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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
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
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
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
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