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Identifying Requirements for the Administrative System

You have been engaged by National Camper Trailers to assist in the development of an administrative system. Currently the company has worked off spreadsheets which is becoming problematic with multiple users.  
NCT currently pays their BAS quarterly and would like to continue to do so. Therefore, quarterly reports generation would be required. 
In consultation with Sheryl the Finance and Admin Manager, and others in the administration team you learn the following; 
The system must hold all client’s details and past sales records 
System should automatically issue job numbers as required
The system must hold all current sales and have the ability to track the job progress to meet estimated job completion dates
The system must have the ability to invoice directly to the client 
The system must record all payments and close job on completion  
The system must be able to run reports (current jobs status in the system, current creditors, payments received for a month period, financial quarter and financial year
This budget for this project is $20,000.00 
Ideally Sheryl would like to record customer feedback processes into the administration system but it’s only on the wish list and not a must have.  
Question 1
From the information you have been given, identify and list below the requirements of this administrative system.

Question 2
Research Question 
Obtain a minimum of two (2) quotations from suppliers/ developers for the identified requirement you identified in Question 1. 
Provided details of the following 
Question 3
From your research in Question 2, select the supplier or developer you would recommend and explain why.
Question 4
Sheryl has requested you identify and develop implementation strategies for the new administration system for all users in the company. In consultation with the four (4) finance and admin staff you learn that they believe it would be best to have one set implementation date to avoid cross department confusion. It was also suggested training on the new system should be done by department. 
Note: Company Departments are:  
Factory and Manufacturing
Fitout, service and logistics 
Finance and Admin 
HR & WHS 
Sales and Marketing 
Use the information you learnt in consultation to develop implementation strategies and document these strategies below. 
In addition, ensure you include the following; 
Define the communication procedures for using the system to staff 
Training and support for staff on the use of the new system

Question 5
Describe how you would encourage staff to participate in all stages of the implementation process

Question 6
Describe would you would implement the system in accordance with organisational and legislative requirements
Question 7A
During the training process prior to the implementation date for the new system, 3 of the 20 fitout, services and logistic team are not available to attend training due to being away on that day due to illness. 
Describe how you would deal with this contingency to ensure minimal impact on users.
Question 7B
During a training session with the Finance and admin team there is a power outage. It’s 3:30pm in the afternoon, on a 40-degree day.  According to the power company the outage is scheduled to be rectified in two hours, which will take it to 5:30pm before the power will be back on to enable the power point presentation and step by step instructions to ensure data is correctly entered for system accuracy. 
Office staff are due to go home at 5:00pm. 
Describe how you would deal with this contingency to ensure minimal impact on users.

Question 8
Describe how you would monitor the system for usage, security and output in accordance with organisational requirements.
Question 9
After one (1) month of using the new administration system, Sheryl has informed you that they would like to modify the administration system to assist the sales department in capturing and monitoring sales leads.   
On reflection of the new administration system, how could you modify the system to meet changing needs in accordance with organisational requirements

Question 10
Describe how you would identify further modifications and notify users.

Question 11
Describe how you would monitor staff training needs and train new staff on the administrative system

Identifying Requirements for the Administrative System

From the information you have been given, identify and list below the requirements of this administrative system.

  1. The system must invoice directly to the client
  2. The system must hold all clients’ details and sale records past and present
  3. The administrative system must record all payments and then close the job upon completion.
  4. The system must run the following reports; current creditors, current jobs status in the system, monthly payment received, payment received quarterly and yearly.
  5. The system must be automatic in  issuing  job numbers as required
  6. Cost of development is estimated to be $20,000.00
  7. All current sales must be held in the system. The job progress should be tracked easily to meet estimated job completion dates.
  8. The system should record customers feedbacks processes

Obtain a minimum of two (2) quotations from suppliers/ developers for the identified requirement you identified in Question 1.

Provided details of the following

#

Date

Name of supplier / development

Description of services

Contact details

Amount quoted

Comments

1

31.05.2017

Ryran Web Designers

Installation of system, monitoring and modifying as need arise

+6352 -562 Austria

$22,000.00

2

29.05.2017

Vision Designer Ltd

Design the system, install, train staff on its usage and modify when requested

+635912 Austria

$20,530.00

From your research in Question 2, select the supplier or developer you would recommend and explain why.

When selecting the developer, the following aspects were considered; references of the developer, the expertise, and training of the developer company, certification of the company, availability of the company when the need of repair arise and quality of the job the developer offers. On top, this list amount quoted formed the basis of consideration as the new program ought to be within company’s financial possibility (Precision Group, 2014).

Ryran web designers had series of the referees who vouched for the worth of the job they have been doing. The company has a long history in the market, this gave the guarantee of continual services and availability when needed by National Camper Trailers. RWD is insured against theft and fire, this gave it an edge over its competitors.  The ability to customize services to fit any challenges and the reasonable fair price in designing, implementation and regular check of the program crowned the reason for this selection.

Sheryl has requested you identify and develop implementation strategies for the new administration system for all users in the company. In consultation with the four (4) finance and admin staff, you learn that they believe it would be best to have one set implementation date to avoid cross department confusion. It was also suggested training on the new system should be done by the department.

Note: Company Departments are:  

  • Factory and Manufacturing
  • Fit out, service, and logistics
  • Finance and Admin
  • HR & WHS  
  • Sales and Marketing

Use the information you learnt in consultation to develop implementation strategies and document these strategies below.

In addition, ensure you include the following;

  • Define the communication procedures for using the system to staff
  • Training and support for staff on the use of the new system

Choosing the best strategy for implementing a new administrative system involves consideration of environment the system is implemented, the situation in the organization the influences the system will have in the company and the stakeholders involved. After identification of the needed system in the organization and approval of quotation, the implementation process is carried out. The implementation can be carried out in various ways;

  1. By phases. In this case, the new system implements a section at a time till the organization is whole connected.
  2. The new system can be done by a trial period.  This strategy helps in identification and correction of difficulties at early stages.
  3. The company can integrate the new administrative system with the old system for a set period of time. This strategy can help the company because challenges in the new system will impact the operations negatively. However, this strategy is cumbersome and costly in implementation.
  4. The new organizational system can have direct cut over on a set day.  When there is zero backup from the old system, this strategy can be disastrous.

The new administration demands standardized communications formula to make it efficient and effective. Usage of electronic saves time in communication. For the preservation of the system integrity, the protocol in the administration should be factored in the communication procedures. The new system embraces email messages, intranet post, and meeting/presentations. The existing organization culture and policies influence the procedure and methods of the communication.

Obtaining Quotations from Suppliers/Developers

In the quotation, Ryran Company was mandated to offer training and the needed support in the process of the implementation of the new system. Modification of the system will necessitate additional training and advanced support for the users. The various training which the developer proposed include buddy system, coaching, online tutorial and mentoring. NCT settled for coaching and on the job training, these training suits the company.  To help faster implementation, the developer offered to support in form of procedure manuals and policy guidelines for the system.  RWB gave out training handbooks, promised annual assessment and development of the staff.

Describe how you would encourage staff to participate in all stages of the implementation process

When staffs are encouraged to partake in the implementation of the new system the organization experiences smooth transition of the systems. Staff participation gives better morale, fast assimilation of the changes in the company gives the higher significance of feedback and greatly reduces instances of conflict and resistance. When workers participate in the implementation, the efficiency in usage of the system increase.

To encourage workers participation, the company should explain to the workers any changes planned, encouraged their support in the transition and train them in the new system. Communication and collaboration between the NCT and workers will reduce resistance and conflict during the implementations. Staff should be motivated and fully involved throughout the process to reduce non-compliance. The company should give staff clear direction in order for them to confidence in transition. Reason for changes and implementation should be stated prior to the start, the company’s expectation from workers should be communicated and workers responsibility defined.

Describe would you would implement the system in accordance with organizational and legislative requirements

The following steps can be used to implement the new system

  1. Prepare the software and hardware
  2. Train the initial users. feedback for the trainee helps to modify the training
  3. Install the administrative system on server that is meant for testing
  4. Verify the system against organizational expectations.
  5. Carry out full implementation and train all the other users.

The final step in this implementation strategy involves the monitoring the system and carrying the needed modification

During the training process prior to the implementation date for the new system, 3 of the 20 fit out, services and the logistic team are not available to attend training due to being away on that day due to illness.

Describe how you would deal with this contingency to ensure minimal impact on users

In any implementation of new system, problems are likely to occur. Common problems might be inappropriate planning, failure of the system and company lacking money to continue with the project. Before full implementation of the project, plan and time allocation should be factored in the early stages. NCT should consider running both old and new system together. When workers are absent or there is a delay, the manual process or the previous old method can be used and once the impending problems are solved, come back to the new version can be considered.  The other contingency may be the use of contract staff or backup staff to ensure there is catch up in the instance of delay. NCT can also negotiate with RWD to provide additional assistance these issues arise.

Selecting a Supplier/Developer

During a training session with the Finance and admin team, there is a power outage. It’s 3:30 pm in the afternoon, on a 40-degree day.  According to the power company, the outage is scheduled to be rectified in two hours, which will take it to 5:30 pm before the power will be back on to enable the power point presentation and step by step instructions to ensure data is correctly entered for system accuracy.

Office staff are due to go home at 5:00 pm.

Describe how you would deal with this contingency to ensure minimal impact on users 

The above contingency should be planned for before the start of the training program. Envisage of uncertainty in program implementation and system training helps to prepare a backup plan. In this case of power outage, the use of generator should be considered to avoid the inconvenience of users of the system. Writing board can be used to illustrate the underlying concept in the system and in so doing workers will get a glimpse of what the system entails.

Describe how you would monitor the system for usage, security, and output in accordance with organizational requirements.

Once the system is in place, trained who use it are trained. Regular debugging of the system should be done when the need arise. Some problem may take a long time to show up. The reason of these problems may be due to particular bug failure. Other reasons may be that users of the new system do not recognize the problem when it pops up but luckily they improve incompetence with time.  The ideas of how to make improvements on these failures need to be incubated. Constant improvement and monitoring of the system is necessary. Things outside the system also influence its functioning, this necessitates identification of new challenges and changes in the company and consider if they affect the new administrative system. The company experts should be the first people to determine anomalies in the system and give recommendations on possible ways to mitigate the problems when they arise.

Monitoring these systems will involve the receiving regular report on the system operation. It’s important for the IT experts to know the errors and possible problems in the system and also to identify what is working as expected in the system. For these to be achieved, a system to monitor need to have

  1. The numbers of people using it
  2. The average usage time by each user
  3. Grouped statistics on users type and their type of use
  4. The kind of inputs in the system and the output generated
  5. The mean turnaround time of each user

Other ways to gather the needed data on the system performance and problems can be through

  1. Feedback received from external and internal customers
  2. The administrative backup can provide IT experts with information of system problems
  3. Trained technicians can make informed observation about the system condition
  4. Information from automated process can give the correct state of the system

Implementation Strategies for All Users in the Company

To get the need attention in the system, the scope of monitoring should be defined. A few specific pointers can direct an observer on the information needed on system problems or success. Once a problem is identified, other means of gathering data can be used to seek the deeper understanding of the problem. A collaboration of these factors helps to reduce the effects associated with the influence of key indicators by various factors. The security of the system should be considered. For this system introduced in NTC by RW, the instances of hacking can be prevalent. Hackers may want to prove superiority in defeating the system of malevolently planting virus or even steal the company data. Protection from hacking can be through

  • Usage of computer firewalls
  • Use of antivirus and safeguarding the system against virus
  • Workers and other users should be given passwords for the system and agree on confidentiality.

The system expert should have a bit of knowledge in security system and ability to note hacking in the system

After one (1) month of using the new administration system, Sheryl has informed you that they would like to modify the administration system to assist the sales department in capturing and monitoring sales leads.   

On reflection of the new administration system, how could you modify the system to meet changing needs in accordance with organizational requirements?

The system implemented is a masterpiece and despite the fact that it has worked in other departments, the changes in company’s requirements demand a change and alteration of the system.  The monitoring program in the company helps to identify these changes. For the change to be effected, the impact on the system should be noted, the cost impacts involved should be calculated and once agreed the change is done. Need for Changes in the system to accommodate the sale department also offer an opportunity to effect non-critical changes which were identified in the course of operation.

Modification of the system require identification of all changes needed on the department and treat them as one project. The scope of change is identified and the needed alteration should be compatible with the company’s processes. This change should be is treated as a new project. Other changes identified even if they are no related to the sales department should be integrated to make one change project.  By merging these changes, the NTC will reduce management cost and cost of implementing the change.  For the system expert, making various changes during one change project help in maintaining productivity as things many be interrelated in the system.

Encouraging Staff to Participate in All Stages of the Implementation Process

Describe how you would identify further modifications and notify users.

The types of modification needed by a company should be clearly delineated, these changes can be the usage of screen laid in a defined manner. This helps to present the modification idea clearly when communicating. A breakdown in information can cause dissatisfaction in the end user. For the changes in a system, proper communication is key. The stakeholders and specifically the users of the system should be notified up front of the possible changes to be implemented.  NTC should receive the updates on the changes, the kind of changes to be expected, how the changes will be like and the real and assumed benefits which the changes will have to the company. The RWD should also state how it will carry its change operation with minimal interruptions to the general company’s operation.

Chances of acceptances of the changes slim as the possibility of great interruption increase. However, the resistance and complaints offer additional opportunity to solicit suggestions for any further changes in the system. Opinions delivered at this stage can be incorporate in the greater changes

Describe how you would monitor staff training needs and train new staff on the administrative system

The new system demands staff at NTC to be given training but again the training provided is not enough and in the likely event that the training was enough, then the workers may not have absorbed all the content. For effective training, the system must be in use and users induced to the system by being given hints. The acquaintance of workers of NTC in the new system may be of bigger help when the trainer reintroduces the concepts in a later session. Repeat training become more effective when the trainee has experience on a system and understand it.

New staff in NTC should also be introduced in the system. The repeat training of old staff gives trainer an opportunity to make notes and create other training material. The coach can use video technology to train staff. By so doing, the instructor does not have to be physically present all the time and one person can be trained at a go (Academique, 2016).

References

University of Tennessee's Haslam, 2016. Selecting and Managing A Third Party Logistic Provider. [Online]Available at: https://haslam.utk.edu/sites/default/files/Kenco.pdf[Accessed 31 May 2017].

Academique, 2016. Plan and implement. [Online] Available at: https://www.academique.com.au/wp-content/uploads/2016/01/HANDOUT-Plan-and-implement-or-review-admin-systems-30sep15.pdf[Accessed 31 May 2017].

Fortress Learning, 2016. Implement new or modified administration system. [Online] Available at: https://students.fortresslearning.com.au/bsbadm504b-plan-or-review-adminstrative-systems/section-2-implement-new-or-modified-administration-system-2/[Accessed 31 May 2017].

Harvard University, 2016. Administrative Systems Design and Implementation. [Online] Available at: https://huit.harvard.edu/services/administrative-systems-design-and-implementation[Accessed 31 May 2017].

Kaplan, R. S., 2006. How to Implement a New Strategy Without Disrupting Your Organization. [Online] Available at: https://hbr.org/2006/03/how-to-implement-a-new-strategy-without-disrupting-your-organization[Accessed 31 May 2017].

Operative working group of Ministry of Public Administration, 2015. Public administration 2020, Public administration development , Ljubljana: Ministry of Public Administration for the Government .

Precision Group, 2014. PLAN OR REVIEW ADMINISTRATION SYSTEMS. [Online] Available at: https://anrl.com.au/samples/NADM504BC_S.pdf[Accessed 31 May 2017].

Steinfeld, J., 2010. 4 Things You Must Consider When Choosing a Supplier. [Online] Available at: https://www.cbsnews.com/news/4-things-you-must-consider-when-choosing-a-supplier/[Accessed 31 May 2017].

UC Davis, 2006. Standards for Developing and Implementing Administrative Systems. [Online] Available at: https://umanitoba.ca/computing/ist/internal/admin_sys/project_review/media/UCDavis_Standards.pdf[Accessed 31 May 2017].

UCD IT Services, 2014. Administration System Plan. [Online] Available at: https://www.ucd.ie/t4cms/administrative_systems_plan.pdf[Accessed 31 May 2017].

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