1

Question 1

An administration system is a manual or computerised system that processes and organises

information of an organisation. While the manual administration system entails hard copy

materials that are put in cabinets, a computerised administration system entails the hardware,

software and personnel involved in processing, organising and saving information. Most

organisations tend to use a combination of these two systems in order to keep information more

safe and secure.

An organisation uses an administration system for purposes such as;

1. Financial management

2. Record keeping

3. Information sharing

4. Data collection

5. Personnel management

Question 2

The questions that an organisation asks stakeholders or staff members when establishing the best

suitable administration system include:

1. Does the administration system fulfil the needs of the organisation?

2. What is then budget for establishing and implementing an administration system?

3. How long will take to implement the system?

4. How does the system perform?

5. Will staff be trained to use the system? If yes, how will they be trained?

Question 3
 2

While open tenders refer to the bidding processes that is open to all suppliers because the tender

has been advertised to the public, closed tenders refer to the bidding process that accepts offers

from a selected group of suppliers that meet the requirements of a tendering organisation. In

order to provide an appropriate quote, a potential supplier needs the following information.

1.Budget. The supplier needs to know the budget that is set by the tendering company.

2. Deadline/milestone. The supplier needs to know the date by which the quote is required.

3. Quality. The supplier needs to know the quality that an organisation aims for in the

administration system.

4. Staff. The suppliers need to know the skill set of staff involved in the implementation of the

project.

5. Methodology. The supplier needs to know how the quotation needs to be formatted both in the

technical and financial sections.

Question 4

(i)

Cost per year=$ 84,000/7

=$ 12,000+$ 6,000 (technical support)

=$18,000

(ii) Cost per year= $ 105,000/10

=$10,500 +($500/2)- servicing cost

=$10,750

Therefore, Vision Technical Consultant quote is the most effective as the yearly cost is lower

than the quotation given by Access Administration Company.

 3

Question 5

An action plan is a detailed plan that indicates how staff members can achieve other goals of an

organisation’s project. It may entail actions needed in order to implement an administration

system. Implementation stages in consultation with staff include:

1.Breaking down big tasks into smaller ones that can be managed by staff

2. Identification of resources needed to implement the project

3. Setting goals that are realistic

4. Setting deadlines for smaller tasks

5. Ensuring that staff members are familiar with the action plan

Staff members can be encouraged to participate in the implementation process by arranging

meetings to discuss the actions that need to be taken while ensuring that their opinions count in

the decision made. In so doing, staff can feel empowered and will be proud to be part of the

implementation process.

Question 6

(a)

The process involved in the implementation of new or modified administrative system include

the development of a detailed implementation plan, which could be an action plan. Elements of

an action plan may include the human and physical resources, responsibilities of personnel

involved in the project, timelines, budgetary requirements, implementation strategies as well as

contingencies and risks.

(b)- The procedure for using the new system can be communicated to staff through the

communication channels that the organisation uses. It can be done through weekly meeting,

email and/or any other form of business correspondence.

 4

(c)

- Phased training that allows staff to familiarise themselves with the system so that they can do

day-to-day jobs effectively.

-Formal training through formative assessments to help staff gain knowledge and skills for using

the system.

-Informal training where a new staff can be paired with an experienced colleague who can teach

the new staff how to use the system.

(d)

The new or modified administrative system can be monitored through an effective feedback

system, which can allow managers to gather valuable information from system users. System

users are the ones that are more likely to pick up problems in the system, and managers can then

take immediate action to reduce the impact on users.

Question 7

(a)-Changes to an administration system might be required in the form of simple modification or

a new system.

(b)

1. Budget. A system change may be required due to the budget of the organisation.

2. Detailed design. Change may be required because of the system’s additional specification to

the design.

3. Maintenance and support. Changes may be required due to regular updates introduced during

maintenance.

4. Legislation. A change may be required due to the introduction of a new law.

 5

5. Customisation. Changes may be required due to system customisation that meets

organisational needs.

6. New business proposal. A new proposal by the organisation may require a change in the

administration system.

7. Service improvement. The need to improve services may require some changes to the

administration system.

8. User experience. A change to the system may be required in order to improve user experience.

9. Customer needs. Changes in customer needs may as well require the system to be changed.

10. New technology. The system may need to be changed due to a new technology.

(c)- Users can be notified about the changes in the administration system through email or

another other form of business correspondence that is relevant to the organisation.

(d)-Staff training needs can be monitored through the organisation’s feedback systems as well

personal logins and passwords, which give staff access to a system. New staff members who do

not know how to use the system can be trained on how to use the system.

Question 8

The working knowledge of legislation involved in business is important as it makes staff

members of an organisation to comply with the law of the land. That knowledge is an essential

clue that employees of an organisation are aware of the requirements that have been put in place

so that a business can protect employee’s welfare by ensuring that they are not discriminated

based on their race, renumerated fairly and that their health and safety concerns as well as those

of customers are observed. Knowledge of legislation also ensures that a business is adhering to

the requirements of privacy, finance and ethical principles. Failure to adhere to the requirements

can bring legal issues to the organisation, which is detrimental to the financial health of a
 6

business especially when the organisation loses a case and is required to pay damages to the

plaintiff. Therefore, the knowledge of legislation helps an organisation to run ethically and

legally and to avoid potential legal and ethical issues that may affect a business.