Use Common Business Tools and Technology

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

2. Business Tool • Anything that helps the business meet it’s aims • Emphasis on smaller, mobile tools.

3. 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.

4. Which tools? • Which tools should be considered a business tool? • Criteria is needed to classify a tool that needs control.

5. 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.

6. Which tool is Which? The following should be recorded in the register: • Brand • Model • Purchase date • Supplier • Warranty Expiry Date (continued)

7. Which tool is Which? • Depreciation • Department • Physical location • Serial number • Asset number • Barcodes • Associated equipment • Storage location.

8. 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.

9. 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)

10. 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?

11. 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.

12. 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.

13. The Business Web Site Must establish rules on: • Who can update the site • Who will check that the material is correct?

14. 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.

15. Exercise • What would be the typical computer programs that would be used where you work? • Do Case Study 1 in the Trainee Manual.

16. Wiki • Means fast – easily updateable • Great for internal information • Must have access rules • Must have content rules.

17. 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.

18. Exercise • Do Case Study 2 in the Trainee Manual.

19. Email Very similar rules to telephone: • Rules on private use • Rules on content • May have rules about the presentation of emails.

20. Exercise Write 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?

21. 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.

22. 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.

23. 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.

24. 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.

25. Access Controls • Locks • Swipe card access • Passwords • Security cameras • Police checks.

26. 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.

27. 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.

28. 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.

29. 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.

30. 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?

31. 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?

32. 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.

33. 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?

34. 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.

35. Exercise Do Case Study 3 in Trainee Manual.

36. 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.

37. 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.

38. 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?

39. 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?

40. Ordering • From whom do we order? • What is the lag time between order and receiving?

41. 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?

42. 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.

43. 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?

44. 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.

45. Faults Faults need to be reported so that corrective action can be taken: • What is the reporting process? • Have a register of faults.

46. Congratulations! You’ve completed ‘Use Common Business Tools and Technology’ unit