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Administrative System Development
The following tasks shall enable smooth and effective implementation of the assignment:
1.0 DELIVERABLES
1.1 Diagnosis Phase
- Understanding the process
- Comprehensive analysis of existing Finance, Accounts and Audit functions
- SWOT analysis of Finance, Accounts and Audit System
- Review of existing Organogram of Finance, Accounts and Audit
- Job analysis of existing finance staff
- Review of placement of existing staff
- Review of qualifications, experiences, etc, of existing staff
- Review of existing rules and procedures of Finance and Accounts
- Review of existing Monitoring & Reporting System
- Review of existing Management Accounting System
- Review of existing Costing System
- Review of Inventory Management System
- Review of Internal Audit & Control System
- Review of Accounting softwares
- Review of Chart of Accounts
- Review of Record Management System
- Review of Fixed Asset Management System
1.2 Development & Implementation Phase
In the development phase, recommendations will be made and action plan will be developed for overcoming the weaknesses by capitalizing on the strength. Rules, policies, etc, will be developed/revised and implemented based on requirement on the following issues:
- Revise/develop Administrative Organogram
- Develop various Administrative wings
- Develop SOP for functioning of various Administrative wings
- Revise/fix qualifications and experiences required for each position
- Recruit Administrative executives as per Organogram
- Placement of existing staff
- Revise/develop of descriptions of existing staff
- Revise/develop workflow
- Revise/develop Administrative monitoring system
- Revise/develop Administrative Record Keeping System
- Prepare guidelines for streamlining Administrative activities
- Revise/develop mechanism for controlling Administrative functions of sister concern(s)
- Prepare Administrative Budget and tools for budgetary control
2.3 Feedback & Troubleshooting Phase
Trouble shooting is done on the basis of feedback received from various activities after implementation of the rules, procedures, etc, of the system.
3.0 ASSIGNMENT IMPLEMENTATION PROCESS
- A comprehensive diagnosis and analysis will be conducted under the direct supervision of the Chief Consultant to identify the strength and weaknesses of HRM Management of the organisation, draw the scope of work and develop strategies to solve the existing weaknesses.
- Based on the findings, recommendations will be formulated for the solutions of the findings and meetings will be held with Management for discussing the rationale of the recommendations.
- If the Management agrees, a detailed action plan will be prepared which will have to have the approval of the Management.
- After getting the approval, strategies, rules, policies, tools and techniques will be developed for successful execution of the action plan.
- To make the Human Resources get acquainted with the newly developed system and make them efficient in handling the same, training modules and materials will be developed and the following trainings will be conducted for the employees:
- On-the-job training, one-to-one training on the system developed
- Theoretical or classroom training on system developed
- Special trainings on various issues
- After completion of on-the-job and theoretical trainings, implementation of newly developed system will begin.
- After implementation, feedback will be noted and troubles created in implementing the system will be addressed accordingly.
4.0 BENEFITS FROM THE SERVICE
The business/organization will achieve the following goals after successfull implementation of CRL’s assignment to overcome the organizational weaknesses:
- Introduction and practice of a corporate system and culture leading to establishment of organisational discipline thereby saving valuable Management time for concentrating more on policy matters and critical issues;
- Development and implementation of effective strategic and tactical operational plans ensuring business growth;
- Streamlining of Human Resource, Finance & Accounts, Administration and other operating systems of the organisation leading to enhanced employee/staff skill, capacity and effectiveness;
- Introduction and practice of effective HR policy and procedures ensuring improved HR performance;
- Establishment of internal control through development of an effective organogram and appropriate recruitment system ensuring the establishment of a proper chain of command;
- Creation of suitable environment for efficient team building leading towards enhanced team performance;
- Improvement of manpower efficiency and productivity ensuring maximum utilization of resources and lower man-hour cost;
- Reduction of employee grievances and dissatisfaction due to establishment of good policies and practices resulting in reduction of turn-over rate ensuring long-term benefits for the organisation;