kCheck – Meetings and Business Travel Knowledge Questions 1- 5
1. Identify the key parts of this legislation that impact on organising meetings.
2. Identify the key parts of this legislation that impact on organising business travel.
3. List 3 types of meetings you are involved in and
explain the purpose of each meeting — insert answer table as per hard copy.
4. When organising meetings, explain the steps you take for the following:
a) Preparing the agenda
b) organising the requirements for the meeting such as venue, catering, IT requirements, etc.
c) record minutes that are accurate and reflect the meeting
d) distribute minutes to ensure that action items are completed as required.
5. Describe the steps you undertake when
organising business travel in relation to the following activities:
a) Confirming the purpose and requirements for the proposed travel.
b) researching the destination and identifying points of contact for the traveller.
c) booking travel and preparing the itinerary, including any required docume. ation.
Submission status
U)
0, Co
U) U)
Scenario
Read the following scenario and answer the questions that follow.
You are the administration manager for a small business where there are five employees working in the office plus six service staff in the field. The office is relatively well equipped with all IT and office hardware being approx. 3 years old.
Your office printing requirements seem to have been increasing steadily over the past 12 months and while the cost of printing was a minor consideration before, it seems to be creeping up consuming more of the office budget than seems reasonable.
You are not sure yet about actual costs but you have a feeling that printing costs may be getting out of hand. You tell the business owner of your concerns and she asks you to find out the facts and let her know the actual costs, and also what recommendations would you have for keeping printing costs at an acceptable level. She said to you; “We still need to print things, and the quality needs to be pretty good. We don’t want to be seen as cheap and nasty but at the same time we want to keep our costs down.”
From your office records, you are able to retrieve the details on actual purchases of all stationery and office consumable items for the past 12 months and your initial concerns seem to be validated by the information on purchased paper and ink cartridges. The purchases of printer related items for the past 12 months is as follows;
Month Reams of A4 Paper / $ Ink Cartridges Service/repairs Total $ per month
May 2 $18 $117 $117
June 3 $18 $196 $196
July 5 $30 $294 $294
August 4 $24 $235 $235
Sept 6 $36 $352 $352
Oct 6 $36 $352 $352
Nov 7 $42 $410 $85 $495
Dec 10 $60 $705 $705
Jan 1 $6 $59 $59
Feb 7 $42 $411 $411
March 8 $48 $470 $470
April 7 $42 $411 $411
When the business first started the cash flow was very tight and as a result a small, cheap colour ink jet printer, costing less than $200 was purchased. The cost of ink cartridges is $20.00 per cartridge and on average one cartridge needs to be replaced for every 170 A4 pages. In the first year of operation however, the business did not seem to do much printing and one ream of paper would last more than a month.
While a laser printer may have been out of the question for this small business three years ago it may be a better proposition now because the purchase cost of Laser printers has steadily fallen and the volume of your office printing has steadily increased. You do some preliminary research and find out that;
a) the Acme Laser Pro P1102J costs $99 to purchase, with a replacement toner that costs $67.99 and prints an estimated 1,600 pages.
b) the Acme Laser Bigun P4014L printer costs $699 to purchase has replacement cartridges priced at $172.99 for about 10,000 pages.
c) A replacement ink jet printer would now be approx. $69 but the cost and consumption of ink cartridges would remain similar to that show in the table above.
You are required to analyse the available information and present your findings to the business owner with recommendations on how to achieve maximum efficiency and economy with office printing operations.
Answer the following questions
Activity 2.1 : Using the information provided, create a single graph/chart that plots the actual cost per month for all three printer options, i.e. Ink jet, Laser Pro and Laser Bigun. Note this graph only represents the cost of consumable items i.e ink or toner.
(Insert your responses here)
Activity 2.2: Copy and paste the graph to produce a second chart and adjust your costs to include the purchase cost (Capex) of the ink and laser printers to cost of consumables. Spread the Capex over a full 12 month period.
(Insert your responses here)
Activity 2.3: Analyse the information and summarise your findings.
(Insert your responses here)
Activity 2.4: Prepare a short report (less than one page) for the business owner, including the graphs, your findings and your recommendations.
(Insert your responses here)
Project
This project is designed to take the underpinning knowledge you have gained throughout this unit and apply it to industry. If you are currently in the workforce you should apply this to your organisation.
If you are unable to apply this to a current organisation you must simulate the evidence required.
Read the following project outline:
You’re required to undertake a review of your existing workplace information system and prepare for information system changes. Submit your review in the form of a report covering all of the following:
Details regarding the current system including:
• The information systems used in your organisation.
• The types of information that can be found in each system.
• The technology adopted.
Identify recommendations for improving the current information system.
Information relating to the information systems future needs.
Outline of how the future information system reflects the organisations:
• Business plans.
• Customer and supplier arrangements.
A proposal to secure resources for information system changes including a:
• Cost-benefit analysis.
An overview of how you will prepare the team to adapt to the information system changes you’ve proposed.
• Change management concepts
• Training and development needs
Describe how you will monitor and review the changes following implementation.
