Acknowledgement During the course of completing this assignment, I have had many cooperative supports from my teacher Mrs. Johnson, and my group members. It gives me great pleasure, therefore, to express my sincere gratitude of thanks to my collaborators.
.
Office Administration School Base Assignment Joe-Deane Henriques Page 2
Overview Each module of this project is divided into three parts which includes one (1) preparation of topics, Two (2) Data preparation methodology and three (3) presentation of report. The main aim of this research is to investigate the accounts departments of a leading institution in the Linstead 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 technology on jobs efficiency in the accounts office. The research was done in the singer furniture store. This was done by sending letter to the organization requiring conducting a research. At the beginning you will learnt the roles of the department and some functions involve in the day-to-day operating of the organization. There were three methods of data gathering that was used in an efficient way by the researcher. As information was accurate and practical and the topic being discuss. Questions were asked to personnel 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 and comments. These activities are organizing sequence of activities most of which are relevant to the project and comments support the follow-up actions. In carrying out this research, the researcher found out the regulation and company policies governing the organization that had to 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 one thousand two hundred requirements for the assignment which include, the findings, major challenge 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.
Office Administration School Base Assignment Joe-Deane Henriques Page 3
Office Administration School Base Assignment Joe-Deane Henriques Page 4
Topics The researchers are to do An investigation of the Accounts department of a leading institution in the linstead area.
Office Administration School Base Assignment Joe-Deane Henriques Page 5
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.
Office Administration School Base Assignment Joe-Deane Henriques Page 6
Functions of the Accounts Department An accounts office records all purchases and sales, and the receipt and payment of money. It also records the expenses of running the business. Two main function of the accounts office include: 1. Preparation of payroll This is the record of employees salary and hourly wages, with holding and deduction for all employees for a given pay period. One of the main functions of the accounts office is the preparation of payroll. Several terms are used to describe the rewards paid to employees for labour services to an organization. Salaries Bonus rate Overtime Hourly rate Piece work Wages Minimum wages Double time Flat rate Commission
2. Credit control This is the process of control over payment coming into and going out of the firm. Most business organization operates by allowing some of their customers.
Office Administration School Base Assignment Joe-Deane Henriques Page 7
Lluidas Vale Dist Lluidas Vale 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 office administration 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 to administer questionnaires to observe the operation in the office as well as conduct an interview with personnel from the accounts department at your organization. I would be grateful if you would allow me to conduct the study at your organization. My contact number is 1876-254-3847. I eagerly await your favourable response. Yours respectfully Joe-Deane Henriques CCV. Johnson
Office Administration School Base Assignment Joe-Deane Henriques Page 8
Office Administration School Base Assignment Joe-Deane Henriques Page 9
Methodology The ways in which this research was conducted was through the advantages of using these methods: 1. Interview: The researchers have conducted an interview with assistant manager within the accounts departments along with some question and they were answered.
2. Questionnaire sample: The researchers gave out a questionnaire sample containing various question about the account office equipment, services and the researcher receive answers and how the office equipment are used in the accounts office.
3. Observation of the activities of the accounts department: the researchers view the various equipment that the accountant uses within the Accounts office some of these equipment are: the computer which is used to work out various programs. Calculators are used to work out simple addition and multiplication and finally the printer is used to make copies of document in the organization.
4. During the interview the researchers got information about the accounts department however the researchers could not get some of the questions answered because those equipment were not used in the accounts office however some of the question were answered.
Office Administration School Base Assignment Joe-Deane Henriques Page 10
Questions asked to personnel The following questions are designed to investigate the account department in your organization 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 place in the firm? If yes what are? Credit Card Debit Card Cheque Others
Office Administration School Base Assignment Joe-Deane Henriques Page 11
Sequence Of Activities Dates Activates Comments 9-Jun 2012 The researchers started the SBA and went through it in groups. The researchers worked on the table of content, title page and functions of the accounts department. It was a very hectic day as most of the functions in the Accounts Department were not being commenced. 7-Sept 2012 The researchers came together as a group to decide in which organization the researchers are going to conduct the research. It was a very hectic day as choosing an organization was a major challenge. 10-Sept 2012 Letter written by Researchers and was check by an English Teacher Errors were corrected, and a new copy was made. 10-Sept 2012 The researchers send the letters to leading institutions in the linstead area, to conduct a research in the accounts office and was informed to return the following Thursday. The researchers freed setbacks as organization did not eagerly respond to our letters. 13-Sept 2012 The researchers investigate the accounts department of the singer furniture store. This was by conducting an interview, observing and the researchers also used sample of questionnaires in the organization. Getting some of the documents from the organization was not successful as it was viewed as private/confidential information. 5-Oct 2012 The researchers went through and discuss the different parts of the SBA such as the gathering of methodology. It was a very hectic day as it was not easy writing the gathering of methodology. 16-Oct 2012 The researchers went through all aspects of the SBA and the report was finish writing. The researchers also discuss what suppose to be in the overview. Some parts of the SBA were not completed so we have to work hard overtime to complete them. Finishing up the report was not easy because of the maximum words required. Office Administration School Base Assignment Joe-Deane Henriques Page 12
19-Oct The researchers got together and finish every drafts of the SBA the researchers look it all over and the necessary information were in place. Then the researchers went to copy the documents that the researchers receive from the organization. Copying the documents was a setback as the school library was closed and the lab was not available so the researchers had to wait until school was over to copy the documents elsewhere.
Regulations of policies
From the findings from the leading institution of the singer furniture store. It has shown that they 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. Office Administration School Base Assignment Joe-Deane Henriques Page 13
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
.
Office Administration School Base Assignment Joe-Deane Henriques Page 14
Office Administration School Base Assignment Joe-Deane Henriques Page 15
Some Functions of the accounts department
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% preparation of the payroll Credit controll collection of accounts Preparation of audit Series 3 Series 2 Series 1 Office Administration School Base Assignment Joe-Deane Henriques Page 16
How well beneficial facilities do pleases the workers .
Figure 2.1 the graph shows that a total of 90% of the workers at the singers furniture store are quite satisfied with the beneficial facilities the organization initiates
Excellent Satisfactory Good Moderate Poor Unsatisfactory Office Administration School Base Assignment Joe-Deane Henriques Page 17
Figure 1.1 The graph shows the views of workers in the Accounts departments offering efficiency and Progress.
41% 53% 6% The impact of the Accounts Department on the efficiency and progress of the organization To a great extent Moderately No impact Office Administration School Base Assignment Joe-Deane Henriques Page 18
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. As the 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 these organizations the most vital attribution has to be put in place, two main functions of the accounts office are: Preparation of payroll and Credit control. The Preparation of payroll is the record of employees salary and hourly wages, with holding and deduction for all employees for a given pay period. One of the main functions of the accounts office is the preparation of payroll and Credit control is the process of control over payment coming into and going out of the 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 relates to; an organization progressing by means of the Account office, and in business, it is imperative that it is known where the money went or come from. The owner will wish to get paid, and on time, and the government will wish to receive its taxes. Also creditors will wish to be paid and the business will wish to collect payment from debtors. This is of course where the accounts department plays a key and effective role that promotes welfare of workers, and betterment for employers. The Accounts department firstly established these roles by ensuring that their staffs/ employees are up to standard to complete their task. With this; the accounts department will monitors trends of productivity both on employers and employees behalf. The researchers initiated in achieving the relevant information regarding to the findings that was reveal concerning the Questionnaires, observation schedules and the interview. The researchers asked questions using the questionnaires and answers such as the following were given: The interviewer gender is a female. The position of the interviewer in the accounts department is an Assistant manager. Computer softwares are used in the singer Accounts department, Software such as computer, calculators, printer Just to name a few is used in the Office Administration School Base Assignment Joe-Deane Henriques Page 19
Accounts department. The accounts department is important because it helps in order to keep a good record of daily transaction. Accountant faces challenges in the accounts department such challenges are accounting itself takes up a lot of time, also that of collecting from outstanding customers, incorrect figure thus recalculating and of course too much workload. In the singer furniture store there are procedures for making and receiving different types of payment 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 place other procedures includes credit card, debit card, cash and cheque. As it relates to the interview the questions were answered successfully. Answers that were given include: Technology have a great impact- In that it is much faster and it gives accurate result also makes work load lighter. The accounting department is of great importance, its helps to keep track of all the transaction done in the business as well as to provide the correct information 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 the organization are: To collect and deposit customers payment, to call customers and to file documents. One of the main equipment that is used in the accounting department is the computer system. The computer makes the job much easier and faster in that the person using this system would not have to write a receipt or have a customer number and the receipt would be printed. The observation schedule questions were asked and answered. Answers such as the following were given: The researchers observe that the equipment used in accounts office is the calculators, computers and the photocopier. The calculator is used to calculate/ check payments. The computer is used to perform task that is done daily such as typing and the photocopier is used to make single or multiple copies of documents. The purpose of the office equipment that include the Calculator, is that the calculator is used mainly by the accounting clerk 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 other equipment in an accounts department. It works fast and can perform tens of millions of operation per seconds. It can work continuously for a long period thus process a wide range of data and store it for future use. The spreadsheet and database programmes are important in accounting. The purpose of the photocopier is that it is used to make duplicates of receipts and invoices. It saves the time of the user by providing copies of documents that is needed in more than one copies and in less time. Some other documents used in the Accounts department include the invoices, Bills, Ledgers and Journals. Types of filing documents used in the accounts department are the Electronic, Shelves and Folders. Office Administration School Base Assignment Joe-Deane Henriques Page 20
There are certain Policies/Procedures that the Staffs/Employees should follow at the Singer Furniture Store. When an applicant is applying for a job they must dress formally. Staffs rules are: Drinking/ Eating are not prohibited during work time. Smoking is not tolerated, No weapon such 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 office layout 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 to get rid of inactive or dead documents and paper, this will also helps to keep the place tidy and provide storage space and the Guillotine is chosen because this equipment would make the Accounting Office more efficient in which it enable the cutting and trimming of paper down to the desirable Size. This is better than using Scissors which would not be able to cut paper in such large volumes and as neat as the guillotine.
Challenges During the course of this project the researchers face a lot of Challenges Such as; the researchers could not get some of the documents that are used in the Accounts Department to include in the SBA/ Assignment because those documents are for confidential purposes. Another major challenge the researchers face was choosing the Organization to conduct the research and also the researchers could not view some of the office equipment because only authorized persons are allowed to see them. Office Administration School Base Assignment Joe-Deane Henriques Page 21
The researchers however, found solution to all these Problems/ Challenges. The researchers got other documents to include in the SBA and these documents were very useful. Since it was a major problem choosing which organization to conduct the research the researchers send out letter to various organization and Singer Furniture Store replied to our letter even though, the researchers did not get to view the equipment the researchers got 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 successfully completed.
Office Equipments Used at The Organization
Date Equipment Used Purpose Of Equipment Suitability For Task
September 11, 2012
Fax Machine Used to send written communication documents from office to internal and external locations. This is also used in the accounts office to rapidly fax copies of prepared documents to other department This Machine is very efficient and reliable means of offering quick and almost instantaneous written communications linkage.
Office Administration School Base Assignment Joe-Deane Henriques Page 22
September 11,2012
Computer Used when Preparing document such invoices, letters, spreadsheets and Databases. Effective means of communicating. This is a very important machine used in the accounting office. It works fast and can perform tens of millions of operation per seconds. It can work continuously for a very long period thus process a wide range of data for future used. This Machine is very efficient and reliable as a means of storing, organizing and creating documents. It is also used in a very appropriate and efficient manner. Perform severed task in the office.
September 11, 2012
Photocopier The photocopier is important to the office. Used to Duplicate written documents. It is also used to make duplicates of receipts and invoices. It saves the time of the user by providing copies of document that is needed in more than one copies and in less time. This is a very efficient machine because enhances quick duplication of document within the office. This is used adequately in the office and quite often.
September 11, 2012
Calculator
Used by the Accounts clerk to calculate hours worked from time cards and to calculate additional pay example (overtime) This equipment is very efficient because it enhance quick calculation. Office Administration School Base Assignment Joe-Deane Henriques Page 23
References
Name of Author Source Year Publish Publisher
Dr. Alan Whitcomb Heinemann office administration for CSEC First Published 2000 Heinemann Educational Publisher
Dr Alan Whitcomb WWW.Carlong.co m Second edition 2006 Pitman publishing
John Milne Centre of CBL inland use and environmental Meeting Room Aberdeen University Publishing
B-Seatlebury- etal New Caribbean office procedure 2000 Lecture Series
B-Seatlebury-etal New Caribbean 1996 Pitman Office Administration School Base Assignment Joe-Deane Henriques Page 24
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
Office Administration School Base Assignment Joe-Deane Henriques Page 25
Questionnaires The following questions are designed to investigate the account department in your organization 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 Office Administration School Base Assignment Joe-Deane Henriques Page 26
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 place in the firm? If yes what are? Credit Card Debit Card Cheque Others
Office Administration School Base Assignment Joe-Deane Henriques Page 27
Interview schedule 1. What impact does technology has an job efficiency in your accounts department.
2. What are some of the documents used in the accounts department of this firm?
3. Name three (3) responsibilities of Accounts department in the upholding the standards of the organization.
4. Name one (1) equipment used in the Accounts department and say how the equipment helps in making work easier for the accounts staffs.
5. Compare the worker of an Accountant back then and what currently exist.
Office Administration School Base Assignment Joe-Deane Henriques Page 28
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 department Calculator 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 Office Administration School Base Assignment Joe-Deane Henriques Page 29
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