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D1.HGE.CL7.12 D1.HGA.CL6.12 D2.TCC.CL1.13 Slide 1.

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Use Common Business Tools and Technology D1.HGE.CL7.12 D1.HGA.CL6.12 D2.TCC.CL1.13 Slide 1
Transcript

Use Common Business Tools and Technology

D1.HGE.CL7.12D1.HGA.CL6.12D2.TCC.CL1.13

Slide 1

Business Tool

Anything that helps the business meet it’s aims

Emphasis on smaller, mobile tools.

Slide 2

Tools Considerations

Portable – easily moved and lost

Require training

Use involves a cost for the organization

Require maintenance

Possible repair issues

Software is a business tool

Websites.

Slide 3

Which tools?

Which tools should be considered a business tool?

Criteria is needed to classify a tool that needs control.

Slide 4

A tool register

The tool register:

Is a list of all tools that are to be controlled

Certain information is required for every tool

Need to store data to solve future problems

Need to be able to distinguish one tool from another.

Slide 5

Which tool is Which?

The following should be recorded in the register:

Brand

Model

Purchase date

Supplier

Warranty Expiry Date

(continued)

Slide 6

Which tool is Which?

Depreciation

Department

Physical location

Serial number

Asset number

Barcodes

Associated equipment

Storage location.

Slide 7

Associated Equipment

These are the other items that help the asset function. For example:

Power cables

Lens for cameras

Memory cards

Mice

Carry bags

Cleaning cloths.

Slide 8

Exercise

Write a selection criteria that will identify each of the above items as controllable and exclude a stapler that costs $300.00

What is the difference between a serial number and a business constructed asset number? What would make a serial number a better choice?

Devise a format for a hotel for the asset number.

Construct a page to act as storage register

(Continued)

Slide 9

Exercise

What are the security issues with using a single page as a register?

What advantage would an electronic file present?

Produce a description for your own mobile phone

Where may such a register be used in a home?

What registers do you have where you work?

Would a corporate motor car be considered as a business tool?

Slide 10

Where will it be stored?

As the device is portable:

The standard storage location should be in the register

Extra location details makes the device easier to find.

Slide 11

Usage

What is acceptable business usage?

Establish rules or policies on tool use

Have controls that restrict use to business purposes

Inform staff of usage rules

Consider out of hours use of the tool.

Slide 12

The Business Web Site

Must establish rules on:

Who can update the site

Who will check that the material is correct?

Slide 13

Software

Presents unique challenges:

Often required in an emergency

Serial numbers may also be required and stored separately

Storage material may not suit a new computer

Very attractive for theft.

Slide 14

Exercise

What would be the typical computer programs that would be used where you work?

Do Case Study 1 in the Trainee Manual.

Slide 15

Wiki

Means fast – easily updateable

Great for internal information

Must have access rules

Must have content rules.

Slide 16

Landline

Need to set access rules where calls can be made to

Also set rules on how long for personal access

Some systems may require training

Answering the telephone to external people will impact on the business.

Slide 17

Exercise

Do Case Study 2 in the Trainee Manual.

Slide 18

Email

Very similar rules to telephone:

Rules on private use

Rules on content

May have rules about the presentation of emails.

Slide 19

ExerciseWrite a set of minimum skills for sending corporate email. Use the format: ‘The user will be able to’:

Devise a set of rules for the use of email with the business

Write a set of minimum skills for using a mobile telephone. Use the format: ‘The user will be able to’:

• Explain why software presents different issues to other items

• Are there any additional procedures that can be applied when considering software?

• What issues do you for see if access to the Wiki is completely uncontrolled?

• Devise a set of rules for Internet access within the business

• Are there any other sites that pose a risk to the business other than Facebook?

• What are the rules about mobile telephone use in class and in the school?

Slide 20

Allocation

Who has the tool?

Tools can be given to staff for business use

Need to record who has the tool

Need to record that it has been returned

Include check out and check in procedure

What to check for when the tool is returned

What should be explained when the tool is given out.

Slide 21

Rosters

This determines who can have the tool

Ensures the tool is available

Resolves conflict should this arise due to more than one person requiring the tool on the same day.

Slide 22

Damage

Any damage to the tool must be recorded

Action to be taken to repair damaged tool

May be some urgency if the damage is significant

Consideration as to cause of damage and cost.

Slide 23

Storage

Must be some level of security in the storage location

Conflict between easy access and flexibility compared with control and security

Cost of security and the cost of the tools

Should consider if the tool has special storage requirements.

Slide 24

Access Controls

Locks

Swipe card access

Passwords

Security cameras

Police checks.

Slide 25

Employment Contracts

Can specify special considerations regarding employment before they commence work

Ensure that staff understand importance of issues

Identify and advise staff of consequences of breaking the rules.

Slide 26

Privacy

Some data is usually confidential and should not be available to everyone

Must have a legitimate need to read the data

The data may be company knowledge such as:

Recipes

Customer details

Management practices.

Slide 27

Internet

Same rules apply to the internet as email

Downloads consume bandwidth and time

Some sites may be objectionable

Rules are required relating to how much time can be spent on the internet for private purposes

Software may be used to limit the sites that can be visited.

Slide 28

Lockable Storage

Locks limit access. They can be:

Standard keys

Cables with locks for laptops

For high security control

Retina Scans

Voice Prints

Facial Recognition

Cost of security measures versus the control required.

Slide 29

Lockable Storage

Name three tools that may have become obsolete in recent times

Explain how the usage history may affect the future of the tool

How would you approach the previous user of a tool that had unrecorded damage?

Of the tools listed at the beginning of this book, which could be stored with lockable access?

What type of locks would be most appropriate?

What type of locks are used where you work?

What are the problems associated with using passwords as locks?

Slide 30

Audit

This is a check on the control procedures:

Do the control procedures function correctly?

Can they be improved?

Are they reasonable?

Should be conducted on a regular basis

Is the tool still required?

Should it be replaced?

Slide 31

Stocktakes

This is a procedure to check that the tool is there:

Should be done on a regular basis

Forms in stock take order

Check each item to confirm that it is there.

Slide 32

Information

Information can change

Does the data stored reflect the actual situation?

• Recipes can change and not be recorded

Procedures can change and not be recorded

Can new staff get up to speed on procedures quickly?

Slide 33

Legal Implications

Is all the data within the company secure?

New and changed legislation can have an impact on the data that can be made available

Need to monitor legislation to plan for the impact of any change.

Slide 34

Exercise

Do Case Study 3 in Trainee Manual.

Slide 35

Which Tool is Required?

It is important to select the best tool for the job:

What will the tool be required to do?

What consumables are required?

Detail is important to be able to select the correct tool.

e.g. There is a big difference between a movie camera and a still camera.

Slide 36

All Tools require training

All tools require a training program:

May be brief when collecting the tool

May actually require a training course

Each tool will have some details that users need to made aware of.

Slide 37

Consumable

A consumable is an item that the tools require to be able to function:

A sufficient supply of consumables is important

Sources, stock levels, and order levels need to be recorded

Who has access to consumables?

Who does the ordering?

What has to be ordered?

Slide 38

Training

There are two levels to training:

Minimum level to be able to use the tool

Advanced knowledge:

How do you put staples in the copier?

Where is the documentation?

Slide 39

Ordering

From whom do we order?

What is the lag time between order and receiving?

Slide 40

Exercise

What details would be required to ensure a smooth order process to stock up on toner for a copier?

Where should these details be stored?

Considering a digital camera, what skills would require a minimum level of training?

What details would be required about a supplier to be able to place an order?

Slide 41

Maintenance

Most tools require maintenance:

In-house done on a regular basis

• Something as simple as cleaning

Regular maintenance that must be done by an expert

Some maintenance requires a higher level of skill than simply using the tool.

Slide 42

Repairs

Repairs are often required to keep the tool functioning

Who authorises the repairs?

Should maintain records of how the damage occurred

Did the damage occur as a result of normal use?

If not, who pays?

Slide 43

Common Skills

These are skills that are required to use the tool:

Clear paper jams

Change batteries in the camera

Replace consumables:

Change paper in the copier.

Slide 44

Faults

Faults need to be reported so that corrective action can be taken:

What is the reporting process?

Have a register of faults.

Slide 45

Congratulations!

You’ve completed

‘Use Common Business Tools and

Technology’ unit

Slide 46


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