BSBADM504: Planning and Implementing New Administrative System

This report details the comprehensive plan and implementation of a new administrative system for a stationery shop. It begins with a business overview highlighting the need for an updated system to manage inventory efficiently across multiple franchises. The report then specifies the requirements of the new system, including real-time tracking, stock analysis, and user training. It includes evidence of stakeholder consultation, supplier quotations from Asset Panda and Cin7, and a detailed evaluation process. An implementation plan, procedures, a communication strategy, a training handbook, and a risk management plan are also presented. The report concludes with a discussion of relevant policies and legislative requirements, ensuring the system's effective and compliant operation, aiming to streamline operations, reduce costs, and improve decision-making within the business.

Running Head: ADMINISTRATIVE SYSTEM 1
Plan and Implement Administrative
system
December 15
2019
Student’s Details

ADMINISTRATIVE SYSTEM 2
Contents
Introduction...........................................................................................................................................3
Business Overview............................................................................................................................3
Specifications of the new administrative system...............................................................................3
Consultation of Stakeholders.................................................................................................................4
Quotations from suppliers......................................................................................................................4
Evidence of evaluating suppliers...........................................................................................................5
Implementation plan..............................................................................................................................5
Procedure...............................................................................................................................................6
Communication.....................................................................................................................................6
Training handbook.................................................................................................................................6
Risk management plan...........................................................................................................................7
Copies of the relevant policies...............................................................................................................7
Bibliography..........................................................................................................................................8

ADMINISTRATIVE SYSTEM 3
Introduction
Administrative actions are a system of rules governing the process for managing a set
of works in an organization. Establish this process to fulfill the organizational goal with
efficiency, responsibility, stability, and accountability. Administrative processes are
significant because they are managed by an organization that provides a set of objective rules.
They also help to ensure the decision of management rules to establish the legitimacy of
management's action and make a decision appropriate, and consistent. Finally, they also help
to ensure that managers are accountable for keeping these decisions from what processes are
deviated.
In order to run a business properly and implement any contract fully, the most
important thing is that those who work there should work under an efficient administrative
system and use them properly. Many factors affect the administrative system that can run the
business smoothly. When a business is started, it is ensured that resources are provided to
them as per specification and schedule. Along with this, it is also necessary to keep records
that work under the contract. Whenever a company buys a product, it becomes necessary for
the company to keep a record of the delivery and payment of that product. It is also necessary
to maintain records related to the health and safety of the people working in the company
(Wang, 2016).
The following report will discuss the administrative system of the stationery store as
well as plan and implement the new administrative system. The following process will
highlight the specifications for the new administrative system, evidence of consultation with
stakeholders or users, supplier’s quotations, evidence of evaluating suppliers, implementation
plan, set of procedures, training handbook, risk management plan, relevant policies and
procedures, and legislative requirements to the review of administrative systems.
Business Overview
A stationary shop which operating its business inventory by counting and make
records manually, which is very difficult to maintain in present times. The owner of a
stationery shop prepared their inventory reports for review on the basis of every quarter and
every month. Recently, the company has experienced many types of problems in counting by
hand as well as highly inefficient. This is the reason that it wants to make a new system for
efficient and organized inventory.

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Specifications of the new administrative system
The company has franchises in areas around the city, so high officials believe that the
company needs a system that can collect the inventory amount of all the franchises in one
place, but at the same time maintain individual stores and able to show the quantity as well.
Along with this, the company also wants real-time tracking in all its branches so that
whenever an employee sees a system, everything gets updated. An important point is that
when the company checked the stock, the stock felt overstocking and understocking during
the last few months hence the company supports an administration system that analyzes stock
movement and gives timely suggestions.
When the new administration system adopts the new feature and integrates it into a
program, the task of reorganizing the stock is no longer done through email or phone calls.
The ability to forecast and track KPIs within the governance system is also exposed after the
adoption of the new system (Wang, 2016).
The movement of whatever stock is available in the company is seen by the manager of
that company, hence it is known as the main user. This work does not include the entire
company but only affects a few employees. Other employees should need to be able to
understand how the system works but do not necessarily operate it. When the company
adopts the new system and applies it to all franchisees, this entire inventory control system
reduces the cost of the company.
With the introduction of new technology, some staff members may find it difficult to
understand, so the company demands to provide training for them to help them in that task.
The entire desk work framework must be changed to an electronic framework so as to be
careful and secure the necessary information and data.
This framework must be actualized to dodge unexcused nonappearances. The online
framework will enable the directors to set up the worker data and aides in sparing the extra
cost that happened because of absence. It must be built up so as to have legitimate control of
the individual division by the approved people capable.
Consultation of Stakeholders
The organization has settled between Asset Panda and Cin7 for its new organization
framework, in any case, a choice will be made between the two for how well one follows

ADMINISTRATIVE SYSTEM 5
organization particulars for the new framework. Empower both framework choices to meet
the requirements of the organization:
1. Exchange administration must be set up from the operational preparing framework. It
can help record the day by day exchange of the business.
2. The board data frameworks must satisfy focal capacities. It can give answers to
routine inquiries, procedures to predefined answers.
Quotations from suppliers
Finding suppliers is an important task to make the stationery business a success. A
business person can look at many suppliers and then do a comparative study of them to find
the best deal for their business. The company can choose a cheap supplier for business, not to
lower items’ prices so that business can make its profits, but it is better for the company to
always keep the supplier in backup for items so that business does not get interrupted.
Marketing is the area of any business which plays an important role in creating
awareness of the business brand among the people. Internet and social networking sites are
the best platforms to present the business to the target customers. The company's association
with successful organizations and brands in the same sector helps businesses gain new
customers as well as a better experience. Currently, the more creative and clear the message
of the company, the greater the chances of attracting more new customers to the business.
Asset Panda: $ 650 per month to get full features, the company adds unlimited
people.
Cin7: $799 per month to get full features, adds 5 people, requires payment for every
additional software the person who reaches.
Both software provides custom features to company employees, and this quotation
must be received upon request.
Evidence of evaluating suppliers
The competitive environment is the business environment that determines the
valuation of suppliers by which the businessman can get the products at a reasonable price
and maintain their quality. The production quality of a product is directly linked the
production workers and suppliers. Companies that are large need to buy more products, so

ADMINISTRATIVE SYSTEM 6
these companies feel the need to consider the suppliers' capacity first. The present
prerequisite in business is to diminish the supplier base. When any company demands
products, it becomes necessary for that company to use the spreadsheet column because using
this company can see and select the maximum and minimum order of the supplier (Wang,
2016).
Inventory is an important asset in the tablet column of a small company and can often
add limited capital for different periods. Good inventory management control means that
companies must track stocks accurately, both by means of accounting and physical
measurements. It, in addition, provides the basis for the procurement of stock choices and
guarantees optimal inventory processing to better meet product demand. A small business
must also evaluate the quality of inventory over time to ensure its stockpile is properly stored
in order to improve inventory management control.
Using this can reduce the time taken for delivery and through this column, the
company can compare the quotations received from the supplier and make its decision easily
(Sourcing Hardware, 2011).
Implementation plan
The plan should be designed according to the organizational objectives. It should be
designed in consultation with stakeholders and employees of other organizations to develop
independent strategies. This should be prepared with the help of external advisors so that they
are able to provide advice on possible strategies for a better future. In addition, the plan may
include changes in essential management strategies ranging from paper preference to
electronic systems. According to staff participation strategies must be drafted. Necessary
changes to the system must be tested by management before a comprehensive release of the
plan (Muthusamy, Jacobsen, & Arno, 2011).

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The model relies on the assumption that the management of organizational behavior is
about people and their tasks and objectives. It should be noted that most organizations
assume that people should not even in the least be trusted.
Procedure
The new system should include deadlines, human and material resources and other
roles and comply with responsibility. The business arrangement ought to be physically tried
before its utilization at the workplace. All the processes must be communicated to the users in
order to introduce the system so that no user has to face any problem regarding the
implementation of the system. The preparation should be given to the employee so as to
evaluate the abilities required to operate the framework.
Communication
Whenever a company's administrative system is changed, the following
communication is done to win and implement its support:
To,
Staff
This company is going to use the new system to improve the administration.
Organization Under this new system, Management Information Scheme is being used,
through which it is easy to make efficient and effective decisions regarding the prosperity of
the organization. It supports operational activity that keeps track of all sales, receipts made
during the month.
Thank You,
Mr………
Head of the administrative department
Training handbook
The rapid development of technology takes care of the continuous improvement of
employees through their training to employers. Professional employees increase the
competitiveness of the company and its profits. Further training is beneficial for the

ADMINISTRATIVE SYSTEM 8
employees themselves. They cope better with tasks, leading to higher wages and career
advancement (Engineered Systems, 2014).
The integration of employees, their engagement and their participation in the basic
management process offers the opportunity to continuously improve procedures. Unknown
concepts, inventions, and creative personnel priorities will affect advancement and deception.
The rivalry is so wild that not every open resource would be used rashly.
Training helps in improving the quality and quantity of work, enhancing knowledge,
enhancing the skills and productivity of both employees and the organization as a whole
(Towler, Watson, & Surface, 2014).
This helps in reducing the expected cost in achieving the execution of teaching time
and an acceptable level. Employee efforts or lapses do not destroy time by learning by
watching others.
It can standardize the best available method of functioning and be taught to all
employees, which helps improve the quality of performance. To guide employees, the
administrator must take the essential steps to conduct the training procedure in order to guide
the users about the new technology so that company management can operate it according to
the needs.
It helps trained employees to make better and economical use of materials and
equipment, thus reducing waste and reducing the rate of industrial accidents and machinery
damage. As a result, the cost of production per unit will be lower. This reduces their detailed
and consistent supervision by making employees self-sufficient in their tasks because they
know what to do and how to do it (Senzo Dhlomo, 2018).
Risk management plan
Risk management strategies think of those concepts which can recognize, forecast and
solve business challenges solutions. The planner has been aware of all possible scenarios
which may go wrong when implementing the venture, which can be resolved by a good risk
management plan. Management teams typically develop risk management plans that
strategize ways to identify risks, mitigate or avoid those risks, and develop contingency plans
in the event that a business interruption occurs.

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In the case of management, the risk is a potential threat to the successful completion
of the enterprise. During any phase of the business cycle, the risk can affect the entire
functioning of the framework and deviate from the proposal. The harmful effects may pose a
continuous or transitional threat to the workplace, time, budget, resources or even quality (J.J.
Keller's Compliance Focus, 2012).
Copies of the relevant policies
Training policy should be wanted so that requirements regarding policy measures are
known. An anti-discrimination strategy should be formulated to provide equality among
users.

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Bibliography
Engineered Systems. (2014). The importance of training. 31 (2), 38(1).
J. J. Keller's Compliance Focus. (2012). Risk management plan. 21 (19), 2(1).
Muthusamy, Jacobsen, V., & Arno, H. (2011). Flexible Distributed Business Process
Management. ProQuest Dissertations and Theses .
Senzo Dhlomo. (2018). Importance of digital skills training for your organisation.
Bizcommunity.com .
Sourcing Hardware. (2011). Importance of Sourcing; To get a competitive advantage, master
the art of sourcing suppliers, information on market trends, and best business practices.
Towler, A., Watson, A., & Surface, E. (2014). Signaling the Importance of Training. Journal
of Managerial Psychology, , 29 (7).
Wang, C.-H. (2016). A novel approach to conduct the importance-satisfaction analysis for
acquiring typical user groups in business-intelligence systems. Computers in Human
Behavior , 54, 673-681.