Plan2go Employee Records Case Study - Management Assignment Help

Assignment Task

Brief Instruction Summary for the Author:
You just need to write a small project report (Task 3: Practical Task – Report) based on the given scenario (Workplace Scenario – Plan2go Employee Records)in the next page. To write this report you need to use ‘Plan2go blank-report ONLY. 
The Report need to be written as per given points. There are 08 points or sub heads. Here is the brief-
1. Introduction- Just need to write project report introduction as per the given scenario.
2. Consultation- To write this please refer to the written email.
3. Modifications to Administrative System- In the class it’s been decided that we will buy some new file cabinates and keep all these cabinates into a Swip Card/ electronic password locked door. At least 2 HR personnel will be responsible for assisting the managers/employees to access the files and record in a register book who is borrowing which file (with signature) . Please keep in mind that ONLY these 2 HR personnel has access to this digitally locked room (the keys, swipe cards etc).
4. Quotations- I have already searched on the internet and got one quotation for each. Please check the ‘Quotations’ folder to get all these and based on these please write. You need to find a similar products from a different suppler and quation’s screenshot. 
5. Preferred Supplier- Note for New Suppliers- These Suppliers are not plan2go preferred supplier's list, however, as per Plan2go's criteria these suppliers met all those criteria.

For Point 6,7 and 8 please just follow the detailed instructions in the next page. 
Project Assessment
Assessment Overview
Practical Tasks:
There is one (1)ProjectReportthat you will need to complete based on a WorkplaceScenario at Plan2go (a virtual organisation).The report must include and address all of the required criteria (with additional documents as stipulated to be included at the back of each report).
WorkplaceScenario – Plan2go Employee Records
You are employed at Plan2go as a Human Resources Administrator.  Currently, all employee files are kept in filing cabinetsin a small store room whereby they are easily accessible by the Human Resources Department (HR).  Unfortunately, sometimes files have been misplaced or placed incorrectly back into the system (they are filed alphabetically under each employee’s surname).  Consequently, this causes undue stress for the HR team when they try to locate a missing file.  There is also the issue that personal information could be seen by others.
You have been asked by Mr Tobias Ukestock, Leader of Human Resourcesto undertake a review of the current administrative system and determine what changes or modifications can be implemented to improve the system.The allocated budget is $5,000.  You will need to consult with other system users and stakeholders in line with Plan2go’s organisational and budgetary requirements.
Problems with the current administrative system
• Sometimes personnel files are not returned correctly
• Files have been missing at times
• No record of files being taken out of the system or placed back
• Staff from other departments have sometimes taken employee files – for various reasons and not told anybody
• The Payroll Manager also needs access to these files at times and has said that sometimes they are missing
• Documents are missing or misplaced from employees’ files
Tobiashas stated the following:
 ‘I believe that the employee files should only be accessed by HR and definitely not by other Managers at Plan2go unless they have approval from me.  I have often seen managers come and go from our employee records and take files away without saying anything. Then the files are put back into the system and sometimes placed out of order’.
Task 3: Practical Task - Report
After the staff meeting, you need to produce a business report which outlines the proposed new or modified records management system. This will be presented to the Plan2go management team for approval.
Your report must be presented professionally using a report format following Plan2go’s Style Guide and the Plan2go Blank Report Template.  Ensure that your document includes page numbering and your full name and date are included in the footer. Your report should be 6-10 pages and include a Cover Page and a Table of Contents.You should include the following headings in your report. Refer to the Assessment Checklist (Task 4) to ascertain what you are being assessed on.
6.  Introduction
You need to identify and explain the current administrative system. This should include any problems or issues that need to be resolved. Refer to the Workplace Scenario.
7. Consultation
You need to identify the relevant stakeholders from Plan2go who have contributed to the consultation process.
• Identify the people you would involve in the process and explain why they are important to this project – refer to Task 1.
• Include a copy of the email you sent to the stakeholders about the meeting.
8. Modifications to Administrative System
Refer to your meeting notes from Task 1 and summarise the solutions which were recommended during the consultation. You may present a number of different solutions. You should refer to the Plan2go Records Management Policy to ensure that your recommendations meet the policy guidelines. 
9. Quotations
You will need to obtain quotations from two (2) suppliers/developers for the identified requirements or modifications to be made to the administrative system. Include this information in your report and provide screen prints of the quotations. You should refer to the Plan2go Procurement Policy to ensure that your recommendations meet the policy guidelines and consider the proposed budget.
 
10. Preferred Supplier
• Develop a list of criteria that you could use for short-listing suppliers and/or developers tomeet Plan2go’s requirements.  The list should have at least five (5)criteria points.Refer to the Plan2go’s Procurement Policy.
• Based on your list of criteria, select a suitable supplier or developer in accordance with organisational policy and procedures and explainwhy you have chosen this supplier.

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