Office Management System
Chapter One
Introduction
Background of The Study
An Office was described as a
place where all the official or paper work are done or performed. But in this
era of information technology, office is no longer referred to a place but it
as set of function for doing office work or activity (Nwoke: 2013). An office
helps us to perform different task such as collecting the data, recording them,
analyzing them, presenting them in an organized and scientific way, etc. All
the functions of management like planning, organizing, directing, or
controlling are controlled by office which also involves paper work. Office is
the brain of an organization.
Without a proper management,
an organization will lack the ability to function properly (Peculiar: 2015).
So, an organization needs someone to manage the organizational activities.
Management is a common
process in all organized activities. Whenever there is certain number of people
working together for a common goal, some kind of management becomes essential.
The direct effort of a personnel toward the achievement of goals of
organization is management.
Office management is known as a profession which includes the design, implementation, evaluation, and maintenance of the process of work within an office or organization, in order to maintain and improve efficiency and productivity. This is concerned with the following elements:
Personnel: It is a person who
is responsible to manage the organization or office. There should be sufficient
number of trained personnel. The offices personnel must be selected properly,
placed, trained, promote and controlled for the purpose of accomplishing
desired goals.
Means: are the tools with the
help of which official activities are done or performed. This includes the
materials, machines, and equipment required by the office personnel or for
office work. If the office is not provided with the appropriate means, it is
very difficult to manage the organization properly.
Environment: Environment
plays an important role for managing the office and for efficient and effective
office work. It means the surrounding where employees work. It includes the
factor like layout, interior decoration, lighting, ventilation, cleanliness
etc.
Purpose: An office has to set
up definite purpose. The purpose of the office provides direction and
guidelines to other activities. If the purpose of the office is cleared, then
efforts and activities can be directed in its achievement.
1.2. Statement of Problem
Manual office systems always put pressure on people to be correct in all aspect of their work especially the Admin. With manual systems the level of service is dependent on individuals and this puts a requirement on management to run training continuously for staff to keep them motivated and to ensure they are following the correct procedures. It can be all too easy to accidentally switch details and end up with inconsistency in data entry or in hand written orders. This has the effect of not just causing problems with customer service but also making information in available for reporting or finding trends with data discovery. Reporting and checking that data is also a problem and can be time consuming and expensive.
Other problems caused by the
manual Office system are:
i.
Inconsistency
in data entry, room for errors,
ii.
Large
ongoing staff training cost.
iii.
System
is dependent on good individuals.
iv.
Reduction
in sharing information and customer services.
v.
Time
consuming and costly to produce reports.
vi.
Lack
of security of data.
vii. Duplication of data entry.
1.3. Objective of Study
The objectives of this study
is to design a computerized Office system that will take care of the staff
payroll, Account information and receipt printing for all clients in an
organization,
i.
To
design a computerized system for calculating basic salary and allowance of
staff.
ii.
To
design a computerized payment platform.
iii.
To
design a system that accurately stores employee data and retrieves payment
history when needed.
iv.
To
design a computerized system that take care of the daily sales of the company
v.
System
that compute company’s revenue, admin expenses, tax, market expenses, financial
expenses.
vi.
Print
a comprehensive account statement daily as well from a time duration.
vii. Print receipts to customer on demand.
1.4. Significance of the
study
The study will aid in reducing
errors, fraud, increase speed and also aid growth in organizations if
successfully implemented. Manual ways of carrying out accounting, payroll and
receipt systems in organizations will be totally eliminated with this
computerized system in place. The study will also serve as a guide to other
student researchers who may want to conduct further research on the subject
matter. Findings and recommendations from this system will aid in developing
newer versions to serve optimally.
1.5. SCOPE/LIMITATION OF THE
STUDY
The scope of this study is
centered on the design and implementation of an electronic office system that
will takes care of staff payroll system, Account information system, day to day
expenses in an organization and Receipts system.
1.6 LIMITATION
Financial constraint-
Insufficient fund tends to obstruct the efficiency of the researcher in
sourcing for the relevant materials, literature or information and in the
process of data collection (internet, questionnaire and interview).
Time constraint- The
researcher will at the same time engage in this study with other academic work.
This consequently will cut down on the time devoted for the research work.
1.6. DEFINITION OF TERMS
A payroll: is a company's list or records of its employees, which is often used to refer to the total amount of money that a company pays to its employees.
A payroll system: is software which organizes and arranges all the tasks of employee payment and the filing of employee taxes.
Payslips: a note given to an employee when they have been paid, detailing the amount of pay given and the tax and insurance deducted.
Employer: a person or organization that employs people.
Employee: a person employed for wages or salary, especially at nonexecutive level.
W-4 tax form: is a form completed by an employee to indicate his or her tax situation (exemptions, status, etc.) to the employer. The W-4 form tells the employer the correct amount of tax to withhold from an employee's paycheck.
Internal Revenue Service (IRS): A United States government agency that is responsible for the collection and enforcement of taxes.
Social Security
Administration (SSA): is an independent agency of the United States federal
government that administers Social Security, a social insurance program consisting
of retirement, disability, and survivors' benefits.
Office Management System
Chapters: 1 - 5
Delivery: Email