Plan And Implement Administrative Systems Assessment 2
Implementation plan for the new system
Stakeholders associated with the implementation
Stakeholders are generally people who may affect and be affected by the business decision or action. With the implementation of a new administrative system, the stakeholders associated with the implementation will be the owner, employees of Clipper, customers of Clipper, suppliers, software engineers etc.
Methods used and benefits of consulting stakeholders
It is crucial to know what every stakeholder thinks of the new implementation changes, therefore, before any implementation, manager or the owner should communicate with each stakeholder personally to figure out the adaptiveness of the new administrative system. As everyone if there to make the business a better place, a more competitive business, therefore it is very important to seek advice or opinion from these people, and make them feel appreciated. Owner may appoint manager to arrange a meeting with their internal employees, to discuss how the new implementation will benefit the business and everyone as a whole. Whereas for customers, emails may be sent to each and every one of them, indicating that there may be some down time when we are making the changes, however, it will not take long for the business to operate as usual, and we assure customers that we will perform way better than before with the aid of new software. It is also important to discuss with the supplier and software engineers in order to lower the costs and make sure the application created is the one needed.
The whole purpose of consulting stakeholders is to ensure that everyone is in position when the implementation begins. It is beneficial to the business as well as to themselves, to ensure smooth implementation and future commitment. Within internal members, it is extremely crucial that they know exactly what to do, and what to expect when new system is in place. As they are the ones who will be operating the software when dealing with prospective customer, they need to be told of what to expect and what they have to learn in order to perform good in their tasks as there may be a shift of roles.
Timeframe for implementing the system
- 1 week is needed for the purchase of new software and set up, in the same week, after the purchase being made, the office staff have to enter every previous quotes and orders being made by customers into the system.
- The second week will be for the training to proceed and some trials to be done to ensure future smooth operation.
- Third week will be onsite training for every gardener to start implementation, to figure out if there is any difficulties or problem with the implementation.
- Forth week will be to finalise the implementation, finding solutions for the proposed issues.
- One month will be sufficient for the new system to be in place.
Detail staff involvement and staff support given during the process of change.
It is crucial to promote staff involvement during the process of change, so that staff will feel appreciated. Other than that, staff support is mandatory as they will be the one doing the input. Staff no longer allowed to hand write quotes into carbon paper, they have to learn how to key in figures and words into the software in a fast manner. Staff will have to learn the soft skills needed to operate the application. Staff will also be restructured to better tailor with the business new administrative system.
Benefits of involving staff in the implementation process.
Involving staff support during the process of changes, so that staff will know how to deal with error when it occurs, who to ask for help when there is a problem. It is highly motivational when every staff are grouped together to learn of the change, to make the system easier to use and to provide opinion as a whole. Opinion from staff themselves are very important to improve the new system, as every single flaw may cause a huge difference in output. It also ensures that gardeners are productive as early as possible. It will also reveal how effective and ease to use for the new administrative system, in the meantime allowing us to recognize each gardener’s strength and weakness.
Training requirements of staff
All gardeners and office staff of Clipper have to be involved in the onsite and offsite training, as this is a brand new system that is computerised. It is something that no one has encounter in the business, and therefore it is crucial that everyone know what they are doing, and what is the whole purpose of such change. A computerised system is totally different from the original manual system whereby everything is slow paced and hand written. Staffs need to pick up with the new era, learn how the technology works, how to work through tablet with few clicks, rather than scribble on the carbon paper resulting misinterpretation of office staff.
Detail how and when training would be conducted.
Second week of the implementation is when the training should be conducted. Within this week, Clipper should provide notice to their staff that everyone has to stay over time in the company after their work for 2 hours each day. As gardener ends work at 4pm from Monday to Friday, and 12pm on Saturday. Training may start at 5pm and last for 2 hours in weekdays, and start at 1pm, ends at 5pm on Saturday. All training is compulsory for all staff to attend.
A tablet will be distributed to the gardener in the first day of the training, and the trainer will lead everyone through on how to use the table in assessing the software. Trainer will be here for a week to ensure all staff knows exactly on how to operate the system and record data in an accurate manner.
New procedures associated with the new system
- Gardeners are no longer allowed to hand write quotation. Each and every crucial information of the customer have to be noted in the system with tablet.
- All operation within the business have to be fully computerized, all hardcopy within the business are to be entered into the system and to keep as a copy afterward in a cupboard for future reference if needed.
- Majority of the quotation process will be done by the software application; however, gardener may provide discount as required by certain very important customers.
- Office staff no longer have to do data entry, or wait for the gardener to provide the original copy of quotes. This information will be in the website right away when gardener input figures into the software, therefore office staffs must do a monthly report from the total number of quotes given to customers.
- Office staff has to compile the monthly quotes separately by each of the gardener, to determine which gardener is more efficient in dealing with customers, and provide incentive for such gardener.
Procedure on how staff would be made familiar with the new system and how responsibilities would be assigned
- Staff would need to constantly practicing with the new system and try their best to understand the concept behind each action.
- Manager will check on all the quotes and input being made by each gardener by the end of the day, to determine if there is anyone still not familiar with the system, and provide assistance from there.
- There are four weeks of implementation period whereby staff may still use manual hardcopy, but they have to do both the computerized and manual system in the same time, to ensure that they have the right information on hand.
- Manager will act as mentor for each gardener in the implementation period, therefore manager needs to have enough knowledge in order to assist others.
- Gardener’s responsibilities are to ensure their input is correct and free from bias. They have to ensure that their service provided is up to standard, on a timely basis.
- Whereas office staff responsibility is to compile data in the end of the month to show how the business is progressing. Customers who ring up the company will be dealt with the office staff who will have access to the software.
- It is then the owner’s responsibility to ensure that the monthly fees are paid on time, to ensure smooth operation.
Strategies to communicate changes to staff
- Staff will be communicated changes through team meetings at the end of the day. Whereby manager will normally get the first hand information before passing to the rest of the team. There will be question and answer section for gardeners to clarify their issues, and to figure out a solution with everyone’s participation.
- Training will be given to staff by outsider, or an expert consultant. As the software may get complicated at times, it is important to have someone knowledgeable to answer the question and guide Clipper staff along each step of the procedure. Training will be given for the second week of the implementation process, whereby mentoring will be provided by their manager after the training is done by the expert consultant.
- Manager need to make real connection with the expert consultant in order to learn completely how the new software works in order to provide mentoring for the rest of the team. It is therefore important for the manager to figure out problem during the mentoring process.
Detail how information would be transferred between current and new administrative system.
As the current administrative system is manual based with a huge number of hard copy carbon paper being documented in office. It is therefore necessary for the office staff to first enter every single information into the software, every gardener may use this opportunity to practice on their new software skills and get use to the layout of the software. Clipper will be going full computerised in the future; therefore, hardcopy will no longer be needed. All information must be made available online, for easy access at any time of the day by the authorised personnel. This is also to ensure previous records will be there when staff needed access to it through software application.
People involved and their role in system changeover
The owner and the manager will be the only people involved in system changeover and for planning purposes. It is important to build the company hierarchy, as the business is currently expanding, a formalize business structure will be needed to ensure future smooth expansion. Manager will come out with proposed plans after meeting with relevant authority, the owner will then have a deep discussion with the rest of the team before making a decision on which plan to be implemented.