RTO No: 91223

Student Project Portfolio

BSBOPS503 Develop Administrative Systems

BSBOPS503 PROJECT PORTFOLIO 3

 Student name:
Cian Padraig Lyons

Assessor:
June 29th, 2022
Date:
Worlducation
Business this assessment is
based on:
BSBOPS503 Simulation Pack
Documentation reviewed as
preparation
10 team members
System Users
Worlducation’s staff
Other stakeholders

BSBOPS503 PROJECT PORTFOLIO 4

 Section 1: System Planning
About the business
Provide an overview of the
business and its operations
and details about whether
this is a new business (or
business unit / department)
or it is a business with an
existing system that needs to
be replaced or upgraded.
BSBOPS503 PROJECT PORTFOLIO
- Worlducation is a social startup that manufactures tablet
computers for primary school students. They not only focus on
the hardware, but they also have a competitive team creating
software, content and activities to better engage and educate the
students.
- So far, Worlducation only sells their tablet computers business to
business (B2B) as they realised that their content and hardware
proved most effective when a whole classroom was using it, and
a teacher was coordinating the activities. Also, this helped the
sales team focus on larger sales, and minimised the potential
number of problems that could arise from individual customers.
However, the long-term plan is to also tackle a business to
consumer strategy (B2C).
- Worlducation was founded in 2016, and by the end of 2019 they
had sold over 35,000 tablets to over 550 schools in 23 countries,
generating revenue in hardware sales and software subscriptions.
- Worlducation headquarters are in Sydney’s CBD but they have a
development team in Bulgaria, a manufacturing team in Hong
Kong, and operation and marketing staff in Colombia, Egypt,
Iceland, Russia and the Philippines.
- Worlducation started 2020 with a huge sale to a school in
Portugal. Although it was a great start, the context for the rest of
the quarter was highly uncertain due to COVID-19. Surprisingly
the pandemic brought hundreds of new leads and that led to an
unprecedented growth that brought alongside dozens of operation
and production problems.
- The factory in Hong Kong closed down for 1 month due to
government restrictions limiting supply, the sales team was
overwhelmed with sale meetings over ZOOM, the tech-support
team had to re-adapt the software to remote learning for many of
the schools, and the founders had to start thinking on how
education was going to change after this worldwide event.
5
 Organisational requirements
Based on consultation with
system users and other
stakeholders, outline the
requirements of the system
including immediate needs
and any future planning
including how the system
needs to be rolled out to
current staff.
What type of system
is needed?
What are the challenges the
organisation faces and how
can the new system help to
address these?
Who will be using the
system?
How will the system be rolled
out?
What are the timeframes?
BSBOPS503 PROJECT PORTFOLIO
The system must meet the following requirements:
- Increasing efficiency
- Cutting back on pointless emails
- Files which are obsolete
- The most important thing to do is to organize the team around the
world
There is a need for an organization's email system to be able to group emails,
to offer video conferencing options, ideally with the ability to manage large
numbers of people and rooms at once, and provide information sharing
between teams. In addition to using Slack, Trello, Google services, and
Dropbox, the organization can use other solutions.
Organisational challenges include:
- Currently the business is very heavy on internal emails and Whatsapp
groups.
- Everyone is still working on offline files on their computers and
sharing them as attachments on emails. There are no collaborative
files.
- The team has not only lost many deals due to this disorganisation, but
it’s also starting to affect their morale and energy as sometimes they
start the day with over 100 emails from other team members that
work in different time-zones.
- Due to ineffective communication, a full day might be lost for very
small details in file sharing.
 Worlducation can now be reorganized virtually:
- There would be a common calendar and tasks that could be followed
easily by everyone in the new system.
- In the new system, users can work online and modify documents,
allowing changes to be made rather than being relegated to offline
storage.
- It is possible to organize the workflow by using video conferencing
and chat rooms in several rooms.
A maximum of ten members will be using the system
After testing for two weeks, the company's head office will implement
them completely within one month, then continue monitoring and rolling
them out to other locations.
6

System details
After you have completed
research and obtained
quotes, outline the system
you want to introduce and
how you will set it up.
Include:
 An overview of how the
system will work
 Storage and service
options from various
providers
 Upfront and monthly
requirements / costs
/ obligations
Supplier (or developer)
preference
Which provider / developer /
system have you decided
on? Why do you prefer this
option over the others?
BSBOPS503 PROJECT PORTFOLIO
Team members can communicate with one another using the system.
Besides helping with workplace collaboration, it can also be used on a
variety of devices and platforms, allowing employees to work more
effectively on their computers and smartphones. There are many options,
including video conferencing, one-on-one messaging, and group messaging.
Thanks to its seamless integration with other applications like Dropbox,
users can easily share files with each other.
Trello:
- Views: view your team's projects from every perspective.
- Automation: Automate tasks and workflows with Butler automation.
- Power-Ups: Give your teams a boost by integrating Trello plugins
with their preferred tools.
- Templates: With the help of simple-to-use templates from business
experts and the Trello community, you can provide your team with a
road map for success.
- Pricing:
Slack:
- One platform for your team and your work
- Channels: With dedicated locations for conversations, files, tools, and
people, Channels helps you stay focused and organized.
- Slack Connect: Work together with groups at other organizations just
as you would with groups at your own.
- Apps and Integrations: Work more efficiently by integrating Slack
with services like Google Drive, Office 365, and over 2,200 others
through apps and integrations.
- Workflow Builder: Automate repetitive procedures and
communication so you can return to the kinds of work that only
humans are capable of doing.
- Security: Security is a fundamental aspect of how Slack functions,
safeguarding your data at every level.
- Enterprise Key Management: With enterprise key management, you
have total control over who has access to your data on Slack and can
see who has those keys.
- Pricing:
A better choice for managing teams effectively requires a flexible
system with a variety of extensions that provides video conferencing, chat,
and integration with other programs. Slack provides these features, as well as
the ability to integrate with other programs.
7

Benefits and opportunities
Outline the benefits to
the business of using
the proposed new
system.
What are the potential
opportunities associated
with this new system?
Legislative and
organisational
requirements
Summarise the relevant
legislative and
organisational policies
and procedures for
administrative systems
including data security.
This includes
requirements around
receiving quotes from
developers and/or
suppliers, number of
quotes required and
selection requirements
for vendors.
Budget
Outline the budget
requirements and
break down the cost
of new system.
 10 * 12.5 per month * 12 months = $1,500 per year
 We will spend $1000 on training and application integration.
BSBOPS503 PROJECT PORTFOLIO
- Using Slack, everyone can come together in one place to share ideas, make
decisions, and keep work moving forward. This lets teams communicate
and collaborate from anywhere.
- It integrates all of the chat tools we might need into an intuitive UI. The
presence of threaded messages, highly customizable notifications, and
robust search filters helps to manage the torrent of messages.
- With the Slack plan you get unlimited users and messages, while with
Teams you get up to 500,000 (basically what most companies require) and
unlimited messages. The main difference is that Slack offers search for free
workspaces only up to 10,000 archived messages.
- Advancing collaboration with partners and customers more quickly and
more flexible: Ad hoc collaboration between partners and customers is
notoriously hard. Through Slack Connect, everyone in your company can
work together in your digital HQ to get things done faster.
- The real-time collaboration feature offers the convenience of sharing and
collaborating with someone. That's great when you have a deadline and
need to respond quickly.
- Funny or off-topic jokes can easily be shared with colleagues.
- A great deal of security is always keeping your data safe within the
platform.
- It is available for download directly onto your desktop, and it also includes
a fully functional mobile app.
 Improved project management, improved communication, higher staff
engagement, and higher employee engagement
- Privacy Act: A privacy act is an Australian piece of legislation that protects
the handling of personal information about individuals. Data collection and
use, storage and disclosure in the public and private sectors of the federal
government are included.
- Finance Authorisation Policy and Procedures – WORLDUCATION: All
transactions that pertain to finance, as noted in this policy, are to be
authorised by that individual prior to the transaction taking place. Where
appropriate, this policy should be read in conjunction with other specific
finance policies.
The budget is limited to $2,500 per year.
The cost of implementing Slack is as follows:
- Each month, $12.50 is charged for the business package
- It is possible to have up to 10 users
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 - It is most likely that staff members will be unfamiliar with the system,
Risks
resulting in little to no productivity improvement for the team. The new
Outline an overview of the system will be a total waste of money if it isn't adopted.
risks for the project and how
- It will be necessary for the team to undergo thorough training so that
these might be managed to they can use the system's full potential. The staff would also be able to
ensure a smooth use it more easily and be more productive.
implementation.

Attach: Quotes from suppliers ☐

Administrative Systems Policies & Procedures ☐

BSBOPS503 PROJECT PORTFOLIO 9

 Section 2: Implementation Strategy

Issues Comments Contingency plans

1 Communicating administrative systems The implementation of a system depends greatly on gaining the support
of the people who will use or be affected by it. Implementation plans can help
organizations guide themselves through the process. Users will be involved in
the implementation process, which will ensure that the process of
implementation is open to change.
Timing Time is a critical factor to consider when implementing a new system.
2
Generally, the implementation of a new system should cause little or no
disruption to the operation of the company. There will be deadlines to meet for
the system's implementation as well. It can be useful to use a PERT chart to
show how parallel activities are connected.
Procedures Operating procedures establish the scope of the system, determines the
3
personnel responsible for executing those processes, or process procedures
(defines the steps to perform in order to complete those processes).
The foundation for quality assurance is procedures designed to produce
the highest possible standard.
Employee training and support During training and support, it's important you make staff aware of how
4
implementation will work and what they should expect. By doing this,
employees can understand whether a change will take place overnight, as a
phased introduction, in parallel or as a pilot program.
It depends on the methods, resources, and budgets of implementation
how training and support will be provided. Furthermore, training and support
can vary depending on whether they are conducted in-house or outside the
company.

Analyze the training needs It is important that an organization determines the tasks a particular job
5
entails in order to identify the skills and knowledge required for the job. Once
the job responsibilities have been outlined, it is easier to identify the skills and
knowledge required to perform the duties of the job.
It is also possible to determine training needs through a questionnaire or
survey completed by employees.

BSBOPS503 PROJECT PORTFOLIO 10

 No. Objectives Measures of Performance

1 Improved communication Increase transparency by channelizing conversations into ones that are
focused on a certain subject.

Employees are familiar with the new system All employees will be proficient in using the system within one month, and
2
two months after it has been implemented, a productivity survey will be
carried out.

Increased employee engagement In their day-to-day work, all of the staff apply the new system.
3

Better overall efficiency When seamless collaboration is combined with mobile-friendly apps,
4
employees become more engaged and morale increases.
More than 75% of collaboration software users report feeling happier at work
after using the software.

BSBOPS503 PROJECT PORTFOLIO 11

Strategy for Achieving Objectives

Strategies Step by Step Plan Due Date Name Completion notes

Purchasing and sourcing Done
Administrative manager
Decide what options are best for the system
May 02

Find the best possible option. May 10 Administrative manager Done

Contact the vendor May 11 Administrative manager Done

Integration For testing purposes, install the free versions May 15 Administrative manager Not yet

For long-term use, install the business version May 20 Administrative manager Not yet

Testing and training User training May 25 Administrative manager Not yet

Group of 10 testing May 31 Administrative manager Not yet

Frequent maintenance Monthly Administrative manager Not yet

BSBOPS503 PROJECT PORTFOLIO 12

 Section 3: Implementation activities
Procedure development
Outline the process you took
to develop this procedure.
How does it integrate with
and adhere to other
administrative procedures
within the business?
Distribution
How did you distribute
and communicate the new
procedures to staff?
You need to attach evidence
of this which may include
email, memo or evidence of
this happening at a meeting.
Training development
Who did you train?
Outline the process and
approach you took to
developing this training
including the instructional
style and mediums used.
How did you ensure it aligns
with your audience’s learning
preferences and the
organisation’s requirements?
How does it ensure staff are
supported?
Future use
How can the training be
adjusted to suit a wide array
of participants including
those with different learning
needs or requirements?
Provide examples.
BSBOPS503 PROJECT PORTFOLIO
The procedure's development process is as follows:
- Step 1: Setting goals and objectives
- Step 2: Prepare and plan
- Step 3: Conduct a process review
- Step 4: Make the plan a reality
- Step 5: Follow and review
In addition to considering the company's everyday operations and
overall organizational goals, the plan also ensures that they are in alignment
with its policies and guidelines.
Email notifications and a posting on the company intranet will be used to
communicate the new practices with the workforce.
If necessary, hard copies are available for distribution.
- This will be handled by me, because I am experienced with the system,
so there are no external training costs.
- Worlducation employees who will use the system have received
training.
- Screen recordings will be used to conduct the training, as well as written
and vocal instructions that will be delivered via email so that future
students may find them more easily. I can assist them via screen sharing
if they have trouble following the instructions.
- The training process includes both written and visual materials to ensure
that the user will learn in a way that suits his or her style of learning.
- When the staff needs help, I use screen sharing to assist them.
- Participants can be accommodated based on their needs and
requirements, including those with differing learning needs.
- Group video conferencing training can be conducted for a wide variety
of participants if participants receive learning materials ahead of time
and prepare their questions in advance.
- The training process includes both written and visual materials to ensure
that the user will learn in a way that suits his or her style of learning.
13

Monitoring
When running the training,
how did you ensure full
participation and staff buy in?
How did you monitor staff
attitudes and engagement?
How did you monitor that the
training was understood and
well received?
How did you ensure your
presentation style suited the
audience and what changes
did you make if it wasn’t?
Contingency management
What issue did you
respond to and how did you
manage this?
How did you ensure this had
a minimal impact on the
user?
Attach:
BSBOPS503 PROJECT PORTFOLIO
- An assessment of training will reveal which of the employees' learning
styles are predominant. The results of this assessment will help me
review and modify training objectives for each employee. This will lead
to improved employee learning and training. Each week or month, I
would conduct feedback and evaluation meetings to determine if they had
improved and what changes needed to be made to the training process to
fit their learning style.
- Tracking employee moods and engagement would be done through
visuals. If they're doing well with the new system, they're learning with a
positive attitude, so make sure that they're actively participating in
learning sessions and evaluating the outcomes.
- Toward the end of the month, I'll be conducting an audit with questions
about the new system, and if the employees pass the test, I'll be able to
tell if they completely understand the training process; if not, I'll know
what to train them on.
- During all training sessions, staff will be given the opportunity to provide
input so the presentation style can be modified for future sessions.
- Regular employee feedback is vital to learning about the system and
developing solutions to appropriate problems.
- In order to ensure that the problems have the least possible impact,
investigate them as promptly as possible.
Procedure you have developed ☐
Evidence of distribution ☐
Training session materials ☐
14
 Section 4: Monitoring
Analysis of user responses
Identify issues and trends in
user responses. Include
usage, security and output in
your analysis.
BSBOPS503 PROJECT PORTFOLIO
User 1
Generally, it works well but it is sometimes difficult to locate a file. I
usually find it a few hours later when I look again. It is very time
consuming.
User 2
As I begin to work on the file on my desktop, I remove it from the
shared folder. In essence, I upload it after I'm done just as I would do it
on my personal computer.
User 3
It oughts should be simpler than what I'm used to, but that isn't always
the case. In the previous arrangement, after working on a file that was
given to me, I would email it back to my boss. I'm not sure who did
what anymore, and sometimes I can't even find the file.
User 4
Sometimes I can't find the file I'm looking for, even if I search for it. But
admittedly the new system is pretty good.
User 5
Quite good, but a bit complex. The file was already corrected or not,
should I correct it myself, I wondered if someone else had already
done it. My edits are sure to have been of a file that was recently
proofread by somebody else, since it contained no errors.
User 6
There are no complaints from me. It does what I need it to do.
User 7
I can now find all the files and it's pretty easy to use. As far as security
is concerned, I haven't had any problems with my system, but I always
back up my files every Friday afternoon.
- User responses to issues and trends: Using the search bar and folders
efficiently is not a priority for staff.
- Furthermore, I propose to conduct a training session on each of these
topics to ensure that the new staff member understands the system
better. A new staff member will begin next month and is scheduled to
receive systems training as part of their induction.
15
 - Give staff more system training.
Solutions
- Sort the files into folders according to the teams, divisions, and dates of
Document solutions to issues last editing.
and steps you will take to - Adding keywords, file names, and dates will help them use the search bar
more easy
make modifications to the
system.
Include modifications to
procedures and training and
attach evidence once you
have updated these
documents.

- The changes will be emailed to employees.

Communication strategy
- As part of training sessions, I will provide a final review to ensure that
How will modifications be all staff members understand the changes to their procedures.
notified to staff? Where will
revised procedures be
located and how will staff
know to replace their current
procedure with the new one?
- All training sessions would end with quizzes and free chat sessions to
Training session
ensure students understood the material.
Outline the process and - With the help of the entire team, employees would be able to better
approach you took to understand the training and I would be able to identify system issues
more quickly.
modifying this training and
why.

Attach: Modified procedure ☐

Evidence of distribution and notification to staff ☐

Revised training session materials ☐

BSBOPS503 PROJECT PORTFOLIO 16