Question ONE: Organization Requirements
There are several requirements relating to Adept Owl which apply to all the employees including both new and old members of the organization.
Requirement relating to information entry
Ability to create and use templates in Word and Excel
Two Requirements for file naming storage
Ability to create and use drop down lists in Excel
Ability to create and use templates in Word and Excel
Two Requirements for output or quality of document design and production
Adherence of documents to the established standards including the style approved by the company
Adherence to procedures used for document production for quality, consistency and efficiency
One compliance requirement
Compliance with Workplace Health and Safety that requires all employers to provide a workplace environment that promotes the health and safety of all employees without discrimination.
QUESTION TWO: Present and future Information technology capability to satisfy document design and production needs
Skills gaps existing within the Administration team
In as far as the human resource capability of Adept Owl is concerned; various skill gaps can be identified about the administration team. The most visible skill gaps existing among the administration team are challenges in handling mass emails out the lacking skills are skills to ensure that such letters going out of the organization are standardized in accordance with the approved organization style( Bovee, Thill and Raina,2016).Additionally, skills that promote efficiency in order to reduce wastage are lacking as witnessed through the identified wastage of resources in the process of writing letters to both and internal customers. Effective skills to handle expense reporting are also lacking among the administrative staff, the impact of this has been incomplete, incorrect and lack of consistency in the coding of expenses as well as lack of skills that promote efficiency in the process.
How the Skills gaps can be closed in keeping with the organization practices
Adopting employee training and development
Employee training and development is the process that is focused on improving the capability of employees by enabling them to learn specific skills that are aimed at improving their current performance as well as focusing on their future performance and growth. Adopting training and development in the areas of product design and development in accordance with the organization’s standard practices can help in closing the existing gaps.
Introduction of simple standard and efficient technological solutions such as software geared towards document design and production can also help in eliminating the gaps to do with wastage of resources and time. It’s also a requirement that members of the Administration team are adequately trained on how to use these technologies ( Bovee, Thill and Raina,2016).
Future IT Capability needs for the organization
Software capability of the Administration team
Modern trends in technology require that employees remain proficient in terms of technology usage to avoid any adverse impact on business operation. Constant changes in technology continue to be experienced world over. Most visible has been the use of social media platforms for external and internal Business communication. As at now the Administration team is barely proficient in the usage of Microsoft office which means that there is need to train the administration team to improve their proficiency in the use of technology so that they are able to handle complex document tasks. There is also the need of training them on how to use multiple technologies including social media platforms (Westerman, Bonnet and McAfee, 2014).
Changes that may be required to the organizations style guide to allow anticipated technological changes
Engaging with customers
Customers are an important resource for the organization. Any changes in the organization in terms technology use are likely to have a direct impact on the organization. The organization will therefore need to include the views of customers in their style guide to ensure that the technology changes do not disadvantage the customers.
Including relevant training in their style guide to support the anticipated changes
Any anticipated technological changes will also require the users to be trained in the necessary skills to allow smooth transition (Westerman, Bonnet and McAfee, 2014). The organization will therefore need to include relevant technology related training as part of their style guide as well as including the relevant regulations to improve the awareness of the team in usage and compliance.
Q3: Documents Required and Used By the ORGANIZATION
Emails and Memorandums
Emails are basically used by employees top pass important information to each other. These are likely to be used by Adept Owl management team. Memorandums are also important for important for passing important messages between departments or offices. These are therefore important documents for the organization (Bovee, Thill and Raina,2016).
Business reports are also important for conveying information relating to financial data, marketing plans, sales figures and safety compliance for Adept Owl. These might be produced periodically such as after every month and are necessary for comparison of the performance of the organization between different periods.
The organization being a profit making enterprise is required to communicate with individuals within and outside such as job applicants, customers, government officials ,service providers, colleagues in other businesses(Bovee, Thill and Raina,2016). Its various uses make it an important document for Adept Owl.
Q4. Procedure for Creating an Expense Report
The organization majorly uses Microsoft word and Microsoft Excel in for its various reports .The following is the basic procedure
- Select the appropriate template for the expense report
- Select the period for the expense report from the start to the finish date
- Selectto select the appropriate travel authorization to use as a basis for the expense report by clicking
- Enter the amount of the expense
- Select the appropriate time of billing or payment
- Click on add row to add any additional expenses if it may be necessary
- Click on the check errors button to validate data by checking any errors
Bovee, C.L., Thill, J.V. and Raina, R.L., 2016. Business communication today. Pearson Education India.
McNamara, C., 2008. Employee training and development: reasons and benefits. Authenticity Consulting, LLC.
Westerman, G., Bonnet, D. and McAfee, A., 2014. Leading digital: Turning technology into business transformation. Harvard Business Press.