BSBADM504 Payroll System Implementation and Monitoring Report

This report provides a detailed analysis of a payroll system, covering various aspects of its planning, implementation, and ongoing management. It begins by outlining essential administrative procedures to ensure efficiency, including post-training evaluations, user questionnaires, and audits. The report then delves into security measures, emphasizing data protection and compliance with privacy policies. Further, it addresses a correction plan for implementation issues, detailing transaction monitoring, communication strategies, and stakeholder engagement. The report also emphasizes the importance of continuous monitoring through reports, budget analysis, and key performance indicators. Finally, it outlines a comprehensive training plan that includes communication hierarchy, IT support, and professional development initiatives, with a focus on knowledge gap analysis and performance evaluation to ensure the effective integration and utilization of the payroll system.

Running head: BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEM 1
BSBADM504 Plan and Implement Administrative Systems
(Author’s name)
(Institutional Affiliation)

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 2
Assessment two
Question 1
To ensure efficiency in the payroll system, the following management procedures are followed:
 Post-training observation evaluation of the check forms (number/type of users) (Thite,
2014).
 Frequency of requests evaluation.
 Distribute, collect and analyze questionnaires filled by users.
 Interview the users.
 Analyze tests on Quality assurance.
 Conduct Audit on Payroll schemes.
 Create an action plan on correction.
a. Software checking.
b. Decision making systems.
c. Expertise schemes.
The system information is secure
Monitoring and testing for security should involve the following procedures:
 Problem identification.
1. Test security data, duties and authorization level (Wikler, 2012).
2. Update passwords.
3. Update antivirus programs.
4. Performance backups.
5. Ensure compliance with privacy policies (Obeidat, 2014).
The Data and reports are accurate, valid and on time.

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 3
Question 2

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 4
File No. 6 Memorandum
To: All Employees (Retail City Group)
Correction plan after implementation
The team tasked with implementation identified unrecognized travelling allowances transactions.
Since functionality was not part of the payroll schemes then Fringe tax could be encountered
(Kinyeki, 2015).
The correction plan for the implementation activities has been attached. Look at file no. 5.
Processing of transactions (Raw no.7 Column B)
i) Monitor day to day transactions in the management.
ii) Delegate specific payroll scheme to finance systems.
iii) Adjust travel transactions, petty cashes and miscellaneous activities.
iv) Monitor old systems and integrate to the new one.
Communications about transactions (Raw no. 7 Column D)
i) Alarming recognition problems.
ii) Record, categorize, prioritize and assign problems.
iii) Report implementations hiccups to key stakeholders (Vassolo, 2014).
Feedback questions and problem resolutions are always welcomed.
Project Group

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 5
Question 3
Monitoring of the payroll system should be done to ensure validity.
 Report calendar creation
 Daily update of the functions/ approvers/ owners and the completion date (Dirani, 2012).
 Report calendar configuration to a red flag.
 Information system management.
 Reviewing performance reports.
 Budget
 Transaction reports.
 Key performance indicators report (Wikler, 2012).
 Monitoring data.
 Batch processing.
 Evaluate transactions.
Question 4
 Establishing communication hierarchy
 Establishing team/staff communication i.e. high confidence and organized problem
identification (Obeidat, 2014).
 Establishing contact with administrators and setting up protocols of communication.
 Publishing and communication of implementation policies.
 Collaborate with other organizations using the new system.

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 6
 Assign supplementary resources.
 Draft a training plan.
 Establish IT help desk.
 Establish Intelligence groups.
 Set notification for windows.
 Establish trouble ticket scheme to increase productivity (Kinyeki, 2015).
 Ensure automatic response is given.
Question 5
Step one: Reviewing performance, describe meetings, have discussions.
- Describe the responsibilities of the different people in the meetings.
- Distribute indicator forms of skills, knowledge and abilities of the users (H.Indico, 2016).
- Review changes in the job positions after new system introduction.
Step two: Observe and analyze staff present knowledge and skills.
-Obtain feedbacks from employees on the current job position.
-Provide own feedbacks after observing employees. What are some of the changes? What
responsibilities need improvement?
- Obtain information about qualifications, training and tasks.
Step three: Knowledge gap analysis.
-Determine if gaps exist in the skills of employees.
-Determine if there is need to revise some of the information stated.
-Ask employees the areas that need evaluation.
-Determine some of the tasks that may have been omitted (Vassolo, 2014).

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 7
-Select skills needed, fill Training analysis forms and set up copies of development and training
plans.
-Confirm with the Human resource manager if Training need to be evaluated.
-Do ROI analysis.
Step Four: Determine solution for training.
-Determine best methods to close the knowledge gaps.
-Some of the internal alternatives include:
i) Coaching one-on-one
ii) Self-directed learning
iii) Short training programs
iv) Mentorship
v) Playmate system
-Adapt training solutions with the Human Resource manager.
-Implement the strategies.
Development/ Training plan
Step five: Performance evaluation after training.
-Conduct a practical assessment on the jobs.
-Decide if responsibilities can be completed.
-conduct reviews on performance.
-Ask employees evaluate own performance (Mandera, 2009).
-Evaluate performance gaps.
-Complete evaluation forms about training.

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 8
Development and Training plan
Theme Learning Outcome Resources needed
Start new payroll
schemes
Know how to integrate new
system into the old one.
See demonstrations of other
systems.
Handbooks, demos, video
demos, manuals.
Creating a new profile
for customers
Create new profiles Simulations, review manuals,
user manuals, demos.
Save new data Know how to save information Handbooks, demos, video
demos, manuals (H.Indico,
2016).
Recover historical
information
Know how to retrieve erased or
lost data.
Simulations, review manuals,
user manuals, demos.
The training schedule 2017
Stages Training information Technique Coach Locality Starting
and end
dates
Top Level
Scheme
Technical team training -Coaching
-Skills assessment -
Vendor Vendor
offices
22nd Feb to
26th Feb

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 9
Online
-Incorporate
training.
Detail Scheme Project group training -Skills assessment -
Online
-Incorporate
training.
.
-Vendor
-IT
experts
-In-
house
- Onsite
-Vendor
headquar
ters
15th Mar to
20th Mar
Implementation
of system
Employee training -Mentorship at the
offices
- Training during
job sessions
-PD sessions
-Project
group
-IT
experts
-In-
house
-Onsite
15th May
to 25th
May
Maintenance and
support
CPD for all employees.
( new and Old)
-Mentorship at the
offices
- Training during
job sessions
-PD sessions
Project
group
-In-
house
-onsite
15th June
to 30th
June

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 10
Q&A Training, Help
lines training.
IT and Project
Managers help
lines / Vendor help
desk/
Professional
community
Project
team/IT
-In-
house
-onsite
17th Mar
up to now.
Training
actions
Theme Techniques Resources
needed
Time frame
Induction -Introduction
and training
employees to
policies, duties
and procedures.
-Technology
awareness
-Fill
questionnaires
-introduction
-Job demos
-Mentoring.
Handbooks,
demos, video
demos, manuals.
To be completed
after two days

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 11
on styles of
learning.
-Introduce
payroll
schemes.
-Fill evaluation
forms
Role -Training
during working
hours.
-Integration of
new systems.
-Guide as per
the objectives of
the company.
-Payroll
schemes
-Self study
-IT help desk
-Mentorship
Handbooks,
demos, video
demos, manuals.
To be completed
after one month

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 12
training.
-Starting
programs.
-Create profiles
-Save data.
-Recover
historical
information.
Review of
performance in
the first month
-Complete
training
practical tests.
-Fill assessment
form
Practical tests
and assessments
(Dirani, 2012).
Interview on
gaps
Job instructions,
manuals, SOPs
policies.
Two days after
one year.
Professional
enhancement
-Fill evaluation
forms
-Conduct gap
Contact with
Human Resource
manager on
training needs.
Job instructions,
manuals, SOPs
policies, videos,
blog forum,
Completed after
the first year

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 13
evaluations.
-Finish training
form.
-Accomplish
PD as per the
assessments
Go on with the
playmate system
for another one
year (Thite,
2014).
project team help
line.
Knowledge or
practical
assessments
Perform
knowledge tests
Fill forms on
knowledge and
skills gaps
Assessing the
mentors and line
managers.
Job instructions,
manuals, SOPs
policies, videos,
blog forum,
project team help
line (Kinyeki,
2015).
After every three
months up to end
of first year.
Reviewing
performance in
the twelfth
month
Fill forms on
training tests
Complete
assessment
forms
Practical tests
and assessments.
Interview
discussion of
training gaps
Job instructions,
manuals, SOPs
policies
To be done in
two days after
one year the job
has just been
done.
Training Fill training Professional As per the plan As per the plan

BSBADM504 PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS 14
initiatives forms
Perform post
training tests
Fill evaluation
forms for
training
training.
Mentorship
As per the plan
of
implementation
of
implementation
of
implementation
References
Dirani, K. M. (2012). Professional training as a strategy for staff development: A study in
training transfer in the Lebanese context. European Journal of Training and
Development, 160-165.
H.Indico, M. (2016). Development of Employee Attendance and Payroll System using
Fingerprint Biometrics. Journal of Computer Science and Software Development, 4-10.
Kinyeki, C. (2015). Adoption and Implementation of Integrated Personnel and Payroll Database
in Kenya Government Ministries. Nairobi: University of Nairobi.
Mandera, N. R. (2009). The Effectiveness of the Induction and Orientation Programme in the
Nkangala Health District of Mpumalanga Province. South Africa: University of
Kwazulu.
Obeidat, R. (. (2014). The Implementation Process of Training Programs in Jordan: The Role of
Information Systems. European Journal of Scientific Research, 6-10.
Thite, M. S. (2014). Where is my pay? Critical success factors of a payroll system - a system life
cycle approach. Australasian Journal of Information Systems, 152-162.
Vassolo, A. C. (2014). Induced variation in administrative systems: Experimenting with contexts
for innovation. Management Research: The Journal of the Iberoamerican Academy of
Management, 123-151.
Wikler, D. C. (2012). Reducing Administrative Costs and Improving the Health Care System.
The New England Journal of Medicine, 4-7.