Report on Administration Systems of Swaggies Chain Stores Review

This report provides a detailed analysis of the administration systems within Swaggies Chain Stores, a rapidly expanding franchised gift store chain in Australia. The report evaluates the existing systems, identifies key issues such as outdated technology, lack of communication links, and manual ...Read More

Running head: ADMINISTRATION SYSTEMS OF SWAGGIES CHAIN STORES
Administration Systems of Swaggies Chain Stores
Name of the Student
Name of the University
Author’s Note:

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ADMINISTRATION SYSTEMS OF SWAGGIES CHAIN STORES
Table of Contents
1. Introduction............................................................................................................................2
2. Part A: Plan and Review Administration System..................................................................2
2.1 Overview of Current Systems for identification of Existing Problems...........................2
2.2 Outlining Consultation Process with Stakeholders and System Users with Method of
Consultation...........................................................................................................................4
2.3 Overview of the Areas that need Up Gradation in the Current System...........................5
2.4 Recommendations for Upgrades in Current System with System Specifications...........6
2.5 Legislation impacting Implementation of the New System.............................................7
3. Part B: Source Suppliers........................................................................................................8
3.1 Selection Criteria for Applying to Select Suppliers.........................................................8
3.2 Evaluation Process for Determining Successful Suppliers and Contractors with
Consultation...........................................................................................................................9
4. Conclusion............................................................................................................................10
References................................................................................................................................11

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ADMINISTRATION SYSTEMS OF SWAGGIES CHAIN STORES
1. Introduction
The aim of the report is to evaluate and assess the process and implications of the up-
gradation and modification of the administration systems of the Swaggies Chain Stores. This
particular chain is rapidly growing and developing chain store of the franchised and their own
branding gift stores that is retailing in Australia. The company has taken new steps and
measures to increase their facilities (Ritchey et al., 2013). They had done suitable
arrangements to introduce new premises in the town that is close to the Sydney. The new
building will house the products and services production area and the visiting management
office. This will hire a full-time secretary and 50 staff in the production team. The objective
of this report is to oversee the level of up gradation and the administration systems that are
existing as well as are being implemented. As appointed by Steve Parsons, the objective of
the appointed project manager has to review the current existing systems and analyse the
requirements that are needed for the implementation of the new operations of the company.
2. Part A: Plan and Review Administration System
2.1 Overview of Current Systems for identification of Existing Problems
Swaggies has now decided to upgrade their systems from their current conditions. The
main reason for such up gradation is that their current system comprises of many flaws which
are obstructing their growth of the marketing structure. The financial and the records of the
Payroll are handled and operated by manual based system. The issues with the current system
are as follows:
i) The first significant issue in this case study is its inadequate current computer
system. This computer system is not networked and it comprises of 6 work stations with few
applications of Microsoft like PowerPoint, Excel and Word that are being installed on every

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terminal on the basis of needs of users (Cundy et al., 2013). Every user has passwords and
since the system is not networked, there is a high chance that data might be lost.
ii) There is an urgent need of direct online link between Sydney office and the new
regional facility. The current system does not provide such opportunity and hence sharing of
data becomes extremely time consuming and problematic.
iii) Moreover, the current system does not have an extension of email use for their
staff. Due to this particular issue, it becomes quite common that the staff and managers are
unable to communicate amongst each other easily and for a longer period of time.
iv) The current software issues of the existing system include outdated data systems
and lack of technology improvisation (Railkar & Mahalle, 2014).
v) The existing system does not consist of a computerized stock control, hence they
are often unable to check when the minimum level is being reached. There are no measures
for formal stock controls in the system.
vi) Due to lack of appropriate database and staff training, Swaggies is unable to
control and maintain the confidential data. Current Excel is being used for database, however
there is high chance of data getting lost in this process. Moreover, the personnel of this
organization is also unable to understand the current position of the company.
vii) Although, they have included a system of electronic wage payment, it requires
subsequent up gradation, since it would reduce the complexity and time consumption to a
high level.
viii) The existing system has high level security systems within Sydney office after
inclusion of the keycard access system for each and every staff. The system can be identified

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as a problem because it has least security capabilities in maintenance of employee records
and payments.
ix) The staff of this organization is needed to become multi-skilling with proper
training so that they are able to deal with all types of complexities (Davis & Franks, 2014). In
present situation, the personnel are not adequately skilled for filling the roles of their
employees.
x) The keycard access system is being provided to every staff for security, however, it
requires up gradation since it would reduce the complexity.
xi) The existing system is not compatible with the cash flow system. The monitoring
of the cash flow and cut costs is not maintained.
xii) The record and detection of the employee details and the record for the leaves of
the employees are maintained in a primitive method of card files (Railkar & Mahalle, 2014).
This card file is then kept in the Tran’s Desk which is kind of a box used as storage by the
company.
2.2 Outlining Consultation Process with Stakeholders and System Users with Method of
Consultation
The consultation of the project manager with the stakeholders in the organization is
key part for the development of the organization. The people that are needed to be consulted
before the implication of the new system are the technological consultants that consists of the
system analyst, programmer, Computer engineer who will be in charge of setting up the
whole new infrastructure for the new system. The other members that are needed to be
consulted are the representatives that have ordered the new uniform from Swaggies. It is
extremely important to meet up with the stakeholders and government officials on a regular
manner, so that requirements of these officials would be getting clear idea about orders.

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Meetings are the most appropriate methods of consultation, since it would help in
successful determination of all requirements. The managers should consult about the new
requirements and how entire process would be made better in Swaggies. The operational
managers of this chain store are in charge of conducting meetings with the stakeholders. The
stakeholders for the company are the Project manager, the team or the worker that are the
employees, the functional management or the suppliers and the also the newly recruited
employees and the customers (Anderson, 2016). The staff, on the other hand, will be
consulting about developing the newly deployed productions within the company for longer
run.
2.3 Overview of the Areas that need Up Gradation in the Current System
The requirements of the new or upgraded systems are as follows:
i) Technology: The areas that are needed to be upgraded from the current condition of
the system comprises of the link process of the communication link with the Sydney premises
that has been existing in the system which can be attained by the Network Access Control
system. The technical background of the organization also needs enhancement like the up-
gradation of the systems with latest versions of the Microsoft tools installed in it (Fleming et
al., 2014). The employees are also needed to be trained efficiently to work on the system
without fault along with the security checks. This type of technology up gradation would
reduce the complexities that are associated with their existing system.
ii) Communication: The current system does not comprise of a direct communication
link and hence it would be extremely important for Production Manager, Robert Dever in
Sydney premises for issues related to design and production. As a result the emails from and
to Robert as well as research team eventually go to general inbox of emails. The conditions of
tis government contract need an ongoing link with the staff through email. Such development

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of communication would include submission of payment claims and updates for delivery and
manufacturing schedule.
iii) Cash Flow Control: The payment to Swaggies by the government agency for their
contract will be done and transferred directly to the bank account of the organization (Österle
et al., 2015). There is more form of the payments that are done to and by the organization like
the e-Lease of facilities and equipment for the new factory as well as compensation to
vendors for periodic planned delivery of products which will be well maintained under the
cash flow control of the new technology.
iv) Payroll/ Records System: The present financial and payroll records are being
maintained with the help of a manual system. The respective leave records as well as
employee details are being recorded within a card. The payroll is being calculated on a
weekly manner and it is needed to be upgraded effectively so that data is being stored in a
better manner.
v) Security: Although, they are focusing on security by successful involvement of
keycard access system, there are flaws in security and hence should be included with high
level of efficiency and effectiveness. New security measures should be implemented for this
process.
2.4 Recommendations for Upgrades in Current System with System Specifications
The recommendations for upgrades in the current system are as follows:
i) Technology: The computer systems are needed to be upgraded as the operating
systems are also needed to be upgrade. The Microsoft office is needed to be installed in all
the computer systems of the company. The Microsoft Excel for spreadsheets and other
documents with genuine support are needed to be implemented (Scott et al., 2015). The

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upgrading of the old system to the newest operating system will enable the organization to
create more feasibility in linking the computers via LAN connections.
ii) Communication: The training of the employees regarding the use of the new
payroll system and the link that has been created between the systems of all the computers of
the Swaggies chain store around Australia is highly recommended so as to mitigate the
existing problems and develop their business level (Ritchey et al., 2013). The company needs
to focus on the governmental needs by creating a monitoring system by the use of Network
Access Control over their premises.
iii) Cash Flow Control: The need of the up-gradation in the field of the payment like
the more enhanced method of monitoring of cash flow which was not available is needed and
essential. The area of the payment like the separate project costing is needed to be upgraded
and it can be recommended that the stock control policy is needed to be implemented.
iv) Payroll/ Records System: The financial and payroll records of the company was
maintained in a manual system and is recommended to upgrade the system so that the record
of the Employee details and also the record of the leaves of the employee can be maintained
more safely without keeping in boxes with the help of the Electronic payment and payroll
system (Muhakanizi, 2014). The use of certain software which is capable of maintaining the
record of the payroll will ease the difficulty of maintaining it with lowest risk. Software like
Gusto were recommended for the implementing the new payroll process.
v) Security: Implementation of new access control system providing security from
security of all facilities have to be upgraded. Keycard access has to be replaced by the
implementation of new methodologies like the specialized credentials, such as a key card or
PIN number, that they input into a reader to unlock the door.

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2.5 Legislation impacting Implementation of the New System
Three suitable legislations that would impact on the implementation of this new
system are as follows:
i) Consumer Data Security and Notification Act: This is the first legislation that
impacts the implementation of the Microsoft Office in the new systems. According to this
law of the cyber security regulation, Sectors that impact on customer economic data, along
with any company that accepts payment by credit card has to abide by the law of consumer
data security.
ii) Cyber Trespass Act: The Cyber Trespass act is applicable on an individual is guilty
of software infringement if he or she deliberately and without permission accesses, alters,
deletes, damages, destroys or disrupts any computer, computer system, computer network,
computer program or information. Computer infringement is usually aimed at computer
hackers.
iii) Genetic Information Non-discrimination Act: The third suitable legislation for
the case study would be GINA. This legislation impacts on the implementation of the online
financial and payroll recording system (Slaughter, 2013). The use of applications such as
Gusto is to be implemented in the company infrastructure and hence GINA would be
appropriate for them.
3. Part B: Source Suppliers
3.1 Selection Criteria for Applying to Select Suppliers
The selection criteria that will be applied to select the suppliers for the proposed
implementations contain certain points which follow the Sourcing Hierarchy of Constraints &
Criteria (SHoCC) methodology. The details are provided below:

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ADMINISTRATION SYSTEMS OF SWAGGIES CHAIN STORES
i) The supplier should be able to supply and implement the goods and the software
technologies that are required. The matter of the quality and safety that is depended on the
delivery and implication process of the supplier (Scott et al., 2015). Moreover, the correct and
formal schedules of the delivery system would be proving the efficiency of the supplier.
ii) The supplier should be able to meet every guideline of the government. Sourcing
team members will want some criteria to be treated as constraints like the unbreakable rules
in the supplier selection process.
iii) Warranty of working conditions and how long the supplier would be able to work
are to be checked for that supplier. Furthermore, delivery time is also kept on top priority.
The supplier should have particular and correct documents to prove the warranty assurance
that is generated by the governmental organizations (Giarratana & Mariani, 2014). Examples
of constraints include that there can only be one supplier, the operation manager must select
the low bidder, and delivery must be done within a considerable time.
iv) Delivery, service, social responsibility, simplicity, risk analysis and agility are to
be measured before any supplier is being selected.
3.2 Evaluation Process for Determining Successful Suppliers and Contractors with
Consultation
i) Process: The entire process of evaluation of suppliers can be executed after
applying appropriate selection criteria. The goal of the method is to guarantee that a client
base of finest-in-class providers is accessible for use. For evaluating the software supplier,
the evaluation of the pricing plans are needed which is done against the offerings that are
offered by the vendor. The organization needs to know about the options needed for
deployment as well as the costs needed for installation.

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ii) Consultation Strategies: After discussing and showing the portfolio reports to the
higher authorities like Steve Parsons, the report is to be evaluated for the selection of the
suppliers (Scott et al., 2015). The point that can be concluded is that the supplier may be
asked to start the work so as to assess the quality of the work they are able to deliver.
iii) Time Required: The organization should consider a time period of 3 months for
implementing the entire evaluation process. During these 3 months, it would be much easier
for the company to analyse, whether it is possible to include proper suppliers or not.
4. Conclusion
Therefore, conclusion can be drawn that Steve has appointed the project manager for
assessing the whole system off the existing company, the new implementation planning and
the task of over viewing the administration systems of the Swaggies is performed. This report
has described about the review of the usage of the old methods that were implemented in the
current system. The whole system has been evaluated efficiently to identify the places where
the change is needed in the company’s operations. The outline of the implementation process
concludes about the strategies like the use of Sourcing Hierarchy of Constraints & Criteria
(SHoCC) methodology for the selection of the supplier. The report also identified the laws
that are to be incorporated for the new implication. Moreover, the new implementations that
are done by the company for gaining the leading positions in the market are over viewed in
this report.

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