BSB50407 Diploma of Business Administration: Understanding of Business

The elements which we consider for researching administration system are as follows:

1. Components of the system: It should include what we need and budget allocated for the purchase of the products.
2. Number and Types of user: It contains which type of hardware to be used  as there will also be the issues related to concurrency of data.
3. Organisation/Staff requirement: It should consider the total number of employees required so that work should not be effected in any way.
4. Size of the system: It should known that how many people will use the system and what is the size of the organisation.

We need Administration system consultants, Computer suppliers, Information Technology Technicians, Trainers and Office equipment suppliers. (Group, 2014)

2.What is Heuristic evaluation? Give examples of when it may be used.

In a heuristic evaluation, usability experts review your site’s interface and compare it against accepted usability principles. The analysis results in a list of potential usability issues. (Heuristic Evaluation and Expert Reviews, 1990)

Examples of Heuristic Evaluation:

• Visibility of system status: The system should always keep users informed about what is going on, through appropriate feedback within reasonable time.
• Match between system and the real world: The system should speak the users' language, with words, phrases and concepts familiar to the user, rather than system-oriented terms. Follow real-world conventions, making information appear in a natural and logical order.
• User control and freedom: Users often choose system functions by mistake and will need a clearly marked "emergency exit" to leave the unwanted state without having to go through an extended dialogue. Support undo and redo.
• Consistency and standards: Users should not have to wonder whether different words, situations, or actions mean the same thing. Follow platform conventions(Dean, 1993)

Request for quote is used when you know exactly what you need, and you are only asking for the price. It has four phases.

1. Preparation Phase: It is the most important phase and it should not be done hurrily there important points which have to be kept in mind are invitation and description, general terms and conditions, pricing template, prequalification requirement etc.
2. Tender Phase: We should treat everyone equally and share all the correct information with everyone. Each and every question should be answered.
3. Awarding Phase: In this phase usually we decide with whom we are going to deal and all the efforts become valuable.
4. Closing Phase: After the selection, set meeting with the concerned person and sign the          contract all the written information is required before closing the deal.(Peep, 2015)

  Request for Quote comes when a buyer is ready to purchase the product and services  so we    need to be very carefull and all the above points are important to be included in setting the quote as it starts from preparation to closing the deal. We should know the prices, buyers capacity and also the cometitiors prices so that effective deal can be done.

• Establish a clear across the board understanding of the business need: First of all  create functional and IT partnerships  and prepare business presentations and try to collect sponsorship and support.
• Create a Project Charter: we should try to find out what can be achieved with this decision and who will be responsible and whether the team has been selected or not.
• Identify affected business process: We must try to find out effected key areas and should reveal immediate opportunities that can be improved.
• Identify business and technical requirements: Should measure the high level requirements  and  it should be tied to the business.
• Subsequent due diligence: Financial stability and future direction  should be checked  and demonstrations should be checked on the key scenarios(Dan Miller, 1997)

      I will prioritise the points as mentioned above in the sequence because first of all we should be clear with our requirements and identify the business and technical requirements as these things depends on financial stability as well. A proper detailed research should be done so that business may not get affected. (Jennifer, 2013)

Selecting a supplier takes times as there are many important which are to be considered for the process. Most buyers consider price as their primary requirement but there various points also which are to considered like Quality, delivery, performance history, warranties and claim policies, production facilities and capacity, technical capability. (Garg R.K, 2013)Many companies have changed their focus from short-term purchasing transactions to logistics or supply chain management where they concentrated on developing long-term relations with suppliers including forming partnerships that resulted in improved coordination or supplier networks. (Guinipero, 2006)

In today’s era employees play pivotal role in each and every organisation and this concept should be understood by the organisations. Organisations are spending money on the development of their employees and staff involvement should be implemented in all the organisations. (P, 2002)

Implementation strategies may include:

• Boosting staff confidence
• Change management strategies
• Re-defining staff roles
• Re-distributing office tasks
• Changing team/organizational culture
• Team goal setting
• Providing staff training/information sessions
• External consultants
• Informing relevant persons
• Temporary reduction of workload
• Modifying system

    Changes are inevitable and motivated employee can give best results. (learning, 2014)

There are different types of methods through which we can monitor system and the employees;

1. Time Sheets: Through time we can analyse for how much an employee has worked or the machine has worked and we cant judge the productivity of the employee or the machine.
2. Technical Monitoring: Technical monitoring shows the knowledge and the work ability of the employee or the machine or system but cant show the productivity.
3. 3. Cameras: With the help of cameras proper can be made on the total numbers of working hours or the idle time usually spend by the employees or for how much time the machine works idle simply resources are being wasted by the human resource.

All the above monitoring system should be used in an appropriate manner as sometimes it makes bad impact on the employees and consequences have to be faced by an employer in terms of profitability and productivity. (Annoynomous, Types of Monitoring, 2014)

Policy is a course of action adopted or proposed by an organisation or an individual, detailed report is mentioned that how the organisation issues will be dealt with in an organisation.

Organisations expectations of employee’s behaviour and performance are mentioned and it consists the broad guidelines on action to be taken to achieve that purpose. (Langheinrich)

Benefits of having workplace policies:

• are consistent with the values of the organization
• comply with employment and other associated legislation
• demonstrate that the organization is being operated in an efficient and businesslike manner
• ensure uniformity and consistency in decision-making and operational procedures
• add strength to the position of staff when possible legal actions arise
• save time when a new problem can be handled quickly and effectively through an existing policy
• foster stability and continuity
• maintain the direction of the organization even during periods of change
• provide the framework for business planning
• assist in assessing performance and establishing accountability
• Clarify functions and responsibilities.(Annoynomous, Workplace Policies and Procedures, 2013)

References

Annoynomous. (2014). Types of Monitoring. 

Annoynomous. (2013). Workplace Policies and Procedures. 

Dan Miller, A. S. (1997). Best Practices in Software vendor selection. 

Dean, D. J. (1993). A comparison of Heuristic Evaluation and Usability Testing. U.S Army research instititute for the behavioral and Social Sciences.

Garg R.K, G. A. (2013). Supplier Selection Criteria and Methods in Supply Chains. International Journal of Social, Behavioral, Educational, Economic, Business and Industrial Engineering .

Group, P. (2014). Plan or Review Administration Systems. 

Guinipero, L. &. (2006). Purchasing's role in supply chain management. International Journal of Logistics Management .

(1990). Heuristic Evaluation and Expert Reviews. 

https://www.pandadoc.com/request-for-proposal-template.

Jennifer, S. L. (2013, April). How to choose right software vendor.

Langheinrich, M. (n.d.). A Privacy Awareness System for Ubiquitous Computing Environments.

learning, F. (2014). https://students.fortresslearning.com.au. 

P, V. (2002). Journal of cleaner production.

Peep, T. (2015). RFQ Management Process. In The CPO's Guide to strategic Sourcing.