Digital Decision Making

An analysis of the problem-set found within the case study concludes that a collaboration tool similar to Skype for Business, would be a sufficient solution.  Considering, the ability to communicate and collaborate in a common environment together and for each individual participant is crucial to success.  Including custom development functionality of the tool while keeping the original shell of code.  Thus, the group decision support system methodology and group decision process modeling were applied to the case study to achieve a conclusive solution.

A minimalist design provided by the group decision support system will increase the participation and facilitation of each individual group member.  Therefore, the group collaboration will require specific functions to be successful in finding effective solutions.  The group decision support system grants the numerous group participants, the ability to communicate and work with data input simultaneously.  Considering, this interactive computer-based system allows multiple decision-makers the ability to find the solutions to various issues that are normally unstructured in nature.  The usage of a group decision support system actually improves the overall quality and the effectiveness of each group meeting.  As Prescott (n.d.) defines group decision support systems:

Computer-based GDSS research began in the 1980s as a subtype of a DSS or Decision Support System, an interactive knowledge-based software system that helps business end-users compile raw data, business models, and academic research to help recognize and solve problems individually.(p.2)

During an electronic meeting with the group decision support system, each of the participants are provided with a corresponding computer.  All of the computers are actually connected to one another, including the facilitator’s device and the file server.  At the front of the room a projection screen is provided to allow each of the participants to project information as needed.  The meetings comprise of different stages, from the idea generation, followed by a discussion, then voting and counting of the votes. 

Although the group decision support system may seem like a simple tool, it is quite a bit more complex than most realize.  As described by Mihir Joshl, “Group decision support system (GDSS) is composed of 3 main components, namely hardware, software tools, and people.” (Joshl, 2018).  Imagine a conference room with tables, chairs, projector, and multiple network connected laptops; this would be the main hardware components involved within the group decision support system.  Along with the various software tools available such as, questionnaire and brainstorming tools, organizers, project management, and policy formation tools.  Lastly, all of the people involved which are the participants, group members, facilitator who manages the meetings and tools.  Mihir explains, “The GDSS components together provide a favorable environment for carrying out group meetings.” (Joshl, 2018).  Leading to the modeling of the problem-set solution provided within the case study, group decision process which is also known as group decision making. 

There are many factors that are considered with a group decision process, such as roles, participation, communication, ideation, and finalization.  The terminology specifies that group decision making is utilized whenever there is a decision that needs to be made for a particular problem, with the cooperation of multiple people.  Thus, the group decision process can be improved by implementing the usage of group decision support system.  As such, without the group decision support system the entire group decision process would not be as successful.  Research data shows that the larger groups are less effective than smaller groups, due to the complexity of managing multiple people.  As stated in Forbes by Larson (2017):

A landmark study in the ‘70s found that a “Goldilocks” sized team, one that is not too small and not too big, is 4.6 people...which in the real world rounds up to 5. More recently, researchers at Bain found that after the 7th person in a decision-making group, each extra member reduces decision effectiveness by 10%. (p. 2)

Although, the right sized group is not necessarily the only factor to consider in the overall performance.  Ensuring each team member has the ability and skill available to fill their role to reduce any possible frustration and friction.  Gathering individual input from each team member before the group discussion will help increase the solution choices.  Another great performance booster is communication, describing in detail as to why each decision has been made and the overall reason.

There are a total of three decision support environments, certainty, uncertainty, and risk.  All of which play a key role in any decisions made within a business.  As Chand describes the decision support environment, “The decisions are taken in different types of environment. The type of environment also influences the way the decision is made.” (Chand, n.d.).  Therefore, both the decision and the environment affect one another.  Within a certainty decision support environment, the solution or answer is clear and there is not any other option.  Although, this type of decision support environment is difficult to find in most of the decisions that business make on a daily basis.  Though there are instances where there is complete certainty in the decision-making process and it is normally of little significance to the business.

Whereas, an uncertainty decision support environment contains multiple options and the decision makers do not have a clue as to what the end result will be.  Normally, these situations occur when there are unknown variables at play, such as product demand or natural disasters.  When the decision support environment is risky, there are many various events that can occur.  Although, the decision maker is able to assign a risk probability with the amount of data provided.  The information that is provided comes from previous experiences and numerous variables that are available.

The methods utilized within the case study provided educational data to grant the ability to confirm the recommendations and results.  As such, the group decision process with the usage of the group decision support system would provide the expected facilitation tool.  The overall expectations of the results provided by the case study versus the actual results, are not very different at all.  Considering, the expectations consisted of a system that is participant driven, increases social participation with a collaborative environment, is exactly what a group decision support system provides.  Decision limitations comprise of purchase cost versus development cost, as a group decision support system can be purchased and/or developed.  Although the overall investment cost is quite a bit pricey, it is well worth the funds invested.  Depending on available developers and their overall experience, it can be more expensive to develop custom group decision support software.

Thus, utilizing the group decision process to determine that a group decision support system would be the most beneficial for collaboration between group members.  Whether the decision makers are working on data together simultaneously or holding an e-meeting, the group decision support system tool can provide the necessary resources to increase performance.  Modifying and/or adding additional tools to the group decision support system is as easy as creating a shortcut.  Which will allow for easy modification to the group decision support system if it is ever needed in the future to increase productivity between decision makers.

References

Chand, S. (n.d.). Decisions Making Environments: Certainty, Uncertainty and Risk. Retrieved from Your Article Library: http://www.yourarticlelibrary.com/decision-making/decisions-making-environments-certainty-uncertainty-and-risk/10269

Joshl, M. (2018). Group Decision Support System (GDSS). Retrieved from Management Study HQ: https://www.managementstudyhq.com/features-and-components-of-group-decision-support-system.html

Larson, E. (2017, March 23). 3 Best Practices for High Performance Decision-Making Teams. Forbes. Retrieved from https://www.forbes.com/sites/eriklarson/2017/03/23/3-best-practices-for-high-performance-decision-making-teams/#669caf63f971

Prescott, A. (n.d.). How GDSS Can Enhance Group Decision-Making. Houston Chronicle. Retrieved from https://smallbusiness.chron.com/gdss-can-enhance-group-decisionmaking-36926.html

Business Continuity

Network Security Policy

Company Security Policy

The purpose of this security policy is to ensure the proper use of data across the network from all employees, contractors, and limited vendors.

Server 

Corporate server access is only granted to employees and contractors on the administrative team.  Backups are performed on a daily basis to a separate location and transferred to an offsite location as specified by the administrative manager.

Computers

All corporate computers are to have an approved encryption software installed to protect the contents of the hard drive.  COMPANY employees are responsible for locking the device whenever away for an extended time period.  A password protected timed screen saver must be configured at all times to ensure it is activated whenever the device has been inactive for longer than five minutes.

Confidential data

Protection of confidential data which includes but is not limited to, blueprints, employee records, and client information.  It is the responsibility of the administrative team to protect confidential data on the corporate network.  The Traps anti-virus software must be up to date and functioning properly on all devices located on the corporate network.  All devices are required to have encryption setup on their hard drives.  The network administrator is required to maintain the secured network at all times to ensure the protection of all confidential data.  If new firmware or software updates are released, they must be applied within a months’ time.  In the case of a network breach, it should be dealt with immediately and all users are to be notified.

If a COMPANY employee transmits any confidential data, the responsibility is now the COMPANY employees.  Ensuring the data is encrypted during transmission reduces the risk of multiple threats.  It is required to have the following software installed and configured, Traps Anti-Virus, Veracrpyt encryption software, and a secured network connection.  If confidential data must be transferred from its originally location off the network, then the COMPANY employee is required to encrypt the documentation before it can be transferred, sent, or moved.  A COMPANY employee will not allow any unauthorized users to view the confidential data.

Databases

Maintenance and backups are required on a regular basis to ensure the integrity of the database.  A full backup will be completed on a monthly basis, while periodic backups are completed on a daily basis.  Encryption is required utilizing the Veracrypt software, once the backup is completed.  The backups are then transferred to an offsite location on a weekly basis, by a member of the administrative team.  Maintenance is mandatory on a weekly basis and is the responsibility of the administrative team.  Database servers are required to have anti-virus software installed and functioning constantly.

COMPANY employees with database access are not allowed to share access or discuss the contents with others.  Database utilization must be done in a considerate manner and any change requests should be delivered to the manager on duty.  It is the responsibility of the COMPANY employee to safely close and exit the database when finished working with it.

Passwords

Password requirements include at least one capital letter, one number, one special character and should be a minimum of 8 characters long without multiple consecutive characters.  Any common dictionary words, name or username, and birthdates are not allowed.  Passwords must be changed every 90 days and cannot contain previous passwords.  Selecting a password that meets expectations is required and can be done utilizing phrases such as “What Would Jesus Do At All Times?”.  This phrase can be broken down into a password like so “WwJdAaT1?”.  Password managers may be used if approved by the information services department manager.  The usage of password generator can be authorized if selecting a password is too difficult.

Network equipment and configuration

Physical access to networking equipment is only provided to the administrative team, specifically the network administrator.  Configuration access and changes to networking equipment is only permitted by the networking team.  Regular firmware and software updates should be applied on a regular basis, within a month of their release.  Backups of the networking configuration are required after any modifications.

Software

The COMPANY software development team is responsible for maintaining updates, changes, and backups of all software on the network.  Anti-virus software should be deployed on all devices across the network.  All software servers, including the licensing server are required to have a static IP and constant traffic monitoring.  Administrators are responsible for access to the servers containing licensed software.  Top-Level administrators are responsible for all custom-made applications and software.

Update releases will be monitored by COMPANY employees to ensure they are applied within a timely manner.  Testing is required before the updates are applied to ensure and check their effect on the system.  A backup of the software’s current state is required before and after the update has been applied.

Equipment

It’s the COMPANY employee’s responsibility to report any damages, issues, theft, or loss of COMPANY equipment.  Every device is required to have an inventory sticker to manage the inventory and acknowledge their existence on the network, from updates, changes, and tracking.  Care and maintenance is the responsibility of the COMPANY employee’s, if it is out of the employee’s abilities, it will be reported to the information services department immediately.

Communication

The information technology system allows smooth communication, as long as the system is utilized properly.  Confidential data must not be shared with anyone who does not have the appropriate access.  The COMPANY employee must gain approval from their manager to share any data with employees outside of the department which the data resides.  Encryption software is required when sending emails to other employees and clients.

Remote accessibility

It is the employee’s responsibility for any actions performed while remotely connected to the COMPANY corporate network.  An approved VPN client is required to access the internal network whenever working offsite.  Recreational use of a device that is connected to the corporate network is not permitted and the employee is held accountable for any actions performed.