BSBINM301 - Organise workplace information

ASSESSMENT COVER SHEET

STUDENT ID STUDENT NAME

First Name: Oscar

Bv025597
Last Name: Florez Barajas

Student’s Declaration:
Students please note: By submitting this assessment, you are acknowledging and agreeing to the following conditions.

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Task 1.
Activity 1. Collect and assess information

1. Match the process of organising workplace information to the correct practice.

3
Once gathered, information must be organised
so the user can readily access what they need.

Collect and assess information

1
Finally, checks are necessary to ensure that
what you are providing meets the requirements
of the person & organisation who needs it.
Organise Information

2
To produce useful information, it is important
that the right information for the assigned work
is collected and from the right people.
Review information needs

2. The type of information an organisation collects will vary depending on the type of
organisation and business operations.
Provide five (5) examples of information and the documents generally used for the
following types of business operations.

Types of electronic and hard

Types of information
copy documents
- Interview form
- Feedback form - Job application form
- Job vacancy - Online form
- Job description
A recruitment - Reference form the last job
agency

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 - Invoice - Receipt
- Customer detail - Bill
- Customer feedback - Supply invoice
- Documentation - Staff
- Catalog - KPI
- Stock
A retail store

roduct information - Product manual

- Staff policy - Employment record
- Supplier list
- Securities information
Your current - Head office
workplace or a
workplace you
are familiar
with.

3. When collecting information, you need to ensure that sources are reliable and produce
valuable and useful information. Place a tick to indicate whether the following sources
of information are reliable or unreliable.

Sources of information reliable unreliable

Opinionated articles such as editorials x

Sites ending in .gov or .edu x

Personal websites x

Blogs, tweets x
Books—authored, edited and published
x
Newspapers and magazines
Company financial reports x

Meeting minutes x

Self-published sources x

Competitor’s products and services x

Public records x

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4. The collection and use of information should meet organisational and legislative
requirements. Access the Office of the Australian Information Commissioner website and
provide the following:
(a) An explanation of the Privacy Act 1988.
(b) Rights and Responsibilities. Who has rights under the Privacy Act?

(a)
The privacy Act 1988 (Privacy Act) was passed by the Australian Parliament at the end of 1988 and
commenced in 1989. The Privacy Act gave effect to Australia’s agreement to implement the
Organization for Economic Cooperation and Development (OECD) guideline on the protection of
privacy and transponder flows of personal data, as well as to its obligations under Article 17 of the
International covenant on civil and political.

(b)
The Privacy Act 1988 (Privacy Act) regulates the way individuals’personal information is handled.
As an individual, the Privacy Act gives you greater control over the way that your personal
information is handled.

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5. Work as part of a group to discuss solutions.
Demonstrate your ability to use your interpersonal skills as part of a team (2 or 3 students) and
assess information for accuracy and reliability. Discuss solutions for the following two scenarios
(a) & (b). Responses must be your own interpretation of discussions.

(a) Scenario
Ryan is an administration officer for a job agency. His role is to process applications and review
job advertisements before they are posted on seek.com. The organisation’s policy and
procedures state that job descriptions must meet with Commonwealth and State legislation.
He reviews a job description that says the applicant must be a young unmarried female with no
children for a general cleaning job. Ryan is unsure whether this information breaches
antidiscrimination legislation.

Question: How should Ryan proceed with the task?

He should collect information on website industry such as Administration in recruitment industry

Australia and Australian Human Right Commission and and check if the job descripcion meets the
policies a procedure to be posted.

(b) Scenario
Every time staff want to apply to have some time off for a holiday, company policy requires each
member to complete a leave application document and give it to the manager for approval.
Once submitted this document would be used by different departments for the following
purposes:
 The manager would use it to assist with rostering.
 The pay office would use it to ensure staff are paid correctly for the period.
 The human resource office would use it to adjust leave accrual.
If staff fail to complete the document correctly and legibly it may cause issues for everyone,
including; incorrect pay, errors and increased workload.

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Question: How could the method of collecting the information be improved to be more reliable
and make efficient use of time?

My proposal is that the company make an investment in a digital platform in which each worker can
include their vacation days and sick leaves, in addition to making it easier for those in charge of the
payroll and human resources department to maintain the traceability of the payroll with its
characteristics , in addition to alerting the possible prospect of replacement.

6. What interpersonal skills did you use during your group work and how would you rate your
success in using these skills to obtain the information you needed?

-Clear communication
-Integrity and charisma
-Respect for others

This skill allow me to get information because the other people feel confident to talk and share their
ideas and information

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Activity 2. Organise information

7. When managing information in the workplace it is important that the information

is organised in a format that allows for analysis, interpretation and distribution to others.
Using the tables below, provide an example of a document type, formatting method and means
of distribution for the following types of information.

a) Company policies and procedures.

Type of document Formatting methods Means of distribution
1. Excel 1. Header and Footer 1. PDF
2. Microsoft word 2. Date of delivery 2. Hard copy
3. PDF 3. The version number 3. Soft copy

b) Customer complaints register

Type of document Formatting methods Means of distribution
1. Excel According policies and procedures 1. PDF
2. Comment in website 2. Hard copy
3. Letter 3. Soft copy

c) Product brochure
Type of document Formatting methods Means of distribution
1. Microsoft publisher 1. Name of goods 1. Poster
2. Flyer maker 2. sentence for advertisement 2. Flyer
3. Website Canva

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 d) A sales and production report
Type of document Formatting methods Means of distribution
1. Microsoft office 1. Harder or data 1. Electronic document
2. PDF 2. Graphics 2. Hard copy
3. Letter 3. Analyser 3. Data base
4. Email

8. Organisations create and collect considerable amounts of information for various

requirements and audiences. Study the scenario below and provide the most appropriate
methods of communication and ways to keep the information up-to-date.
Scenario
You are employed at Blue Circle Cleaning Services. You are responsible for providing new
employees with safety information on how to work with chemicals.
(a) What methods of communication would you use and why?
(b) What strategy could you use to ensure the collection and recording of this information is
updated regularly?

(a) Policy and Procedure Health and Safety at Work

Methods and guidelines for handling chemicals in the department
Voucher on how to use the protection elements depending on the task
Instruction guides for the use of the elements before, during and after
Post warning signs in the area of handling of these chemicals

(b) 1. Various of type the information in the computer in order to send the right sector.
2. Change the workplace documents from hand writer to document that can save in computer.

3. Constantly coordination with the team when we work together.

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 9. Complete the diagram below by providing three (3) examples of possible difficulties when
managing workplace information.

Many information systems

resulting in employees being
confused as to where to find
information

System limitations for example,

information is not recorded or Having multiple information
cannot be reported systems that are not compatible and
therefore requiring duplication of
work for example, double entry of
data

10. What essential skills do you need to overcome difficulties when managing workplace
information?

1. Use correct technology or systems to maintain 3. Collect information and materials, and communicate
information according to organisational requirements to relevant designated persons

2.Organise information which is suitable for analysis, 4. Updating and storing information according to
interpretation and dissemination according to organisational requirements and systems.
organisational requirements

11. List eight (8) different ways information can be stored. e.g. electronic file

1. Computer file
2. Database
3. Internet/intranet
4. Information board
5. Active paper file
6. Archived paper file
7. CD-ROM
8. Computer back-up storage
device

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Activity 3. Review information needs
12. What is the first step in the process of reviewing the information needs of a business?

When conducting a review of the information needs of your organisation you must
first actively seek feedback regarding the current information. Obtaining feedback
allows you to understand the effectiveness of the information provided and the
system used to manage that information.

13. List four (4) ways you could actively seek feedback.

1 interview feedback that use the information

2 interview those that collect the information
3 distribute feedback forms and satisfaction/complaints questionnaires
4 analyse complaints from customers and coworkers

14. To measure the quality of the information what should you seek feedback on?

1. Clarity 6. Presentation
2. Accuracy 7. Ease of interpretation
3. Sufficiency 8. Usefulness
4. Timeliness 9. Relevance
5. Organisation

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15. What factors can cause the information needs of a business to change?

1 increase in customer base

2 change in product and services supplied
3 new technologies
4 increase number of sites.

16. What is an Information Gap or Needs Analysis and why is it useful when determining future
information needs?

A gap analysis essentially asks the organisation two questions:

• Where are we now?

• Where do we want to be?

Comparing where we are now to where we want to be is the gap analysis and becomes the area of
focus for planning.

17. Why is it important to document results of an information Gap or Needs Analysis and future
information needs?

Once you have identified the gap you should document the plan that will allow you to bridge that
gap. Your plan should include:

• summary current state vs. future state

• detail of future state information needs (gap analysis results)
• required changes to collection processes and reporting
• required system changes and costs
• a process for obtaining approval from management for any changes and costs
• change management plans for implementing identified changes

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Task 2. Project Assignment
To complete the project assignment, you will undertake three (3) activities in the role of a HR
Administrator according to the job description, scenario and organisational requirements.
Activity 1. Collect and assess information: Observation/demonstration of skills & knowledge.
Activity 2. Organise information: Follow instructions provided by your Trainer/Assessor.
Activity 3. Review information needs: Create an email and sign the declaration.

Job description - HR Administrator

Personality and attitude is key and you must have excellent communication skills, be able to
work with other team members and senior leaders confidently and professionally. You must
have excellent attention to detail and enjoy taking ownership of own tasks and workload.
Your responsibilities include:
 General administrative support tasks.
 Monitoring the HR inbox and filing emails.
 Manage and maintain hard copy and electronic files.
 Identify and find solutions for administrative issues.
 Manage various projects as assigned.

Scenario
To improve the decision-making process for the organisation, you have been asked to manage
the collection of information on the Australian Labour Force. The information must be current,
reliable and completed in an appropriate timeframe.
Your manager has not provided you with clear instructions.

Activity 1. Observation/demonstration
Instructions:
Study the scenario and consider what information you need to commence the assignment.
Schedule a time with your Trainer/Assessor, who will take the role of manager and provide you
with the necessary information.
 Your Trainer/Assessor will assess your interpersonal and communication skills according
to the checklist below.
 You will use the information collected to complete Activities 2 and 3.

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Reference Only - Your trainer will complete this Observation checklist on Moodle
Observation/demonstration Checklist
Student Name

Trainer/Assessor Date

Unit code and name BSBINM301 Organise workplace information

During the demonstration of skills and knowledge, did the student: Yes No Comment

 Make a request for information.

 Ask questions to gain an understanding of the assignment including:

o access to an information source

o information format and style

o type of technology or system to maintain information

o method to update and store the information

o timeframe

 Use active listening and appropriate eye contact.

 Summarise and paraphrase to gain a full understanding.

 Show confidence and a professional attitude.

The candidate’s performance was: Satisfactory  Not satisfactory 

Overall feedback to candidate:

Student Signature Assessor Signature

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Activity 2. Organise information
Instructions:
Organise the labour force information by:
1. Accessing labour force information according to instructions and information provided
by your Trainer/Assessor in Activity 1.
2. Formatting the necessary information, for analysis and interpretation, on current
employment and unemployment figures and other statistics.
3. Attach your Excel sheet.

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Activity 3. Review information needs
Instructions:
1. Review the information before submission by checking instructions and make
modifications where required. Sign the declaration below before submission.
2. Seek feedback from your manager in the form of an email using the space provided. You
will need to ask your manager to:
 Check the information and format.
 Confirm method for up-dating and storage of information according to Privacy
Regulations.
 Review your contribution of information to decision making process.
 Provide any feedback on whether the information meets with organisational
requirements and future planning needs.
Email
Dear Helen!

I am writing to you because I need some information and feedback regarding the information I have
gathered. The information contains figures and stadistics about current employment and
unemployment figures according to Labour Force Stadistics.

Could you please have a look at my information to confirm that the format is right?

I also need confirmation that the method for up-dating and the storage of information is respecting
privacy regulations.
My contribution of information, was it usefull for the decision making process?
Would you please also give me feedback regarding whether the information i provided is in line with
our organisational requirenebts and future planning needs?

I have reviewed these information and I hope that they meet your instruccions. Please check my
documents before the submission, I appreciate your time.

Best regards,
Oscar Florez

Student declaration: I have reviewed the information according to organisational requirements

and instructions and made all necessary modifications before submission.
Student signature Oscar Florez

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