OACT 40013- Business Office Systems AND Technologies ( Common) PDF

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Polytechnic University Of The Philippines College of Business Administration DEPARTMENT OF OFFICE ADMINISTRATION BACHELOR OF SCIENCE IN OFFICE ADMINISTRATIONINSTRUCTIONAL MATERIALSFOROACT 40013BUSINESS OFFICE SYSTEMS AND TECHNOLOGIESPrepared by:ASST. PROF. MA. LOLITA V. ABECIAChairperson Department ...

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Polytechnic University Of The Philippines College of Business Administration DEPARTMENT OF OFFICE ADMINISTRATION BACHELOR OF SCIENCE IN OFFICE ADMINISTRATION

INSTRUCTIONAL MATERIALS FOR OACT 40013 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES

Prepared by:

ASST. PROF. MA. LOLITA V. ABECIA Chairperson Department of Office Administration and INSTRUCTOR SHARONA G. CALICA Part-Time Faculty Department of Office Administration

Overview The COVID 19 pandemic has considerably affected education systems on a global scale. With schools and universities struggles not to hamper the education of the students, the teachers are doing their best to keep learning going during this pandemic. PUP has adopted the flexible/blended learning in order to reach the students at home and continue their education.

 usiness Office Systems and Technologies course. This course of Welcome to the B the program Bachelor of Science in Office Administration (BSOA) is designed to develop the nescessary skills of BSOA students to become a highly effective administrative professionals performing administrative support for business executives and top management in business office and technological environments. It includes instructions on the current trends in business and technology, promoting students’ advancement of skills to adhere in today's intensive and highly automated business offices. In Module 1, you will be introduced to the broad environment of business and the contribution of Office Systems in achieving its goals. In Module 2, you will be focusing on the mechanics of Office Technology. In addition, familiarization with the different office technologies, as well as machines and equipment is included. In Module 3, effects of the modernization in the office will be the focus- thus, the modern office, trends and issues in workplace environment will be discussed. Lastly, Module 4 elaborates new trends and technologies. The topics in the four modules are carefully gathered and selected to get the latest information to match the advanced technology used in modern office today.There are learning objectives to be achieved and assessments/activities to be accomplished by the student at the end of the per week topics. Book references used are available at PUP Main Library, NALLRC Building, Sta. Mesa, Manila. Web references and links are also provided to get the latest information in the healthcare system. Questions, suggestions, comments and feedback matter. The teacher/adviser may be contacted by joining the google classroom created for the class with code number _____________ or through email address at __________________________ and at mobile no.

__________________. The student shall submit all requirements of the course via official courier of the University on January 13, 2021 to the respective teacher at the College of Business Administration, Department of Office Administration, PUP, Main Campus, Sta. Mesa, Manila. It’s definitely not easy to keep the learning going during this pandemic, but as we just saw, i t is possible. You can go with whatever time frame suits you, but, don’t forget that you can do it i n several sittings throughout the day instead of one. With few changes to your approach,  se of online learning, and acknowledging the situation, you can do it. All the best and smart u keep safe!

OACT 40013 – BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES Table of Contents 2 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Course Outcomes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Module 1 – The Business Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Part 1 - What is a Business A. Basic Concept . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 B. Characteristics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 C. Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 D. Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 E. Importance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 F. Social Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Part 2 - Office Systems A. Definition and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 B. Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 C. Flow of Work Process and Management . . . . . . . . . . . . . . . . . . . . . . . 27 D. The Office Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 E. Administrative Office Management Principles . . . . . . . . . . . . . . . . . . . 36 F. Effective Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 G. Improving Office Productivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Module 2- The Office Technology Part 1- Office Technology A. Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 B. Types of Technologies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 C. Communication Technology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 D. Technologies: Office Needs Today . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 E. Ways Technologies has Reshaped the Workplace . . . . . . . . . . . . . . . 56

Part 2-Office Machine and Equipment A. Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 B. Importance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 C. Selecting Office Machines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 D. Types and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 MID-TERM EXAMINATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Module 3 - The Modern Office Part 1 - Modern Office A. Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 B. Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 C. Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 D. Office Workspaces and Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 E. Types of Office Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 F. Importance of Modern Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Part 2 - Workplace Environment A. Creating a Friendly Workplace Environment . . . . . . . . . . . . . . . . . . . 80 B. Working from Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 3 C. Success Factors for Working from Home . . . . . . . . . . . . . . . . . . . . . . 82 Part 3- Dynamics of Administrative Office Systems A. Administrative Office Systems Modification . . . . . . . . . . . . . . . . . . . . 85 B. The Office Systems Improvement Process . . . . . . . . . . . . . . . . . . . . 86 C. 12 Ways Technology Can Increase Workplace Productivity. . . . . . . . 87 Module 4- Trends and Technologies . A. Workplace Trends and New Technologies for 2019 . . . . . . . . . . . . . . 92 B. A New Look at the 2020 Vision Trends . . . . . . . . . . . . . . . . . . . . . . . . 94 References and Suggested Readings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 FINAL EXAMINATION Grading System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

OACT 40013 BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES 4 COURSE OUTCOMES:

At the end of the course, the student should be able to: • Perform  administrative tasks with confidence in any type of business offices. • Exhibit advance level of proficiency in computer and software applications. • Demonstrate  adeptness in learning specialized skills to be able to utilize effectively in business office. • Adapt  new office systems to keep abreast in workplace developments and demands in local and global industries.

• Appraise  new trends in business and technology to be able to prepare themselves for change and transformation. • Manage  activities that motivates others to work in one spirit to achieve the mission, goals and objectives of the organization. • Display  desirable personality traits and attitudes such as initiative, punctuality, critical judgement that are essential to efficiently performance tasks. •P  romote the vital role of administrative professionals for smooth and efficient operation of a business; administrative support function to business executives or top management so that managers, doctors, or lawyers can focus in their field of profession.

OACT 40013 – BUSINESS OFFICE SYSTEMS AND TECHNOLOGIES Introduction 5 The students of Bachelor of Science in Office Administration (BSOA) are the future Administrative Professionals. They are the great support in the administrative function of any organization. They work in partnership with executives and professionals in different specializations such as medical, legal and business industries. As students, the program is providing them courses to realize their academic goals as well as the mission of the entire University. Orientation: (Week 1) • Review  of PUP Vision and Mission, Philosophy, Strategic Objectives (8-Point Agenda) and Shared Values • CBA  Vision, Mission, Goals, Objectives and Core Values • BSOA  Objectives • Job  Targets Local and International • Course  Content, Requirements and Expectations

Learning Outcomes: • Demonstrate  awareness and appreciation of the students to adhere to the vision, goals and objectives of the College and University. • Display  interest and enthusiasm in the holistic description of the program and job targets to make plans for future opportunities. • Appraise  the requirements of the course and assume responsibility towards attainment of the course objectives. Course Materials: Vision Clearing the paths while laying new foundations to transform the Polytechnic University of the Philippines into an epistemic community. Mission Reflective of the great emphasis being given by the country's leadership aimed at providing appropriate attention to the alleviation of the plight of the poor, the development of the citizens, and of the national economy to become globally competitive, the University shall commit its academic resources and manpower to achieve its goals through: 1. Provision of undergraduate and graduate education which meet international standards of quality and excellence; 2. Generation and transmission of knowledge in the broad range of disciplines relevant and responsive to the dynamically changing domestic and international environment; 3. Provision of more equitable access to higher education opportunities to deserving and qualified Filipinos; and 4. Optimization, through efficiency and effectiveness, of social, institutional, and individual returns and benefits derived from the utilization of higher education resources.

6 Philosophy As a state university, the Polytechnic University of the Philippines believes that: • Education  is an instrument for the development of the citizenry and for the enhancement

of nation building; • M  eaningful growth and transformation of the country are best achieved in an atmosphere

of brotherhood, peace, freedom, justice and a nationalist-oriented education imbued with the spirit of humanist internationalism. Strategic Objective: 8-Point Agenda 1. Pursuing Academic Excellence through Disciplinal Integrity 2. Embedding a Culture of Research in PUP 3. Assuring Transparency and Participatoriness in Giving Rewards and Sanctions 4.

Modernization and Upgrading of Physical Facilities, Equipment, Library and Campus Development 5. Reconceptualization of Academic Freedom 6. Institutionalizing Civil Society Engagement and Involved Extension Service Program 7. Fiscal Responsibility 8. Assessment of the Institutional Processes and Critical-Rational Review of the Entire Organization (View more information on the PUP 8-Point Agenda) Shared Values • God-Fearing  • Love  for Humanity and Democracy • Collegiality  • Integrity  and Credibility • Transparency  and Accountability • Passion  for Learning • Humanist  Internationalism

Program Description per CHED Memorandum Order No. 19, series of 2017 The Bachelor of Science in Office Administration is a four-year program that prepares the students for a career in an outcome-focused, technology rich, professional environment. Courses in the curriculum are those that will thoroughly familiarize the students with current techniques in office practice and procedures, developments in office systems and technology, good team working and management skills, and application of the principles of human relations and communications to prepare them to be key players in day-to-day office operations. Lessons in writing routine reports and correspondence and speaking effectively to employers, employees, and the general public are provided in selected courses. The BSOA program also trains the students to work independently without the need for on-site supervision. BSOA JOB TARGETS LOCAL AND INTERNATIONAL INTERNATIONAL JOB TARGETS Per Year LOCAL JOB TARGETS 2019 Job Classification and Salaries

7 1. Entry Level Jobs • Clerk/Encoder  • Stenographer/Transcriber  • Bookkeeper  • Contact  Center Services • Customer  Relations • Customer  Service Representative • Front  Desk Specialist/Office Clerk • Administrative  Assistant • Legal  Secretary • Human  Resource Assistant • Accounting Assistant

2. Advanced Office Position • Officer Supervisor/Manager • Executive SecretaryExecutive Assistant • Office  Manager/Operation Manager • Medical  Transcriptionist/Medical Editor • Healthcare  Documentation Specialist • Paralegal/Legal  Secretary • Researcher  • Human  Resource Officer/Administrator 3. Specialized Administrative Professionals • Court  Stenographer/Court Reporter • Legal 

Interpreter/Transcriptionist • Medical  Language Specialist • Medical Coder/Biller • Corporate  Secretary • Corporate  Documentation Specialist 4. Entreprenuerial/Self-Employment • Freelance Stenographer • Home-based  Medical Transcriptionist • Home-based  Administrative Assistant • Owner  of Placement Agency Specializing in Office Administration

1. Court Reporter • Canada  C$43,895 • Singapore  S$73,447 • United  Kingdom UK28,000 • United  States $90,530 2. Medical Transcriptionist

• Canada  C$45,825 • Singapore  S$34,971 • United  Kingdom UK20,448 • United  States $45,606 5. Medical Billing Clerk

• Canada  C$39,000 • Singapore  S$32,172 • United  Kingdom UK23,363 • United  States $32,000 3. Administrative Professionals

• Canada  C$39,513 • Singapore  S$34,971 • United  Kingdom UK20,448 • United  States $45,606 4. Medical Coder

• Canada  C$38,956 • Singapore  S$36,461 • United  Kingdom UK25,000 • United  States $35,500 Source: • https://neuvoo.ca/salar/?job=Court%20Reporter

• Coder https://www.salaryexpert.com/salary/job/medical Salaryhttps://www.ziprecruiter.com/Salaries/Me transcriptionist/singapore dical Billing-clerk-Salary

Module 1

• https://www.indeed.co.uk/m/jobs?q=Administrat ive+Assistant&I=London • https://www.ziprecruiter.com/Salaries/Medical  8

The Business Part 1 – What is a Business Topics: (Week 2) A. Basic Concept B. Characteristics C. Components Learning Outcomes:

At the end of the lessons/topics student should be able to : • Apply  the basic concept of business to coordinate the roles of an administrative professional. • Promote  the vital roles of administrative professional in any business organization. • Recognize  the importance of business operations and meeting its goals and objectives. Course Materials: The BSOA students as future administrative and office professionals must be familiar with t he dynamic world of business and its relevance as an economic activity. They must be acquainted with and develop confidence with their vital role in a business organization. A. Concept of Business Human beings are continuously engaged in some activity or other in order to satisfy their unlimited wants. Every day we come across the word ‘business’ or ‘businessman’ directly or indirectly. Business has become essential part of modern world. However, Business is an economic activity, which is related with continuous and regular production and distribution of goods and services for satisfying human wants. All of us need food, clothing and shelter. These needs are the basic human needs. We also have many other household needs that are to be satisfied in our daily lives. We meet these requirements from the shopkeeper. The shopkeeper gets from wholesaler. The wholesaler gets from manufacturers. The shopkeeper, the wholesaler, the manufacturer are doing business and therefore they are called as Businessman. Lewis Henry defines business as, “Human activity directed towards producing or acquiring wealth through buying and selling of goods.” In short, all those economic activities which are concerned with earning profit and creating wealth through the production and exchange of goods and services is called business. Retrieved 8/23/20 from https://tyrocity.com/topic/concept-of-business/

9 A business is also defined as an organization or enterprising entity engaged in commercial, industrial, or professional activities. Businesses can be for-profit entities or they can be non profit organizations that operate to fulfill a charitable mission or further a social cause. The term "business" also refers to the organized efforts and activities of individuals to produce and sell goods and services for profit. Businesses range in scale from a sole proprietorship to an international corporation. Several lines of theory are engaged with understanding business administration including organizational behavior, organization theory, and strategic management. KEY TAKEAWAYS

•A  business is defined as an organization or enterprising entity engaged in commercial,

industrial, or professional activities. • Businesses  can be for-profit entities or non-profit organizations. • There  are various forms of a business, such as a limited liability company (LLC), a sole

proprietorship, a corporation, and a partnership. • Businesses  can range from small operations operating in one industry to large operations

operating in many industries around the world. Hayes, Adam (2020, July 4). Business. Reviewed by Margaret James. Retrieved August 23, 2020 from https://www.investopedia.com/terms/b/business.asp B. Characteristics of Business 1. Human activities: Business cannot be performed without human efforts. The main aim of business is to produce goods and services to fulfill the requirement of human being internally associated in the production or the consumers. 2. Economic activities: It is concerned with earning profits and generating wealth, which are measured in terms of money. Economic activities include production of goods and services, distribution of goods and services and the benefits generated from them. 3. Production of goods and services: The main feature of business is to produce goods and services. Business is concerned with the production of goods and services to the society. In this process we get goods from shopkeeper, shopkeeper gets from wholesaler. The wholesaler gets from manufacturers. The shopkeeper, the wholesaler, the manufacturer are doing business to...