IT Tools for Management Final Exam Notes PDF

IT TOOLS FOR MANAGEMENT -- INTERNATIONAL BUSINESS UNIVERSITAT DE BARCELONA 1\_T.JAVIER JOLONCH PART I - INTRODUCTION What is IT? **Information technology** (**IT**) is a set of related fields that encompass [computer systems], [[software]](https://en.wikipedia.org/wiki/Software), [[programming...

IT TOOLS FOR MANAGEMENT -- INTERNATIONAL BUSINESS UNIVERSITAT DE BARCELONA 1\_T.JAVIER JOLONCH PART I - INTRODUCTION What is IT? **Information technology** (**IT**) is a set of related fields that encompass [computer systems], [[software]](https://en.wikipedia.org/wiki/Software), [[programming languages]](https://en.wikipedia.org/wiki/Programming_language), [[data]](https://en.wikipedia.org/wiki/Data_processing), information processing, and storage. IT forms part of [[information and communications technology]](https://en.wikipedia.org/wiki/Information_and_communications_technology) (ICT). What is an IT system? An **information technology system** (**IT system**) is generally an [[information system]](https://en.wikipedia.org/wiki/Information_system), a [[communications system]](https://en.wikipedia.org/wiki/Communications_system), or, more specifically speaking, a [[computer system]](https://en.wikipedia.org/wiki/Computer) --- including all [[hardware]](https://en.wikipedia.org/wiki/Computer_hardware), [[software]](https://en.wikipedia.org/wiki/Software), and [[peripheral]](https://en.wikipedia.org/wiki/Peripheral) equipment --- operated by a group of IT users, in a bunch of **IT projects** usually refers to the continuous implementation of IT systems. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- IT systems play a vital role in facilitating efficient data management, enhancing communication networks, and supporting organizational processes across the companies. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Successful IT projects require [[meticulous]](https://en.wikipedia.org/wiki/Meticulous) planning, seamless integration, and ongoing maintenance to ensure optimal functionality and alignment with organizational objectives. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- What is IT infrastructure? The interrelation of: - Assets - Capacity - Storage - Network - Security - Consumption - Environment - Hardware - Software - Maintenance What is **hardware**? The internal and external devices and equipment that enable you to perform major functions (input, output, storage, communication...) in a computer. Examples: mouse, keyboard, RAM, monitor, printer, CD, DVD, hard disk... On prem vs cloud hardware: +-----------------------+-----------------------+-----------------------+ | | PROS | CONS | +=======================+=======================+=======================+ | ON-PREMISE | - Full data control | - High acquisition | | | | and maintenance | | | - Full hard- and | costs | | | software control | | | | | - Internal | | | - Full access | knowledge | | | reliability | | | | | - Full | | | - No operating | responsibility | | | software costs | | | | | - Long-term | | | - Performance | reliability | | | | | | | - Customization | | +-----------------------+-----------------------+-----------------------+ | CLOUD | - Easy setup | - Control | | | | limitations | | | - Low acquisition | | | | and maintenance | - Ongoing software | | | costs | costs | | | | | | | - Flexibility and | - External | | | scalability | dependances | | | | | | | - Accessibility and | - Performance | | | integration | limitations | | | | | | | - Updates and | - Mandatory | | | security | internet access | | | | | | | | - Personalization | | | | limitations | +-----------------------+-----------------------+-----------------------+ What is **software**? Software is a set of instructions, data or programs used to operate computers and execute specific tasks. (It is the opposite of hardware) Examples: applications, scripts, programs\... - Softwares in the business world - ERP (Enterprise Resource Planning): software system that helps organizations streamline their core business processes with a unified view of activity and provides a single source of truth. It connects with: production, inventory, service, HHRR, MRP (software), purchasing, CRM (software), sales, financials\... - CRM (Customer Relationship Management): software System that helps businesses manage customer relations, streamlining business processes such as: - Marketing (Run campaigns, generate leads, form a data base) - Sales (assign leads, qualify leads, convert leads, track opportunities) - Orders (deliver products, produce invoices) - Support (manage cases, conduct trainings, provide service, develop knowledge base) What is **coding**? It is the composition of sequences of instructions, called [programs](https://en.wikipedia.org/wiki/Computer_program), that [computers](https://en.wikipedia.org/wiki/Computer) can follow to perform tasks. What is **data**? The facts and statistics collected together for reference or analysis. What are the members of an **IT team**? - Product Owner: responsible for supporting the development team. - Scrum Master: person who leads a team through the course of a project. - Team Leader: person responsible for managing a development team. - Software Architect: develops and designs IT services and solutions. - Operations manager: leads and supervises a team of employees. - Analyst developer: researches, evaluates, and recommends new technologies or tools that can improve the quality, efficiency, or functionality of the software. - Agile Methodology: project management approach that involves breaking the project into phases and emphasizes continuous collaboration and improvement. - Developer: person who creates, upgrades, maintains or improves the software. PART II -- COPILOT ADOPTION What is **copilot**? It is M365's AI for businesses and our AI assistant for work. Generally, it offers: +-----------------------+-----------------------+-----------------------+ | **Improved | **Expanded | **Trusted Security** | | productivity** | creativity** | | | | | - Staying in | | - Focuses on what's | - To get more deals | control | | most important | | | | | - Expand the | - Maintaining | | - Keeps up with the | customer's base | control and | | timelines | more creatively | security | | | | | | - Effective | - Think faster | - Secure access to | | customer service | | better answers | +-----------------------+-----------------------+-----------------------+ Organizations across industries have shifted from talking about AI to deploying it on a scale. +-----------------------------------------------------------------------+ | During the Copilot adoption process, the following questions should | | be answered: | | | | - Who do I give the first Copilot licenses to? | | | | - Where can my organization get the most productivity gain? | | | | - How do I get employees to adopt it quickly? | | | | - Why is initial boost important with Copilot? | | | | - When will I start seeing business results? | | | | - How is impact measured? | +-----------------------------------------------------------------------+ What is **generative AI**? It is a form of AI that can create original content from data and models. - High-level sponsorship is needed to drive the strategic vision and commitment of the organization. - define scenarios where generative AI can maximize the impact on businesses objectives. - Information security to protect data, models and generated content. - Change management approach to facilitate cultural change, skills development and best practices. - Technical track to ensure good governance, security\... - Alignment and coordination between tracks to ensure a smooth and effective transition. **Copilot Adoption Process:** Deployment Path - Choose initial Workgroups to benefit from Copilot - Allocate necessary resources and distribute Copilot seats strategically - Building a successful team to drive change - Incentivize AI skills development with Copilot Lab - Evaluating Copilot's Impact with Dashboard and Survey Kit - Share results and good practices with success stories and knowledge communities - Expand the use of Copilot to new businesses scenarios and processes - Recognize and reward user success Methodology Interfaz de usuario gráfica, Texto, Aplicación Descripción generada automáticamente 1. [Evaluation]: - Recognize key stakeholders - Assess technical and business readiness - Promote the value and capabilities of Microsoft 365 Copilot - Identify Key People, high-value use cases, and expected benefits - Create a roadmap for Microsoft 365 Copilot Deployment 2. [Prepare]: - Develop use cases and determine pilot / target users - Adapt to local rules and policies - Plan adoption strategies, change plans, and key performance indicators - Establish the Copilot Center of Excellence - Prepare your Microsoft 365 tenant - Implement security and compliance measures - Implement data protection strategies - Integrate with Critical Systems 3. [Sail]: - Launch of a pilot project for selected employees - Start the initial adoption campaign - Collect reviews - Validate value through KPIs - Adjusting the focus for wider Deployment - Contribute to the implementation decision - Prepare implementation plan 4. [Adopt]: - Enable Microsoft 365 Copilot for a broad community according to the Deployment plan - Initiate a comprehensive digital change and adoption campaign to enable competent use of Microsoft 365 Copilot and maximize benefits 5. [Extend]: - Recognizing the potential and enhancing M365 Copilot with more integrations - Develop custom Gen-AI solutions for Copilot - Assisting in AI-driven business transformation - Introduce the Office of Experience Management (XMO) to measure and report benefits **How to prepare for Copilot?** - Identify roles and lines of business that can benefit from Copilot (analyze current Microsoft usage, select teams with high demand for Teams and PP) - Concentrate the Deployment of Copilot licenses on those computers (fast and visible impact on productivity & creativity) - Define objectives and metrics to improve in each functional area (consult Scenario Library, measure the value that Copilot brings and adjust strategy) PART III -- CYBERSECURITY What is an **ISMS**? An Information Security Management System (ISMS) is a set of policies and procedures for systematically **managing an organization\'s sensitive data**. The goal of an ISMS is **to minimize risk and ensure business continuity** by proactively limiting the impact of a security breach. This System has a bunch of layers: 1. **Digital surveillance:** network monitoring to detect infrastructure exposure, cybercriminal activity, and information exposure/leaks. Examples: - Social Media monitoring - Domain Registration Monitoring - Monitoring of stolen passwords - Search for emails published on the internet 2. **Perimetral Protection:** - Firewalls and protection solutions for published services - Protections against denial-of-service attacks - Securing remote access to your organization 3. **Network Protection:** corporate network protection**.** - Network segmentation - Upgrade of the network electronics - Securing Communications - Business continuity - Cable Protection 4. **Servers Protection:** - App upgrade - Secure development - Information Leak protection - Securing access to Shared resources - Privileged access control - Implementation of an Endpoint Detection and Response (EDR) - System patching 5. **Endpoint protection:** protection of workstations and laptops. - Computer encryption - Navigation Protection - Email protection - Information Leak protection - App upgrade - System patching - Implementation of an endpoint Detection Response (EDR) 6. **Physical protection:** physical protection and control of access to IT infrastructure. - Organization Access Control - Data Center Protection (DPC) - Protection of Public Areas - Securing access to physical documentation - Protection and prevention Systems - Business continuity 7. **User protection:** protection of users of the organization's information Systems. - Education - Awareness PART IIII -- UX/UI **What is the UX vs the UI?** The user interface (UI) refers to the interactivity, look, and feel of a product screen/webpage. - Examples: visual design, colors, graphic design, layouts, typography\... The user experience (UX) covers a user's overall experience with the product/website. - Examples: interaction design, wireframes/prototypes, information architect, user research, scenarios\... ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- UX&UI laws are a collection of good practices or fundamentals that are based on principles of human psycology, ergonòmics and user behaviours with the aim of achieving the best possible user experience. the application of these laws could be called DESIGN PATERNS ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------------------- Gestlat theory allows us to know the effect and design laws well, so we can offer the best possible user experience. ---------------------------------------------------------------------------------------------------------------------- **UX and UI laws:** **Hicks Law:** the user's response time is directly proportional to the number of options and stimulations they perceive. "The more options a user has, the longer it takes to decide and respond."  **Fitts Law:** it allows the calculation of the time it takes a user to point out a target based on size and distance. Fitts\' Law - Sketchplanations  **Millers Law:** The average person can only keep 7 items (2 items up or down) in their working memory. The Most Important Rule in UX Design that Everyone Breaks \| by Jeff Davidson \| Prototypr **Jackob's Law:** Users prefer sites that work the same or similar to the ones they already know. Unpacking Jacob\'s Law: How to Use It to Improve Your Designs \| UXtweak **Proximity Law:** Visual elements positioned close to each other are perceived as related or grouped.  **Aesthetic Usability:** an aesthetically pleasing design is perceived as a design that is more useful. What is Aesthetic-Usability Effect \... **Prägnanz or Pregnancia Law:** people identify, interpret, and perceive ambiguous or complex images as the simplest known form possible. Perceptual organization. This law emphasizes simplicity, organization and symmetry. Law of Pragnanz in Product Design \... The Law of Prägnanz in UX Design \... **Law of similarity:** Elements that are visually similar are perceived as related.  **Serial Position Effect:** users tend to remember the first and last items in a series better. Serial Position Effect - The Decision Lab **Von Restorff's Law or Effect or Isolation:** - When you show multiple similar objects, you're more likely to remember the one that differs from the rest. - In a list of items, people remember more the ones that stand out from the rest. Von Restorff Effect: UX Law of Distinctiveness \| UXtweak  **Zeigarnik Effect:** people tend to remember incomplete tasks better than complete tasks. "Our minds quickly forget finished tasks. However, they are programmed to continually interrupt us with the reminders of unfinished tasks." Using the Zeigarnik Effect to Your Advantage **Tesler Law:** For any system there is a certain amount of complexity that cannot be reduced.  Interaction design is more than just user flows and clicks \| by Richard Yang (\@richard.ux) \| UX Collective **Gestlat Laws Summary:**  2\_T.MIQUEL PUJADES PART I -- THE INFORMATION SYSTEM AND DATABASES **Information Systems (I.S.) in the company** Information Systems provide support to production Systems, extracting data, information and knowledge. It includes the technological tools / infrastructure (computer Systems). Information + Technology = binominal. The IS of an organization includes all the tasks, human services and material resources that are oriented to provide the information of the production System. **Definition of IS:** A set of people, data, processes and information technology that interact to collect, process, store and provide the information necessary for the proper functioning of the organization. Supporting decision-making processes needed to perform the company's business functions and processes in accordance with its strategy. - People: Managers, users, analysts, designers, \... - Data: raw material to create useful information - Processes: Business activities that generate information - Information technologies: hardware and software that supported the previous three components  **The basis of the IS** +-----------------------------------------------------------------------+ | Data: any element that serves us as a starting point to perform a | | calculation or a process. (it can be represented by numbers, letters, | | other characters...) | | | | Data itself has no meaning, it represents a fact, event or element of | | the real world. | | | | Example 28, "Peter", 5231.1... | +-----------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | Information: Result of data processing. It is the data already | | processed and ordered. Then, it has a meaning to the person who | | receives it. | | | | Information = data + context (adds value) + utility (decreases | | uncertainty) | | | | Example: | | | | - Name: Peter | | | | - Age: 28 years old | | | | - Salary: 5231.1 | +-----------------------------------------------------------------------+ Knowledge: mixture of experience, values, information and "know-how" that serves as a framework for the incorporation of new experiences and information, and it is useful for action. Interfaz de usuario gráfica, Texto, Aplicación Descripción generada automáticamente IT HELPS ON MAKING DECISIONS. Because you are able to compare with other elements, predicting consequences and searching for connections. How is data captured? - Generated by individuals: e-mail, messages, Facebook, Google searches... - Data transactions: billing, calls, transactions between accounts. (all movements of a cell phone and payments we make by card) - E-marketing and web: browsing the Internet. Mouse movements, clicks, time... - Machine to Machine (M2M): technologies that share data with devices (GPS, temperature sensors, light sensors...) - Biometrics: measurements of living beings or biological processes. **Transformation**: process that is responsible for extracting the raw data, applying a series of data cleaning and structuring, and loading data as a database. This process is known as **ETL process** (Extract Transform Load). **Data Types:** - **Structured Data:** length and format are well defined. Stored in tables.  - **Unstructured Data:** doesn't have an specific format. Cannot be stored in a table. Ex: audios, PDF... Interfaz de usuario gráfica, Texto Descripción generada automáticamente - **Semi-structured Data**: it is not limited to specific fields but contains markers to separate different elements. It is not managed in the standard way because it is not regular enough.  **Storage:** - SQL (relational): normalizes data in tables consisting of rows and columns. - NoSQL (non-relational): variety of data models, like document, graph, key-value, in-memory, search... **Data analysis:** Techniques: - Associations - Mathematical prediction - Data mining - Grouping or clustering - Text analysis -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- With this data we have more information about customers, markets, tastes, ideas... so therefore, we can personalize offers, optimize campaigns, create new products, improve customer service... -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- **Big data:** Interfaz de usuario gráfica, Aplicación Descripción generada automáticamente - Volume: it represents the size of the big data set. - Variety: comes to companies from numerous resources (internal or external). Data entries from separate resources create variance in the data set. - Velocity: high production rate of big data. - Veracity: the accuracy of data. Data should be acquired from correct and secured resources. - Value: result is generated after all the procedures, and the result should enrich the process.  The reasons for this new age of data are varied: - **Computing perfect storm:** big data analytics are the natural result of four major global trends: - Moore's Law - Mobile computing - Social networking - Cloud computing - **Data perfect storm:** - 3 Vs (Volume, Velocity, Variety) of data that has arrived in unprecedented ways. - **Convergence perfect storm:** - Traditional data management and analytics - Software and hardware technologies - Open-source technology **Definition of Relational Database:** Database = series of organized and interrelated data that are collected and taken advantage of by IS. Relational databases use the SQL Language (Structured Query Language). 1. **Analysis:** identify the purpose of your database to determine your choices in the design process. (have in mind: customers, workers and suppliers) 2. **Organization of data in tables:** - The information is stored in tables related to each other. - The relationship is established through a common field - The information is queried through these relationships. Interfaz de usuario gráfica, Aplicación Descripción generada automáticamente Components of a Database: - Fields: elemental information of the same type (campo) - Records: grouping of fields corresponding to the same element. (registro) - Table: set of records, each one of an element. (tabla)  3. **Specification of the primary keys and analysis of the relationships. ENTITY/RELATIONSHIP MODEL (= MODELO E/R)** - **Entity**: about WHAT we want to Store information. +-----------------------------------------------------------------------+ | Entities are composed of **attributes** that define them (products, | | sales, customers, orders\...) | +=======================================================================+ | Each table must contain its own data on a **unique subject**. | +-----------------------------------------------------------------------+ | Each table must have a **primary key** field. If not possible, | | **sequential number**. | +-----------------------------------------------------------------------+ | Key requirements: | | | | - **Unique**: you can't repeat any value. | | | | - **Knowledgeable** for all records | | | | - **Minimum size** | +-----------------------------------------------------------------------+ - **Relationship**: association between entity. - One to one (1:1): Student \-\-\-\-- academic record - One to many (1:N): Company employees - Many to many (M:N): Students subjects Interfaz de usuario gráfica, Texto Descripción generada automáticamente **HOW TO SWITCH FROM THE E/R SCHEME (Plantilla) TO TABLES?** For each scheme entity, a table will be created with as many fields as attributes the entity has. [For One-to-one Relationships:] when between 2 tables there is a unique correspondence between each of their records.  [For One-to-many Relationships:] a record in one table is related to several records in the other table. Interfaz de usuario gráfica, Aplicación Descripción generada automáticamente [For Many-to-many Relationships:] it associates several elements of a table with several elements of the other table. \*it is not possible to implement this type of relationships in a data base. So you have to split it into two one-to-many relationships with an **intermediate table**.  \- Primary key of the Orders table \- Primary key of the Product table An order can have any products, and each product can appear in several orders. **Database Manager (Database Management System -- DBMS)** It's a System that allows the creation, management and administration of databases. It also allows to choose and handle the necessary structures for storing and searching information in the most efficient way possible. There are multiple DBMS, and most of them are **relational**. the most used is **Microsoft Access.** +-----------------------------------------------------------------------+ | **ACCESS:** | | | | It is a relational data base management System created by Microsoft | | for personal use by small organizations. | | | | It allows the creation of database files that **can be consulted by | | other programs**. | | | | Main functions: | | | | - Creation of data tables | | | | - Modification of data tables | | | | - Relationship between tables | | | | - Creation of queries and views | | | | - Cross-reference queries and action queries (INSERT, DELETE, | | UPDATE) | | | | - Forms and reports | | | | - Programming environment through VBA | +-----------------------------------------------------------------------+ PART II -- DATABASE CREATION AND REFERENTIAL INTEGRITY **Creating a database in Access:** 1. Start the program 2. Create a new blank database and indicate a safe location 3. Create the database structure 4. Enter the data 5. Create queries, reports and forms - Search Wizard: 1. Select the table to be referenced. 2. Indicate the fields to be included in the search 3. Define the order in which the data is presented. 4. Specify the data to be displayed in the search results 5. Enables referential integrity, if necessary - Referential integrity: set of rules used by database managers to ensure that the database maintains information consistently at all times. Types: - Cascading deletion: when the record is deleted in the parent table, all the records in the child table are automatically deleted. - Restricted deletion: it is not allowed to delete a record from the parent table if there are related records in the child table.