Department Monitoring & Support

Transcription

1 expand International Consultancy GmbH Universitätsstraße 15/Bauteil FE, 8010 GRAZ, AUSTRIA Telefon: , HANDBOOK Department Monitoring & Support Summer term

2 Table of content 1 General responsibilities Creation of Folders Folders at J drive in the office Folders in the office Mail administration Incoming Postal Mail Incoming s Outgoing s General office management Data security Administration of the expand webpage Purchase assets and planned expenses Purchasing Simulation of invoices Staff Purchase Monitoring of practice firm market Revision of the business plan Mass-mailing Modelling of expand...9 2

3 1 General responsibilities Your general responsibilities in the department Monitoring and Support are: Update the folders in the office for each department (Accounting, Marketing, Learning Point, Consulting, MONI) at the beginning of the semester Create a new folder on J drive (expands drive available via the PCs in the practice firm office) and create the necessary folders (one for each department or process, subfolders will be created by the employees of expand themselves) You are also responsible for accurate postal mail and traffic organisation You are in charge of the general office management (e.g. create lists) Check the office equipment Support all departments in technical questions monthly data saving of the contents on J drive Create and maintain the website Create and maintain templates and outside visualization together with Marketing if asked Purchase and if necessary simulate regular expenses at the PF-Market Provide information for the staff purchase together with Learning Point Monitor the PF-Market Revise the Businessplan Mass-mailing of product portfolio at the end of the semester Modelling of expand 2 Creation of Folders As a member of the department Monitoring and Support you are responsible for the office management. This includes the creation of folders in the office and at drive J. 2.1 Folders at J drive in the office Normally the members of expand should not have a problem to have access at the drive J. In case any problems occur, ask the management to grant you access to the drive. For the new semester you should create a new folder WS/SS XX/XX. This folder should include subfolders for each department. You can develop your own structure, but keep in mind that there should be a folder for: 3

4 Each department Projects (in case there will be some) Meetings Templates (including logo, letter, order form and so on, Marketing is responsible to create templates, so the content will be put in this folder by Marketing) PF-Visits Lists Password list (!!!): this list should be displayed very well (each member should see it at the first glance!) 2.2 Folders in the office At the beginning of the semester it is very important to create folders and boxes for each department and process. You only have to create new folders (please find the templates on j drive) which are really needed by the departments and processes. You are not responsible for the structure or the allocation of the files. However, Monitoring and Support has to allocate all postal mail to the right boxes in the office. Every department and process is responsible to sort the mails in the right folders. MONI is only responsible for placing incoming invoices in the Accounting inbox, incoming offers into the Offers inbox and orders into the Consulting inbox. 3 Mail administration The mail administration includes dealing with postal and electronic mail. 3.1 Incoming Postal Mail You should check the mail of expand at least two times a week. When you open the door of the office of Institute for Business Education and Development (RESOWI - G1) you will find on the lefthand side two mail boxes (one for expand and one for KFUNIline). At the beginning of the semester there is always a lot of mail. Monitoring and Support has to pass the mail to other departments, that means the other departments depend on our work! Stamp the letters with Eingegangen am... and hand it over to the departments/processes concerning: 4

5 orders to Consulting invoices to Accounting offers to the folder Offers staff purchase invoices to the folder Staff Purchase other things to the folder other 3.2 Incoming s Access the ZID-account by using the web access at the website .uni-graz.at! Make sure to use Internet Explorer, somehow, other when using other browsers, you may not be able to see the folder structure. User name: edvz\wipmail8 Password: susi78 Our address is In the expand account you find folders for each department/process and for the projects. You should distribute the s from the folder Posteingang to each department/process folder (like the incoming letters-post). Inform pandas to check their department/process folders on their own. Do not forget to send the user name and password to the other members of expand. 3.3 Outgoing s Each department/process writes s concerning the practice firm work from this account. Inform pandas to write their name and department on their s! The members have to check the account for new s independently. 4 General office management For efficient work at the practice firm, it is necessary to provide information at the right time. Due to that fact, you have to update the office hours at the ACT homepage in the commercial register (please find the login data on the password list). In case you have valuable information for the other practice firm members put it on the pin board in the practice firm office or write an . If you send out an official mail to all staff members, please do not forget to send it also to the management! Create following lists for the pin board in the practice firm office: Staff list (with names, addresses, telephone numbers, department/process) Practice firm visit list 5

6 Holiday list Allocation list (allocation of moderation, catering and protocol) Office material demand list (maybe together with KFUniline) Staff purchase list (the members should have an all-day-long access to this list, because you have to monitor the staff purchases more about this later! We saved the lists from this semester on J drive for you. It is also your tasks to ensure, that every item in the office works and to replace it if these things are old, outdated or maybe the paper or the toner in the printer is empty. Simply go to the office of the department for business education and ask there to get your office supplies. 5 Data security At the end of each month, you have to save all the data on drive J on an external drive. You find this drive in the office or you will receive it from the management. At the last day in the office you are also responsible for putting the handbooks on the webpage for the new pandas. Try to find a place, where everyone can see it. Be sure, that the handbooks are also saved on drive J. 6 Administration of the expand webpage The official expand webpage is located on the Uni Graz server. The administration of the webpage is done by TYPO3 as all webpages from our university. In order to change the webpage you have to make sure you receive access to the TYPO3 backend. Please ask the management to organise this access or ask UNI IT for support. 6

7 Before you start working on the webpage it is highly recommended to read the TYPO3 handbook. You find our webpage on: The TYPO3 backend is available at: (Log in with your regular UNI Graz Online account) You will find a handbook about webpage-handling and TYPO3 on J drive as well as FAQs and further information at 7 Purchase assets and planned expenses expand is a model of a real firm. That is why we also need to buy assets and operating expenses. Therefore, MONI receives a certain budget from Accounting department. 7.1 Purchasing Monitoring and Support has to create expenses, for example electricity, office material (paper, folders, pens etc.), cleaning, trash, but also education (seminars) every month. You can be very creative but realistic when purchasing. Have a look at the business plan to find out which assets are maybe needed. On the ACT- Homepage you will find a lot of PFs where you can buy things. 7.2 Simulation of invoices In case you are not able to find the needed goods or services on the practice firm market, you have to simulate invoices. You are going to simulate invoices for rent, broadcasting fees etc. in order to make expands environment as economically genuine as possible. Please find the templates we used on J drive. We advise you to start ordering and simulation rather early in the semester. Before doing so, ask Accountancy for the budget to be spent. You can use the same simulated invoices every month; you only have to update the date. But remember, before simulating invoices try to find a practice firm, which is offering the products or services you need and hope for an answer. At the end of the semester you have to give an overview about the situation at the practice firm market (How many practice firms have answered and how many products you ordered). 7

8 8 Staff Purchase Staff purchase is used to animate the practice firm market. The job of all pandas as members of a practice firm is to act as consumers at the practice firm market. Each student working at expand has at least to do three staff purchases, more are not advisable: at least one at the international market (e.g. on the Online Trading Day or else via EUROPEN) at least one at the national market (PF-Visit) at least one at the national Webshop (Act) You have the possibility to pay with credit card or by using money transfer. Monitoring and Support has to, as mentioned above, create staff purchase lists where everyone needs to note down their staff purchases and the status (paid, not paid, waiting, cancelled etc.) You have to inform the pandas about: using the folder in the practice firm office for offers (Monitoring put all the incoming offers in this folder and all pandas can have a look at this offers it is more realistic to get an answer from this practice firms because you can be sure, that these practice firms are active) ordering with the name and address of expand (expand International Consultancy GmbH SP SP is the code for staff purchase) writing the SP on the staff purchase list on the pin board in the PF office collecting the documents (order, acceptance of order, bill of delivery, bill and confirmation of payment) and give it into the staff purchase folder in the PF office DOCUMENTS ARE PART OF THE PORTFOLIO! paying their invoices by himself/herself (ask accounting for help) For a step-by-step staff purchase instruction have a look at the document on J drive or ask Learning Point. 8

9 9 Monitoring of practice firm market Monitoring of the practice firm market includes the search for products and services needed by expand. You are going to write down the practice firms from which you ordered and whether you got a response or not, you might as well search the market for competitors (therefore, please have a look at the current business plan). 10 Revision of the business plan and handbook It is your responsibility to revise the business plan, therefore make sure to have a copy saved as a word document. You will have to read through the whole business plan, correct mistakes and update lately received information. The business plan consists of a pedagogical and a business part, please make sure to that everyone at least reads through their respective part in the business section. You might like to ask them to update the information on their department or process themselves. Make sure to save the updated version on J drive. The same procedure has to be done with the handbook. 11 Mass-mailing In collaboration with Consulting and Marketing you will handle the mass mailing at the end of the semester. Consulting provides the product portfolio and Marketing provides the text for the offer, your job will be to get the addresses, prepare the mass mailing for as well as postal mail and secure the electronically and physically prepared mail. Marketing provides the cover letter, you will have to get information on the delivery costs at the post office. To find the addresses of practice firms you may use We sent out postal offers to all Austrian practice firms, therefore we went to the website ÜFA-Suche. At the bottom of the side you have to choose aktive Übungsfirmen and a list of all Austrian practice firms appears. On top of the list at the right side you see an Excel sheet, which contains the necessary information. We also send -information to international pratice firms. 12 Modelling of expand To get further information on the modelling process of expand, please take a look in the business plan. 9