BSBADM504B Plan or review administrative systems

             BSBADM504B Plan or review administrative systems 

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Introduction to Administrative Systems The goal of this unit is for you to be able to effectively plan and review administrative systems. You will learn about: 1. planning /reviewing administrative systems 2. implementing administrative systems 3. monitoring administrative systems. However, before you begin, you may want to take some time to reacquaint yourself to some of the details of administrative systems. 

What are systems? The word system comes from the Greek word systēma (σύστημα) which means a set of interacting or interdependent entities that make up a structure. The word ‘system’ can also refer to the set of rules that explain how the structure operates. Systems occur naturally, for example: • physical systems such as the solar system • biological systems such as the circulatory system • ecosystems such as the Great Barrier reef. The system concept has been applied to a number of areas of human endeavour, for example: • engineering • computer science • business.

Features of systems Whether man-made or natural, systems have a number of features in common. These are: • Systems have structure, defined by parts and their composition. • Systems have behaviour, which involves inputs; processing; and outputs of material, energy or information. • Systems have interconnectivity; the various parts of a system have functional as well as structural relationships between each other.1

What are administrative systems? Administrative systems can be defined as ‘internal office and accounting functions.’2 When you reflect on this definition and on the definition of ‘systems’ provided above, an administrative system could include such varied systems as: • operational rules, e.g. those governing use of vehicles • physical systems, e.g. a computer network • electronic systems, e.g. a payroll system in MYOB or Quicken • paper based systems, e.g. a document filing system. 

Case Study: Setting up a training company Virgil is working as a project manager in a small firm. The firm is launching a new division and Virgil has the job of planning and implementing the administrative systems for the new division including: • Accounting System • Customer Relation Management System • Student Administration System • Document Management System. Virgil is surprised by how many systems are needed. He has found implementing the administrative systems to be quite a challenge since he has had to scope and plan the systems, develop specifications, source suppliers, get quotes, evaluate quotes and so forth. He has done some internet searches for different systems. He has also communicated with his contacts and networks to find out what systems they use and to get some feedback and advice.