ACKNOWLEDGEMENT First of all
First of all, we would like to express our appreciation to our lecturer, Dr. Alice Wong for her advice, guidance, and patience during the preparation of this report. Not forget to express our appreciation and gratitude to our parents for always supporting us to finish and complete this report. We hope that this report can give significance to the all of students that would be learning this subject in the future. We also want to express our appreciation to our parents, and our friends for supporting us to finish this report. We wish to express our gratitude to all for sharing their perspectives and recommendations in preparing our report.
On 15th April, we have been told by one of the colleagues that the editorial assistant has shared ideas and confidential information with his friend who works in another magazine production company. So, we have made a report and together with recommendation and solution in this proposal. The topic was chosen due to increasing numbers of complaints and the company profit become decrease because the customers start to question whether our company ideas are original or not. The purpose of this report was to find the suitable punishment for the problematic employee. The report also to find the possible improvement that can be made. The investigation was made by asking the customers’ opinion toward our production and getting a copy of the company financial by the financial manager.
Since the profit of our company become decrease drastically, this problem needs to be settled as soon as possible. This is because our idea of producing a magazine is trusted by the customers since the opening of our company, so we cannot just let this problem affect our company dignity and our profit. Moreover, this action is against the Copyright Act 1987 of production in Malaysia. Other than that, the leakage of confidential information about the production. .
The purpose of this report based on the objective as follows:
The first objective is to prevent the employees from stealing any information data from the organization.
The second objective is to prevent the staff from breach of trust.
The third objective is to make sure that the organization will meet their goals without stealing any information data.
The significance are as follows:
Firstly, it is expected that the employees in the organization will be more disciplined and dedicated to doing their task.
Secondly, there will be no unethical behavior of breach of trust among the employees in the organization so that they will work more efficiently.
Thirdly, the employees will tend to work harder and efficiently as they can keep any secret or important data about the organization so that the organization will meet their vision and mission success.
2.4.1. Firstly, our company will install the effective technical solutions to protect our company data. There are several minor changes in the IT system can yield a significant result. We also going to limit the employees in using the computer. Moreover, our company will make the new rules and regulations which is the employees will not be allowed to copy any data to their CDs, DVDs and USB dives especially for the confidential information of our company unless there is a permission from the top-level manager. Not only that, we only give a permission only to the IT Department to access or create the data.
2.4.2 Secondly, our company will be eliminate attaching a printer to a single computer. This is because we can prevents the data from being plagiarise by the other company. Our company also consider to installing a device that can check and block websites that are malicious, in violation of the Acceptable Use Policy, not required to run a business or allow easy transmission of data.
2.4.3.Thirdly, our company will carry out a centralized logging device. Which is it will receive all of our company’s log files for aggregation and allows a single view of what is happening throughout the organization. Besides that, it can inform us whether the critical information system was compromised by outside entities.
2.4.4. Last but not least, the instructions also must be provided to the IT Department to make sure the employee’s computer equipment is properly handled which are starting from the first setup through the eventual decommissioning of the system.
There are few steps to follow in order to ensure the success of the project. It is important to follow the procedures.
2.5.1The first step before the project is executed is select team member among the staff to ensure the project is carried out. The management needs to identify potential employees who can implement the task.
2.5.2 The second step is called for a meeting to the team member who has potential to run this project.
2.5.3The third step is discussing the solution to avoid the problem will happen in the future.
2.5.4 The fourth step is discussing the budget that effects to the company when the problem has happened.
2.5.5 The final step is to determine the best solution to run this project and also know how to implement the solution.
Report writing activities Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7
Identify the problems
Selecting members Design Methodology
Data Collection ; Analyze Data Financial Budget Meeting ; Write Report Edit Report, Report completed ; Submit Report 2.5.6 Gantt chart
Figure 2.5.6: Gantt chart
The company should prepare a budget for the project. The project requires the cost of purchasing the new maintenance, talk and poster awareness about information of pilferage, and other expenses.
First, the company had decided to hire Excellent Enterprise as the contractor for our maintenance. Excellent enterprise will be in charge of installing the new security for all the computers of our company. The total cost of hire maintenance is RM600 in a month.
Moreover, the company also spends a lot of money in its budget to improve the skills of the workers. Our company spends a lot of money because we want them to overcome the information of pilferage in our company. In addition, our company also invited someone from the reputable company which is the President Of Malaysian Communications And Multimedia Commission, YBG. Tan Sri Dr.Halim Shafie. So, the total cost is RM4548.
Maintenance 6 RM600
Poster Awareness Information Of Pilferage
Talk : Awareness Information Of Pilferage 1 RM800
Tabung Haji Hotel 3 Days 1 Night RM568
Breakfast 100 RM500
Lunch 100 RM600
Training for problematic workers 110 RM400
Rewards 2 RM200
Speakers : YBHG. Tan Sri Dr.Halim Shafie ( President Of Malaysian Communications And Multimedia Commission)
Figure 2.6 : Financial Budget
There are several limitations in completing this proposal.
Firstly, not all the employees have the awareness of sharing ideas and the information pilferage. This is because all the employees in our company are busy and not doing their tasks very well. As a result, the employees’ tasks has not fulfilled the requirements of the top management.
Furthermore, not all the employees will give a full cooperate with us to make the training and the talk of awareness of sharing ideas and confidential information with another company become successful. This is because they are not taking seriously of the company confidential information.
The last limitation is to find speakers from the reputable company to come and give a talk about the awareness of sharing, stealing the ideas and confidential information of our company that charges affordable fees for giving the talk of awareness information pilferage of our company. This is because they might charge very high prices.
In conclusion, the current problems become bigger because the workers are not enough training their skills and not exposed the Copyright Act 1987 which is they do not know the impact of the information that they share with other company. Moreover, there also breach of trusts which is they have been breaking the rules and regulations of the company. This makes the problems become bigger and cannot fully utilize by our company.
The following are several recommendations best on the finding and conclusion. The editorial assistance will be given a chance and he will be send to the training by the company so the problem did not happen in the future in the same person. Other than that, deploy the effective technical solution. This will prevent a person to take the confidential information data about the company. Last but not least, make the talk and training about Awareness of Information Of Pilferage for all the employees. Besides that, it will improve and increase the awareness among the employees.
2.4.1. Firstly, install effective technical solutions to protect any data. In many companies, a few minor changes to the IT system can yield a significant result. One important change is to remove employees from the Administrator group on their computer. This prevents them from installing any software or hardware. Also, companies should not allow employees to create CDs or DVDs or copy data to USB drives unless there is a business need or permission from the top-level manager of the organization itself. In some instances, only the IT department should have the authorization to make or create such data.
2.4.2 Secondly, eliminate attaching a printer to a single computer. This not only prevents theft of confidential data by printing but also allows for improved print management. Companies should also consider deploying a device which can check and block websites that are malicious, in violation of the Acceptable Use Policy, not required to run a business or allow easy transmission of data.
2.4.3.Thirdly, companies should carry out a centralized logging device. This device will receive all of a company’s log files for aggregation and allows a single view of what is happening throughout the organization. In addition, it can give critical information whether any system was compromised by outside entities.
2.4.4. Last but not least, the direction must be provided to the Information Technology department to make sure that an employee’s computer equipment is properly handled, starting from the first setup through the eventual decommissioning of the system. Without specific rules, it is extremely difficult to use the results of a computer investigation in a legal proceeding since most IT departments will definitely change an employee’s computer once they have departed.