L02 Access, Select, Use, and Maintain Common Business Tools (Final) PDF

ARELLANO UNIVERSITY SCHOOL OF HOSPITALITY AND TOURISM MANAGEMENT – Andres Bonifacio Campus ú Pag-asa St., Caniogan, Pasig City LESSON 02 ACCESS, SELECT, USE, and MAINTAIN COMMON BUSINESS TOOLS TPC 2 – APPLIED BUSINES...

ARELLANO UNIVERSITY SCHOOL OF HOSPITALITY AND TOURISM MANAGEMENT – Andres Bonifacio Campus ú Pag-asa St., Caniogan, Pasig City LESSON 02 ACCESS, SELECT, USE, and MAINTAIN COMMON BUSINESS TOOLS TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLGIES (GDS) IN TOURISM SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS LEARNING OBJECTIVES At the end of the lesson, the students will be able to: 1. identify and access business tools required to achieve work outcomes in accordance with enterprise policy and procedures; 2. select appropriate business technology and/or software applications to achieve the requirements of work task; 3. use business tools efficiently and effectively and in accordance with enterprise policy and procedures; and 4. obtain and maintain business tools required to support workplace activities. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS 1. Identify and access business tools required to achieve work outcomes in accordance with enterprise policy and procedures Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS What is Business v A business tool can be considered as any Tools? asset that helps or assists the organization to achieve its stated aims or objectives. v There are various types of tools that may be used in a business varying in size, complexity, danger, and importance to the business operation. v There are the large, heavy tools such as stoves, refrigerators, cars or freezers. v This unit aims to consider the items that are portable and valuable, and by their very nature present unique management challenges to the business. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS For example: It’s easy to misplace a mobile phone but difficult to be There are various considerations that done with a freezer relate to the management of these The cost of using a mobile phone can vary significantly; the cost to the items that are not applicable when business of the mobile can be considering their other cousins. reasonable or exorbitant depending on use. It is also a challenge to misuse a freezer. However, there have been several cases where the misuse of a telephone has had significant implications for employees and for the business. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS s o f lp e x a m E Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS 1. Digital Camera 9. Voice Dictation Machine Others: 2. Telephone 10.Mobile Phone/Cellphone Facsimile 3. Pagers 11.Brochure Information 4. Batteries 12.Manual Knowledge 5. Notebooks 13.Order Taking Handheld Software 6. Laser Pen 14.Monitor Wiki 7. Scanner 15.Keyboard Electronic Mails 8. Photocopier Machine 16.Mouse Website 8 14 7 11 2 12 15 16 3 4 10 13 1 5 6 9 Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS BUSINESS TOOLS Each business will need to develop criteria so as to identify which tools are to be monitored and therefore controlled to ensure that time and effort is devoted to managing the proper and important Business Tools tools. Obviously, a mobile phone supplied to a salesperson will need to be monitored and controlled to ensure that all costs are consistent with business activity. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Criteria to Identify and Classify Business Tools Portable and Significant Significant Attractive Tool Small Items Small Tools This states that the item is portable and probably This is very similar as the Regardless of the group name that is identified, have a fixed location. It items are small so they it is important to note that the tools: also states they are can be easily lost and q Represent an investment to the attractive, meaning they they are significant to the business could be a target for theft business q Require control as their use or loss or excessive use can represent a significant cost to the business q Will generally require training to prevent damage to the user or the business q Are attractive in terms of cost and can be attractive to a potential thief Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS As these items are portable there needs to be a register of the tools that are owned and available within the business. The register will need sufficient information to ensure the tools are locatable and identifiable thereby ensuring the correct tool is identified. Each business will have different requirements, but there are a general set of guidelines that will identify the data that most businesses should collect. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS There are various methods to record these details. The simplest is the paper approach where all the details are recorded in a book — an asset register. This can be stored under the control of an officer of the business. Spreadsheets are excellent tools to record the required details. These can be easily constructed to suit the ST RING individual needs of the business and changed to suit changing needs. They can be password protected or secured using other methods to ensure the quality of the data THE DETAILS allowing many people to view the document and only a few to edit. Electronic document files can be as simple as word processing files that require a little more effort to construct, but once done, are excellent tools. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS T LS Each tool needs to be described and identified, and this is especially important where there are multiples of the same tools. For example, there may be several mobile telephones in a business that are exactly Business Tools the same model. As it is important to distinguish one phone from the other, a business will require other criteria to distinguish the models. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS DESCRIPTION Because every asset must be described in a register to ensure that the asset can be identified, it therefore follows that each business must create a set of guidelines as to what constitutes a good rules can be established for the various types of assets, but the description could include one or more of the following: q Brand or manufacturer q Asset number q Model or name q Colour q Purchase date q Warranty responsibility q Supplier q Other non-attached items that form the q Warranty Expiry date tools such as: q Purchase price v Cables q Department v Power supply q Physical location v Lens q Serial number v Memory cards v Mice Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS STORAGE ASSET NUMBER LOCATION RADIO SERIAL NUMBER FREQUENCY IDENTIFICATION BARCODE TAGS (RFID) Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Serial Number Asset Number Barcodes Most tools have a serial Some businesses will attach The asset number can be number that is attached to the their own asset or serial encoded into a barcode that device as part of the number. This has the me can be easily scanned to manufacturing process. These advantage that the number can maintain records. These have are generally globally unique be created for each asset that the advantage of certainty and so that no two serial numbers has identification within the the elimination of data entry should be the same and they number. For example, the error. The business needs the will identify each item. As they asset number of CAM-FUJ- equipment to be able to create were created by the ROMSER-2001-005 identifies these codes and attach them manufacturer, they are cheap the asset as a camera, brand to the tool. and require very little effort. Fuji, that was purchased in 2001 and is number 5 of that type. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Radio Frequency Identification Tags (RFID) Storage Location These are electronic tags that can be attached to items There are many places that can be used to store an item: that will communicate with electronic scanning systems a desk drawer, cupboard, storage locker, or cabinet. that will allow individual items to be identified while in groups. While barcodes require individual item scanning, The location needs to be identifiable so there can be items with RFID tags can all be put in bag and passed certainty as to the tool's correct storage location. through a scanner, and each will be identified at a Cabinets can be numbered or identified where there is a reasonable distance. possibility of confusion because they are similar in appearance. Identification numbering can be used that provides some indication as to the location of the storage item. As an example, a classroom may have a number C113. This indicates the room is in building C on the first floor and it can be found between 112 and 114. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS 2. Use business tools efficiently and effectively and in accordance with enterprise policy and procedures Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS v Many modern business tools have wide applications in a INTRODUCTION business where they can assist the business in meeting its objectives. v Many business tools also present a possible non-business use that should be considered when allowing access. v The simplest example is a telephone. Business calls to suppliers and customers are obviously part of the job of many people. Just as obviously a telephone call to a relative in another country is not. v The number, cost, and nature of the personal access has been a challenge for businesses for many years, but as the range of tools with this issue has increased so has the range of challenges. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Traditionally, employees have not been allowed to customize the place where they work as there can be a conflict of interested and the possibility of fraud with free drinks or food. Modern business tools provide new opportunities for an employee to waste or misuse business resources. Telephones can have call-barring where certain numbers are not If this is not necessary, overriding codes available, for example can be made to managers that allow international or mobile them to make any call from any numbers telephone. Agreements can be created that allow for personal access up to a set level. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Is the employee allowed to use the tool for personal use? As previously stated, traditionally, employees have not Non-essential downloads can consume precious been allowed to frequent an establishment where they bandwidth and slow internet access for legitimate access. work. Downloads may involve objectionable material that can Email also presents similar challenges as web surfing. offend other employees and in some cases be cause for dismissal. Internet presents a wide range of opportunities to misuse and abuse resources. Allowing users to connect memory sticks and other equipment provides an opportunity to infect the computer system with unwanted software that may present a risk to There is also a consideration of sending and receiving the business. personal email over the business system Pictures taken and left on mobile telephones have had significant impacts on the careers of some employees. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS The Business Web Site This business tool is unique and must be considered as a separate entity. Whereas the other tools have common challenges and issues regarding use, access, and cost, the website of the business can do unpresented damage to a business and requires special care and control to ensure the objectives of the business are achieved. Consider two scenarios. An employee has a company mobile phone, and becomes disgruntled with the business. He can make excessive calls and run up a high bill. This is unpleasant but not business threatening. The second case has the same upset employee but in this scenario, he has uncontrolled access to the business website. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Assuming that the motives of an employee are genuine and honorable, the normal process of updating a web page can present opportunities to cause harm to the business. A well-managed site will often have an approval process that will hide any changes to a site until they have been vetted and approved by another person. There may be a group of authors that have the permission to make changes to the site, and these people become the first step in the approval process. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Software Software is also a unique item. Where software is distributed on portable media it will be installed on the various computers and then stored and it may never be needed again. But should it be required the hardware the disk or similar must be accessible as well as the associated passwords or install keys. These are often on the disk case or packing, but they may be sent via email. Replacement keys are obtainable, but it is obviously quicker, easier, and cheaper to have the key with the disk. It is not unknown for a company to have useful software that has been made by a manufacturer that has ceased operation so support in the form of additional keys is not available. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  APPLIED BUSINESS TOOLS AND TECHNOLOGIES W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Wiki Wiki is Hawaiian for fast and wiki sites allow users to update the site with little restriction on access. Businesses can create their own wiki sites to store information that may be required by the internal business users. It is especially suited for large business to be able to publish internal public information, this is information that is freely available to anyone in the business. Consider an internal telephone list. Traditionally these were printed and distributed, and each person would have a copy near their telephone. With each staff change, a person leaves, arrives or moves there would be a reprint of the list and another distribution. However, a wiki can store all the numbers and users can access the wiki should the need arrive. Make one change and all in the establishment can receive up to date information immediately. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS cont. Obviously, a wiki will have a management overhead as access will need to be maintained and controlled and replacement passwords supplied. For a 3-person business a wiki would be a significant waste of resources whereas for a 300-person business it is almost a necessity. A wiki can store text, pictures, video and sound, it can store plain facts (e.g. telephone lists) as well as training material, training records, manuals, and forms for whatever purpose. It is important to establish guidelines as to what is appropriate. Management in one business may encourage personal, family friendly material to be published as a method of bonding and creating a family entity, while the same material is seen as inappropriate in another. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Social Networking It can be assets for the business, but they can also be liabilities. There have been several cases where people have been fired because of what they wrote on Facebook and the impact the comments would have on the business. Staff need to be aware of the consequences of publishing material on the social sites. Landline telephones can be restricted to local calls if necessary and they usually have unlimited access. Some businesses may not approve personal calls, but in most the cost and number of local calls make it inefficient to Landline monitor. If the business is small and there is only one Telephone phone, or only one phone on a number then training may be unnecessary. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Training companies offer a wide range of courses that train people to answer the telephone and collect relevant details in a manner that presents a positive image for the business. Large businesses are able to develop specialists: specialists to take reservations, and other areas. Small businesses often require cross-skilling where anyone in the business will need to be able to take a reservation. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Email This is very similar to the landline requirements. It may be possible to assume that most can use an email system, Training Programs may include Color schemes and which to avoid but different programs present different challenges. Standard greeting “Dear” rather than “Hi” There is also the consideration of email etiquette and how Capitals – “HELLO” indicates shouting and a a sent email will reflect on a business. Modern recipient may find such a message offensive businesses will often have a standard email template with Inappropriate attachments that recipients may find a standard signature block and users may need to be offensive and the possible consequences trained on how to change the template for an individual Inappropriate use as defined by the corporate user. email policy Use of group or bulk emails and when they are appropriate Private email use through the system Spam filters Attachment size – what is the maximum allowed size? Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS 3. Obtain and maintain business tools required to support workplace activities Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS v Each tool is to be monitored and controlled it is logical that the use of the tool must be also be monitored for various reasons. It is important INTRODUCTION to know who has the tool so that it can be located should the need arrive. If the tool is to be used for a set period, there needs be a process that should be followed to get the tool back. v Therefore, the business needs a procedure to allocate the tool to a user and record the date or time that it is expected back. v The business will need documentation to record the movement of the tool, the allocation and return. There will also be some form of documentation to the user so they know when the asset is to be returned. The document could be a piece of paper with the relevant details or it could be an email. v For some tools there will be procedures that need to be followed when the tool is returned. v Portable computers may also need to be recharged ready for next use. There should be an inspection for damage and normal wear and tear and the impact on the future life of the tool. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS TOOLS AND TECHNOLOGIES (GDS) IN TOURISM L02 ACCESS, SELECT, USE, AND MAINTAIN COMMON BUSINESS TOOLS Roster Some tools will require a roster to allow users to plan for access and to allow planning for events when the tool is being used by another. There are various tools available from simple to complicated system- wide computer systems. The simplest is a diary that can be paper or electronic. Users can book use of the tool. For larger systems and tools that are in heavy demand an electronic booking system that can be accessed as part of the internal computer system is an advantage Microsoft® Outlook® has the ability to allow assets or tools to be booked as standard functionality. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS cont. Again, much depends on the size of the organization and the level of control desired by management. In large organizations a booking system will be standard for a wide range of resources and applying to business tools and will add very little additional cost. A dispute system may need to be established should there be conflicts or clashes on use of the tool. It is usually a case of first come first to apply then first use, but there may be circumstances where a later use of a tool is more important for the business than the currently booked event. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Damage The business will need to establish rules and responsibilities for tools that are damaged as a result of negligent behaviour by the user. Some businesses will have insurance and others will be willing to accept the damage as it is not a common event and may not occur at all. Others will have a statement stating that the responsible party will be expected to pay a percentage of the cost as an encouragement to take responsibility for their actions and to utilize a higher level of care and responsibility when dealing with the business tool. This may be having the tool repaired if possible or the initiation of the replacement process. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS In much the same fashion as a library, there needs to be a record of who has the tool and who has used the tool. The business will need to know who has the tool so management can be certain of its location and the current person responsible. A tool that is not used may need to be replaced or simply deleted as there is no longer a need to support ownership of the tool. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS 4. Store business tools in accordance with enterprise procedures and to reduce theft and fraudulent activity Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS vThe storage requirements for each tool must be considered. There is the physical space that will be needed for the tool and any other items. vThere is the security trade-off: the more secure the item the less accessible and the more difficult it is to be accessed, the less secure the more accessible. Management will need to determine the level of security required and the resources that are to be devoted to the security. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS The simplest tool is a document that controls the use and access to the tool. The cheapest is a book that records all the relevant information and has to be signed on access and use of the tool. Other methods of security include a selection of the following: SECURITY Ø Ø Swipe card access Password T LS Ø Security Cameras Ø Police Checks Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Swipe Card Access Systems can record each person that accesses the storage area and also the users that take the tools from the storage location. Access to the tools can be controlled by the use of swipe cards. This has a higher cost than the paper approach but provides greater flexibility and, of course, does not rely on a person to check the item in or out. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Password Computer systems can have password protection to restrict access. When considering access to knowledge or information users can have a security access attached to their log-in profile. Systems can record all information or knowledge that each user accesses. The disadvantage of this system is that users will forget their password and some protocol needs to be established to enable users to reset their passwords when they forget them. To increase security, passwords can be set to expire at regular time intervals and force the user to create a new password. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Password There can also be requirements as to the construction of a password. Possible rules include the length, how many characters, the composition, how many numbers or how many capital letters are required. Any system will need to have a method to reset the password. In most cases the password cannot be read by anyone in the system so that a process will be required to reset passwords if they have been forgotten. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Security Cameras can record handling and use of the tool in the area. Security Cameras Cameras can control access to the area or monitor the particular storage area. If a camera is kept in a drawer, management can install a camera that records every person that opens the particular drawer. The presence of the camera also acts as a motivator to staff to ensure that they treat the business tool in an appropriate manner as they know they will be recorded and can be held responsible for their actions. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Police Checks A police check which will disclose any charges that have been made against a person. May apply or authorize others to perform Individuals. It is now standard practice for teachers, security officers, crowd controllers, and others to prove they do not have a criminal history and are of a suitable character for the position. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Every employee is employed on a contract that sets Employment Contracts out the terms and conditions of their employment including such terms as holidays, wages, hours of work etc. It is possible to include other terms and conditions in a separate contract of employment. This contract can include aspects that are not involved in a traditional employment contract but are relevant to a modern business. These terms include Privacy, Internet and Lockable Access. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Every employee is employed on a contract that sets out the terms and conditions of their employment including such terms as holidays, wages, hours of work etc. It is possible to include other terms and conditions in a separate contract of employment. This contract can include aspects that are not involved in a traditional employment contract but are relevant to a modern business. PRIV CY Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Internet access is normally a part of the employee’s duties it may be relevant to state the allowable internet use that is allowed by an employee. This could include the amount of time that is spent on private use such as personal email, accessing non-business-related sites, the type or material that is allowed to be viewed on the computer, and an agreement that the employee will not attempt to break any controls that are present. But some businesses have blocked all non-essential sites from access form computers within the business. i www. nternet Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Every employee is employed on a contract that sets out the terms and conditions of their employment including such terms as holidays, wages, hours of work etc. It is possible to include other terms and conditions in a separate contract of employment. This contract can include aspects that are not involved in a traditional employment contract but are relevant to a modern business. L CKABLE ACCESS Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS Higher levels of control can be achieved with retina scans, facial recognition, voice prints, or a combination of these methods. Each of these controls has benefits and costs. Management will need to consider the level of control that is required and determine the level of resources that will be required to install and maintain the system to a level to provide the required security level. It is silly to implement a system of swipe card access and never check on who is accessing the tools. L CKABLE ACCESS Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM W/ LAB. TMPE 00 – TOURISM PRODUCT DEVELOPMENT L02 ACCESS, SELECT, USE, AND MAINTAIN L02 ACCESS AND USE COMMON BUSINESS TOOLS COMMON BUSINESS TOOLS The audit process can be the start of a sequence of events that may result in retaining, replacing, or disposing of the asset. An audit can mean many things. In this context an audit is the assessment of the processes that are in Audits place on how the business tools are monitored, controlled and used. The audit process should be a standard management process and not seen as an exception. Although it is impossible to dictate time periods for this process for every business, it would be highly unlikely that the time between audits is longer than one year. Source: ASEAN. 2012. Trainee Manual. Use Common Tools and Technologies SHERWIN PUNLA, MBA ú [email protected]  TPC 2 – APPLIED BUSINESS APPLIED BUSINESS TOOLS AND TOOLS TECHNOLOGIES AND TECHNOLOGIES (GDS) IN TOURISM