The FAS is an Executive Information System (EIS). It is a specified form of a Decisional Support Structure and is used to help the top executive (CEO) make decisions. The system obtains data from internal as well as external sources, and enables the CEO to get detailed information from a variety of perspectives, summarizing the information for the company (2009, p. 30). The Fund Allocation system ascertains external information from the government about which areas of the country they should target, information from the Australian Education Department about the socio-economic status of the different schools, and internal information about the achievement and support of the projects at the school levels, the amount of economic support deemed appropriate by schools for the students, rental and property costs in the different areas, information about the financial health of Australia, and the standing of students from the Student Application system, donor details, etc.
Before, Ed Transformers found it difficult to attain the best method of spreading their funds. This often meant that some students with a real need missed out, where students who had a higher “socio-economic status” were being sustained. Now, the CEO uses this Funds Allocation system to save time in the Executive teams operations and optimize the use of funds and other donations. Information is now ascertained from a variety of sources, as mentioned in the paragraph above, to enable the Fund Allocation system to calculate how many students can be supported by GradEd and other donations in diverse schools and universities around the country. The FAS also ensures that the company meets the goal of ensuring everyone access to education, regardless of their circumstances, enabling it to become the leading organization in the world of charities.
The project managers use this information from the FAS to give them a synopsis of the socio-economic prominence by school and state. This information can be “sliced and diced” (Baltzan, Phillips, & Haag, 2008, p. 122) to view the information from a variety of perspectives. “One slice of information for example can exhibit the socio-economic status in a particular state. If required, the team is able to drill down and look at the socio-economic status of universities and states in Australia.” Inside this system, the project team is able competent in determining how to apportion places to universities, how much to assign per place, what donations they require, the possible financial shortfall/under-budget and how they need to plan for thereafter, etc.There are many metrics used to measure the efficiency and effectiveness of IT in an organization. This report will discuss 2 ways to measure the efficiency success and 2 metrics to measure effectiveness success of Ed Transformers website.
For effectiveness, the usability – ease in which individuals find information or perform actions – of the company site can be measured. Most importantly is the number of clicks (2009, p. 4) that is required before a donor or other user can find the information they require; the less the more effective the site is. The internal links and advertisements on the site must be as little as possible and easy to navigate, and there must be a category list that the user can go through to get to their required information without actually searching all over the site.
Customer Satisfaction is another factor that came up when it comes to the use of Ed Transformers website. To measure this, the organization can implement a questionnaire for the donors to give feedback on their experience with the website with suggestions that they think will improve the service of the company. Ed Transformers can also analyze the number of repeat visitors to the site and the average number of donations each user makes when they utilize the donations system, to improve the conversion rates of the number of users to the amount of donations invested in the entity.
To measure efficiency, information accuracy is a must. The information about the different students must be correct as possible, so that the donors know that they are donating their resources to the right people that they want. The website must be capable in generating predictably correct results and ensure constantly accurate outputs based on its outputs. For instance, the information must be valid – from the details of the students, to the validity of the donations made by others. Donors’ details can be verified against respective records in the organizations databases, where some people pretend to be someone else or do not have the funds to support the donations that they said they would make. Donations via credit cards must also be checked to ensure accuracy and prevent fraud.
The system availability is another efficiency measure that Ed Transformers should use. Ensuring that the system is available for users as often as possible as this improves the amount of donors that can visit the site over period of time and limits their frustration too. No availability means that there would be far less donations made to the organization. The company should “investigate the reasons for their downtime and limit them as much as possible” (2009, p. 5).
Finally, these are suggestions that Ed Transformers can use to improve the success of their website. As mentioned before they must insert a category list in the website, so that the users can go through to get to their required information without actually searching all over the site to improve satisfaction and limit frustration. The site should also keep track of the students that the users viewed, to remind them who they have already read about, so that they do not waste time looking at the same person twice. The less time they waste, the more time they get to spend looking at students that they may want to sponsor.
Ed Transformers should also place a video diary from each student, together with other details and updates, on the site to make it more personal and attract more donors to the website. Lastly, Ed Transformers should make the donations easy to use, first allowing the user to select a project to donate to, then a student, then they fill in a form stating how much they want to give, when they will do so and via what means (credit card, etc), and finally verifying the information at the end. This will all make the user experience more pleasant, and the success of the website will improve.
Ed Transformers is a great charity organization with very set goals and objectives. It is also large and has a unique divisional structure that utilizes an organizational behavioural. This is where its characteristics help it excel. It operates through 2 main systems: the Student Application system which is a TPS and the Fund Allocations system which is an EIS, of which are very effective and efficient. If only the organization improves its website as mentioned previously, no organization would be able to compete, and Ed Transformers would have reached its goal of being “the leader in the charity world”