Podcast
Questions and Answers
Which of the following best describes the role of 'feedback' in the flow of work through a system?
Which of the following best describes the role of 'feedback' in the flow of work through a system?
- Initiating the system process by providing resources like data and materials.
- Transforming inputs into desired outputs using specific methods and procedures.
- Determining if results align with expectations, allowing for adjustments. (correct)
- Implementing policies and regulations to ensure system compliance.
In the context of knowledge management, what is the most important objective when providing information?
In the context of knowledge management, what is the most important objective when providing information?
- Capturing as much data as possible to ensure no information is lost.
- Ensuring the information is stored in a centralized database.
- Delivering the information to the correct individual at the optimal moment and in their preferred format. (correct)
- Implementing the latest technology for information dissemination, regardless of user preference.
Which characteristic of software is LEAST likely to facilitate technologically integrated procedures?
Which characteristic of software is LEAST likely to facilitate technologically integrated procedures?
- Ability to deliver work assignments efficiently.
- Capability to interconnect departments and work units.
- High initial setup costs with potential long-term savings. (correct)
- Compatibility with pre-existing organisational data formats.
Which of the following factors would LEAST influence the decision to adopt a total or integrated systems approach?
Which of the following factors would LEAST influence the decision to adopt a total or integrated systems approach?
A manufacturing company is considering which staffing option to choose for its systems and procedures. The internal IT department is already overloaded. Which staffing option would be the BEST approach?
A manufacturing company is considering which staffing option to choose for its systems and procedures. The internal IT department is already overloaded. Which staffing option would be the BEST approach?
What is a primary disadvantage of hiring outside consultants for systems and procedures design?
What is a primary disadvantage of hiring outside consultants for systems and procedures design?
What is a key benefit of retaining systems consultants over a longer period?
What is a key benefit of retaining systems consultants over a longer period?
What is the role of 'control' in a system?
What is the role of 'control' in a system?
An organization implements an integrated system that combines sales, marketing, and human resources. What is the MOST likely primary goal of implementing such a system?
An organization implements an integrated system that combines sales, marketing, and human resources. What is the MOST likely primary goal of implementing such a system?
Which of the following BEST describes the relationship between systems, subsystems, procedures, and methods within an administrative office system?
Which of the following BEST describes the relationship between systems, subsystems, procedures, and methods within an administrative office system?
An administrative office is considering implementing a new system. Which objective should be given the HIGHEST priority when evaluating the potential benefits of the new system?
An administrative office is considering implementing a new system. Which objective should be given the HIGHEST priority when evaluating the potential benefits of the new system?
Which of the following is the MOST significant advantage of using a systems concept in an organization?
Which of the following is the MOST significant advantage of using a systems concept in an organization?
A company implemented a new fully integrated system. However, a minor change in one department's procedure unexpectedly caused disruptions across the entire organization. What disadvantage of the systems concept is BEST exemplified by this scenario?
A company implemented a new fully integrated system. However, a minor change in one department's procedure unexpectedly caused disruptions across the entire organization. What disadvantage of the systems concept is BEST exemplified by this scenario?
Which of the following is a potential disadvantage of employing full-time systems staff for an organization?
Which of the following is a potential disadvantage of employing full-time systems staff for an organization?
An organization is redesigning its order processing system. What is the logical sequence of steps they should follow?
An organization is redesigning its order processing system. What is the logical sequence of steps they should follow?
An administrative office system is considered to be well-designed. Which combination of characteristics would it MOST likely possess?
An administrative office system is considered to be well-designed. Which combination of characteristics would it MOST likely possess?
The accounts payable department uses a new system for processing invoices. Initially, the department experiences a significant drop in productivity due to the learning curve associated with the system. To mitigate this issue, which approach would be MOST effective?
The accounts payable department uses a new system for processing invoices. Initially, the department experiences a significant drop in productivity due to the learning curve associated with the system. To mitigate this issue, which approach would be MOST effective?
Which tool is most suitable for identifying inefficiencies in the distribution of tasks among employees within a department?
Which tool is most suitable for identifying inefficiencies in the distribution of tasks among employees within a department?
A department seems to have several employees performing similar tasks. Which question, answered by a workload chart, would best address this potential redundancy?
A department seems to have several employees performing similar tasks. Which question, answered by a workload chart, would best address this potential redundancy?
A company wants to reduce waste and improve efficiency. How can a 'systems approach' BEST assist in achieving these goals?
A company wants to reduce waste and improve efficiency. How can a 'systems approach' BEST assist in achieving these goals?
To determine whether a work unit is focusing on its intended functions, which question should be answered using a workload chart?
To determine whether a work unit is focusing on its intended functions, which question should be answered using a workload chart?
An HR manager investigates the underperformance of the employees. Which question, answered by a workload chart, is most relevant to this investigation focus?
An HR manager investigates the underperformance of the employees. Which question, answered by a workload chart, is most relevant to this investigation focus?
Which document, used in the workload chart method, provides a comprehensive overview of all activities performed within a department, organized from most to least frequent?
Which document, used in the workload chart method, provides a comprehensive overview of all activities performed within a department, organized from most to least frequent?
An employee wants to track every task they do. Which document would be most helpful for this purpose?
An employee wants to track every task they do. Which document would be most helpful for this purpose?
Flashcards
System Input
System Input
Initial resources put into a system.
Processing
Processing
Changing inputs into the desired end product, using specific methods.
System Output
System Output
The result of processing, often documents or electronic data.
Feedback
Feedback
Signup and view all the flashcards
System Control
System Control
Signup and view all the flashcards
Knowledge Management
Knowledge Management
Signup and view all the flashcards
Outside Consultants
Outside Consultants
Signup and view all the flashcards
Full-time Staff (Systems Analysts)
Full-time Staff (Systems Analysts)
Signup and view all the flashcards
Integrated Systems
Integrated Systems
Signup and view all the flashcards
Subsystems
Subsystems
Signup and view all the flashcards
System
System
Signup and view all the flashcards
Procedures
Procedures
Signup and view all the flashcards
Methods
Methods
Signup and view all the flashcards
Objectives of Systems
Objectives of Systems
Signup and view all the flashcards
Advantages of Systems
Advantages of Systems
Signup and view all the flashcards
Input
Input
Signup and view all the flashcards
Advantages of Full-Time Systems Staff
Advantages of Full-Time Systems Staff
Signup and view all the flashcards
Disadvantages of Full-Time Systems Staff
Disadvantages of Full-Time Systems Staff
Signup and view all the flashcards
Part-time staff
Part-time staff
Signup and view all the flashcards
Steps to System Development/Modification
Steps to System Development/Modification
Signup and view all the flashcards
Systems and Procedures Tools
Systems and Procedures Tools
Signup and view all the flashcards
Workload Chart
Workload Chart
Signup and view all the flashcards
Workload Chart Uses: Legitimacy
Workload Chart Uses: Legitimacy
Signup and view all the flashcards
Documents Used in Workload Chart Method
Documents Used in Workload Chart Method
Signup and view all the flashcards
Study Notes
Systems Approach in Administrative Office Systems
- Integrated systems involve incorporating functional or operational areas into an organization-wide operation and are used in many organizations.
- Integrated systems help organizations control office costs and improve operating efficiency.
- Sales, production, marketing, purchasing, human resources, and finance are examples of functional or operational areas integrated into systems.
- Functional areas incorporated into integrated systems are called subsystems.
Systems and Procedures Concept
- Functional systems and subsystems include employees, equipment, and forms or materials as components.
- A system is a series of subsystems within an organization.
- Subsystems comprise interrelated procedures that help achieve a well-defined goal.
- Procedures are methods necessary to complete various work processes.
- Methods are specific clerical or mechanical operations or activities.
Objectives of Using Systems
- Maximize efficient utilization of organizational resources.
- Control operating costs.
- Improve operating efficiency.
- Help achieve organizational objectives.
- Help carry out the various functions of the organization.
Advantages of Using the Systems Concept
- Better coordination of various functions of the organization.
- Elimination of wasteful, unproductive, and uneconomical activities.
- Improved operating efficiency.
- More effective control can be exerted over various activities and functions.
Disadvantages of Using the Systems Concept
- A certain amount of operating flexibility at the unit level may be lost.
- Inefficiencies within the system are likely to disproportionately increase as work flows through the system.
- A totally integrated system may be affected when changes are made in one of its subsystems.
Characteristics of Well-Designed Systems
- Flexible
- Adaptable
- Systematic
- Functional
- Simple
- Resourceful
- Responsive
Elements of Systems
- Input involves the flow of resources such as data, information, and materials into the system.
- Processing is the transformation of input into the desired output, using methods and procedures.
- Output results from the interaction between the input and processing, commonly in the form of paper documents or electronically stored information. Feedback. Determines whether results and expectations are consistent with each other.
- Control refers to policies, procedures, and regulations that systems must adhere.
New Developments in Systems and Procedures Design
- Knowledge management is a process in which information gets captured and communicated to those who need it, often through an enterprise-wide system (a modern term for integrated systems).
- Providing the right information to the right person at the right time and in the desired format is required.
- Web-based workflows will be used.
- Will use technology-based collaboration procedures using email, scheduling and collaborative software.
Characteristics of Software for Technologically Integrated Procedures
- Work assignment delivery
- Interconnectivity of departments and/or work units
- Accommodation of existing data
- Cost-effective
Systems and Procedures Staff
- Guidelines to choose appropriate staffing alternative:
- The size of the organization.
- The type (manufacturing, services, etc.) of the Organization
- The organization's commitment to the total or integrated systems approach.
- The philosophy of top management toward the systems and procedures function.
- The type and extent of technology incorporated into the system or systems.
Three Staffing Alternatives
- Outside Consultants are hired frequently on a retainer basis.
- Advantages include expertise, objectivity, and ability to keep client systems up-to-date.
- Disadvantages include high costs and potential unavailability.
- Full-time staff are known as systems analysts.
- Advantages include enabling continuous improvement and immediate assistance.
- Disadvantages include higher costs of employing a full-time staff and conflict between line managers and systems staff.
- Part-time staff are individuals who function in some other capacity.
Designing and Modifying Systems Steps
- Define clearly the process to be studied.
- Outline the details of the present process.
- Analyze the present process.
- Outline the improved process.
- Install the new process.
Systems and Procedures Tools
- Workload Chart
- Flow Process Chart
- Office Layout Chart
- Right- and Left-Hand Chart
- Operator-Machine Process Chart
- Horizontal Flow Process Chart
- EDP Block Diagram
Workload Chart
- Also referred to as a "work distribution chart".
- Identifies major activities performed by a given work unit.
- Shows the amount of time a whole work unit spends on each activity.
- Breaks down activities and time spent by each employee performing activities.
Workload Chart Questions
- Is the work unit performing its intended tasks?
- Are there duplicate operations being carried out?
- Are related tasks grouped logically?
- Are employees' special skills used effectively?
- Are major functions consuming most work time?
- Are workloads distributed evenly?
- Are employees productive?
- Is the flow of work efficient?
Workload Chart Documents
- Daily Log: Used by employees to keep track of their daily activities.
- Summary Log: Identifies the tasks performed by employees over a longer period of time.
- Activity List: Provides a composite list of departmental activities listed in descending order.
Flow Process Chart
- Very useful for identifying each step in a specific work process.
- Steps are categorized as:
- Operation
- Transportation
- Inspection
- Delay
- Storage
- Classified as a get ready, do, or put away step
- Special attention should be focused on the do steps because if they can be eliminated, then the get ready and the put away steps can probably be eliminated as well.
Office Layout Chart
- Frequently used in conjunction with the flow process chart.
- Well-suited for visualizing workflow.
- Identifies backtracking, criss-crossing, and inefficient workflow patterns.
- Chart the flow of work through the area.
Studying That Suits You
Use AI to generate personalized quizzes and flashcards to suit your learning preferences.
Related Documents
Description
Explore the systems approach in administrative offices, focusing on integrated systems and their impact on cost control and efficiency. Learn how functional areas like sales and HR are integrated as subsystems with interrelated procedures to achieve organizational goals.
