What Challenges to Promoting DX Should IT Departments Address? Introducing the Necessary Roles and Useful Tools

Introduction

With the advancement of DX (Digital Transformation), the role of the IT department is changing significantly. Beyond traditional IT support and system operations, there is a growing demand for a more strategic role that promotes digitalization across the entire company and supports the enhancement of competitiveness. This article discusses the roles that the IT department should play in promoting DX, the challenges it should address, and presents solutions to these challenges.

1. The Role Required of IT Departments in Promoting DX

What is DX?

DX (Digital Transformation) refers to the innovation of products, services, and business models that meet the needs of customers and society by utilizing data and digital technologies. The essence of DX goes beyond mere technology adoption; it means transforming the business itself, as well as the organization, processes, and even corporate culture and environment. This enables companies to establish a competitive advantage and achieve sustainable growth.

Traditional Role of Information Systems

The traditional role of the information systems department has primarily encompassed three key functions. First, it involves planning the overall IT strategy for the company and designing the necessary systems. Second, it ensures the stable operation and maintenance of existing internal systems to secure business continuity. Third, it provides help desk functions to respond to IT-related inquiries from employees and supports daily IT operations. These roles have been positioned as essential functions that support the company's IT infrastructure.

Role in Promoting DX

With the promotion of DX, the role of the IT department is expanding significantly. First, the introduction of the latest tools optimal for promoting DX and the role of encouraging their use throughout the organization have been added. Additionally, it is required to leverage specialized knowledge regarding IT technologies and systems to provide specific recommendations and advice related to DX promotion. Furthermore, the department is also responsible for creating and providing FAQs regarding the operation of IT systems and tools, thereby promoting the accumulation and sharing of knowledge within the organization. Most importantly, the department has also taken on the role of promoting a mindset shift to encourage the use of IT systems and tools across the entire company. These new roles are becoming central to the promotion of DX in companies, and the importance of the IT department has increased more than ever before.

2. Activities that the IT Department Should Undertake to Promote DX

Opinions on Formulating DX Strategy

The IT department participates in DX promotion projects and various departments, providing specialized knowledge regarding IT technologies and systems to support the formulation of highly feasible strategies. For example, when considering the introduction of a new system, we offer advice from a professional perspective on the compatibility with existing systems, technical feasibility, and security risks. This ensures that the overall DX strategy of the company becomes more effective.

Acquisition of Knowledge, Research, and Study of Advanced Technologies

The IT department plays a central role in acquiring knowledge, research, and investigation of cutting-edge technologies. It is essential to continuously gather the latest information about the ever-evolving IT technologies and tools, and to identify the most suitable ones for promoting our company's digital transformation (DX). This includes evaluating new tools, pilot implementations, and measuring their effectiveness. The insights gathered will be utilized for decision-making on the introduction of the latest tools that can aid in DX promotion and for promoting their subsequent use.

Core presence in promoting DX and improving the internal environment

It is not only important to implement systems and tools, but also to improve employees' digital literacy. This includes educating on how to use new tools and promoting a change in mindset towards the utilization of digital technologies. The IT department plays a role in facilitating the use of internal IT systems and tools, driving the digital transformation of the entire organization. By supporting the improvement of each employee's digital skills, we can accelerate the overall digital transformation of the organization.

3. Challenges of Information Systems in Promoting DX

Support for legacy systems is a burden

The support operations for legacy systems that have been used for many years in many companies have become a significant burden for the IT department. Old systems are difficult to adapt to modern business requirements, requiring a great deal of time and effort for maintenance and upgrades. Additionally, the aging and retirement of engineers with knowledge of legacy systems are making system maintenance increasingly challenging.

It is difficult to engage in the original DX promotion activities due to the pressure of non-core tasks in traditional maintenance and help desk operations.

There is a problem where non-core tasks such as routine maintenance and help desk support occupy the majority of the information systems department's working hours. The team is overwhelmed with operational maintenance tasks, such as responding to PC setup requests, software issues, and network failures, leaving them unable to allocate time to important tasks such as strategic planning for DX promotion and the introduction of new systems, which should be their focus.

Inability to improve digital literacy due to a shortage of DX personnel

The shortage of DX personnel is also a serious issue. It is difficult to secure talent familiar with the latest technologies such as cloud, AI, and IoT, and the skill enhancement of existing IT staff is not keeping up. As a result, the overall digital literacy of the organization is not improving, which has become a significant barrier to promoting DX.

Thorough Security and Personal Information Protection

Ensuring security and personal information protection has become an important responsibility of the IT department. With the sophistication of cyber attacks and the spread of remote work, security risks are on the rise. In addition to this, there is a demand to comply with various national data protection regulations such as GDPR, leading to the challenging task of balancing security measures with operational efficiency. These factors are hindering the introduction of new digital technologies and the promotion of digital transformation.

Is confidential information retained by ChatGPT, Copilot, Gemini, and Claude?

4. Solutions to IT Challenges in Promoting DX

Legacy System Modernization, Migration

Modernization and migration of legacy systems have become urgent issues for many companies. Old systems have low maintainability and high security risks, necessitating the transition to cloud-based modern systems and the construction of flexible systems through microservices. This process requires a comprehensive approach that includes the migration of existing data and a review of business processes.

Introduction and utilization of tools for improving the efficiency of information systems operations

The introduction and utilization of tools for the efficiency of IT operations is important. By promoting the standardization of operations and implementing RPA (Robotic Process Automation) for routine tasks, it becomes possible to redirect human resources to strategic operations. Additionally, by building chatbots and FAQ systems to streamline internal inquiry responses, the burden on the IT department can be significantly reduced.

Introduction of the latest technology utilizing conventional tools

The introduction of the latest technology utilizing conventional tools is also an effective solution. For example, by adding functions to widely used tools such as Microsoft Office through add-ins, it is possible to implement new technologies regardless of employees' literacy levels. Translation and writing AI add-ins like MTrans for Office are a prime example of this. This allows for improved operational efficiency while keeping additional training costs down.

Related Links
MTrans for Office

Establishment of Governance Structure

Finally, establishing a governance structure is essential. It is important to develop an appropriate management system while referring to the "Digital Governance Code" presented by the Ministry of Economy, Trade and Industry. This includes various elements such as control of IT systems, security management, ensuring compliance, and risk management. By building an appropriate governance structure, it becomes possible to maximize the benefits of digitalization while minimizing risks.

Is it possible to improve business efficiency through DX promotion? Introducing tools that lead to business efficiency!

5. Summary

As digital transformation (DX) progresses, the IT department plays a crucial role in supporting the overall transformation of the company. In addition to traditional IT management and support tasks, a wide range of activities are required in promoting DX, such as facilitating the introduction of the latest technologies, improving digital literacy within the organization, and sharing knowledge within the organization. On the other hand, challenges such as the burden of maintaining legacy systems, a shortage of personnel, and the need for enhanced security are serious issues, making the efficiency and modernization of the IT department urgent. Effective measures against these challenges include the use of RPA and chatbots, strengthening governance systems, and transitioning to the latest systems. Continuing to strengthen the role of the IT department will be key to supporting the company's DX initiatives and sustainable growth.

Human Science provides the automatic translation software "MTrans for Office," which can utilize translation engines from DeepL, Google, Microsoft, and OpenAI as part of its efforts to promote DX. OpenAI can not only translate but also generate and rewrite text, and proofread based on prompts, supporting operational efficiency and advanced multilingual capabilities. This enables the information systems department to enhance the speed and quality of internal and external communications, playing a crucial role in promoting DX. MTrans for Office also offers a 14-day free trial. Please feel free to contact us.

 

Features of MTrans for Office

1. 1. There is no limit on the number of files that can be translated or on the glossary, and it is a flat-rate system.
2. ② Translate with one click from Office products!
3. 3. API connection ensures security
   - For customers who want further enhancement, we also offer SSO, IP restrictions, and more.
4. ④ Support in Japanese by Japanese companies
   ・Support for security check sheets is also available
   ・Payment via bank transfer is available

 

MTrans for Office is an easy-to-use translation software for Office.