Administrative System Description

Discuss About The Social Science Bases Administrative Theory.

Brick and Mortar’s workplace consists of 100 employees because it is a new startup business and is present within the construction industry. The staffing process is management by recruiting the individuals who are specialized in the production of construction materials, residential construction, commercial construction, etc. The needs of the administrative staffing system is to check whether the staffing process has been done properly or not along with the consideration of health and safety while working.

The administrative system will be reviewed for gaining knowledge about the processes supported by the system. The system is a database that stores all the records regarding the wages structure of employees along with the occurrence of any incidents which might have harmed the safety level of the employees (Thompson 2017). The system’s version is 2.0 and it supports solving the queries and finding accurate answers.

The existing administrative system failed to identify the wrongs associated with the staffing process. The health and safety standards were not maintained properly at the construction site while handling projects. operations, the staffs were not provided right amounts of wages, which de-motivated them and their performances declined, thereby contributing to lack of business efficiency.

The new administrative system acts as a database that holds relevant information and data and ensures that the records of wages structure and occurrence of any incidents are stored. Te new modified system will be able to identify these things at an early stage, which can assist in developing strategies to overcome these issues (Leong et al. 2013).

2.3.1 – Describe the new system goals and objectives

To store records of information about the wage structure, staffing processes and identify occurrence of incidents that may have harmed the health and safety of individuals while working for the construction project

2.3.2 – User requirements/expectations 

The requirements include a proper database system that holds relevant data and information about the wages structure, staffing process and incidents related to health and safety (Kessler et al. 2013).

2.3.3 – Change in performance standards

The performance standards are expected because with the implementation of the new administrative system, it will be easier to record information, which can assist in managing the human resources properly at Brick and Mortar.

2.3.4 – Internal and external standards

Fair Work Act 2009 is enabled to ensure that proper working environment and good culture are maintained for ensuring successful business functioning. The standards and guidelines are set for ensuring that the employees abide by those and discrimination is prevented as well (Schultz et al. 2013). Equal Wages Act should be implemented within the workplace for providing significant amount of equal wages to every team members.

• Expected Schedule– The time allotted for implementing the database system is 30 days.

• Budget– The estimated budget for allocating to this system is $800000 and the resources include proper management server, monitoring device, internet connectivity (Ouyang 2014). The constraints could be lack of investments, violating the rules of data integrity and inability to maintain accurate data.

• Resource availability/existing staff-Few of the existing staffs were not much skilled and knowledgeable and the lack of availability of resources including PostgreSQL, MySQL, etc.

• Constraints with Software and other technology to be reused or purchased

Problem Definition

Redundancy or duplication of data and lack of accurate data or information are considered as few of the major constraints of the database system. The domain constraints occur with the different data types (Marler and Fisher 2013). The new technologies can be used for making sure that the tables and columns are managed properly and data redundancy is prevented too.

The new administrative system will be inclined with the various policies associated with the human resources management and staffing process. The Discrimination policy is implemented for preventing discrimination based on race, religion, color, etc. while the Equal Opportunities policy helped in providing equal scopes to everyone and pay the right amounts of wages for keeping them encouraged to perform efficiently.

3.1 – The financial constraints are overcome by influencing the investors to make investments while the organizational standards are maintained by supplying good quality raw materials and resources required to develop and implement the system properly (Metzger 2014). While making purchases or contracts between $20000 and $150000, a formal contract should be needed and it could be managed through publicly advertised tender or EOI.

3.2 – The interview sessions are arranged along with focus group discussions and survey questionnaires. The organizational policies and procedures are managed to ensure that the data is collected without any bias.

5.1 The consultation is managed to enable staff participation and at the same time, facilitate communication process and share or exchange ideas and opinions among themselves (Gahi, Guennoun and El-Khatib 2015). This would also allow for enhancing the level of employee commitment and the business performance for Brick and Mortar will improve as well.

5.2 While holding a leadership position within the company, I would like to conduct staff meetings and make them know about the new policies and procedures required to be followed by them. This would not only make them aware of the health and safety standards, but could even facilitate the business performance by inclining to the ; legislations, laws, rules and regulations.

5.3 Consultation with the stakeholders including the manager and staffs is important to discuss about the various benefits that can be obtained by implementing the system along with the methods followed to implement the system and bring innovation. Stakeholder consultation would assist in the development of constructive and productive relationships, which should be beneficial for identifying the recent trends and challenges to overcome, and thus meet the needs and expectations of the clients.

Proposed Solutions for your New or Modified Administrative System

6.1 The team members should possess interpersonal and good communication skills to share or exchange ideas and opinions with others. The cognitive behavioral skills and legal skills development and maintenance are necessary as well (Thompson 2017). Practical skills training including the production machinery and training regarding safety should be provided for improving the safety of people working at the construction site.

After implementing the system, it should be monitored to check for the redundancy of data and the accuracy. Once these two criteria are met, it would be ease to determine the efficacy of the system and even obtain relevant information considering the staffing process and human resources challenges related to it (Leong et al. 2013).

There are various requirements that should be met for ensuring that the system had been subjected to significant changes and continuous improvements.

The interoperability, support for encryption and decryption, integrating the e-business applications, DBMS autonomics and process automation should be checked for enabling continuous improvement for the system implementation at Brick and Mortar.

By monitoring the system, the efficiency of the system will be determined and it can be checked whether the staffs responsible for the system implementation have carried out their tasks properly or not (Schultz et al. 2013). In case they lacked certain skills and knowledge, training and development sessions should be arranged for them to improve their skills and knowledge

[Describe and list the new policies and procedures that will need to be developed as a result of the implementation of this new/modified administrative system.]

Cost control

Construction quality control

Construction safety

Progress billing

Construction scheduling

Equipment control

Maintenance of health and safety

Equal wages Act

Fair Work Act

Administrative System Review Title:
Purpose of the Implementation Plan
Stakeholder Roles and Responsibilities	Manager	ROLE: Managerial roles like managing the staffs and providing them information about the vision and mission RESPONSIBILITIES: Assisting the staffs to carry out their roles properly and understand the tasks properly too TASKS: Delegating the tasks and understanding roles and responsibilities
Employee	ROLE: Employee responsible for accomplishing the tasks RESPONSIBILITIES: Carry out construction equipments management and machineries for production TASKS: Managing the tasks including equipment handling and production facilities
Shareholders	ROLE: Invest on the company RESPONSIBILITIES: Providing financial support and expecting greater rate of returns TASKS: Work in partnership with Brick and Mortar to provide support for business growth and development
Government	ROLE: Plays a vital role to support the company and implements policies and laws for ensuring business functioning RESPONSIBILITIES: Government holds the responsibilities to support the company growth by inclining with the laws, rules and regulations TASKS: The Government sets tax laws and regulatory rules to be followed by the company.

STRATEGIES IN PLACE FOR IMPLEMENTATION OF NEW/REVISED SYSTEM TO ENSURE SUCCESS
Strategy	Action(s)	Who is responsible	Who else is involved	Resources Required	Time Frame/Deadline
Train staff in new process	Develop learning materials etc	Internal trainer/external who?	??	Time, facilities, work release, handouts, staffing?	??
1 Performing the needs’ assessment		HR manager	employees	Human resources	7 days
			Training room and facilities	3 days
2 Defining the needs for training		Supervisor	staffs	Work release management	2 days
			handouts	5 days
3 Delivery of training		Administrator	Line manager	Communication skills	10 days
			Behavioral skills	7 days

(From 4.2)

Risk(s) (MINIMUM OF 4 REQUIRED)	Contingencies
<>	<>
1    Health and safety risks	The legislations and regulatory laws should ensure that the safety standards are maintained
2    Risks related to performance due to lower wages paid to the employees	Fair Work Act and Equal Pay act should help in overcoming the risks of deteriorated performance due to lower wages paid to them
3    Risks of hazardous materials at the construction site	The hazardous substances are to be kept in closed containers and disposed safely for lesser exposure to the people working there.
4   Risks of not gaining a stable position within the workplace	Provide better opportunities to people, create a proper wages structure for making them work effectively and gain a sustainable position

 

List and describe the events that would need to take place in relation to the upcoming implementation of your new/revised administrative system and relevant policies and procedures. (Minimum of 6 events required with mixed mediums to ensure staff consultation, understanding of the change process, event launch, skills updates and relevant training events.  There MUST be one formal meeting which will be minuted and detailed content described on Appendix 5 – Meeting minute’s template)  This might be a good opportunity to discuss the design and content required as a workgroup for your new organisation policies and procedures you will need to develop for this assessment.

	Staff Involved	Outcomes and Key Messages	Medium (channel) Eg: email, training session, staff meeting	Responsible	Timing & Frequency
1	Engineer	Construction engineering equipments management	Email	Providing instructions to the staffs	1 hour
2	Supervisor	Managing the staffs	Staff meetings	Supervise the staffs	2 hours
3	Engineer	Management of construction materials	Email	Checking whether the mechanics and  engineers are working properly or not	1 hour
4	Mechanic	Handling the equipments properly	Training sessions	Mnaging training sessions to improve their skills	5 hours
5	Supervisor	Staffs handling	Staff meetings	Checking the work activities of staffs	4 hours
6	Production manager	Monitoring the entire site activities	Conferences	Ensuring that the expected production level is achieved	8 hours

 

This might be a good opportunity to discuss the design and content required as a workgroup for your new organisation policies and procedures you will need to develop for this assessment.

Date/Time:
Location:
Attendees:	Yourself as Chairperson, then other staff members, names and positions relevant to this discussion
Agenda Item/Topic	Discussion/Outcomes	Action Officer
1.Welcome
2. Minutes of previous meeting:	There were none as this was the first meeting for this committee.
3. Business arising from previous minutes	There were none.
4. General Business (Agenda item 1)	Management of construction materials Supervisor takes decision and undertake actions for ensuring that the right supplies are availbale
( Agenda item 2)	Line manager provides information about the construction activities from the manager to the staffs
( Agenda item 3)	The legislations, rules and regulations are implemented properly and should be followed to successful business functioning and preventing safety and health risks too.
5. Summary
6. Other Business
Next Meeting time/date	20.7.18
Meeting closed at:

Update the ‘required skills’ to skills that are required to operate within the new administrative system you are going to implement.  Then from the legend award relevant skills ability that applies.  You need to assess two (2) staff members below.

Skills
Name	Required Skills 1	Required Skills 2	Required Skills 3	Required Skills 4	Required Skills 5
Jo Smith Admin	Monitoring the performances of employees	Managing constrcution sites and equipments	Industrial attributes management	Mnagement of training arranged for the employees	Maintenance of production
Alex Smith Supervisor	Supervising skills	Interpersonal skills	Mnagement skills	Communication skills	Mechanical skills
Joe Williams Employee	Constrcution management skills	Equipments handling	Handling of machineries	Manufacturing skills	Equipments handling and production

Legend :
1		2		3		4		5
Team member has not used existing system, so will require further ongoing training	Team member can not perform new required tasks independently	Team member should be able to perform task independently with supervision	Team member will be able to perform task independently	Team member will be able to assist in training/mentoring others to perform tasks

 

References

Gahi, Y., Guennoun, M. and El-Khatib, K., 2015. A secure database system using homomorphic encryption schemes. arXiv preprint arXiv:1512.03498.

Kessler, E.R., Shah, M., K. Gruschkus, S. and Raju, A., 2013. Cost and quality implications of opioid?based postsurgical pain control using administrative claims data from a large health system: Opioid?related adverse events and their impact on clinical and economic outcomes. Pharmacotherapy: The Journal of Human Pharmacology and Drug Therapy, 33(4), pp.383-391.

Leong, A., Dasgupta, K., Bernatsky, S., Lacaille, D., Avina-Zubieta, A. and Rahme, E., 2013. Systematic review and meta-analysis of validation studies on a diabetes case definition from health administrative records. PloS one, 8(10), p.e75256.

Marler, J.H. and Fisher, S.L., 2013. An evidence-based review of e-HRM and strategic human resource management. Human Resource Management Review, 23(1), pp.18-36.

Metzger, G.E., 2014. Administrative law, public administration, and the administrative conference of the United States. Geo. Wash. L. Rev., 83, p.1517.

Ouyang, M., 2014. Review on modeling and simulation of interdependent critical infrastructure systems. Reliability engineering & System safety, 121, pp.43-60.

Schultz, E.M., Pineda, N., Lonhart, J., Davies, S.M. and McDonald, K.M., 2013. A systematic review of the care coordination measurement landscape. BMC health services research, 13(1), p.119.

Thompson, J.D., 2017. Organizations in action: Social science bases of administrative theory. Routledge