Plan and Review Administrative Systems for Brick and Mortar

This document provides a plan and review of administrative systems for Brick and Mortar, a new startup business in the construction industry. It includes problem definition, proposed solutions, assumptions and constraints, new policies and procedures, implementation strategies, staff participation and communication, training and support, monitoring for efficiency and effectiveness, continuous improvement, and additional training needs.

Students,
Please complete your entire Assessment 2 in this document, do not alter it in
anyway. Once complete upload this document for marking by your facilitator.
Ensure you enter your workplace name and student details below on this cover
page.
<Project Name>
PLAN AND REVIEW ADMINISTRATIVE SYSTEMS
<Student Name>
<Student Number>
Edited January 2017 Silvio Greco

Table of Contents
1 - SUMMARY OF YOUR WORKPLACE (OR THE WORKPLACE YOU WILL BE USING).......................3
2 - ADMINISTRATIVE SYSTEM DESCRIPTION.............................................................................3
2.1 – PROBLEM DEFINITION....................................................................................................3
2.2 - Proposed Solutions for your New or Modified Administrative System..........................3
2.3 – ANSWER BELOW IN RELATION TO YOUR NEW OR MODIFIED ADMINISTRATIVE SYSTEM;......4
2.4 ASSUMPTIONS AND CONSTRAINTS.....................................................................................4
2.5 NEW POLICIES AND PROCEDURES REQUIRED....................................................................5
3.0 RESOURCES, QUOTATIONS AND SUPPLIER/DEVELOPER NEEDS/ASSOCIATED COSTS.........5
4.0 ADMINISTRATIVE SYSTEM IMPLEMENTATION STRATEGIES/PLAN.........................................5
5.0 STAFF PARTICIPATION, COMMITMENT AND COMMUNICATION...............................................5
6.0 TRAINING AND SUPPORT OF STAFF...................................................................................6
7.0 DESCRIBE HOW YOU INTEND TO MONITOR THE SYSTEM ONCE IMPLEMENTED TO DETERMINE
EFFICIENCY AND EFFECTIVENESS.............................................................................................6
8.0 DESCRIBE HOW YOU INTEND TO MONITOR THE SYSTEM FOR CONTINUOUS IMPROVEMENT....6
9.0 DESCRIBE HOW YOU INTEND TO MONITOR THE SYSTEM TO ADDRESS ANY ADDITIONAL TRAINING
NEEDS................................................................................................................................... 6
APPENDIX 1: NEW POLICIES AND PROCEDURES REQUIRED.....................................7
APPENDIX 2: IMPLEMENTATION/ACTION PLAN TEMPLATE.........................................8
APPENDIX 3: RISK MANAGEMENT AND CONTINGENCY PLAN TEMPLATE..............10
APPENDIX 4: STAFF CONSULTATION COMMUNICATION PLAN TEMPLATE.............11
APPENDIX 5: MEETING MINUTES TEMPLATE.......................................................................12
APPENDIX 6: STAFF SKILLS MATRIX............................................................................13
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1 -Summary of your Workplace (or the workplace you will be using)
Brick and Mortar’s workplace consists of 100 employees because it is a new startup
business and is present within the construction industry. The staffing process is managed by
recruiting the individuals who are specialized in the production of construction materials,
residential construction, commercial construction, etc. The needs of the administrative staffing
system is to check whether the staffing process has been done properly or not along with the
consideration of health and safety while working.
2 - Administrative System Description
The administrative system will be reviewed for gaining knowledge about the processes
supported by the system. The system is a database that stores all the records regarding the wages
structure of employees along with the occurrence of any incidents which might have harmed the
safety level of the employees (Thompson 2017). The system’s version is 2.0 and it supports
solving the queries and finding accurate answers.
2.1 – Problem Definition
The existing administrative system failed to identify the wrongs associated with the
staffing process. The health and safety standards were not maintained properly at the
construction site while handling projects. Moreover, the staffs were not provided right amounts
of wages, which de-motivated them and their performances declined, thereby contributing to lack
of business efficiency.
2.2 - Proposed Solutions for your New or Modified Administrative System
The new administrative system acts as a database that holds relevant information and data
and ensures that the records of wages structure and occurrence of any incidents are stored. Te
new modified system will be able to identify these things at an early stage, which can assist in
developing strategies to overcome these issues (Leong et al. 2013).
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2.3 – Answer below in relation to your New or Modified Administrative System;
2.3.1 - Describe the new system goals and objectives
To store records of information about the wage structure, staffing processes and identify
occurrence of incidents that may have harmed the health and safety of individuals while working
for the construction project
2.3.2 – User requirements/expectations
The requirements include a proper database system that holds relevant data and
information about the wages structure, staffing process and incidents related to health and safety
(Kessler et al. 2013).
2.3.3 - Change in performance standards
The performance standards are expected because with the implementation of the new
administrative system, it will be easier to record information, which can assist in managing the
human resources properly at Brick and Mortar.
2.3.4 – Internal and external standards
Fair Work Act 2009 is enabled to ensure that proper working environment and good
culture are maintained for ensuring successful business functioning. The standards and
guidelines are set for ensuring that the employees abide by those and discrimination is prevented
as well (Schultz et al. 2013). Equal Wages Act should be implemented within the workplace for
providing significant amount of equal wages to every team members.
2.4 Assumptions and Constraints
o Expected Schedule– The time allotted for implementing the database system is 30 days.
o Budget– The estimated budget for allocating to this system is $800000 and the resources
include proper management server, monitoring device, internet connectivity (Ouyang 2014).
The constraints could be lack of investments, violating the rules of data integrity and
inability to maintain accurate data.
o Resource availability/existing staff- Few of the existing staffs were not much skilled and
knowledgeable and the lack of availability of resources including PostgreSQL, MySQL, etc.
o Constraints with Software and other technology to be reused or purchased
Redundancy or duplication of data and lack of accurate data or information are considered as
few of the major constraints of the database system. The domain constraints occur with the
different data types (Marler and Fisher 2013). The new technologies can be used for making sure
that the tables and columns are managed properly and data redundancy is prevented too.
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2.5New Policies and Procedures Required
The new administrative system will be inclined with the various policies associated with
the human resources management and staffing process. The Discrimination policy is
implemented for preventing discrimination based on race, religion, color, etc. while the Equal
Opportunities policy helped in providing equal scopes to everyone and pay the right amounts of
wages for keeping them encouraged to perform efficiently.
3.0 Resources, Quotations and Supplier/Developer Needs/Associated Costs
3.1 – The financial constraints are overcome by influencing the investors to make investments
while the organizational standards are maintained by supplying good quality raw materials and
resources required to develop and implement the system properly (Metzger 2014). While making
purchases or contracts between $20000 and $150000, a formal contract should be needed and it
could be managed through publicly advertised tender or EOI.
3.2 – The interview sessions are arranged along with focus group discussions and survey
questionnaires. The organizational policies and procedures are managed to ensure that the data is
collected without any bias.
4.0 AdministrativeSystem Implementation Strategies/Plan
4.1- See Appendix 2.
4.2- See Appendix 3.
5.0 Staff Participation, Commitment and Communication.
5.1 The consultation is managed to enable staff participation and at the same time, facilitate
communication process and share or exchange ideas and opinions among themselves (Gahi,
Guennoun and El-Khatib 2015). This would also allow for enhancing the level of employee
commitment and the business performance for Brick and Mortar will improve as well.
5.2 While holding a leadership position within the company, I would like to conduct staff
meetings and make them know about the new policies and procedures required to be followed by
them. This would not only make them aware of the health and safety standards, but could even
facilitate the business performance by inclining to the ; legislations, laws, rules and regulations.
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5.3 Consultation with the stakeholders including the manager and staffs is important to discuss
about the various benefits that can be obtained by implementing the system along with the
methods followed to implement the system and bring innovation. Stakeholder consultation would
assist in the development of constructive and productive relationships, which should be
beneficial for identifying the recent trends and challenges to overcome, and thus meet the needs
and expectations of the clients.
5.4- See Appendix 4.
5.5 - See Appendix 5.
6.0 Training and Support of Staff
6.1 The team members should possess interpersonal and good communication skills to share
or exchange ideas and opinions with others. The cognitive behavioral skills and legal skills
development and maintenance are necessary as well (Thompson 2017). Practical skills training
including the production machinery and training regarding safety should be provided for
improving the safety of people working at the construction site.
6.2- See Appendix 6.
7.0 Describe how you intend to monitor the system once implemented to determine efficiency
and effectiveness
After implementing the system, it should be monitored to check for the redundancy of
data and the accuracy. Once these two criteria are met, it would be ease to determine the efficacy
of the system and even obtain relevant information considering the staffing process and human
resources challenges related to it (Leong et al. 2013).
8.0 Describe how you intend to monitor the system for continuous improvement
There are various requirements that should be met for ensuring that the system had been
subjected to significant changes and continuous improvements.
The interoperability, support for encryption and decryption, integrating the e-business
applications, DBMS autonomics and process automation should be checked for enabling
continuous improvement for the system implementation at Brick and Mortar.
9.0 Describe how you intend to monitor the system to address any additional training needs
By monitoring the system, the efficiency of the system will be determined and it can be
checked whether the staffs responsible for the system implementation have carried out their tasks
properly or not (Schultz et al. 2013). In case they lacked certain skills and knowledge, training
and development sessions should be arranged for them to improve their skills and knowledge.
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APPENDIX1: NEW POLICIES AND PROCEDURES REQUIRED
(from 2.5)
2.5 New Policies and Procedures Required
[Describe and list the new policies and procedures that will need to be developed as a result of the implementation
of this new/modified administrative system.]
Cost control
Construction quality control
Construction safety
Progress billing
Construction scheduling
Equipment control
Maintenance of health and safety
Equal wages Act
Fair Work Act
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APPENDIX 2: IMPLEMENTATION/ACTION PLAN TEMPLATE
(From 4.1)
Administrative System Review
Title:
Purpose of the Implementation
Plan
Stakeholder Roles and
Responsibilities
Manager ROLE: Managerial roles like managing the staffs and providing
them information about the vision and mission
RESPONSIBILITIES: Assisting the staffs to carry out their roles
properly and understand the tasks properly too
TASKS: Delegating the tasks and understanding roles and
responsibilities
Employee ROLE: Employee responsible for accomplishing the tasks
RESPONSIBILITIES: Carry out construction equipments
management and machineries for production
TASKS: Managing the tasks including equipment handling and
production facilities
Shareholders ROLE: Invest on the company
RESPONSIBILITIES: Providing financial support and expecting
greater rate of returns
TASKS: Work in partnership with Brick and Mortar to provide
support for business growth and development
Government ROLE: Plays a vital role to support the company and implements
policies and laws for ensuring business functioning
RESPONSIBILITIES: Government holds the responsibilities to
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support the company growth by inclining with the laws, rules and
regulations
TASKS: The Government sets tax laws and regulatory rules to be
followed by the company.
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STRATEGIES IN PLACE FOR IMPLEMENTATION OF NEW/REVISED SYSTEM TO ENSURE SUCCESS
Strategy Action(s) Who is responsible Who else is
involved
Resources Required Time
Frame/Deadline
Train staff in new process Develop learning materials etc Internal
trainer/external who?
?? Time, facilities, work release,
handouts, staffing?
??
1 Performing the needs’
assessment
HR manager employees Human resources 7 days
Training room and facilities 3 days
2 Defining the needs for
training
Supervisor staffs Work release management 2 days
handouts 5 days
3 Delivery of training Administrator Line manager Communication skills 10 days
Behavioral skills 7 days
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APPENDIX 3: RISK MANAGEMENT AND CONTINGENCY PLAN TEMPLATE
(From 4.2)
TEMPLATE FOR DEVELOPMENT OF A RISK MANAGEMENT/CONTINGENCY
Risk(s) (MINIMUM OF 4 REQUIRED) Contingencies
<<What isthe risk?>> <<What plans are being put in place to either mitigate or remove the risk>>
1 Health and safety risks The legislations and regulatory laws should ensure that the safety standards are
maintained
2 Risks related to performance due to lower wages paid to the
employees
Fair Work Act and Equal Pay act should help in overcoming the risks of deteriorated
performance due to lower wages paid to them
3 Risks of hazardous materials at the construction site The hazardous substances are to be kept in closed containers and disposed safely for
lesser exposure to the people working there.
4 Risks of not gaining a stable position within the workplace Provide better opportunities to people, create a proper wages structure for making
them work effectively and gain a sustainable position
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APPENDIX 4: STAFF CONSULTATION COMMUNICATION PLAN TEMPLATE
(From 5.0)
List and describe the events that would need to take place in relation to the upcoming implementation of your new/revised administrative system
and relevant policies and procedures. (Minimum of 6 events required with mixed mediums to ensure staff consultation, understanding of the
change process, event launch, skills updates and relevant training events. There MUST be one formal meeting which will be minuted and
detailed content described on Appendix 5 – Meeting minute’s template) This might be a good opportunity to discuss the design and content
required as a workgroup for your new organisation policies and procedures you will need to develop for this assessment.
Staff Involved Outcomes and Key Messages Medium (channel)
Eg: email, training
session, staff
meeting
Responsible Timing &
Frequency
1 Engineer Construction engineering equipments
management
Email Providing instructions to the
staffs
1 hour
2 Supervisor Managing the staffs Staff meetings Supervise the staffs 2 hours
3 Engineer Management of construction materials Email Checking whether the
mechanics and engineers are
working properly or not
1 hour
4 Mechanic Handling the equipments properly Training sessions Mnaging training sessions to
improve their skills
5 hours
5 Supervisor Staffs handling Staff meetings Checking the work activities
of staffs
4 hours
6 Production manager Monitoring the entire site activities Conferences Ensuring that the expected
production level is achieved
8 hours
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APPENDIX 5: Meeting Minutes Template
(from 5.0)
This might be a good opportunity to discuss the design and content required as a workgroup for
your new organisation policies and procedures you will need to develop for this assessment.
Date/Time:
Location:
Attendees: Yourself as Chairperson, then other staff members, names and
positions relevant to this discussion
Agenda Item/Topic Discussion/Outcomes Action Officer
1.Welcome
2. Minutes of previous
meeting:
There were none as this was the
first meeting for this committee.
3. Business arising
from previous minutes
There were none.
4. General Business
(Agenda item 1)
Management of construction
materials
Supervisor takes decision and
undertake actions for ensuring that
the right supplies are availbale
( Agenda item 2)
Line manager provides information
about the construction activities
from the manager to the staffs
( Agenda item 3) The legislations, rules and
regulations are implemented
properly and should be followed to
successful business functioning and
preventing safety and health risks
too.
5. Summary
6. Other Business
Next Meeting time/date 20.7.18
Meeting closed at:
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APPENDIX 6: STAFF SKILLS MATRIX
(From 6.0)
Update the ‘required skills’ to skills that are required to operate within the new administrative system you are going to implement.
Then from the legend award relevant skills ability that applies. You need to assess two (2) staff members below.
Skills
Name Required Skills 1 Required Skills 2 Required Skills 3 Required Skills 4 Required Skills 5
Jo Smith Admin Monitoring the
performances of
employees
Managing constrcution
sites and equipments
Industrial attributes
management
Mnagement of training
arranged for the
employees
Maintenance of
production
Alex Smith
Supervisor
Supervising skills Interpersonal skills Mnagement skills Communication skills Mechanical skills
Joe Williams
Employee
Constrcution
management skills
Equipments handling Handling of
machineries
Manufacturing skills Equipments handling
and production
Legend :
1 2 3 4 5
Team member has not
used existing system, so
will require further
ongoing training
Team member can not
perform new required
tasks independently
Team member should be
able to perform task
independently with
supervision
Team member will be
able to perform task
independently
Team member will be
able to assist in
training/mentoring
others to perform tasks
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References
Gahi, Y., Guennoun, M. and El-Khatib, K., 2015. A secure database system using homomorphic
encryption schemes. arXiv preprint arXiv:1512.03498.
Kessler, E.R., Shah, M., K. Gruschkus, S. and Raju, A., 2013. Cost and quality implications of
opioid‐based postsurgical pain control using administrative claims data from a large health
system: Opioid‐related adverse events and their impact on clinical and economic outcomes.
Pharmacotherapy: The Journal of Human Pharmacology and Drug Therapy, 33(4), pp.383-391.
Leong, A., Dasgupta, K., Bernatsky, S., Lacaille, D., Avina-Zubieta, A. and Rahme, E., 2013.
Systematic review and meta-analysis of validation studies on a diabetes case definition from
health administrative records. PloS one, 8(10), p.e75256.
Marler, J.H. and Fisher, S.L., 2013. An evidence-based review of e-HRM and strategic human
resource management. Human Resource Management Review, 23(1), pp.18-36.
Metzger, G.E., 2014. Administrative law, public administration, and the administrative
conference of the United States. Geo. Wash. L. Rev., 83, p.1517.
Ouyang, M., 2014. Review on modeling and simulation of interdependent critical infrastructure
systems. Reliability engineering & System safety, 121, pp.43-60.
Schultz, E.M., Pineda, N., Lonhart, J., Davies, S.M. and McDonald, K.M., 2013. A systematic
review of the care coordination measurement landscape. BMC health services research, 13(1),
p.119.
Thompson, J.D., 2017. Organizations in action: Social science bases of administrative theory.
Routledge.
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