OFFICE ADMINISTRATION

CXC
SCHOOL BASED ASSESSMENT

PROJECT TITLE: DESPATCH AND TRANSPORT OFFICE

NAME OF CANDIDATE:
CANDIDATE NUMBER:
NAME OF SCHOOL:
NAME OF TEACHER:
TERITORY:
TABLE OF CONTENTS

Criteria one (1): Preparation

Title of the project…………………………………………………………………………… 1
Aims ………………………………………………………………………………………… 2
Functions ……………………………………………………………………………………. 3
Correspondence……………………………………………………………………………… 4

Criteria two (2): Gathering Data

Methodology………………………………………………………………………………... 5-6
Five Interview Questions……………………………………………………………………. 7
Schedule of Activities……………………………………………………………………….. 8
Legislation ………………………………………………………………………………….. 9-11

Criteria three (3): Presentation

Report……………………………………………………………………………………….12-13
Office Equipment…………………………………………………………………………... 14
Bibliography……………………………………………………………………………….. 15
TITLE PAGE

Project title: Despatch and Transport Office

Name of candidate:
School:
Teacher:
Territory:
Candidate number:
CRITERIA ONE (1): PREPARATION
TITLE OF THE PROJECT:

How do the Dispatch and Transport departments ensure that the quality of the goods are retain.

1
AIMS

1. To investigate what documents are used by the Despatch and Transport office to interpret
information
2. To investigate the duties of a clerk in a despatch and transport office.
 2

FUNCTIONS

 A function of the despatch office is to organize the goods with suitable and adequate
coverage before despatch.

 A function of the transport office is to maintain and prepare transportation records of

vehicles making deliveries.
3
Linden Branch Manager
Banks DIH Limited
11-12 Republic Avenue and Crabwood Street
Mackenzie
Linden

18th May 2018

Juanita Duncan
Purple Heart Street
Mackenzie
Linden

Dear Sir/ Madam

REQUEST TO CONDUCT AN EDUCATIONAL VISIT

I, , a 5th form student of Mackenzie High School preparing to write the

Caribbean Examinations Council (CXC). As a part of my study, I am required to submit a
School Based Assessment (SBA).

I am here by requesting to conduct an educational visit in your despatch and transport

department to fulfil my requirements to my SBA. This is with the objectives of giving me
an insight on the operations of the dispatch and transport department with Banks DIH
Limited for my Office Administration SBA.

In connection with this, I would be able to gain a better understanding of the despatch
and transport department within the organization. I would like to visit your company on
October 5th 2018 from 9am-10am. I hope that this request will merit your most favorable
response.

Thank you so much

Sincerely,

4
TITLE PAGE

Project title: Despatch and Transport Office

Name of candidate:
School:
Teacher:
Territory:
Candidate number:
CRITERIA TWO (2): GATHERING DATA
METHODOLODY

The purpose of this investigation is to establish the aims of the investigation, an interview was
conducted to support and better obtain information. This instrument was chosen over the
remaining instruments because the interviewee is able to give immediate response. The main
advantages of an interview are that it is useful to obtain detailed information and it also allows
more detailed questions to be asked.
 5

INTERVIEW SHEET
1. Who manages this department?
2. What are some of the services provided by this department?
3. What are two functions of the depatch office department?
4. What are two functions of the transport office?
5. What are the duties of the clerk in the despatch office?
6. What are the duties of the clerk in the transport office?
7. What documents are used by the despatch office in its daily operations?
8. What documents are used by the transport office in its daily operations?
9. Does the company own its own transportation for daily operations? If yes, why?
10. What are some of the goods being dispatched on a daily basis?
11. What documents must be completed for the despatch of goods?
12. What is the purpose of using a destination sheet?
13. Do you monitor vehicles despatched with goods? (If the company owns the vehicle)
14. How do you monitor to ensure the vehicles are being used for company and not personal
purposes? ( If the company owns the vehicle)
15. Why it is important for the despatch office to be in contact with sales and marketing
office of your organization?
16. Why is it important to have a schedule for the maintenance of vehicles?
17. How has the advancement of technology influenced the quality of services provided by
this department?
18. What are some rules one must adhere to upon visiting this department?
19. What are safety measures employed to ensure safety of employees?
20. Are there any government regulations governing how this department operates?

6
INTERVIEW QUESTIONS

1. What are the duties of the clerk in the despatch office?

2. What are the duties of the clerk in the transport office?

3. What documents are used by the despatch office in its daily operations?

4. What documents are used by the transport office in its daily operations?

5. What is safety measures employed to ensure safety of employees?

 7

SCHEDULE OF ACTIVITIES

DATE ACTIVITIES COMMENTS

17th/04/2018 SBA Guidance SBA guidance was given and
explained.
18th /04/2018 Letter of correspondence It was constructed but was not
submitted.
25th/04/2018 Interview sheet It was constructed but not
submitted.
30th/04/2018 Placed in groups Students were separated in
groups.
4th/05/ 2018 Aims or objectives Aims were established and
submitted.
16th/25/2018 SBA Guidance SBA guidance was given and
explained over.
16th/05/ 2018 Interview requested The interviewee did not respond.
5th/10/2018 Interview requested again Information was gathered.
16th /10/2018 SBA stared Started to type information
gather from interview.
28th /10/2018 SBA submission SBA finished and submitted

8
LEGISLATION

9
 10

 One piece of legislation governing the workplace is that all employees are required to
wear safety gears when entering the working environment.

 The candidate becomes aware of this legislation above due to observation when
employees were walking on the premises.

 One health and safety practice observed when carrying out the project is that employees
must wear safety gears.

 One staff rule with which the candidate had to comply in carrying out this project is to
treat customers with utmost respect.

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TITLE PAGE

Project title: Despatch and Transport Office

Name of candidate:
School:
Teacher:
Territory:
Candidate number:
CRITERIA THREE (3): PRESENTATION
REPORT

FINDINGS
The business I have research was Banks DIH Limited. They produce numerous different
products at a variety of different branches. In 1992 the company obtained the first Coca-Cola
franchise in South America, and during the 1950s rum production also expanded. In 1995 the
company was floated as a public company, and it was merged with Banks Breweries in 1969 to
form the present Banks DIH Ltd. Banks DIH was the first company to float shares publicly in
Guyana. This investigation was carried out to show that the despatch and transport department is
very important in an organization.

The main aims of this project were: to investigate what documents are used by the despatch and
transport office to interpret information and to investigate the duties of a clerk in the despatch
and transport office.

One function of the despatch office is to organize the goods with suitable and adequate coverage
before despatch.
This department receives goods from production and prepares them for delivery to the transport
department. They are also responsible for packing and labelling these goods as well as
completing the necessary paperwork. The despatch clerk must ensure that everything is correct
by referring to the customer’s original order. Example: checking that the product is correct in
terms of size, color and description, the quantity is correct and the goods have to been inspected
and passed by quality control, and have not been damaged since then. Then they must record this
information and complete documents for transporting and delivering the goods. These vary
depending upon the type of goods and the destination. Goods despatch locally uses less
paperwork than exotic items being sent abroad. The despatch office clerk is responsible for
preparation of documents for despatched goods and packing products.

12
A function of the transport office is to maintain and prepare transportation records of vehicles
making deliveries.
The transport clerk keeps a record of all deliveries planned and made. This is needed to answer
all customer queries and if there is a problem, such as damage discovered after unpacking or part
of the order is missing. For each delivery, the records will include the types of goods, the
customer’s name and address, the expected delivery date and time, and the type of transport and
name of driver.

Some documents used in the despatch and transport department are:

 Destination sheets-these show the deliveries planned by all of the company vehicles on a
particular day.
 Credit note- is a commercial document issued by sellers.
 Stock sheet-is a sheet that have a list of items and helps keep track how much of the type
of product is coming in and out your business.
 Delivery schedules- to provide the delivery driver with information about the deliveries
they have to make.

RECOMMENDATION
New technology can increases skills and abilities of workers which can add to productivity.
They can also employ more workers to help in terms of customer assistance during peak periods.
Increasing and providing proper tools and equipment to workers to improve performance in
efficiency.

LIMITATION
When the business was first contacted for an interview there wasn’t any response but after
reaching out for a second time they responded by saying they will visit us at the school on 5th
October 2018 in which the interview was conduct. Getting the legislation was difficult; however
the researcher was able to obtain the legislation via the internet.

13
OFFICE EQUIPMENT

DATE EQUIPMENT USED PURPOSE OF SUITABLITY FOR

EQUPMENT TASK
5th/10/2018 COMPUTER To prepare letters and Allows the office
other documents clerk to store
confidential files
quickly.

5th/10/2018 PHOTOCOPIER To make copies of an Allows the office

documents clerk to make copies
of any document.
5th/10/ 2018 FILING CABINET Used to hold files for Allows the office
a prolonged time. clerk to store
document used in the
business.
5th /10/ 2018 TELEPHONE Used to communicate Allows the office
with other clerk to talk to people
departments and who call and to talk
people who are trying with other
to call the department.
organization.

14
BIBLIOGRAPHY

DATA NAME JOB TITLE PLACE

INTERVIEWED
5th /10/ 2018 Jones (Ms.) Sales Supervisor Mackenzie High
School
5th /10/2018 Grant (Mr.) Administration Mackenzie High
Supervisor School

WEBSITES

WEBSITES DATE WHEN PUBLISHED

https://en.wikipedia.org/wiki/Banks_DIH 23 February 2018

BOOKS
DATE NAME OF BOOK AUTHORS
11th/02/2019 Office Administration for Allison Trenfield- Newsome
CSEC Examinations and Colleen Walker
Series Editor: Dr. Mike Taylor
11th/02/2019 Office Administration Frank Ramtahal
11th/02/2019 Office Administration for Carol Carysforth. Charon
CSEC Maxime. Yvonne Metz. Mike
Neild

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