The Geneva Technical Institute

I. Introduction
Geneva Technical Institute is well renowned for their Physics Department. Many high caliber
physics teacher teaches in the Institute which makes GTI very famous for its Doctorate Degree in
Physics. The institute also attracted plenty of physics research and projects which made the physics
department the fastest growing department of GTI.
II. Case Presentation
ecause of the growing faculty and students of the physics department! the output "uality of the
research papers was greatly affected due to the inefficiencies of the administrative department.
Plenty of errors were found on the transcriptions and this greatly affected the work of the faculty
because they cannot distribute the paper with this poor "uality. The faculty assumed that
transcriptions were the only work of the admin staffs so they e#pect the transcriptions to be good!
but in reality! the admin staffs are doing other administrative tasks such as phone calls! attending to
visitors! distribution of mails and other documents! and doing presentations for the faculty. $ther
factors like downgrading the duplicating machine to save on costs and slower time to transcribe
because of the translation software also affected the output of the admin staffs. Dr. %ichard &lbu!
the department chair! is tasked to propose a solution on how to improve the administration
department for the ne#t faculty meeting.
III. Recommendation
&. $utsourcing of Transcription Process
'. Processes to be outsourced
(e recommend that the transcription process would be outsourced to improve on the turn)
around time and the "uality of the transcribed files. *ince transcription is being widely
outsourced in different fields like in Medicine and +aw! outsourcing of voice files from the
&cademe is no different. Professors can continue dictation from their voice recorders which
for them is the most convenient way. $ther tasks of the administrative assistants are
impossible to outsource since those would need personal encounters with the professors.
,. &dvantages of $utsourcing the Transcription process-
i. It enables Geneva Technical Institute (GTI) to focus on core business functions.
Ma#imum productivity is achieved because business activities are streamlined.
ii. Access to experts in the field. Transcription can be considered as a critical task because it
may re"uire specific technical knowledge. $utsourcing transcription processes to third party
service providers will give access to skilled workers who have in)depth knowledge and
e#perience in doing transcription work.
iii. Cost savings. GTI need to capitali.e on office e"uipment if you are going to have in)house
employees. $utsourcing will spare GTI from spending a lot on work e"uipment.
iv. Timesaver. Time is of the essence for business. $utsourcing work will speed up the
turnaround time as compared to doing it all in)house! or training someone to do the work for
GTI. If GTI outsource transcription work to a professional transcriptionist! all they have to
do is send the task and wait for the work output.
/. Process of $utsourcing the Transcription Process
The professors will continue their regular voice recording as what Dr. &lbu has started!
however! the automatic voice translation will not be used as this is prone to errors and this is
where the outsourcing of the transcription work will come to the picture. &fter the professors
dictated on the voice recorder! this will be saved as MP0G file! this will then be transferred to
a secured site such as the 1ile Transfer Protocol or more commonly known as 1TP. The
transcriptionists will then retrieve the work and would transcribe the voice file into a voice
document. 1inished transcriptions files will then be checked by editors then upload them to
the 1TP site where the &dministrative assistant can retrieve the finished files.
Geneva Institute will be billed based on the number of lines transcribed. This would be fair
for both parties since the cost will be based on what was produced. Monthly end report should
be reported to Geneva Technical Institute to identify how many lines are transcribed. This
would be easily also justified the cost since the billing will be based per line count.
. %etention of two admin assistants
'. %ationale for %etaining Two &dministrative &ssistants-
ased on our initial recommendation that the transcription portion of their job be outsourced
to an independent company! we suggest retaining only two administrative assistants. There is
no need to add more assistants since a huge chunk of their work will be outsourced. ased on
the job description of the administrative assistants! there are things that are not possible to
outsource such as answering telephone calls and distribution of mail and papers.
,. %edefining 2ob Description of the Two &dministrative &ssistants
The &dministrative assistants will be mainly responsible in answering of the calls and the
distribution of the papers and mails. These works need to have someone physically present on
the site and would not be possible to outsource. It should also be clear that they should not be
responsible with other tasks such as preparing Powerpoint slides and talking with people since
these are not originally perceived by the faculty to be their work. &side from those tasks
mentioned! they will now be responsible in organi.ing! sending and retrieving of files that
will be outsourced. This would ensure the work flow of the transcription files. They have to
make sure that what is uploaded is complete as well as those that they download from the
transcription company. They would also need to communicate and reconcile what has been
sent and what is received. They will also make sure that the turn)around time is met by the
transcription company.

3. $ther recommendation
The remaining administrative assistants should also be monitored with their day)to)day
activities. They could have specific targets or "uota that they need to achieve on a daily basis!
this could be achieved by doing a volume assessment on specific tasks and assigning points
depending on the degree of difficulty of the task! the harder and labor intensive the task is! the
higher points they earn. This would be tallied in a day and they have to make sure that they are
able to hit the "uota. The "uota would be the basis of any promotion and salary increases or
bonuses. This way! they will strive to provide better job performance and select tasks that are
meaningful to the company4s strategic plans.