Office automation system diagram

Software Implementation Project for Office Automation  August 29, 2013 – 00:25
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DRAFT ³ ³ SOFTWARE IMPLEMENTATION FOR ³ ³ OFFICE AUTOMATION Project Software implantation ¢ n ¢ n Automatizaci for Office I. Introduction ¢ n 33 II. The Project 33 III. Project Stages 33 IV. The report definition versions 34 ¢ ny V. Report Content definition ¢ n 34 1. Modeling Project 34 1.1 ¢ Prop 34 Project site 1.2 Participants and Roles 34 1.3 Costs 35 1.4 Schedule 35 Two. Institutional Modeling 35 Three. Modeling the Tecnolog to 35 ANNEXES 1. Concepts related to methodological ¢ cal Unifying Framework (MMU) 37 Two. Phases and activities of a proposed software implantation ¢ n ¢ n automatizaci for office 40 Three. Plan of Action ¢ n 42 April. Criteria for selection ¢ n office tools 43 May. CHECKING table installation ¢ n ¢ n office tools 43 June. Survey ¢ n 44 session July. Heart problems bit 46 August. Definition of t ¢ n, Terms 47 PROYECOT ³ SOFTWARE IMPLEMENTATION OF AUTOMATION ³ OFFICE ³ ³ I. Introduction ¢ n It is understood that the need to implement an automated system zaci ¢ n OFIM office or policy, strategy emerges ¤ ada design by the areas of systems for information and assumed by the Institution ¢ n. In this strategy, clearly established ¢ prop site to improve the performance ¤ oy staff productivity, to trav, s ¢ n the integration of office systems and tasks made by the staff of the institution ¢ n. II. The Project To facilitate a Gesti ¢ n ¢ n project implantation of Software for Office Automatizaci ¢ n (1) is necessary ¢ n definition of stages, activities, responsible, deadlines and delivery- ble or products. This standard is developed based on a Unifying logical methodological framework ¢-MMU-(see Annex 1), which allows ¢ n the project definition in the t, terms discussed above. III. Project Stages S £ n ¢ logical methodological Framework Unficador a project of this type is organized into 4 stages: ¢ n Organization, Development, implantation ¢ ny Evaluation ¢ n. Annex 2 shows a detailed relation of ¢ n activities to be executed. Organization ¢ n This stage defines the project t, rmino of charge, working groups, stages, activities, timelines and costs. Development At this stage are selected office tools that implement the institution n ¢ n. Annex 4 provides a list of criteria used in the selection process ¢ n. It t elaborate, terms of reference for providers provide software and TRAINING ¢ n. During this stage ¢ n makes the selection of suppliers. Tambi n implies the elaboration ci ¢ n installation plans ¢ n ¢ n of TRAINING post- TRAINING ¢ n. Implantation ¢ n During this stage efect £ ¢ n the software installation and TRAINING ¢ n. The documents used in this step are the Table Verification request of ¢ n ¢ n Software installation (see Appendix 5), and ¢ n Sesi Survey (see Appendix 6). TRAINING after ¢ n, the user initiates the utilization ¢ n of the office tools on your work, here is important to use the Bit Heart Problems (See Appendix 7). Evaluation ¢ n At this stage the user is allowed to perform unassisted its normal using tools implemented by one per ear enough. Then perform n meetings CHECKING ¢ n which determines the additional reinforcement requiring some users. Using the Bit Heart Problems (See Annex 7) is very useful at this stage. (1) In this paper the t, terms "Software for Automati- ¢ n zaci Office "and" Office Tools "are interchangeable. IV. The report definition versions ¢ ny This standard applies as the report definition deliverable ¢ n. This bulletin is published by versions. Elaboration is recommended ci ¢ n five versions at different levels of detail. Upon completion each of the stages, it will have a new version of the report ¢ n ¢ n V X.0 definition (eg ID V1.0). Intermediate progress within each stage could be reflected in demos n, numer Ndose as Report definition ¢ n V XX (eg ID V1.1). The report definition v0.0 ¢ n ¢ n presents preliminary information hincapi doing, in the formulation of the definition ¢ n ¢ n the project, ¢ n the allocation of roles (from the known so far - the L der the Project Advisory Team, the Executive Team, the User Groups). An approximate cost if I did or simply a list of resources that then are count or a priori deemed necessary. This report serve initial plan and also, n for presentation at the organization ¢ n as preliminary feasibility project. The report definition presents V1.0 ¢ n ¢ n result information to Stage Organization concluded ¢ n. It is very similar to ID v0.0, but with more detail, the purpose and roles be n better defined, including suppliers named for the tool- tools and TRAINING ¢ n. It will have a version cost ¢ n real and schedule to be more detailed, focusing on the detail of Development Stage. The report definition presents V2.0 ¢ n ¢ n result information to complete the Development Phase. This report defines precision plans ¢ n ¢ n action to perform on the stage n Implantation ¢ n. The report definition presents V3.0 ¢ n ¢ n result information to Stage implantation conclude ¢ n. The report recorded actions and documents generated during the implantation ¢ n. The report definition presents V4.0 ¢ n ¢ n result information to complete the evaluation stage ¢ n. This report records the actions and documents generated during the evaluation ¢ n. V. Report Content definition ¢ n 1. Modeling Project Prop 1.1 ¢ Project site. Select and implement a user group of the organization ¢ n OFIM policy tools to improve productivity. 1.2 Participants and Roles. The personnel involved in this project be identified from the follows, from the functions to actualize throughout the project: Der L Project The L der the project is internal or external person to the institution ¢ n (a consulting staff for example) responsible for the project and ability to organize and develop- implantation collar project ¢ n. If it is internal to the organization ¢ n should be a senior executive. Advisory Team Be constituted by people internal, external, or both, be available all n ¢ n the project execution to ¢ nt work with information, technique in various aspects such as organization ¢ n ¢ n TRAINING, hardware, software base. Executive Team Being made up of people who carry out the activities na ing the project as RECRUITMEN ¢ n of the trainers, the OFIM software purchasing policy, the call of the people ¢ ne of the organization participate in the project. It can be formed by persons within or outside the organization ¢ n. Software Providers Is made up of companies selected to provide the OFIM software policy to acquire. Support Providers T, technician Is composed of those companies or areas of the organization ¢ n t selected to provide support, technician specialized topics as hardware and software base. TRAINING Providers ¢ n Is comprised of selected companies or people in the ¢ n organization responsible for providing services TRAINING ¢ n in software tools selected offices. User Groups Is made up of people from the organization selected ¢ n to be trained in OFIM policy tools to implement. 1.3 Costs We define the investment costs of the project ¢ n to purchase software, hardware, communications, TRAINING ¢ n, advisor to, and any other resource to perform. As progress is made in the project, in the various versions of this report is going n specifying the relative costs to the dem s work to be done. 1.4 Timeline Annex 3 includes the Plan of Action Format ¢ n that allows organize a Gantt chart the various activities of project. Two. Institutional Modeling ¢ n implies the definition of user groups whose work be supported by office tools. The selection ¢ n tools should follow a need that arises from the type work that efect £ to staff the institution ¢ n. Three. Modeling the Tecnolog to ¢ n involves the definition of the types of software tools office that are useful for the institution ¢ n, such as the ¢ n definition of the hardware and communications n these tools support office. Some of the types of policy tools to consider are OFIM the following (see Appendix 8 for a definition of t ¢ n, terms): Office Personal tools: Word Processor. C Calculation Sheet. Presentations Generator. Project Managers. Ny diagramaci tools graficaci ¢ ¢ n: Tools group work. E Electr ¢ nico. Agenda and Calendar Electr ¢ mechanics. ¢ n discussion forums. Annex 4 presents the criteria for selection of the ¢ n OFIM policy tools. A comparative table with this type of scoring criteria for each supplier and facilitate tool ¢ n the decision tar. ANNEX 1 ³ ³ ³ concepts concerning methodological framework Unifying logical ³ ¢ ³ (MMU) ³ The methodological framework Unifying logical ¢ (MMU) is applicable to various types of projects such as systems development, reingenier to the processes, among others. Tambi n applies to projects ¢ n automatizaci office. ÚÄÄÄÄÄÄÄÄÄÄÄ? ÀÄÄÄÄÄÄÄÄÄÄÄÙ MANAGEMENT A ³ O ÚÄÄÄÄÄÁÄÄÄÄÄ? Aaaaaaaaaaaa 'Business Model MODELING Mod ³ Requirements Aaaaaaaaaaaa 'co Tecnolog Mod ÀÄÄÄÄÄÂÄÄÄÄÄÙ D ³ E ÚÄÄÄÄÄÄÄÄÄÄÄ? CONSTRUCTION ÀÄÄÄÄÄÄÄÄÄÄÄÙ Figure 1: Dimensions defined methodological framework Unifying logical ¢ (MMU) OVERALL DIMENSIONS Gesti ¢ n: It is the field for which actions are performed on the ¢ n the administration and their partial results. Modeling: It is the field for which actions are performed on the repre- resentation of the situation ¢ n ¢ n ¢ Current or n objective situation area to Ingenierizar. This includes the size of the business, Requirements and Tecnolog to among others. Construction ¢ n: It is the field for which actions are performed on the art Modeling rializaci ¢ n. This involves both the new business processes, and new technological processes ¢ cal. Modeling dimensions. The most important dimensions are detailed modeling CONTINUED ¢ n: Business: ¢ n Representation of knowledge of the user sector. Requirements: ¢ n Representation of knowledge regarding the responsibilities Tecnolog of a. Technology to: ¢ n Knowledge Representation for type of Tecnolog to or the way she be organized internally. ³ ³ Stages? ÚÄÄÄÄÄÂÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÂÄÄÄÄÄÂÄÄÄÄÄ ³: ³ ³ ³ ³ OR OF IM ³ ³ ³ EV OR = ¢ n ³ Organization ÃÄÄÄÄÄÁÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÁÄÄÄÄÄÁÄÄÄÄÄ Gesti ³ ¢ n 'DE = ³ Development IM = ³ ³ ³ n ³ ¢ Implementaci ³ ³ ³ IP ... EV = evaluation ³ ³ ¢ n ³ ³ ³ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ³ ¿³ ³ ³ ³ ³ ³ ³ ³ ³ Modeling ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ ³ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ³ ³ Products? IP = ³ ³ ³ ³ Project Report Construcci ³ ³ ³ ¢ n AI ... ³ ID = Report definition ¢ n ³ ³ ³ ³ ³ Ingenierizada AL = Area ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ³ 4 Stages, 3 Dimensions, 3 ³ Products Figure 2: Reference Model for the Execution Gesti ¢ n ¢ n and a Defined project s £ n ¢ logical methodological Framework Unifier (MMU) Stages of a project. ¢ n Organization: ¢ n Focuses definition of objectives, costs, liabilities, deadlines and other implications for the design. Development: Focus the attainment ¢ n the final result of the project, ie one ste ¢ Basic Information System Manual procedures not ready for implantation ¢ n. Implantation ¢ n: Focuses on ensuring that the user can work obtaining ¢ aut noma way the results of a project. ¢ n evaluation: This step is performed after, s a few weeks when the sector ingenierizado has unfolded without the support team job. Focuses on defining and make the necessary adjustments to the implantation ¢ n order to draw upon the experiences pr tactics of users. Produce The three products listed AHEAD ¢ n develop evolutionary and iteratively. This means that the plan project considered to have multiple versions of each product. Each versi ¢ n shows the level of maturity of concepts and ¢ n same solution at a given time. This is depicted in Figure 2, by the ellipsis next to each product. These three products are typically used in most of the projects, but in the special case of the proposed Implantation ¢ n tica OFIM Tools, ¢ s has been considered as make the report definition ¢ n in several versions. ANNEX 2 ³ ³ Stages and Activities ³ a ³ project Implantation ³ Software for Office Automation ³ ¢ n AHEAD details the activities and deliverables during the 4 stages of the project. Stage: Organization ¢ n. Organisation initial project ¢ n: Define L Project der. Define Team Executor. Issue report ¢ n the project definition (ID v0.0). Complete step ¢ n Organization: Define L Project der. Define Advisory Team. Define Team Executor. Defining User Groups. Define tools to implement. Issue report justification of the selection ¢ n ¢ n tools. Define course structure for each tool. Identify alternative suppliers (Software, Support T, technician and TRAINING ¢ n). Define budget solution and software ¢ n ¢ n TRAINING. Presenting Project Plan to the people involved. Issue Report definition ¢ n V1.0. Stage: Development Prepare and distribute documentation ¢ n to request proposals from potential suppliers. Selection ¢ n software providers. Definition plan ¢ n ¢ n software installation: ¢ n resource allocation software to users or groups users. Verification request spaces ¢ n disks of servers and clients. ¢ n Verification request delivery date hardware resources and software. Installation plan nf ¢ music software. Plan facilities VERIFICATI f ¢ n software musics. Selection of ¢ n ¢ n TRAINING providers: Request resume and interviewing exhibitors. Check deliverables during TRAINING ¢ n. Visit and check facilities used in the TRAINING ¢ n. Request resume and interview support staff users. Supplier evaluation and ¢ n ¢ n selection of the proposal winner. Define ¢ n TRAINING Plan: Define schedules for each course. Define media and transport and other facilities. Confirm attendance lists. Distribute invitations to attendees. Define formats for session level evaluation na ¢ ¢ n. Defining Support Plan Post-TRAINING ¢ n: Develop procedures to support end users. Develop monitoring format users. Develop format planning and control visits. Develop a schedule of payments to suppliers. Issue Report definition ¢ n 2.0. Stage: implantation ¢ n Realization of the installation ¢ n ¢ n Software: ¢ n Run the software installation. Verification request ¢ n ¢ n the software installation. Realization of the TRAINING ¢ n ¢ n: Inauguration ¢ n ¢ n VERIFICATI the start of each course. Realization ¢ n evaluations. Coordination with the supplier for adjustment. Support realization of ¢ n ¢ n post-TRAINING: Definition plans ¢ n visits. Support visits. User log of occurrences. Evaluation of ¢ n ¢ n occurrences and definition of actions to take. Issue Report definition ¢ n 3.0. Stage: evaluation ¢ n. ¢ n VERIFICATI meetings with users. IDENTIFICATION ¢ n users requiring additional reinforcement. Additional reinforcement users. Issue Report definition ¢ n 4.0. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ? ANNEX 3 ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Plan of Action ¢ n Plan of Action ³ ³ ¢ n Implant Software Reference Pilot Project AO AI ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ '³ ³ ³ ³ ³ ³ Responsible ³ ³ ³ ³ ³ ³ ³ ³ SIT COM ³ ³ ³ Activities ³ 1. ORGANIZATION ³ ³ ³ ³ ³ 2. DEVELOPMENT ³ ³ ³ ³ ³ 3. IMPLEMENTATION ³ ³ ³ ³ ³ 4. EVALUATION ³ ³ ³ ³ SIT (Situation ¢ n): T = Completed P = Process, Blank = Not Started ³ COM (Comments) ³ ³ 1. - ³ ³ ³ ANNEX 4 ³ ³ ³ ³ ³ evaluation criteria for selection ¢ n ¢ n ³ office tools For this prop ¢ site previously define the following ¢ n evaluation criteria we use to set the value of tools: Functionality: Set of services provided by the tool. Character s- policies that facilitate the use of the tool Support T technician: Availability of companies or professionals who can support users with particularly complex problems. ¢ n Integration with existing software: Ease with which to interact £ to software components already have the installation ¢ n. ¢ n ¢ Technological projection logic: Potential possessing the concepts on which is based the product. This results in a high probability that the time, keep an address ¢ n to ensure: a) a good work- ity b) low risk of obsolescence. ¢ n Market projection: ¢ n foreseeable that can be performed on the level of diffusion ¢ n that own the product in the future. This translates to: a) ensure the availability of information ¢ n £ useful for understanding the product b) reduce problem situations dealing policies to exchange results with users that use products different. Cost of implantation ¢ n: The acquisition cost of ¢ n the product and additional costs needed to implement the product. Integration tools ¢ n networking services office Global The ability to connect to information ¢ n global networks as Internet and also, na its services like the World Wide Web (WWW). ¢ adhesive is na the institutional ndares: ¢ n The institution must establish a set of pol policies continue a defined strategy for their accession ¢ na certain ndares is in regard to the office software. This policy is part pol Standard other institutions INEI for p £ republics, without however mention some of the most important points to take Consideration and ¢ n in: - You define a £ only product for each type of tool office in the institution ¢ n. - If there is already more than a product used in the institution ¢ n, following the criteria of the evaluation tool ¢ n office, duty chosen a £ only product as is standard. - MIGRATION information ¢ n ¢ n of office products is no longer the standard of the institution ¢ n, must be supported and planned. ANNEX 5 Table Verification request installation ¢ n ¢ n Tools Office This table allows installation VERIFICATI ¢ n ¢ n of the Office tools in the areas users. ³ ¢ Project implantation of software for the Authorisation of Oficianas ³ ¢ n ³ ³ ³ ³ TABLE ³ SOFTWARE INSTALLATION VERIFICATION ³ ³ ³ RESPONSIBLE FOR INSTALLATION ³ ³ ³ ³ ³ ³ Office Tools Signature ³ ³ Date User ³ ³ location ³ ¢ n Installed and tested ³ ³ ³ User ANNEX 6 ³ ³ Survey ³ n ³ ¢ Sesi This survey should be used to end each training session ¢ n- ci ¢ n, in order to enable participants to qualify the content of the session ¢ n in general. The result of this survey is important, both for the company that is offering ¢ n as the TRAINING also, n ¢ n for the institution, allowing take corrective action to improve aspects of TRAINING ¢ n n is not being developed properly º º Implantation º ¢ Project n º softtware for Aumatizaci ¢ n º Office º º º º º section ECUESTAD º º No. In order to optimize the service TRAINING ¢ n, º No thank you rate the content of this º ¢ n º session as as the exhibitor. Rate a º No score of 1-5 (1 = poor, 5 = excellent). Thank º º º # 1. Utility pr tica of the issues ...... º # 2. Examples or cases used cticos pr ........... º # 3. Transmission Efficiency in n content .... º # 4. Interaction with participants ¢ n ........... º º º No please write comments or suggestions: º No .......................................... º No .......................................... º No .......................................... º º º º º ³ ANNEX 7. ³ ³ ³ Bit Heart Problems This bit cora is used during implantation stages evaluation ¢ ny ci ¢ n. In it, users reported problems or difficulties they have with the utilization ¢ n of office tools. It provided to all qualified users. Doubts be n resolved during visits ¢ n revision made by the staff TRAINING charge of ¢ n. Implantation ³ ¢ n Project Software for Office Automatizaci ³ ¢ n ³ ³ ³ ³ ³ BITACORA PROBLEM ³ ³ NAME ³ ³ AREA ³ ³ ³ Tool Problem description ¢ n ¢ n solution ³ ³ ³ Date Date Office ³ ³ ³ ³ ³ Suggested ³ ³ ³ ³ ³ ³ Visit ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ? ANNEX 8 ³ ³ ³ ¢ n T definition, terms ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ OFIM policy. Represents all matters relating to procedures, tools software to automate the usual work of the people in a office, individually or in groups. Word Processor. Group of office tools that allow editing ¢ n docu- ments using a computer. Generally contain different fonts, default document formats or the facility to create (a dictionary). C Calculation Sheet. Group of tools to work with matrices words, f ¢ n £ mere formulas that policy is automatic as recal- Culann, according to formulas entered f ¢. They are used to handle budgets, comparison charts, graph results, etc.. Generator presentations. Group of office tools that allow a sequence by way of presentation slides. Each screen can contain letters, n £ groupers, pictures, gr GRAPHICS. Office tools. Group applications for personal computers that speed shaped desk work ¢ nica electr. Among the m s common is n ¢ electronic leaves niques, word processors, generation ers presentations, project managers. These tools generally allow information ¢ n a tool to be included within other tool. Project Managers. Group of office tools that let you enter activities within a project, sequenced, generating milestones, assign costs and other resources. Generally allow present the project Gantt chart format or PERT / CPM. E mail ¢ nico. Group of office tools that allow Gesti ¢ n the env or ¢ nica electronic correspondence between computer users that Network are in electronic mail l ¢ nico transcends boundaries of an institution ¢ n when it is connected to network services international and INTERNET. Agendas Electr ¢ niques. Group of office tools that allow a Gesti ¢ n meeting agenda, personal and group. GroupWare. Tools for a group of users to work together in a document according to certain rules. WorkGroup. Group networked users to share resources such as printers, software, disk space and files. Can be various user groups in a large network. ¢ n discussion forums. Group of office tools that allow a group of users exchange views on a particular topic. The comment on the particular topic are shared by all stakeholders to achieve m sr conclusions quickly.


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