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OCR GCE in Applied ICT (Unit G041) Specification

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Ariela Bawol

on 4 January 2013

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Transcript of OCR GCE in Applied ICT (Unit G041) Specification

Functions within organisations Most organisations have staff who have particular responsibilities, for example, design or sales. These are the different departments of an organisation (which is called functions in the specification). Accounts department in Progress Blinds (2012) Makes, receives and keeps records of all financial records of Progress Blinds. It also prints and sends invoices to the customers. Information and its use Information is vital to any organisation. Candidates need to:
Identify the types of information needed by the organisation studied and the significance of the information
Learn how organisations collect the information they need
Learn with whom organisations communicate and what information they exchange
Learn about the types of information that may be exchanged
Understand how organisations are structured
Understand how organisations use and exchange information
Evaluate how well ICT can and does help organisations
Consider how ICT supports many different activities in organisations
See how ICT offers new opportunities The Summary of OCR GCE in Applied ICT Unit 2(G041)
Specification Types of Organisation Unit 2 will help the students to: In all types of organisations (for example, transport, electricity, hospitals, schools, banks and shops) there is a group/team of people that work together to make something or reach a certain goal. Different job functions that the students need to learn about are: Accounts or finance
Research and development
Human resources
ICT services
Administration Sales department Salespeople interact with the customers to help the choose the correct blind, and then go to the customers' house if they want a 'made-to-measure' blind to get the measurement of their window. The order processing staff receive and pass the deposit to the accounts staff and they also enter data into the SOP software. Distribution department It delivers the samples of blinds to showrooms and the finished blinds to the customers. Marketing department It deals with advertisement of the company, for example, producing glossy brochures that show the products that are available. Human Resources department It deals with all things that involve the staff, for example, recruitment, welfare and training. Design department As the name suggests, this department deals with designing new products or personalised products for the customers. Production department This department assembles the blinds to the customers' request. ICT services department This department services any problems regarding ICT, for example, hardware and software problems. Administration department The staff in this department deal with day-to-day tasks, for example, ordering the office supplies and dealing with the correspondence. Research and development department It researches new items that are popular in the market. The developing part of this department makes the existing and new products better. Personnel/HR Information about employees (name, address, employee number and position)
Often links with training and payroll Training Training records are an extension of the personnel system
Large organisations will probably record training plans for employees
records may also note special skills of staff so they can be found quickly when particular skills are required Candidates need to learn about the following functions and key systems by many large organisations: Payroll Another extension of personnel records - tax codes and rates of pay will link to the employee number
Often there is a computerised mailing system that prints letters with details of wage payments
Payroll is one area in an organisation that deals with many charges, for example, staff turnover and changes to pay rates.
It is also one in which confidentiality of information is particularly important
An important external link is with the Inland Revenue
Reports on pay roll information must be available to accounts managers to contribute to statements of profits and losses Design and development Records or changes to product design or to new products
Produce specifications for all products
May include production drawings Purchasing Links with stock control, accounts, production, and most other departments
Generates purchase orders and contracts for goods and services Sales Keeps records of all customer orders
Initiates the internal requests for provision of services or goods which may be sent to a despatch or delivery department. Research Keeps records of new products on trial or being investigated
May be able to forecast how long existing products will remain saleable
May define new areas of productivity for the organisation Accounts and finance Tracks money paid and money owed
Prepares a general ledger summarising accounts
Preparation of balance sheets and income statements
Keeps track of cash receipts and payments used to forecast cash-flow Stock control or inventory systems Tracks items held in stock by serial number
Records the number, cost and location of items held in stock
Often an automatic re-ordering process
Sometimes links with robotic systems in warehouses E-mail Used extensively to communicate information within the organisation and with external contacts
Useful for organising meetings as staff can post their availability on the system
Problems can arise if too little care is taken to decide who receives what information Internet and interanet Offer completely new opportunities that students need to consider
Some external, in that they open websites for outsiders to explore
Some internal, providing closed network facilities
An important aspect is e-commetrce, which is used to buy and sell goods on-line Students need to draw diagrams that help describe the movement of information in these organisations, including information flowing into and out of the organisation and between departments. Types of information that needs to be clearly identified in the diagrams: Customer orders Purchase orders
to suppliers Design and production
drawings Wages and tax-
paid details Records of staff training Names and addresses
of employees Stock details Invoices paid Monthly income Monthly outgoing Web publicity pages Monthly profit or loss Diagrams need to show the methods used for communicating information, including: Face-to-face Documents via internal or external post Edi (electronic data interchange) or
e-commerce Lan (local area network) on internet e-mail Telephone Facsimile Centralised database systems Mobile devices Diagram for Progress Blinds Salespeople Customer Face-to-face Blinds available Accounts Staff Customer Post Invoice Production Manager Branch Manager Telephone Blinds completion Order Processing Clerk Account Staff Internal mail Deposits Accounts Staff HR Manager Email Payments HR Manager Job Applicants Face-to-face Interview Job Applicants HR Manager By Post Application Forms HR Manager Job Applicants By Hand Contracts Branch Manager Warehouse Manager SOP System Order Form Warehouse Manager Suppliers By Post/Fax Order Form Customer Salesperson Face-to-face Personal Info Salesperson Administration Assistant By Post/Fax Order Form Administration Assistant Customer Telephone Appointment Details Administration Assistant Salesperson Face-to-face Appointment Details Sales and Marketing Director Operations Director Face-to-face Materials Customer Salesperson Face-to-face Decision Salesperson Production Manager Telephone Order Salesperson Customer E-mail Quotation Customer Office Manager By Post Deposit The impact of ICT on working practices Students need to learn about the technological developments that have taken place and the changes in working styles and employment opportunities that have resulted from these developments. In particular, students need to learn how ICT has had an impact on: Location and pattern Employer premises or at home
Allowing a 24-hour operation
Allowing personal flexibility
Being static in an office or mobile Work skills Keyboard
Analysis Re-training These changes made by ICT on working practices have also had a knock-on effect on employees. Students need to identify changes to: Social Aspects Changes in motivation for those no longer supervised directly
Risk of job loss, due to changes in work skills required and number of staff needed
Security of work, due to changing contractual arrangements between employers and employees
Reduced social interaction at work, but increased interaction with family and neighbours. The amount and timing of leisure time The balance of responsibilities Who is put under stress
Who takes the blame when things go wrong The fast-changing pace of ICT development Some employees experience stress as a result of these changes. Students need to identify how changes in supervision and increased automation may result in stress.
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