Project 1 Select an administration system that might be implemented by an organi

ID: 422726 • Letter: P

Question

Project 1 Select an administration system that might be implemented by an organisation and complete the activities. The systems should relate to: personnel management (eg a system that calculates and manages employees’ annual leave), or financial management (eg a system that tracks and follows-up outstanding payments), or data collection (eg a system that can be used to collect customers’ feedback), or data analysis (eg a system that can be used to analyse sales trends), or information sharing (eg a system that can be used to ensure that any changes to organisational procedures are communicated to all of an organisation’s departments/ staff), or recordkeeping (eg a system that stores customers’ information and buying history)

Part 1 Write an open invitation to tender for the development and supply of that system. Include: (1)details of your organisation (eg who you are and what you do) (2)a description of the system required (3)detailed information about the system requirements (4)the timeline for system implementation (5)how their quotation should be submitted (6)how their quotation should be formatted (7)a request for details about post-purchase costs, such as technical support, maintenance and the ongoing costs of operation (8)the date by which their quotation should be received (9)who to contact if they need more information Your invitation should be at least 2 pages long to cover the listed requirements.

Part 2 Create an action plan, to do list, checklist, flow chart or Gantt chart for the implementation of the administration system. Your plan should be at least 1 page in length.

Part 3 Identify two problems that might be encountered when implementing the system and explain how these problems can be prevented and dealt with (eg contingency plans). Each problem should be discussed in length, a minimum of 500 words to adequately explain the problem and mitigation.

PLEASE also give the answer for PART 2 AND PART 3

THANKS!

Explanation / Answer

What is an administrative system? This question is important to be understood prior implementation. An administrative system may be defined as the combination of hardware, software, policies, procedures set in place to carry out smooth and progressive business activity. This further would aim at planning, organising, implementing and controlling the business activities across the business functions of a Strategic Business Unit (SBU)

Broadly classifying any business has operations, marketing, sales, Finance, Human resource, Information technology and administration department. And the departmental heads need to make sure that all are integrated yet clearly define the key responsibility areas and ecosystem in which the employees perform to increase the profitability.

Considering the expansion of business, the management has decided to float an open tender in the market to raise bids for administrative system providers. One important factor worth noting is that we are living in a competitive digital space where everyone thrives to achieve process automation and better control. Keeping this in mind one classifying criteria would be the better digitised administrative system would be given more weight as this shall reduce long-term costing and help in better budgeting.

Part 1 Tender

Organisation: Axis Bank Ltd.

· We are a full service Third largest private-sector bank in India offering financial products and services with 3300+ branches and 9 international offices, employing over 55,000 people with a market capitalization of US$20 billion).

· We operate across 4 verticals of retail, transaction, wholesale and corporate banking and are looking for adopting an administrative system for data analysis of consumer behaviour and automating the product design according to the analytics of consumer feedback.

· We invite tenders from prospective market players who can automate our system as per above requirements.

· The project tenure would be 6 months, negotiable

· The bids should be submitted in the format prescribed in Annexure 1

· The quotations should reach the corporate office located in Mumbai by June 15, 2018.

· If any further information is needed, kindly contact:

Mr. ……………

Project planning officer

XYZ Building, Santacruz,

Mumbai, India. Ph: 022 1234567

· Please note: All bidders will submit the bank guarantee/ bid bond for 5% of the total project cost along with the quotation and successful organization will have to submit a performance guarantee of further 5% of the cost of project 15 days before the commencement of contract and the same shall stand released on successful completion of the administrative work undertaken.

Part 2

Create an action plan, to do list, checklist, flowchart or Gantt chart for the implementation of the administration system. Your plan should be at least 1 page in length.

Internally within the organization, we aim to carry out the administrative adoption in a tenure of 6 months by following the below procedure.

15 days

7 days

30 days

10 days

30 days

20 days

15 days

Part 3

Identify two problems that might be encountered when implementing the system and explain how these problems can be prevented and dealt with (eg contingency plans). Each problem should be discussed in length, a minimum of 500 words to adequately explain the problem and mitigation.

While implementing such a process and system on a large organizational stage the tow common problems can be.

To deal with above problems which are bound to arise we shall aim to proceed with a mix of initiatives and contingency plan.

Any such transformation in a customer service organisation is only possible if ethical and cultural issues of our human resource are addressed appropriately.

We plan to do so in two phases

Phase one would be---- communicating with the back office human capital and

And phase 2 would be---- Addressing the front-end workforce as they are our main point of contact of the large customer base and an appropriate word of mouth is important to safeguard our annual results and integrity.

----- building a guiding team

----- Developing the vision

----- Communicating with stakeholders

----- Establishing short-term goals ….leading to long-term goals

----- Handling feedback and resistance of human capital

We shall have a look at each of them one by one

We shall have to carefully avoid dark sides of Coercion, unwarranted trusts, creating dependency, lack of self-confidence, pressures and emotional manipulation.

‘As I think...the tone set by individuals to their immediate direct reports and how those direct reports then filter those behaviours through to the rest of the organisation is very important.’

As Axis continues to focus on growth in 2018: “The forward-looking mandates that we gained last year will continue to enhance our reputation in the German banking market. We want to accelerate our growth in the years ahead and aim to further increase in net fee income to €400 million and create a strong foothold in the competitive market. And we have to equip our front end force to make the customers understand that it is for their own good.

As we care about the lives and professional priorities of the current workforce and preserving the legacy of all we’ve worked to build up around here. We shall follow an ethical way to communicate the message to our people making them understand the Vision – Of enhanced lifestyle that HSBC has for them and would welcome suggestions and feedback by ENGAGING EMOTIONS.

Telling them the benefits of

LOCATION | COST | Future growth PROSPECTs | tax laws of Germany

BETTER LIVING STANDARDS, education opportunities for their children,

Proposing RELOCATION BONUS and ESOP’s

The communication shall be downloaded by our responsible leadership

----- In the form of EMAILS, flyers to capture the mindshare

----- Opening portals for ideas and methods

----- Regional TEAM EVENTS- where the leaders shall together with the workforce create a common vision and empower our people. When people addressed by senior management they feel attached to the organisation

----- INVITING THIRD PARTY agency which shall entitle them to LONG TERM SUBSCRIPTION, CORPORATE TIE-UPS, CONFERENCES, Training and CERTIFICATIONS of German standards making them future ready, this shall help us to reduce attrition who start looking for opportunities in the market as soon as such a news goes into the market

----- CREATING A DESK FOR QUERIES & APPREHENSIONS as people will have fears of the unknowns, fear of losing out, fear of competence and also giving up tried and trusted methods that they have been following since long.

Aiming at successful change management with minimum disruption and maximum return on investment, the Change team will be working together with the project management team, leadership and identify the change champions in every department who shall further take down the message to workforce dealing with resistance, middle management resistance, corporate inertia, making optimum use of budgets and resources.

The underpinning message is to communicate | discuss | involve | empower | Promote the change.

Annexure 1

All quotations to be submitted in this format:

Name of the organization:

Name of contact person:

Please answer the following questions to help us understand your candidacy better:

Are you willing to provide the bid bond as a requisite to your application to this tender?

Are you willing to provide the performance bond as a requisite to your application to this tender?

Any other details you would want to provide for us to better understand your project approach?

We hereby declare that the above information is correct to the best of our knowledge and we abide by law for any discrepancy found during the selection stage and implantation stage if we are successful.

Authorized Signatory

Xyz Ltd.