Computer law and privacy at work - Free Essay Example

Sample details Pages: 12 Words: 3524 Downloads: 4 Date added: 2017/06/26 Category Information Systems Essay Type Analytical essay Tags: Computer Essay Inflation Essay Did you like this example? Report to Dà ¢Ã¢â€š ¬Ã¢â€ž ¢Ausecours Board 31st May 2006 Re: Acquisition of Security Control Issues and Recommendations 1) Confidential Information Given the that the greatest value of SC lies in the ability of its employees to innovate and the quality and commercial potential of the resultant product, it is disturbing to learn that none of the employees is currently bound by any form of confidentiality clause in their contract and they have received no training or even informal guidance in the correct handling of confidential information. It is, of course counterproductive to develop a culture of obsessive secrecy such as that which results in the security classification of Ministry of Defence canteen menus but a workable definition should be developed without delay. It is suggested that this accord with the criteria expounded by Megarry V-C in Thomas Marshall (Exports) Ltd v Guinlƒ ©[1] including the test of whether the employer re asonably believes that the release of information will be injurious to him or advantageous to his rivals and whether it is reasonable to believe that the information is not already public. Don’t waste time! Our writers will create an original "Computer law and privacy at work" essay for you Create order The information will of course have to be judged in accordance with the usage and practices of our industry. In respect of the existing unregulated situation, in the event of unwanted disclosure of confidential information prior to the introduction of revised contracts of employment, it may be possible to rely upon Faccenda Chicken Ltd v Fowler[2] in which employees similarly had no restrictive covenant in their contract of employment. The employer argued that they were nonetheless bound by an implied duty of confidentiality. Although the decision of Goulding J at first instance was unsatisfactory from our point of view, the criteria stipulated by the Court of Appeal in order for such a duty to apply may be of assistance: The nature of the employment; The nature of the information (this can be protected if it may be classed as a trade secret or was material which was in all the circumstances of such a highly confidential nature that it should be so treated; Whether the employer has impressed upon the employee the confidentiality of such information; and Whether the information can be freely isolated from other information which the employee is free to use or disclose. In respect of the third of these (impressing the nature of the information upon the employee) this may be the subject of immediate practical action. Once employees have been so informed, the implied duty should begin to apply notwithstanding the lack of express restrictive covenants in their contracts. The criminal law is unlikely to assist in this regard in its present form. An attempt in Scotland in Grant v Allen[3] to prosecute an employee who allegedly dishonestly took a quantity of computer printouts from a firm of carriers failed with the court commenting that à ¢Ã¢â€š ¬Ã…“to make a declaratory finding that it is a crime dishonestly to exploit confidential information belonging to another would have far reaching consequences in this technological ageà ¢Ã¢â€š ¬Ã‚ ; it was suggested that this was a matter for legislation. However, the English Law Commission in its Working Paper on Conspiracy to Defraud[4] similarly eschewed the opportunity to make the abuse of confident ial information the subject of criminal proceedings unless perhaps in circumstances in which a conspiracy had been formed with the intent to deprive a person of confidential information to their financial prejudice. Accordingly it is recommended that a programme of training be urgently implemented to make employees of SC aware of what constitutes confidential information and stresses that they are already bound by an implied duty of confidentiality. In parallel with this, Human Resources should attend without delay to the revision and reissue of the necessary contracts of employment. In the instance of short-term instances of potential abuse which may prove damaging such as employees disgruntled by the take over seeking to leave and use SC information to establish their own ventures, consideration might be given to the issuing of applications where appropriate for à ¢Ã¢â€š ¬Ã…“springboard injunctionsà ¢Ã¢â€š ¬Ã‚  as in Roger Bullivant Ltd v Ellis[5]. These of course will be strictly limited in time but should at least cover the period in which the ex-employee is seeking to gain a à ¢Ã¢â€š ¬Ã…“head startà ¢Ã¢â€š ¬Ã‚  by the use of such information. 2) Pornography At present, employeeà ¢Ã¢â€š ¬Ã¢â€ž ¢s contracts do not forbid personal use of the internet. As a preliminary point, it is suggested that this is reviewed. Quite apart from the specific difficulties to which such use may give rise such as, for example, in the case of the circulation of pornography discussed below, the accessing of websites and the use of the internet during working hours for the sending and receiving of personal e-mails is becoming a contentious issue in every workplace. What may be regarded as a harmless à ¢Ã¢â€š ¬Ã…“perkà ¢Ã¢â€š ¬Ã‚  is capable of escalating to the extent that much productive working time is lost placing the employee in breach of their duty of fidelity and resulting in great impairment to the efficiency of the organisation. Happily, it appear s that at present this use is restricted to the accessing of à ¢Ã¢â€š ¬Ã…“adultà ¢Ã¢â€š ¬Ã‚  websites and there have, as yet, been no complaints from other employees about the distribution of such material. Nonetheless, it is submitted that this is a practice which should be discouraged. Although internet pornography is a relatively new phenomenon, it is still within the ambit of the Obscene Publications Act 1959. This provides that an article is obscene and thus its distribution is liable to criminal prosecution where it has a tendency to deprave or corrupt persons who are likely, having regard to all the relevant circumstances, to come into contact with it. The fact that this rather antiquated piece of legislation which could never have foreseen current technological developments should still be taken seriously can be observed from R v Perrin[6] in which the appellant had been convicted of publishing an obscene article, namely a web page which contained images of coprophilia and fellatio. This was accessed by a police officer. The conviction was challenged under Article 10(1) of the European Convention on Human Rights on the ground that it breached the right of freedom of expression. However, the Court of Appeal held that Article 10(2) allows derogation from the right of freedom of expression where this is necessary in a democratic society for the prevention of disorder or crime or the protection of morals. The Court of Appeal took the opportunity to refine and update the applicable test: à ¢Ã¢â€š ¬Ã…“First, whether any person or persons were likely to see the article, and if so, whether the effect of the article, taken as a whole, was such as to tend to deprave and corrupt the person or persons who were likely, having regard to all the relevant circumstances, to see the matter contained or embodied on it.à ¢Ã¢â€š ¬Ã‚  A discussion of this subject is always likely to give rise to a certain amount of juvenile mirth. It may be suggested, for ex ample, in the light of the comments circulated about my understanding of motor car brands (the subject of a further brief below) that the employees of SC are already beyond the risk of being depraved and corrupted the damage already apparently having been done. However, it is recommended that this issue be taken seriously. In particular, regard should be had to the Protection from Harassment Act 1997 which makes it an offence to pursue a course of conduct designed to cause alarm and distress to another. While, for example, it may be considered amusing to send graphic sexual images to young female employees or, more probably, the à ¢Ã¢â€š ¬Ã…“ladies of a certain ageà ¢Ã¢â€š ¬Ã‚  in the Accounts Department, if this were to reach a certain level of intensity, it could form the basis of criminal prosecution. More immediately, such conduct could be presented as sexual harassment (which can also be directed against same-sex colleagues and transsexuals: Chessington World of Adventures v Reed[7]) which could give rise to a liability on the part of the employer if the conduct was known of and not acted upon or there was found to be insufficient supervision in place to guard against such conduct. This, in itself, could expose the company to proceedings in the Employment Tribunal. These might become particularly serious if an employee were driven to the point of leaving and then claiming constructive dismissal. It is strongly recommended therefore that guidelines regulating the use of the internet in general and the accessing of pornography in particular be immediately promulgated with it being made clear that any breach will be considered a disciplinary offence. 3) Defamation I am quite confident in my ability to distinguish rusting heaps of Scandinavian metal from the more intimate aspects of the female anatomy and I make it clear therefore that I do not propose on this occasion to take any action in respect of the à ¢Ã¢â€š ¬Ã…“hilariousà ¢Ã¢â€š ¬Ã‚  e- mail circulated on the subject. However, the existence of an office culture in which the circulation of such material is considered not only permissible but potentially amusing gives cause for concern. The law of defamation is quite clear. A defamatory statement is one which injures the reputation of another by exposing him to hatred, contempt or ridicule or which tends to lower him in the esteem of right thinking members of society (Parmiter v Coupland Another[8]). Employees should be advised that while the common perception of libel is limited to statements published about celebrities in tabloid newspapers, it is just as capable of applying in the workplace. The important issue in this context is à ¢Ã¢â€š ¬Ã…“publicationà ¢Ã¢â€š ¬Ã‚ . Once again, while this would seem to be a concept applicable only to the Press, a salutary lesson can be learned from Riddick v Thames Board Mills[9]. This concerned an internal memo following the dismissal of two employees. It was based on the report of two other employees which was found to be inaccurate and malicious. This report formed the basis of a memo which a manger dictated to his secretary and then sent to another manager who read it and filed it away. Although Lord Denning dissented in the Court of Appeal on the basis that this was a document which was only produced during discovery and ought therefore to be regarded as privileged, Stephenson and Waller LJJ disagreed and held that communications between employees, often involving communication with secretaries, had for a long time been treated as publications. (This principle is one which may well surprise many of our managers and it is worth observing in passing that an element of guidance and training at this level may be appropriate it will be noted that I have taken care elsewhere to describe the present standard of record keeping as à ¢Ã¢â€š ¬Ã…“inconsistentà ¢Ã¢â€š ¬Ã‚  when more choice language may have sprung to mind!) However, this being so, thes e strictures must apply with still greater force to intra-office e-mails. Quite apart from any issues which arise in respect of the conduct of individual employees in this regard (I repeat my comments in Brief 2 in respect of an employerà ¢Ã¢â€š ¬Ã¢â€ž ¢s liability for harassment and discrimination and potential remedies under employment law), I am concerned about certain developments in respect of the law of libel as applied to electronic communication. In Godfrey v Demon Internet[10], it was held that Internet Service Providers (à ¢Ã¢â€š ¬Ã…“ISPsà ¢Ã¢â€š ¬Ã‚ ) can be held liable for the publication of defamatory material if they store such material on their servers where it is accessible to customers. The argument that they were simply the holders of an electronic device through which information was transmitted was rejected. Although I have not been able to locate any authority exactly on point as yet, I am concerned lest it might be possible to apply this principle to our company on the basis that we might in certain circumstances be seen to be publishing such libels by allowing them to be accessible on our systems. I recognise that this would not apply in the case of personal or group e-mails since we cannot be responsible for their content and are not making them generally available but open for a such as departmental message boards and discussion groups might not be able to escape liability in the same way. Of course, there is now a statutory defence available under section 1 of the Defamation Act 1996 provided it is possible to show that an administrator of an electronic network of this type took all reasonable care in relation to the publication of the statement and did not know (nor could have known) that what they did contributed to the publication of the statement. Obviously, such a defence will be negated if we continue to maintain systems without supervision upon which it is possible to post such material particularly having regard to the f act that even at this stage of acquisition we have become aware of an apparent propensity on the part of certain employees to circulate material of this type. In any event, ongoing monitoring and regulation will be required. The statutory defence failed in Demon Internet because it was shown that the ISP had had the relevant material drawn to its attention and had not taken steps to remove it for some two weeks. 4) Data Protection It is disturbing to note that SC is the subject of a number of complaints to the Data Protection Commissioner. (This issue also impinges upon the area of record keeping discussed at the presentation). A review of systems is therefore imperative. The Data Protection Directive[11] prescribes five principles relating to data quality. It must be: Processed fairly and lawfully; Collected for specific, explicit and legitimate purposes and not further processed in a way incompatible with those purposes; Adequate, relevant and not excessive in relation to the purposes for which they are collected and/or further processed; Accurate, up to date and complete; where this is not so the data must be erased or rectified; Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the data were collected or for which they are further processed. These principles are largely replicated (albeit numbered at eight) in the Data Protection Act 1998. I am concerned at certain aspects of the current SC approach to data. For example, there is much in the current recruitment and ongoing employment of staff that is, to put it mildly, irregular. Where data is collected from a subject as in our current recruitment process, Schedule 1, Part 2, para.3 of the 1998 Act requires that the subject must be supplied with: à ¢Ã¢â€š ¬Ã…“à ¢Ã¢â€š ¬Ã‚ ¦any further information tat is necessary, having regard to the specific circumstances in which the data are or are to be processed, to enable processing in respect of the data subject to be fair.à ¢Ã¢â€š ¬Ã‚  This means that prospective employees should be informed whether providing answers to any questions is voluntary or compulsory and as to the possible consequences of a failure to reply. At present, there is no distinction on the application forms between the questions in relation to previous criminal convictions (and no reference to the Rehabilitation of Offenders Act 1974) and the other questions which are asked about ethnicity (to which the subject is not required to reply) and which, it must be made clear, are for equality and diversity monitoring purposes only. The existing question relating to sexual orientation is wholly unacceptable under the terms of the Employment Equality (Sexual Orientation) Regulations 2003[12]. The present approach to storage of data is entirely haphazard. The most cursory review of the HR Department files reveals personal files which relate to employers who left SC many years ago (while the retention of such information for a period of time for purposes such as the supply of references is legitimate, some of these files are now so antiquated that it might be doubted that the subject is still living). In any event, it is clear that even the information in respect of current employees has not been kept updated. There is therefore a breach of the obligations imposed by the Directive and the Act either to update such information where appropriate or to erase it. Of greatest concern is the issue of data security. The seventh data protection principle contained in the 1998 Act requires that: à ¢Ã¢â€š ¬Ã…“Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.à ¢Ã¢â€š ¬Ã‚  The practical position in this regard at present is appalling. None of the computer systems in Payroll is password protected. A recent visit to the coffee bar revealed employees leafing through HR Department files which have been left in there in an unlocked à ¢Ã¢â€š ¬Ã…“overspillà ¢Ã¢â€š ¬Ã‚  filing cabinet. I recommend the immediate appointment of a data controller to review as his/her first priority, the security of all computer and manual systems and implement adequate training and supervision to ensure the competence and reliability of all staff having access to personal data. 5) Disciplinary Procedures Finally, I am asked to identify another issue which will impinge upon the take over of SC. While there is so much to choose from (!), I am concerned to note that in common with the current raft of complaints to the Data Protection Commissioner, the HR Department appears to be awash with Forms ET1 commencing proceedings against SC in the Employment Tribunal. A review of these applications demonstrates that a great many problems stem from the currently cavalier approach of Managers to the disciplining of members of their department. There exists a macho and à ¢Ã¢â€š ¬Ã…“laddishà ¢Ã¢â€š ¬Ã‚  culture that would be unacceptable on a building site still less in a high-tech company. For example, following a recent dispute over the way in which a software design task was to be carried out in the IT Department, the Manager was heard to say to an employe e, à ¢Ã¢â€š ¬Ã…“You do it my way or you can f*** off!à ¢Ã¢â€š ¬Ã‚ . When the unwanted method of work was repeated, the employee was summoned to the Managerà ¢Ã¢â€š ¬Ã¢â€ž ¢s office and told, à ¢Ã¢â€š ¬Ã…“Ià ¢Ã¢â€š ¬Ã¢â€ž ¢ve told you once you pusillanimous little w*****, now sling your hook!à ¢Ã¢â€š ¬Ã‚ . The employee was escorted from the premises by security. Following receipt of the ET1 alleging unfair dismissal, the Manager was interviewed by the HR Department and indignantly claimed that he had administered a à ¢Ã¢â€š ¬Ã…“verbal warningà ¢Ã¢â€š ¬Ã‚  and was therefore entitled to sack the employee à ¢Ã¢â€š ¬Ã…“on the spotà ¢Ã¢â€š ¬Ã‚ . This is disastrous. First, it should be obvious to even the most insensitive of managers that the ability summarily to dismiss an employee is restricted to instances of gross misconduct. A useful test is contained in Laws v London Chronicle (Indicator Newspapers) Ltd[13] in which it was formulated as: à ¢Ã¢â€š ¬Ã…“à ¢Ã¢â€š ¬Ã‚ ¦whether the conduct complained of is such as to show the servant to have disregarded the essential conditions of the contract of serviceà ¢Ã¢â€š ¬Ã‚ . Therefore, while instances such as fighting or theft might warrant dismissal without notice, a dispute over the approach to a computer project can hardly be said to fall into this category. In any event, even if there had been a dismissal with notice, it would probably have been regarded as unfair on the merits but, more particularly for the purpose of the internal organisation of the company, it would have been held to have been à ¢Ã¢â€š ¬Ã…“automatically unfairà ¢Ã¢â€š ¬Ã‚  by virtue of the Employment Act 2002 which introduced the new s.98A(1) into the Employment Rights Act 1996 and requires adherence to the procedures laid down by the Employment Act 2002 (Dispute Resolution) Regulations 2004[14]. As a matter of the greatest urgency all managers should be made aware that there is now a statutory procedure t o be followed in all instances where the disciplining or dismissal of an employee is contemplated. The employee should be informed of the allegation against him and given an opportunity to consider it before attending a meeting (at which he has the right to be accompanied by a work colleague or Trade Union representative) at which the allegation is investigated and a decision reached. Thereafter, there is still a right of appeal to be exhausted before a dismissal can be confirmed. This is known as the à ¢Ã¢â€š ¬Ã‹Å"Standard Procedureà ¢Ã¢â€š ¬Ã¢â€ž ¢. Even in instances of gross misconduct requiring immediate dismissal and removal from the premises, there is a Modified Procedure to be followed. In the event of a claim of unfair dismissal where these procedures are not followed, the dismissal will be deemed automatically unfair even if it could have been justified on other grounds. Worse still, the Tribunal is then obliged to increase the appropriate award by 10% and may where it co nsiders it appropriate to do so increase it further up to an overall maximum of 50%. I recommend therefore that the HR Department is overhauled to ensure that they are fully conversant with these requirements and managers instructed to consult and involve them before taking any action relating to matters of discipline. Bibliography Bainbridge, D., Introduction to Computer Law, (5th Ed., 2004) Bowers, J., A Practical Approach to Employment Law (7th Ed., 2005) Deakin, S., Johnston, A. Markesinis, B., Markesinis and Deakinà ¢Ã¢â€š ¬Ã¢â€ž ¢s Tort Law (5th Ed., 2003) Lloyd, I., Information and Technology Law (4th Ed., 2004) Westlaw www.opsi.gov.uk Footnotes [1] [1978] ICR 905 [2] [1986] IRLR 69 [3] 1987 SCRR 402 [4] Law Com No.104 (1987), paras.10.45-10.46 [5] [1987] IRLR 491 [6] [2002] EWCA Crim 747 [7] [1998] ICR 97 [8] (1840) 6 MW 105 [9] [1977] QB 881 [10] [1999] 4 All ER 342 [11] Directive 95/46/EC, Art.6 [12] SI 2003/1661 [13] [1959] 1 WLR 698 [14] SI 2004/752

Do Violent Video Games Promote Teen Aggression and Violence

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Upgrading an HR System Free Essays

string(94) " will test the new system, document any errors, and report any errors to the project manager\." Manufacturing is a company looking to upgrade their HR System. Their HR System is out of date and needs to improve its usefulness and effectiveness. Based on the Service Request SR-rm-004, this paper will prepare and describe information-gathering techniques and design methods for the Riordan Manufacturing HR System project. We will write a custom essay sample on Upgrading an HR System or any similar topic only for you Order Now This paper will also identify key factors that will help ensure information for the project is gathered. The paper will also explain the scope and feasibility of the project.Finally, this paper will design and implement a new HR system for Riordan Manufacturing. Information-gathering techniques Information-gathering techniques are one of many important roles that will help with Riordan Manufacturing HR System. Gathering information from sources must be reliable and valid for the project. In addition, the information must relate to the project and fulfill the requirements as well. For the current project of collecting information, several techniques will be used for the project. The techniques on gathering information will be from surveys/questionnaires and interviews.The information will be gathered from individuals that work in the HR Department. This will help the project to indentify the HR system, how effective it operates and how it functions within the organization. Gathering information from the HR Department will help identify what will work best for the HR System. The information that comes from individuals will need to be from people who work in the HR department. Information collected from individuals who work outside the HR department can sometimes give false information and result in a project failure or errors that will occur in the new system.Other sources that will be used when gathering information will be books, journals, articles, and experts. These sources can assist the project by gathering information from the Internet, which helps to complete the project on time and reduces cost. Another aspect would be gathering information and collaboration and brainstorming with experts. Collaboration and brainstorming helps create ideas and gathers information about the subject for the project. This part of gathering information will be from people who are experienced in the field and are experts about creating an HR System.The individuals that will be working on this project will also research the type of software and hardware that will be used to determine what is best for the project. Information gathering design The design aspect when gathering information will be organized accordingly to the project. The project will examine the current HR System for their functional effectiveness. Once the current HR System has been examined, the information will determine what needs to be improved. Another part of the project will be gathering information that relates directly to the outcome of the project. The first parts of gathering information that will be used in the project are identifying the advantages and disadvantages of the different techniques that will be used. As soon as the techniques have been identified, the best techniques will be used accordingly. The next step will be using the techniques that fit best to gather the proper information. Then the information will be analyzed to see if it is compatible for the project. Once the information is analyzed, then the most effective information will be used to complete the project. The information needs to be valid, accurate, precise, and reliable.These factors are crucial concerning gathering information because it helps obtain the correct information about the subject. After gathering information for the design of the project, it has been determined that the Riordan manufacturing will be adding software to its HR system and will be upgrading its current hardware because of its lack of feedback and effectiveness of its current HR system. Scope Feasibility The scope and feasibility is an important part of the project. This determines the project’s outcome, usefulness, effectiveness, cost, and time it takes the project to be completed.This also determines the future outcome of the project and will be needed for an upgrade. The scope of the project will be determine and completed within six months. The resources constraints of completing the project will be determine by cost and time. The cost could be higher from the original cost for the completion of the project. The expected cost of the project will be $50,000. This will include paying the project team, cost of software, and hardware. The V. P. of operations of Riordan Manufacturing will approve any changes made to the project.The project team that will be working on this project will be the IT department within the company. Each phase of the project will be completed within the time that was given. IF the project team cannot complete each phase on time, the project team will work overtime. Each phase of the project will be tested and a detailed report will be created after each phase is completed. The V. P. of operations will sign off the report when each phase is completed. The individuals that will test during each phase of the project will be several members of the HR department.As soon as the HR System has been tested and finalized, each member of the HR department will be trained to operate the new software that will be added to the upgraded HR System. Application Architecture and Process Design The first step of the process design is determining the requirements for the project such as software, the project team, and hardware. The project team includes the project manager, three programmers, four IT techs, and testers from the HR department. The project manager will keep track of the project by documenting each phase aspect, determine the software and hardware requirements for the project, and report to the V.P. of Operations. The programmers will implement the new software and install / customize according to the project needs. The IT techs will install the hardware, test the hardware, and network the new system within the HR department. The testers will be employees directly from the HR department. The testers will test the new system, document any errors, and report any errors to the project manager. You read "Upgrading an HR System" in category "Papers" If any errors occur during each testing phase, the project team will be able to resolve them, retest the system, and document the conclusions after the phase has been completed.When each phase has been completed and passed, the V. P. of Operations will sign a document of completion. The hardware needed for the project will be new computers that will use the new software. The computers would need to be up to date and powerful enough to comply under the policy of the company. The computers will be networked within the HR department. This will allow each member of the HR department to access the company’s data. Other hardware being upgraded will include the router, switches, and cabling to network the new computers to the server.We will need to upgrade the server accordingly to the project specifications. Each computer will be password protected. The network setup will remain in the same format as the original setup. The only difference from the original setup is the upgraded hardware. The applications will be upgraded from the current software. The original software being used for the HR Department was Microsoft Office 1997. The project team will be upgrading the software to Microsoft Office 2007. Using the upgraded software will add more features, a better interface, and be current.Microsoft Office 2007 will be used to create customized documents, and keep track of employee information. The company will be adding proprietary software, which will require training be used properly. The software is called Intuit QuickBooks Enterprise Solutions. This software is ideal for the upgraded HR System. The software will be used to manage payroll and employee information, keep track of expenses, manage the company’s bank accounts and used for accounting purposes, keep track of sales, manage customer information and purchases, and track inventory.Options of using reporting and analysis tools, data protection, password protection, will be considered. Another part of the design that will be upgrading is the Operating System (OS). The OS that will be used is Microsoft Windows 7 Ultimate. Microsoft Windows 7 Ultimate is ideal for the application design software for the HR department. Microsoft Windows 7 Ultimate has more options compared to other versions of Windows software. It can be easily customized and adjusted for businesses needs. Unlike the other versions of Windows, Windows Ultimate is more secure and has more compatibility options than previous versions.An option example would be the Windows XP Mode. This mode would allow the HR department to use older business applications that was specifically for Windows XP. Norton Antivirus will help protect the system as well in case a virus may have compromised the system. The OS, Microsoft Office 2007, and Intuit QuickBooks Enterprise Solution, and Norton Antivirus will be added to the HR system. Security Security is important concerning a business’s system. If a system is vulnerable, then the system is not protected and data will be at risk. To help improve security, each computer will have password protection.The type of security that will be used when a member of the HR department logs on to the HR system will have a administrator password. The HR and IT department will have only access to the HR system. The new system will store the data on the HR system server. Changes made to each file such as employee information, customized documents, and payroll will be stored on the upgraded HR system’s server. Each created file will be backed up to a separate backup server in case the system should fail. In addition, the HR department will create copies of the files to be used in case the file or the data is corrupted.If the file or data is corrupted, the IT department will determine the problem, and either fixed the corrupted data or replace the corrupted file with one of the backup files. Norton Antivirus will be used on each computer in case a virus accidently gets into the system. The antivirus program will keep the system clean and protected from any viruses that may have infected and compromised the integrity of the system. The system will be monitored at all times by the IT department. If the system should fail, the backup server will be used in place of the original server.As soon as the original server is fixed, the files will be copied from the backup server onto the original server. Each member in the HR department will be monitored. The activities that each member does on each computer will be monitored in case the employee should compromise the system’s security. If a member of the HR department should leave or quit, every computer and system’s password will be changed to keep security at a high level. Each computer will have access to the Internet but will be limited to certain websites to facilitate higher security and work productivity.Physical Data Flow Diagrams Project Team Flow Diagram [pic] Hardware Flow Diagram [pic] Applications Flow Diagram with OS [pic] Implementation stage After designing the system, the implementation stage will begin. The implementation stage is the outcome of the design stage. After the system has been tested, the system will be up and running. Implementation stage will continue until it meets the company’s requirements for completion of the new HR system. This stage will take approximately one month to complete. The V. P. f operations will sign a completion document stating that the project has been completed and will be ready for operation. The implementation stage contains six stages. These six stages are coding, testing, installation, documentation, training, and support. Coding The programmers will be writing code for the HR system. The software is Intuit QuickBooks Enterprise, Microsoft Office 2007, Microsoft Windows 7 Ultimate, and Norton Antivirus. The programmers will make a few minor changes to these programs to better fit and operate within the system’s design.The IT Techs will maintain the software and apply updates to the system accordingly. Coding will also include password protection. Developing code for the new HR system for password protection is vital to keep employee’s personal inform ation, company’s records and finances protected. Having the system protected keeps intruders such as hackers out of the system. If there are errors when the programmers are coding, then the programmers will resolve the errors. Once coding has been completed, the V. P of operations will sign a document stating that the coding has been tested and completed. TestingTesting is an important activity during the implementation stage. The testers that be involved are part of the HR department and IT department. These testers will test the HR system for any type of error and if the system is stable when operational. These tests include probing the new system for errors, glitches within the modified software, coding, and hardware. Programmers will also test the code to see if there are any errors. These errors must be resolved in order for the system to be certified completed. The HR department will test the software modifications. The IT techs will test the hardware.Each tester will document a written report of what was involved, tested, and if there should be changes or improvements to the system. When there are no more changes needed, and no improvements need to be made, then the testing phase will be considered complete. Once it has been completed, it will be documented and signed by the V. P. of Operations stating the testing stage have been completed. Installation Installing the hardware will be one of the IT techs main functions. The hardware to be installed are computers, the server, router, printers, switches, and the cabling.The setup of the network will be the same as the original network setup. The IT techs will test the hardware to make sure it is working properly. If the network should fail, the IT techs will resolve any errors and maintain 100% uptime. The installation of the hardware will be documented by the IT techs. The completion of the hardware installation will be documented and signed by the V. P. of Operations. Installing the software will be one of the programmers main functions. The reason is that the programmers will modify the software accordingly to the company’s needs.The software will be modified to the needs of the HR department. Once the installation of the software has been modified and completed the HR department will test it. Once it passes the testing phase, the V. P. of Operations will sign a documentation of completion. Documentation Each member of the project team will document what was involved during each phase, errors, what needs to be improved, resolving errors, and the completion of each phase. The testers will document what was being tested, if it needs to be improved, errors, and if it passes the test phase. The project manager will sign off and present the documents to the V. P. of Operations. The V. P. of Operations will sign off the completion of each stage, the project, and a document stating the system is operational ready to be implemented. Training The HR department employees including the supervisor will be trained to operate the new software that is installed for their department. The training will take about two weeks to complete. Each member will sign a documentation of completion of understanding and how to operate the new software. Support The IT department will support the new system.They will make any changes to the system if need be. They will also maintain and update the software and hardware according the system’s needs. The HR system will be monitored daily for any issues, errors, or intrusions. If the system should fail, the IT department will implement the backup system. The IT department will resolve any issues or problems if the server should fail. Once these problems have been resolved, the server will be brought back online. The IT department will document daily what was done to the system on any particular day. Benefits of using defined and repeatable processesThe benefits of using defined and repeatable processes in these activities in the implementation stage are that it allows having proper and well structured stages to complete the project and it eliminates errors. This also allows the project team to complete the project within the six months time frame and within the cost of the project. Developing a well proper structured implementation stage also lets the project team to work together rather than as separate entity, which can cause issues among the project team. If this should occur, then the project will not be completed. Each phase of the project can run smoothly without creating errors. Another benefit is that there is more of a complete understanding of the project. Conclusion In conclusion, the project team can complete the project within the time frame and within cost. The HR department sees that with the hardware installed the system will function correctly. The new system will be monitored and maintained daily by the IT department. References Exforsys Inc. : Execution for system. (2000-2010). Feasibility Study – Why needed before Programming. http://www. exforsys. com/tutorials/programming-concepts/feasibility-study-why-needed-before-programming. tml   Intuit Inc. (2010). Compare the advanced features of QuickBooks Enterprise Solutions with QuickBooks Pro and Premier. http://enterprisesuite. intuit. com/resources/switching/outgrowing/   Martin E. Model. (2007). The Interview And Other Data Gathering Methods. Http://www. martymodell. com/pgsa2/pgsa07. html Microsoft. (2010). Compare Editions. http://www. microsoft. com/windows/windows-7/compare/default. aspx Neville Turbit – Project Perfect. (July 19, 2010). Defining the Scope in IT Projects. http://www. projectperfect. com. au/info_define_the_scope. php How to cite Upgrading an HR System, Papers