Working Practices and ICT

Okay so some of this should be familiar from Standard Grade.

Working practices such as Hot desking, job sharing, touchdown areas, teleworking etc have all had an impact by using ICT. The ICT involved that has changed all this is gadgets like laptops, mobile phones, pagers etc.

Also don't forget to include videoconferencing which you should see in the image above. It has evolved into webconferencing which is really the same thing. It is beneficial because you can meet people from all over without having the cost of travel or accommodation or indeed the inconvenience.

Audioconferencing or teleconferencing is much the same only with telephones rather than video.

ICT and Workflow

What is workflow again?

Basically it is the INPUT - PROCESS - OUTPUT model which many of you will be familair with from other subjects.

INPUTS is the information coming into the organisation.

PROCESS is what the organisation does with the information - the transformation or changing of it, if you will.

OUTPUT is the information leaving the organisation (or ready to)

eg.

Here are the answers you came up with in class earlier today:

Input – email in orders or requests, fax can be used to receive drawings etc…

Process – Record customer information in a Database, create sales charts/figures in a spreadsheet, creating letters via WP, enter appointments in eDiary… all these improve efficiency and production

Output – Email customers/staff, prepare presentations to give to customers/staff using PowerPoint

Hope this makes things a bit clearer?

Effective Data Management and Poor Data Management

Data Management is basically how you structure and organise information held within the organisation.

At a very basic level the way you organise your My Documents is data management. You really need to be able to find files quickly and easily... and not lety anyone who shouldn't access them do so or indeed let them corrupt or edit the files!

EFFECTIVE DATA MANAGEMENT

Easy to use and understand. It is structured.
Easy to search & retrieve files.
Users can share data.
Users can edit, update & save data.

If however this is not the case, then there will be consequences of poor data management.

POOR DATA MANAGEMENT

Poor reputation.
It can cost time and money.
Files could be saved in the wrong folders.
Loss of customers.
Out of date information may be accessed.

You will come across as inefficient and even lose customers if you lose their files!

Legislation that exists to protect data

Data Protection Act
Data may only be used for the purposes it was collected
Individuals have the right to access info held on them
Data must not be passed onto 3rd parties unless individual gives consent

Computer Misuse Act
gain unauthorised access to a computer's software or data (hacking) - including the illegal copying of programs.

gain unauthorised access to a computer's data for blackmail purposes.

gain unauthorised access to a computer's data with the intention of altering or deleting it. This includes planting viruses.

copying programs illegally (software piracy)

Copyright, Design and Patents Act
The Act simplifies the different categories of work which are protected by copyright, eliminating the specific treatment of engravings and photographs.

Decision Making

Decision Making

As you can see from the diagram,

Strategic decisions are long term policy decisions made by senior managers such as the Managing Director or Chief Executive. They are non-routine and normally high risk.

Tactical decisions follow on from the strategic aims/objectives and are medium term and less complex. They are usually made by middle managers.

Operational decisions are routine, day to day decisions made by junior managers. They are normally very simple decisions with low risk.

Features of Good Information

Accurate

Up-to-date

Complete

Appropriate

Availability

Cost effective

Objective

Concise

For each of these headings, write down an explanation of how they would help managers make decisions.

e.g. Accurate - a manager needs information that is collected from a trusted source.

Quantitative vs Qualitative Information

Quantitative information is information that is easy to measure, on the other hand Qualitative information is a value judgement.

Quantitative is based on facts and figures, Qualitative is based on attitudes and opinions.

Quantitative is definable whereas Qualitative is descriptive.

Sales figures would be an example of Quantitative information.

A focus group report on customer's attitude's to a new product would be Qualitative.

Information

Data is raw facts and figures whereas information is data that has been processed and turned into something meaningful.

Primary information (aka Field Research) is gathered first hand. It can be collected by surveys, questionnaires, interviews (face to face, postal and telephone)

Secondary information (aka Desk Research) is second hand and already published/gathered. Examples are: Internet, Government stats, newspapers, MINTEL (market intelligence), reference books

Internal - this is collected by the organisation and held within their organisation. Examples could be sales figures, customer databases, employee databases, staff/holiday rotas.

External - this is found outwith the organisation. It can be collected from the internet, government stats, trade journals, newspapers.

Letter Layout

By popular demand... it is surprising just how many of you don't know the layout of a letter. More likely you have forgotten, and to think you have the cheek to say to us Teachers "We're fed up doing Word Processing!".

Hmmmn.

Mibbe you guys and gals need MORE keyboarding! That will get you thinking, eh?

Okay, to work:

Letter Layout

LETTER HEADING - usually a letterhead and the address of who is sending the letter

REFERENCE - the initials of the person writing the letter and the signatory

DATE - self explanatory

ADDRESSEE & ADDRESS - the address of the person who is receiving the letter

SALUTATION - Dear Sir/Madame etc

SUBJECT HEADING - a short heading that tells you what the letter is about i.e. SCHOOL UNIFORM

BODY OF THE LETTER - the main jist of the letter. Usually at least 3 paragraphs.

COMPLIMENTARY CLOSE - Yours faithfully/sincerely (you should know the rule!!!)

SIGNATORY - the name of the person signing (remember 6 returns from the complimentary close)

ENC - only added if there is anything enclosed with the letter, A cheque?

There you have the layout of letters. Now all you have to do is remember it!

Pupil Questionnaire

I have emailed you a Pupil Questionnaire, which is to be used both for target setting and as a self-evaluation tool.

It is not anonymous, as I am looking for people's strengths and areas for improvement.

Please do not feel threatened, but be rather be honest and truthful.

If there are areas to improve we will look at strategies to bridge the gap and take into account the way you learn best.

AB Test

The date has now been set for the AB Test in Higher Admin.

It will consist of a Paper 1 (Theory) and a Paper 2 (ICT Practical).

We will revise for the test which will be held on Thursday 13th November in X3. But it is important you treat this seriously.

It may not be a Nab, but it could affect the level you are going to sit in January's Prelim. Having a focal point is good for revision and studying in general.

So please try your best. It will also form part of the S5/S6 reports.

Favourite Blog

Also I forgot to say we have a wee Poll to see which type of blog you like best.

You should investigate these different vehicles on the net at home and comment on which one you like best.

Teacher Tube

Class,

you will see I have created a Screencast for Basic If Statements. I will create one for Nested Ifs (everyone's favourite!!!).

First homework for Outcome 2 is due for Tue 7th October, remember it is tough at the top so I don't want any excuses. You guys are HIGHER candidates and sadly if you can't handle the workload then perhaps you will need to drop down to Int 2.

We will also spend a period(s) on command words and past paper questions as early as this because you really have to know what is expected of you.

One of the earlier homeworks was done poorly because you attempted it from a Standard Grade point of view which is to be expected I suppose.

But there is a huge leap from SG to H.

Today I want you to recap what we have done this week.

That will basically mean creating revision materials for:

• Senior v Junior Admin Assistant
• Job Descriptions and Person Specifications
• Layout of a Letter
• Creating Tables in MS Word

Now you can create your revision tool in a Word doc (using Google docs to upload), PowerPoint (use Slideshare to upload) or even Publisher (I'll need to check if it is supported) and then once I have had a gander we can upload it to the web forever and ever.

Make sure it looks good and we will put you lot into small groups (I'll have to arrange the appointments again!!!) so you can share the workload AND the glory.

hey :]

hi :-]

blogging

very nice

Hiya

How to write a CV

I have an introductory task for you.

A CV is one of the most important documents you will ever write/create. It is a selling tool for you. It communicates your strengths and suitability for posts.

The following website has some great information on how to write a good resume (as the Americans call it) and indeed it illustrates the different versions of CVs that are possible.

http://www.cvtips.com/

YOUR TASK:

Using the best information you have at present, create a word document (you may wish to use the CV template in word or create tables) and turn it into your first CV.

Your CV has to contain some basic information:

CURRICULUM VITAE

Name Give this in full with your surname in capitals.

Address Full present address where you can be contacted during
the day. Include your postcode. Also include your telephone
number and email address.

Date of Birth Date, month and year of birth in full.


Education Give details of secondary schools you have
attended together with dates. It is not necessary
to give details of your primary education.

Qualifications Give information about examinations you have
taken/will take and the grades or levels obtained or that
you expect to obtain.

Work Experience Give details of your work experience placements.
include reasons why you decided to go to the firm,
what you did and what you gained from the
placement.

Hobbies/Interests Give details which may be helpful in the
job for which you are applying. For example -
I enjoy working with ICT.

Personal Qualities Highlight the personal characteristics
which will be useful in your work.

Referees This is two people who will say something positive
about you, a bit like a character witness!

So you have one period to create the CV document and enter in the important information. Remember and use ACTION WORDS, words that mean something like CREATED, ORGANISED, RESEARCHED, LED, COMMUNICATED etc.

This is possibly the most important task you will ever do in school. Honestly!

Welcome

This is Mr McGowan wishing this year's Higher Admin cohort the very best in their studies for 2008-09.

Just think, the Higher Admin exam was yesterday, in less than 12 months time that will be you!