HOMEWORK


 * Element 3 - Monitor Administration System**


 * 3.1 Monitor system usage, security and output** - basically, "you are checking to see whether or not the system is being used correctly and consistently and that it is continuing to meet the objectives and outcomes for which it was created."

"A monitoring plan is basically designed to identify and correct system flaws and provide feedback to management."

If you go to the famous Admin Toolbox and Valley View index and click on the Your Project icon at the top of the page and have a look at to look at **Develop a plan to monitor business/ records systems** and **Monitor the business/records system** you may get some helpful information for your assignment.

(Note to self - when navigating away from this page - save changes first - just lost a stack of work)

When considering your monitoring plan have a look at the points on pg 85 and remember it is necessary to communicate with staff - emphasise that it is the system you are monitoring, not them. If possible, try a team approach so not everything is up to you.

There is a good list of **Monitoring Methods** on pg 86 and you may also want to consider some of the **Security measures**. Tasks 59, 60 & 61 should help you with Part D of the assignment.


 * 3.2 Modify System to Meet Changing Needs**

These changes could be in: legislation; user requirements; technology


 * 2.2 Encourage Staff Participation** is basically going over previous information but it does mention the 5 stages of the **implementation process** at the top of pg 55. Task 35 pg 57 is about how you would encourage staff participation - there are a lot of ideas on the previous and following pages. Task 36 wants you to review discrimination legislation - there's some information on this in J:\Admin Studies\LINDA\PLAN OR REVIEW ADMINISTRATION SYSTEMS\IMPLEMENTATION PLAN

Task 38 pg 59 - develop a staff participation strategy for your organisation.


 * 2.3 Implement System** - look at Implementation Completed pg 61. Suggests you write up a report to benefit anyone in the future making such changes. Gives you some points to consider about the whole process.

There's a folder in J:\ about **training:** training needs analysis; planning; reviewing and ongoing training.


 * 2.6 Deal with Contingencies** - talked about that before and there's information in J:\Manage Business Document Design & Development\Contigency Plans. Some good examples of preventative measures on pg 77. Task 55 pg 79 - check re your organisation. Also on pg 79 are examples of contingencies that may occur.


 * //And if you're stuck about what exactly is a system (just about everything) have a look in the Types of System folder - there may be one that describes the type of system you're working with now and want to upgrade, or the type of system you'd like to see in your organisation. Check out the powerpoint presentation on System.//**

There's a folder in J:\ which hopefully has useful information for you - I've also included some EDMS (Electronic Document Management Systems) suppliers. Look at the textbook too, pg 39. Suggestions: design a spreadsheet so you can prioritise your evaluation criteria. Have a look at the list halfway down pg 39 "In brief, you will need to:" At the top of pg 40 there is a list of what your acceptance criteria may include. And halfway down, points to consider. Also, "new technology...how it works and what it can achieve including its potential."
 * 1.3 Selecting Supplier or Developer**

pg 41 - points to consider when looking at hardware and at software applications, including future computing requirements of the organisation and the cost of consumables.

If you are looking at software, consider User Acceptance Testing (UAT), and there is a folder of Alpha & Beta testing in J:\

Task 26 on pg 42 & Task 27 on pg 43 - think about these points. New suppliers may offer you deals to get a foot in the door - this may or may not be a good offer - think about what is important re evaluation criteria. Also remember, local suppliers may be better just because they will be on hand if there are problems.


 * Element 2 - Identify & Develop Implementation Strategies** pg 46 - An implementation plan will clearly specifiy and outline what needs to be done to smoothly integrate the system or modifications into the day to day operations. Look at the points at the top of pg 47 to ensure you have considered and covered these points if relevant to your project. "It is important to recognise that implementation does not solely involve organising training. For example it may be necessary to install new hardware and software, issue new passwords and keys, and introduce new security measures to a particular storage area. It is still important to communicate what is going to happen, when and why to system users before doing so. Using email, memos or staff meetings may be sufficient for achieving this."

Consider the points on pg 48. Contigency plans - look in J:\ under the previous module - there's a folder in there. Also consider SWOT analysis - Strengths, Weaknesses, Opportunities and Threats. And SMART criteria - Specific Measurable Attainable/Achievable/Acceptable Realistic Timely

Proposed Timeline pg 49 - look in the Implementation folder in J:\. Remember to include "lag" time (or jic - just in case time) as unfortunately not everything always goes smoothly. Consider the questions on pg 50. Implementation method - pg 52 which best suits your organisation and the system you are modifying.

I've created a new folder called Training in J:\. Pg 50 - there are different ways to conduct staff training - work out what's best for your organisation. One of the most important points to remember - always consult the system users and try to inform them of everything that's happening - that way they feel more involved and it will hopefully make the implementation and changeover much smoother (and remember to stress the benefits to them!). "Encourage staff to participate in all stages of the implementation process" pg 55

Decide what your goals are - use the SMART or SMARTER criteria. Look at the guidelines on pg 51.

Hi guys

If you go to the famous Admin Toolbox and Valley View index and go to Plan or Review Administration Systems you'll find  click on it, then click on **Implement the system, more info.

I hope it will help you

Imad **

Hi guys

If you go to the famous Admin Toolbox and Valley View index and go to Plan or Review Administration Systems you'll find they're discussing mainly a mail system. Click on the Your Project icon at the top of the page and have a look at and  for some more ideas.

This site might help [] It's on //SPECIFYING YOUR REQUIREMENTS & SELECTING YOUR SUPPLIER FOR RECORDS AND DOCUMENT MANAGEMENT APPLICATIONS - Learning outcomes 1.2 & 1.3.//

[] has some good information about document management systems & choosing suppliers.

Hi guys

Check out the Plan or Review Administration Systems folder in J:\ drive. I've tried to organise the information I've found into more managable chunks by putting it into folders (don't forget to click on the big blue e to get into the different sites). Have a look at the JISC Infonet site on System Selection in the main folder too.

Have a look at the textbook pg 22: Task 10 and Task 11. When you've found relevant websites, add them to this page.

[]

This link might help. Unfort, you have to pay for most of the ISO standards (and, of course, specifically the ones we're asked to look at - ISO 9001 (quality) and ISO 14001 (environmental). Try googling "ISO standards free download" to see if you get anywhere.