BÁO CÁO HIỆN TRẠNG VÀ KẾ HOẠCH ỨNG DỤNG CÔNG NGHỆ THÔNG TIN TRONG QUẢN LÝ VÀ KINH DOANH REPORT ON THE STATUS AND PLANNING APPLICATIONS INFORMATION TECHNOLOGIES IN MANAGEMENT AND BUSINESS The development of science and technology are making increasing use of technology in the operation of the business This means asking about the quality of the product, the information technology services (information technology) should also be adequately advanced, applications must support more diverse, more fully the activities of the business The customer is the source of all business, no customers no company can survive With the importance of survival so should most of the businesses are constantly promoting his image in advertising campaigns, promotional scale as well as improving the quality of products and services to customers However, with the wealth of valuable resources on their customers, most businesses not care about how to manage and exploit the most effective How to get a comprehensive view of its customers? How to exploit the data warehouse has about its customers to search more new customers and forecast or evaluate market trends? How to assess the level of effectiveness of the Sales Department? … Lots of questions left open affecting the sustainable development of enterprises The combination of information technology and management experience which has allowed managers to optimize the operation processes as per standard management system A system with network, thus requiring the development people must have deep huge vision, generalization is not only about information technology but also strategic vision in management 1 Enterprise introduction Company name: VIPCO HALONG COMPANY LIMITED Trading name: VIPCO HẠ LONG VIPCO Ha Long Company Limited (formerly Branch of Waterway petroleum Transportation Company I "VIETPETROCO") based in Halong city with industries to provide marine services to ships In 2006, VIPCO was founded with the model is a subsidiary of independent subsidiary (directly belongs to the Vietnam Petroleum Transport Joint Stock Company - VIPCO) Currently, VIPCO Halong concentrated in two main business areas are marine fuel supply services (bunkering) and maritime agency services The total number of employees have 60 people in that office with 20 people including: the Director, Deputy Director, Business Department, Shipping Agency Department, finance and accounting, General and 40 employees working on 05 bunkering barge, The vision Become one of the leading service providers in Vietnam in the field of bunker and is the hub of the ship agent for transport companies Mission VIPCO Halong has the mission to build the brand through the fuel supply services and the maritime agency services with professionalism, quality and highefficiency, eco-friendly environment Core Values • Diligent and thoughtfulness in providing services • To provide the services in accordance with with international environmental protection laws as well as in local • Appreciate the time value of customers when planning services for ships Key to success Based on the criteria always improve the quality of services and long-term business history with good reputation makes the current success of VIPCO Halong Organizational model diagram Board of Directors Chairman Director Deputy Director Business Dept Shipping Agency Dept Financial and Accounting General Dept Barges TH 01 TH 08 TH 09 TH 10 H 24 Status of applications of information technology, information systems, electronic commerce (e-commerce) in the company 2.1 The status of applications of information technology, information systems All staff working on the office of the company is equipped with low configuration computer due to equipped in 2009 The company has built an intranet with the server having the Exchange email system The staff recruited to work at the corporate offices are in informatics for office, Internet using skills, communication proficiency in English, reading, listening, writing, pretty or more depending on the position work (For example: Business and Shipping Agency Dept.) Information technology applications, enterprise information system as follows: • Informatics in office: MS Word, Excel, Exchange, digitized documents for business, management and storage service • Information processing dealing with customers via email, Skype, Yahoo Messenger • Data mining (via the internet): partners, customers, competitors, conferences, journals, reference information, research materials, expertise, etc • Administration: statistics, data reporting, business operations management of goods, import exists, the accounting profession, the fixed assets The company is currently using dedicated software PBM - Accounting Business Administration petroleum by Petrolimex Informatics Center (now is informatics and telecommunications Petrolimex JSC) deployment • There is also the mandatory application of the tax authorities, Customs, port authorities (shipping procedures), Border Guard and other state authorities 2.2 The reality of e-commerce applications • So far the company posted the promotion of company information on some the websites as http://doitac24h.com http://www.thuongmai.vn ; ; http://www.quangninh24h.vn http://diachitot.net ; ; http://quangninh.vietnamnay.com • The company has registered the domain name http://vipcohalong.com.vn/ ; http://vipcohalong.com/ but not to build a website to promote the company's image, services, products as well as not applying Infomation technology strategy in implementing B2B e-commerce, eMarketing, customer relationship management, supply chain management and human resources management • The company is in the development stage information Trade (i-Commerce) • No person in charge of recruitment plans Infomation technology SWOT analysis (related to information technology, information system, ecommerce) SWOT analysis is one of the five steps of the business strategy of an enterprise To establish the development strategy of information technology, information systems, e-commerce,businesses have analyzed the strengths, weaknesses, challenges, and opportunities from which to build model suitable for the application of information technology in inmanagement and business Strengths Weaknesses • Most of the officials and employees • Top management companies not of the company have qualified pretty have management experience or evenly, responsible, dedicated and experience inappropriate, understanding passionate about the work The Infomation technology and English too relevant skills, experienceare well- little hospitality management formal educated training, basically • Director broad has solid relationships • Restrictions on the relationships with with PETROLIMEX Group and • The company lacks direction, no clear partner companies • Capable of quick response sensitivity for the job and market • Computer system foreign customers goals, no specific strategy in times of crisis synchronized, • Professional skills of the Business stable operation Manager are not high • The financial situation is difficult because of the prolonged debt clients, or inability to pay (due to the shipping industry is going down, low rates ) • No officers are dedicated to the field of information technology Challenge Opportunities • For several years information • The merger and restructuring technology is one of the industry to organizational model achieve the highest growth rate in the generate more surplus labor companies economy of Vietnam During the • Transport market is quiet; this difficult past decade, the average growth rate situation can last for a few years of the industry is 20 - 25%, in the • The competition of professional field of software growth of 30 - 35% brokerage companies in the same During the current crisis, the demand industry, even suppliers for applications in production and • Customers in countries not yet ready for Infomation technology business is not the technological development of affected, even more favorable by cognitive psychological habit Infomation technology is one of the • Rare bank or business that stands out as effective measures to cut costs, a financial guarantee of the seller and improves efficiency of production and buyer, to prevent risk in trading e- business activities commerce • Promotional information on the • Legal corridor is uncompleted, difficult internet is widely popular Demand for payment of the products or services through the network are growing • The company is approaching the foreign clients therefore e-commerce is also one of the factors that create trust, convenience for the clients in transactions and is a trend in the integration period • The Government of Vietnam has many incentive policies to promote the development of e-commerce to implement 4 Compare with its competitors and the industry Identify and reviews competition: 4.1 The Vietnam Ocean Shipping Agency (VOSA) • VOSA is the oldest Maritime Agency (established in 1957) has much strength in business lines with long experience in the market of transport and has the support from senior state management organs in the field of marine affairs As the hub agent is known by many ship owners and have branches in most of the ports • Their computer system is modern and just uses the email for transaction • Website of VOSA company: http://www.vosa.com.vn Website with introduction of information, little update on the status of the market, the deal may reasonable be some internal information 4.2 Fratelli Cosulich Bunkers (HK) Ltd • This is one of the big brokers in the industry for bunkering The company inherited the customer relationship from the parent company that is based in Italy The parent company is the family company was founded 150 years ago with a lot of experience and multidisciplinary activities in the field of transport • There are branches in the U.S., Hong Kong, Singapore, India and Vietnam • Internal IT system is rather good, in business applications such as receiving orders, order processing at all branches • The company has no own Website but often promote on specialized sites, including http://www.bunkerworld.com; http://www.bunkerindex.com; http://www.vesseltracker.com • The Website of the company Fratelli Cosulich: http://www.cosulich.it 4.3 B12 Petroleum Company (B12) • B12 is a very big company in the petroleum business on land with long experience in the oil industry is the most supplier of the northern region (B12 Company - founded in 1973) • Abundant resources, the computer system is equipped and upgraded regularly The application of information technology to manage the business, with PETROLIMEX- ERP and implementing by FPT Company • Has high competitive ability due to they can adjustable their sale price • Website: http://b12.petrolimex.com.vn/ Website of B12 is updated regularly on the status of the market, business and internal information 5 Analysis of experiences, lessons learned from other companies at home and abroad So far the demand the application of information technology in business operations, analysis, monitoring customer needs, receive orders, process orders is essential - Vietnam Petroleum Corporation (PETROLIMEX) system has been operating successfully Petrolimex - ERP and implemented in most of the member companies nationwide The system helps corporate leaders understand the situation of goods, market demand assessment thereby making the right decisions and accuracy in business and management - Adaptec Group improved production activities through e-commerce.When buyers purchase requirements, the program will launch their new system and send orders to suppliers The process takes only a few minutes compared to 4-6 days as before Annual savings of inventory costs up to $ 10 million, giving the company the ability to change the technical standards easier, improve business relations (References - Information Systems Management - PGSM) In addition, foreign bunkering broker firms have succeeded in the application of information technology Search the solution applications of information technology in the industry The company also has research to promote business solutions, search, service, customer care Construction plans for human resource management system, customer relationship management, suppliers, finance and accounting, restructuring the organization model, the labor re-edit, layout, labor recruitment consistent with the management, business and system development infomation technology Current business situation and financial are having difficulties, so our company will consider partial deployment plan Application strategy of information technology and e-commerce to the 20132016, 2020 The company plans to mobilize from many different sources in order to implement IT applications in company operations efficiency and cost savings The application and exploitation of results information technology, develop their full potential, the advantage to proceed to the e-commerce development in order to enhance the competitiveness of enterprises, the implementation of the promotion, referral and search the market for the goods and products in the context of international economic integration Expected the remainder of the year 2014 will upgrade the internet line, the company computer network system for consistent standards Training in information technology, e-commerce and foreign languages for the field staff involved Establish business strategy in line with the market situation, the establishment and development of the information technology strategy-oriented technology and business Study, learn and regularly updated information technology trends in the future to invest in the right direction Iphone 2020 Follow the principle: "Thinking Big - Start Small - Quick Action" 2020 - To fulfill the application of ERP systems and the application of new technologies to serve company business and management Action plans and goals Overall goal: • Every step of the wide application of information technology in the company activities to enhance the capacity, performance, management, fast, convenient, save, more efficient • Investing in information technology infrastructure, use the operating management software, CRM, eMarketing improve operating capacity, management and business Specific objectives: • The investment to upgrade the company computer system Expected the end of 2014 will complete establishment new construction company computer network system for all departments according to unified standards Recruiting qualified staff with understanding of information technology and e-commerce • Training in information technology and e-commerce for team leaders to raise awareness about the role and the position of information technology in the service of business, economic development, leadership training, information system management information technology-oriented business strategy and information technology • Invest to HR management System, CRM to improve their competitiveness • Investing in technology, development and improvement of the quality of the service, to maximize benefits, build competitive advantage, make a difference Plan of action On the basis of the IT strategy of the company, by reference and action plan on consulting, deployment time, number of employees and expected performance for the period 2013-2014 are as follows: Purchase of software: $ 50,000 (Equivalent: 1.05 billion VND) System hardware cost: $ 40,000 (equivalent: 840 million VND) Expected duration: 15 months, including 12 months of software deployment and system integration (operate in parallel), 03 month trial The number of employees expected: 25 persons The average cost of maintaining the system: 2.500 USD / year (Equivalent: 52.5 million VND) The cost of buying software and hardware originally planned depreciation for years Equivalent to 323 million VND / year In the first phase expected to implement the following modules: Customer Relationship Management Inventory management, order, order processing HR management, salary Accounting and financial management Construction and mining sites: http://vipcohalong.com ; http://vipcohalong.com.vn, promote in various magazines and specialized websites Based on the organizational model and operation after the year 2014 our company will deploy the application Petrolimex-ERP system into business and management Turnover, annual profit Annual revenue from 300-400 billion, profits from 600 million to billion, depending on the market situation THE CONCLUSION Understanding and proper application information technology will help managers to have proper directions and decisions to achieve the desired results Above is the analysis and solution based on my personal understanding after completing the course of Management Information Systems I would like to sincerely thank Dr Nguyen Van Thoan helped me get more the scientific basis, the management skills and recognize the shortcomings in the management of our company Using knowledge learned of the teacher, I will try to improve the management systems, working processes, create a better working environment for employees and direct for sustainable development of company in the future REFERENCES Management Information Systems lecture References - Information Systems Management http://vi.wikipedia.org http://tamnhin.net Internal document of VIPCO HALONG ... potential, the advantage to proceed to the e- commerce development in order to enhance the competitiveness of enterprises, the implementation of the promotion, referral and search the market for the goods... operating management software, CRM, eMarketing improve operating capacity, management and business Specific objectives: • The investment to upgrade the company computer system Expected the end... inmanagement and business Strengths Weaknesses • Most of the officials and employees • Top management companies not of the company have qualified pretty have management experience or evenly, responsible,