Exercises and questions about automation and business administration

AUTOMATION CONCEPT

Identify two tasks that do not warrant being automated, explaining why.

In a piñateria the manufacturing workshop could not be automated by a machine that made piñatas, since it is cheaper to pay a piñatero.

The employee of an ice cream parlor, could not be automated by a robot, would cost too much money, human resources are better.

Identify two tasks that deserve to be automated, noting how you suggest it be done and why it should be done.

In a 24-hour puncture, the employee's task of changing the tires could be automated, since with a machine to remove the tire from the rim, you will not have to strain, save time, could make more punctures, the owner would not need as much hand labor. work, since there are always 3 or 4 employees per shift, they could only be 2.

For companies that make switches, I mean of all kinds, they could make one for when people want to bathe in their shower, they would only have to press the switch and not turn the knob, leave the knob behind, have already graduated how you want the water to come out and press the switch.

Identify two tasks that have been successfully automated, how they did it and how they were done previously

In restaurants, the self-service service, serves more people, before people waited for someone to vacate a table, now you can go to the self-service and eat at home.

In taxi companies, the taximeter is an innovative way of providing this service since it is a quick and fair way to measure distance and the fare is fairer. Before it was not so easy for taxi drivers, and they gave totally disagreeing rates to everyone, it was not entirely fair.

EXERCISE 2

ADMINISTRATIVE AND PRODUCTIVE TASKS

Choose any company and solve what is asked of you below: Jimmy John´s Sale of Sandwiches

Mention 5 productive tasks of said company.

Prepare vegetables for breads Prepare cold bread trays for baking Bake bread Prepare cold tables and restaurant area Prepare cash registers and home delivery

Mention 5 administrative tasks of said company, classifying them according to the criteria set forth in this chapter.

Make flyers for all stores Keep accounting Have fortnightly checks ready Advertise restaurant Take care of franchise royalties

Mention five existing positions in the company and qualify them.

General Administrative Manager Store Operations Manager Store Manager Cashiers Preparers

EXERCISE 3

TASK ANALYSIS

You must select two tasks that are performed in an office. You should analyze each of these tasks, studying who does it, how they do it, with what they do it and when. You should also answer the question: why is it done? Or is it important that it be done?

HOMEWORK	Accounting of a company	Receptionist
Who?	Accountants, people trained to do this job, carry and control the finances of the company	Human resources, usually they are women, trained for work, receiving calls, and attention to the public within the office
how?	Working in an orderly manner, verifying the expenses against the company leaving, keeping the accounting books up to date, petty cash	Serving clients by giving a good image within the office, answering calls and making calls, receiving messages, faxes, etc.
With what and when?	Using computers with specific programs for this job, using accounting books; in their available hours within their working hours.	At a desk with telephones, fax, computer where you can file all kinds of information of clients interested in the company, during the course of the week, 8 hours a day.
It is important?	Control the profit and loss of the company.	It is important since it must take care of serving the public that wants the services of the company.

EXERCISE 4

PRODUCTIVITY

Identify a position in the office. Define what the person does in this position and what produces

Manager. In this position he makes the decisions, gives tasks to other workers, has the greatest responsibility.

It produces that the company runs well and has control within it.

Based on a baker, define what the person does in this position and who produces

Baker: Prepare all the ingredients, mold the dough, prepare the oven, take care that nothing is missing in the preparation, that everything is fine and produces bread.

Based on a footballer define what the person does in this position and what produces

His task is to keep himself physically well, to be in good condition, to get to his trainings, to play games well and as a person he is owed to the public and produces goals and money for himself and for the company he plays.

Explain in terms of the productivity of a:

Journalist

In making news

Typist

In making more words per minute

Seller

In making all possible sales in a certain time

Explain in which terms the productivity of:

Shoe factory Shoes

Internet service provider Users

Book Publisher Books

EXERCISE 5

BASIC ADMINISTRATION CONCEPTS

Define in your words the basic activities of the administration

Planning: establishes the vision, mission and objectives of the organization.

The organization: develop a good organization to carry out the plans very properly.

Execution: the activities resulting from the planning and organization steps are physically carried out and the people involved carry out their tasks.

Control: it ensures that you are walking in the right direction and that objectives are achieved.

Explain the importance of locating an office task within administrative activities

The administrative tasks are not the same as the administrative activities, the tasks are the tasks of an office and are very important for the administration since they are the result of the planned and their execution is fundamental to achieve our objectives.

Explain what is administration

It is to take control of what is planned in an organization, to ensure that all the administrative activities within the office go well as well as the productive part, the good execution brings us to control which will give the company satisfactory results.

EXERCISE 6

CAUSES OF AUTOMATION

Explain the 5 most common reasons why automation is necessary

The five most common reasons are capacity, control, communication, cost, competitiveness, in capacity faster access to information is required, if customers, sales or volume increase. Control requires greater accuracy, communication, integration and communication in the different areas of the organization, cost, monitoring and cost reduction. And competitiveness in the context of competition automation helps to attract customers leaves a margin of competitive advantage.

Select an office and describe your current situation. Then consider whether one or more of these common reasons can be applied.

A grocery store

It is very well stocked and every time they have more products to sell, it has three employees. Their priorities are to have the Basic products, as well as sweets, carbonated waters, juices and a variety of chips, etc.

The current situation is that they also sell prepared food that some suppliers give you, such as hamburgers, hot dogs, enchiladas, breads with chili, etc. As well as they sell liquors and beers. Undoubtedly they need communication and in terms of capacity and volume their conditions require faster access. If you analyze them they have two of the most common reasons to automate.

EXERCISE 7

STRENGTHENING THE AUTOMATION CONCEPT

Based on the article you wrote in section 1.1 in which you described what you think is office automation, analyze what was wrong. Ask people in your office, business or home what it is to automate an office, in your opinion. Discuss what your definitions have in common. Analyze at what point they do not agree with what is stated in this text.

Make office tasks faster and more efficient using technological resources

To automate is to do something automatically

To automate is to work automatically with the slightest human help. All the definitions are very similar in which they tell me the same thing; just like the textbook.

Based on the answers given in the chapter to the question: Why should I automate? And when should I do it? Describe a case or personal experience of three processes that have been automated, identified the pre-automation situation and the reasons why they were automated.

In my house we went through several experiences in which we had to automate certain household chores that warranted thinking one of them was shopping for the house, as we are all out most of the time we bought the food necessary for the day now it is bought weekly, We all did the cleaning service but we were very lazy, a girl was hired to do it.

EXERCISE 8

COMMUNICATION AND ADMINISTRATION

Increase acceptance of organizational rules by subordinates

In this case, a good communication to the subordinates making them understand that the organization rules, by means of a constructive talk, and reaching an agreement.

Obtain greater dedication to organizational objectives

Through good administration the objectives of a company can be carried out; there are four administrative activities, planning, organization, execution and control.

Provide the necessary data to make decisions

For a company to investigate any type of information to obtain data from which decisions can be made, one must be sure about the information that was investigated or that comes from the same company, so that the decisions are objective for the company.

Clarify task responsibilities, identify positions of authority, and set responsibilities for performance

EXERCISE 9

COMMUNICATION AND ADMINISTRATION II

¿Illustrate a communication process between two people created by you. Identify the stages in communication, as well as the recipient, the message, the medium and the source.

Communication Exercise

The Lord plans the question, he is the transmitter, at this stage he will transmit the message.

The message is encoded and the medium through which the planned message is communicated is selected. The means can be speech, writing, signaling, physical relationship, etc.

Reception: This implies the physical reception of the message: listening, seeing, feeling, understanding, etc.

Decoding and response. The message has already been received. Now it's up to the receiver to decode and interpret it. What does it mean? What should I do?

Feedback . The reaction of the receiver to the message is a form of communication to the transmitter and in reality another communication process is carried out again, where the transmitter is the receiver of the new message.

Noise. It is an element and / or activity that bothers, confuses or makes the communication process more difficult. It can be anything from awkward writing, to a noisy worker hammering the ceiling, to a very low tone of speech, etc.

SUMMARY

Terms - Most important concepts

Summarize in your own words the terms or concepts explained in this chapter.

What difference is there between automating and machining?

Automating gives the idea of doing something automatically, the least human intervention, mechanizing is doing something mechanically.

Explain each of the administrative activities

Planning: establishes the vision, mission and objectives of the organization.

The organization: develop a good organization to carry out the plans very properly.

Execution: the activities resulting from the planning and organization steps are physically carried out and the people involved carry out their tasks.

Control: ensures that you are walking in the right direction and that objectives are achieved.

Define the five most important reasons why companies decide to automate

The five most common reasons are capacity, control, communication, cost, competitiveness, capacity requires faster access to information, if customers, sales or volume increase. Control requires greater accuracy, communication, integration and communication in the different areas of the organization, cost, monitoring and cost reduction. And competitiveness in the context of competition automation helps to attract customers leaves a margin of competitive advantage.

Explain each of the categories into which administrative tasks are classified. From an example

Explain what considerations should be taken into account, regarding the equipment, when you want to automate.

It should be borne in mind that it is not only to buy the equipment, it must have a backup of a system to use it, procedures must be clearly established. Equipping implies knowing the capabilities of the teams.

Explain what is the goal of office automation.

The goal is to increase productivity

Define what is productivity.

It is an indicator that measures the efficiency of the process of transformation of inputs into products.

Explain the communication process identifying each of the steps, as well as the elements involved.

He is one of the most important facilitators of administrative activities. The communication process has several steps: The transmitter plans, the message, the message and the medium are encoded, reception, decoding and response, Feedback, noise.

Explain each of the categories in which the administrative tasks are classified

Explain what is the importance of communication in the administration

It is one of the most important facilitators of administrative activities. The goal of communication is understanding. Communication helps planning be well executed, the organization is executed efficiently.

Explain the productivity formula

Productivity is a relationship between the inputs invested in producing the output or product.

Productivity = Results = Outputs

Resources used Inputs

Explain that it is not automate

Just put a computer equipment to work.

Just buy electronic communications equipment

Only make changes or improvements to procedures

They are isolated actions, they do not guarantee their success and they are not an AO process.

Mention various channels used in the communication process

Among them are: speaking, writing, making signs with gestures, physical relationship, etc.

Define the term systematization

It is understood to visualize the company as a system and to standardize the procedures and work methods that are carried out in it so that anyone who enters work can easily join and understand how to carry out their work.

COMPLETE

Fill in the following spaces in the following sentences with the appropriate phrase or word:

Doing something automatically, that is, with minimal human intervention is known as

Execution is the administrative activity in which measures are taken to initiate and continue the actions required for the people involved to execute the tasks.

Control is the administrative activity that establishes the vision, mission and objectives of the organization.

If the task can be performed without human intervention, the task is said to be

Noise is an element and / or activity that bothers, confuses or makes the communication process more difficult.

The place where administrative tasks are performed is called

The equipment is treated as the equip or provide office equipment required to perform administrative tasks.

The various tasks carried out in an office are classified into: Decision making, Information manipulation, Administration, Communications, Document storage.

A system is a set of components that when interacting produce an output.

By systematise it means the view the company as a system and standardize procedures and working methods in it are made so that anyone entering to work can easily be incorporated and understand how to carry out their trabajo.Al process involving systematization and equipment of the administrative processes of an office, relying on two disciplines: administration and computing is known as: Office Automation.

Exercises 10 to 16

Episode 2

EXERCISE 10

INFORMATION CONCEPTS

Illustrate the concept of information.

number 5 cases of information (Remember to identify the recipient).

For car drivers the STOP sign. Do not continue.

Television in general public.

The newspaper is a written informant for readers.

Books are information for students.

Still for a trained dog

Using the same element from the previous paragraph, determine when it could be considered as a data.

For someone who does not know how to drive.

It is a fact for those who cannot see.

Fact for people who cannot read.

For people who do not study.

Dogs that are not trained.

DESPITE… why do you think the information is important for the administration?

Information is important in administration since it is a very useful resource for decision-making within a company. Without good information, an administrator would risk a lot if he makes any type of decision. The type of information that a company requires must be exact, timely, concise, complete and confidential.

EXERCISE 11

IMPORTANCE OF INFORMATION

Analyze 5 examples where the cause of the problem is the lack of information

When someone does not attend a meeting that has changed its date. News is given in which it is not true due to lack of information. When buying a computer, you can buy something that is not well updated due to lack of information. Due to lack of information, a boss can even fire an employee. Bad information could be devastating in a business.

Explain the type of information that is required at each level of the organization

The existing levels within an organization are: Office level, at this level are repetitive tasks and transactions, the information is manipulated and detailed. At the operational level, there are defined and short-term tasks, the information required is summarized to carry out controls. At the tactical level, they are goals and objectives to be achieved, periodic information is required to evaluate the achievement of goals. Finally, as strategic, the information must be summarized and grouped.

Explain the importance of information in administration

The most important information is vital, to make decisions you have to know how things are going, without information about what is required it is only improvising, and when improvising you risk a lot. Information within the administration is of great importance, the value of the information depends on the degree to which it serves to reduce uncertainty in the decisions made.

EXERCISE 12

FEATURE OF THE INFORMATION

Choose five things in which information is handled in the organization. Then analyze in each case what each characteristic means: truthful, timely, exact, concise, comprehensive, confidential.

Savings account Warehouse inventory Sales summary of a home store Price list in a greengrocer Company earnings in 5 years.

In the savings account it must be exact information: it is measured as a percentage of correct information in relation to the total information generated. The warehouse inventory on your property must be accurate and timely and is at the office level. Sales Summary is information at a tactical level, in an accurate and concise manner. Price list is operational level, all information must be clear and orderly, and accurate in this case. The earnings of a company is confidential information, it must be summarized and grouped.

Explain each of the characteristics of the information: truthful, timely, accurate, concise, comprehensive, confidential. Which is the most important according to your criteria?

Exact: it is measured as a percentage of correct information in relation to the total information generated

Timely: It must be available at the right time. Accurate.

Complete: That it is complete, that is to say that, in addition to being exact and timely, it should not forget any aspect that is required.

Concise: brief and to the point. Presenting only the relevant aspects of the information.

Confidential: It comes from the word trust. It is important to ensure the confidentiality of the information, that only the people who have to manipulate it can have access.

EXERCISE 13

PROCESSING ELEMENTS

Various processing cases are listed below. You are asked to indicate the three elements that comprise it:

Make a pants

Entrance: canvas, thread, sewing machine, scissors, brooches, machine to put brooches. Process: Cut the canvas to the desired size, cook it, put pins. Output: pants.

Prepare a magazine article

Entry: art agency, advertising staff, article information, work materials, computer. Process: Start everything, working, putting photos pasting texts, etc. Output: Magazine article.

Prepare a report of total overtime by department

Entry: Overtime report of employees, accountant, report sheet, computer to work it. Process: Put the accountant to work to work the report sheet. Check Out: Overtime Report Sheet.

Prepare a product catalog detailing its main characteristics and sale price

Entry: advertising agency, art direction, work materials, photographs of the products for sale, texts, prices of the products, information required in the catalog, (measures, colors, fonts, etc.) production, magazine paper, production staff. Process: Everyone to work and proceed with the catalog. Output: Detailed product catalog.

Prepare a summary of sales by sector

Entry: Sales sector, where the report will be, sales summary information, administrative office, secretaries, accountants, computers, paper, Sales manager, delivery time. Process: Work together within the office, verifying that all the information is correct. Output: Sales report for that sector.

EXERCISE 14

ELEMENTS OF PROCESSING II

Identify the input, process, and output in the following cases:

1.Voting system to elect the board of a Neighborhood Committee

Entry: Administrative Staff, assistants to order the votes, computers, voting program, voting date, ballot papers. Process: Receive all the votes, process them, verify them. Exit: Neighborhood committee directive.

2.Calculate the average of tasks in the course of Automation I

Entry: Automation textbook 1, person to average, adder, answer sheet. Process: review and add tasks. Output: Calculation of Automation tasks.

3. Carry out an investigation of the history of office automation

Entry: student to be research, Automation books, computer, printer, paper. Process: investigate, do the job, print it. Output: History of Automation.

4. Calculate the class average in the computer course

Entry: Who will be the job, registration informant, have the results of the course, computer, printer. Process: Perform the job print it. Output: Class average of the computer course.

5. Calculate the average of all the courses of the Faculty of Engineering in a semester

Entry: No. Of faculty courses, results of each course, number of students, computer, average calculation program, printer, paper. Process: Process the information obtained and print it. Output: Average of courses at the Faculty of Engineering.

EXERCISE 15

LIFE CYCLE OF INFORMATION

Define each step in the information cycle

Build on the following information products by identifying each phase in your information cycle:

a Generation monthly report VAT payable

Collect all the expenses made during the month, next process all the data and obtain the required information, then comes the distribution of the information.

b Letters and documents received

All documents and letters received must be collected, then the numbering (counting) of existing documents is processed. At the end we will have our information and we will know the documents we have received.

c Cash flow report produced for the financial manager

Here you have to collect all the money flows that you have already received from the company in cash and transactions that could have, all this data is processed to obtain the desired information, then the information is distributed to the person who requested it and this person will use it in company profit.

d Report of products with the highest and lowest turnover in the year

This report should collect all the necessary data, products in stock, report of movements in the year, data from suppliers about the products sold during that year, etc. Process the data obtained to obtain the information on the highest and lowest movement rotations during the year, distribute the report to the applicants.

e Email messages received by the IT manager

Collect all email messages received, process the collected data and obtain the information, distribute it to the interested party.

EXERCISE 16

LIFE CYCLE OF INFORMATION

Explain the security, legal and privacy aspects that must be considered when automating tasks that involve information processing

Well, make sure that the information is not lost, falls into the wrong or ill-intentioned hands, or is altered.

Another aspect of security is regarding attacks or penetration by people totally unrelated to the information system.

The physical security of both hardware and software must also be considered. Includes protection against any damage or destruction caused by fire, flood or sabotage.

Explain what is negligence and what is fraud when it comes to information. Of examples

Neglect is that someone outside the organization is unnecessarily disturbed and is the result of poor system control. Eg: it is when a person has already made payments to the company or is up to date in their accounts and due to lack of control in the system, collection notices continue to be made.

Fraud is a premeditated or unconscious effort to defraud the system. An example is that of a bank developer who creates non-existent savings accounts to try to defraud the system. You can modify the programs so that they deposit to those accounts.

SUMMARY

Terms - Most important concepts

Summarize with words your terms or concepts explained in this chapter

Information is a very valuable resource for human beings and can be represented in many ways. Explain

They can be signs, a color, data, a conversation. This tells us that the information not only has to be written, any data or signal can be information if the receiver decrypts it.

Identify each phase in the information life cycle

The stages in the information life cycle: Collect, process, distribute and use

Explain in what circumstances a fact is considered information and in which data is considered

It is information when the receiver gives meaning and utility to the data, if not, it is simply a data, eg: the newspaper for a person who cannot see.

Analyze each of the characteristics that the information must possess

The characteristics of the information are classified into form and substance. The information must be: Exact: it is measured as a percentage of correct information in relation to the total information generated. Timely: it must be available at the right time. Accurate. Integra: That it is complete, that is to say that, in addition to being exact and timely, it should not forget any aspect that is required. Concise: brief and to the point. Presenting only the relevant aspects of the information. Confidential: It comes from the word trust. It is important to ensure the confidentiality of the information, that only the people who have to manipulate it can have access.

Three stages or elements can be distinguished in all processing. Explain each of them.

Entrance: all the raw material that serves as the basis for making the product. The Output: is the product that is generated after performing the indicated process. THE process: they are all the necessary steps to convert the raw material into the desired product.

Explain the type of information required at each level of the organization

Office level, at this level are repetitive tasks and transactions, the information is manipulated and detailed. At the operational level, there are defined and short-term tasks, the information required is summarized to carry out controls. At the tactical level, they are goals and objectives to be achieved, periodic information is required to evaluate the achievement of goals. Finally, as strategic, the information must be summarized and grouped.

COMPLETATION