btec national in ict: unit 3 - functional areas of xpect

Xpect Gym and Leisure

Department Functions and External Organisations

FINANCE Department

• Keeps records of company income and expenditure usually in a Financial System Database Server

• Balance Income and Expenditure– Income eg sales, subscriptions, fees, grants,

donations– Expenditure eg Staff salaries, office rental, stock

items, equipment & maintenance, consumables, savings, research.

FINANCE Department

• Set Budgets – maximum a department can spend per year. This is usually broken down into two categories;– Capital (things that still have a value the following year

even after losing value by depreciation) eg vehicles, equipment, property

– Revenue eg consumables.

• A Manager or ‘budget holder’ usually has a maximum

budget limit per item that (s)he may authorise spending on before someone else, usually the Finance Manager or Managing Director countersigns – this avoids fraud.

FINANCE Department

• Balance Income and Expenditure– Income eg sales, subscriptions, fees, grants,

donations– Expenditure eg Staff salaries, office rental,

stock items, equipment & maintenance, consumables, savings, research.

ADMINISTRATION Department

• Perform administrative duties;– Letters– Filing of documents– Reception – greeting visitors, tours– Answering enquiries eg phone, e-mail etc. – Order items by making out Purchase Orders

(these have a unique PO number)

PERSONNEL Department

• Keeps detailed records of staff eg address, holidays, disciplinary record

• Keep a record of job contracts• Liaise with Payroll unit with regard to Satff

salaries, holidays• Advertise jobs, check CVs and references• Conduct job interviews• Staff development and training eg CPD,

setting up courses, seminars etc.

SALES & MARKETING Department

• SALES– Sells of products and/or services– Have a detailed knowledge of their products

and/or services– Sales people follow up ‘leads’– Can sell to general public and/or corporate

buyers who work for other companies

SALES & MARKETING Department

• MARKETING– Organises advertising campaigns eg TV,

radio, newspapers and magazines. – Produces advertising material eg posters,

pamphlets, flyers– Oversees the web-site design, layout and

interactivity– Influences Corporate Identity/Image eg logo,

letter headings etc

IT Department

• Management Information System Unit– Designs a database structure to hold data– Collates data in a database system (MIS)– Extracts information from the MIS database eg in

reports– Manipulates data to produce information

• Network Support Unit– Administers and supports the computer network– Provides Help Desk support– Specifies, recommends, obtains computer equipment

for use

Suppliers

– List goods supplied in a catalogue (hard copy or on-line)

– Receive orders– Supply goods with a delivery note– Sends invoices to customers (only after a

signed delivery note has been received to prove that goods have arrived at the customer)

– Make customers aware of new products

Government

• Makes legislation eg Data Protection Act, Health & Safety at Work Act, Copyright Act, Computer Misuse Act, Disability Discrimination Act, Employment law, Financial Services Act etc

• Tax Office –tax codes for salaries

• Pensions – State pensions

Professional Bodies/Unions

• Members of the same profession• Provide codes / standards to abide by eg

BCS, Corgi, RIBA, NUT• Defend rights of members• Provide liability insurance