and are managed by the organization’s IT
department. Local software can offer a high degree of control and customization, but it also
requires ongoing maintenance and updates. While, Remote (SaaS) Software on the other hand,
Software as a Service (SaaS) is a software distribution model that lets customers and companies
interact through web-enabled devices such as laptops, smartphones, and other Internet-enabled
devices. Many things need to be testing. It has different types of testing-static testing, dynamic
testing, alpha and beta testing, black and white testing, and user acceptance testing. User
documentation- it is essential so that user want of all features. Types of user documentation
includes manual, online, and help files. How to prevent data loss? What are the causes of data
loss? Examples of companies that have suffered significant data losses and how they dealt with
the aftermath: NASA: In 1999, NASA lost the Mars Orbiter, a loss valued at $125 million. The
engineering team responsible for developing the Orbiter used English units of measurement
while NASA used the metric system. This inconsistency in data resulted in a costly
mistake. NASA learned from this incident and implemented rigorous data management and
communication protocols to prevent such mishaps in the future. Enron: Once one of the world’s
largest companies, Enron suffered significant data management issues in the early 2000s.
In the field of software design, both social and ethical issues play a significant role. These
issues often arise due to the increasing influence of software on our daily lives and the decisions
we make. Social Issues in Software Design: Accessibility: Software should be designed to be
accessible to all users, including those with disabilities. Cultural Sensitivity: Software is used
globally, so it’s important to consider cultural differences during the design process. Digital
Divide: The gap between those who have access to technology and those who don’t can be
exacerbated by software design decisions. Privacy: With the increasing amount of data collected
by software applications, privacy has become a major social issue. Ethical Issues in Software
Design: Data Collection and Use: Ethical concerns arise when collecting and using user data,
especially without explicit consent. Algorithmic Bias: Algorithms can unintentionally perpetuate
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or amplify societal biases if not carefully designed and tested. Transparency: Users have a right
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to understand how software makes decisions that impact them. Security: Ensuring the security of
user data is a critical ethical responsibility for software designers. Software deployment refers
to the series of processes involved in making a software system available for use. It’s one of the
last stages in the software development process and involves several key activities. Release: The
software is finalized and ready for distribution. Installation: The software is installed on the
target systems. Configuration: The software is configured to operate in the specific environment.
Testing: The software is tested to ensure it operates as expected. Monitoring: The software’s
performance is monitored to identify and address any issues. The deployment process can be
either manual or automated.
The topic that’s all about Systems in organization is simply got my attention. It is much
great topic that would bring a lot of learning gained to apply in my studies as a computer science
student. Here are some insights and my learnings about the topic discussed. System Change
Considerations: When implementing a new system, it is important to take into account a number
of important considerations, including the scope of the change, the system's constraints, the
context in which it will be used, organizational concerns, and changes in user roles. To guarantee
a seamless transition and effective implementation, it is critical to have a thorough understanding
of these elements. Difficulties with Software System Change: There are a number of reasons
why software system changes might be difficult, including misplaced expectations, problems
with data integrity during migration, operating-system learning, budget overruns, and timetable
delays. To get beyond these obstacles, careful preparation, excellent communication, and
successful change management techniques are essential. Data Migration: Depending on the
system's scale, data migration might be a challenging procedure. To guarantee a successful data
migration, potential issues such incompatible file formats, disparities in data structures,
validation criteria, incomplete data transmission, and disparate conventions must be addressed.
Even if they are out of date, legacy systems are nevertheless vital to many different corporate
operations. To minimize disruption to corporate operations, a careful plan and execution are
needed when transitioning away from these platforms. Software: Software that is available both
locally and remotely (SaaS) has benefits and drawbacks. Organizations can make well-informed
judgments regarding what kind of software best meets their needs by being aware of these.
Software Testing: To make sure the software performs as intended; several test methods are
required. To guarantee that users are aware of all the functions of the program, user
documentation is also crucial. Data Loss: Organizations may face serious repercussions as a
result of data loss. The danger of data loss should be reduced by implementing preventive
measures. Social and Ethical Concerns in Software Design: When designing software, social and
ethical concerns such security, privacy, data collection and use, algorithmic bias, accessibility,
cultural sensitivity, and the digital divide should all be taken into consideration. Software
Deployment: Several essential tasks are involved in software deployment, such as configuration,
testing, release, installation, and monitoring. There are two possible deployment processes:
automated and manual.
In conclusion, the study of systems in organizations is a multifaceted and complex field
that is crucial for any computer science student. It encompasses a wide range of considerations,
from the intricacies of system change and the challenges of software system alterations, to the
complexities of data migration and the importance of legacy systems. The exploration of
software, both local and remote, reveals a balance of benefits and drawbacks that organizations
must navigate. The necessity of thorough software testing and the potential repercussions of data
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loss underscore the importance of meticulousness and preventive measures in this field.
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Moreover, the ethical and social implications of software design remind us that technology does
not exist in a vacuum, but rather interacts with society in significant ways. Finally, the process of
software deployment, whether manual or automated, involves a series of critical tasks that ensure
the successful implementation of a system. This journey through the topic not only provides
valuable insights but also highlights the interconnectedness of these elements and their collective
impact on the successful operation of an organization’s systems. As a computer science student,
understanding these aspects will undoubtedly equip you with the knowledge and skills to
contribute effectively in your future endeavors.

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