Saturday, April 21, 2012

Administration Office Systems

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Contents


DOCUMENT OVERVIEW


INTRODUCTION


PART A SYSTEM REQUIREMENTS AND ANALYSIS


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SYSTEM REQUIREMENTS


PERSONNEL 4


EQUIPMENT 4


SPACE LAYOUT 4


PROCEDURES 4


ANALYSIS OF THE CURRENT SYSTEM AND PROCEDURES 5


EASY TO OPERATE 5


COST EFFECTIVE 5


MANUAL, COMPUTERISED OR BOTH 5


QUALITY CONTROL 5


FINANCE 5


PART B - PLAN OFFICE ADMINISTRATION SYSTEM 6


THE OFFICE ADMINISTRATION SYSTEM REQUIREMENTS 6


SYSTEM PURCHASE PRICE & SUPPLIER


SYSTEM RUNNING COSTS 10


AMOUNT OF PERSONNEL NEEDED TO RUN AND USE SYSTEM. 10


MINIMISATION OF DOWN TIME (AFTER PURCHASE SERVICE) 10


STAFF TRAINING NEEDS ERROR! BOOKMARK NOT DEFINED.


PART C � IMPLEMENTING THE OFFICE ADMINISTRATION SYSTEM 10


WORK FLOW 10


FORMS 11


EQUIPMENT USE 11


PERSONNEL USE 11


SYSTEM COST 11


PART D � MONITOR THE OFFICE ADMINISTRATION SYSTEM. 11


MONITOR THE SYSTEM FOR CORRECT USAGE 11


DEAL WITH CONTINGENCIES TO ENSURE THE MINIMAL EFFECT ON USERS OF THE SYSTEM 1


MODIFY THE SYSTEM TO MEET CHANGING NEEDS IN A TIMELY WAY 1


CLEARLY DEFINED MODIFICATIONS AND TO NOTIFY THE USERS OF THE SYSTEM ABOUT THE MODIFICATIONS 1


FLOOR PLAN OF THE SOUTHERN DISTRICTS BASKETBALL ASSOCIATION OFFICE 1


BIBLIOGRAPHY 14





DOCUMENT OVERVIEW


This document will report on the Administration Office System of the Southern Districts Basketball Association. The purpose is to outline the planning and establishment of the office system by studying it, analysing it, and developing a plan to improve it. Recommendations will be made on monitoring and modifying the new system, along with ways of training staff in the operation of the system within the organisation.


INTRODUCTION


The purpose of this report is to examine the Southern Districts Basketball Association (SDBA) current Administration Office System and its procedures. The SDBA is located in Carina. It is a 4-court basketball stadium, and is located at the Clem Jones Centre. It currently has 1700 members. An analysis will be conducted, and a need or gap in the system is to be identified in looking for a way to improve the current system. A plan will be developed and implemented to make changes in the system. Recommendations will be made on how to monitor the effectiveness of the new system and on training staff in the operations of the new system. Information on the office systems of the Southern Districts Basketball Association is limited due to not being part of the organization. The information I have received isn’t in great detail and is general.


PART A SYSTEM REQUIREMENTS AND ANALYSIS


SYSTEM REQUIREMENTS


In this section I am going to evaluate the current Administration Office System (AOS) of The SDBA in the following areas.


· Personnel


· Equipment


· Space layout


· Procedures





PERSONNEL


Currently there is 5 staff employed at the SDBA who runs the AOS. 1 General manager, development officers, and administrative assistants. This seems to be an adequate number of people to run the office. The administrators use the system the most because they are always inputting and outputting data.


EQUIPMENT


The equipment within used the office system are as follows � 4 computers (1 laptop, computers) printers, photocopiers (1 not used, but for backup), phone lines (1 front office, 1 back office), phones, and 1 fax.


SPACE LAYOUT


The space layout is cluttered and definitely needs review. There is not a lot of room for the amount of equipment and personnel. The office really needs to be extended or an entire new layout needs to be developed. The office is an open plan. The effective operation of the AOS is hindered because the lack of space and its layout. The office space was originally designed for people quite a few numbers of years ago. As the years have gone by the staff and equipment has increased, while the office space has stayed the same making the working environment uncomfortable and cramped.


PROCEDURES


The SDBA does not have any current procedures in place. One of the short-term goals of the organisation is to develop and implement policies and procedures.





ANALYSIS OF THE CURRENT SYSTEM AND PROCEDURES


EASY TO OPERATE


The equipment itself is easy to operate. The staff is well aware on how to operate the equipment. The biggest problem is the environment they have to operate the system in.


COST EFFECTIVE


The running of the current system is affordable for the organisation to maintain operation. The costs are pretty low, as they only need to pay for the electricity to run the printers, computers, fax etc. and for supplies such as stationery and ink cartridges. Last year they spent a total of $,875.45, which included an upgrade in a new computer, which was about 4,000.


MANUAL, COMPUTERISED OR BOTH


The SDBA have a manual system and a computerised system. The SDBA have a manual payroll system, some information is also stored manually in journals and ledgers. Source documents are used to enter information into the computer system. The computer is used most often for the input and output of information and for processing information.


QUALITY CONTROL


The SDBA does not consider this factor in their current operations. The association would benefit from having some quality control policies to ensure great results at the lowest possible price.


FINANCE


There is no money allocated in the budget for the development of the AOS. If something goes wrong they fix it or find another alternative if finances don’t permit them to fix it.


PART B - PLAN OFFICE ADMINISTRATION SYSTEM


THE OFFICE ADMINISTRATION SYSTEM REQUIREMENTS


I have chosen to focus on the space layout system and the office environment, as I consider it to be an evident problem in the AOS. The SDBA office is very small and space is really constricted, and the environment is stale and boring. The following essential elements are required to have an effective office system.


1. Space in which to work;


. People to perform the work;


. A comfortable, satisfying environment in which to work;


4. Efficient furniture and equipment to assist in performing the work;


5. Adequate controls to ensure that the office system meets its goals.


How space is planned, organised and used affects the productivity and morale of the staff. The use of space is important when setting up the office. Things such as the grouping of people, furniture and equipment must be considered when planning the office system. There are main elements in an office system. The 1st element includes the physical features of the office. For example the design of the building, window and door locations, plumbing heating and air conditioning. The nd main element involves the functional work requirements. This includes the information needs of the association, such as, department functions and locations, open and private work areas, special facilities, the work being performed, and the number of employees as well as the number of employees in the future (which was not considered when designing this office) and finally the equipment and furniture required to complete the work required.


The objectives for effective space management in accordance with the previously mentioned factors are-


6. To provide sufficient space that is used to the fullest


7. To develop work flows that are low in cost


8. To permit flexibility in layout for possible rearrangement of workstations and for expansion or contraction of space needs


. To coordinate the use of space with all related factors in the work environment, such as heat, light, colour and noise control.


10. To assure employees, as well as customers and the general public, of comfort and convenience


11. To review regularly the long range space needs of the office and make improvements if necessary


The environment of an office is very important as well. It has a strong direct effect on the quality and quantity of work produced in the office as well as on the morale of the staff. Common environmental problems are things such as sitting in uncomfortable chairs, a hot room with no air conditioning, noise and bad lighting. Office staff wants a workplace that is flexible, comfortable, safe and understandable. (As far as the use of resources are concerned) along with reliable efficient procedures.


There are many work environments to be considered. The surface environment consists of the physical features that are essential to the building, the layout, and the work being performed; in this environment there are walls, ceilings, floors, furniture and equipment, and all its coverings, including the use of plants. All of these physical items have a direct effect on the psychological state of the office staff. Colour is also important; it effects our emotions (moods and attitudes) and comfort in the workplace. I would like to paint the walls a light blue. This will make the office feel larger. It has a cooling effect and will create a soothing, pleasant and calm effect. It is also known to reduce blood pressure and stress. Even though there is not a lot of room I would like to have some plants in the office, they don’t have to take up a lot of space and can even be hung from the ceiling. This will brighten and warm the office and add colouring.


The seeing environment is also important when considering the environment of an office. Adequate lighting of the office provides comfort and an aesthetically attractive work area. It makes it easier to read paper documents, and causes better health and morale, which allows for greater efficiency in the office.


The hearing environment deals with office sounds, which can be good or bad. Background music and pleasant conversation is good, and sooths workers, while street noise, vibrating machines, ringing telephones and squeaky doors are irritating and distracting, this hinders production. Unwanted sound is called noise, and must be controlled in order for the office to be efficient. Noise isn’t too much of a factor at SDBA. There is no place in the office for privacy if needed. I propose to put a door in the opening of the back office (general managers office) this will help to eliminate noise and give privacy if needed. I would like to have some background music in the office; this will help to calm nerves and lesson work monotony.


The air environment is something that definitely needs to be addressed. The air environment is the total atmosphere created in the office by air factors such as- temperature, humidity, circulation and cleanliness of the office. There is no air conditioning system, but their needs to be. There are also no windows. I propose to install a new air conditioning system but due to budgetary constraints the SDBA will have to wait until next year before the association can afford one.





SYSTEM PURCHASE PRICE & SUPPLIER


New Door


Supplier Price


Doors Plus $.00 (Including Installation)


1804 Sandgate Rd


Virginia QLD 4014


Ph (07) 86586


Doors and Door fittings


Indoor Plants


Supplier Price


Indoor Expressions Indoor Plants


7 Deagon St $8.00.


Capalaba QLD 4157


Ph 845 674 Mob.04081 861


Indoor plants, gardens and supplies


Hi-Fi Equipment


Supplier Price


JB HI-FI Panasonic CD Player


544 Kessels Rd. $18.00


MacGregor QLD 410


Ph (07) 84 51


Paint


Supplier Price


Michael Groves $00


Paint Contractor


SYSTEM RUNNING COSTS


The only extra running cost will be the electricity used to power the Stereo.


AMOUNT OF PERSONNEL NEEDED TO RUN AND USE SYSTEM.


The amount of personnel needed to run and use the system will remain the same as before.


MINIMISATION OF DOWN TIME (AFTER PURCHASE SERVICE)


There is little service required for the new system products. The plants will have to be watered regularly.


STAFF NEEDS


The staff will not require any training for the new system. One person will be held responsible for watering the plants.


PART C � IMPLEMENTING THE OFFICE ADMINISTRATION SYSTEM


WORK FLOW


The work flow will improve because the staff will have a comfortable, satisfying environment.


FORMS


No forms will be required for the changes made in the AOS.


EQUIPMENT USE


The only equipment that will actually be in use is the new hi-fi system. There will be a manual on how to operate this machine, but is pretty straight forward.


PERSONNEL USE


The changes that I have implemented into the system don’t actually require any personnel use, besides the press of a button on a stereo.


SYSTEM COST


Labour for painting the inside of the office will be $10 per hr (estimated 15 Hrs work) $150 A member of the association and friend of management is a painter by trade.


The total system costs come to $810.00


PART D � MONITOR THE OFFICE ADMINISTRATION SYSTEM.


MONITOR THE SYSTEM FOR CORRECT USAGE


The system does not need monitoring for correct usage because the changes put in place are not functional.


DEAL WITH CONTINGENCIES TO ENSURE THE MINIMAL EFFECT ON USERS OF THE SYSTEM


This is not relevant to the system I have put in place. All the changes I have put in place are to help the users of the system.


MODIFY THE SYSTEM TO MEET CHANGING NEEDS IN A TIMELY WAY


The system will require very few changes if any.


CLEARLY DEFINED MODIFICATIONS AND TO NOTIFY THE USERS OF THE SYSTEM ABOUT THE MODIFICATIONS


If any changes are required management in advance will notify the users personally.


The staff will not need to be trained in the new system.





FLOOR PLAN OF THE SOUTHERN DISTRICTS BASKETBALL ASSOCIATION OFFICE


Desks Printers Photocopier


Computers Telephones Shelves





Basketballs Fridge Staff


Front door





BIBLIOGRAPHY


McBride, Margaret, Office management principles and practice, Southwestern publishing company, Cincinnati Ohio, 1


Michael Carter


BIBLIOGRAPHY


McBride, Margaret, Office management principles and practice, Southwestern publishing company, Cincinnati Ohio, 1


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