BSBADM504 Assignment 1: Plan and Implement Administrative System

This report details a comprehensive plan for implementing an administrative system within the Woolworths Group, a major Australian retail business. The report begins with an introduction to the need for an e-log book system to streamline record-keeping, addressing employee performance, leave, and communication. It includes consultation with stakeholders, outlining the system's features and benefits, and provides a detailed cost analysis, comparing the costs of various suppliers and services. The report then explores the selection of appropriate suppliers using cost-benefit analysis and discusses implementation strategies, including the use of external consultants, user testing, and staff meetings. An implementation plan is presented, covering system development, testing, and communication procedures, along with instructions for handling system malfunctions. A detailed communication plan outlines the messages, audiences, and modes of communication. The report also covers training procedures, providing a step-by-step manual for system usage. Finally, a risk management plan identifies potential risks, such as compliance issues, the need for modifications, and lack of training, along with their potential impacts. References are included to support the report's findings.

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MANAGEMENT
Assignment 1: Plan and Implement Administrative System

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Table of Contents
Introduction................................................................................................................................3
Consultation with stakeholders stating the features of the new system.....................................3
Cost of Recordkeeping System..................................................................................................3
Selection of Appropriate Methodfor suitable suppliers.............................................................4
Implementation Strategies..........................................................................................................4
Piloting the system for user testing:...........................................................................................5
Implementation Plan..................................................................................................................5
Instruction for malfunction of the system..................................................................................6
Communication Plan..................................................................................................................6
Training Procedure.....................................................................................................................8
Risk Management Plan..............................................................................................................8
References................................................................................................................................10

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Introduction
The second largest retail business of Australia being Woolworths Group has been one of te
company’s which has been maintaining its administrative system in effective manner and has
been practicing the traditional way of record keeping that is through data entry which was
done initially manually but gradually it has been computerised. The company has been
maintaining its records of employee’s performance, leave applications, communication path,
everything through the data entry. The gradual development of the technological industry has
provided on with some new and advanced ways of record keeping which could be utilised by
Woolworths in order to maintain smooth functioning of the company. The implementation of
the e-log book where all the information would be saved considering the leave of employees,
employee’s personal data, employees activities, communication flow, stocks, etc (Gausviket
al. 2015). This software would provide the company with ease of work and the flow of work
and actions would also be channelized. The administrative department would get a tool of
enhancing the activities of the company along with the employees. The e-log book system
has been utilised many renowned companies which has provided them with smooth
functioning and thus, it would be beneficial for Woolworths Group too.
Consultation with stakeholders stating the features of the new system
The concerned company has been employing about 205000 number of employees and
management of such a he number of people under one head is quite difficult. The
administrative system of the company has been developed with accuracy though, still it
requires some transformations and the application of e-log book would be the one tool to
accelerate the working of the company along with providing some accuracy. The size of the
system would be wide and it would cover almost the entire company, and it would be a multi-
user tool that is at a time multiple users could utilise or use the software (Killian and
McManus, 2015). The system would have the capability of recording all the requirements of
the employees that is from their personal data, to their performanceactivities, communication
flow, etc. The use of the software would be quite easy once the training has been taken. The
cost of the software would be a bit high and it would be an expensive one but the application
would providebeneficial reports which would compensate the cost (Batra and Keller, 2016).
Cost of Recordkeeping System
Suppliers or Developers Cost or Quotes (AUD)

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Administrative System Consultant 1000
Computer/Software Suppliers 27600
Efficiency Consultants 2000
Equipment Suppliers 30000
IT Technicians 2800
IT trainers 6800
Internal Staff 2300
Office Equipment Suppliers 35000
The cost of the recordkeeping system through e-log book has been estimated to be quite high
and the consideration of each of the factors has made the cost analysis much more accurate
and specific. The costing of the new administrative system is expensive but the outputs and
the benefits that would be gained through it would be of high quality (Batra and Keller,
2016). The concerned company would enhance its overall management through this
administrative tool and this would support the success of the business too.
Selection of Appropriate Methodfor suitable suppliers
The selection of the suitable suppliers would be done through acknowledging the multiple
suppliers and their quotes and matching it with the most productive outputs. The suppliers are
expected to provide the most productive and accurate services at the minimal possible price.
The sheer analysis of the costs as stated by the suppliers could be cross checked through the
cost benefit analysis tool and this would provide the actual benefits that could be gained
through each of the suppliers (Kenosiand Mosweu, 2018). The acknowledgement of the
various suppliers on the basis of the output or the results that would be gained could provide
with the most beneficial choices. The company could accelerate its business and the
management of the entire company could be made easy through the proper and accurate
selection. The selection of suppliers would be done on the basis of cost benefit analysis as
well as the smooth flow of the goods and materials.
Implementation Strategies
Using external consultants
In order to implement the strategies, Woolworths would hire some external consultants so
that they can offer better suggestions for operating the record keeping system. Since the

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record keeping system will operate on an electronic platform there has to be appropriate
suggestion regarding its utility and usage. The external consultants will also provide
necessary demonstration on using the device to the employees.
Piloting the system for user testing:
There will be several users testing before putting the system in the policy. More number of
user testing will ensure the authenticity of the operation before confidential information is
entered in the record. Hands on training of the employees will help the employees to get
acquire completely with the software and there will be less chance of making any error
during professional use (Malcolm et al. 2015).
Meetings with the staffs:
Meeting with the staffs will help the authorities to decide which information are to be
included. The staff meeting will involve process regarding reducing manual labour and
physical effort that was involved previously while maintaining physical record keeping
systems.
Implementation Plan
Physical development of the system: The record keeping system will be developed to keep
track of employee salary, benefits, and leave balance and performance evaluation. A certain
section of the record will also constitute of daily entry record that will be filled by employees
such as hours serving in the workplace, issue faced etc. making entry in the record system is
mandatory and a part of policy of the organization.
Testing: initially a discussion will be held check the consent of the employees. The
employees will be encouraged to rise if they have any point of objections. After the initial
approval there will be multiple pre-testing sessions that will ensure the authority that the
system is safe to operate with confidential documents (Kasper and Rajkumar, 2017).
Communications to introduce system and procedures: The managers of Woolworths will
convey the plan to other employees. There will be effective flow of communication along the
hierarchy of the organization so that the policy is circulated among all.
Skills assessment and training: every employees of the organization will be made aware of
the skills required. After approval of the recordkeeping system for professional use all the
employees will be provided training sessions to operate it appropriately. Following the

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training period employees will be asked to do it by themselves before putting the final entry
(Hasegawa et al. 2015).
Instruction for malfunction of the system
If the system goes dysfunctional all of a sudden, the employees are to record their entries in
software such as MS excel. Instead of becoming panic they can trust on their employers as
there is an in-house technician always available in the workplace (Willis, 2015).. So if there
is any issue it will surely get fixed within few hours. If the malfunction is noted by an
employee all of a sudden, he should report immediately to his higher employees. However
the accounts department has alternative records for employee payment so it won’t be a
serious problem if the employees are concerned for their payment.
Communication Plan
Message Audience description Mode
Advantages that the
company would
gain.
Administrative
Heads
The benefits of the
recordkeeping
system through e-log
book, the advantages
that the system
would have and the
way the system
would transform the
working style of the
company. The actual
working style and
the methods to be
applied in the
operation of the
software would be
communicated too.
Meeting in person,
e-mails, face to face
communication
Transformation in
the working style of
the employees and
Employees The working system
of the e-book log,
the way employees
e-mails and
conferences

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the performance
appraisal to be
gained
could transform their
working style. The
efficiency that the
employees could
gain through its use.
Accurate
performance
required for
execution
Staff The working pattern
of the recordkeeping
system, the
acceleration that
could be gained in
the work, the
performance
appraisal could be
assessed accurately.
Pamphlets
Benefits that could
be and the way
company would be
transformed
Higher Authorities The benefits that
could be gained
through the
application of the
system and the way
the company’s
working could be
transformed (Rolan,
2017).
Meeting in person,
conferences, e-mails
The communication plan has been framed in consideration with the requirements and the
benefits that the system would provide to the company and all the other stakeholders. The
plan includes the staff and the employees along with the higher authorities (Marutha and
Ngulube, 2018). The communication plan’s accuracy could be gained through the modes that
has been taken up for the messages to be conveyed and the effectiveness of the messages also
depend on the modes of communication that has been chosen.

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Training Procedure
The training would be conducted for the staffs through providing the manual for the system
and the employees would be provided with the practical training too. The employees training
would done through conducting a training program where the technicians and the experts
would provide the information on the usage and the operations of the software in an accurate
manner and the program would also be followed by the benefits of the system that could be
experienced by the employees in future (Patersonand Castan, 2016). The manual that would
be provided to the staff would include the step by step description of the system and the
impacts that each step would have. The manual would look as follow
Step 1: Select the department that is Communication Issue, Employees Personal Records,
Employees Appraisal, Company’s Progress Report, etc.
Step 2: On selecting Communication, choose the message or the audience of the message that
concerns
Step 3: Provide the message and forward it to the departments that you wish to
Step 4: Provide our feedback on the system
These steps has been framed in consideration of the communication department and similar
steps are required for other departments too. The manual has been framed in consideration of
an example and the rest of the departments also carries multiple steps to be executed.
Risk Management Plan
Risks Description rate impact
Compliance Risk The compliance risk
would be associated
with the
compatibility and
the working of the
system. The
execution of the
system in the
accurate direction
would be the
demand of the risk.
low The existence of the
risk would impact
the entire company
as a whole and the
issue in the
administrative
department would
highly impact the
other departments
too. Thus, the impact
would be highly

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The occurrence of
this risk is likely to
take place due to the
ignorance of the
steps of the system.
effective.
Need for
Modification
The exercising
audience of the
recordkeeping
system might
demand some
modifications in the
system which would
add on to the cost of
the company.
high This would impact
the company’s
expenses as the cost
would be additional
in nature.
Lack of Training The risk of lack of
training would result
the system to be a
failure and the entire
effort would be a
waste.
Low The lack of training
wold impact the
entire company and
its financial
statement as the
entire effort would
be a waste if proper
training is not
provided.

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References
Batra, R. and Keller, K.L., 2016. Integrating marketing communications: New findings, new
lessons, and new ideas. Journal of Marketing, 80(6), pp.122-145.
Gausvik, C., Lautar, A., Miller, L., Pallerla, H. and Schlaudecker, J., 2015. Structured nursing
communication on interdisciplinary acute care teams improves perceptions of safety,
efficiency, understanding of care plan and teamwork as well as job satisfaction. Journal of
multidisciplinary healthcare, 8, p.33.
Gausvik, C., Lautar, A., Miller, L., Pallerla, H. and Schlaudecker, J., 2015. Structured nursing
communication on interdisciplinary acute care teams improves perceptions of safety,
efficiency, understanding of care plan and teamwork as well as job satisfaction. Journal of
multidisciplinary healthcare, 8, p.33.
Gordon, N.P. and Hornbrook, M.C., 2016. Differences in access to and preferences for using
patient portals and other eHealth technologies based on race, ethnicity, and age: a database
and survey study of seniors in a large health plan. Journal of medical Internet
research, 18(3), p.e50.
Hasegawa, T., Itagaki, H., Mitsuma, S., Watanabe, T. and Yamamoto, N., International
Business Machines Corp, 2018. Storing meta-information on tape recording systems. U.S.
Patent Application 10/067,700.
Kenosi, L.S. and Mosweu, O., 2018. A Framework for a Good Recordkeeping System.
In Handbook of Research on Heritage Management and Preservation (pp. 213-234). IGI
Global.
Killian, G. and McManus, K., 2015. A marketing communications approach for the digital
era: Managerial guidelines for social media integration. Business Horizons, 58(5), pp.539-
549.
Kuhr, G., SAP SE, 2016. Data item deletion in a database system. U.S. Patent 9,378,337.
Malcolm, P.B., Napier, J.A., Stickler, A.M., Tamblin, N.J., Beadle, P.J.O. and Crocker, J.P.,
CA Inc, 2015. Information management system. U.S. Patent 9,203,650.
Marutha, N.S. and Ngulube, P., 2018. ENTERPRISE CONTENT MANAGEMENT
SYSTEM IMPLEMENTATION READINESS TO IMPROVE MEDICAL RECORDS

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MANAGEMENT IN LIMPOPO PROVINCE, SOUTH AFRICA. Library Philosophy &
Practice.
Paterson, M. and Castan, M., 2016. New rules and recordkeeping: Supporting redress for
survivors of child abuse. Alternative Law Journal, 41(1), pp.43-47.
Rolan, G., 2017. Agency in the archive: a model for participatory recordkeeping. Archival
Science, 17(3), pp.195-225.