BSNS4201 Administrative Systems NZ2461 v2
Assessment Cover Sheet
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BSNS4201 Administrative Systems Administrative Systems
One of one Practical
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Student I.D:
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Programme Code and Title:
NZ2461 New Zealand Certificate in Business (Administration and Technology) Level 4v2
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Assessment Title:
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Learning Outcomes:
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Assessment Standard
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Maintain administration systems and business processes to meet business needs. Recommend improvements to administration processes and systems to meet business needs.
LO3 Provide administrative services to meet business needs.
LO1
LO2
Student name:
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I verify that this is my own work and that I have not allowed, and in the future will not allow, other students or individuals to copy it.
Student signature:
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DUE DATES:
Assessment conditions and instructions
Date:
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1. This is an OPEN BOOK assessment
2. You must pass each learning outcome
3. Attempt all questions/tasks
4. You may use reference materials such as workbooks and class notes to assist with your answers
5. Save all your work as you proceed
6. All files to be saved to an assessment folder and uploaded to Moodle by the due date
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BSNS4201 Administrative Systems NZ2461 v2
Learning Outcomes:
Maintain administration systems and business processes to meet business needs. Recommend improvements to administration processes and systems to meet business needs.
LO3 Provide administrative services to meet business needs.
You must achieve a minimum of 50% in each learning outcome
Assignment Criteria and Explanation
This assignment covers all three learning outcomes as identified above. To pass this paper, you need to gain a minimum C grade and achieve a minimum of 50% in each learning outcome.
You will be awarded a final grade for the whole assignment ranging from A-D.
During the assignment period you may ask your tutor for guidance, but assignments will not be pre- marked.
An assignment can be submitted before the due date.
Any application to extend the due date must be submitted to your tutor a minimum of 48 hours (or two working days) before the assignment due date. This must be accompanied by your draft assignment, plus supporting documentation, for example, doctor’s letter.
If a D grade is awarded, you may be offered one further opportunity to resubmit; this will be negotiated with your Tutor and/or Programme Manager. A resubmitted paper can receive a grade no higher than a C. For further information on extensions, and an extension application, please refer to the end of this assignment.
If you have any questions about your assignment, please ask your tutor.
Assignment Presentation
Save all tasks to a folder named BSNS4201 Student ID number. Filenames must be appropriate and clearly identify content (include task number).
Include verification form and any other verification sign off, peer and group evaluation forms.
Save this as a compressed (Zip) folder and upload to Moodle dropbox for marking by the due date.
LO1
LO2
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BSNS4201 Administrative Systems NZ2461 v2
ASSIGNMENT Administrative Systems
You work as a senior administrator for the Administration Department, Poneke Business Hub.
The Senior Management team has asked for you to carry out a number of tasks to support business administration needs. In this assignment you will:
· Maintain administration systems and business processes to meet business needs for payroll and database
· Provide administration services to meet business needs
· Recommend improvements to administration processes and systems to meet business needs
All documents/tasks to be completed by:
All administrative tasks must meet business standards and thoroughly checked for spelling, grammar, and accuracy. Refer to Poneke Hub Organisational Requirements for style guide and document requirements
© Whitireia New Zealand 1
BSNS4201 Administrative Systems NZ2461 v2
Task 1 Database
LO1, 33 marks Our new client, Rangituhi Bookstore, have contracted us to create a database to meet their needs.
They have forwarded some data in Excel spreadsheet, and you have been asked to create the database, enter data and use database tools to provide a breakdown of information.
Before you begin, download the student files from Moodle Assignment folder to your own space:
Excel file – Booklist Images folder
Part 1 Database and database tables
1. Create a new database called Rangituhi Bookstore. Save this to the assessment folder – create a subfolder for Database.
2. Import the Excel file Booklist into the Rangituhi Bookstore database
a. Store the imported excel file as a new table
b. Ensure that the first row is set as headings
c. Ignore data type changes during the import process
d. Make the ISBN column your primary key
e. Change the datatype for Genre to a Lookup – refer to Appendix B for Genre list
f. Name the table Booklist
Once the table has been created in Access, ensure that all information in fields can be seen
3. Add a new field called Stock Number, place after Price, data type Number, no decimal places, text alignment Centre.
4. Add a new field called GenreCode, with the data type Lookup (Lookup values – CB, CK, Bio, Fam, F, NF, SH)
5. Add a new field called Image, datatype Attachment. Format the Caption to Book Cover
6. Complete the following:
a. Use the most appropriate data type for each field except ISBN field which you should leave as Short Text
b. Change field properties for PubDate field to Medium Date
c. Change the field properties for Rating field to General Number, 2 decimal places
d. Change the field properties for Price field to Currency, 2 decimal places
7. Using the information in Appendix A, enter the Stock Number for each item.
8. Enter the GenreCode for each book
9. Embed pictures of book covers into the appropriate fields. You will find pictures of the book covers in the Images folder you should have downloaded to your space.
PRINT Table Booklist to PDF, landscape (ensure that all details can be seen)
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BSNS4201 Administrative Systems NZ2461 v2
10. Create a new table called Genre, containing the following fields:
a. Genre Code (this will be your primary key)
b. Genre (Lookup - Children’s Books, Cookbooks, Biography & True Stories, Family & Health, Fiction, Nonfiction, Self-Help)
11. Add the GenreCode and Genre – Genre Codes can be found in Appendix B Save the table and close.
12. Create a relationship between the Booklist Genre and Genre table fields. Apply Enforce Referential Integrity when creating the relationship.
PRINT Table Genre to PDF (ensure that all details can be seen)
13. Create a table called Publisher with the following fields:
a. Supplier Code (Data type: Short Text, text align Centre).
b. ISBN (Short Text)
c. Publisher (Lookup:) – Abrams, Allen & Unwin, Harper Collins Publishers, Hodder & Stoughton, Illustrated Publishing, Little Green Frog Publishing Ltd, Orion Publishing, Pan Macmillan, Penguin, Quercus Publishing, Scholastic, Simon & Schuster Ltd, Transworld Publishers Ltd, Vintage Publishing
14. Using the information in Appendix C, enter the Supplier Code, ISBN number and Publisher for each book into the Publisher table.
15. Using the new table Publisher, create a relationship between Booklist ISBN and Publisher tables ISBN fields. Use Enforce Referential Integrity when creating the relationship.
Print relationship report, save appropriately
Part 2 Queries (save with appropriate filenames)
16. Using the Booklist table, create queries for the following: Save each query with an appropriate filename
Print to pdf each query result
a. Cookbooks with a Rating greater than 4
b. Books with a price over $30.00
c. Books published after 1 August 2018.
d. A parameter query which asks Book Version? Test this to show Paperback books only.
e. Books are being discounted with 20% off. Create a query which shows ISBN, Title, Price and Genre.
Include two new calculated fields for:
New field named DiscountAmount which shows the amount of discount for each book
New field named DiscountPrice which shows the discounted price these will be sold for.
PRINT all queries to PDF, ensuring all details can be seen, use appropriate filenames
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BSNS4201 Administrative Systems NZ2461 v2
Part 3 Forms (save each form with appropriate filename)
17. Form 1 – Booklist
Create a form using data from the Booklist table. Include fields for: ISBN, Title, Author, PubDate, Special Notes, Rating, Version, Price, Stock Number, Publisher, Genre, Genre Code, Image.
Ensure all fields can be seen and data is displayed and formatted appropriately. Include bookshop logo in the Form Header, displayed appropriately
In the footer, include your student ID number and date and time fields
18. Form 2 – Book Order Details
Create a form with subform in tabular layout, using data from Booklist and Publisher tables. From Booklist table, include ISBN, Title, Author, Special notes, Version, Price, Stock Number, Genre, Genre code and Image. From Publisher Table, include Supplier Code, Publisher.
Ensure all fields are sized and formatted appropriately and all data can be clearly seen. Include the logo Bookshop Logo into the Form header
PRINT both Forms to PDF (ensure that all details can be seen) Part 4 Reports (save each report with an appropriate filename)
PRINT each Report to PDF (ensure that all details can be seen)
19. Using the Booklist table, create a report of all authors. Use the following details:
a. Fields: ISBN, Title, Author and Image
b. Group by: Author
c. Sort by: Title
d. Layout: Stepped, Landscape
e. Insert logo into report header and format appropriately
f. Ensure that all data contained within the report can be seen
20. Create a report showing prices and discount price for all books. Use the following details:
a. Fields: ISBN, Title, Author, and Price (Booklist table); Publisher (Publisher table), DiscountPrice (20% Discount query)
b. Group by: Publisher
c. Sort by Author
d. Layout: Stepped, Landscape
e. Insert logo into report header and format appropriately
f. Ensure that all data contained within the report can be seen
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BSNS4201 Administrative Systems NZ2461 v2
Ensure that you have the following objects in the database:
Tables:
· Booklist · Genre
· Publisher
Relationship Report
Queries:
· Cookbook ratings >4
· Books over $30
· Books published after 1/8/18
· Book version – paperback
· Books 20% discount Forms:
· Form Booklist
· Form Book Order Details Reports
· Author report
· Book price report
Database and all pdf documents are to be uploaded to Moodle for marking
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Task 2 Payroll
LO3, 33 marks Use payroll software to complete the payroll requirements Rangituhi Bookstore. You will need to
set up company defaults, employee records and enter pay data.
Complete payroll trial for Rangituhi Bookstore
Add users – you MUST add your tutors as users of your payroll company.
Part 1 Set up Company Defaults
You will have received an invite to payroll for Rangituhi Bookstore, accept this. Log into MYOB to see your businesses and open Rangituhi Bookstore to begin.
Set up the following company defaults:
Screenshot this when complete. Save as Part 1 defaults.
Business name: Rangituhi Bookstore Payroll (your initials)
IRD number: 111 111 111
Street address: 103 Kensington Road
City: Porirua
Post code: 5022
Country: New Zealand
Email address: your email
Financial year: 2024, April to March
Part 2 Add employees - add the following employees into the system:
3/09/85 Female ParTes
32 Titahi Bay Road, Elsdon, Porirua 5022
T Parsons
Name
Tessa Parsons
Date of birth
Gender
Employee ID
Address
Phone
Start date
Job title
Sales Manager
Status
Tax
KiwiSaver
Banking
Standard Pay
Permanent
159 450 003, Tax code M
Active Member – 3% contribution
Apply Employer KiwiSaver contribution rate (salary - $58,240)
40 hours a week over 5 days (8 hours each day)
Base pay details
$28.00 per hour
Deductions/ Allowances
Leave
Sick Leave
Opening balance – 2.5 weeks
Opening balance – 10 days
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BSNS4201 Administrative Systems
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Name
Gender
Start date
Te Ariki Adams
Date of birth
25/11/1985 Male AdaTea
107 Pope Street, Camborne, Porirua 5026
Te Ariki Adams
04/09/1965 Male HarGeo
32 Beach Road, Paekakariki, 5034
G H Harlem
Employee ID
Address
Phone
Job title
Status
Tax
KiwiSaver
Banking
Standard Pay
40 hours a week over 5 days (8 hours each day)
Base pay details
Deductions/ Allowances
$35.00 per hour
Child support - $70 week
Leave
Opening balance – 2.5 weeks
Sick Leave
Name
Opening balance – 9 days
George Harlem
Date of birth
Gender
Employee ID
Address
Phone
Start date
Job title
Status
Tax
KiwiSaver
Banking
Standard Pay
Permanent
231 998 546, Tax code M
Active Member – 4% contribution
Apply Employer KiwiSaver contribution rate (salary - $55,120)
40 hours a week over 5 days (8 hours each day)
Base pay details
$26.50 per hour
Deductions/ Allowances
Child support - $52 week
Leave
Opening balance – 2.2 weeks
Sick Leave
Opening balance – 15 days
© Whitireia New Zealand
HR Manager
Permanent
213 769 665, Tax code M
Active Member – 8% contribution
Apply Employer KiwiSaver contribution rate (salary - $72,800)
Sales Representative
BSNS4201 Administrative Systems
NZ2461 v2
Name
Taine Williams
Date of birth
25/12/1994 Male WillTai
10 Pope Street, Camborne, Porirua, 5026
T & J Williams
05/01/1995 Female GreNad
10 Pope Street, Camborne, Porirua, 5026
Nadine Green
Gender
Employee ID
Address
Phone
Start date
Job title
Status
Tax
KiwiSaver
Banking
Standard Pay
Base pay details
$24.50 per hour
Deductions/ Allowances
Leave
Opening balance – 3 weeks
Sick Leave
Opening balance – 8 days
Name
Nadine Green
Date of birth
Gender
Employee ID
Address
Phone
Start date
Job title
HR Assistant
Status
Tax
KiwiSaver
Permanent
219 775 209, Tax code M SL
Opt out
Banking
Standard Pay
20 hours a week over 5 days (4 hours each day)
Base pay details
$25.00 per hour
Deductions/ Allowances
Leave
Opening balance – 4.5 weeks
Sick Leave
Opening balance – 7 days
© Whitireia New Zealand
Sales Representative
Permanent
214 887 430, Tax code M SL
Opt out
25 hours a week over 5 days (5 hours each day)
BSNS4201 Administrative Systems
NZ2461 v2
Name
Deductions/ Allowances
Your name
Date of birth
Gender
Your birthdate
Your gender
Type in the first 3 letters of your last name and first three letters of your first name
3 Wi Neera Drive, Porirua, 5022
Your name
Employee ID
Address
Phone
Start date
Job title
Status
Tax
KiwiSaver
Banking
Standard Pay
Base pay details
$25.00 per hour
Leave
Sick Leave
Opening balance – 3.5 weeks
Opening balance – 7 days
Name
Date of birth
Willow McLeod
Gender
Female MclWil
36 Willow Grove, Petone, 5012
Willow McLeod
Employee ID
Address
Phone
Start date
Job title
Sales Representative
Status
Tax
KiwiSaver
Banking
Standard Pay
Permanent
214 644 873, Tax code M SL
Active Member – 6% contribution
Apply Employer KiwiSaver contribution rate (salary - $54,080)
40 hours a week over 5 days (8 hours each day)
Base pay details
$26.00 per hour
Deductions/Allowances
Leave
Opening balance – 3 weeks
Sick Leave
Opening balance – 15 days
© Whitireia New Zealand
Office administrator
Permanent
311 667 889, Tax code M SL
Active Member – 3% contribution
Apply Employer KiwiSaver contribution rate (salary - $45,760)
40 hours a week over 5 days (8 hours each day)
BSNS4201 Administrative Systems
NZ2461 v2
Name
Date of birth
Deductions/Allowances
Eseta Hunter
Gender
Female HunEse
67 Mungavin Avenue, Porirua, 5022
E Hunter
Employee ID
Address
Phone
Start date
Job title
Status
Tax
KiwiSaver
Banking
Standard Pay
Base pay details
Leave
Sick Leave
Opening balance – 4 weeks
Opening balance – 18 days
Name
Date of birth
Gajan Prasad
Gender
Male PraGaj
50 Kensington Avenue, Petone, 5012
Gajan Prasad
Employee ID
Address
Phone
Start date
Job title
Office Administrator
Status
Tax
KiwiSaver
Banking
Standard Pay
Permanent
203 656 431, Tax code M SL
Active Member – 3% contribution
Apply Employer KiwiSaver contribution rate (salary - $44,096)
40 hours a week over 5 days (8 hours each day)
Base pay details
$25 per hour
Deductions/Allowances
Leave
Opening balance – 3.4 weeks
Sick Leave
Opening balance – 8 days
© Whitireia New Zealand
Office Manager
Permanent
124 598 002, Tax code M
Active Member – 10% contribution
Apply Employer KiwiSaver contribution rate (salary - $60,320)
40 hours a week over 5 days (8 hours each day)
$29.00 per hour
BSNS4201 Administrative Systems
NZ2461 v2
Name
Date of birth
Atamai Ioane
Gender
Male IoaAta
19 Colombo Street, Newtown, Wellington 6021
Atamai Ioane
Employee ID
Address
Phone
Start date
Job title
Receptionist
Status
Tax
KiwiSaver
Banking
Standard Pay
Permanent
233 589 987, Tax code M
Active Member – 6% contribution
Apply Employer KiwiSaver contribution rate (salary - $47,840)
40 hours a week over 5 days (8 hours each day)
Base pay details
$23 per hour
Deductions/Allowances
Leave
Opening balance – 3.5 weeks
Sick Leave
Opening balance – 12 days
Name
Raven Khan
Date of birth
Female KhaRav
5 Te Whiti Street, Kilbirnie, Wellington 6022
Ensure that all details have been entered accurately
Print Report – print employee contact details report
Save as Part 2 Employee Details Report 1
Gender
Employee ID
Address
Phone
Start date
Job title
Finance Officer
Status
Tax
KiwiSaver
Banking
Permanent
234 550 760, Tax code M SL
Active Member – 6% contribution
Apply Employer KiwiSaver contribution rate (salary - $32,175)
Standard Pay
25 hours a week over 5 days (5 hours each day)
Base pay details
$24.75
Deductions/Allowances
Leave
Opening balance – 3 weeks
Sick Leave
Opening balance – 11 days
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BSNS4201 Administrative Systems NZ2461 v2
Part 3 Set up and apply pay items Create deductions and earnings -
Create and apply deductions and earnings as follows.
Social club deduction
The Rangituhi Bookstore has a social club, where staff who have joined contribute an amount of $5 per week to the social club fund. Deducted after tax.
Apply to all staff
Union fee deduction
The receptionist and administrator have joined the Clerical Workers Union and will pay $7 each week in union fees. Deducted after tax.
Apply to office staff only (receptionist, administrators, finance officer and office manager)
Earning Laundry allowance
The receptionist, administrator and sales representatives have to wear a work uniform and Rangituhi Hub pay them a fixed amount laundry allowance of $3.60 to offset cleaning costs. The allowance is not taxable.
Apply to receptionist, administrators, and sales representatives only
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Part 4 Process pays
For each week’s payrun, you must print the weekly pay summary and payslips for all employees. Create a folder for Rangituhi Payroll
Save all pdfs with appropriate filenames.
Week one Processing
Enter the following pay details for week beginning 4 October
Employee
Te Ariki Adams
Nadine Green
George Harlem
Eseta Hunter
Willow McLeod
Tessa Parsons
Your pay
Taine Williams
Atamai Ioane
Gajan Prasad
Raven Khan
Employee Timesheet summary Notes
Worked usual hours
Worked usual hours
Worked usual hours
Worked usual hours
1-day annual leave – 5 October 1-day sick leave – 4 October Worked usual hours
Worked usual hours
Worked usual hours
2 day’s annual leave – 9 and 10 october Worked usual hours
Print weekly pay summary and save all payslips
Update employee details
Process the following changes to employee details:
· Te Ariki Adams has requested to increase his KiwiSaver contribution to 10%.
· Raven Khan has had a pay increase - new pay rate $25.50 Week two Processing
Please process the pay for week two, beginning 11 October
Employee
Te Ariki Adams
Nadine Green
George Harlem
Eseta Hunter
Willow McLeod
Tessa Parsons
Your pay
Taine Williams
Atamai Ioane
Gajan Prasad
Raven Khan
Employee Timesheet summary Notes
Worked usual hours
1-day sick leave – 11 October
Worked usual hours
2 day’s annual leave –13 and 16 October Worked usual hours
1-day sick leave – 16 October
Worked usual hours
Worked usual hours
Worked usual hours
2 day’s annual leave – 11 and 12 October Worked usual hours
Print weekly pay summary and save all payslips
© Whitireia New Zealand
BSNS4201 Administrative Systems NZ2461 v2
Update employee details
Process the following changes to employee details:
· Willow McLeod has moved, update her address to 15 Greenlane Road, Petone, Lower Hutt.
· Willow has also had a pay increase – new pay rate $26.50
· Tessa Parsons has had a pay increase – new pay rate $28.50
· You have had a pay increase – new pay rate $25.75
Week Three Processing
Please process the pay for week three, beginning 18 October
Please note this week there is a statutory public holiday ‘Labour Day’ on 23 October.
It is workplace policy for the business to close on public holidays so that employees have this day off.
Ensure that you process the public holiday correctly and account for this as you complete each employee’s pay. Staff did not work on the public holiday and had a paid day off - account for this in pay processing.
Employee
Te Ariki Adams
Nadine Green
George Harlem
Eseta Hunter
Willow McLeod
Tessa Parsons
Your pay
Taine Williams
Atamai Ioane
Gajan Prasad
Name
Raven Khan
Employee Timesheet summary
*all employees: process the public holiday- this was not worked as office closed
Notes
Usual hours, allow for public holiday
Usual hours, allow for public holiday
Usual hours, allow for public holiday
Away sick 2 days – 18 and 18 October, allow for public holiday Usual hours, allow for public holiday
1-day sick leave – 20 October, allow for public holiday 1-day annual leave – 20 October, allow for public holiday Usual hours, allow for public holiday
Usual hours, allow for public holiday
Usual hours, allow for public holiday
Usual hours, allow for public holiday
Print weekly pay summary and save all payslips
Add new employee
A new employee has joined the Sales team. Process employee details:
Female JacAli
23 Lake Drive, Paraparaumu 5032
A J Jackson
Date of birth
Employee ID
Alice Jackson
Gender
Address
Phone
Start date
Job title
Sales Representative
Status
Tax
KiwiSaver
Banking
Standard Pay
Permanent
198 776 768, Tax code M
Active Member – 4% contribution
Apply Employer KiwiSaver contribution rate (salary - $52,000)
40 hours a week over 5 days (8 hours each day)
Base pay details
$25 per hour
Deductions/Allowances
Social club, laundry allowance
Leave
Sick Leave
Opening balance – 0
Opening balance – 0
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BSNS4201 Administrative Systems NZ2461 v2
Update employee details
Process the following changes to employee details:
· Taine Williams has advised he wants to join KiwiSaver at 4%; he has also moved to 112 Titahi Bay Rd, Titahi Bay, Porirua, 5022
· Eseta Hunter has had a pay increase – new payrate $29.50
Create allowance – Earnings: Meal allowance
The store will be opening for late night and several staff will be working later as part of their usual hours (start work later and finish later – usual hours remain the same). Rangituhi Bookstore has decided to pay them a meal allowance of $16. This is a standard earning and is a taxable fixed amount. Create the allowance and apply to Taine Williams, Tessa Parsons, Willow McLeod and Alice Jackson.
Week Four Processing
Please process the pay for week four, beginning 25 October
Employee
Te Ariki Adams
Nadine Green
George Harlem
Eseta Hunter
Willow McLeod
Tessa Parsons
Your pay
Taine Williams
Atamai Ioane
Gajan Prasad
Raven Khan
Alice Jackson
Employee Timesheet summary Notes
2 days annual leave – 25 and 26 October 1-day annual leave – 27 October Worked usual hours
Worked usual hours
Worked usual hours
1-day sick leave – 27 October 1-day annual leave – 31 October Worked usual hours
Worked usual hours
1-day annual leave – 30 October 3 days sick leave – 30-31 October Worked usual hours
Print weekly pay summary and save all payslips
Part 5 –Payroll reports
The Office Manager has asked you to provide the following reports:
· Employee contact details report – all employees. Save as Employee Details Report 2
· Payment schedule report from beginning of the first payrun to the end of the last payrun. Expand to show all details. Save as Payment Schedule report.
· Leave transaction report for all employees showing Annual leave, Sick leave and Public Holidays. Dates from beginning of the first payrun to the end of the last payrun. Expand to show all details. Save as Leave transaction report.
· Pay Item Transaction report for all employees, include social club, meal allowance, laundry allowance, clerical workers union transactions. Dates from beginning of the first payrun to the end of the last payrun. Expand to show all details. Save as Pay Item Report.
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Task 3 – Make recommendations for improvements: LO2, 34 marks
Scenario
The Rangituhi Bookstore has undergone restructuring and is creating new processes to ensure that key business activities are completed effectively. Many of the existing business processes are out of date and complicated, making activities difficult and error prone with one of the key issues is management of employee information and payroll.
At the moment the office manager is responsible for maintaining employee records.
The staff member responsible for payroll uses the employee data to ensure that staff members are paid into the correct bank account, taxed at the correct rate, process holiday and sick leave, and any required deductions/payments are being made. Timesheets are sent directly to the HR staff member for processing at the end of every week, who uses Excel to calculate the pays.
Any changes to staff personal details are sent directly to the office manager who is responsible for dealing with this. There is no clear process for this, staff either email, phone or leave a message for the office manager to advise of any changes, and these are then entered into the staff database when the manager has time. Once changes have been made, the manager is meant to email the HR staff member with details of the change.
As the HR staff member does not have control of the employee data, it has been found that there have been errors with pay, with staff taxed at the incorrect rate, holidays are not being processed and deductions and payments not starting on time.
The current process is:
For some time, staff have been aware that the current process is not working and having two different departments looking after employee data is problematic. Information and changes are not being updated quickly, the office manager and payroll staff member do not share data, and staff pays have been found to be incorrect.
Clearly the Office Manager/HR Administrator roles and the current processes for changing employee personal details, managing timesheets, and completing payroll are not effective and new processes are required.
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You have been asked to work on this project and create a straightforward effective procedure/s which will streamline this process and ensure that employee details and pays are processed efficiently.
Part 1 Review issues
Consider the following:
· What are the current problems with updating changes to employee personnel, timesheet authorisation and payroll software?
· Who should be responsible for managing employee information?
· Who should deal with employee details and payroll data?
· Should there be clearer timeframes for authorising timesheets
· Should there be more than one process for dealing with personnel information and payroll
Part 2 Research solutions
· What suitable payroll software application could be used to hold employee and pay information, is cloud based, and can be used to calculate pays quickly and efficiently. Research a suitable payroll software option.
· What are the process steps for entering employee information into the software application?
· What are the process steps for entering pay run details into the software application?
Part 3 Create processes and make recommendations for improvements
Create two new processes for managing employee information and processing a pay run. Use a suitable business diagram which identifies who does what in the process, and the steps involved. Use common symbols to identify start/stop, process, data input, decisions and arrows to show connections.
Part 4 Report project outcomes to management
Using appropriate software, report on project outcomes. Include:
· Summary of current problems (referencing questions asked in Review issues section)
· Business processes
Recommendations for improvement to processes – include new created processes and identify how you think these will improve management of personnel information and the payroll process
· Payroll software
Recommendations for improvement to payroll software. Identify name of payroll software, cost, software features, security considerations. Include explanation of why you think this software will improve management of employee and payroll data.
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Appendix A
Appendix B
Genre
Fiction Nonfiction Family & Health Self-Help Cookbooks Children’s Books
Bio Biography & True Stories
GenreCode
F
NF
Fam
SH
CK
CB
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Appendix C
Supplier Code
ISBN
ABM05
AU70
HCP01
HCP01
HS662
ILP450
LGFP35
OP32
PM3867
PGN870
PGN870
PGN870
PGN870
QSP002
SC021
SC021
SSL90
TWPL04
TWPL04
VP230
Publishers
Abrams
Allen & Unwin
Harper Collins Publishers Harper Collins Publishers Hodder & Stoughton Illustrated Publishing
Little Green Frog Publishing Ltd Orion Publishing
Pan Macmillan
Penguin
Penguin
Penguin
Penguin
Quercus Publishing
Scholastic
Scholastic
Simon & Schuster Ltd Transworld Publishers Ltd Transworld Publishers Ltd Vintage Publishing
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BSNS4201 Administrative Systems NZ2461 v2
Evidence requirements:
Ensure all task evidence has been saved into appropriate folders into your assignment folder, zipped and uploaded to Moodle.
Task 1
Task 2
Task 3
Database
Saved Rangituhi Bookstore database into assessment folder
Tick
Pdf print for tables:
· Booklist
· Genre
· Publisher
Screenshot Relationship Report
Pdf print for queries:
· Cookbook ratings >4
· Books over $30
· Books published after 1/8/18
· Book version – paperback
· Books 20% discount
Pdf print for forms:
· Form1
· Form 2
Pdf print for reports:
· Author report
· Book price report
Payroll
PDF: Employee Details Report 1
PDF: Week 1 pay summary AND PDF: Week 1 payslips
PDF: Week 2 pay summary AND PDF: Week 2 payslips
PDF: Week 3 pay summary AND PDF: Week 3 payslips
PDF: Week 4 pay summary AND PDF: Week 4 payslips
PDF: Employee Details Report 2
PDF: Payment Schedule Report, covering all pay weeks
PDF: Leave Transaction report for all employees showing Annual leave, sick leave, public holidays (covering all pay weeks)
PDF: Item Transaction Report for all employees – showing social club, meal allowance, laundry allowance, Clerical Workers Union (covering all pay weeks)
Make recommendations for improvements
Report to management
Two x new processes
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BSNS4201 Administrative Systems NZ2461 v2
New Zealand Certificate in Business (Administration and Technology) Level 4
BSNS4201 – Administrative Systems: Marking rubric
15 credits, Level 4
Minimum 50% pass required for each learning outcome
SUMMARY
Grade
Learning Outcome
Task
Task 2 Payroll
Available mark
LO1 Maintain administration systems and business processes to meet business needs
LO3: Provide administrative services to meet business needs
Task 1 Relational database
LO2 Recommend improvements to administration processes and systems to meet business needs.
Task 3 Make recommendations for improvements
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Student ID
BSNS4201 Administrative Systems
Task 1 Relational Database
NZ2461 v2
33 marks
Learning Outcome
LO1
Maintain administration systems and business processes to meet business needs
Criteria
Relational setup meets task and table requirements
Data is entered accurately to meet business requirements
Demonstrates excellent understanding of database tools and functions and applies these to meet database table, field, and data type property requirements
Demonstrates excellent understanding of table relationships
(Relationships set up x 2; referential integrity applied)
Highly accurate data entry skills demonstrated to enter details into tables without errors.
Demonstrates good understanding of table relationships
(Relationships set up x 2; referential integrity may or may not be applied)
Good data entry skills demonstrated to enter details into tables, with minor (2-3) errors.
Demonstrates adequate understanding of database tools and functions and applies these to meet database table, field, and data type property requirements
D Grade Description Insufficient/Incomplete
Database set up is completed to meet task and business needs
A Grade Description Outstanding/Excelling
B Grade Description Proficient/Consistent
Demonstrates good understanding of database tools and functions and applies these to meet database table, field, and data type property requirements
C Grade Description Developing/Sufficient
Does not demonstrate adequate understanding of database tools and functions or apply these to meet database table, field, and data type property requirements
Demonstrates adequate understanding of table relationships
(Relationships set up x 1; referential integrity may or may not be applied)
Adequate data entry skills demonstrated to enter details into tables, with some (4-5) errors.
Does not demonstrate adequate understanding of table relationships
(Relationships not set up)
Data entry skills are not adequately demonstrated, and details do not meet minimum requirements, or contains more than 5 errors.
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Data is requested by querying table information
Excellent understanding of queries is demonstrated to create queried data which meet business and information requirements
Five queries created with all details correct, relevant fields are included, criteria entered correctly, formats applied correctly to produce:
Query cookbooks rating >5 Query Books price >$30
Query Books published >1/8/18
Good understanding of queries is demonstrated to create queried data which meet business and information requirements
Four queries created with all details correct, relevant fields are included, criteria entered correctly, formats applied correctly to produce:
Query cookbooks rating >5 Query Books price >$30
Query Books published >1/8/18
Adequate understanding of queries is demonstrated to create queried data which meet business and information requirements
Three queries created with all details correct, relevant fields are included, criteria entered correctly, formats applied correctly to produce:
Query cookbooks rating >5 Query Books price >$30
Query Books published >1/8/18
Understanding of queries is not demonstrated to create queries data which meet business and information requirements.
No queries created or less than three queries created with details correct.
BSNS4201 Administrative Systems
NZ2461 v2
Forms are created to meet data and business requirements
Parameter query – Book version Calculated query – new calculated fields Discount Amount, Discount price
Demonstrates excellent understanding of database forms to create 2 x forms which meet all requirements including layout and structure, field/label size and formats:
Form 1 – Booklist
Form 2 – Book order details with subform
Parameter query – Book version Calculated query – new calculated fields Discount Amount, Discount price
Demonstrates good understanding of database forms to create 2 x forms which meet most requirements including layout and structure, field/label size and formats – may contain minor (1-2) errors with layout, field/label size and formats:
Form 1 – Booklist
Form 2 – Book order details with subform
Parameter query – Book version Calculated query – new calculated fields Discount Amount, Discount price
Demonstrates adequate understanding of database forms to create 2 x forms which meet minimum requirements including layout and structure, field/label size and formats – may contain several (3-4) errors with layout, field/label size and formats:
Form 1 – Booklist
Form 2 – Book order details with or without subform
Does not demonstrate adequate understanding of database forms to create 2 x forms which meet minimum requirements, including layout and structure, field/label size and formats
Demonstrates excellent understanding of database reporting function to create 2 x reports which meet all information and business requirements.
Includes report heading, fields and layout, grouping and sort requirements, summary options, size of fields, formatting, all data can be seen, logical placement
Report 1 – all authors report Report 2 – Prices report
Demonstrates good understanding of database reporting function to create 2 x reports which meet most information and business requirements.
May contain minor (1-2) errors with report heading, fields and layout, grouping and sort requirements, summary options, size of fields, formatting, all data can be seen, logical placement
Report 1 – all authors report Report 2 – Prices report
Demonstrates adequate understanding of database reporting function to create 1 x report which meet minimum information and business requirements.
May contain several (3-4) errors with report heading, fields and layout, grouping and sort requirements, summary options, size of fields, formatting, most data can be seen, logical placement
Report 1 – all authors report OR Report 2 – Prices report
Does not demonstrate adequate understanding of database reporting function to create 1 x report which meet minimum information and business requirements.
Reports are created to produce business information
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BSNS4201 Administrative Systems
Task 2 Payroll
NZ2461 v2
33 marks
Learning Outcome
LO3
Provide administrative services to meet business needs
Criteria
Produce accurate payroll information
A Grade Description Outstanding/Excelling
Excellent knowledge of payroll system is demonstrated to complete payroll setup, and business details are entered in accurately without error.
All Employee data is accurately processed to produce client records.
12 x employee details entered without error
Updates to employee data is completed accurately without error, for all 9 required changes
All (4) pay allowances and deductions are accurately set up and applied to specified employees:
Pay data for 4 weeks’ pay is accurately processed for all employees, includes all hours worked, leave, public holiday, allowances/ deductions
B Grade Description Proficient/Consistent
Good knowledge of payroll system is demonstrated to complete payroll setup, and details are entered with minor spelling errors
Most Employee data is processed to produce client records.
9-10 x employee details entered without errors
Updates to employee data is mostly completed accurately, may contain minimal errors. At least 7-8 changes are made.
Most (3) pay allowances and deductions are set up and applied for specified employees:
Pay data for 4 weeks’ pay is mostly accurately processed for most employees (9-12), including hours worked, leave, public holiday, allowances/deductions.
C Grade Description Developing/Sufficient
Adequate knowledge of payroll system is demonstrated to complete setup, and details are entered with several errors.
Adequate Employee data is processed to produce client records.
7-8 x employee details entered without errors
Updates to employee data is somewhat completed, may contain several errors. At least 5-6 changes are made
Some (2) pay allowances and deductions are set up and applied for specified employees:
Pay data for 4 weeks’ pay is adequately processed for minimum (7-8) employees, including hours worked, leave, public holiday, allowances/deductions.
D Grade Description Insufficient/Incomplete
Does not demonstrate adequate knowledge of payroll system to complete setup and/or details are entered with multiple errors
Employee data is not adequately processed to produce client records. Less than 7 records entered without error.
Updates to employee data is not made or less than 5 changes are made.
Pay allowances and deductions are not accurately set up or applied. Evidence of less than 2.
Pay data is not accurately processed for less than 7 employees or less than 3 weeks’ pay is accurately processed
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Payroll documentation is processed to meet business requirements.
Payroll documentation is processed to meet most business requirements.
Payroll documentation is processed to meet minimum business requirements. Payroll
Requests for payroll reports are not processed accurately and report requirements are not met
BSNS4201 Administrative Systems NZ2461 v2
Payroll reports are processed accurately with 3 x reports created with all report requirements met AND Weekly pay documentation is produced and saved for 4 weeks.
Payroll reports are mostly processed accurately with 2 x reports created with all report requirements met AND Weekly pay documentation is produced and saved for 3 weeks.
reports are somewhat processed accurately with 1 x report created with all report requirements met
AND/OR
Weekly pay documentation is produced and saved for 2 weeks.
AND/OR Weekly pay documentation is not produced and saved
© Whitireia New Zealand
BSNS4201 Administrative Systems NZ2461 v2
Task 3 Make recommendations for improvements
34 marks
Learning Outcome
LO2
Recommend improvements to administration processes and systems to meet business needs
Criteria
Demonstrates understanding of business problems
Improved processes are effective and cohesive
A Grade Description Outstanding/Excelling
Description demonstrates considered and thoughtful understanding of business problem
Content is accurate and sequenced in a clear, logical way
All required content is included
Demonstrates excellent understanding of improved process requirements.
Two new processes are designed that are effective.
All steps in each process are identified and placed in a cohesive and logical order. Where relevant, questions are asked, and steps in the process allow for this in a logical and easy to follow format.
Recommendations are made for adoption of processes
Recommendations are insightful, considered and meet all business needs.
B Grade Description Proficient/Consistent
Description demonstrates understanding of business problem
Content is mostly accurate reasonably organised. May contain minor inconsistencies.
Most required content is included
Demonstrates good understanding of improved process requirements.
Two new processes are designed that are mostly effective.
Most steps in each process are identified and placed in a logical order. Where relevant, questions are asked, and steps in the process mostly allow for this in a logical format.
Recommendations are made for adoption of processes
Recommendations are mostly considered and meet most business needs.
C Grade Description Developing/Sufficient
Description demonstrates adequate understanding of business problem
Content may contain some inaccuracies, inconsistencies, misinterpretations.
A required content element may be missed
Descriptions demonstrates a lack of understanding of the topic. There is insufficient relevant information and facts.
Content is confusing and/or contains frequent inaccuracies.
Required content is missing and/or randomly organised.
Demonstrates adequate understanding of improved process requirements.
At least one new process is designed that meets minimum requirements.
Minimum steps in each process are identified and placed in a logical order. Some questions may be asked, and/or questions are not presented in logical format.
Does not demonstrate adequate understanding of improved process requirements.
New processes not created or do not meet minimum process requirements.
Minimum steps in the process are not identified or placement causes confusion.
No questions are asked.
Recommendations are made for adoption of processes Recommendations are somewhat considered and meet minimum business needs.
Recommendations are not made for adoption of processes
D Grade Description Insufficient/Incomplete
Valid and thoughtful Improvements are recommended which demonstrate understanding of business problem
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BSNS4201 Administrative Systems NZ2461 v2
Recommendations for payroll software are insightful, considered and meet all business and information needs.
Report to management is well organised and writing style aids understanding, meeting all business requirements.
Recommendations for payroll software are mostly considered and meet most business and information needs.
Report to management is reasonably organised and writing style is suitable, meeting most business requirements.
Recommendations for payroll software are somewhat considered and meet minimum business and information needs.
Report to management is adequately organised and writing style provides basic understanding, meets minimum business requirements
Recommendations for payroll software are not made or information does not meet minimum business or information needs
Report to management is not provided or does not meet minimum requirements.
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