Plan or review Administrative Systems
You have been hired by an organisation which wishes to use cloud technology to store all its organisational data, procedures, customer databases, accounting information. The organisation is based across SE Queensland with multiple salespeople on the road across the state and the director and some support staff based in the office. The organisation’s accountant who does all the books is based in Sydney. The system currently in use is as follows:
• There are about 30-50 procedures kept on the supervisors desktop. No one can access these without a password so all copies are kept in hard copy by all staff. Old copies of materials have been known to be used by mistake.
• Orders are taken by the sales people and phoned through to the office. The office staff will then go out to the warehouse and see if materials are available and if so forward the order directly to the client. There is an excel spreadsheet of the stock but that is not kept up to date and access is limited to administration. Where there are no materials they phone back to the sales person to let them know the order will be placed for the customer. The admin staff must then create an order which they email to their supplier.
• Once the order is shipped an email is sent to the accountant who raises an invoice and sends that directly to the customer. It is unknown how many sales are completed and shipped and the customer never invoiced because an email has gotten lost.
You will investigate how cloud technology can help and the costs for such systems to allow everyone to have ready access to the stock excel spreadsheet, the customer orders and the invoices. Consider apple icloud, dropbox, google drive and skydrive. (https://www.apple.com/icloud/) (https://www.dropbox.com/) (https://www.google.com/drive/about.html) (https://windows.microsoft.com/en-us/skydrive/download)
1. Write a report to the director outlining the requirements for an administrative system the costs as found in your investigation and which cloud system you would select based on the needs of the organisation. Within this report
a. Include an implementation strategy with an action plan identifying the responsibilities for and a timeline for completion (use the attached action plan template).
b. Define a procedure staff can use to work with this new technology.
c. Discuss contingencies (problems) which may occur and how you could address them.
d. Define a monitoring system which could be used to ensure the system is secure and usage needs are maintained
e. Identify the training needs for staff
f. What legislation should be considered
2. Create a training presentation (you will not present this, you will just prepare a presentation) for staff to understand and use this new technology.
3. As a result of the use of cloud technology, orders have increased dramatically requiring more data to be kept in the cloud. What modifications would need to be made to ensure these changes could be handled successfully?