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  • BSBADM504 Plan and Implement Administrative Systems

    BSBADM504 Plan and implement administrative systems

    ASSESSMENT- 2

    1. Following on from Assessment Task 1, or using a new real or simulated business environment agreed with your assessor, monitor a new or revised administrative system for usage, security and output.

    To ensure that all users are efficient at their roles in new pay roll system we are following Total Quality management procedures with 30/60 days’ evaluation check as follow:

    • Evaluate after training observation check forms. (No of user’s/av. usage time/av. turn- around time/type of users
    • Evaluate for frequency the requests forms by IT help line (statistics on user’s type/ uses categories/inputs provided/outputs generated)
    • Distribute and collect and analyses User evaluation questionnaires.
    • Set up interviews/ reviews with the users.
    • Evaluate and analyses Quality assurance tests trials.
    • Conduct Internal Audit on the 2017 Payroll system.
    • Prepare Correction action plan.

    1. Office automation system. Checks software tools: databases, word processors, communication technology.

    2. Decision support system. Assists people to make decisions by providing information, models and analysis tools.

    3. Expert system. Solves the problem by diagnosing, monitoring, selecting, designing, predicting and training.

    All information held in the system is secure

    Information system must be monitored and tested for the security as follow:

    • Identify System problems:
      1. Test security privilege: Security of data stored, levels of authorization, segregation of duties.
      2. Ensure update of password: Access ID Authorization to the HRIS system, payroll records the payroll service.
      3. Ensure anti viruses program update: Data antivirus measures.
      4. Ensure update / back up performance.
      5. Ensure Privacy Policy is compliant.
        1. Required reports and data is valid, accurate and timely.

    2. Use monitoring and research skills to determine the performance of the administrative system and its users, and identify changing needs of the business. Changing needs may include:

    File 6. Memorandum.

    To: the Retail City Group Employees.

    Post Implementation corrections plan.

    The implementation team would like to inform you that some unknown traveling allowances transactions were identified during post implementation phase. As this functionality was not included in the original payroll system, this could attract a Fringe Benefit Tax for the organisation.

    The post implementation corrections plan has been put in place. See file 5 attached with post implementation activities.

    Transactions processing: (Column B Raw 7)

    1. Monitor the “collects, stores/modify/ retrieve” key commands on the daily transactions of the managerial section e.g. a point-of-sale terminal
    2. Delegate particular payroll system responsibilities to the finance system.
    3. Adjust the “move/ reverse” key commands for travel allowances and patty cash, miscellaneous expenses to the finance system.
    4. Monitor the reconciliation process: identify the pay components from old system / transfer /recognize the allowances in the new payroll calculations.

    Transactions communication: (Column D Raw 7)

    1. Alarm the transactions recognition problems. Add Trouble ticket to transaction processes with an automatic response function.
    2. Make sure the problems are recorded, categorized, prioritized and ultimately assigned.
    3. Report post implementation issues to stakeholders.

    The feedback questions and better resolutions to the problem are welcomed.

    The Project team.

    Add Transactions processing to File 5, column B Software Core requirement. Phase 7

    1. Monitor “Collects, Stores/Modify/ Retrieve” key commands on the daily transactions of the managerial section e.g. a point-of-sale terminal
    2. Delegate particular payroll system responsibilities to the finance system.
    3. Adjust “Move/Reverse” key commands for travel allowances and patty cash, miscellaneous expenses to the finance system.
    4. Monitor the reconciliation process: identify the pay components from old system / transfer /recognize the allowances in the new payroll calculations

    dd Modifications to File 5 Column D Communication Phase 7

    1. Add the Trouble ticket to transaction processes with an automatic response function to alarm the transactions recognition problems.
    2. Make sure the problems are recorded, categorized, prioritized and ultimately assigned.
    3. Report post implementation issues to stakeholders.

    3. Prepare a monitoring report:

    The Payroll system should be monitored for validity of reports and data:

    • Create a Reporting Calendar.
    • Keep up to date with Daily function/ the owners/ the approvers/due date/completion date/shared.
    • Configure your automated reporting calendar to red flag
    • Manage information system.
    • Performance review reports.
    • Budget reports.
    • Transaction reports. (receipts, cheques)
    • KPI performance measurement reports, etc.
    • Manage Database information system: monitor data stored.
    • Batch processing: check /process/ evaluation reports on the transaction data, cheques, receipts, etc
    • Real-time processing: Evaluate transaction system to secure instant confirmation and its connection to database.

    4. Prepare a communication to current users outlining changes to the system or procedures. Ensure you use communication skills to build support for the improvements.

    • Establish hierarchy of communication. The core team members are dedicated full time to the project. A project HQ is provided for the duration of the project, where the project team will be based. Allocate responsibility for the project team members.
    • Establish communication the team/management staff/ employee /service providers, ensuring that confidence remains high, problem notification stays organized, and solution provision is expedited.
    • Establish direct contact with system administrators, contact with a helpdesk system. Set up communication protocols
    • Publish and communicate Implementation strategies via intranet blog. Publicize Interest in theproject at an executive level.
    • Engage with other organizations which use the new system, and with a system User Group if one exists.
    • Assign the supplementary/ training/ etc, resources for implementation. Publish/ post/ communicate them through the project.
    • Publish Training plan. Establish blog feedback communication.
    • Set up company IT help line, followed by feedback communication on the blog.
    • Establish in-house Business Intelligence expert groups to work withthe new system, which remains available to the HR and Payroll teams after the implementation complete.
    • Set up “walk-in” issue notification windows, dedicated to system projects. The customers must use other means to communicate nonemergency issues such as emails, faxes, and notification memos.
    • Establish a Trouble ticket system to enhance productivity. Ensure the processes are in place to record, analyses, and fix problems. Eliminate issues by establishing the emergencies procedure All problems get recorded, categorized, prioritized and ultimately assigned to someone.
    • Implement an automatic response function, as part of a trouble ticket system. An e-mail, listing the problem, along with other pertinent data is a great way to alleviate some of this “black hole” feeling.

    5. Prepare an induction plan for new staff reflecting lessons learned from implementation and monitoring of the administrative system. Include in your induction plan:

    1. the skills required to perform the relevant administrative task
    2. a pathway for learning these skills using an appropriate mode of delivery (such as online or face-to-face delivery)
    3. a training session plan, including information on relevant timings and activities for the session; such as an introduction to procedures, practice on procedures, and testing of procedural ability.

    Step 1 Performance Review, position description meeting/ on line discussion

    -Provide information about key responsibilities of the position

    -Distribute Skills Key indicators form (knowledge and abilities/ key skills required).

    - Consultations on current changes in the job since the position description were made/ new key responsibilities/ consider outcome

    Step 2 Analyze the employee current skills and knowledge/ observations

    -Receive Employee Feedback on current position description,

    -Provide your own employee observation feedback; what have you noticed them doing well? What key responsibilities are they currently expected to perform that may need improvement?

    - Gather copies of formal qualifications, training courses completed/ information on task performed in previous positions.

    - Gather data available from the Human Resource information system.

    Step 3. Skills/ knowledge Gaps analysis.

    -Decide whether there is a gap in the staff member’s skills or knowledge.

    -Decide if some revision is required to 'bring them up to scratch'.
    -Ask the staff member which areas they consider need addressing.

    -Identify tasks that you may have missed or refine tasks so that the training can be more effective.
    -Prioritize skills needs, fill up Training need analysis form and set up copy for Training and Development Plan.

    - Review and confirm with HR Training needs analysis,

    -Conduct ROI analysis in collaboration with HR.

    Step 4. Identify training solution

    -Find out the best way of closing the skills/knowledge gaps/ subject to PD budget availability

    -Internal Options available such as:

    1. One on one training or coaching in the workplace.
    2. Self-directed learning –written instructional material or written guidelines or instructions.
    3. Short-term training courses – internal –at the Professional Development Unit’s
    4. Mentoring.
    5. Buddy system.

    -Suitable training solution agreed with HR.

    -Implement

    Training/ Development plan

    Step 5. Evaluate performance after training.

    • Conduct on- job assessment -practical test.
    • Discuss whether or not the key responsibilities can now be completed competently
    • Conduct performance review interview.
    • Ask the staff member to evaluate his or her own effectiveness in the task.
    • Discuss the performance gaps that were the reason for the training are still there
    • Complete Training evaluation forms

    Payroll Administration system

    Training and development plan

    Topic Session

    Learning Outcome

    Resources Required

    Starting new payroll program

    Learn to Integrate of new components into current systems. See demos of prospective systems.

    Handbooks videos, demo. Simulation online lab, video, system demo Review manuals of target systems. Read systems manuals, "play" with demo systems to learn functionality.

    Creating a new customer profile

    To learn how to create profiles

    System user manual, Simulation lab, Video, system demo. Review manuals of target systems. Read systems manuals, "play" with demo systems to learn functionality.

    Saving new information

    To learn how to save and delete the information

    Handbooks, video, Presentation demo. Review manuals of target systems. Read systems manuals, "play" with demo systems to learn functionality.

    Retrieve historical data

    To learn how to recover lost or erased data from software history

    System user manual, Simulation lab, Video, system demo. Review manuals of target systems. Read systems manuals, "play" with demo systems to learn functionality.

    Payroll Administration system

    Training schedule.

    Phases

    Training details

    Method

    Trainer

    Location

    Dates

    High Level Design

    Training of installation/ technical team.

    -Online

    -Coaching

    -Incorporate training.

    -Skills assessment

    Vendor

    In-house/ Onsite/

    Vendor HQ

    22.11-26.11

    Detail Design

    Training of project team/ initial users

    Online, Coaching/ Incorporate training

    Skill assessment techniques.

    Vendor/ in-house

    IT service

    In-house/ Onsite/

    Vendor HQ

    15.12-20.12

    System Implementation

    Training of employee users

    In house software mentoring/ buddy sys-m/Skills assessment techniques

    Project team/IT /Vendor

    In-house /Onsite

    15.01-25.01

    Support & Maintenance.

    CPD for new and existing employee

    In-house mentoring/on job training,

    PD classes/ Induction training

    Project team/ IT services

    In-house /onsite

    15.02- 28.02.

    Q&A Training, Help lines training.

    IT and Project Managers help lines / Vendor help desk/ Professional community

    Project team/IT

    In-house/onsite

    03.19/ cont.

    Training and Development plan.

    Training plan

    Topics

    Methods

    Resources Required

    Time line

    Induction Training

    -OH&S training and introduction to job duties, policies and procedures.

    -Introduction to facilities/ technology.

    -Complete learning style questionnaire.

    -Introduction to payroll software.

    -Complete Evaluation test.

    General introduction, on job work online demo

    Mentoring.

    Handbooks videos, demo. Simulation online lab, video, system demo Review manuals of target systems. Read systems manuals, "play" with demo systems to learn functionality.

    Complete Within 2 days after job commencement

    Role Training.

    On-job training for duties. New system Training. Guidance with respect to the overall objectives of the system.

    -Payroll software training.

    Start program

    Create a profile

    Save information.

    Retrieve historical data

    Self-direct study /IT help line/ Mentoring.

    Handbooks videos, demo. Simulation online lab, video, system demo Review manuals of target systems. Read systems manuals, "play" with demo systems to learn functionality.

    Complete 1 month from the job start

    1st month Performance review

    Complete Practical on-job training test.

    Fill up the assessment form

    Practical assessment.

    Interview discussion of training gaps.

    Work instructions, SOPs manuals, policies, technical manuals.

    Within 2 days after 1st month work started (30 min- 1 hr)

    Ongoing professional development

    Complete training evaluation form

    Complete gap analysis.

    Complete training needs form.

    Continue with PD according to assessment

    Subject to PD budget availability.

    Subject to HR decision on Analysis of training needs.

    Continue with buddy system for 1 year.

    Work instructions, SOPs, Office technology manuals, policies, training videos, blog/ forum /project team help line.

    Continue till the end 1st year since starting the job.

    Knowledge/ practical tests

    Perform knowledge test or a practical exercise.

    Fill up Gap training assessment.

    Mentor/Line manager assessment

    Work instructions, SOPs, Office technology manuals, policies, training videos, blog/ forum /project team help line.

    every 3 month till end of the year

    12 month performance review

    Complete Practical on-job training test.

    Fill up the assessment form

    Practical assessment.

    Interview discussion of training gaps

    Work instructions, SOPs manuals, policies, technical manuals.

    Within 2 days after 1 year job has been started( 1 hr)

    New initiative training

    Complete training needs form

    Perform training needs test after training

    Complete training evaluation form

    Expert training.

    Mentoring

    Subject to implementation plan

    Subject to implementation plan.

    Subject to implementation plan

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