Intro to Admin Management Unit 5 - Mgnt of Office Systems2

8/12/2019 Intro to Admin Management Unit 5 - Mgnt of Office Systems2

1/27

1

Administrative Office Management, 8/e

by Zane Quible

2005 Pearson Education, Inc.

Pearson Prentice HallUpper Saddle River, NJ 07458

Systems Analysis


2/27

2


by Zane Quible



Integrated Systems

Are used by many organizations to control officecosts and improve their operating efficiency.

Areas typically incorporated into integrated systems

include these:Sales

Production

MarketingPurchasing

Finance


3/27

3


by Zane Quible



Integrated

Systems

Are often comprised

of several subsystems,

which commonlyencompass the

organizations

functional areas.


4/27

4


by Zane Quible



Functional Systems and Subsystems

Incorporate Several Components:

EquipmentEmployees

Forms/

Materials


5/27

5


by Zane Quible



Through systems analysis, the

interrelationships of the components are

studied: to simplify work processes

to provide a solid foundation for managerial

decision making.

Systems Analysis


6/27

6


by Zane Quible



System

Is a series of subsystems

comprised of interrelated

procedures to help achieve awell-defined goal.

Procedures

Consist of related methodsnecessary to complete various

work processes.


7/27

7


by Zane Quible



Objectives for Developing and Using Systems

1. To maximize the efficient utilization of the

organizational resources.

2. To control operating costs.

3. To improve operating efficiency.

4. To help achieve the objectives of the organization.

5. To help carry out the various functions of theorganization.


8/27

8


by Zane Quible



Advantages of Systems

1. Various functions of the organization are better

coordinated.

2. Wasteful, unproductive, and uneconomicalactivities are eliminated.

3. The operating efficiency of the organization is

improved.4. More effective control can be exerted over various

activities and functions.


9/27

9


by Zane Quible



Disadvantages of Systems

1. A certain amount of operating flexibility may be

destroyed when using a system.

2. Any inefficiency that is built into the system likelywill disproportionately increase as work flows

through the system.

3. A totally integrated system may be affectedsomewhat when changes are made in one of its

subsystems.


10/27

10


by Zane Quible


Pearson Prentice Hall

Upper Saddle River, NJ 07458

Characteristics of Well-Designed Systems

FlexibleAdaptable

SystematicFunctional

SimpleResourceful


11/27

11


by Zane Quible




Elements of Systems

(1 of 2)

Processing

InputFlow of work through a systembegins with the input of some

type of resource.

The transformation of input intodesired output takes place during

the processing element, which

is composed of methods andprocedures.


12/27

12


by Zane Quible




Elements of Systems

(2 of 2)

Feedback

Interaction between the input

and processing elements

produces output.

Output

Enables the system to determine

whether results are meeting

expectations.

ControllingHas both internal and external

dimensions.


13/27

13


by Zane Quible




Knowledge

Management

Is the result of increasing theamount of technological

integration used in designingoperating systems andprocedures.

1. Is emerging from what used to be known as

document management.

2. Involves capturing and communicatinginformation to those who seek it or who need

it.3. Involves providing information to the right

person at the right time.


14/27

14


by Zane Quible




Systems and Procedures Staffing Alternatives

Outside consultants

Full-time

Systems Staff

Part-time

Systems Staff


15/27

15


by Zane Quible




1. Size of the organization.

2. Type of the organization.

3. Organizations commitment to the total orintegrated systems approach.

4. Philosophy of top management toward the

systems and procedures function.

5. Type and extent of technology incorporated into

the system.

Factors That Determine Which

Staffing Alternative To Use


16/27

16


by Zane Quible




Outside Consultants

Frequently are hired on a retainer basis.

Advantages

Provide expertise that may not be available with theother alternatives.

Can be more objective in their recommendations.

Are able to keep the system up to date.

Disadvantage

Are a costly alternative.


17/27

17


by Zane Quible




Full-time Systems Staff

Advantages

Disadvantage

Enables the organization to develop and improve ona continual basis all of its systems and work processes.

Help is available when needed.

Potential conflict between line managersand the systems staff.


18/27

18


by Zane Quible




Part-time Systems Staff

Advantages

Disadvantage

When an organization cannot afford the otheralternatives, a part-time staff is usually used.

Least costly alternative.

Staff may not have time nor expertise to carryout needed assistance.


19/27

19


by Zane Quible




Steps Used in Designing or Modifying Systems

1. Clearly define the process to be studied.

2. Outline the details of the present process.

3. Analyze the present process.

4. Outline the improved process.

5. Install the new process.


20/27

20


by Zane Quible




Systems and Procedures Tools

Workload Chart

Flow Process Chart

Office Layout Chart


21/27

21


by Zane Quible




Workload Chart

Is also referred to as work distribution chart.

Identifies

1. Major activities performed by a given workunit.

2. Amount of time a work unit as a whole spends oneach activity.

3. Activities performed by each employee and theamount of time he/she spends performing theactivities.


22/27

22


by Zane Quible




Workload Chart Provides Answers

To These Questions

(1 of 2)

1. Is the work unit performing the work it isintended to perform?

2. Are employees performing too many duplicateoperations?

3. Are the tasks that each employee performs of a

related nature?4. Are the special skills and talents of the

employees being used to the fullest extent?


23/27

23


by Zane Quible




Workload Chart Provides Answers

To These Questions

(2 of 2)

5. Are the major functions of the work unit

actually consuming the greatest amount ofwork time and effort?

6. Are the employees workloads evenly

distributed?

7. Are the employees productive?

8. Is the flow of work efficient?


24/27

24


by Zane Quible




Documents Used in Workload Chart Method

Daily LogUsed by employees to keep

track of their daily activities.

Summary LogIdentifies the tasks per-

formed by employees over

a longer period of time.

Activity List Provides a composite listof departmental activities

listed in descending order.


25/27

25


by Zane Quible




Flow Process Chart

Is especially useful for identifying eachstep in a specific work process.

Various steps comprising a process arecategorized as:

OperationTransportation

InspectionDelay

Storage


26/27

26


by Zane Quible




Each operation step is classified as aget ready, do,

orput away step.

Special attention should be focused on the

do steps because if they can be eliminated,

then theget readyand theput awaysteps can

probably be eliminated as well.


27/27

27


by Zane Quible




Office Layout Chart

Is frequently used in conjunction with the flow

process chart.

Is well-suited for visualizing workflow.Is used to identify backtracking, criss-crossing,

and inefficient workflow patterns.

Is completed by charting flow of work through thepremises.

Intro to Admin Management Unit 5 - Mgnt of Office Systems2

Documents

Transcript of Intro to Admin Management Unit 5 - Mgnt of Office Systems2