Plan and Review Administrative Systems

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PLAN AND REVIEW ADMINISTRATIVE SYSTEMS
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Edited January 2017 Silvio Greco

Table of Contents
1 - SUMMARY OF YOUR WORKPLACE..........................................................................................4
2 - ADMINISTRATIVE SYSTEM DESCRIPTION...............................................................................4
2.1 – PROBLEM DEFINITION......................................................................................................5
2.2 - Proposed Solutions for your New or Modified Administrative System..................................5
2.3 – SYSTEM DETAILS............................................................................................................ 6
2.4 ASSUMPTIONS AND CONSTRAINTS.......................................................................................8
2.5 NEW POLICIES AND PROCEDURES REQUIRED......................................................................10
3.0 RESOURCES, QUOTATIONS AND SUPPLIER/DEVELOPER NEEDS/ASSOCIATED COSTS..............10
4.0 ADMINISTRATIVE SYSTEM IMPLEMENTATION STRATEGIES/PLAN.........................................11
5.0 STAFF PARTICIPATION, COMMITMENT AND COMMUNICATION..............................................18
6.0 TRAINING AND SUPPORT OF STAFF....................................................................................23
7.0 DESCRIBE HOW YOU INTEND TO MONITOR THE SYSTEM ONCE IMPLEMENTED TO DETERMINE EFFICIENCY AND EFFECTIVENESS 24
8.0 DESCRIBE HOW YOU INTEND TO MONITOR THE SYSTEM FOR CONTINUOUS IMPROVEMENT........24
9.0 DESCRIBE HOW YOU INTEND TO MONITOR THE SYSTEM TO ADDRESS ANY ADDITIONAL TRAINING NEEDS 25
APPENDIX 1: NEW POLICIES AND PROCEDURES REQUIRED...................................26
APPENDIX 2: IMPLEMENTATION/ACTION PLAN TEMPLATE.......................................27
Edited January 2017 Silvio Greco

APPENDIX 3: RISK MANAGEMENT AND CONTINGENCY PLAN TEMPLATE..............29
APPENDIX 4: STAFF CONSULTATION COMMUNICATION PLAN TEMPLATE.............30
APPENDIX 5: MEETING MINUTES TEMPLATE.......................................................................31
APPENDIX 6: STAFF SKILLS MATRIX............................................................................32
Edited January 2017 Silvio Greco

1 - Summary of your Workplace
The workplace is a medium-scale financial services firm that provides financial services and solutions to its clients. The organization was set-up
in the year 2011 and current has 520 employees engaged with it. The organization is based out of Sydney, Australia and has its branches in
Melbourne and Brisbane as well. The industry type of the organization is the financial industry which is one of the most critical and essential
industries for any country.
The ERP system that is implemented in the organization was done during the inception of the organization. The system is not upgraded since then
and there are technological changes that are needed to be done. Also, the business has expanded over the years and it has become necessary that
the new and improved system is implemented for the handling of the back-office activities. The ERP system is an acronym for Enterprise
Resource Planning system and it integrates the back-end functionalities, such as customer relations management, supplier relations management,
logistics, supply chains, and several others. The continual usage of the outdated system is beginning to cause certain issues for the organization in
terms of the security and privacy concerns along with the technological gaps and errors.
2 - Administrative System Description
The administrative system is the Enterprise Resource Planning (ERP) software package that carries out the activities at the back-end. The system
currently supports numerous features and processes at the back-end. Customer relationship management is one such process managed by the
system. It also manages the supplier relations and activities. The handling of the supply chains and logistics is performed by the system along
with financial management for the organization.
The system has not been upgraded since the beginning of the organization. There are various sources of data used to gather the information and
data sets associated with the system. These include the customer data, supplier information, project data, market information, data from the social
media handles, and likewise. The integration of the different processes running at the back-end is done by the ERP system so that the execution of
Edited January 2017 Silvio Greco

the business processes and activities is easily carried out. The decision making activities are also regulated on the basis of the data sets that are
handled and fed in to this application. The integration of all of these activities and business processes is essential because the business operations
are streamlined with the aid of the same.
2.1 – Problem Definition
There are certain issues that have been identified with the existing system. These issues are in terms of the operational, technical, and security
concerns. The ERP system installed in the organization has not been upgraded since past 8 years. There are advancements in technology over this
timeframe and the organization is carrying out the mechanisms to make sure that the technological edge is maintained. However, there are
outdated technical features in the system that do not sync with the latest technological measures. The members of the organization are also facing
operational issues with the system due to the presence of obsolete technology and the increase in the number of users over the years. The business
has expanded since the time it was set-up and the number of users has also increased.
One of the primary issues is in terms of the security and privacy concerns. There are security vulnerabilities that are present in the system that can
be utilized by the malevolent entities. The occurrence of these security and privacy threats may bring in serious concerns for the organization and
it may bring up legal obligations as well. The market shares and reputation of the organization can also be put at stake with the occurrence of
these attacks.
2.2 - Proposed Solutions for your New or Modified Administrative System
The proposed solution for the modified ERP system will be an upgrade of the existing system. The processes that are present in the current
system will be retained and the inclusion of new and advanced technology to execute the processes will be done. The upgraded ERP system will
include the features of NetSuite ERP which is the leading ERP software in the market. The modification of the current database engine attached
with the package will be done to cloud-based NoSQL database. These databases come with enhanced security and privacy features and it will
make sure that the security and privacy attacks are avoided. The network security tools will also be integrated with the system as there will a lot
of network integration and exchange involved.
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The amalgamation of the system with the latest technological tools and applications will be done as well. These will include the Big Data
integrations, Internet of Things (IoT) integrations along with Artificial Intelligence (AI) and Machine Learning concepts. The integration of the
system with these technologies will ensure that the system is transformed as a smart system. The execution of the business operations and
activities will be done in a better manner as an outcome.
2.3 – System Details
2.3.1 - Describe the new system goals and objectives
The following goals and objectives have been determined for the new system:
 The new system will enhance the operational accuracy by at least 45%.
 The overall quality of the business processes and activities will go up by 40% or more.
 The customer satisfaction rate shall be 9 or above after the implementation of the new administrative system.
 The market value and reputation of the organization shall also improve with the implementation of the new system.
 The new system shall adhere with the budget estimates and the schedule estimated for the project.
2.3.2 – User requirements/expectations
 The upgraded system shall provide secure login ability to only the authentic users. There shall be multi-fold authentication check
performed.
 The system shall provide the ability to manage, track, and handle information of the customer relations and management.
 The system shall provide the ability to manage, track, and handle information of the supplier relations and management.
 The system shall provide the ability to manage, track, and handle information of the human resource management.
 The system shall provide the ability to manage, track, and handle information of the financial management.
 The system shall provide the ability to manage, track, and handle information of the supply chain and logistics.
Edited January 2017 Silvio Greco