Diploma of Business Administration2 Contents Introduction......................................................................................................................................3 Part A : Implementation plan...........................................................................................................3 Implementation methods.............................................................................................................5 Physical and human resources required.......................................................................................5 Training need and schedule.........................................................................................................5 Areas of risk.................................................................................................................................6 Part B : Future monitoring...............................................................................................................6 References........................................................................................................................................7 Appendix : Gantt chart (planning tool)............................................................................................8
Diploma of Business Administration3 Introduction From previous analysis, the issues were identified for which the new system and activities were recommended. The recommended system is of no use if not implemented properly, which would include a structure to implement all the activities along with assigning the activity to be performed by one of the executive of the company, which is the key purpose of the report. The report will consider a planning tool that is the Gantt chart to understand the scheduled activities in more suitable and presentable form(Alves & Sousa, 2018). Part A : Implementation plan In order to implement the new system, there were various steps taken in order to implement and schedule the activities for next one year of implementation. The steps identified and scheduled as per the Gantt Chart prepared includes 1.Conductingmeetingwithstakeholders–Thisincludedconsultingprocessthatis consultation that will be performed by project manager with some of the stakeholders who will be majorly responsible for the preparation and implementation of the new system that included computer engineer, programmer, and system analyst as these will be responsibleforinfrastructureanddevelopmentofthesystem.Moreoverother stakeholders like the suppliers, employees, functional management. Another member who will be responsible for implementation of this step includes operational manager who will be consulting with all other stakeholders(Doole & Lowe, 2008). 2.Technology up gradation (Microsoft tools) p- This step will include the installation of the developed technology like Microsoft software tools in the computer system in the
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Diploma of Business Administration4 organization. The responsible members for the implementation would be computer engineer, programmer, and system analyst. 3.Training–thisstepincludeprovingthetrainingthatisthetrainingprogram implementation would be conducted for the employees who will be performing the task with new system installed. This will be conducted by the technical expert, and project manager. This is the important step to ensure there are no faults. 4.Development of communication – As per the new system the direct communication link will be developed and implemented in order to understand various issue in the production process, which would include sending emails to the members. The responsible member for implementation of this process includes the production manager that is Robert Dever (Libert & Gibon, 2015). 5.Cash Flow Control (Payments) – This step will include payments receive and making payment to the vendors. The payments will be received from government accounts and the payment made will be to the lease of equipment and facilities. The responsible members for the implementation of this process include finance manager of Swaggies. 6.Payroll calculation – weekly calculation is done for payroll which is now automated instead of manual calculation. This activity will be performed by human resource manager of the company. 7.New security measures (Keycard access system) - This is one of the crucial step as the security is the major issue while implementing new system, which include abiding to the legal norms and laws. This activity will be performed by the project manager and security manager(Pinto & slevin, 1987). 8.Evaluation and control(Oral, 2014)
Diploma of Business Administration5 Implementation methods While implementing new system there are various methodsin an organization to implement the new system like direct changeover, parallel running, pilot running, and phased implementation. The suitability of the methods is different in all the organization and type of change in the system. The most suitable method for Swaggies would be parallel running method in order to implement the new system. As per this method, the old and new system work parallel and run together, and as per this new system in Swaggies it is the implementation of upgraded administration system. The issues were identified for the system, but the old system is not removed completely it has been upgraded and change the process of performing the task; however some of the activities are conducted as per the old system only. Moreover, the technological change in the system would be completely changed once the employees of the company are known to the new system through training and practice(Abdulraheem Sal, 2016). Physical and human resources required It has been identified that the equipment’s and staff that are needed in the implementation would include the software, technological updating equipment’s, training materials. The staffs thatwillberesponsibleforimplementationincludethesuppliers,employees,functional manager, project manager, operational manager, programmer, system analyst, and computer engineer. Training need and schedule Since the new system involved the change in technology, that will transform the manual performing activities to the automation. For instance the Microsoft word and excel are installed in the new system, for which the learning and training becomes a necessities. Moreover the
Diploma of Business Administration6 training for calculation of payroll using the software would be required, the reason being as per the old system the recording and payroll were done manually. This reflects the need analysis for the training in Swaggies. The training will be provided after the installation of the Microsoft into the computers, as the on the job training would be helpful in this case, therefore this will be scheduled in the month of April in 2020. Areas of risk The key risk that are identified or the contingencies after the implementation of new system include staff resistance. The employees of the company are comfortable with the manual system, which reflect that they may be inability to learn the computer system that will be installed, which also include the threat of position for the employee, which will eventually increase the risk of resistance to change(Smith & Barrick, 2015). Part B : Future monitoring Evaluatingandmonitoringtheperformanceoftheemployeestoensurethatthe productivity is not hampered with use of new system and in case of any gap identified, the controlling could be done through training program. This will be an ongoing step that will ensure that the strategies implemented are providing the result that is expected. The key area to be evaluated include security and effectiveness of performance. Moreover the key objective of change and implementation of the system is customer satisfaction that will be ensured through customer review and feedback for service, moreover by monitoring the timely delivery of the product and ensure that the supply is not lower than the demand of the product and service by Swaggies(Kerzner, 2017).
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Diploma of Business Administration7 References Abdulraheem Sal, M. (2016). The Impact of Training and Development on Employees Performance and Productivity.International Journal of Management Sciences and Business Research, 5(7), 2226-8235. Alves, A., & Sousa, P. (2018). Implementation of project management and lean production practices in a SME Portuguese innovation company.Procedia computer science, 138, 867. Doole, L., & Lowe, R. (2008).International marketing strategy: analysis, development and implementation.Cengage Learning EMEA. Kerzner, H. (2017).Project management: a systems approach to planning, scheduling, and controlling(12th ed.). New Jersey: John Wiley & sons. Libert, Y., & Gibon, A. (2015). Transfer of communication skills to the workplace: impact of a 38-hour communication skills training program designed for radiotherapy teams.Journal of Clinical Oncology, 33(8), 901-909. Oral, C. (2014). Auditing Marketing Strategy Implementation Success.Marketing Review St. Gallen,, 31(3), 55-65. Pinto, J., & slevin, D. (1987). Critical Factors in successful Project Implementation.IEEE transactions on engineering management(1), 22-27. Smith, T., & Barrick, M. (2015). Collective organizational engagement: Linking motivational antecedents, strategic implementation, and firm performance.Academy of Management journal, 111.
Diploma of Business Administration8 Appendix : Gantt chart (planning tool) 2020 Tasks / Activities Ja n Fe b M ar A pr M ay Ju n J ul Au g Se p O ct No v D ec Conductingmeetingwith stakeholders Technologyupgradation (Microsoft tools) Training Development of communication Cash Flow Control (Payments) Payroll calculation New security measures (Keycard access system) Evaluation and control