Use Common Business Tools and Technology D 1

Use Common Business Tools and Technology D 1. HGE. CL 7. 12 D 1. HGA. CL 6. 12 D 2. TCC. CL 1. 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

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? 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 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 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