BSBADM504 Plan and implement administrative systems Essay Example

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    Business
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  • Level:
    High School
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7PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS

PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS

Plan and Implement Administrative Systems

Question 1

The Administrative law that regulates decision making in government, it has key provisions of pertinent legislation from every form of government, codes, and standards which could influence business operations aspects, like: copyright, privacy laws, codes of practice, ethical principles, occupational health and safety, and anti-discrimination legislation. With view to organisational policies and procedures associated with the needed tasks include the Commonwealth Ombudsman who can investigate complaints regarding the Government agencies’ administrative actions with the aim of seeing whether they are discriminatory, unlawful or wrong. The administrative law needs that organisation whose decisions is subjected to judicial or merits review to cautiously consider as well as examine review outcomes. This is crucial because it ensure that a certain outcome is delivered (Commonwealth of Australia, 2011). The organisational policies and practices include those associated with workplace behaviour, equal employment opportunity, first aid, grievance resolution, occupational health and safety, and so forth. A number of issues, like workplace behaviour, occupational health, infection control as well as safety fall under the legislative control; therefore, they have to handle be in line with the law. Every organisation should train staff and have written policy and procedures in numerous areas: referral protocols, confidentiality policy, guidelines for case conferencing, and processes for networking.

Question 2

The steps that should be considered when obtaining a quote for an organisations administration system include: (1) identifying requirements to the administration system by consulting with the stakeholders such as the system users. (2) Obtaining quotations from the system’s suppliers/developers of system in line with the organisational policies as well as procedures. (3) Selecting supplier or developer. To obtain aquotation for systems the basic needs that must be considered include service, training, set up, budget, functionality and scope, warranty, considering a plan for risk management, establishing system’s requirement, and establishing organisationalpolicy and procedures. While writing the quotation proposal, the details have to offer brief but detailed information in order to steer clear of confusion. More importantly, the organisation must utilise specialists or consultants to ensure technical terms or descriptions are relevant, current as well as accurate. Technical issues must detail the aspects of the system’s performance as well as its operational activities. The organisation should subsequently determine its delivery after requesting the quotation and must take into account the logistics involved.

Some of the management issues include the fact thatthe quotation planning mustinclude the transaction program’s contractual aspects as well as all the management activities according to the organisational policy and procedures. Another issue is funding, budgeting and cost, which the organisation manager must take into account when handling the acquisitions. Other issues include consideration about the contract, risk assessments using consultants or advisors, government policies, asset management, and the responsibility of for management information, contract administration or technical data
(National Training, 2014).

Question 3

The criteria for selecting supplier or developer as outlined by National Training (2014) include; (1) establishing several staff or group members who are skilled to handle the issues associated with compliance of administrative system guidance. (2) The organisation should establish the organisations procedures or policy on selection as well as non-critical and critical requirements for compliance. (3) Cost or budget limits that the quotations should not exceed must be set before short listing the quotations received. The documents can be received through numerous ways; online, delivering in person, through mail, submitting a formal quotation. (4) Before making selections, the organisation should clearly understand how systems are to be offered and ensure that the responsibilities or services have been detailed clearly. (5) The organisation should obtain specialist expertise in order to facilitate the needed evaluation. (6) The forms of evaluations should be explored further according to the organisational policy and procedures. (7) Affordability is another factor that should be considered when choosing the supplier. When the organisation is focused on its finances, it is imperative to select suppliers who are competitively priced. Still, it is imperative to know that cheap suppliers do not translate to best value for money; therefore, if the supplier’s product is of poor quality, the organisation could incur additional costs for replacements and returns; thus, the business risks damaging its business reputation. (8) Reliability is another factor that should be considered when choosing a supplier or developer since reliable suppliers normally deliver quality products or services in a timely manner.

Question 4

Some of the factors that organisation should check before implementing a system in line with the organisational and legislative requirements? Include ways of boosting the confidence amongst the workers, how to effectively change the organisational culture, and how to ensure that the system is functioning correctly. Other things to consider include system modification, redefining the roles of the staff, making sure that the relevant persons are informed, and setting team goals. More importantly, the organisation should identify as well as develop strategies for implementation bearing in mind that it is imperative to have the right input from staff and espouse clear processes for decision making. Examples of the strategies include: offering a template to help employees make flexible and correct decisions. The manager should know the organisation as well as its requirements in order to make sure that they are not overwhelmed by creation of committees when it is achievable with specialist areas or individuals (National Training, 2014).

environmental factors include lack of quality criterion, suitable consultants, in ability to understand procedures and methodology for implementing the system and poor investment (Babaei & Beikzad, 2013). The humanistic factors include lack of information amongst the users and managers, failure to understand the needs of the users, and lack of acceptance amongst the system execut­ers as well as change resistance. Organisational challenges include lack of good conditions for collaboration as well as participation of the users, managers, and system director. Other challenges include inadequate training of the users and poor documentation. . The factorshumanistic organisational and , environmentalcan be divided into Some of the challenges that managers would face while implementing the system

Question 5

Communicating procedures may include:

  1. Training days

  2. Facsimile messages

  3. Email message

  4. Training days

  5. Internal newsletter

  6. Open Meetings

  7. Photocopied instructions

  8. Office memorandum

The most suitable way of communicating procedures to employees in order to avert resistance is open meetings, which should be held regularly in order to improve communication efforts. Effective communication make up the basis of work group and consistent meeting is likely to motivate employees and create a good relationship with their seniors. As a result, they would likely feel more ownership towards their work they since they are able to communicate regularly with one another at such meetings. In addition, employees would likely develop a sense of trust towards their leaders since open meeting enable them to take part in planning and processes; thus, making the workplace a better place for everyone. These meeting would make employees feel as part of the success of the organisation.

References

Babaei, M. & Beikzad, J., 2013. Management information system, challenges and solutions. European Online Journal of Natural and Social Sciences , vol. 2, no. 3, pp.374-81.

Commonwealth of Australia, C., 2011. Australian Administrative Law Policy Guide. Guide. Canberra: Commonwealth of Australia.

National Training, 2014. BSBADM504 Plan and implement administrative systems. Learner Guide. South Melbourne VIC: National Training Pty Ltd.