BSBADM504 Plan and implement administrative systems Essay Example

NEW ADMINISTRATIVE SYSTEM

Introduction

Administrative system comprise of processes, technologies as well as procedures that assist the companies to work efficiently in management of its activities like supply, finance, production and staffing. Systems tend to vary based on the size and work environment of the company; can be greatly integrated or simple systems (Gregory, 2006). It is important to understand the type of administrative system a company needs; for instance the present system in a company may suit present needs, but not future needs of the company.

Question 1: The requirements of this administrative system

A classic administrative system involves co-dependent elements that interrelate with each other in the systems (Aken, 2005). It basically comprises of systems that file, account, monitor stock, mail, control payroll, process data, carry e-commerce and relay information. The requirements of effective administrative system include:

1. Access speeds

2. Types of system – whether the system is supposed to be web-based, server-based or a combination of web, server, paper and document. Furthermore a consideration of cost implications and peripherals of the system will be important.

3. Compliance requirements – the industry standards needed to be met as well as legislative standards to be adhered to will be crucial.

4. Legislative considerations – the legalities requirements for the system to be licensed is also necessary. This may encompass the usage, whether the system is applied to multiple users. And if the data of the system is to be stored in cloud, the system must meet the laws that govern such storage including the needs to be fulfilled when extracting data.

5. Procurement requirements – the organisations must fulfil the procurement policies that govern the purchasing decisions and procedures.

6. Company policies as well as procedures required for the system to bed used. An evaluation of whether the system covers quality assurance elements, privacy, back up and security procedures is vital.

Question 2: Quotation from suppliers/developers

The service needed is the provision of Chapman Retail Management System (CRMS)

		Name of supplier / development	Description of services	Contact details	Amount quoted	Comments
	20/05/17	Continental Group	Weekly reports on sales Track data in store Invoice client Store client details Issue job numbers Upgrade of daily reporting from two clicks to one click Ability to invoice client	[email protected]		Examine details
	20/05/17	Telecom Networks	Invoice client after sale Track sales records	[email protected]		Examine details

Question 3: Recommended Supplier

The highly recommend company is Continental Group since it meets the benchmark criteria of National Camper Trailers system is up dated with all features that the administration team requires. For example, the system holds customer details, and past sales records. It automatically issue job numbers as required and is able to track the job progress (Al-Mashari & Al-Midimigh, 2003). The system has the ability to invoice client directly and run reports. The system provided by Telecom Network almost has all this features but lacks the ability to issue job numbers automatically. It can only issue job numbers manually and this is the only drawback for such system. The financial implication is that, all the two systems are within the budget scope of the project that is $20,000. However, Telecom Network is a bit cheaper but Continental Group will be the best since it fulfil are the requirements.

Question 4: Implementation strategies for the new administration system

Selecting the best strategy for implementation of the new administrative system needs a careful review of situation, work environment and stakeholders involved and the likely the impact (Ciborra, 1999). The involvement of company departments those likely to be affected by new system will help reduce cases of resistance, encourage better adoption of new changes, build morale and maintain successful use of the new system.

The implementation of new administrative system may involves four strategies, they include:

Strategy One: through a trial period — This allows some few departments to adapt to new system, and identify the challenges involved before it is rolled out to full implementation in all five departments.

Strategy Two: through phasing – the new system is rolled to some section, one step at a time, till the whole company is connected.

Strategy Three: through changing – this entails using the new system while the old system is still in use, for example it may be for three months. This strategy could be costly and prove to be cumbersome to staff.

Strategy Four: though direct cutover – under this strategy, the new system is planned to roll out full on a set date.

Some basic processes may be put into considerations to ensure successful implementation of the new administration system. The initial step should be setting necessary requirements in place like preparing the hardware, software and communication tools. Aligning of various departments and individuals that will be affected by the changes, and then training the users. The installation of the new system on servers for testing purpose is important and machines should also be coordinated at this point. The verification on the operation of the test upon organisational expectations will be followed by implementation of new processes. Monitoring and reporting of the progress of new system is crucial since it help to suggest the necessary modifications required to improve the system.

Question 5: Staff participation in all stages of implementation process

The provision of training will be necessary to encourage staff to participate in the entire process of the implementation. A number of training options will be used such as coaching, mentoring, online tutorial, on-the-job trainers and buddy systems. Some form of support will be provided by supplier to update users will basic skills required to operate the system. This may be in form procedure manuals, professional development of people’s involved, yearly evaluation of skills of system users and training manuals.

Question 6: Implementing system according to organisational and legislative requirements

The new system should be implemented in accordance with organisational requirements to fulfil the set goals and objectives. Organisational needs for this particular project of new administration system include the ability to issuing automatic job numbers, issue invoice, record payments, run reports and hold on client’s details and past sales records. The organisation must also make sure those confidentiality agreements of clients, users and vendors are enforced. The passwords for access of the system must be well guarded.

Similarly, the system should be implemented in accordance with legislative requirements such as license of the system usage, whether it can be used in multiple sites, laws controlling data ownership must be fulfilled, and storage of data identified (Capaldo & Rippa, 2009). The laws governing the privacy protection and the use and transmission of personal data must be met during the implementation process. Moreover, the legal needs for data retention should be put into consideration.

Question 7A: Contingency measure on absence of staff

During the implementation of any system, problems will occur. These might comprise absence of users to attend training, inappropriate preparation and poor coordination of core activities (Johri & Nair, 2011). The use of catch-up training will be enough contingency measure to tackle absence of some staff. Therefore, the absence of 3 staff will not affect the training process, since make up training will be planned o fit into their available time to ensure they have recap of what others were trained on.

Question 7B: Contingency measure on power outage

The contingency measure for power outage is the installation of back-up systems. Since the new administrative system primarily operates as a manual process especially during implementation, hence revisiting the processes and procedures will be possible with back-up plan.

Question 8: monitoring system for usage

Monitoring the system for usage may involve getting some updates on regular basis on the operation of the system (Hilton, 2006). The system monitoring needs for the organisation may include things like number of users, forms of inputs offered, average time to be used by users, category of users and category of uses, forms of outputs created and possible system problems and the corrective measures. The information updates or reporting can assist to initiate a corrective measure where a problem is spotted. Another element that should be regularly monitored is security. This is crucial for computer-based system, since some computers are linked to internet, which are soft spot for hackers (Doherty & King, 2008). To enforce security measures to monitor and safeguard organisational data, protective measures like confidentiality agreements between clients, staff with organisation is important. The system should also be accessed by password. Installation of computer firewalls and anti-viruses will safeguard the system against viruses.

Question 9: Modification of the system

The identification of further modifications on the administration system to assist the sales department in capturing and monitoring sales leads must be undertaken after notifying other users (Rose, 2002). The staff and other stakeholders using the system should be appraised on the impending changes. This will involve the information on way the new system will look after the changes, the benefits and way it will operate. The updates helps to minimise cases of interruption associated to implementation of new modifications.

Question 10: Identification of further modification

According to Blount (2011), by keeping the stakeholders and users of the new system on impending changes on the system may give opportunity to seek comments and likely suggestions for further amendments needed. Since the system processes relating to the capturing and monitoring sales need to be changed, there is need to probe users on further changes required. Just because staff recommends it, does not mean change will be accepted, its significance on the general operation of the system must be assessed. But it is better to include such changes during this moment system is being changed rather than dealing with separate change at a time.

Question 11: Monitor staff training needs and train new staff on the administrative system

Regularly, new systems need new training of the staff. Also employees may not capture all information provided in the training; hence re-training sessions may be necessary. A periodic review of training the staffs have gone through is crucial since it identify the areas training is much needed. Effective training must comprise practical sessions on the usage of the new system (Amoako-Gyampah & Salam, 2004). The practical experience on trainings is easily memorised. Further, familiarity on new systems enables staff to understand what is being taught. Training materials need to be availed to staff to revises on what they have been taught and what it involved.

Conclusion

The introduction of new system especially for administrative purposes is important in helping the organisation to improve the administration activities. The successful operation of administrative tasks is key to the general productivity of the company. Since it creates efficiency and makes work easier for workers.

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