Office Administration SBA2222

8/11/2019 Office Administration SBA2222

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Office Administration School Base Assignment

Joe-Deane Henriques Page 1

Acknowledgement

During the course of completing this assignment, I have had many cooperative supports frommy teacher Mrs. Johnson, and my group members. It gives me great pleasure, therefore, toexpress my sincere gratitude of thanks to my collaborators.

.


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Overview

Each module of this project is divided into three parts which includes one (1) preparation oftopics, Two (2) Data preparation methodology and three (3) presentation of report. The mainaim of this research is to investigate the accounts departments of a leading institution in theLinstead area. The researcher also aims to state the functions of equipment and computer

software used in the accounts departments, As well as to investigate the impact of technologyon jobs efficiency in the accounts office.

The research was done in the singer furniture store. This was done by sending letter to theorganization requiring conducting a research. At the beginning you will learnt the roles of thedepartment and some functions involve in the day-to-day operating of the organization. Therewere three methods of data gathering that was used in an efficient way by the researcher. Asinformation was accurate and practical and the topic being discuss. Questions were asked topersonnel and the answers were given in a simple and understandable way.

In doing this research, the researchers meet at various locations to complete different parts/drafts of the project. All activities were recorded in a table showing dates, Activities andcomments. These activities are organizing sequence of activities most of which are relevant tothe project and comments support the follow-up actions. In carrying out this research, theresearcher found out the regulation and company policies governing the organization that hadto be complying when visiting the organization. At the end of the data gathering methodology.A written report of five hundred to seven hundred and fifty words of one thousand to onethousand two hundred requirements for the assignment which include, the findings, majorchallenge problem-solving strategy employed and conclusion and recommendation were given.

The researchers also examined how office equipment including computer technology was used/observed in the workplace. These were listed in tables with heading date, equipment use,purpose and comments.


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Topics

The researchers are to do An investigation of the Accounts department of a leading institution inthe linstead area.


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Aims

The researcher aims to investigate the accounts department of a leading institution in the area.

Specifically to:

(1) State the functions of equipment and computer software used in accounts office.

(2) Investigate the impact of technology on jobs efficiency in the accounts office.


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Functions of the Accounts Department

An accounts office records all purchases and sales, and the receipt and payment of money. Italso records the expenses of running the business.

Two main function of the accounts office include:

1. Preparation of payrollThis is the record of employees salary and hourly wages, with holding and deduction forall employees for a given pay period. One of the main functions of the accounts office isthe preparation of payroll. Several terms are used to describe the rewards paid toemployees for labour services to an organization.

Salaries Bonus rate Overtime Hourly rate

Piece work Wages Minimum wages Double time Flat rate Commission

2. Credit controlThis is the process of control over payment coming into and going out of the firm. Mostbusiness organization operates by allowing some of their customers.


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Lluidas Vale Dist

LluidasVale P.O

St Catherine

Sept 10 2012

The singer Furniture store

93A-95 King Street

Linstead P.O,

St Catherine

Dear Sir/Madam,

I am a grade eleven (11) student of the Mcgrath high school. Currently pursuing officeadministration school based assessment.

In order to complete this course I am required to conduct a research. The objective of this

research is to investigate the accounts department of a leading institution in the linstead area.

I therefore seek permission to conduct this study in your organization. I am required toadminister questionnaires to observe the operation in the office as well as conduct an interviewwith personnel from the accounts department at your organization.

I would be grateful if you would allow me to conduct the study at your organization. Mycontact number is 1876-254-3847. I eagerly await your favourable response.

Yours respectfully

Joe-DeaneHenriques

CCV. Johnson


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Methodology

The ways in which this research was conducted was through the advantages of using thesemethods:

1. Interview: The researchers have conducted an interview with assistant manager withinthe accounts departments along with some question and they were answered.

2. Questionnaire sample: The researchers gave out a questionnaire sample containingvarious question about the account office equipment, services and the researcherreceive answers and how the office equipment are used in the accounts office.

3. Observation of the activities of the accounts department: the researchers view thevarious equipment that the accountant uses within the Accounts office some of theseequipment are: the computer which is used to work out various programs. Calculatorsare used to work out simple addition and multiplication and finally the printer is used tomake copies of document in the organization.

4. During the interview the researchers got information about the accounts departmenthowever the researchers could not get some of the questions answered because thoseequipment were not used in the accounts office however some of the question wereanswered.


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Questions asked to personnel

The following questions are designed to investigate the account department in yourorganization with specific reference to:

See : Please designate your chosen answer with a tick

Gender Male Female

2. Position in the accounts department Assistant Manager Clerk

Manager Other

From the list below please tick the equipment used in the accounts department

Computer Calculator Accounting Machine Others

4. Do you think having an accounts department is important?

Yes No No

If yes, please state why?

Do you face any challenges in the accounts department?

Yes No

If yes please select from this list

Incorrect figure thus recalculating

Too much work load

7. Identify the procedures for making and receiving different types of payments that takes placein the firm? If yes what are?

Credit Card Debit Card Cheque Others


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Sequence Of Activities

Dates Activates Comments

9-Jun 2012

The researchers started the SBA and wentthrough it in groups. The researchers

worked on the table of content, title pageand functions of the accounts department.

It was a very hectic day as most ofthe functions in the AccountsDepartment were not being

commenced.

7-Sept 2012

The researchers came together as a group

to decide in which organization theresearchers are going to conduct the

research.

It was a very hectic day as choosingan organization was a majorchallenge.

10-Sept 2012

Letter written by Researchers and wascheck by an English Teacher

Errors were corrected, and a newcopy was made.

10-Sept 2012

The researchers send the letters to leadinginstitutions in the linstead area, to conducta research in the accounts office and was

informed to return the following Thursday.

The researchers freed setbacks asorganization did not eagerly respond

to our letters.

13-Sept 2012

The researchers investigate the accountsdepartment of the singer furniture store.

This was by conducting an interview,observing and the researchers also used

sample of questionnaires in theorganization.

Getting some of the documents fromthe organization was not successful

as it was viewed asprivate/confidential information.

5-Oct 2012The researchers went through and discussthe different parts of the SBA such as the

gathering of methodology.

It was a very hectic day as it was noteasy writing the gathering of

methodology.

16-Oct 2012

The researchers went through all aspectsof the SBA and the report was finish

writing. The researchers also discuss whatsuppose to be in the overview.

Some parts of the SBA were notcompleted so we have to work hardovertime to complete them.

Finishing up the report was not easybecause of the maximum words

required.


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19-Oct

The researchers got together and finishevery drafts of the SBA the researchers

look it all over and the necessaryinformation were in place. Then the

researchers went to copy the documentsthat the researchers receive from the

organization.

Copying the documents was asetback as the school library was

closed and the lab was not availableso the researchers had to wait until

school was over to copy thedocuments elsewhere.

Regulations of policies

From the findings from the leading institution of the singer furniture store. It has shown thatthey have regulation of policies to both customers and employees in the organization.

Disciplinary Procedures

Every employee at the singer furniture store is expected to comply with the organizational

work rules and disciplinary procedures. These regulations are stated in an employment

contract or a staff manual.

Some of the regulations of policies / rules towards employees are:

No shorts or dress that will show up your body.

No indecent languages are to be spoken in the business.

No weapon.

No eating or drinking around the machine and during the working hours.

Show respect for those in lower and higher position.


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Every customer at the singer furniture store is expected to comply with the organizational work

rules and disciplinary procedures. These regulations are usually stated inside or outside of the

building.

Some of the regulations of policies/ rules towards customers are:

No smoking inside the organization

No unauthorized persons are allowed in the office.

No eating or drinking inside the organization

No loud talking or loud laughter

Do not disrespect workers in the organization

No sleeveless blouse

No mini skirts

No merinos

No indecent language

Do not enter the staffs office unless you are given permission to

.


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Some Functions of the accounts department

0%

10%

20%

30%

40%

50%

60%

70%80%

90%

100%

preparation of thepayroll

Credit controll collection of accounts

Preparation of audit

Series 3

Series 2

Series 1


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How well beneficial facilities do pleases the workers

.

Figure 2. 1 the graph shows that a total of 90% of the workers at the singer s furniture store arequite satisfied with the beneficial facilities the organization initiates

Excellent

Satisfactory

Good

Moderate

Poor

Unsatisfactory


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Figure 1.1

The graph shows the views of workers in the Accounts departments offering efficiency andProgress.

41%

53%

6%

The impact of the Accounts Departmenton the efficiency and progress of the

organization

To a great extent

Moderately

No impact


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Good interpersonal relationships of the staffs/ employees at the singer furniture store have

contributed tremendously to a good companys reputation. It has also sanctioned an insightful

conclusion of the researchers information was achieved.

The Accounts department is the department that provides records for all purchases and sales,and the receipt and payment of money. It also records the expenses of running the business. Asthe business unit varies from a Sole trader to a Multi-national company, the flow of activity will

instigate the same. To coordinate the various functions of the Accounts office in theseorganizations the most vital attribution has to be put in place, two main functions of theaccounts office are: Preparation of payroll and Credit control. The Preparation of payroll is therecord of employees salary and hourly wages, with holding and deduction for all employees fora given pay period. One of the main functions of the accounts office is the preparation ofpayroll and Credit control is the process of control over payment coming into and going out ofthe firm. Most business organization operates by allowing some of their customers.

The Accounts department is the department in a particular business that is responsible for all

the transaction that takes place such roles may, from time to time be contradictory as it relatesto; an organization progressing by means of the Account office, and in business, it is imperativethat it is known where the money went or come from. The owner will wish to get paid, and ontime, and the government will wish to receive its taxes. Also creditors will wish to be paid andthe business will wish to collect payment from debtors. This is of course where the accountsdepartment plays a key and effective role that promotes welfare of workers, and bettermentfor employers. The Accounts department firstly established these roles by ensuring that theirstaffs/ employees are up to standard to complete their task. With this; the accountsdepartment will monitors trends of productivity both on employers and employees behalf.

The researchers initiated in achieving the relevant information regarding to the findings thatwas reveal concerning the Questionnaires, observation schedules and the interview. Theresearchers asked questions using the questionnaires and answers such as the following weregiven: The interviewer gender is a female. The position of the interviewer in the accountsdepartment is an Assistant manager. Computer softwares are used in the singer Accountsdepartment, Software such as computer, calculators, printer Just to name a few is used in the


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Accounts department. The accounts department is important because it helps in order to keepa good record of daily transaction. Accountant faces challenges in the accounts departmentsuch challenges are accounting itself takes up a lot of time, also that of collecting fromoutstanding customers, incorrect figure thus recalculating and of course too much workload. Inthe singer furniture store there are procedures for making and receiving different types ofpayment this can be done at any location or through that of the NCB, SCOTIA or RBTT by any

customer. The customer would need to present a customer card or receipt for this to take placeother procedures includes credit card, debit card, cash and cheque.

As it relates to the interview the questions were answered successfully. Answers that weregiven include: Technology have a great impact- In that it is much faster and it gives accurateresult also makes work load lighter. The accounting department is of great importance, its helpsto keep track of all the transaction done in the business as well as to provide the correctinformation to customers. Documents used in the accounting departments are: Receipts books,cheque lodgement book, and warrently book.

The three responsibilities of the accounts department in upholding the standards of theorganization are: To collect and deposit customers payment, to call customers and to filedocuments. One of the main equipment that is used in the accounting department is thecomputer system. The computer makes the job much easier and faster in that the person usingthis system would not have to write a receipt or have a customer number and the receiptwould be printed.

The observation schedule questions were asked and answered. Answers such as the followingwere given: The researchers observe that the equipment used in accounts office is the

calculators, computers and the photocopier. The calculator is used to calculate/ checkpayments. The computer is used to perform task that is done daily such as typing and thephotocopier is used to make single or multiple copies of documents. The purpose of the officeequipment that include the Calculator, is that the calculator is used mainly by the accountingclerk to calculate hours worked from the time card and to calculate additional pay, example(Overtime). The purpose of the computer first and foremost it is used more than the otherequipment in an accounts department. It works fast and can perform tens of millions ofoperation per seconds. It can work continuously for a long period thus process a wide range ofdata and store it for future use. The spreadsheet and database programmes are important inaccounting. The purpose of the photocopier is that it is used to make duplicates of receipts andinvoices. It saves the time of the user by providing copies of documents that is needed in morethan one copies and in less time.

Some other documents used in the Accounts department include the invoices, Bills, Ledgersand Journals. Types of filing documents used in the accounts department are the Electronic,Shelves and Folders.


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There are certain Policies/Procedures that the Staffs/Employees should follow at the SingerFurniture Store. When an applicant is applying for a job they must dress formally. Staffs rulesare: Drinking/ Eating are not prohibited during work time. Smoking is not tolerated, No weaponsuch as knife, Gun or ice sprit should not be taken to work and also no indecent language.Customers Rules are: No smoking in the organization, No loud talking or laughter. The officelayout at the Singer Furniture Store is Open plan and the work Attitude of the Workers of the

Singer Furniture is that they are very pleasant and enthusiastic

Recommendation

I would recommend the Shredder and the Guillotine. I would recommend the shredder why?Because this equipment would be efficient to the Accounting Office because it can be used toget rid of inactive or dead documents and paper, this will also helps to keep the place tidy andprovide storage space and the Guillotine is chosen because this equipment would make theAccounting Office more efficient in which it enable the cutting and trimming of paper down tothe desirable Size. This is better than using Scissors which would not be able to cut paper insuch large volumes and as neat as the guillotine.

Challenges

During the course of this project the researchers face a lot of Challenges Such as; theresearchers could not get some of the documents that are used in the AccountsDepartment to include in the SBA/ Assignment because those documents are forconfidential purposes. Another major challenge the researchers face was choosing theOrganization to conduct the research and also the researchers could no t view some of theoffice equipment because only authorized persons are allowed to see them.


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The researchers however, found solution to all these Problems/ Challenges. Theresearchers got other documents to include in the SBA and these documents were ver yuseful. Since it was a major problem choosing which organization to conduct the researchthe researchers send out letter to various organization and Singer Furniture Store replied toour letter even though, the researchers did not get to view the equipment the researchersgot a clear description of them. From the findings of this School Based Assessment (SBA)everything went well thus the researchers face challenge this project was successfullycompleted.

Office Equipments Used at The Organization

Date Equipment UsedPurpose OfEquipment Suitability For Task

September 11,2012

Fax Machine

Used to send writtencommunicationdocuments from

office to internal andexternal locations.This is also used inthe accounts officeto rapidly fax copies

of prepared

documents to otherdepartment

This Machine is veryefficient and reliable

means of offeringquick and almost

instantaneouswritten

communicationslinkage.


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September11,2012

Computer

Used when Preparingdocument suchinvoices, letters,

spreadsheets andDatabases. Effective

means ofcommunicating. Thisis a very important

machine used in theaccounting office. Itworks fast and can

perform tens ofmillions of operationper seconds. It canwork continuously

for a very longperiod thus process a

wide range of datafor future used.

This Machine is veryefficient and reliable

as a means ofstoring, organizing

and creatingdocuments. It is also

used in a veryappropriate andefficient manner.

Perform severed taskin the office.

September 11,2012

Photocopier

The photocopier isimportant to theoffice. Used to

Duplicate writtendocuments. It is also

used to makeduplicates of receiptsand invoices. It savesthe time of the userby providing copiesof document that is

needed in more thanone copies and inless time.

This is a very efficientmachine becauseenhances quickduplication of

document within theoffice. This is usedadequately in theoffice and quite

often.

September 11,2012

Calculator

Used by theAccounts clerk tocalculate hoursworked from timecards and tocalculate additionalpay example(overtime)

This equipment isvery efficientbecause it enhancequick calculation.


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References

Name of Author Source Year Publish Publisher

Dr. Alan Whitcomb

Heinemann office

administration forCSEC

First Published

2000

Heinemann

EducationalPublisher

Dr Alan WhitcombWWW.Carlong.co

m

Second edition

2006

Pitman

publishing

John Milne

Centre of CBL

inland use and

environmental

Meeting Room

Aberdeen

University

Publishing

B-Seatlebury- etalNew Caribbean

office procedure2000

Lecture

Series

B-Seatlebury-etal New Caribbean 1996 Pitman


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Office Procedures publishing

Singer Furniture

Store

Tricia Simpson

Person List

Interviewee Date Scene Job Title

Mr. Smith A September 13 2012 Meeting Room Accounting Clerk

Mr. Gordon D September 13 2012 Meeting Room Accounting Clerk


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Questionnaires

The following questions are designed to investigate the account department in yourorganization with specific reference to:

See : Please designate your chosen answer with a tick

Gender Male Female

2. Position in the accounts department Assistant Manager Clerk

Manager Other

From the list below please tick the equipment used in the accounts department

Computer Calculator Accounting Machine Others

4. Do you think having an accounts department is important?

Yes No No


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If yes, please state why?

Do you face any challenges in the accounts department?

Yes No

If yes please select from this list

Incorrect figure thus recalculating

Too much work load

7. Identify the procedures for making and receiving different types of payments that takesplace in the firm? If yes what are?

Credit Card Debit Card Cheque Others


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Observation Schedule

The following questions are designed to investigate the account department in your

organization with specific reference to:

I. Determine whether or not credit control is put in place by the accounts office.

II. Outline the credit control process used by the firm.

1. Equipment used in the accounts departmentCalculator Adding Machine Printers

Others Computer

2. Use of Office Equipment Why?

3. Purpose of Office Equipment

4. Documents used in Accounts Department

Invoices Bills Credit Notes

Debit Notes Others Ledgers and Journals

5. Filing of documents used in Accounts department:

Boxes Electronic Shelves Filing Cabinet


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Other Folders

6. Company Policies/ Procedures how to apply for Job dress Formal

7. Code of Conduct

8. Staff rules- No offensive weapons, smoking and indecent language

9. Office Layout- Open Plan

10. Work attitude- Pleasant, Enthusiastic