Business Systems Data | My Assignment Tutor

1 Assessment-2Case Study data on the operations of Luton Town Residences (LTR)Luton Town Residences – Business Systems Data (Version-2)Make sure you read through the Assessment Brief first to understand the task set before reading thisdocument. Please note that this is simulated rather than real data – do not use internet research to findadditional information, instead share your concerns and ask questions in the online ‘Discussion Forum’ oremail to [email protected] is Version-1 of this document (LTR Case Study), it will evolve and change over the course of the unit,particularly between Assessment-1 and Assessment-2 – always check on BREO if you are using the most recentversion for each assessment.Luton Town Residences (LTR) is a Housing Association operating in Luton with the mission toprovide appropriate housing for local community with a particular focus on providing assistanceand support to vulnerable individuals. LTR operates from a central office suite located in the LutonTown Centre but also own and manage several distinct housing blocks, split into General PurposeHousing and Supported Housing.General Purpose Housing Four housing blocks in various locations across Luton, each with an individual managementofficeSupported Housing Emergency hostel for single young people aged 16-25 Transitional flats for 16 to 18 years old leaving care Two hostels for young mothers aged 16 to 25LTR has separate departments for General Purpose Housing and Supported Housing.The General Purpose Housing department is run via separate distinct functional teams within theorganisation, each responsible for tracking and managing issues within their own area. There is afinance team, a facilities maintenance team and a customer service team. When residents havean issue or problem, they first contact the customer service team and then are passed onto relevantmembers of the other teams if needed.Each team currently uses a separate system to retain and track information within their functionalareas, using emailed requests to exchange information when requested, often in the form ofattached Word and Excel documents. The finance team uses primarily Excel spreadsheets, Worddocuments and a specialised Sage One Accounting, there is also a shared folder on the companySharepoint server, with restricted access to non-authorised employees. The facilities maintenanceteam uses a specialist cloud-based system called 360Facility to manage their facilities. Only theFacilities maintenance team has access to 360Facility. The customer services team uses a mixtureof Excel spreadsheets for keeping data for each of the four housing blocks alongside Word and plaintext documents to keep track of current and solved issues with individual residents. 2 The Supported Housing department also uses functional teams with similar systems to managetheir facilities but also assigns a Personal Coach to each resident to assess their individual needsand to arrange support services where required. The Personal Coaches are responsible for keepingconfidential and sensitive information about their residents in secure password-protected Worddocuments on company laptops that only they and the Supported Housing Team Leader have accessto. This confidential and sensitive information is not shared with any of the other functional teams.These documents are only kept on the relevant company laptops with regular backups onto a securehard-drive that is kept in the main Luton Town Centre office in a locked room.Staff NumbersFinance Team: 10 staffFacilities Maintenance Team: 8 staffCustomer Service Team: 15 staffSupported Housing Personal Coaches: 15 staffGeneral Administration Staff: 8 staffSenior Management Team: 10 staffOrganisational communicationMost communication within LTR occurs using email, with several employees complaining about thedifficulty in managing the large volumes of email sent and received every day.Organisation-wide information is shared through daily newsletters, which are emailed to everyoneat LTR every morning. Key information shared here often is missed or ignored by employees, whichnecessitates managers to send reminder emails directly to employees after the newsletter has beendistributed.The customer services team in particular has complained about difficulty in getting responses toemailed requests for information to other teams, often resulting in residents having to wait severaldays.There are company laptops issued to some employees, mostly Personal Coaches working withSupported Housing residents, but all other employees have access to their own PC, with a localstorage area that they manage themselves and access to a Sharepoint drive that is managedcentrally. The Sharepoint drive is mostly used by the Finance team to ensure access and versioncontrol for key financial documents.Dr Nasrullah Khilji(Unit Coordinator)


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