BSBADM504 Plan and implement administrative systems

ASSESSMENT- 2

1. Ans: - Monitor administration system

Performance standards
In order to measure current performance with organisational objectives, performance standards need to
be established. To meet the stated criteria, the use of relevant information must be carried out. To
make policies effective and transparent, they must be explicitly written.
Monitoring Report
In order to determine the effect of the different rules and regulations, the report must be revised at
regular time intervals. To assess the efficiency of the users and administration department, monitoring
abilities must be used.
To insure that all users are successful in their positions in the new pay roll system, we follow Complete
Quality Control Procedures with an assessment review of 30/60 days as follows: Assess types of
observation after training.
 Evaluate request forms by IT assist line for frequency (user type statistics/categories/inputs
provided/outputs generated)
 User assessment questionnaires are circulated and compiled and evaluated.
 Set up user interviews/reviews.
 Evaluate and interpret trials of quality assurance tests.
 Conducting an internal payroll system audit.
 Prepare an Action Plan for correction.
1. Method of Office automation: - Tests for software tools: databases, word processors, technology for
communication.
2. System of decision support: - Assists individuals by providing evidence, models and analytical
resources to make decisions.
3. Expert scheme: - By diagnosing, recording, picking, designing, forecasting and teaching, the problem is
solved.

All information held in the system is secure

For security, the information system must be controlled and checked as follows:
Identify System Issues:
1. 1. Privilege of test confidentiality: security of stored data, authorisation levels, task
segregation.
2. 2. Ensure password update: Login ID Authorization to the HRIS system, the payroll
service records payroll.
3. 3. Ensure software update for anti-viruses: Data antivirus interventions.
4. 4. Ensure performance upgrade / back up.
5. 5. Ensure that the privacy policy is consistent.
6. Required reports and data are valid, accurate and timely.
2 Ans:-
An overview of the functional area, processes used and input from stakeholders are a comprehensive
method to determine which specifications or changes are required. Choosing an effective approach
needs an understanding of the organisational structure and stakeholders, current information
management and control procedures, and budgetary constraints given for the continued maintenance
of information management and control.

1. Monitor “Collects, Stores/Modify/ Retrieve” key commands on the daily transactions of the
managerial section e.g. a point-of-sale terminal
2. Delegate particular payroll system responsibilities to the finance system.
3. Adjust “Move/Reverse” key commands for travel allowances and patty cash, miscellaneous
expenses to the finance system.
4. Monitor the reconciliation process: identify the pay components from old system / transfer
/recognize the allowances in the new payroll calculations
5. Add the Trouble ticket to transaction processes with an automatic response function to alarm
the transactions recognition problems.
6. Make sure the problems are recorded, categorized, prioritized and ultimately assigned.
7. Report post implementation issues to stakeholders.
3. Ans: Prepare a monitoring report:
The payroll framework for the authenticity of reports and data should be monitored:

 Build a calendar for news.

 Keep the regular function/owners/approvers/due date/completion date/shared up to date.
 Configure the red flag for your automatic reporting calendar.
 Manage system of information.
 Reports for performance analysis.
 Reports on budget.
 Reports on purchases. KPI measurement reports for results, etc.
 Database information system management: stored data tracking.
 Batch processing: review/process/assessment reports on transaction records, cheques, receipts,
etc. 
 Real-time processing: To secure instant confirmation and its 
 Connection to the database, evaluate the transaction method. 

4. Prepare a communication to current users outlining changes to the system or procedures.

Communication to users outlining changes:-
In order to outline the necessary adjustments made to the systems, the managers must adopt the
required communication process. In order to support the required improvements, proper
communication skills must be used to create trust among users.

To create support for the upgrades, insure that you use communication skills.
 Create a contact hierarchy: - The main team members are committed to the project full time.
For the duration of the project, where the project team will be located, a project HQ is given.
  Allocate responsibility to the members of the project team: - Set team/management
staff/employee/service providers to interact, insure that trust remains strong, issue notification
remains coordinated, and solution.
 Set up direct communication with system managers, contact a helpdesk system. Set up
protocols for contact
 Publish and interact via intranet blog implementation strategies. Publicise the interest at an
executive level in the project.
 Engage with other entities that use the new framework and if one exists, with a system User
Community.
 Assign services for implementation to the supplementary/training/etc. Via the project to
publish/ post/ communicate them.
 Publish the training schedule. Establish contact with blog reviews.
 Set up a support line for business IT, accompanied by comments on the blog.
 Establish in-house specialist groups in Business Intelligence to work with the new framework
that remains open to the HR and Payroll teams after completion of implementation.
 Set up windows for "walk-in" problem notification, dedicated to device projects. To
communicate non-emergency problems such as emails, faxes, and warning memos, consumers
must use other ways.
 Establish a framework for problematic tickets to increase efficiency. Make sure the protocols are
in place to log, review, and repair issues. Eliminating problems by setting up the emergency
protocol all issues are registered, classified, prioritised and eventually allocated to someone.
 Implement an automatic response feature as part of a ticket system for trouble. Together with
other related info, an e-mail listing the issue is a perfect way to relieve some of this "black hole"
feeling.
5. Prepare an induction plan for new staff reflecting lessons learned from implementation and
monitoring of the administrative system. Include in your induction plan:
a. the skills required to perform the relevant administrative task
b. a pathway for learning these skills using an appropriate mode of delivery (such as online or
face-to-face delivery)
c. A training session plan, including information on relevant timings and activities for the
session; such as an introduction to procedures, practice on procedures, and testing of procedural
ability.

The induction plan would consider the required skills necessary for the administrative role to be
undertaken. The learning must be carried out in the correct way so that each and every individual has
to learn the requisite results by face-to-face contact. In order to understand the implementation,
practice and evaluating capacity to execute the functions, the training session schedule needs to be
introduced.
Stage 1 Performance Analysis, meeting/on-line discussion of the job description
-Provide details on key job roles
-Distribute Skills (knowledge and skills/ key skills required) Key indicators type.
- Consultation on recent work changes after the job description was made/ new main responsibilities/
consideration of the outcome
Stage 2 Evaluate the existing skills and knowledge/observations of employees
-Receive input from employees about the current job definition,
-Provide your own input on employee observation; what did you find them doing well? What main
duties are they currently required to perform that might need enhancement?
- Obtain copies of standardised certificates, completed training courses/ job details carried out in
previous roles.
- Collect data accessible from the information system of Human Resource
Stage 3. Skills/ Awareness Analysis of Differences
-Decide if there is a difference in the ability or expertise of the staff member.
-Decide if get them up to scratch' needs some revision.
-Tell team members what areas they think need to be discussed.
Identify activities that you might have skipped or optimise tasks in order to be more successful in the
preparation.
-Prioritize skills requirements; fill in the analysis form for training needs and set up a copy of the Training
and Growth Plan.
- Check and confirm with the study of HR Training needs,
-Conduct ROI research with HR in partnership.
Stage 4. Identify approach for training
-Figure out the best way to close the skills/knowledge gaps/subject to availability of the PD budget-
External Communicating Thoughts such as:
1. One on one preparation or workplace coaching.
2. Self-directed learning-written instructional materials or written guidance or guidelines.
3. Short-term, internal training courses at the Professional Development Unit
4. Mentorship.
5. System for Friend.
-Appropriate training solution agreed upon with HR.
-Implement -Implement

Training/ Development plan

Stage 5 Evaluate performances after preparation.
 Conduct a realistic test for on- job evaluation.
 Discuss whether or not it is now possible to complete the main responsibilities competently.
 Conduct interviews for performance analysis.
 Ask the member of staff to determine his or her own effectiveness in the assignment.
 Discuss the differences in results that are still there as a justification for the instruction.
 Total Assessment forms for preparation.
Payroll Administration system
Training and development plan
Topic Session Learning Outcome Resources Required
Learn how new components can be Images, tutorial manuals. Online lab simulation,
Starting new
incorporated into existing systems. video, system demo Analysis manuals for target
payroll
See the Prospective Systems systems. Read manuals for programmes, "play"
program
demonstrations. to learn functionality using prototype systems.
Creating a new To learn how to create profiles User Manual of the System, Simulation Lab,
 Video, Demo System. Goal applications reference
customer
manuals. Read manuals for programmes, "play"
profile
to learn functionality using prototype systems.
Handbook, recording, demo show. Goal
Saving new To learn how to save information applications reference manuals. Read manuals
information and erase it. for programmes, "play" to learn functionality
using prototype systems.
User Manual of the System, Simulation Lab,
To learn how to restore data lost or
Retrieve Video, Demo System. Goal applications reference
erased from the history of
historical data manuals. Read manuals for programmes, "play"
computing.
to learn functionality using prototype systems.
Payroll Administration system
Training schedule.
Phases Training details Method Trainer
-Online for
Training of -Coaching for
High Level Design installation/ technical Vendor
-Incorporate coaching
team.
-Assessment of skill
Vendor/ in-
Training of project Coaching/Incorporate instruction, online,
Detail Design house
team/ initial users Techniques for skill evaluation.
IT service
Project
System Training of employee In-house mentoring software/buddy sys-
team/IT
Implementation users m/Skills evaluation strategies.
/Vendor
CPD for new and In-house mentoring/work experience, PD Project team/
Support & existing employee classes/training in induction IT services
Maintenance. Q&A Training, Help Support lines for IT and project managers / Project
lines training. Supplier help desk/ Technical group team/IT
Training and Development plan.
Training plan Topics Methods Resources Required Time line
-OH&S preparation and
execution of work roles,
policies and procedures. Images, tutorial manuals.
-Introduction to General Online lab simulation, video, Total within
technology/facilities. introduction to system demo Analysis manuals 2 days after
Induction
-Full questionnaire on online demo for target systems. Read the
Training
learning style. mentoring for manuals for programmes, beginning
-Introduction to apps for job work. "play" to learn functionality of work.
payroll. using prototype systems.
-Full Measure of
assessment.
Role Training. -On-job preparation for Self-direct Images, tutorial manuals. Full 1
responsibilities. Training study/IT line of Online lab simulation, video, month from
for a New Method. assistance/ system demo Analysis manuals the start of
 Guidance with respect to
the system's overall goals.
-Learning payroll tools.
for target systems. Read
-Start Program Start
manuals for Programmes,
Program Mentoring. work
"play" to learn functionality
-Build a profile using prototype systems.
-Information Save.
-Retrieving historical
details
Practical test. Within 3
st
1  month Full On-job practical Interview days after
Job guidelines, guides for SOPs, nd
Performance training exam. discussion of 2 month
policies, technical handbooks.
review Fill up the evaluation form. deficiencies in work
instruction. started
Subject to
availability of
Full assessment form for budget for PD.
training Subject to HR Job orders, SOPs, Office
Ongoing Analysis of full differences. decision on technology guides, policies, Continue till
professional Total form for training Training Needs video training, assistance line the end 2nd
development needs. Review. for the blog/forum/project year
Continue with PD For 1 year, team.
according to evaluation continue with
the buddy
method.
Perform an examination or Job orders, SOPs, Office
practical exercise in Assessment of technology guides, policies,
Knowledge/ expertise. every 4
Mentor/Line video training, assistance line
practical tests month
Fill up the evaluation of boss for the blog/forum/project
Gap Preparation. team.