APPLICATION OF GOOGLE APPS IN OPERATION MANAGEMENT OF HUNG DUNG LTD, COMPANY

FOREIGN TRADE UNIVERSITY FACULTY OF BUSINESS ADMINISTRATION -*** MIDTERM INTERNSHIP REPORT Major: International Business Administration APPLICATION OF GOOGLE APPS IN OPERATION MANAGEMENT OF HUNG DUNG LTD, COMPANY Name: Nguyễn Trung Hiếu Student Code: 1117250022 Class: A13 – CLC QTKD Course: 50 Instructor: Ms.Nguyen Thi Hanh, MBA Hanoi, 08/2014 ACKNOWLEDGEMENT At first, I am deeply indebted to my instructor Ms Nguyen Thi Hanh, Lecturer of Foreign Trade University for her guidance during the whole of the internship and research period I wish to express my great appreciation to her huge support and responsiveness throughout the research period Her suggestion and comments were really a great source of spirit to make the report improved significantly Furthermore, I am also grateful with Mr Nguyen Tien Hung , Vice Director of Hung Dung Ltd, Company, who has been helpful with general advising and supporting from beginning to end of my internship period Finally, I wish to thank all staffs and colleagues of Hung Dung Ltd, Company for their support during the time I worked and research in the company Contents INTRODUCTION LIST OF ABBREVIATIONS PART 1: AN OVERVIEW OF HUNG DUNG LTD, COMPANY The Formation and Development .3 The Functions and duties The organizational structure Main business .6 Business performance PART 2: Application of Google Apps in Operation Management of Hung Dung Ltd, Company Introduction to Google Apps for business Analysis of applications of Google Apps in Operation Management in Hung Dung Ltd, Company 11 2.1 Google Drive 12 2.2 Google Mail (Gmail) 20 Evaluation 22 PART 3: RECOMMENDATIONS .23 SUMMARY OF INTERNSHIP PROCESS .24 CONCLUSION 25 REFERENCE 26 INTRODUCTION Internet has created a whole new atmosphere in the business world, with both the advantages and challenges In Vietnam, the business environment is increasingly competitive, the enterprise which early make improvements in management through the application of ICT is regarded as possessing tools to compete effectively Management business process is once "digitized" will significantly help to businesses in saving costs, time and personnel Therefore, more and more small and medium enterprises (SMEs) apply information technology solutions (IT) in company management , considered as a means to increase competitive advantages and maximize profits Starting from this situation, combined with the observation and practice process of 5-week internship being a purchase employee and an online marketing planner for Hung Dung Ltd, Company, and the knowledge gained during studying in Faculty of Business Administration – Foreign Trade University, I have chosen the research “Application of Google Apps in Operation Management of Hung Dung Ltd, Company” The research divided into main parts, apart from the preface and conclusion They are:  PART 1: Overview of Hung Dung Ltd, Company  PART 2: Application of Google Apps in Operation Management of Hung Dung Ltd, Company  PART 3: Recommendations LIST OF ABBREVIATIONS HD Ltd OEM ODM Hung Dung Limited Original equipment manufacturer Original design manufacturer LIST OF CHARTS, TABLES AND IMAGES Chart Organizational structure of Hung Dung Ltd, Company Chart Process of establish and using Google Drive Table STATEMENT INCOME Year 2012 Table Image Image Image Image Image 10 Image 11 Image 12 Image STATEMENT INCOME Year 2013 Example of Database of HD Company stored on Google Drive Example of Folder for each Department Planning and Working directly on Google Sheet in Google Drive Interactions, Changes Notification displayed on the right side in Google Drive Example of Customer Management Example of Books and Documents Management Using Gmail in work Example of gmail with specific domain and CC function PART 1: AN OVERVIEW OF HUNG DUNG LTD, COMPANY The Formation and Development Name: Hung Dung Ltd, Company Adress: Km 42 + 600, Highway 5A, Lai Cach Town, Cam Giang district., Hai Duong province, Vietnam Tel: (0320).3782.399 Fax: (0320).3782.396 Email: hungdunghd@hungdunghd.com.vn Website: http://hungdunghd.com Logo: Hung Dung Ltd Company - called HD for short, established in 1998, is an enterprise specializing in design, manufacture, sale and machining (outsourcing) OEM, ODM electricals, electronics with high-technology orientation The company has launched many consumer products are trusted and used as electric motorcycles, electric lighting with the HD brand, Konson Hung Dung's products are assembled by components of the electronics companies and is world renowned quality management standard ISO 9001:2008 The company is located on the high road 5A- connecting Hanoi - Hai PhongQuang Ninh, in the triangle economic development in the North VN The company has currently 1,500 M2 factories, offices and warehouses in the area of 17,000 m2 campus is planning to build factories 4000m2 and 1500m2 warehouse operators and functions Production capacity: the current market offers millions of products / year There are R & D research and offer new products to meet the future development direction of the company is: "Integration of Abilities and international level" At present, the company's products have earned the reputation of consumers nationwide through a network of wholesale distributors nationwide The company has branches in Hanoi and Ho Chi Minh City After years of trying, HD has received several patents, awards, certificates of ISO9001 and the trust of consumers and customers The Functions and duties Hung Dung Company is oriented to develop into electronics company with manufacturing high-tech products in the field of civil and industrial + Technical – technology and manufacturing Cooperation with domestic and foreign companies + Building prestigious brand with quality, and friendly to environment and consumers + "Proud to be products of Vietnam" and " Preserve the prestige with quality" is the policy throughout the operation of HD Specifically, + Become the leading supplier of lubricants, lubrication and bearings in the market (Caltex Lubricants-USA, NSK bearings-Japan) + Become the leading electronic manufacturer in Vietnam with high-quality , stable products towards international markets The organizational structure The organisational structure of the company consists of several parts which have close relationship with others Those parts are divided into many levels of management with different functions and powers Chart 1: Organizational structure of Hung Dung Ltd, Company VD Di cr oe Bc nt so r i t f e u i c o r e s s e r i (Source: Hung Dung Ltd, Company,2014,Overview of Hung Dung Ltd, Company) The director chooses functional structure for the company Fuctional structure puts all the human and informational resources necessary for a single activity in one place This is very suitable for a small company like Hung Dung by maximizing performance of company The company will facilitate sharing of valuable expertise by superiors with their subordinates Specialized training and involved management mean that standout employees are quickly recognized and placed where they will be most effective and managers are always on the lookout for helpful skills and ideas Main business Products of HD have been sold all over Vietnam: - Electric Parts Motobikes ( HD, Omoto brand): C.D.I units, regulators, ignition coils, flashers, start relays - Lighting Equipment ( Konson brand): Electronic Ballast, Lighting fixture ( T8, T5), auto lamps - Power supplies (Konson brand) : AC-DC switching supplies, DC-AC inverter, UPS - Smart devices (Konson brand): The controller of lamps, of fans, rolling door, the alarm HD is also the authorized distributor of products: - Caltex lubricant (USA) used for industry, automobiles and motorcycles - Bearings NSK (Japan) used in industrial, automotive, motorcycles - Active ingredients protect the engine EXTRA POWERLUBE (Thailand) for cars and motorcycles - Motorcycle chain TKR, Taiyo (Malaysia) for motorcycles Business performance Table 1: STATEMENT INCOME Year 2012 Criteria Code Interpretatio n 2012 2011 Google Drive is a file storage and synchronization service provided by Google, released on April 24, 2012, which enables user cloud storage, file sharing and collaborative editing Rumors about Google Drive began circulating as early as March 2006 Files shared publicly on Google Drive can be searched with web search engines As of June 2014, Google Drive had 190 million monthly active users Google Drive is the home of Google Docs, an office suite of productivity applications, that offer collaborative editing on documents, spreadsheets, presentations, drawings, forms, and more 2.1.2 The reason HD Company uses Google Drive HD Ltd, Company realize Google Drive is really useful for event and association professionals in their work:  Cost-effective storage HD Company plans to use cloud computing services for some limited functions and data storage, Google Drive offers a free alternative up to five gigabytes of cloud-based storage for free Drive offers an additional 25 GB for only $2.49 per month The GB of allocated space is much larger than the best offerings currently 13 on the cloud computing leader - Dropbox begins charging for data storage after just GB This cost is totally reasonable for HD Company  Search function Google’s strength has always been its search functionality; both as a search engine and within other tools and services — Gmail’s search function, for example, is much easier than many other email services That feature has been implemented into Drive, giving HD superior search abilities that allow files to be found within the drive space within seconds  Speed of use Google’s Drive features much faster file synchronizing times, reducing the time it takes for cloud-stored files to be synched with offline files This is an important function provided by the cloud, and a slow sync speed will essentially put the brakes on your other cloud-based tasks This feature really helps HD save time in operation and work fluently  Application across multiple platforms Both Mac and Windows operating systems can use Google Drive, and applications on smartphone for the iOs and Android are making Drive more flexible and versatile So from the Director to staffs of HD can access their work anywhere, anytime as well as upload and share files for each other 2.1.3 Principle of using Google Drive as a Company Network File System in HD 14 Creatoplvcmnyshfd Thetoplvfdrisayncm Sharetscondlvfpiy SharewitGoups Chart :Process of establish and using Google Drive  Create a top level company share folder Having a single, top level folder that contains all the shared folders and files underneath it will greatly simplify the management and maintenance of your shared folders Here is an example of a structure you could set up, with “Company Share” at the top level This structure would be setup in a trusted account, as described in the prior article on document sharing My Drive Company-Share Management Finance Operations Client Projects  The top level folder is shared to everyone in the company, but view-only 15 Everyone has to be able to see the Company-Share folder To prevent file-management chaos, you don’t want anyone to create subfolders directly under the Company-Share (except the trusted account) Sharing the Company-Share as “Can View”, with everyone, will accomplish this My Drive Company-Share < shared as view only to everyone> Management Finance Operations Client Projects People shared the “Company-Share” with will see this folder under “Shared with Me” or “All Items” Instruct everyone to move this folder into “My Drive” in their account – either by dragging it into My Drive, or by pushing the button that says “Add to My Drive” when they view that folder  Share the second level folders appropriately 16 The folders under the Company-Share should be shared with the people in your organization according to their role For example: the Management folder here would be shared as “Edit” with everyone in your management team, “View” to the management protege, and would not be shared at all (including View) with anyone else My Drive Company-Share Management < share as no access, view, or edit> Finance Operations Client Projects Note 1: When sharing the second level folders NOT check the box “Notify People via Email” They already can see the Company-Share folder from the prior step, so you not need to spam them with information about the sub-folders Note 2: People who have Edit privilege on a folder can put both files and folders inside that folder If you have a large company with hundreds of files at each level, then you may consider sharing this second level as View (rather than edit) to control the folder structure to one additional level  Share with Groups, not with People If you have (or will have) more than 10 people in your organization, then create Groups in your Google App account that are specifically for file sharing Then share the folders to Groups, and not to individual people This strategy will make life way easier when you add or remove staff from your company In our example we would likely have at least four groups for file sharing that mirror the top level folder structure: management, finance, operations, and project-teams In reality you may have one or two more Groups to control access to folders Note: When a member starts with your company you would add him account to the appropriate Groups However, this doesn’t cause any communication to go to Jane 17 You must email him the link to the Company-Share folder, and instruct him to move the Company-Share into “My Drive” in him account 2.1.4 Example of application of Google Drive in HD Company in fact Image 1: Example of Database of HD Company stored on Google Drive Image 2: Example of Folder for each Department 18 Image 3: Planning and Working directly on Google Sheet in Google Drive Image 4: Interactions, Changes Notification displayed on the right side in Google Drive 19 Image 5: Example of Customer Management Image 6: Example of Books and Documents Management With each line highlighted, there is a link embed that leads to Google Docs, Spreadsheet or a website…for more detail 20 2.2 Google Mail (Gmail) 2.1.5 About Gmail Gmail is a free, advertising-supported email service provided by Google Users may access Gmail as secure webmail Gmail initially started as an invitationonly beta release on April 1, 2004 and it became available to the general public on February 7, 2007, though still in beta status at that time The service was upgraded from beta status on July 7, 2009, along with the rest of the Google Apps suite With an initial storage capacity offer of GB per user, Gmail significantly increased the webmail standard for free storage from the to MB its competitors such as Hotmail offered at that time Individual Gmail messages, including attachments, may be up to 25 MB Gmail has a search-oriented interface and a "conversation view" similar to an Internet forum As of June 2012, it is the most widely used webbased email provider with over 425 million active users worldwide In May 2014, Gmail became the first app on the Google Play Store to hit one billion installations on Android devices 21 2.1.6 Example of application of Gmail in HD company in fact Image 7: Using Gmail in work Each staff has one gmail account with the domain @hungdunghd.vn Some can be set with their name, eg: trunghieu@hungdunghd.vn, and some can be set with their specific job, eg: sale@hungdunghd.vn or ketoan@hungdunghd.vn While every recipient can see the To: line of an email you sent in Gmail, you can also deliver a message to multiple recipients with their email addresses hidden to all others by CC, Bcc function Gmail is really helpful for HD in communicating, transaction with their partners and even with all the staffs in the company 22 Image 8: Example of gmail with specific domain and CC function Evaluation - Advantages: With all the above example of actual application of Google Apps in HD Company, it can be seen clearly that Google Drive and Gmail are two useful tool that help HD in fluently opering their daily work: Books and Documents Management, Planning and Working online, Customer Management…etc They bring the efficiency and effectiveness for HD’s work by saving time in operating (working, sharing, adjusting…), saving space for storage, saving cost for paperwork, by minimizing errors and skipping intermediary phase of work The synchronizing of working between users is well implemented - Disadvantages: To use this application, it is required of employees to be trained and have a trial period It can take time and cost The Security can be unsured by the false sharing of folder The privacy including informations, individual working of each member may be violated - 23 PART 3: RECOMMENDATIONS After the observation and practice process, I can see the application of Google Apps of Hung Dung Ltd, Company has been already applied really well and continued to develop as the expectation of the company I, myself, had the first time to be guilded and to experience this practical application of Hung Dung company There’s a lot of things I need to use and practice more to master this application Therefore, I must say that currently I’m not able to give any solutions about it for Hung Dung Company But I highly appreciate this application of Hung Dung Company for their work 24 SUMMARY OF INTERNSHIP PROCESS According to the request of Foreign Trade University, I started working at Hung Dung Company from July 1st to August 5th, 2014 In this period I worked as a part-time staff, three times a week at Monday, Wednesday and Friday Schedule was 7h30 - 11h My internship process can be summarized by week as the following timeline: Midterm Internship Timeline Week Content Introduced myself and send Letter of Introduction to Hung Dung Ltd, Company; received uniform, card; learned rules and regulations of HD Learned about history, achievement, functions and departments in HD, made friend with other staffs Acquired informations about Purchasing department in HD, learned about tasks that I would be offered (Purchase, Online marketing), Got used to Google Drive and Gmail Assisted Mr.Dung and Mr.Hung to send, receive and fix contracts, purchase order, price quotations,…from various suppliers; Planned and implemented online marketing for HD’s products (Fanpage Facebook) Went on a trip to different parts of factories to observe and broaden the knowledge and the mind; received necessary informations and figures to write the internship report CONCLUSION 25 I can say that this application of Google Apps shows a smart and professional way in business and operating management of Hung Dung Company, as well as gradually brings the significant results for the general performance of the company The process of being an intern and making this report “APPLICATION OF GOOGLE APPS IN OPERATION MANAGEMENT OF HUNG DUNG LTD, COMPANY“ at first helps me get familiar with the real working behaviour and secondly learn the new things, not only the application of Google Apps in Hung Dung Company but also others thing including the working skills, specialist knowledges and even experiences that really is helpful for my own business plans in the future Although the access to work and the time are limited, but as mentioned in the Introduction, I’m luckily assigned as a purchasing employee and an online marketing planner for Hung Dung Company The characteristics of the work get me have contact with Google Apps and its application In Hung Dung Ltd, Company, that leads me to this topic for the report I hope that even though this topic is not my strength, with the support and instruction of Ms Nguyen Thi Hanh, I will complete this report with full satisfaction 26 REFERENCE Database of Hung Dung Company on Google Drive, Introduction to Hung Dung Ltd, Company 2014 Website: - http://en.wikipedia.org/wiki/Gmail - http://en.wikipedia.org/wiki/Google_drive - http://www.google.com/intx/en/enterprise/apps/business/ 27 ... not Analysis of applications of Google Apps in Operation Management in Hung Dung Ltd, Company Hung Dung Ltd, Company apply most applications of Google Apps which are Google Drive and Google Mail... capability of stable development of HD Company in the next years PART 2: Application of Google Apps in Operation Management of Hung Dung Ltd, Company Introduction to Google Apps for business Google Apps. .. Dung Ltd, Company  PART 2: Application of Google Apps in Operation Management of Hung Dung Ltd, Company  PART 3: Recommendations LIST OF ABBREVIATIONS HD Ltd OEM ODM Hung Dung Limited Original