THỰC TRẠNG ỨNG DỤNG CNTT tại CÔNG TY cổ PHẦN văn PHÒNG PHẨM hải PHÒNG (HPS) e

INDEX I INTRODUCTION II INTRODUCE ABOUT HAI PHONG STATIONERY JOINT STOCK COMPANY (HPS) Introduction .3 Organizational chart and management system The main product .5 Material facilities and equipment of information technology system III SITUATION OF APPLICATION IT IN ORGANIZATION .6 i Application of Information Technology ii Information technology Level at HPS IV ANALYSIS SWOT ABOUT APPLICATION OF IT .7 Strengths .7 Weaknesses Opportunities Threats V COMPARE WITH THE COMPETITORS IN SAME FIELD a Application of information technology at Hong Ha Stationary.,JSC b Application of information technology at Hai Tien Stationary.,JSC c Application of information technology at Tien Thanh Paper.,JSC 10 VI EXPERIENCE AND MORAL LEARNED FROM COMPETITOR 10 VII SOLUTION FOR APPLICATION OF IT AND STRATEGY 11 i Solution for application of IT .11 ii Strategy of application IT and E-commerce .11 VIII ACTION PLANNING AND SPECIFIC TARGET 13 The resources for implementation 13 About Human Resource: 13 About material facilities 13 About Financial: 13 Implement: .13 CONCLUSION 14 REFERENCE LIST 15 Management Information System Slide 15 Organization Chart and Documents of HPS .15 Website: http://www.tailieu.vn, 15 Website: http://www.caohockinhte.vn, 15 http://www.kythuatmarketingonline.com/ .15 http://vi.wikipedia.org/wiki/Wikipedia .15 I INTRODUCTION Information Technology (IT) to connect people around the world The continuous improvement of Communications and IT connectivity economies, cultures, it has given the achievements of human culture - Social, Education and Commerce In the current economic market, the application of information technology and management of information systems have play an extremely important role for the management of an organization and to the development of each enterprise The application of information technology and e-commerce effectively always bring competitive advantage for every business We realized the importance of information technology for business, Hai Phong Stationery Company soon applicated of information technology in manufacturing operations and business of the company Here, I would like a general introduction about the company and the application of information technology Besides, I also give the plan to upgrade information systems in the company with the aims to improve the efficiency of operations and business in the period from 2012 to 2016 and vision to 2020 II INTRODUCE ABOUT HAI PHONG STATIONERY JOINT STOCK COMPANY (HPS) − Introduction Hai Phong Stationery Joint Stock Company (HPS JSC) has establised in 2005 Key areas of the company include: production, processing of paper and paper products, manufacture of all kinds of stationery, import and export paper and kind of note book, trade in equipment of print industry and paper products and several other industries Name of company: Hai Phong Stationery Joint Stock Company English name : Hai Phong Stationery Joint Stock Company Trading name: HPS Trong năm qua, hợp tác khách hàng với cố gắng vượt bậc cán nhân viên công ty, Công ty HPS phát triển không ngừng mặt trở thành nhà sản xuất lớn có uy tín nghành sản xuất Giấy sản phẩm từ Giấy khách hàng lớn ngồi nước cơng nhận In recent years, the cooperation of our customers with outstanding efforts of the staff of the company, the HPS has been evolving in every way to becoming the most prestigious manufacturers in the production paper industry and paper products The company has recognized from the largest customers in the domestic and international − Organizational chart and management system MANAGER VICE-MANAGER CHIEF OF ADMINISTRATIVE – HUMAN RESOURCE CHIEF OF PRODUCTION CHIEF OF FINANCIAL – ACCOUNTING DEPARTMENT CHIEF OF SALE DEPARTMENT HPS’s Organizational chart The management structure of the company includes:  Manager who manage directly the entire production operations, the company's business The manager gives the final decision  Vice-Manager: Vice-manager for Sale and Vice-Manager for production Vice-Manager have responsibe foreach separate department according to arrange of Manager  Each chief of department will have responsible before the board of manager on the activities of each department Chief of department directly manage staff in department Chief of department layout and assign work to individuals in the room − The main product The company's main products include:  Notebook  The book for office, accounting books  Printing paper: A4, A3 When the export market of paper, notebooks began to develop, HPS has expanded the manufacturing sector, more investment in machinery and equipment necessary for production of paper, notebooks to serve the purpose exports to the U.S market The main products which exported to the U.S market include: Paper Filter, note book with spring, kind of sewing notebooks sewing − Material facilities and equipment of information technology system As a business that operating in the manufacturing sector, HPS has manufacturing factory with full equipments, the production line, the modern machinery for the production process Besides, the company has developed information technology systems from the early days and now the company is still in the process of upgrading and development of information technology systems In addition to the facilities for office including: scanners, fax machines, phones, printers, copiers, scanners, HPS also equipped with a computer system for all departments III SITUATION OF APPLICATION IT IN ORGANIZATION i Application of Information Technology Nowadays, the information technology is more and more developed in each organization The information techonology promote producing and business process at HPS The information system help for HPS can easier to contact with the supplier, the partner and customer It helps to save time and costs for contact and negotiation Beacause of that reasons, HPS is interesting in setting up information technology for at organization, namely:  The number of computers that installed in the company: 50 pcs HPS’s computer systems are HP computer what supplied by Tran Anh computer  All the computers in HPS are connected to Internet by the Viettel provider  Local network are setted for all computers  Each employee of the company was given a personal e-mail on g-mail to work  Whole computers are installed with Microsoft operating system and some application softwares There is also some software that HPS is using: − The Office software − Graphic Design Software: Corew Draw, Illustrator, In design, Photoshop − Antivirus Software: Avas − Accounting Software − Attendance Software − E-customs declaration Software ii Information technology Level at HPS  100% of staffs work at the department can use computer with simply software  All of staff will know how to use Microsoft Office 2003 software  50% of staffs can use the internet as a tool for finding information and communication, media, keep in touch with suppliers  The worker who works directly with machines at factories almost does not have the knowledge about computer and information technology because they only work with the machines and have never trainned about IT anywhere IV ANALYSIS SWOT ABOUT APPLICATION OF IT Strengths  Company equips the necessary equipment such as ADSL line, computer, and software for working  Each employee is equipped with a personal computer and integrated of software for the work of each department  The data is stored in Dropbox server systems, ensuring the most updated information between individuals, departments and store data when there is adequate personnel changes Weaknesses  Internet network speed is relatively slow  The company is not the official website; the website of company has been deployed in late 2011 but so far has not come into operation  Except accounting software, the entire computer’s software in the company is crack software, or trial software so leading to some gaps in the process of using, not supported from the provider service  There is a lack of electronic tools for sales such as electronic documents, project management and marketing, especially marketing online  The level of information technology of staff is limited The staffs who only know how to use computer basically, can not overcome whe it have trouble from the normal fault Except the staff of the business department, the leadership, the remaining employees not know how to fully exploit the internet for finding clients, contact partners and using internet in the field of ecommerce  Although employees have been trained basicly on IT but still not avoid some mistake and can not repair by one self  The application of e-commerce in the business activities of the company has not been promoted Opportunities The development of IT has created many opportunities for company in the application information technology on business activities:  Opportunity to access and use the next generation technology with remarkable benefits in terms of quality and cost  The advantage of the business is young staff with ability to acquire and familiar with new technologies very quickly Threats  Information technology is developing so rapidly so this challenge with the organization is to access to new technologies in time to be able to promote the business development and management of the system  The emergence of new technologies, including those related to technology professional requires the update and qualified to capture, measure the employee should be equipped with knowledge exploitation new technology and good professional training V COMPARE WITH THE COMPETITORS IN SAME FIELD Reviewing the paper producing market and paper exporting market in the northern region Currently, HPS has three major competitors:  Hong Ha Stationary Joint Stock Company  Hai Tien Stationary Joint Stock Company  Tien Thanh Paper Joint Stock Company a Application of information technology at Hong Ha Stationary.,JSC Hong Ha Stationary., JSC is the firt company activities in paper and stationary field in Viet Nam In recent year, when import-export paper market was developed, Hong Ha Company began to expand market to foreign country The company has been improving and upgrading facilities, machines and product line, quality of product Beside it, the company has been more investing to information technology and Ecommerce, namely:  The company equipped computers for all staffs who work at the departments  The computers were installed application software such as: Microsoft Office, PDF, Unikey, Firfox, yahoo mail, skype…  There is some other software: Accounting software, attendance software by finger print  Especially, the company has purchasing order management software which HPS has not yet This software is very useful for managing purchasing order and help the factory know what purchasing order is being done, implement time of each order  The computer is connected to internet with the network supplier is the same with HPS: Viettel and pakage cost is also same with HPS  Howerver, all of the computers at Hong Hong are older than that of HPS and it not upgrade usually  The company has a website with much information that was updated usually The website address is: http://vpphongha.com.vn/ The website interface is designed is convenient for viewer and easy to find necessary information b Application of information technology at Hai Tien Stationary.,JSC Hai Tien is also one of the companies that operating in long-term in field of production and export of paper books, and school supplies  HPS has necessary facilities which serve for working such as: computer, fax machine, printing machine, scan machine  The computer system includes 50 peaces and was allocated for each department  The computer was connected to internet with the supplier is FPT and the speed is more quickly  The company also uses some software such as: accounting software, antivirus software and Microsoft application software  The company's website address: http://www.haitien.com.vn which was designed conveniently for users c Application of information technology at Tien Thanh Paper.,JSC Tien Thanh Paper Company has been established in 2007 and the application of IT has some limitation, namely:  The computer system includes 30 peaces  The computer is connected to Internet with the supplier is Viettel; the speed of internet is stable  Some softwares which Tien Thanh use are: Accounting software, Attendance software by fingerprint  Tien Thanh has not still equipped website system to promote business  Markerting online and E-commerce have not been used  IT level of staffs is lower than HPS In summary, whole three competitors have been being applicated information techonology in business and management activities VI EXPERIENCE AND MORAL LEARNED FROM COMPETITOR  Information Techonology is necessary tools which almost organizations need to use This is an essential tool for promoting businesses  Investment in human resource in the company about information technology is crucial  Each organization should has its own website to introduce about company and services, products Through the website, customers can search for the information which they need and can contact the company directly 10  Marketing online is more and more developing and helps for company to popularize the image of company, products and services for the domestic customer and foreign customer  Finally, human factors are extremely important issues to help businesses be able to access and promote development SOLUTION FOR APPLICATION OF IT AND STRATEGY VII i Solution for application of IT  Building the database for the all departments in company under the general rules and a certain convention Database of field should include: -  Database of Customers Database of Suppliers Database of Market information Database of information industry development Database of competitors Databases on specific projects The database about forms, tables Internet connection of HPS is not stable and slowly speeds so the company needs to invest in upgrading transmission lines to serve for the job  Speed up the construction of the company's website and quickly put into operation in 2013  Application of e-commerce should be promoted  Using Search Engines (search): Search engine interacts with the user through the web interface is responsible for receiving & paying the agreed documents requested by the user  The company should regularly train and upgrade the level of IT for staff  The company should buy copyright software to use ii Strategy of application IT and Ecommerce About the material facilities 11  The company should be understand and orient the trend so that build plans for application of information technology on business management with themost effective  Before August of 2013, the company needs to complete and put into using the company's website Updating the content of website, updated regularly assigned to the content of the website  Focus on the marketing online tools available company website, refer to the application of IT solutions in the marketing online industry to implementing appropriate  Ussualy monitoring, management, repair and upgrading works to ensure effective online marketing, thereby improving the efficiency of the company website  To review the performance evaluation of the software being used Upgrade in capacity may or may propose to use other software for more suitable  From now to 2016, HPS must develop an information technology system to meet the basic requirements, using modern software and convenient, easy to use for some purposes as: management, developing service  By 2020 towards is the company with the infrastructure of the most modern information technology in Nothern Developing marketing online and Ecomerce and applying on business activities About Human Resource  Company need to recruit human resources to develop in information technology Recruiting 01 IT staff, 01 staff who supporting on marketing online  The company improves the level for staff, whole staff of organizing regularly training courses about the use and application IT for each department To 2020, 100% of staff have certificate about IT 12 VIII ACTION PLANNING AND SPECIFIC TARGET The resources for implementation About Human Resource: Person who directly involved in the plan including: Board of directors, heads of departments in the company, sales staff dept, especially is Marketing staff in Sales dept About material facilities Using all of the computer system and equipment about the information technology in the companies About Financial: The budget estimates for each year between 50-100 million / year The budget does not include the purchase of new equipment There will be a detailed appendix on the types of costs need to use Implement:   Follow the implementation plan table set Reporting by weekly, monthly, quarly or when work arises if the urgent and important No The detail of work Department IT & Accounting additional new equipment Department for IT Time Expense (VND) Annual According to the specific recommendations of each year Purchase and installation of Inspection and maintenance of equipment for information technology, IT Department April of each year 20.000.000/year website IT Department January,2015 15.000.000/year repair (if necessary) Upgrading system of the company : combine with 13 upgrading features for access the service supplier IT Department Upgrading intener speed combine with the service June, 2013 8.000.000/year August, 2013 40.000.000/year Annual 30.000.000/year supplier IT Department Purchase the software combine with applications for managment the service supplier Promote the marketing through networking sites, newspapers and online social IT and online Marketing some Department internation website Organization courses for staff training IT & Human Resources Annual 15.000.000/year Department CONCLUSION Information technology is more and more developing and effect to activities of production, business everywhere in the world The customer of HPS include domestic customers and many internation customer, especially the customer come from USA so to promote business and produce activity the company should invest and upgrade information techonology and e-comerce in the future 14 REFERENCE LIST Management Information System Slide Organization Chart and Documents of HPS Website: http://www.tailieu.vn, Website: http://www.caohockinhte.vn, http://www.kythuatmarketingonline.com/ http://vi.wikipedia.org/wiki/Wikipedia 15 ... business development and management of the system  The emergence of new technologies, including those related to technology professional requires the update and qualified to capture, measure the... / year The budget does not include the purchase of new equipment There will be a detailed appendix on the types of costs need to use Implement:   Follow the implementation plan table set Reporting... individuals, departments and store data when there is adequate personnel changes Weaknesses  Internet network speed is relatively slow  The company is not the official website; the website of company