Table of Contents

Abstract ......................................................................................................................................................... ii
Problem Definition ........................................................................................................................................ 1
Ghant Chart ................................................................................................................................................... 3
Analysis of the Problem ................................................................................................................................ 4
Identification of Possible Solution .............................................................................................................. 11
Evaluation of Possible Solution ................................................................................................................... 13
Solution ....................................................................................................................................................... 16
Justification of Solution............................................................................................................................... 17
References .................................................................................................................................................. 19
Appendix A .................................................................................................................................................. 20

Appendix B .................................................................................................................................................. 22
Appendix C .................................................................................................................................................. 23

i
Abstract

The research carried out was to investigate the operations of a Home Away From Home Daycare

Center. In this research you will find numerous problems that the day care center faces. Also in

this project you will find the possible solutions to solve the problems that the business‟s faces

and how effective the solutions are.

The researcher used primary and secondary sources to ascertain information from management,

staff and customers to find out the problems and to give their ideas of how they think the

business can resolve the problems they face. The research also included the business budget,

mission statement and an annual report.

ii
Problem Definition

Caring for children is what we do best; this is the motto of a Home Away From Home Day Care

Center for children. It is located on the main street of Santa Cruz and is owned and controlled by

Mrs. Charnelle White. The main aim of this business is to ensure customers‟ satisfaction and

ensure that all patients are showered with happiness. This business caters for children between

the ages of 2 months to 3 years old. In the 3rd year of the business there was a rapid decrease in

the profits. Although the business have been making profit its main aim which is satisfying

customers is not being fulfilled, as we have gotten numerous complains about our services. The

customers felt that the process of registering children is too lengthy and this is time consuming.

Other customers felt that they had to take too much documents when registering the child. Our

clients also complained about the idea of taking large sum of cash when paying the fee. They

also made a complaint about the distance they had to travel just to register and find out

information about the business. After a week observation of the day care it was observed that

when a child is been registered the office workers have to write out the information in sole book

called the “Registrar Book”. This posed a serious problem as when a new client arrives the other

staff members have to wait on the book and the customers tend to lose their patience. It was also

observed that whenever clients came to leave their children the staff members had to search to

find their documents which were very time consuming. It was also noticed that some of the

handwriting was not legible and numerous amounts of mistakes were made, which caused huge

problem. Because of the system used where data is recorded in books there is a fear that the

books maybe destroyed through natural disaster or any other fatal activity. This study seeks to

carry out the evaluation of the efficiency and adequacy of processing involved in the daily

1
registration of a day care center. By implementing a simple computer based system these

problems can easily be solved. A data base will be used to record the personal information of

customers; this helps the staff members to have easy access to record the information. This will

lead to less errors being present, and it will be less difficult to understand the information as it

would be legible. In order for a customer to have fewer documents, the business will provide

each staff member with a computer. An intranet network will be made available on these

computers each clients file would be kept instead of a file cabinet where it may be destroyed or

misplaced. This information will also be stored on a flash drive in case of a problem with the

computers. Due to the fact that each employee will be given their own computer, this would lead

to a reduction in the time taken to register a child, and the ability to access data simultaneously

will be easily achieved. To reduce the problem of taking large sum of cash what will be

provided is the use of a „Point Of Sale Machine‟ where customers will be able to use their debit

or credit card. To spare the trouble of travelling long distances to register the child or find out

information about the business, we will create a website that will be made accessible to the

general public.

2
Ghant Chart

Dec 2012 Jan 2013 Feb 2013

ID Task Name Start Finish Duration
2/12 9/12 16/12 23/12 30/12 6/1 13/1 20/1 27/1 3/2 10/2 17/2

1 Review 12/3/2012 12/7/2012 1w

2 Questionnaire 12/3/2012 12/21/2012 3w

3 Interview 12/3/2012 12/14/2012 2w

4 Quantifying Data 12/21/2012 1/3/2013 2w

5 Analyze Data 1/3/2013 1/23/2013 3w

6 Formulate Possible Solution 1/23/2013 2/5/2013 2w

7 Evaluate Solution 2/5/2013 2/11/2013 1w

8 Select Feasible Solution 2/11/2013 2/15/2013 1w

9 Create Report 2/15/2013 2/21/2013 1w

3
Analysis of the Problem

The analysis of problem highlights the problems that the daycare center faces and how the

business can eliminate the problems.

Questionnaire

Fig 1.The pie chart above shows the respondents answer to the question about
adequate resources.
44% of the staff members agreed that there are adequate resources to facilitate the demand for

work to be done efficiently while the other 56% disagreed. One of the major problems is that

they are a lack of resources; where there is a lack of resources the demand for work cannot be

efficient (refer to question 5in appendix).

4
Fig 2. The piechart above illustrates the responses of the staff members on the
question about the accesibilty of records.
89% of the staff said no records are not easy accesible by each staff and the other11% said

yes.The accesibility of records or informaton is another major problem,with records not being

accesible work cannot be done efficiently which will then lead to customers not being satisfied

(Refer to question 7 in appendix A)

5
 Interview
This interview is being conducted to find out the efficiency and adequacy of processes involved

in A Home Away From Home Day Care Center registration. The responses were tabulated and

represented in charts and graphs. The interview was targeted at the customers. They were

interviewed face-to-face. The questions asked were based on the problems the business face and

how they think the problems can be solved.

Fig 3. The chart above illustrates the responses of the customers on the
question about the efficiency of work.
20% said yes work is done efficiently ,65% said no and 15% said sometimes.Majority of the

responses said tha work is not done efficiently that is a major problem as if work is not being

done efficiently then business cannot maximise their profits.

6
Fig4 . The donut above illustrates the reasons that customers gave for the
question why they think work is time consuming
5% said workers idle,25% said that there arent enough resources ,65% declared that there‟s a

lack of technology, and the remaining 5% said that workers aren‟t dedicated.It was evident that

due to a lack of resources work is time consuming and this is a problem that the business

has.(Refer to interview question 2 in appenix B)

7
Fig5. The pie chart above shows the responses of customers. These are the
thoughts of the customers on the question about the business need for an
improvement in terms of technology.

70% said yes they indeed need an improvement and 30% said they are quite comfortable with

their level. Preponderance of the responses said that the businesses do need an improvement in

technology in order to reduce problems that the business faces. (Refer to Interview question 4 in

appendix B).

8
Fig6. The line graph above illustrates the customers’ thought .These are the
examples that customers gave, which they think could help the business to
improve.

20% suggested ATM, 5% suggested Fax machines, and the remaining 75% suggested computers

and printers. Customers thought that if the business implements technologies then the problem of

work not being done efficient would be reduced.

9
 Business Review
The business review consisted of budget,mission statement and an annual report. In the budget it

was evident that the profit was $246,400. As oppose to the previous year where the profit was

$305,600. Due to the problems that the business faces it caused the profit of the business to

reduce. This can be corrected when the business solve the problems that a pose challenge. The

annual report highlighted the total finances for the year, the enrollment of staff and clients and

the recommendation. The recommendation highlighted the main factors needed to solve the

problems that the business faced.

10
Identification of Possible Solution

 Solution 1 :
 Implement a simple computer based system; database

management(Microsoft Office Access)

 Provide each worker with a computer

 Implement an intranet network

 Point -of-Sale machine for payment transactions

By implementing a data base management (Microsoft office access) the versions that the

business employed were Microsoft Office Access 2007 and 2010. Microsoft office access is

record all personal information of clients, this will aid the staff to have an easy access to

information both to evaluate and make new records. This will also eliminate the problem that

exist with the increase in the amount of errors , due to the fact that it will not be hand written it

will be legible to understand as there will be a reduction in the use of correction fluid. This will

cause a decline in the processing time.

Each staff member will be given their own computer in order to reduce the amount of

documents. These computers will have each client‟s information which is accessible by each

staff member that is information can be retrieved simultaneously and work is done more

efficient. Each staff member will be given a password for their computer so there will be an

increase in security meaning that unauthorized persons cannot have access and client‟s

information will be kept confidential. Our employees will also have an advantage as they will be

educated on how to use computers.

11
With the accessibility of the intranet network each worker will be connected, therefore

communication will be able to take place. Workers tend to be motivated when there is a social

need so with workers been in groups they may tend to work more efficiently.

Files can be easily be transmitted without workers having to leave there post this will further

cause less confusion for workers.

In order to reduce the problem of having to take huge sum of cash, a point of sale machine will

be put in place where customers can use their debit and credit cards. Customers and employees

will be satisfied as it is easier and safer than to have such large sum of money as they can be

robbed etc .Employees will have less access to the money and this can reduce conflict if any

exists.

 Solution 2 :
 Provide each staff member with a flash drive

 Create a website

Each member of staff will be given a flash drive with which they will store information in the

case there‟s a problem with the computers or if files are, misplaced there can be back up files.

Files will be easily accessible as the workers wouldn‟t have to search file cabinets in order to

retrieve file.

A website will be created that will advertise the business worldwide. This will reduce the

problem of clients having to travel long distances to gather information about the business. With

the implementation of the website information such as; the business location, contact number,

email address, and additional information about the business will be made available.

There will also be available on that website a registration form .This will aid our workers and

clients.

12
Evaluation of Possible Solution

Solution1:

 Database Management

By utilizing Microsoft Office Access database management system, information will be

organized and stored on computers in ways that there is efficient retrieval, updating and

manipulation of data (Birbal & Taylor, 2005). Therefore records, large and small will simply be

entered and stored. Due to the fact that a data base is computerized the data entered can be easily

validated, thereby preventing mistakes on entry. Information can be accessed quickly and easily

with little probability of it being lost. Installing new database software requires investment

in hardware and software it is quite expensive. The most for a system is US $419.99. This

price is based on the version (Office, 2011).

 Employees Given Personal Computer

Each employee will be given their own personal computers in order to make work more efficient.

Each employee will be able to assist customer without having to wait on a log book. The

employees will also be at advantage as they will be educated in the process of learning how to

use computers and this will be an expense to the business. Another expense to the business

would be the cost of purchasing the required PC‟s for each employee as PC‟s tend to be

expensive depending on the brand. Implementing this will be costly to the business as these

PC‟s can cost up to US $829 depending on the brand the business wish to use. (Price grabber)

13
 The Implementation of an Intranet Network

The Maslow hierarchy states that when workers social needs are met they tend to work more

efficient. With the implementation of intranet it will make the company information accessible

to employees and facilitate working in groups which workers would then be more efficient.

Sophisticated uses of intranet includes: group ware applications such as project management,

chartrooms, newsgroup and group scheduling (Shelly & Vermaat, 2008). Implernenting an

intranet network is quite costly as the business will have to consider the cost of purchasing

cables which tend to be very expensive, hubs/switches, RJ-45 connectors. All of these cost will

amount to approximately JA $90625 (Price grabber).

 Implementation of a Point Of Sale Machine

By utilizing (POS) terminals, it will be used to handle credit card or debit card payments

which will be easier for both employees and customers. The customers will be at an

advantage as they wouldn‟t have to travel long distances and they would not have to

worry about being mobbed. Employees will also be at an advantage as they will have

less contact with money which will reduce conflict. A point of sale machine can cost up

to US $100-250 (Alibaba.com).

Solution 2:

 Provide each staff with a flash drive

By providing each employee with a flash drive they will be able to have easy access to

information. Employees can therefore have easier access to information which will lead to

14
 work being more efficient. Flash drive can cost up to US $25 flash drives cost is based on

their size.

 Create a website

With the implementation of a business website this will aid in the advertising of the

business. The website will provide the following: the business location, telephone number

and email address so person can visit the site at their convenient. This well also Advertise the

quality service that the business offers. A website is a collection of related WebPages and

associated items such as documents and pictures stored on a web server (Shelly & Vermaat,

2008). Employees will have it easier since the website will be broadcast worldwide.

Persons will have it easier as they can access the website and get the required information

and avoid travelling long distances. With creating a website it would be cost effective to the

business as they would have to hire a professional programmer to create the website and also

it would cost the business to update the website.

15
Solution

 Solution 1

 Implement a simple computer based system; database

management (Microsoft office access)

 Provide each worker with a computer

 Implement an intranet network

 Point -of-Sale machine for payment transactions

 In solution 1, an implementation of database management was introduced to the business.

This was done in order to reduce problems faced by the business. It is evident that with

the implementation of Microsoft office access work is done more efficient and hence

productivity is increased. This is because Microsoft Office Access has numerous benefits

with regards to the different functions (Access 2010 database software features and

benefits),hence this will be beneficial to both workers and management.

 With each person having their own personal computer the problem of wasting time will

be reduced as workers will no longer have to wait on the sole book but have their own

personal computers this will then increase the amount of work done.

 An intranet network will be implemented this will give employees the opportunity to

have access to business information; hence communication will be increased as

management will be able to communicate with workers and it saves time (Shelly &

Vermaat, 2008).

16
  A point of sale machine was used to reduce one of the major problem that pose a

challenge to the business. The point of sale machine was used to both assists employees

and customers in terms of have access to the cash.

Justification of Solution

 In solution 1, Microsoft Office Access DBMS is the software that is designed to manage

data stored in a database. (Parsons & Oja, 2008). This was used to record all data. The

researcher chose this because with the implementation of the DBMS all records could be

kept and hence the use of a sole book wouldn‟t be necessary and hence work would not

be time consuming as it is easier to use and the cost is reasonable, and customers will be

at an advantage as they would not have to wait to be attended to.

 Another reason why the researcher chose solution 1 is that with each worker been able to

have their own personal computers work will be done more efficiently. Customers will be

at an advantage as they wouldn‟t have to wait long periods to be attended to and the

problem of customers not been satisfied would be reduced.

 The researcher also chose this solution as an implementation of the intranet network

would benefit the business as workers will be motivated. According to Maslow hierarchy

when workers human needs are satisfied they tend to work very efficient. With the

intranet it makes business information accessible to all employees and facilitates working

in groups (Shelly & Vermaat, 2008). Hence with workers working in groups they will

have their social need satisfied and hence increase productivity.

17
 The researcher selected solution also because with the implementation of a point of sale

machine both the employees and customers will be befitted. Customers would not have

to take large sum of cash when registering their child and employees would have less

contact with the money which can reduce conflict. The problem that the business faces

with large sum of cash been carried around and the fear of customers been mobbed would

be diminished as with credit and debit cards it would be easier to carry. Because the

point of sale machine also maintains the records and perform other activities (Shelly &

Vermaat, 2008).

18
References

Access 2010 database software features and benefits. (n.d.). Retrieved April 17, 2013, from Office:

office.microsoft.com/en-001/access/access-2010-database-software-features-and-benefits-

HA10809011.aspx

Birbal, R., & Taylor, M. (2005). Log on to IT for CSEC. kingston: Carlong Publishers(Caribbean Limited).

Office. (2011). Retrieved april 16, 2013, from office.microsoft.com: http://www.office.com /information

Parsons, J. J., & Oja, D. (2008). New perspectives on Computer Concepts. Thompson Course Technology.

Price grabber. (n.d.). Retrieved April 16, 2013, from http://computers.pricegrabber.com/desktop/p/a/

(n.d.). Retrieved April 17, 2013, from Alibaba.com: http://www.aliba.com/showroom/posmachine-

price.html

Shelly, G. b., & Vermaat, M. E. (2008). Discovering computer 2009. Boston: Course Technology.

19
Appendix A

(Staff) Questionnaire

This is a survey being carried out at A Home Away From Home Day Care Center to find out the
efficiency and adequacy of processes involved in their daily registration. You are advised to answer the
following questions honestly. Your answer will be kept confidential. Please tick the most suitable answer.
A total of 12 questionnaires were issued to the staff members.

1. Sex
Male

Female

2. Age Group

20-25

26-30

30-40

3. How long have you been working here?

1-3 years

3-4years

5years

4. Are there adequate recourses to facilitate the demand for work to be efficient?

Yes

No

20
5. How are records kept?

On Hard drives

On Flash drives

In file cabinets

More__________________________________________

6. Are those records easily accessible by each staff member?

Yes

No

7. Is work done efficiently?

Yes

No

21
Appendix B
A total of 20 interviews were conducted between the clients and the interviewer.

Interview (Clients)

1. Do you think work is efficiently done?

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

2. Is it time consuming? Give reasons for your answer

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________

3. Are you comfortable with the services offered? Give reasons to support your answer
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________

4. Do you think the business needs improvement in terms of technology? If yes please make a
recommendation.
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________

22
Appendix C

Business Review

The following items will be investigated in the business

i. Mission statement
ii. Budget
iii. Annual report

Mission Statement

To provide a safe and comfortable environment for all our clients. Our business is quite unique
as we make one of aims to satisfy our valuable customers, our aim is to make u our main
priority. Through this decision our country Jamaica can be a place of choice as we put our people
first meaning there‟s a level of TRUST and with trust we can therefore set a foundation for
LOVE

23
 Budget
This is a budget showing the income and revenues for one month

Income Expense Amount Amount

$ $
Amount
$
Capital 20,000 Utilities

Sponsorship 15,000 JPS 20,000

School Fee 42,000 NWC 36,700

Total Income 455,000 Total Utilities 56,700

Wages

Staff 73,500

Lunch for clients 18,000

Total Wages 91,500

Taxes

Corporate tax 16,000

Income tax 12,000

NIS 10,000

Education tax 14,800

NHT 7,600

Total Tax 60,400

Profit 246,400 Total Expense 208,600

24
 Annual Report

Finance Section

$
Expenses Total Utilities 56,700

Total Wages 91,500

Total Tax 60,400

Total Expense 208,600

Total Profit 246,400

Staff Section
 Enrollment for Staff: twelve (12) females

 Staff Development: Workshop and seminars were kept were staffs

were trained.

Clients Section
 Enrollment for clients: sixteen females (16) and four (4) males ages ranging from two
months old to three years old. The maximum age group is four months old.

 Activities for Clients: Play time were implemented, educational session were also
implemented.

Recommendation Section
More workshops and seminars were recommended and the time implemented for each play time was

recommended to be increased. More educational activities were also recommended. The increased in

technology was highly recommended in order to make the business more efficient

25