TABLE OF CONTENTS

PART 1
PREPARATION

Topic 1

Aims .1

Functions of the Operation office ..1

Correspondence ...2

PART 2
GATHERING DATA

Methodology ....3

Questions asked of the personnel ...3

Schedule of Activities......4

Companys regulation and policies ..6

PART 3
PRESENTATION

Report ...10

Forms used in the department ..11

Equipment ...12

Bibliography ..14

Appendix I ..15

Appendix II..16
TITLE

An investigation into the impact of computer related technology on efficiency and

productivity of personnel in the operations office of Lasco Manufacturing Co. Ltd.

AIMS

1. To determine the impact of computer related technology on efficiency and

productivity of personnel in the operations department of Lasco Manufacturing
Co. Ltd.

2. To know the different types of computer related technology being used in the
operations office and their contribution to productivity and efficiency.

FUNCTIONS OF THE OPERATION OFFICE

1. Coordinating activities related to production.

2. Protecting workers and the environment.

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 JANE DOE
10 Lark Drive
Hampton Road
Kingston 8
Telephone: 508-9817 E-mail: janedoe@yahoo.com

23 July 2013

The General Manager

Lasco Manufacturing Co Ltd
29 Red Hills Road
Kingston 11
Dear Sir
Office Administration School Based Assessment
I am a student at the Grantom High School who is currently in grade ten (10). It is a
requirement for my Office Administration course at the CSEC level to conduct a
research. The topic to be researched is the impact of computer related technology on
efficiency and productivity of personnel in the operations office.
I am therefore seeking permission to visit your organization to carry out this research.
Information will be collected by using questionnaires, conducting interviews and any
information posted on the internet about the company along with my observation of
workers on the job.
I promise to carry out this task effectively and with as little inconvenience to you as
possible. Your assistance in this matter would be greatly appreciated. I can be contacted
at the above address or by telephone at 580-4800 or by e-mail at janedoe@yahoo.com.
All information gathered for this research will be kept confidential and will only be used
for the SBA project.
Yours faithfully

Jane Doe
STUDENT

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 METHODOLOGY

The researcher sought permission to conduct the research in the operations

department of Lasco Manufacturing Co. Ltd. Permission was granted to administer

questionnaires and also visit the organization to observe first-hand the operations in the

department.

Three methods were therefore contemplated in the administration of this project.

These were in the form of questionnaires, interviews and observations. However

questionnaires proved to be faster to create, easier to analyze and allows persons to

answer at their own pace and convenience, and there is an element of anonymity.

All the persons who work in the office of the operations department were used as

part of the population sample. The questionnaires were distributed to 12 members of

staff. These were completed the same day they were distributed. Observation was done

on the same day, the researcher further used the telephone to conduct interviews. This

was used to get clarity on some issues concerning the organizations operations office.

The information relating to the SBA was gathered over a week. All

questionnaires were returned and completed properly.

QUESTIONS

1. How has computer related technology impacted the efficiency and productivity of
personnel in the operations office?

2. How has computer related technology increased the quantity, quality and
productivity of the operations in the department?

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 3. What would you say is the most utilised device in your department?

4. Would you say that the intranet is the best way to receive information within the
operation department?

5. How has technology changed the way work is carried out in the operations
department?

SCHEDULE OF ACTIVITIES

DATE ACTIVITIES COMMENTS

July 21, 2013 The project was given and The teacher explained the SBA
was discussed. to students. The researcher was
a bit confused.

July 22, 2013 Spoke to the teacher to get Teacher met with the researcher
a better understanding of and fur the explained the
the research. research and there was a better
understanding of research.

July 23, 2013 Formed groups to write Different persons were assigned
Part one of the SBA. different task.

July 24, 2013 The group pooled the parts Each group member received a
together to complete part copy of part one and finally
one, and then decided on came up with the name of an
the organization to use. organization to use.

July 30, 2013 Met as a group to work on This was somewhat difficult as
the questions for the questions were not easy to
questionnaire formulate.

August 2, 2013 Letter was dropped off at Researcher was awaiting a

the head office. response.

August 7, 2013 Received permission to use Contacted the group members

the organization via e-mail. and make the call to confirm
date for visit.

August 13, 2013 Visited business to conduct Head of the section was
research. cooperative and also introduced
me to the potential participants.

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 DATE ACTIVITIES COMMENTS

August 13, 2013 The participants were
briefed before the
researchers arrival hence
the questionnaires were
distributed.
This went well and participants
in the researcher completed the
questionnaires on the same day
of the visit.

Observation was carried Researcher learnt a lot and the

out while the saw what happens in reality
questionnaires were being concerning the job of office
completed. workers.

August 15, 2013 The interview was This went well and the
conducted with the head of researcher was provided with all
the section within the the necessary information that
operations department. clarity was needed for.

August 15, 2013 The group met once more The stronger ones at math
to put information together worked on the analysis of the
based on the data gathered. data.

August 19, 2013 Did individual work on the Had difficulty and seek
part three of the research. assistance from family.

August 23, 2013 Started to type sections of This took some time but it was
the SBA. completed.

September 9, 2013 The project was completed. Teacher read and appointed out
Given to the teacher for errors to be corrected.
correction.
Assistance was also given by
her to fix some areas.

January 27, 2014 After corrections were Awaiting final grade for the
made the final completed research and to here if there are
and edited copy of the SBA any corrections to be made.
was submitted to the
teacher.

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 REGULATIONS AND POLICIES

H EALTH AND SAFETY PRACTICES

The building is equipped with fire alarm systems. First aid kits are located in
each office and a sick bay is also provided to cater illness that can be handled in the work
place.

S TAFF RULES

Each member of staff is required to sign the attendance register each day on
arriving at work and sign out when leaving. The researcher had to comply with this rule.
Employees Identification cards (IDs) must be visible at all times and researcher had to
comply with this rule.

G OVERNMENT REGULATION

There are several legislation/regulations that are stipulated by the Government for
business involved in production. According to the Jamaica Factories Act The
Factories Regulations, of 1961 under Part III which relates to Health and Welfare -
section 67. (1) of the regulation states that An adequate supply of wholesome drinking
water shall be provided at points conveniently accessible to all persons employed in the
factory. The source of supply shall, where the Chief Factory Inspector so requires, be
approved in writing by a Medical Officer (Health). This was received online from the
Factories Act of Jamaica.
The government also in its regulation dictates that business enterprise must be
registered with the Registrar of Companies and a Certificate of Registration or License to
operate is issued if the application meets the requirements. The researcher noticed this
regulation on entering the organization which is displayed on the wall.

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 REPORT

The operations office is one of the most important offices in an organization. In

todays society, technology has been put in place to make work easier and the operations

office is no exception. The purpose of the operations office is to support the production

department of a company. It will be responsible for carrying out all the administrative

tasks required to support production planners (Jacob 2012). The author further states that

office staff helps to maintain and update production schedules, and to process the job

cards and other documents involved in organizing production activities.

The researcher received a positive feedback from all twelve questionnaires administered

to staff members. All respondents felt the Intranet was the most effective means of

receiving information within the department. An intranet is a private network that offers

email, pages and files through an organizations LAN which can make access to

information needed by the department less expensive and a much easier and quicker way

of communication.

The findings revealed that computer related technology has made great changes to

the way documents are created and the rate at tasks are carried out in the organization.

There is also an increase in the level of communication within the department and made

work more efficient. Data gathered revealed that the ten of twelve respondents felt that

the internet is an effective means of sending information.

However majority of the respondents were of the opinion that communicating via fax

machines were ineffective. This is seen as a negative reflection as it would appear that

the staff members felt as though the wait time for receiving a fax was unnecessary. It is

8
undoubted however that machines such as facsimile, telephones and photocopier also

play a vital role in the operations department of Grace Canning Jamaica.

GRAPHS MUST BE USED TO SUPPORT FINDINGS

Recommendations

Management needs to ensure that equipment in the office are not left idle. Easy access

to information is good for the operations department especially when progress chasing is

being done on a particular product and when workers who are an essential part of the

production process must be paid on time. Computer related technology in whatever

form contributes positively to any office although there may be need to scale down on

persons employed. The computer will never wipe out the use of manual labour as there

needs to be persons to do critical thinking and operate these machines which are used in

offices.

NEED MORE RECOMMENDATION

Limitations

There were certain limitations relating to the gathering of data. The researcher

had to come up with funds to print SBA and questionnaires which was difficult at times.

This was overcome by asking for additional funds from parents when they could provide

it.

The working in the group proved challenging at times as group members had

different schedules. This was overcome when the teacher will give the groups a ten

minutes to meet during some class times.

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Fig.1 shows the most utilised computer related technology in the operation office.

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Fig.2 shows the percentage of people who prefers the intranet over email.

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EQUIPMENT USED AT THE ORGANIZATION

DATE EQUIPMENT PURPOSE OF SUITABILITY FOR TASK

USED EQUIPMENT

August 13, 2013 Computer
This is use to log This equipment is the
information process, most popular in the
prepare planning operations office and it
master, and reports.
is quite suitable for the
It is also used for
storing data about task as it contributes to
workers time so that efficiency and
it can be prepared to productivity of office
send to the finance workers and data is
department to readily available about
prepare workers the production line if
wages. With the
one wants to access
inclusion of the
internet information information from the
is sent to the other office. This also saves
departments via e- time as information is
mail. available at the click of a
button or the touch of a
key.

August 13,2013 Photocopier Used to make Instead of retyping a

multiple copies of a document multiple
documents used in times. The photocopier
the operations office can copy the number
if the need arise. desired thus saving time
and money.

August 13, 2013 Telephone Used to One of the easiest

communicate with devices to use for
other individuals in immediate
the office as well as communication and
disseminate feedback.
information to
persons who call

August 13, 2013 Printer To produce hard Used along with the
copy of the memo computer. The quality of

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 that was typed on the documents are better
computer looking when they are
printed and there is no
need to store lots of
papers in the office as
these can be printed
when needed.

The printer also

eliminates the reading of
bad hand writing that can
be a strain on the eyes at
times hence it is very
suitable for the task.

BUSINESS FORMS

DATE NAME PURPOSE

August 13, 2013 Requisition To request items needed for the production of
forms goods and also for use in the office.

August 14, 2013 Job Cards

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BIBLIOGRAPHY

Person List

Person Interviewed: Novia Adlam

Interviewer: Jane Doe

Position: Manager of the Operations Department

Place: Lasco Manufacturing Co. Ltd.

Date: August 13 15, 2013

Internet Site

PRIBUS, MAJOR GLENN F. (2003). COMPUTER IMPACT ON THE ORGANIZATION,

RETRIEVED ON FEBRUARY 22, 2013 FROM
HTTP://WWW.AIRPOWER.AU.AF.MIL/AIRCHRONICLES/AUREVIEW/1975/JAN-
FEB/PRIBUS.HTML

The Factories Regulations (1961). Jamaica - the factories act

Regulations (under section 12) the factories regulations, 1961 (made by the
minister on the 1st day of September, 1961), retrieved on August 23, 2013 from
http://www.ilocarib.org.tt/cariblex/jamaica_act14.shtml

Publication List

Finisterre, S, Payne L, & Reid J. (2008). Long Man Office Administration for CXC. Carlong
Publishers Kingston, Jamaica.

Jacob, Ann Margaret (2012). Office Administration for CSEC. Nelson Thornes, United
Kingdom.

Whitcomb, Dr.Allan, (2006). Heinemann Office Administration FOR CSEC. Heinemann

Educational Publishers, Hally Court, Jordan Hill.

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Fax machine.

Telephone

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