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Human Factors - Business Technology

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Business Technology – How has it improved or not improved business needs

Alicia N.Swann

University of Phoenix

TEC/401 – Human Factors in Technology

Tynia Landry

September 12, 2011

Abstract
This research paper will discuss how the ever changing technology has or has not helped out the business needs within my company. The discussion will be on the computers, to printers, to ordering supplies, and even how employees sign in and out for payroll purposes.

Business Technology – How has it improved or not improved business needs
Computers
The technology division at my place of employment is currently looking at ways to replace our current computers with energy efficient computers. In the past employees were asked to shut the computers down completely, however, that didn’t work for numerous reasons. The idea was brought up to replace our existing computers with energy efficient computers but still the computer must perform with high performance as the computers we currently have. As an administrative assistant it is sort of a benefit because assistants are the first line of employees who receive the newest or latest upgrades, however, it can also be a downfall. Many times with the new software it simply does not meet county expectations. When the expectations do not meet the standards it often times holds up the administrative work progress. This is due to the removal of the software that was installed, or the software didn’t work correctly, some computers we already obsolete and could not handle the newer software, so the computer had to be replaced all together. The list can go on and on why the new software did not benefit the County’s need. As far as the software the county is currently using, I believe the county has come a long way since I have been employed. I can only hope that with the energy efficient computers that will be replacing our current computers, they will continue to produce the same and will be successful the county needs.
Printer
At one time each employee had a personal desktop printer with a copier in each division. As the economy started a downward spiral, desktop printers started to disappear from individual desk. Each division received an industrial printer to go along with the copier the divisions already have. The problem with this quick fix solution, the new printer did not save the county money, in fact the county spent more on the printer due to everyone had to use this machine which in the long run cost more for toner, more for paper, time wasted for someone to repeatedly refill the machine with paper. In turn the county did research, and has since replaced the printer with an all in one machine. This machine is energy efficient. After a while of it not being in use, the machine will go into safety mode and shut off on its own. The paper trays now hold five times the amount of paper so time is not being wasted with going back and forward to refill the paper tray. In order to use any of the machines, you have to log on to the machine. The machine monitors what is being printed and by who. This process has stopped a lot of the unnecessary or personal printing which in the long run saves county paper, and toner. The only glitch we had with this new printer was, if you did not have your assigned key card to swipe you information was left in the printer so the technology division programmed the machine to where employees can still access the printer/copier by manually typing the log on information. The new machine has allowed employees to do a project all in one by simply setting the printing options. For example, the printer/copier now punches holes in your document if you set the command to do so. You have the option of two hole punch which you can tell the machine to place the holes at the top of your document, or three hole punch on the side. Often times the department do in house print jobs and this machine allows us to bind, fold, staple etc. It sounds simple enough but this was a huge step for county. Administrative Assistants were allowed to put the individual equipment in the closet. If, an employee by chance need to use the other equipment it is still there for their use.
Ordering Supplies
In the past, Administrative Assistants had to open several programs to find out what product was being offered cheaper than the other vendors. Before an order could be placed, Administrative Assistants had to open another program to allow us to view how much we had in the budget to order certain products, as well as to see if it is on the approved list. The process to order products was almost an all day task, telephone calls, verifications, approvals etc. Too much of a headache, and hopefully you accomplished what you started out to do. If you happen to forget to order a product, then the process had to be started all over again for just one item. Not a good feeling when you have been on the phone for three hours already placing a previous order. In modern times, county is trying a new set up. After years of complaints, the county has decided to launch a new program where all the information is now at a click of a button. You can access your division’s budget, see the approved list, enter a product name in the search engine and a list of vendors who sell that particular product or similar product will pop up. This system allows administrative assistants to order supplies quicker and move on to the next project. Once you have placed your order it sits in a basket, within one or two hours the person placing the order will receive a confirmation email stating if the order has been accepted or not. Depending on the time of day you submit your order, usually the next business day the order is at your office.
Payroll
Unfortunately, there are a lot of dishonest people the world. One of the major problems county has had was timekeeping for payroll. Many employees argued that they were on duty when in fact they never showed up for work. The county implemented a program where all employees are assigned a card to swipe. County is also implementing the fingerprint system because people have found a way to work around the card swipe to show their attendance. Either way, county has noticed a major reduction in time stealing, noticed that more people are reporting to work, and have noticed that more work is actually being done. Implementing such a system has helped out more than imagined. Accuracy in time, payroll is submitted on time with few to no errors, because everything is electronic we were able to go “green”. Going in this direction has been a major success from what I have observed.

Conclusion
Through the many changes of technology within my company, there have been a lot of great changes as well as some disappointments. Overall, it is about change and heading to a new direction in the workforce. No matter how much people do not welcome change, it is going to happen weather we want it or not. Most times, we will have to look at the benefits and how the change will affect us.

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