BSBADM504 - Implementation of the Administrative System Report

This report details the implementation and monitoring of an administrative system within the context of a Woolworths scenario, addressing the requirements of BSBADM504. It covers system performance criteria, safe operating procedures, security guidelines, and performance targets. The report analyzes the need for system modifications, including changes in purpose and technology, and presents a monitoring report with descriptions of procedures and recommendations for implementation. Furthermore, it outlines communication strategies for current users, induction plans, and training programs for new staff, ensuring effective system adoption and user proficiency. The report provides a comprehensive overview of the administrative system, including references.

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MANAGEMENT
Assignment 2: Implementation of the administrative system

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Table of Contents
1. Monitoring performance of the system........................................................................................3
2. Determining performance of the administrative system and its users, and identify changing
needs of the business.......................................................................................................................4
3. Monitoring report.........................................................................................................................4
4. Communication to current users outlining changes to the system or procedures........................5
5. Induction plan for new staff.........................................................................................................5
6. Training for new staff..................................................................................................................7
Reference list...................................................................................................................................9

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1. Monitoring performance of the system
a. system performance criteria: The system performance criteria of the record keeping
system of Woolworths are
Compliance monitoring
This criterion aims establishing a process to carry out conformance with the required factors
(Kasper and Rajkumar, 2017). The criteria monitors the newly introduced administrative system
has set their regulations and legislations.
Performance monitoring
It involves detailed analysis of the administrative system whether it is able to serve the purpose
of the organization. The managers of Woolworths measure that the objectives and targets of the
organization are met after installing the record keeping system (Willis, 2015).
b. Safe procedures for operating
 The record keeping system will maintain everyday by the higher authorities of
Woolsworth
 A certain portion of the system can be edited by the rest of the employees here they will
put their information related to their monthly leaves and total hours served per week
(Lemieux, 2016)
 The confidentiality of the record information will be maintained strictly by the managers
with password protected
c. Security guidelines
 The recordkeeping system will be unlocked maximum thrice a day
 It will display the time of login and logout
 The system will operate after detecting face of the user on every attempt
d. Performance targets
 To analyze core business documents

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 To determine security while accessing financial information
 To prevent the organization from data breaching or other sort of malpractices
2. Determining performance of the administrative system and its users, and identify
changing needs of the business.
a. change in purpose of use
Woolworths is a leading retail brand. It is progressing since the last few years more than its
competitors. So there is utmost need for securing the documentation and preserve minor
information for future use (Katuu and Ngoepe, 2015).
b. change in technology
The recordkeeping system installed is electronic so there remains no risk of data missing or
misplacing of documents. A digitalized record is more advantageous over traditional data
recording process because it can bring any small data to notice within an instant (Kasper and
Rajkumar, 2017).
3. Monitoring report
Monitoring data
The record keeping system will perform in a systematic manner based on which data monitoring
will be performed.
 It will capture every business records
 Reflects entire business process
 Prevents unauthorized financial transfer
 Provides audit trial on every record manipulation
Description of procedures
 In order to ensure the privacy, Woolsworth management have password protected the
system in a such a manner that the employees cannot view other’s documents other than
own information (Gilliland, 2017).

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 The managers ensure that every day the e record is filled by the employees serving
working hours.
Analysis of modification with 4 options
 Training of the employees for appropriate operation protocol
 Educating the employees for benefits of entering every details into the e record
 Installing the record application in personal phone of the employees (Kasper and
Rajkumar, 2017)
 Application of personalized unlocking system foe every employees
Recommendations for 2 evidences for implementation
Among the four modifications, the first two will be perfect to implement. Since it is an important
e record keeping system for the organization and employees, there is necessity to train the
employees for handling it. Overuse of the record or too many inappropriate attempts will make
the system dysfunctional (Zur Muehlen and Shapiro, 2015). If the system gets dysfunction all
essential documents will be lost as a result employees can’t claim their dues. Therefore it is also
important to elaborate the benefits of using it.
4. Communication to current users outlining changes to the system or procedures.
The manager of Woolworths will call a meeting with all the employees giving introduction to the
purpose of the discussion. He will use his soft skills to share some important facts and use for the
recordkeeping system. Then he will insist the employees to participate in the training program to
learn the correct usage (Hasegawa et al. 2015). He will point out the benefits individually before
the employees that will focus on the advantages of the employee side. For instance, he can give
examples of entering the records of incentives or working on the holidays that can easily tracked
with the help of recordkeeping system. In such a case an employee can easily draw manager
attention to the records if they have missed any information to include in their payment.
5. Induction plan for new staff
a. the skills required for a new staff to perform the administrative task are

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 Eager to learn
 Comfortable to technology
 Communication skills
b. The pathway for learning the skills can easily accomplished by online or face to face delivery.
The user can learn the demo of the record keeping system from any online videos. Watching
practical demonstration before using a technical device gives a little idea for operating the
software. Later onwards the staff can participate in the training session and learn the process
through hands on experience.
c. Training session plan
Sl no. Activities of the
program
Duration of time
required
Evaluation of
training
effectiveness
Time required
1. Introduction to
record keeping
system
1 hour Asking random
questions to
participants
attended the
training
1 hour
2. Professional use
of record keeping
system
1 hour Asking the newly
hired employees
to perform
independently
1 hour
3. Employee
benefits of record
keeping system
2hour
4 Hands on
training to record
keeping system
3 hour

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6. Training for new staff
As a manager of Woolworths it is very pleasure to have you here as an employee of the team. In
order to begin with the training process it is very important to share the organization policies and
procedures (Hasegawa et al. 2015). The objectives of the organization are to serve worldwide
customers with wide product range at an affordable price. Hence the organization tends to
operate its business in a customer centric approach (Kuhr, 2016). Along with its customers, the
organizations also ensure that their employees get a healthy work environment and as a matter of
fact Woolworths have installed a recordkeeping system to ensure that all the employees are
abided by organization policies such as recording the number of leaves each employee has
applied or additional payment the employee owes for overworking or hitting more number of
targets.

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Reference list
Ayvaz, S. and Cetin, S.C., 2019. Witness of Things: Blockchain-based distributed decision
record-keeping system for autonomous vehicles. International Journal of Intelligent Unmanned
Systems, 7(2), pp.72-87.
Gilliland, A.J., 2017. Archival and recordkeeping traditions in the multiverse and their
importance for researching situations and situating research. Research in the archival multiverse.
Kasper, L. and Rajkumar, V., 2017. Consensus system for manipulation resistant digital record
keeping. U.S. Patent Application 15/147,836.
Katuu, S. and Ngoepe, M., 2015. Managing digital records in a South African public sector
institution. INFuture 2015: e-Institutions Openness, Ac-cessibility. and Preservation, pp.135-
141.
Lemieux, V.L., 2016. Trusting records: is Blockchain technology the answer?. Records
Management Journal, 26(2), pp.110-139.
Willis, J., 2015. System and Method for Real Time Bidirectional Threaded Messaging with
Persistent Record Keeping. U.S. Patent Application 14/488,201.
Zur Muehlen, M. and Shapiro, R., 2015. Business process analytics. In Handbook on Business
Process Management 2(pp. 243-263). Springer, Berlin, Heidelberg.