Currently, Simple Getaways has 12 offices, each of which maintains its database and has different access to information at any one point. In addition, the offices are not entirely digitalized as some internal affairs are operated using papers, such as requesting for an off day, vacations, and other administrative tasks. As a result, the monitoring of real-time operations between the head office and the branch offices becomes a difficult task and one that leads to mismanagement and underperforming. The situation needs to be corrected as it poses the following challenges to the stakeholders:
- It is hard for the top management to monitor real-time operations of the offices. For instance, the problem of multiple documents may make it difficult for office managers and headquarter managers to formulate proper rules and decisions to govern the organization. Moreover, employees find it difficult to communicate efficiently with the various travel agents seeking clarification about an upcoming event. The improper monitoring of real-time operations between the offices affects the stakeholder’s abilities to implement policies and come up with decisions that might help the organization. This challenge affects both internal and external stakeholders in the sense that they lack to put the business in a competitive environment because there is inconsistent monitoring of operations between the offices. Moreover, the absence of surveillance processes inhibits the stakeholder’s power to initiate projects and other developments within the organization because stakeholders expect to achieve specific objectives that will help the company.
- Having different office stores may hinder the organization from applying for financial loans from creditors because such financial institutions require corporations to deliver a proper record of operations for the business to qualify for a loan. This may also affect suppliers from supplying resources to the organization because the offices operate differently instead of having a mutual relationship. The improper administrative tasks evident in the Simple Getaways affect the stakeholder’s ability to influence the organization effective compliance of rules and regulations, consistency in operations, and conflict resolution. A company needs to work together with its departments to assist relevant stakeholders to chip in their efforts and decision-making abilities to help the organization succeed.
- The lack of proper documentation, delays in operations, and multiple documentation resulting to errors may hinder stakeholders from investing in such a company, and may lead to a decline of financial return on their behalf. This is evident because investors wish to invest their money in places where they will receive substantial financial returns. Besides, the lack of proper documentation and accuracy hinders stakeholders from evaluating the financial stand of the company and its market value. Evaluating of these two factors enables stakeholders to align the finance function of the organization, maximize the effectiveness of its resources, and standardize processes within the organization. However, all this is lacking in the Simple Getaways management, therefore, posing a significant challenge to the stakeholders.
The current situation at Simple Getaways is such that there exist some rigidities and barriers to filing and sharing of information both within individual offices and between different offices in different locations. It is not only difficult for a person in a different office or the head office to access information regarding a sister office, but it is also tough for employees within the same office to retrieve information from their office. For instance, government agencies may face a difficult time in determining the credibility of the organization due to the existing internal problems in the company. The 12 offices should work together in harmony to attract investors, public participation, and other relevant stakeholders to participate in the running of the business. Besides, the actual performance and the desired performance of the organization significantly differ because the company is performing badly regarding communication between the offices and an unconventional way of accessing and retrieving data. For instance, the company’s problem of improper administrative tasks, multiple documentation of documents, improper monitoring of real-time processes, among others, considerably contrasts with the desired performance of effective communication, real-time monitoring of operations, accurate record keeping, and other administrative tasks. Other desired performance of such a company includes easy and quick sharing of information and a sustainable client database that is easily accessible by all the departments within the company.
The company will need a new database management system that will incorporate all the offices into one organ for it to solve the current problem and bring the current information management system up to standard. For this to commence, the company should select a reliable web-enabled database management software that will suit the organization’s needs. There are several such databases, and they include MySQL, Oracle RDBM, IMB DB2 and Microsoft SQL Server among others. For instance, Simple Getaways will significantly benefit from using MySQL database because it contains a relational database system, which consists of a collection of data items organized into tables; hence, eradicating the problem of having multiple versions of documents.
The database should have partitions for general tasks, office tasks, and administrative tasks to enhance sharing of information between employees in different offices. For creating a good material and write useful information it’s better to use a professional writing service like Mypaperwriter. This will ensure that all employees in various departments have access to the same data. The partitioning of tasks in the database will aid the organization in collecting daily reports, as well as extend and create other functions without having to modify earlier applications. For instance, a branch manager in one of the offices of Simple Getaways would like to view a report on all customers visiting Haiti. The manager will only visit the database and access the table that provides information about client travel reports.
Documentation and conducting of administrative tasks will be enhanced by the presence of authorized personnel who will access and edit documents from all the offices in one location. This will facilitate the management of employees and reduce the bulk of paperwork because the database is designed to produce high-performance results. For this case, Simple Getaways will not suffer again from the problem of delayed processing of sick leaves, vacations, and other office tasks. Furthermore, the web-based database will enhance easy access of information by employees, and this will help employees to collaborate with one another in creating projects regardless of their location. In the case of Simple Getaways, easy access to information will enhance productivity and efficiency, and there will be a reduction of backlog in terms of documentation and other administrative tasks.
Such an optimized database with an enabling user interface will facilitate the removal of paper use in the office, and ensure members have access to the current and same database regardless of their location. Moreover, the organization will enjoy the stable internet connections facilitated by the databases fast data insert capability, and specialized web functions to facilitate searches. The high-speed internet will allow employees located in different offices to share, edit, and confirm inquiries from clients without having to use the old system of sending office tasks through email, which ended up being mixed up and inaccurate; thus, hindering a rapid management process.
Equally important, the Oracle Database will aid the organization to get rid of the old cabinet filing system to a more efficient and rapid method of saving documents. Documents will be easily arranged in order, and accessed without difficulty. Besides, the database will protect the safety of the organization by evaluating all transactions to reduce instances of illegal businesses. The Oracle Database will also aid in administrative tasks such as backup and recovery, system performance tuning, space management, and performance tuning. Other helpful features included in the database that will help the Simple Getaways Company to run smoothly include the automatic workload repository, automated maintenance tasks, server alerts for problems that can be handled by administrators, and the advisor framework. The mentioned features will boost smooth running of administrative tasks and reduce delays as evident in the management of the Simple Getaways Company.