Division of Business

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1.1     Identify two or more departments of the college and evaluate the interrelationship between their different processes and functions.(AC1.1)

Administration department

The Administration department’s main job is to recruit students in order to run away courses in the college. The procedure are:

1. To advertise for students in the newspaper, internet etc.
2. Prospective students are asked to come in and fill up application forms, check their diplomas, qualifications, ID’s etc. They are also asked to do assessments in level 3 in numeracy and literacy.
3. Successful students are called back for an interview, to sign forms, for an introduction and given  a timetable about the starting dates of the course. They are also given a goodie bag with a business book, pen, USB etc.
4. Unsuccessful students are informed about their results and are sent a letter or informed by text, email etc.

   Other than the student recruiting Administration department responsible for more duties

1. Collecting , distributing and dispatching the mail
2. Storing and retrieving paper and electronic records.
3. Organising meetings and preparing meeting documents.
4. Responding promptly to enquiries.
5. Preparing documents using word processing, spreadsheet and presentation packages, such as powerpoint.
6. Researching information
7. Sending and receiving messages by telephone, fax and email.
8. Making arrangements for visitors.
9. Making travel arrangements
10. Purchasing supplies for office stationery and equipment.
11. Making arrangements for events, such as interviews or sales conferences.  

Finance department

Basically, the Finance department is responsible for all day to day transactional accounting for the business as well as long term financing such as advising, advertising etc. In the college the finance department procedures are,

1. Discuss with the top management to prepare the budget for advertising for student recruitment and how many students you are targeting for.
2. If they agree advertising the students recruitment in the newspapers, internet, etc.
3. Work out all the expenses done so far for the advertisements.
4. Check with the administration department of how many students recruited so far,
5. Finally report back to the management about the progress.    

Other than the monitoring and preparing the all department’s budgets,finance department functions   are as follows:

1.Producing invoices and checking payments are received and chasing up overdue payments.

2.Recording money received.

3.Preparing the payroll and paying staff salaries.

4.Producing cash flow forecasts and regular financial reports for senior managers.

5.Producing the statutory accounts  each year.

As we know, there are lots of departments such as marketing & sales, research & development , human resources , finance, administration in college. Each departments owns the different key function and mission. In order to achieve the company’s mission and goals, all departments should have good relationship to support and work together.

Interrelationships

According to my view of administration department’s the target is to recruit 500 students. To achieve their targets, they need funds and to achieve a company’s mission, administration department and finance department have to work together and also the college should maintain the relationship between all functional and process to reach the best performance. When one of the processes has the trouble, that will make all project delay. Then they can not achieve their goals and objectives. This is why it is very important interrelationship between process and functions within the organisation.  Also as one department achieves their objectives this will affect the other aims of the other department in terms of resources, finances and organising of activities.        

1.2     Describe and justify the methodology used to map processes to organisation’s goals and objectives.(AC1.2)

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I am choosing his flow chart for example if administration department is targeting 500 students to recruit, they have to get the improvement from the top management. The decision will be made by the board of directors. If they agreed to prepare funds and other information given to the finance managers. If they said ‘yes’, they can arrange an open day, but if they said ‘no’ that will mean no funds and will have to go to another meeting.

The goal of administration is very important for a successful program of the college .The management expect the administration department to deliver as good as they want, they should coordinate and supervise everyone that is enrolled in the college in an efficient way by giving them correct information on how to enrol all the 500 students, because this leads to achieve college goals and objectives. The other hand you need to plan ahead to next couple of years what' s you targeting for 500 students or more than that and what are the sources you need to achieve the target etc. Then admin dept. can achieve their enrolment goal.

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The finance dept. have to monitor the dept. budget to check managers are not overspending for the student recruitment advertisement, what is the estimate budget, are they spending within the budget or do they need extra over the budget. These are all the decisions that have to be discussed with the top management. Finance dept. aim is to maximize revenue specially control the cost for the advertisement. The above flowchart explains all the processes of what the finance dept. do to achieve their goals to recruit 500 students for the college for the year ahead, minimizing the process of the cost. It is very important giving right estimates and information on time.one of those process goes wrong with the finance dept. Its effect the whole project of the college.

1.3     Evaluate the output of the process and quality gateways of the     organisation.(AC1.3)         

Quality gateway is the most important process in the college. It builds a reputation for the business organisation. First we need to focuses on who is involved in the quality gateway, is it one dept.? If so who? What kind of sources you need? Etc. First you need to answer those questions and also need to think about the organisation culture. As we know money spent on advertising can also be seen as an investment in building up the business .It is important admin dept. And finance dept. giving all their data, information and reports to be accurate and on time.

This process has to be a fast and easy test of requirements. If anything goes wrong with the process the college cannot achieve their goals. My opinion is instead of putting advertisement in the national newspapers we have to choose local newspapers, distributing posters in the local area etc. Then we can get big responds to achieve to recruit 500 students or more than the target. That’s the reward goes to the administration department. The quality gateway exists in the Student recruitment area in order to determine if the budget has achieved the required number of respondents and therefore if not then a bigger budget is required and more advertising in order to achieve the required number of applicants.

2.1.        Design a plan which promotes goals and objectives for your own area of responsibility

2.2.    Write SMART objectives, which are specific, measurable, achievable, realistic and time-based for your department that align people and any other resources in an effective and efficient way. (AC2.2 – Example below)