Office Administration SBA2222

Office Administration School Base Assignment
Joe-Deane Henriques Page 1

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.

.


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.



Topics
The researchers are to do An investigation of the Accounts department of a leading institution in
the linstead area.


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.


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.


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



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.


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


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.

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.

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

.



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

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

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

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

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.

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.

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.


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.

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 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


Questionnaires
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


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.


Observation Schedule
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

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

Office Administration SBA2222

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Office Administration School Base Assignment

Joe-Deane Henriques Page 1

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