Administration Systems and Their System Requirements - Assignment Example

Plan or Review of Administration Systems Part A: Review Question 4. Considerations in identifying system requirements: System requirements depend on several factors, and the first is the type of business and products produced in the company. This determines the requirements of the administrative system in the company. The type of business has several influences on the system requirements. For example, if the type of business is a technological business, then the company needs a system that operates the company in an advanced manner. A company like Dell company, which majors in producing computerized machines such as laptops, desktops and tablets, needs a system that will manage the company technologically. Such requirements may include; password protected systems where staff members have to login with their usernames and passwords to ensure time flexibility, accountability and enhance responsibility. Additionally, the company may need the use of hidden cameras to enhance security or to keep an eye on the workers in the company. Some workers tend to destruct some machines and walk away scot free. Such cameras will identify the individual who commanded the fault and have him face the consequences. Question 5: When selecting a developer for a new system, experience must be considered. A good example is for how long the developer has done his job and for how many companies. A system needs a well-designed component that will work for a long period. Some developers come in the field with the lack of knowledge or little knowledge. They end up developing a system that does not last long. Such developers do not care about the welfare of the system, but they care about money. However, before a developer is selected, he/she must state how long he/she has been in the field of developing systems. If the developer has a good experience of approximately three to five years, he/she is legitimate to develop the system. Additionally, the developer must be able to show his/her previous works before starting his/her work. Some individuals have the experience, but the type of systems they develop are not good enough. Showing previous works will identify the label and character of the system the developer creates. Before setting up the system, the developer must show samples of systems he has developed and has successfully worked (Lippert, 2003, 44). Question 6: When implementing the administrative system, certain strategies must be followed. Such strategies ensure that the right system is being implemented. Additionally, such strategies ensure that the right procedure is followed to ensure the effectiveness of the administrative system. The following are strategies that could be used to support the implementation of the administrative system • Reviewing the business objectives and putting them a priority in the long-run. Some companies neglect their objectives and put them far in priorities. Apart from consumers, the company should always prioritize its objectives. Objectives are procedures or elements that keep the company moving forward. However, if the company loses on its objectives then it will never achieve its targets. The company needs to review and prioritize its objectives to ensure that the identified system is the efficient and right for the job. • Putting customer’s interests and needs into higher consideration. Customer’s needs are way also important in the company. A company that values its customers tends to increase its sales annually. Such needs include quality of products, quantity, prices, quality of services and other benefits. In most cases, customers want quality products, good customer service, well-laid prices on quality products and other benefits such as commissions, discounts and offers. Before implementing the system, the company must focus into these interests since it helps the company to grow in terms of sales and profit margin. The system to e implemented must be able to cover up for the interests of customers • Maintaining direct contact with the esteemed customers. Communication and contact are crucial in a company. Marinating a good relationship with the esteemed customers encourages the customers to feel cared for, and this encourages other customers. When implementing a system, contact with customers should be in focus. A system should always look into how customers will be communicated to and how they will receive information. • Maintaining a specific number of staff in the company.A regular of workers is a good thing that a company needs because the system is used to a certain number of workers. If workers get influenced in terms of numbers, the system may fail since variable number of workers will be accessing the system. Before implementing the system, the company in the help of the human resource management, should identify a specific number of competent workers and put them in the system • Enhance better communication systems in the company to avoid misinformation. Better communication in the company not only solves many problems but helps in implementing the administrative system. Some workers may not the purpose of the system. Additionally, they may not know how to access or operate machines relating to the system. To ensure that such workers access or operate the system, the management should identify a better communication system. Such workers will be aware that a new system is being implemented, the importance of the system, the reason for implementing the system, and they will learn how to operate the system Question 7: At the implementation stage, some workers lack focus and get overwhelmed of the system. However, they tend to loose encouragement during the process. Sometimes they think that the system is up against them. With this in mind, they tend to be demoralized and submit poor services. To counter this, such workers must be encouraged and make sure that they come back to their normal schedules. The following are ways on how to encourage staff during system implementation process to ensure its success. • The system is time saving. The staff has to know that that the system is easy to handle and thus it saves time. One has to show how the system makes the work easy and thus making it to be an advantage to the staff. Some workers tend to believe that the system will be too harsh on them. With this in mind, they tend to waste a lot of time discussing the system instead of working. Such workers must be informed that the system has been implemented to better services and reduce time wastage. Once such workers are aware of this, they will embrace the system with required might. • The system creates job opportunities. The stuff has to understand that there will be specialization of the workforce whereby one, will need to have the knowledge to operate the system. This will make the stuff specialize in deferent fields in the company. Some individuals think that systems are implemented to replace some workers and in the process some tend to losses their jobs. However, few staff members enhance better services, and they are easy to manage. However, the system does not make one lose his/her job, the only thing, is it upgrades someone’s job. When the system is implemented, workers must be employed to monitor and manage the system. However, if workers are many, some individuals may be assigned to manage the system creating more job opportunities. Question 8. How to communicate procedures of the system to the staff Now that the system needs carefulness when operating it, some staff members may not be able to operate or access the system. Right information on the procedure of using the system must be communicated to such workers. However, wrong communication strategies and process may lead to misinformation, or some individuals may not get the information. A better way of communication must be identified to enhance fast, efficient, and timely delivery of information. The fast way to communicate is to hold a meeting where the staff will be informed of the procedures. In here, one will be explained according to his/her specification. One may manually search looking for individuals at their workplace and explain the procedures. Secondly, staff members may be taught by a specialized individual. The specialized individual gives full information on how to operate the system and the consequences of mishandling. The other way to communicate is to have a written document whereby it will be distributed to each staff member (Desai, 2011, 377). Question 9. Security measures for the integrity of the administration system. Integrity is the process of adhering to certain moral and ethical values such as honesty and soundness of moral character. Integrity defines the speciality and the position of an individual in the society. Therefore, integrity is crucial in a company or any business firm since it develops the profession, the character, and the position for the identified worker. However, the administrative system must show integrity only if certain security measures are put into consideration. The following are the security measures that will enable integrity of the administration system • Firstly, rules and policies have to be set to guide the way the system is accessed. Additionally, punishments also must be identified and set against the rules in that any worker violating the rules is subjected to punishment. Some individuals tend to experiment certain actions. Such actions tend to subject the system into harmful damages that make the company be at a standstill. When rules are set, each worker will be aware that if he/she faults any part of the system, he/she will be subjected to vigorous punishment. At this point, the system will work efficiently to bring out integrity in the company. • Every staff member needs to understand the rule and the punishments clearly. The rules have to be clearly explained and their punishments too. This is meant to serve as warning to the stuff in that they are clear with the rule. After setting the rules, policies and punishments, communication must be made to all workers to ensure that each worker understands the rules. At this point, any individual violating the rules will be reminded of the warnings and guidance availed earlier. When one individual is punished, each worker will be very careful with the system. Part B. Question 1. Elements of the system that are directly experiencing difficulty. Production of the services is being reduced due to the delay of the machine work and waiting time. Time management: A lot of time gets wasted as the machines delay to produce their goods • Sales: Is being hindered since customers start to reduce in numbers as they see their delays • Ignorance-Lack of knowledge has had the business not to prosper as there would have been more space, a new machine and thus more customers that lead to more profit. • Products-The prices of the products will be affected. Stoke will also reduce. Question 2. Other three components that are directly affected are; • Customers- They will receive goods that are not to the standards. • Prices- The prices of the goods will drop • Stock level- The level of the stock will reduce. Question 3. The four areas of concern are production, storage system, the marketing department and the sales department (Desai, 2011, 199). Question 4. Questions that can help to find a solution: Are these machines saving time, Are the sales level increasing or dropping, Are the machine up to date, and Why are the prices dropping? Question 5. Possible solutions are Buying new machines, Having a bigger place for the business, Advertising, and Increase staff members. Part C project Question 1. The administrative system of InterSol has some faults that make it produce average products. When a company identifies a faulty system, it mus change the system or modify the system to make it better. Putting such information in mind, InterSol needs several modifications on its administrative system to better good production in the company. These modifications include: • The company needs to Record all communications in the company including communication between internal and external staffs. Staffs may be planning malicious strategies against the company. These actions may come as a surprise if the communications are not recorded. Secondly, sometimes better important information may be left out when implementing some strategies all because of memory. When all communications are recorded, the company, will always refer to such communication to implement a set or discussed strategies. • The company should provide more contact details apart from websites and emails alone. Some customers do not get time to visit websites or to send emails. Providing contacts such as telephone numbers will facilitate better communication in the company, which in turn increases sales. Additionally, customers may need door-to-door deliveries, but lack contact information since not all customers have access to the internet. Such customers need telephone numbers so that they can order products which may be delivered at their doorstep. • The company needs to boost the staffs numbers to enhance accountability and fast delivery of services. Twenty-five staff members are not enough to run the services required at InterSol. Each staff member should be located to one specific area where he/she is accountable for the actions in his/her field. This helps to enhance fast delivery of goods and services, accountability, and efficiency. Question 2. Dell company is the most effective company that may provide both software and hardware materials to InterSol company. Dell company is well known of its products such as computers, laptops, software materials such internal operating systems. The company has experience and good service. The company may need about 52 computers. One computer may approximately cost $398. The 52 computers will cost approximately $20, 696. Computers will be distributed to security rooms, staff quarters, boardroom, manager’s office, human resource manager’s office, secretary’s office, kitchen, storeroom, stock room, and other relevant fields in the company (Ashaye & Irani, 2012, 435). Question 3. Basing on the problems that InterSol company is facing, the company faults are sourced from the administrative system. At this point, the InterSol company will need a new administrative plan. This new plan is called collective administrative system. This system covers major parts of the company starting with the staff members. This new system is needed to provide better products and satisfy the customers’ needs. Most customers want goods to be produced as per their comments and suggestions to the company. The main objective of this system is to generate greater involvements of both staff members and customers in the operations of the company. Here, staffs are involved in activities such as decision-making, leading meetings and attending seminars. Additionally, the system will be providing a chance for team building at the end of every month. This will encourage staff members. Customers are availed with comments and suggestion boxes where they drop their views and suggestions on the company’s services and products. The communication system will follow the C.E.O-Manager-Hr-staff members. With this, communication will flow in a strategic manner. The implementation will take a maximum of one full month (Desai, 2011, 205). Question 4. InterSol procedural document will describe on how the new system should be used. This documents that: • Any attempt to use the system without using the required procedures will attract necessary punishments. The procedures for using the system are installed in each computer. • Any scheduled meetings will be told to every staff members through memo and email messages. • Induction method will be done to each member who wants to take over any new post to enable him/her to be well ad versant with the facilities in the area. References Anderson, D. (1984). Selection and implementation of small computer systems for administrative purposes: a guide for school administrators. Ashaye, O., & Irani, Z. (2012). Supporting the use of E-Government in the implementation of Land Administrative Systems: A Conceptual Framework, 2012(1), 19--28. Desai, M. (2011). BlackBerry Enterprise Server 5 implementation guide. Birmingham [U.K.]: Packt Pub. DeVita, M., Hillman, K., & Bellomo, R. (2011). Textbook of rapid response systems. New York: Springer. Lippert, S. (2003). Humanware issues in a government management information systems implementation. Hershey, PA: Idea Group Pub. Poels, G. (2013). Enterprise information systems of the future. Berlin: Springer. Schmitt, J. (2001). Heterogeneous network quality of service systems. Boston: Kluwer Academic Publishers. Shear, W. (2009). Small Business Administrations implementation of administrative provisions in the American Recovery and Reinvestment Act of 2009. Washington, DC: U.S. Govt. Accountability Office. Read More