Business Administration Assignment: Office Systems and Budgeting

This assignment solution provides a comprehensive overview of key concepts in business administration. It covers various units including office systems, budgeting, and mail handling. The assignment delves into topics such as changing office procedures, data analysis, ethical considerations, mail management, budget planning, and control. It explores factors in designing office systems, data analysis techniques, and the importance of budget audits. The solution includes detailed explanations, examples, and practical applications, offering insights into managing office operations effectively, ensuring efficient mail handling, and implementing robust budgeting strategies. The document also addresses the roles of stakeholders, fraud prevention, and the impact of IT tools in a business environment. The assignment offers a comprehensive understanding of business administration principles.

Unit 11, 15, 19, 55, 65, 73

Table of Contents
INTRODUCTION...........................................................................................................................1
UNIT 11...........................................................................................................................................1
TASK 1............................................................................................................................................1
1.1 ...............................................................................................................................................1
1.2 ...............................................................................................................................................1
1.3 ...............................................................................................................................................1
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents...................................................................................................................................2
1.5 ...............................................................................................................................................2
UNIT 15...........................................................................................................................................2
TASK 1............................................................................................................................................2
1.1 ...............................................................................................................................................2
1.2................................................................................................................................................2
1.3 ...............................................................................................................................................2
1.4................................................................................................................................................3
1.5 ...............................................................................................................................................3
1.6................................................................................................................................................3
1.7 ...............................................................................................................................................3
TASK 2............................................................................................................................................3
2.1 ...............................................................................................................................................3
2.2 ...............................................................................................................................................3
2.3................................................................................................................................................3
2.4 ...............................................................................................................................................4
2.5 ...............................................................................................................................................4
2.6 ...............................................................................................................................................4
2.7 ...............................................................................................................................................4
UNIT 19...........................................................................................................................................4
TASK 1............................................................................................................................................4
1.1 ...............................................................................................................................................4
1.2................................................................................................................................................4

1.3 ...............................................................................................................................................5
1.4 ...............................................................................................................................................5
1.5 ...............................................................................................................................................5
1.6................................................................................................................................................5
TASK 2............................................................................................................................................5
2.1 ...............................................................................................................................................5
2.2 ...............................................................................................................................................6
2.3................................................................................................................................................6
TASK 3............................................................................................................................................6
3.1................................................................................................................................................6
3.2 ...............................................................................................................................................6
3.3 ...............................................................................................................................................6
UNIT 55...........................................................................................................................................7
TASK 1............................................................................................................................................7
1.1 ...............................................................................................................................................7
1.2 ...............................................................................................................................................7
1.3 ...............................................................................................................................................7
1.4 ...............................................................................................................................................7
TASK 2............................................................................................................................................7
2.1 ...............................................................................................................................................7
2.2 ...............................................................................................................................................7
2.3 ...............................................................................................................................................8
2.4 ...............................................................................................................................................8
TASK 3............................................................................................................................................8
3.1................................................................................................................................................8
3.2................................................................................................................................................8
3.3 ...............................................................................................................................................8
3.4................................................................................................................................................8
3.5 ...............................................................................................................................................8
3.6 ...............................................................................................................................................9
TASK 4............................................................................................................................................9

4.1................................................................................................................................................9
4.2 ...............................................................................................................................................9
UNIT 65...........................................................................................................................................9
TASK 1............................................................................................................................................9
1.1 ...............................................................................................................................................9
1.2 ...............................................................................................................................................9
1.3 .............................................................................................................................................10
1.4 .............................................................................................................................................10
1.5 .............................................................................................................................................10
1.6 .............................................................................................................................................10
1.7 .............................................................................................................................................10
1.8 .............................................................................................................................................10
1.9..............................................................................................................................................11
TASK 2..........................................................................................................................................11
2.1 .............................................................................................................................................11
2.2 .............................................................................................................................................11
2.3..............................................................................................................................................12
2.4 .............................................................................................................................................12
2.5..............................................................................................................................................12
2.6..............................................................................................................................................12
2.7 .............................................................................................................................................13
TASK 3..........................................................................................................................................13
3.1..............................................................................................................................................13
3.2..............................................................................................................................................13
3.3..............................................................................................................................................13
3.4..............................................................................................................................................13
3.5..............................................................................................................................................14
3.6..............................................................................................................................................14
TASK 4..........................................................................................................................................14
4.1..............................................................................................................................................14
4.2 .............................................................................................................................................14

4.3..............................................................................................................................................14
4.4 .............................................................................................................................................15
4.5 .............................................................................................................................................15
4.6 .............................................................................................................................................15
4.7 .............................................................................................................................................15
UNIT 73.........................................................................................................................................16
TASK 1..........................................................................................................................................16
1.1 .............................................................................................................................................16
1.2 .............................................................................................................................................16
1.3 .............................................................................................................................................16
1.4..............................................................................................................................................16
1.5 .............................................................................................................................................16
1.6 .............................................................................................................................................17
TASK 2..........................................................................................................................................17
2.1 .............................................................................................................................................17
2.2..............................................................................................................................................17
2.3 .............................................................................................................................................17
TASK 3..........................................................................................................................................17
3.1 .............................................................................................................................................17
3.2..............................................................................................................................................18
3.3 .............................................................................................................................................18
3.4 .............................................................................................................................................18
3.5 .............................................................................................................................................18
3.6 .............................................................................................................................................18
TASK 4..........................................................................................................................................18
4.1 .............................................................................................................................................18
4.2 .............................................................................................................................................18
4.3 .............................................................................................................................................19
4.4 .............................................................................................................................................19
4.5..............................................................................................................................................19
4.6 .............................................................................................................................................19

CONCLUSION..............................................................................................................................19
REFERENCES..............................................................................................................................20

INTRODUCTION
Business administration is management of a business. It includes all aspects of
overseeing and supervising business operations and related field which include Accounting,
Finance and Marketing (Bargiela-Chiappini and Nickerson, 2014).
UNIT 11
TASK 1
1.1
Changing office procedures requires careful planning to ensure employees understand the
new procedures and don’t drift back into old habits.
 Identify Problems
 Plan Changes
 Implement Change
 Monitor the Procedures
1.2
 Identify Priorities
 Adopt a Good Attitude
 Build Essential Skills
 Time Management/Productivity
 Communication Skills
1.3
Probably the best-known of the constraint management tools developed by Goldratt is
called “Drum-Buffer-Rope” (DBR) describe a system with dependencies and statistical
fluctuations.
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents
Definite office policies and carefully planned procedures are the prerequisites for running
a smooth and efficient practice (Bryman and Bell, 2015). Goals, however, cannot be achieved
solely by establishing rules.
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1.5
 Hire great team members
 Improve the lighting
 Make the office comfortable
 Improve communication
UNIT 15
TASK 1
1.1
An advantage of using primary data is that researchers are collecting information for the
specific purposes of their study. One type of secondary data that’s used increasingly is
administrative data.
1.2
Qualitative data consist of words and narratives. The analysis of qualitative data can
come in many forms including highlighting key words, extracting themes, and elaborating on
concepts. Quantitative data are numerical information, the analysis of which involves statistical
techniques.
1.3
Validity boils down to whether the research is really measuring what it claims to be
measuring. Reliability is chiefly concerned with making sure the method of data gathering leads
to consistent results (Filip and Mărăscu-Klein, 2015).
1.4
IT tools give businesses the ability to monitor customers' reactions to their products,
measure the impact of their marketing decisions and create an open communication loop with
their customers (Grusec and Hastings, 2014).
1.5
A larger sample size should hypothetically lead to more accurate or representative results,
but when it comes to surveying large populations, bigger isn’t always better.
2

1.6
An evaluation usually involves some level of generalising of the findings to other times,
places or groups of people.
1.7
Data presentation and analysis plays an important role in every field. A great presentation
can be a deal maker or deal breaker.
TASK 2
2.1
Parameters in statistics is an important component of any statistical analysis. In simple
words, a parameter is any numerical quantity that characterizes a given population or some
aspect of it.
2.2
 Gather the facts
 Define the ethical issues
 Identify the affected parties (stakeholders)
 Identify the consequences
2.3
Use established conventions and procedures if they exist. Your research group or
Department may already have standard protocols;
Be consistent: agree what works and stick to it (Hesselbarth and Schaltegger, 2014). Don't
use no or multiple conventions.
2.4
Data Analysis is the process of systematically applying statistical and/or logical
techniques to describe and illustrate, condense and recap, and evaluate data.
2.5
Analytical results underscore the usefulness of data sources by shedding light on relevant
issues (Hettne, 2016). Some Statistics Canada programs depend on analytical output as a major
3

data product because, for confidentiality reasons, it is not possible to release the micro data to the
public.
2.6
Data analysis will only provide a realistic insight and will suggest real-time and practical
measures if the data is genuine and free from any machine or manual errors, discrepancies or
loopholes.
2.7 Draw conclusions that are valid and supported by evidence
After researchers have collected data in their psychology experiment, it is now time to
analyse the data, draw conclusions, and report the results.
UNIT 19
TASK 1
1.1
In my workplace, we hardly ever get junk mail delivered to us, however if this happens,
the administrator dealing with the post will open the item and use their own discretion to see if it
would be relevant to a member of staff, if so the item will be delivered with the rest of the post to
the staff pigeon holes.
1.2
All post to and from the office lands at my desk every Tuesday and I immediately sort
through it (Kaplanski, Levy, Veld and Veld-Merkoulova, 2015). Most the outgoing post is
franked stamped in my company directors. Cheques are rarely sent out through the post as most
banking is done electronically this is because it is more secure, easier to use and much faster than
waiting for a Cheques to come through the post.
1.3
A franking machine is a device that franks all outgoing mail with the date, item price and
usually a return address and company logo (Kitchin, 2015). A franking machine can frank letters
and large letters, as well as labels for parcels and large packages. Most franking machines are
equipped with digital scales and an automatic letter feeder.
4

1.4
After all the post, has been franked, it to be placed inside the appropriate posting, based
on its class this is for easier distribution. Most outgoing packages are already pre-packaged by
the employees wanting to send them, for e!ample electrical certificates are sealed in the correct
cover by my office manager.
1.5
To ensure security of mail items, all post addressed to employees are organised and
delivered to their pigeon holes, to be opened by themselves. However, post with no name is
usually opened by me if it states it is confidential or private, I will be hand it to the business
manager.
1.6
There are several ways to identify a suspicious item, some characteristics includes
misspelling of name or address, no return address, stains, discolouration or a strange odour, or
uneven"unnecessary packaging. The procedures in place state never to open a package believed
to be suspicious, and to isolate it from the rest of the mail, preferably sealing it in another
package or container (Lyon, Mšllering and Saunders, 2015).
TASK 2
2.1
All mail is date stamped on the envelope. Most mail is addressed to either a named
person or departments will add the initials of the appropriate recipient if there is no named
person on the address.
2.2
The reason the mail is stamped only on the envelope is that once the mail is delivered to
the appropriate person it becomes their responsibility to deal with the item.
5

2.3
all the incoming mail, organise it and then places it in the top +ling tray on my desk. or
myself then puts the mail into appropriate pigeon holes in the office beneath the jobs board
(Papadopoulos and Heslop, 2014). All incoming mail should be stamped, sorted and delivered on
the day.
TASK 3
3.1
A smooth-running company needs a smooth-running system for handling these important
materials efficiently.
 Good Labelling
 Office Mail Movement
 Internal Collection
 Pickup Times
3.2
Mails consist of three main types — inward, outward and inter departmental. Mail
Service helps the firm to establish and contact with the customers and public at large.
3.3
Outgoing posts down to reception in the afternoon. I sort the posts according to sizes. I
leave the outgoing internal mails in the relevant boxes which are sorted according to area
(Picard, 2014).
UNIT 55
TASK 1
1.1
A budget is defined as patterns of expenditure and revenue over the life of the project. In
general, it is a prediction of the possible costs that will be incurred by carrying out the activities
planned in a project (Pollard, Minor and Swanson, 2014).
6