In order to run an organization, it is essential to have administrative system and procedure for board of directors, employees and management. In this context, head of firm are held accountable for the regulations and rules that are placed for the procedure of administration (Yan, Xiong and Miao, 2014). There are certain set of system that is followed within the organization and owners of the firm are responsible to make sure that rules and regulations are properly being followed. This report is over a system related with leave approval system which is LeavePlanner Absence Management Software that is currently being followed in small business organizations.
Need for new system to be followed
Within the organization, the work is being divided among workers and for each day work is planned. However, it becomes difficult for the management to operate effectively when any of the workers takes leaves. The burden of work get on the other employees. With this respect, the system for approval of leave will consider the condition of the firm and make sure that that leaves taken by workers are properly managed (Bian, Xie and Jiawei, 2014). When work will be managed, then it will be favourable enough for the management to undertake to day to day activities performed by employees effectively and efficiently. There are other system like SAP Time Management and POWL to accept and reject absence of employees.
Developers with organizational policies and procedures
In order to make sure that this system to be developed, it is essential to have developers who will be involved. In this context, it includes IT technicians, administration system consultants, software suppliers, IT trainers and equipment suppliers. It is essential to have cost estimated so that the system can be implemented in an effective manner.
Selection of suitable developers
To make sure that the system of leave approval to be developed, it is essential to have effective support from IT technicians as they will helpful enough to make sure that the system is developed (Samaranayake, Cheung and Cheung, 2014). In this process, it is also essential to convey all type of information so that they will be able to make the software which is user friendly and leaves taken by workers can be managed and the rate of performance can be raised. When information is conveyed, then developers will be able to understand the requirement and make changes in the software accordingly.
Strategies to implement system
In order to implement the system, it is important to for all the stakeholders have proper information related with the system that has to be implemented. Management will make use of two different strategies that will help to make the system work. For this purpose, external consultants will be used as they will be able to provide proper information about the areas that has to be considered with the help of which the risk involved can be eliminated. Further, change management strategies will be used as all the stakeholders may not be able to accept the changes that management wants to implement (Jelacic, Bowdle and Togashi, 2015). Further, it is a type of systematic process that is helpful to make sure that the changes can be adopted in an effective manner.
To make the system adopted within the organization the first step will be to convey all the stakeholders about the new system that is to be used. This way when the system will be implemented, then employees will develop their mind in positive manner. The system will be develop and designed and before make it implement, it is essential to make sure that there is proper testing done as there are conditions in which some kind of issues can be faced. Then the system will be introduced and there will be training provided so that employees will make use of the system to apply for leaves.
Alternative method if system goes offline
There are condition in which the system can go offline. This can create issues for employees. In order to overcome this type of issues, it is essential to make sure that workers are provided with proper information that in such condition employees need to make use of email so that management will get to know they have applied for leave (Crowe, Pandeya and Whiteman, 2014). Further, when the issues faced in the system gets resolved, the leave taken by workers will be included in the system. The information provided through mail will help in considering the leaves that are taken by workers and late on when the system gets online, employees can include in it.
Developing communication system
To all Employees,
This is to inform that there is a new system that is being used in coming days. This system will be helpful enough to manage the leaves that are taken by workers. This system is implemented in order to reduce the burden of worker when other employees take leave. It is recommended to avoid taking unplanned leaves until there is any kind of emergency. Further, planned leaves will be effectively managed with the help of this new software (Ali, Zevenbergen and Tuladhar, 2014). In order to learn and to make use of the new system, there will be training that will be scheduled. Training will be for 1 hour and this will enable to convey us with all the related information through which the system can be used effectively.
Training and support for staff
The rate of employees taking leave are increasing and due to this issue management is facing problems in order to complete the work or the task on time. Further, the new system that is to be implemented can not be enacted instantly but it is essential to provide workers with proper training so that they will be able to make use of the system in an effective manner. During the course of 1 hour, individuals will be provided with the information related with the way through which it can be used. How leaves can be applied and the procedure that is required to fill up the form. The system will calculate the probability of work and the leaves taken by workers (Yan, Xiong and Miao, 2014). There are conditions in which the system can cancel the request for applying for leave in case the work load is high.
Risk management plan
There are different type of risk that can be faced by management in order to make the system to be implemented. For this purpose, it includes lack of interest of workers for use new system. Further, there are also conditions in which the training provided was not effective. In addition to this, there is also risk due to lack of confidence. Different type of considerations can be with the help of which the rate of risk can be reduced. With this respect, the training will be scheduled by expert who will be able to clarify all the doubts that workers have. When doubts are clarified, then the rate of confidence will be raised (Bian, Xie and Jiawei, 2014). Further, interest will be developed when workers are conveyed about the reasons and benefits that employees will get when new system will be used.
From this report, it can be articulated that with time there are many changes that are implemented with in the organization. It is difficult task that has to be considered in order to convey employees to accepts the change. All workers will not be in favour and so there should have effective communication so that the workers will adjust with the changes.
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