THE CONTRIBUTION OF MODERN TECHNOLOGY IN ADVANCEMENT OF SECRETARIAL PROFESSION IN TERTIARY INSTITUTIONS:

A CASE STUDY OF KYAMBOGO UNIVERSITY

ABSTRACT

This research work has been carried out to determine the contribution of modern technology in the advancement of secretarial profession.  The instruments used in gathering data for this study are, the questionnaire, oral interview and observation.  The scope of study covered Kyambogo University.  The data was collected from sample secretaries, students and workers of other professions in the above institution.

This study employed a descriptive and analytical research which involved use of questionnaires, personal interviews with the respondents and perusal of past records and publication. These were used  because  descriptive  design  helps  to  ascertain  and  describe  the  characteristics  of  the variables. Analytical research design was used to analyze the information, since this study involved the collection of views, perspective or opinions of respondents regarding a particular issue.

The study sample comprised of 40 respondents of which 25(62.5%) were female and 15(37.5%)

were male who were employees and students of Kyambogo University.

The researcher used both primary and secondary data. Primary data was used in instances where the researcher required information that did not exist elsewhere. Secondary data was obtained on the sources which already existed about the enterprise and had been used before for example books and internet.

From the result of the analysis, it was discovered that all this technological advancement has helped to improve the activities of secretaries in the officer thereby increasing their productivity as well as enhancing their job security.

However, it was recommended that secretaries need to go on training, so as to able to handle this modern equipment efficiently.  And also, that their training process still continues, if there is any introduction of new machine in future.

More so, secretaries should not be afraid of this new machine, they should not feel that they will be displaced, rather they should accept it and see it as a helpful too, that helps in making their job accurate and first.

The researcher recommended that institutions of higher learning should endeavour to send secretaries to more computer technology/application workshops to update their knowledge to make them relevant in the modern office.

CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter entail the background of the study, statement of the problem, objectives of the study, research objectives both general objective and specific objectives, research questions, scope of the study, significance of the study the conceptual framework.

1.1 Background of the study

By the mid-20th Century, humans had achieved a mastery of technology sufficient to leave the atmosphere of the earth for the first time and explore space. According to Merriam-Webster (2007),  technology is  making  usage  and  knowledge  of  tools,  machines,  techniques,  crafts, systems or methods of organization in order to solve a problem or perform a specific function. The word technology comes from Greek; the term can either be applied generally or to specific areas: example include construction technology and information technology.

According to Beniger, J. (2009), technology has affected society and its surroundings in a number of ways. In many societies, technology has helped develop more advanced economies (including today’s global economy) and has allowed the rise of a leisure class. Many technological processes produce unwanted by- products: known as pollution and deplete natural resources, the determinants of the earth and its environment. Various implementations of technologies influences the value of a society and news technology often rises new ethical questions examples include the rise of efficiency in terms of human productivity, a term originally approved to machines and the challenge of traditional norms.

According to Hakansson, H. (Ed.). (2015), traditionally, new technology has been concerned with the construction of machines, structures, and tools on a relatively large scale. The development of materials for building bridges or sky scrapers is an example of this, as is the development of the internal construction engine and the nuclear reactor.  While such activities involve all the sciences, from chemistry to nuclear physics, the overriding goal has been the same to improve the human condition by finding better ways to deal with the macroscopic world.

Castells, M. (2014), in his views says: Since world War II, the focus of technological activities has undergone a major change while the old activities are still pursued, they have largely superseded by applications of technology at the microscopic level instead of building large-scale structures and machines modern-day technology tends to concentrate on finding improved ways to transfer information and to develop new materials by studying the way atoms come together. The silicon clip and microelectronics typing the new technological trend, as does the blossoming of genetic engineering. The trend can be expected to continue into the fore seeable future. With the changing world of technology this day, it is important to say that modern technology has come to stay, and it plays significant role in the improvement of the secretary’s job which in turn enhances productivity in all aspect.

A secretary is an office-staff who combines the mastery of secretarial skills of typewriting and shorthand with office routine functions. Automation is an innovation and a consequence of the industrial revolution. It is a collection of methods for controlling machinery and production processes by mechanical method, usually with electronic equipment. Spencer (1981) defined automation as the process of replacing human work with work done by machines or system designed to perform a specific combination of action automatically or repeatedly.

Mayer (1977) defines a secretary as an executive assistant, who possesses a mastery of office skills, demonstrates the ability to assume responsibility with or without supervision, exercises initiatives and judgment and makes decision within the scope of assigned authority. It means that a qualified secretary should have a wide knowledge of business acumen, versatile knowledge in accounting, personnel, office practice, communication and inside knowledge of the operation of all departments within the organization where he works, unlike a half-baked secretary who possesses only knowledge of shorthand, typewriting and basic office practices. The advent of the word processor has helped to make the secretarial career path cleaner. For a secretary to be employable in an automated office, Merony (1983) believed that such a secretary must be well versed in the following specific automated office equipment training:

In the past, most office work had been carried out manually although through them the volume of office work had been small and there was less sophistication in the industrial art, hence there was no significant demand for modern technology. But today, when one looks at the basic tasks. In an office, whether it be writing, calculating, filling, sorting or analysis, it is found that office machines can be used to do the job better and faster which leads to great achievements and professionalism in the field. There has never been greater need for efficiency in business than there is today. All kinds of businesses. Must employ modern methods in their offices. The raw material of an office is information, and the responsibility of an office is like that of a clearing house, receiving and sending out information, processing storing facts in various forms. Therefore, the ever increasing size of business organizations has increased the development of new techniques in office management. Unlike in the past, where the secretary made use of old model manual typewriter that does not enhance efficient. Since the secretary is a medium through which the organization actions and policies are conveyed to the public. In readable and disenable form, it is wise that she is exposed to office machines and understand their proper

usage  so  that  she  can  efficiently  carryout  the  routine  job  of  the  office.  By so doing the organization concern can benefit highly form the services of the secretary.

The secretary is part of the management team since she is completely involved in the affairs of the office and in making and implementation of business plans. She deals with letter drafting and typing, filing processing and storing of information as well as disseminating information. With the office automation such as electronic typewriter Word process, computer, telephone, fax machine, internet, e-mail, photocopier and calculating machines at her disposal, her job is sure to progress swiftly and a boost to attaining productivity in the organization where she works.

1.2 Statement of problem

Even though modern technology is regarded as important and of high value in ensuring quality work output in an office, as well as bringing about productivity. It is equally believed that these machines can cause job displacement. This is the fear that many employees suffer from when new machines are being purchased for use by their organization. The machines are cost effective. Some organizations do not really apply the use of some of the modern machines and this lead to poor performance, this is because they seem not to attach great importance to these machines and most secretaries are ignorant of their uses. Therefore if nothing is done probably the organization mighty loose market opportunities; however, this prompted the researcher to carry out research on the contribution of modern technology in advancement of secretarial profession, Kyambogo University.

1.3 General objective

The purpose of this study was to establish the contribution of modern technology in advancement of secretarial profession in tertiary institutions.

1.4 Specific objectives of the study

The study intended to achieve the following:

1. To find out the benefits of modern technology in secretarial profession
2. To find out the forms of modern technology used by secretaries.

• To establish the relationship between modern technology and secretarial profession in tertiary institutions.

1.5 Research questions

1. What are the benefits of modern technology in secretarial profession?

1. What forms of modern technology is used by secretaries?

• What is the relationship between modern technology and secretarial profession in tertiary institutions?

1.6 Scope of the study.

This included; content scope, geographical scope and the time scope.

1.6.1 Content scope

The  research  focused  on  the  contribution  of  modern  technologies  in  the  advancement  of secretarial profession.

1.6.2 Geographical scope

The research was carried out in Kyambogo University because it was a good representation of institutions of higher learning. It is located 6kms off Kampala -Jinja road in Banda Kampala-Uganda.

1.6.3 Time scope

The research covered a period of three years and above and giving justification.

1.7 The significance of the study

Institutions that are privileged to have access to modern technologies will be at an advantage in that, they will be better placed to know the different roles which secretaries can play and their ability to operate complex and automated machine.

This research work would be useful in institutions of higher learning that offers secretarial studies.

Some institutions are not aware of these modern office technologies.   This type of institution will benefit from this research, because, after getting through this work, they would be well exposed about the various equipment that they could use to carry out their duties effectively.

This research work would be avaluable asset to government policy makers on privatization and contributing to the successful up-lifting of secretarial profession in modern technology.

1.10 Definition of terms

In the course of this research, the following terms are frequently used and will be defined here, so as to help the reader to better appreciate and understand the relevance of this research work.

Secretary: An executive assistant who possesses a mastery of skills, who demonstrates the ability to assume responsibility without direct supervision; who exercise initiative and judgment and who makes decisions within the scope of assigned authority.

Training:  It is the systematic process of altering the behavior of an employee to increase organizational goals.

Development: This deals with the activities undertaken to expose an employee to perform additional duties and assume position of importance in the organizational hierarchy.

Technological advancement: This is a complex modern labor and cost cutting equipment that are now increasingly utilized in organizations.

Word processor: It refers to the process by which an idea is translated into written communication. It also records typed words, diagrams etc. and displays them on screen, where they can be corrected or changed and then automatically printed.

Data: Its means facts or information

Typewriter: It’s a keyed writing machine

Computer: An electronic device used for storing and analyzing information fed into it, its also used for calculating.

CHPATER TWO

LITERATURE REVIEW

2.0 Introduction

This chapter presents an overview of the existing literature based on other writers’ opinions, findings, and viewpoints on the contribution of modern technology in advancement of secretarial profession in tertiary institutions.

2.1 Benefits of modern technology in secretarial profession

Hatch, M. J., & Cunliffe, A. L. (2013) asserts that, technology will only be meaningful to an organization in case it is; Accurate thus free from errors, complete, simple to understand by all the participants, economic where resources are utilized properly.

Globalization, according to Scott, W. R. et al (2015), technology has not only brought the world closer together, but it has exposed secretaries to office technology including the internet that make work much easier and knowledge more accessible (Edwin, 2008) will allow the world’s economy to become a single interdependent system. This means that it is now easier for secretaries to send messages by telex, electronic mails (e-mails), fax and telephones. We will not only share information quickly and efficiently, but we will also bring down barriers to sharing of accounting data across boundaries. The world will develop into a global village due to the help of technological advanced systems, allowing countries like Chile and Japan who are not only separated by distance but also by language to share ideas and information with each other.

Communication, Chaffey (2007) asserts that with the help of technology, secretaries in their profession can easily communicate to their bosses at a cheaper cost, quicker, and more efficient. We can now communicate with anyone around the globe by simply text messaging them, or sending them an email, for an almost instantaneous response. The internet has also opened up face-to-face direct communication from different parts of the world, thanks to the help of video-conferencing.

Cost effectiveness, Technology helps to computerize their accounting process, by the use of office gadgets available to the secretary which include photo-copy machines, duplicating machines, dictating machines, printers, among others. This is the era of computers and information technology which has become an enabler of greater convenience.  thus streamlining businesses to make them extremely cost effective money-making machines. This, in turn, increases productivity, which ultimately gives rise to profits; that means better pay and less strenuous working conditions in accounting, (Prum, D. A., & McCrory, C. 2013),

Bridging the cultural gap, Cortesao et al, (2005) argues that technology helps to bridge the cultural gap by helping people from different cultures to communicate with one another. By the help of the current platforms like Facebook, Twitter, Whatsapp among others, secretaries can easily exchange of views and ideas, thus increasing awareness and reducing prejudice.

More time, Technology makes it possible for businesses to be open 24 x7 all over the globe. This means that a business will be open anytime, anywhere, making purchases from different countries easier and more convenient. It also means that you will have your goods delivered right to your doorstep without having to move a single muscle in such a situation accountants are able to work at any time, (Kennedy, 2001).

Creation of new jobs, Kennedy A, (2001) argues that probably, the best advantage of technology is the creation of new and interesting jobs for those in the secretarial profession. This is possible due to the fact that Secretaries can learn 3 of the most popular types of computer software programmes which are word processing, which help the user to write and edit memos, letters and reports, data management programmes or databases, which help the user-secretary to use long lists of data and spreadsheet programmes, which handle tables and numbers (Davenport, T. H. 2016). Secretaries now have many technologically advanced office gadgets to ease their jobs and enhance proficiency and productivity leading to improved access to goods and services globally (Davenport, T. H. 2016). Computer programmers, Systems analyzers, Hardware and Software developers and Web designers are just some of the many new employment opportunities created with the help of Technology.

2.2 Different forms of modern technology used by secretaries

Electronic Data Interchange; This is an exciting development in the 1980s. EDI is a technique based on agreed standards which facilitates business transactions in a standardized electronic form in an automated manner directly from a computer application in one organization to an application in another organization. The growth of microcomputer usage in accounting systems is to direct electronic transmission of data and standard business forms between the buying organization and its suppliers. According to Lysons, (2006), 75% of the business units they surveyed have EDI capability with their various suppliers. Electronic Data Interchange and the internet have made flow and exchange of information once an EDI system is in place and functioning properly, it produces a number of clear-cut operating benefits for the buying firm. An obvious reduction in paperwork and related administrative contributes noticeably to increased productivity. Because data is transmitted directly between computers, accuracy of the data throughout the process typically increased. For the same reason, more complete and faster feedback of order status information is possible.

According to Bialy et al, technological progression necessitates that organizations should have formulated plans to handle development for example in the development of EDI as one of the information technologies used in supporting accounting activities. It is imperative that purchasing has an appropriate supplier who can jointly develop and use this technology.

In addition to the above, there has been different views concerning the integration of materials and information flows, both internally and externally for example; MRP, MRP II and integrated information systems such as EDI and supply chain concepts such as value streams.

At the same time, organizations can successfully run a home shopping and delivery systems for consumers over the internet. Within these businesses, intranets are put in place to enable information be shared between stores and this facilitates communication across the business making the internal operations become much more efficient as a result. For example, by capturing customer demand data sooner, better utilization of production and transport capacity achieved through proper planning and scheduling.

According to Preben Koch, head of ICT development at vital, Forsaking USA, explains “We needed to ensure cost-effective growth of the business by making our processes fast and accurate, using technology to save duplication of effort. Our administration system was out-dated. The long and complex forms required several steps of validation and this slowed up the process of handling cases.”

Koch still explains that by use of TIBCOS BPM suite that TIBCO software developed for vital paper mark and staff have been reduced by 25% and 35% while maintaining its level of service and also that case handlers now have instant access to client data  on screen including all contact details and the current status of applications and claims. As a result, customers can be kept well informed about their affairs and human mistakes can be avoided.

Bar codes and scanners                                                   

This system of Bar code and scanners represents a series of alphanumerical characters, bar code readers to interpret bar code zymology, and bar code printers to reliably and accurately print bar codes on labels, cartons, and/or picking /shipping documents. The review is included here because bar code systems are the foundation for many paperless warehousing systems, but the review is meant only as a brief introduction to bar code system, This helps in quick and accurate data entry, faster checking and clearing of shipments, automatic tracking of the shipments throughout the accounting practice, (Bailey, 2006).

Satellite

This is a technology that allows communication across a very wide geographical area. Satellite communication provides a fast and high volume channel for information movements. Satellite technology facilitates real time interaction which provides up to date information about location and delivery information about the products in transit. The satellite devices can also be used in tracking and tracing the materials both in ware houses and in transit this also enables an organization to have an accurate data regarding organization materials therefore creating efficiency in accounting systems, (Deo Mc Obrien and P.S Corbett, 2008).

Image processing

This uses fax and optical scanning technology to transmit and store freight bill information and supporting documents such as POD or BOL. Through image processing, the buying company is in position to get timely customer shipment information which is transmitted through the central Data base therefore, providing improved customer service in the form of more timely and accurate delivery, quick shipments, tracing and quicker transfer of sales and inventory information, (Van weele ,2005).

Internet

The strategic importance of information is recognized by most people and organizations. The internet thus far is primarily a tool for information sharing between the buying company and the selling company with the potential for electronic commerce being explored. Some companies are setting up private internet used to share data with workers and provide access to the larger internet. In logistics, the internet is used in order to enhance efficient, effective and timely communication between the buying and selling organization, tracking and tracing of the cargo during the actual process of accounting, (Zsidisin, G. and Papadakis 2003),.

Enterprise resource planning:

Enterprises Resource Planning is the English term for a business system. Again, another term that is used for business system is Enterprises System (ES). To describe an ES in a simple way one could say that ES is an information system that manages all the resources available in a company. It is a common term for a co-operating software that manages and co-ordinates much of a company’s resources, assets and activities (Boyle, 2004). Gartner Group developed the ERP concept under the 90’s. The term ERP is defined by them as: “ERP is a planning and communication system that affects all the resources of a company.” Boyle (2004) defines it as: “not a system, but a framework that includes administrative (finance, accounting), human resources (payroll, benefits), and Manufacturing Resources Planning (MRP) (procurement production planning). ERP units’ major business processes- order processing general ledger, payroll, and production within a single family of software modules.” There can be numerous benefits of using enterprises systems and according to Davenport (2002.) the most significant

Include’:

Customer order cycle: The customer order cycle: occurs at the customer/retailer interface and includes all process directly involved in receiving and filling the customer’s order. Typically, the customer initiates this cycle at a retailer site, and the cycle primarily involves filling customer demand. The retailer’s interaction with the customer starts when the customer arrives or contact is initiated and ends when the customer receives the order.

2.3 To establish the relationship between modern technology and secretarial profession in tertiary institutions.

Standardized secretarial process, including faster tracking of errors, improved quality control, efficiency in record keeping, greater efficiency through the use of information and communication components like internets, satellites among others that enables tracking and tracing of the goods in transit, during shipment as well as giving up to date information to the accountants about the quantity of goods in storage so that the accountants are able to reconcile the books of accounts with the physical stock in the store, (Oakland, J. S. 2014).

Simplified secretarial process; The introduction of technology has not only simplified the accounting process but has also improved on the business process including control over suppliers, improved process cycle time, close cooperation relationships, improved supply chain efficiency, accuracy of shared information, (Lewis, W. E. 2016)

Automation of the secretarial duties, With the use of technologically components such as Bar coding, Satellite, internets and Image processing among others in the process of managing accounting efficiency, there has been reduction on paper work thereby leading to a substantial reduction of errors, as well as increased capability to obtaining and exchanging real time information. This is possible through the use of information technology systems such as Bar code and scanners which represents a series of alphanumerical characters, bar code readers to interpret bar code symbology, and bar code printers to reliably and accurately print bar codes on labels, cartons, and/or picking /shipping documents.

Improved secretarial process; Accounting process involves management of an organizations record with a view of minimizing organizational information in a cost effective way. Accounting information enables suppliers and buyers to get related information from the point of origin to the point of consumption Pearlson, K. E, et al (2016). The introduction of technology has brought in tremendous improvements in the keeping of organizations records from the point of origin to the point of consumption including reduced arrangement costs and handling times, shortened response time for purchasing, improved order process speed and reduced labour costs.

Through the implementation of technological system in organizations like Kyambogo University the organizations’ processes of making payments to their suppliers have improved greatly including faster payment systems like using ATMS, credit cards among others. This reduces among others interest rate, credit risk among others (Aberdeen group 2005).

Improved performance of secretarial duties, According to Bhogade, P. G., & Inamdar, V. S. (2015) With improved tracking and tracing as a result of using internet, satellites among others, the company that is to say the distributing company is assured of efficiency and effectiveness in the distribution process as their trucks are properly tracked and traced so that in case the deliveries are made to a different location, the mistake can easily be rectified. This has therefore, improved Logistics efficiency in organizations and this has all been because of the introduction of information and communication technology. Other benefits include; delivering on time, reduced delivery enquiring time and improved distribution management.

Proper organizational duties, The introduction of information and communication technology in logistics management has brought about efficient and effective monitoring of the materials during transit to their various destinations. This is done through use of technologies that allows communication across a very wide geographical area. Satellite communication provides a fast and high volume channel for information movements. Satellite technology facilitates real time interaction which provides up to date information about location and delivery information about the products in transit. The satellite devices can also be used in tracking and tracing the materials in transit. Tracking is specifically achieved through the use of internet and others, this therefore enables both the delivering organization or the supplier and the buyer to know where specifically the goods in transit is and also in case of any problem encountered say by the truck being used for the transportation purposes, it can easily be recognized by the parties concerned (Monczka, R. M., et at2015)

Better communication and connection links. According to Nair N.K (2014), the introduction of information communication technology, communication between the buyers and the suppliers has been eased. Logistics is an old age industry that has been one of the greatest holdouts against the waves of computerization that has swept the world. Until recently, most organizations were still using traditional systems like fax and letter writing among others as a means of communication. However with the introduction of information and communication technologies such as telephones, internets and satellites among others, communication has not only been eased but also made efficient and effective.

Faster information transfer,  Information and communication technology equipment like internet, satellite and telephones enables a speedy transfer of information between the supplier and the buyer. Therefore, all the necessary information that the supplier needs to give to the buyer regarding how the goods in transit should be handled, stored and packed are given to the buyer prior to delivery so that special attention is taken by the buyer where necessary, According to Dave chffey (2010),  information transfers in the basis of survival for an organization.

Reduce costs in performance of secretarial duties, According to (Thomson and Singh 2010) technology helps the buying organisation to order the needed items at the right time and once the need arises then an order will be placed. This helps the organisation to do away with bulk stock levels hence solving the problem of inventory costs like obsolescence and dampness leading to losses this leads to efficiency and effectiveness in the logistics operations.

2.4 Conclusion

The skills of the secretaries in the use of technological gadgets are basically portrayed in virtually all aspects of the working environment in a modern business office.

CHAPTER THREE

RESEARCH METHODOLOGY

3.1 Introduction

This chapter highlights the procedures that the researcher followed in the whole research process. It discusses the research design, the study population, data collection methods and instruments, data processing, analysis and presentation.

3.2 Research design

It’s a process of making decisions before the situation arises in which the decision has to be carried out, that is to say a strategic plan of conducting research.

In order to collect data as much as possible, descriptive and analytical research design were used. These were used because descriptive design helps to ascertain and describe the characteristics of the variables. Analytical research design was used to analyze the information. Since this study involved the collection of views, perspective or opinions of respondents regarding a particular issue.

3.3 Study Population

The population refers to the group with characteristics which the researcher wants to study within the context of a particular research problem.

Kyambogo University is comprised of lecturers, secretaries, undergraduates and employees of other professions. In other words, this implied a set of all possible causes of interest in this research activity. Thus, the population of the study was forty (40) respondents of Kyambogo University.

3.4 Sample Size

This refers to part of population which is studied in order to make inferences about the whole population. The major participants in the informal sector that is to say the tertiary institutions were too wide, so there was need to choose a few manageable respondents to participate in the study. Thus, the sample size was forty (40) respondents from Kyambogo University

3.5 Sampling Design and Procedure

The researcher used simple random sampling and purposive sampling techniques.  Simple random sampling approach was used during the study because of its advantages, like minimization of bias results. This implies that all participants in the study population had equal chances of being selected. Purposive sampling was also used to select only those respondents with importance attached to their office. This means that data was obtained from the key informants about the subject matter. A combination of these two techniques gave a wide range of response.

3.6 Data Sources

Data was obtained from both secondary and primary data sources.

3.6.1 Secondary data collection

Roston (2001) defines secondary data as that kind of data that is available, already reported by some other scholars. Secondary data included policy documents and abstracts of the various scholars relating to the topic of discussion in question. Secondary data for this study was gotten from sources like libraries, archived records from the institution, and government publications, online information, text books, and unpublished research reports. This is because it was readily available and easier to comprehend, as comprised of extensively researched work.

3.6.2 Primary data collection

According to Roston (2001), primary data is that kind of data that has been gathered for the first time, it has never been reported anywhere. Short comings of secondary data sources such as out datedness and inadequacy in terms of coverage, necessitated the use of primary source for first data. Self-administered questionnaires were used and this enabled the researcher to cover a large population quickly and at a reasonable cost.

3.7 Data Collection Instruments and Methods

3.7.1 Questionnaire

A questionnaire is a reformulated written set of questions to which respondents record their answers, usually within rather closely defined alternatives. The questionnaire was equally usedbecause the information was collected from a large sample in a short period because some of the respondents could not read and write which necessitated interviews. The questionnaire was used in collection of data from respondents (members of the institute). The questionnaires consisted of both  open  and  close-ended questions that  were  administered to  respondents of  Kyambogo University.

Advantage: Large amounts of information can be collected from a number of people in a short period of time and in a relatively cost effective way.

3.7.2 Interview method

The researcher also administered interviews. An interview is a dialogue between an interviewer and interviewee. It is an organized conversation aimed at gathering data about a particular topic. This is a method where a researcher interviews respondents to obtain information on the issue of interest. In this case, the interviews during this research were structured and specifically administered to staff and students of Kyambogo University.

Advantage: It encourages free and open responses.

3.7.3   Observation method

The researcher observed the modern technological equipments used by the institution and their use by secretaries in terms of duty execution and service rendering to various clients. However, the observation method revealed whether the respondents find hard time in using the modern technological equipments while at work. It also spelt out the equipment present, missing equipments, new equipments and those for disposal.

Data Processing and Analysis

3.8.1 Data processing

The  data  collected  from  the  field  was  subjected  to  processing for  easy  interpretation  and understanding. Data collected was checked for completeness, categorized, coded, and entered into a computer where it was summarized into frequency tables edited and tabulation by use of percentages. Quantitative data was presented in form of descriptive statistics using frequency tables. Qualitative data was sorted and grouped into themes. The researcher thereafter evaluated and analyzed the adequacy of information in answering the research questions through coding of data, identifying categories and parameters that emerged in the responses to the variables of thestudy. Qualitative data was presented using narrative text.

CHAPTER FOUR

PRESENTATION, ANALYSIS, INTERPRETATION OF FINDINGS

4.0 Introduction

This chapter presents the results in reference to objectives in chapter one. Capacity in which one is serving Kyambogo University, Gender of respondents, Age of respondents, Education level of respondents, benefits of modern technology on performance of secretaries , different forms of modern technology used by secretary and to establish the relationship between modern technology and performance of secretary.

4.1 Findings on general information

4.1.2 Findings on the Gender of respondents

Depending on the sample of respondents that was taken, below is the table showing the gender distribution.

Table 1 Gender of respondents

Source: primary data

Table 4.1.2 above shows that 60% of respondents were male and 40% were female. This means that the biggest percentage of respondents and employees in the organization that were sampled were male and apart from that it also shows that male gender dominate the work force of Kyambogo University which eased the work due to flexibility of men other than women.

4.1.3 Findings on the age of respondents.

The age groups of the respondents were represented as shown below;

Table 2: findings Age of respondents

Source: primary data

Figure 1: Pie-chart showing age category of respondents

The table and pie-chart above shows that 33.33% of the respondents are in the age group of 18-29 while 50% of the respondents are in the ages of 30-39 while the remaining respondents of 16.6% are in the ages of above 40 years. This showed that respondents between the age 30-39 dominated all therefore are still in an active range therefore can give sound and clear responses in relation to the questions which gives accuracy in data collected.

4.1.4 Findings on the education level of respondents.

The education levels of the respondents were as shown in the table below;

Table 3: Showing educational level of respondents

From the findings above the table this implies that the degree holders are able to give reliable information about the topic since they have enough knowledge and qualifications.

4.1.5 Findings on the number of year’s respondents have worked at Kyambogo University.

The number of years respondents have worked with Kyambogo University is as shown in the table below;

Table 4 Showing the number of years respondents have worked at Kyambogo University

Source: primary data

The table shows that majority of the respondents have worked for the time period of 6-10 years and therefore have much knowledge about the organization thus can give adequate information.

Figure 2: Bar graph showing number of years respondents have worked

The bar graph above shows that majority of the respondents have works between  the range of 6-10 years this shows that  the majority of the respondents have enough knowledge on the operations of Kyambogo University and therefore they were able to give detailed information regarding the topic.

Then the least of respondents have worked there for 10 years and above however those that have worked between 3-5 years are more than them.

4.2 Benefits of modern technology in performance of secretaries

Table 5 Benefits of modern technology in performance of secretaries

Strongly agree, (SA), Agree(A),   not sure (N), Disagree (D), Strongly disagree (SD). 

Source: primary data.

From table 4.2.1 above, findings revealed that, 50% of respondents strongly agreed that globalization of secretarial duties has been achieved as a result of using modern technologies in the organization, 33.3% agreed while 16.6% agreed this therefore shows that majority of respondents agree .

According to the table 60% of the respondents strongly agreed that Communication between employees is easy as a result of using modern technologies, while the remaining 40% agreed this therefore shows that all the respondents agree with the fact that communication between organizations has been enhanced.

According to the table above, 73.3 % of the respondents strongly agreed that Cost effectiveness has been achieved as a result of using modern technologies while 16.7% agreed, 3.3% of the respondents were not sure while the remaining 10% .

From the table 83.3% of respondents strongly agreed that Bridging the cultural gap between organizations while the remaining percentage of 16.6% of the respondents agreed this makes it clear that modern technology is essential in ensuring that cultural gap between organization has been closed due to the ability to work together.

The table above indicates that 60% of respondents strongly agreed that modern technologies is essential in ensuring that there is Time saving to secretaries, 20% agreed while the remaining 20% were neutral over the issue.

The above table also shows that 50% of the respondents strongly agreed that Creation of new jobs is achieved by use of modern technologies by secretaries in an organization while the remaining 50% agreed this therefore shows that 100% of the respondents agreed

4.3 Different forms of modern technologies used by secretaries in an organization

Table 6 Different forms of modern technologies used by secretaries in an organization

Strongly agree, (SA), Agree(A),   not sure (N), Disagree (D), Strongly disagree (SD). 

Source: primary data

Table above reveals that the use of Electronic Data Interchange at Kyambogo University this is supported by the strong percentage of 47% strongly agreeing, while 33% agreed and 10% disagreed while the remaining percentage of respondents strongly disagreed.

The table indicates that majority of the respondents strongly and agreed that Secretaries use bar code scanners to ease their work while none of the respondents was neutral, disagreed, and strongly disagreed this therefore shows that secretaries use bar code scanners to make their work easy.

According to table above, 47% of the respondents strongly agreed that Image processing technology is used by secretaries at Kyambogo University, while 33% of the respondents agreed while 20% of the respondents where neutral.

According to researchers’ findings, 50% of the respondents strongly agreed that Secretaries use internet to improve on their productivity. While the rest of respondents agreed this therefore shows that the internet is very essential to the secretaries in executing their work.

According to the table 67% of the respondents strongly agreed that Secretaries use enterprise resource planning at Kyambogo University while 16% agreed and the remaining percentage disagreed.

4.4 The relationship between modern technologies and secretarial performance

Table 7 Shows the relationship between modern technologies and secretarial performance

Strongly agree, (SA), Agree(A),   not sure (N), Disagree (D), Strongly disagree (SD).

Source: primary data

From table above, 60% of the respondents strongly agreed that Standardized secretarial performance is achieved if an organization adopts the use of modern technologies among the secretaries while the remaining 40% agreed; this therefore shows that the majority of the respondents agreed , this results further indicates that modern technologies helps the secretaries.

According to table above it indicates that, 73.3 % of the respondents strongly agreed that Simplified secretarial process is essential in the efficient performance of secretarial duties , while 26.7% agreed , while none of the respondents, was neutral, disagreed, and strongly disagreed.

Findings revealed in table above, shows that 50% of the respondents strongly agreed and the remaining percentage this therefore shows that 100% of the respondents agree with the fact that Automation of secretarial duties is achievable by use of modern technologies in an organization.

According to the table 56.7% of the respondents strongly agreed that Improved secretarial duties is achieved by use of modern technologies by the secretaries in an organization like kyambogo university, while the remaining 33.3% of the respondents of the spend strongly agreed, while none of the respondents was neutral, disagreed or strongly disagreed.

From table above, majority of the respondents strongly agreed that Better communication among the secretaries in an organization is can be achieved by the use of modern technologies while 23.3% agreed while none of the respondents were neutral, disagreed or strongly disagreed.

The table above shows that majority of the respondent assert that Faster information transfer among secretaries is achieved by the use of modern technologies in an organization the Table further indicates a large majority of around 60% of the respondents strongly agreeing to the fact while 33.3% of the respondents agreed and the remaining percentage of the respondents were neutral.

CHAPTER FIVE

DISCUSSION OF FINDINGS, CONCLUSIONS AND RECOMMENDATIONS

5.0 Introduction

This chapter presents a summary of findings in relation to the topic of the study. It further highlights the conclusions and recommendations that were made in regard to the objectives of the study.

5.1 Discussion of findings

5.1.1 Benefits of modern technology in secretarial profession

According to the findings in the study, 50% of respondents strongly agreed that globalization of secretarial duties has been achieved as a result of using modern technologies in the organization, which is in line with Scott, W. R. et al (2015), who stated that  technology has not only brought the world closer together, but it has exposed secretaries to office technology including the internet that make work much easier and knowledge more accessible and (Edwin, 2008), lamented that this would allow the world’s economy to become a single interdependent system.

The findings further revealed that 60% of the respondents strongly agreed that Communication between secretaries and other  employees is easy as a result of using modern technologies and this agrees with Chaffey (2007) who asserts that with the help of technology, secretaries in their profession can easily communicate to their bosses at a cheaper cost, quicker, and more efficient. We can now communicate with anyone around the globe by simply text messaging them, or sending them an email, for an almost instantaneous response.

According to Prum, D. A., & McCrory, C. (2013), technology helps secretaries to  computerize their accounting process, by the use of office gadgets available to the secretary which include photo-copy machines, duplicating machines, dictating machines, printers, among others. This is the era of computers and information technology which has become an enabler of greater convenience.  Thus streamlining businesses to make them extremely cost effective money-making machines. This, in turn, increases productivity, which ultimately gives rise to profits; that means better pay and less strenuous working conditions in accounting. Study agrees with this argument because 73.3 % of the respondents strongly agreed that Cost effectiveness has been achieved as a result of using modern technologies while 16.7% agreed.

5.1.2 Different forms of modern technology used by secretaries

According to the findings in the study, 46.67% of the respondents strongly agreed that the use of Electronic Data Interchange at Kyambogo University this is supported while 33.3% agreed. This is in agreement with Lysons, (2006) who states that the growth of microcomputer usage in accounting systems is to direct electronic transmission of data and standard business forms between the buying organization and its suppliers.. Electronic Data Interchange and the internet have made flow and exchange of information once an EDI system is in place and functioning properly, it produces a number of clear-cut operating benefits for the buying firm.

According to Bailey, (2006), system of Bar code and scanners represents a series of alphanumerical characters in the secretarial profession, i.e bar code readers to interpret bar code zymology, and bar code printers to reliably and accurately print bar codes on labels, cartons, and/or picking /shipping documents. This is in agreement with  46.7% of the respondents who strongly agreed and 33.3% of them agreed that Image processing technology is used by secretaries at Kyambogo University.

The findings further revealed that 50% of the respondents strongly agreed that Secretaries use internet to improve on their productivity while the rest of respondents agreed this therefore shows that the internet is very essential to the secretaries in executing their work. As stated by Shadkam, M., & O’Hara, J. (2015) that the internet thus far is primarily a tool for information sharing between the buying company and the selling company with the potential for electronic commerce being explored. Some companies are setting up private internet used to share data with workers and provide access to the larger internet. In logistics, the internet is used in order to enhance efficient, effective and timely communication between the buying and selling organization, tracking and tracing of the cargo during the actual process of accounting.

5.1.3 To establish the relationship between modern technology and secretarial profession in tertiary institutions.

According to Oakland, J. S. (2014), Standardized secretarial process, including faster tracking of errors, improved quality control, efficiency in record keeping, greater efficiency through the use of information and communication components like internets, satellites among others. He argues that these enable tracking and tracing of the goods in transit as 60% of the respondents strongly agreed and 40% agreed that Standardized secretarial performance is achieved if an organization adopts the use of modern technologies among the secretaries while the remaining; this therefore shows that the majority of the respondents agreed, this results further indicates that modern technologies helps the secretaries.

The study further revealed that that Simplified secretarial process is essential in the efficient performance of secretarial duties, and this was supported by 73.3 % of the respondents strongly agreed while 26.7% agreed. This is in agreement with Lewis, W. E. (2016) who stated that the introduction of technology has not only simplified the accounting process but has also improved on the business process including control over suppliers, improved process cycle time, close cooperation relationships, improved supply chain efficiency, accuracy of shared information,

The study also indicates that 50% of the respondents strongly agreed and the remaining percentage this therefore shows that 100% of the respondents agree with the fact that Automation of secretarial duties is achievable by use of modern technologies in an organization. Just as stated by Okoye, A. C. (2016) that the use of technologically components such as Bar coding, Satellite, internets and Image processing among others in the process of managing accounting efficiency, there has been reduction on paper work thereby leading to a substantial reduction of errors, as well as increased capability to obtaining and exchanging real time information.

According to findings in the study a large majority of around 60% of the respondents strongly agreeing to the fact while 33.3% of the respondents agreed that Faster information transfer among secretaries is achieved by the use of modern technologies in an organization as agreed  by Bhogade, P. G., & Inamdar, V. S. (2015) who asserts that With improved tracking and tracing as a result of using internet, satellites among others, the company that is to say the distributing company is assured of efficiency and effectiveness in the distribution process as their trucks are properly tracked and traced so that in case the deliveries are made to a different location, the mistake can easily be rectified.

5.2 Conclusion

Ugandans are very enthusiastic in accepting changes. However, with regard to the secretary and office technology, the secretaries are regularly retrained, but most of the offices do not have computers and those which have could not use them because of power outages. The tertiary institutions who train the secretaries do not have computers for    the training and those which have computers cannot use them because of irregular electricity supply. Most secretaries pursue computer studies in privately established computer centres where generators are used for the computers through high course fees. However, they work of the secretary is very versatile and his profession is a very dynamic one. The traditional secretary has some personal and business attributes that  are  still  relevant  for  this  millennium. However, in  this  century, the  modern secretary must be adaptable to the ever increasing changes in the work place. There are changes in course of study in the roles and responsibilities, innovations and inventions in technolog y, especially the varied uses of the computer. The structure of the office keeps changing. There are also hazards in the office that the secretary has to contend with. In fact, there are challenges that do exist and only the secretary, who is hard working, resilient and dynamic, will be able to survive in the work place. The lazy and indolent ones will certainly be flushed out into the labour market.

5.3 Recommendations

Kyambogo University should procure as many modern office technological gadgets as are available to the students and the secretaries with in the university campus which will enable secretaries to increase their productivity.

Secretaries without new skills in the use of modern office technological gadgets should be retrained to fit into the trend of current advancement.

Secretaries should be given the opportunity and chance to perform/carry out other administrative functions.

REFERENCES

Beniger, J. (2009). The control revolution: Technological and economic origins of the information society. Harvard university press.

Hakansson, H. (Ed.). (2015). Industrial Technological Development (Routledge Revivals): A Network Approach. Routledge.

Castells, M. (2014). Technopoles of the world: The making of 21st century industrial complexes. Routledge.

Hatch, M. J., & Cunliffe, A. L. (2013). Organization theory: modern, symbolic and postmodern perspectives. Oxford university press.

Scott, W. R., & Davis, G. F. (2015). Organizations and organizing: Rational, natural and open systems perspectives. Routledge.

Prum, D. A., & McCrory, C. (2013). Technological and Business Evolution of Machine-Based Gambling in America, The. Wake Forest J. Bus. & Intell. Prop. L., 14, 235.

Davenport, T. H. (2016). Personal knowledge management and knowledge worker capabilities. Personal knowledge management, 167-188.

Oakland, J. S. (2014). Total quality management and operational excellence: text with cases. Routledge.

Lewis, W. E. (2016). Software testing and continuous quality improvement. CRC press.

Pearlson, K. E., Saunders, C. S., & Galletta, D. F. (2016). Managing and Using Information Systems, Binder Ready Version: A Strategic Approach. John Wiley & Sons.

Bhogade, P. G., & Inamdar, V. S. (2015). To develop racing application for real time results calculation using GPS and GPRS/GSM device. International Journal of Computer Applications, 115(9).

Monczka, R. M., Handfield, R. B., Giunipero, L. C., & Patterson, J. L. (2015).Purchasing and supply chain management. Cengage Learning.

Shadkam, M., & O’Hara, J. (2015). Social commerce dimensions: The potential leverage for marketers. The Journal of Internet Banking and Commerce, 2013.

Okoye, A. C. (2016). professional competencies required of secretaries in modern automated offices in tertiary institutions in anambra state of nigeria. online journal of arts, management & social sciences, 1(1).

APPENDICES

APENDIX 1 QUESTIONNAIRE

Appendix1: Questionnaires for owners of Green Power Enterprise ltd.

Dear respondents,

My name is  Nangira Janet, a student of Kyambogo University pursuing a Bachelor’s Degree of

Administration and secretarial science.

Business studies (School of management and entrepreneurship). Am carrying out a research on “The  Contribution of    Modern Technology in  Advancement of Secretarial Profession in Tertiary Institutions”. The information needed from you is purely for academic purposes and therefore any information given to me will be treated with maximum confidentiality.

Kindly spare a little time to fill this questionnaire. Thank you very much.

SECTION A: BACKGROUND INFORMATION

(Tick where Appropriate)

1. Gender:

1. a) Male b) Female

2. Age
3. a) 18 – 30 years  b) 31 – 40 years c) 41 – 50 years                                  d) 51 – 60 years

1. e) 61 years and above

3. Marital Status:

1. a) Single b) Married c) Widowed                                      d) Divorced
2. e) Others (specify)………………………………………………………………………..

4. Your highest level of education

1. a) Primary b) Certificate c) Diploma                                          d) Degree

e.) Others……….

5. For how long have you been doing this business?

1. a) 0 – 5 years b) 6 – 10 years

1. c) 11 – 15 years d) 16 – 20 years e) Above 20 years

For the statements or questions on the following pages, tick the appropriate box;

(Strongly Agree= SA, Agree= A, Not Sure= NS, Disagree= D, Strongly Disagree= SD)

Table 1. SECTION A: CONCEPT OF MODERN TECHNOLOGY AND ITS RATE OF

APPLICABILITY IN TERTIARY INSTITUTIONS.

Table 2. SECTION B: SECRETARIAL PROFESSION

Table 3. SECTION C: THE RELATIONSHIP BETWEEN MODERN TECHNOLOGY AND SECRETARIAL PROFESSION IN TERTIARY INSTITUTIONS

APPENDIX II INTERVIEW GUIDE

THE CONTRIBUTION OF MODERN TECHNOLOGY IN ADVANCEMENT OF SECRETARIAL PROFESSION IN TERTIARY INSTITUTIONS:

A CASE STUDY OF KYAMBOGO UNIVERSITY

Dear respondent, this interview guide is intended to facilitate the study on the contribution of modern technology in advancement of secretarial profession in tertiary institutions, a case study of Kyambogo University. The study is for academic purposes and is carried out as partial requirement for the award of a degree of bachelor in administrative and secretarial studies of Kyambogo University; your input will be highly appreciated and will be handled with utmost confidentiality.

Benefits of modern technology on the performance of secretaries

How has the use of modern technology helped secretaries to execute their duties?

Are secretaries able to connect globally with their counter parts?

Mention some of the ways to which modern technology has enabled secretaries to perform their tasks ?

How does modern technology help in time saving?

What are some of the challenges with modern technology?

What are some of the key benefits you have received from ROSAC?

Different forms of modern technology

Mention some of the different forms of modern technology used by kyambogo university secretaries.

Relationship between modern technology and performance of secretaries?

How has modern technology enhanced the performance of secretaries?

Explain some of the ways in which modern technology has reduced on the costs of performance of secretarial duties?

Explain the relationship between modern technology and performance of secretaries.

 APPENDIX III

BUDGET

APPENDIX IV: WORK PLAN