BSB50415: Diploma of Business Administration - Plan and Implement Administrative Systems - Business Assignment Help

Assignment Task:

SOLVING  A SYSTEM BOOKING  PROBLEM FOR A RECRUITMENT ORGANISATION

A local Recruitment Agency would like to increase the efficiencies of its current booking system for its interview / meeting rooms.  There are two meeting rooms at this agency that you work for.  Staff is having problems reserving the rooms because the current reservations are made via a whiteboard in the hallway near the meeting rooms.  

There were a few problems that this method posed. For example, if someone was away from the office they couldn’t reserve a room without having to ring someone in the office to book a room on behalf of them. If they needed to make a booking after closing time, there would be no one in the office to call!  They would need to wait until the following day.  The space on the whiteboard could only cater for seven days therefore they could not book the rooms ahead of that.  Employees needed to physically go to the whiteboard to see what was booked and what was available.  Employees began to complain.  

The agency has decided to change the booking system.  

They have selected you to manage this change project and implement a new system.  You need to consider what changes the new system requires.  You have a firm budget of $50,000. This new reservation system needs to allow staff to find out when rooms are available, and to allow staff to reserve the meeting rooms online.  The booking system needs to be available via their computers or phones. Booking a room needs to now be made easy. 

If a room is booked for an hour, but is only used for 30 mins of that hour, the reservation is booked in and is checked out of, when finished, so others can use it immediately following.

The usage patterns of the room need to be able to be tracked. Management are keen to be able to see when the rooms are used and for what reason they are used.  Some staff in fact, never use the rooms and therefore would need to be encouraged to.  

When sufficient data is collected, some people need to receive automatic responses for planned interviews / meetings based on their historical use of the rooms.  This booking system needs to improve the business in dramatic ways.

1. Explain what problems have presented themselves within the business and what you believe has caused them?

2. List as many problems that might present themselves with introducing a new system. What could you put in place to prevent these problems from happening or to support staff if problems occur? (you may want to table this answer)

3. Explain what your new system will look like, what it will do, how you will implement it, how you will engage staff, how you will train staff, what data it will provide and manage?

4. What key factors do you believe that management consider to be crucial to the day to day running of this business?

5. What functions do you think your system will need to be able to perform in order to achieve the day to day running of the business?

6. What ideas would you recommend to encourage a smooth implementation of the changed system? 

7. Use this skills matrix example (from next page) and *recreate a set of skills that might be needed to train the staff within the case study, on the new ‘booking system’.

8. Present your brainstorming session to your facilitator. This will be simulated with one other class mate during class time. Collate a list of questions and suggestions on how you arrived at this outcome. See attached observation  list on page 7 above .

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