ASSIGNMENT DUE DATE
Assignment 06 21 May 2024
QUESTION 1
Read the case study below and then answer the following questions:
Cosmetic is a wholesale distributor of beauty products based in Kyalami, Johannesburg. The
company bought out a number of small companies in the nail and beauty industry a few years
ago and established a large distributing business, Star Nails, which became a well-known
distributor.
Star Nails was known for its service and fast deliveries. Deliveries in Pretoria would take
place within two days after an order had been placed. In June 2015, customers in Pretoria
suddenly found that deliveries were only made up to one week after an order had been placed.
On enquiry, they were told that there was a new administrative manager, Mr Kunene.
Changes due to technology began to affect the competencies of the administrative manager;
and Mr Kunene struggled to work with the intranet of the company. This created
communication problems, which affected the operations of the delivery section. The new
administrative manager stated that “complaints at Star Nails are welcome and without them
the company cannot improve”.
1.1 Based on the case scenario above, describe any four information needs of external role
players.
Customers:
Order and Delivery Status: Customers need timely and accurate information regarding their
orders, including confirmation of order receipt, expected delivery dates, and any delays.
Product Availability: Information on the availability of beauty products, including new arrivals,
out-of-stock items, and restocking dates.
Customer Support: Access to information on how to lodge complaints or provide feedback,
as highlighted by Mr. Kunene's openness to receiving complaints to improve services.
Suppliers:
Inventory Levels and Demand Forecasts: Suppliers need information on Star Nails' inventory
levels and future demand forecasts to ensure timely replenishment of stock and avoid
overproduction or stockouts.
Payment and Contract Terms: Information on payment schedules, outstanding invoices, and
any changes in contract terms or conditions.
Banks:
, Financial Health and Creditworthiness: Information on Star Nails' financial statements,
including income statements, balance sheets, and cash flow statements, to assess the
company's creditworthiness and financial stability.
Business Performance Metrics: Detailed reports on sales performance, profit margins, and
financial ratios to evaluate the overall health and sustainability of the business.
Government Entities:
Compliance and Regulatory Information: Information on how Star Nails complies with
industry regulations, labor laws, and safety standards, particularly given the changes and
challenges faced by the new administrative manager.
Economic Contributions: Data on the company’s economic contributions, such as tax
payments, employment statistics, and community engagement initiatives.
(Study Guide pg. 15)
1.2 Describe the difference between essential documents and important documents.
Essential Documents
Definition: Essential documents are those that are crucial for the fundamental operations and
compliance of an organization. Without these documents, the organization would be unable to
function, face legal consequences, or risk significant harm.
Characteristics:
Legally Required: These documents are often mandated by law or regulatory bodies. For
example, business licenses, tax records, and employment contracts.
Operational Necessity: They are critical for day-to-day operations, ensuring continuity and
preventing significant disruptions. For instance, standard operating procedures (SOPs) and
safety manuals.
Crisis Management: In case of emergencies, these documents are vital for recovery and
maintaining business continuity, such as disaster recovery plans and insurance policies.
Examples:
Business Licenses and Permits
Tax Records and Filings
Employment Contracts and Payroll Records
Safety Manuals and Compliance Records
Disaster Recovery and Business Continuity Plans
Key Financial Statements (e.g., balance sheets, income statements)
Important Documents
Definition: Important documents are significant for the organization's efficient operation, strategic
planning, and overall success, but they are not as critical as essential documents. While their
absence might lead to inefficiencies or missed opportunities, they do not typically halt operations
or cause immediate legal issues.
Characteristics:
Supportive Role: These documents support decision-making, strategic planning, and operational
efficiency but are not critical for immediate operational continuity.
Assignment 06 21 May 2024
QUESTION 1
Read the case study below and then answer the following questions:
Cosmetic is a wholesale distributor of beauty products based in Kyalami, Johannesburg. The
company bought out a number of small companies in the nail and beauty industry a few years
ago and established a large distributing business, Star Nails, which became a well-known
distributor.
Star Nails was known for its service and fast deliveries. Deliveries in Pretoria would take
place within two days after an order had been placed. In June 2015, customers in Pretoria
suddenly found that deliveries were only made up to one week after an order had been placed.
On enquiry, they were told that there was a new administrative manager, Mr Kunene.
Changes due to technology began to affect the competencies of the administrative manager;
and Mr Kunene struggled to work with the intranet of the company. This created
communication problems, which affected the operations of the delivery section. The new
administrative manager stated that “complaints at Star Nails are welcome and without them
the company cannot improve”.
1.1 Based on the case scenario above, describe any four information needs of external role
players.
Customers:
Order and Delivery Status: Customers need timely and accurate information regarding their
orders, including confirmation of order receipt, expected delivery dates, and any delays.
Product Availability: Information on the availability of beauty products, including new arrivals,
out-of-stock items, and restocking dates.
Customer Support: Access to information on how to lodge complaints or provide feedback,
as highlighted by Mr. Kunene's openness to receiving complaints to improve services.
Suppliers:
Inventory Levels and Demand Forecasts: Suppliers need information on Star Nails' inventory
levels and future demand forecasts to ensure timely replenishment of stock and avoid
overproduction or stockouts.
Payment and Contract Terms: Information on payment schedules, outstanding invoices, and
any changes in contract terms or conditions.
Banks:
, Financial Health and Creditworthiness: Information on Star Nails' financial statements,
including income statements, balance sheets, and cash flow statements, to assess the
company's creditworthiness and financial stability.
Business Performance Metrics: Detailed reports on sales performance, profit margins, and
financial ratios to evaluate the overall health and sustainability of the business.
Government Entities:
Compliance and Regulatory Information: Information on how Star Nails complies with
industry regulations, labor laws, and safety standards, particularly given the changes and
challenges faced by the new administrative manager.
Economic Contributions: Data on the company’s economic contributions, such as tax
payments, employment statistics, and community engagement initiatives.
(Study Guide pg. 15)
1.2 Describe the difference between essential documents and important documents.
Essential Documents
Definition: Essential documents are those that are crucial for the fundamental operations and
compliance of an organization. Without these documents, the organization would be unable to
function, face legal consequences, or risk significant harm.
Characteristics:
Legally Required: These documents are often mandated by law or regulatory bodies. For
example, business licenses, tax records, and employment contracts.
Operational Necessity: They are critical for day-to-day operations, ensuring continuity and
preventing significant disruptions. For instance, standard operating procedures (SOPs) and
safety manuals.
Crisis Management: In case of emergencies, these documents are vital for recovery and
maintaining business continuity, such as disaster recovery plans and insurance policies.
Examples:
Business Licenses and Permits
Tax Records and Filings
Employment Contracts and Payroll Records
Safety Manuals and Compliance Records
Disaster Recovery and Business Continuity Plans
Key Financial Statements (e.g., balance sheets, income statements)
Important Documents
Definition: Important documents are significant for the organization's efficient operation, strategic
planning, and overall success, but they are not as critical as essential documents. While their
absence might lead to inefficiencies or missed opportunities, they do not typically halt operations
or cause immediate legal issues.
Characteristics:
Supportive Role: These documents support decision-making, strategic planning, and operational
efficiency but are not critical for immediate operational continuity.
