BSBADM504 Plan and implement administrative systems

ASSESSMENT TASK 3 – ASSESSOR MARKING GUIDE

Written Test (Questions to Answer)

About this assessment

This assessment is about candidate’s ability to answer questions to test their knowledge
related to the unit BSBADM504 Plan and implement administrative systems and its
elements and performance criteria.

Objective of the Assessment

The purpose of this assessment is to test your knowledge and obtain knowledge evidence of
the unit BSBADM504 Plan and implement administrative systems and its elements and
performance criteria

Assessment description
This assessment requires the candidate to complete a written test of 08 questions with
answers related to planning and implementing administrative systems in the workplace.

Assessment Instructions

1. Read through the questions very carefully.

2. When instructed to do so, answer the attached test paper.
3. You are not allowed to refer to any sources of information during this test.
4. Address the questions and their terminologies in your answer solutions.
5. This test is to be completed without access to any other electronic gadgets, documents
or learning materials.
6. You are allowed a maximum of 120 minutes to complete the test.
7. The test answers should be completed using clear English.
8. The assessment task is due on the time and date specified by your assessor.
9. Any variations to this arrangement must be approved in writing by your assessor.
10. See specifications below for details.
Specifications submitted (details of items for submission)

Answers to all the Eight questions need to be written using a pen or word-processed
document as instructed by the assessor.

Assessor is looking for:

Your demonstrated knowledge required to complete the tasks outlined below:

To complete the unit requirements safely and effectively, the individual must:
1. work with relevant personnel and stakeholders to identify administrative system
improvements
2. document necessary requirements or modifications
3. provide training and support for staff to use the new or modified system
4. monitor the new system and identify future improvements and staff training needs.
5. summarise relevant legislative and organisational policies and procedures for
reviewing administrative systems

QUESTIONS
Write answer solutions to the following 15 questions using the space provided
Question 1
For what purposed might an organisation use an administration system?
 Personnel management
 Financial management
 Data collection
 Data analysis
 Information sharing
 Recordkeeping

Question 2

What are the administration systems? It can be either manual or computerised.

Computerised systems consist of hardware, software and people

Manual systems will consist of hard copy materials, filling cabinets and so forth.

Question 3

In your own words, describe the difference between open tenders and closed tenders?
Open tenders allow any supplier to bid for your business.

Closed tenders only invite select suppliers to bid for your business.

Question 4

List 4 benefits of encouraging staff participation in the implementation process?

 Staff feel important and respected
 A better plan can be developed as they have first-hand knowledge of the issues that
need to be addressed.
 The skills and knowledge of each staff member can be leveraged
 Complicated plans can be refined
 Facilitates coordination, the early recognition and solution of problems and
immediate reaction to changes
 Employees will also become more invested in the success of the implementation
process
 Staff will make greater efforts to ensure its accomplishment
 Staff have a better understanding of how and why systems are being implemented
 Staff will be more cooperative and be less resistant to change
 Less mistakes will be made
 Work is done the right way the first time
 Reinforces a sense of togetherness and teamwork
 Staff use their mind and develop their skills, making them more valuable workers.

Question 5
What is the purpose of training needs assessment?
 Provide the information necessary for designing training programs
 Identify the knowledge and skills that people require in order to perform their jobs.
 Identify gaps in staff knowledge and skills and interventions to close these gaps.
 Ensure that training programs are developed based on identified needs.

Question 6

List 4 of relevant legislation and regulations from all levels of government that may affect
aspects of business operations. Anti-discrimination legislation
 Ethical principles
 Codes of practices
 Privacy laws
 Financial legislation
 Health and safety legislation
 Consumer law
 Credit procedures legislation and regulations.

Question 7

What are the benefits of ongoing monitoring, review and evaluation of staff training
needs?
 It will reveal how well administration systems are working and how well staff are
using the systems.
 Identify ways of improving performance, individually and collectively
 Set clear goals for the future
 Recognise individuals’ strengths and abilities
 Build on successes and strengths for the future
 Identify areas to develop skills and knowledge
 Will help to identify how effective current training programs are and what changes
need to be made.
 By implementing a scheduled review of training programs, techniques, tools and
procedures, their effectiveness over time will be ensured.
 New needs are identified as they arise
 Provide an opportunity for pre-empting difficulties to either avoid them altogether
or reduce their impact.

Question 8

When the organisation should provide the induction program?

Induction program should occur immediately after an employee starts with an organisation.

Question 9
What is a communication plan?
It is a strategy for getting the right information to the right people at the right time.

Question 10
What are the communicate procedures within the organisation?
 Email messages
 Facsimile messages
 Internal newsletter
 Meetings
 Office memorandum
 Photocopied instructions
 Professional development sessions
 Training days.

Question 11
List four steps need to be observed in order to successfully implement a new or modified
system?

1. Plan
2. Put the plan into action
3. Evaluate
4. consolidate

Question 12
How encouraging staff to participate in the implementation process will result in?

Encouraging staff to participate in the implementation process results in:

 Reduced instances of resistance and conflict
 Better assimilation of the new changes
 Better morale
 Higher value of feedback
 Efficient use of the system.

Any changes that affect staff members must be clearly explained to them, their support
encouraged and training provided if required.

Question 13
You have identified the type of admin system you need, received quotes, reported to
management who have approved and now you are ready to implement the system. Explain
how you implement the new administrative system.
 Via a trial period in which a section of the organisation participates; any difficulties
are identified and corrected at this stage before full implementation.
 By phasing in the new system, a section at a time until the whole organisation is
connected
 By changing to the new system while still using the old system for a set period; e.g. 3
months. This might be used if major difficulties in the new system would have a
negative impact on the organisation and severely disrupt work. However, this option
may be costly and prove unwieldy
 By direct cutover, in which the new system begins operation on a set day

Question 14
Monitoring the system essentially consists of receiving some sort of regular reporting on
how the system is operating. Identify what things in monitoring should consist of.
 Numbers of users
 Average usage time for users
 Average turn-around time for users
 Categorized statistics on types of users and types of uses
 Types of inputs provided
 Types of outputs generated
 System problems

Question 15
Explain in detail how you monitor staff training needs and train new staff on administration
system.
Often, new systems require new training. Just about as often, not enough training is
provided. Even if it is, that doesn’t mean that the trainees are going to absorb everything
that they’re told. Re-training sessions, when you see that staff members are struggling with
the new system, are highly useful. Many times, it is only necessary to review the training
that they’ve already had. Other times, it is useful to provide shortcuts and “hints” on how to
get more out of the system.
That’s why effective training has to include practical use of the system, process or task that
one is being trained on. By learning about it, then doing it, what one learns is better planted
in the memory. Another factor here is the fact that familiarity with the system helps people
understand what they’re being taught. In other words, if you have a training session for
using a new system, then set people loose to use it, they’ll remember some (about 10%) of
what they’ve been taught. Hopefully, that part that they remember will help them to get
into the system and attempt to use it. That’s a valuable part of the training process.

After going through the frustration of trying to use the system, possibly without success,
bring the people back into the training room, and repeat the training. What you are saying
will make much more sense to them, because they will have seen the system, used it to
some extent, and have some understanding of it. When you say “Go to such-and-such a
screen” they’ll know what you’re talking about. At the same time, because they already
know what that screen is, they’ll be able to focus on what to use it for.

In addition to training existing staff on the use of the system, you need to remember that
there will be new staff coming on board at some point in time, who will need to be trained
on that system. Your training sessions for existing staff will provide you with an excellent
opportunity to create the training material for this new staff.

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