RTO No: 91223

Student Project Portfolio

BSBOPS503 Develop Administrative Systems

BSBOPS503 PROJECT PORTFOLIO 3

 Student name:

Assessor:

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.
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
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.
Requirements of the system: implement a system that will
 improve efficiency
 reduce unnecessary emails
 obsolete files
 most importantly, organise the team all over the world
The organization needs a system that can help organize emails and messages
into groups, offer video conferencing capabilities that can manage a large
number of people and rooms at once, and allow teams to share information.
As a solution, the organization can use Slack, Trello, Google services, and the
Dropbox app.
Challenges the organisation faces:
5

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
 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.
 The new system can deal with the virtual disorganisation of Worlducation:
 The new system would have a common shared calendar and tasks that
could be easily followed by everyone.
 The new system provides a collaborative cloud storage service that
allows anybody to make modifications to files and encourages
individuals to work online rather than merely offline.
 Video conferencing in many rooms with a chat box can assist organize
the workflow.
Who will be using the system? – Maximum of 10 users within the team
What are the timeframes? – The head office will test for two weeks before
completely implementing in one month, following which they will be monitored
and applied to the entire organization.
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 When it comes to communication, the system allows team members to work
System details
together. It can help with cooperation and workplaces, and it can be used on a
After you have completed variety of devices and platforms, allowing employees to work more effectively
on their computers and phones. Video conferencing, one-on-one messaging, and
research and obtained
group messaging are just a few of the options available.
quotes, outline the system Users may effortlessly share files with one another because to the system's
you want to introduce and seamless connection with other applications like Dropbox.
how you will set it up.
Include: Trello:
 Views: View your team’s projects from every angle.
 An overview of how the
 Automation: Automate tasks and workflows with Butler automation.
system will work
 Power-Ups: Power up your teams by linking their favorite tools with
 Storage and service Trello plugins.
options from various  Templates: Give your team a blueprint for success with easy-to-use
templates from industry leaders and the Trello community.
providers
 Pricing:
 Upfront and monthly
requirements / costs
/ obligations

Slack
 One platform for your team and your work
 Channels: Stay organized and focused with central spaces for
conversations, files, tools and people.
 Slack Connect: Collaborate with teams at other companies the same
way you do with teams at your own.
 Apps and Integrations: Streamline work by connecting Slack with
other services like Google Drive, Office 365 and over 2,200 more.
 Workflow Builder: Automate routine actions and communication, so
you can get back to the kind of work only humans can do.
 Security: Protecting your data at every layer is foundational to how
Slack works.
 Enterprise Key Management: Complete control and visibility of access
to your data in Slack using your own encryption keys.
 Pricing:

BSBOPS503 PROJECT PORTFOLIO 7

 Slack provides a better option, with higher flexibility and various extensions, to
Supplier (or developer)
manage the team effectively through video conferencing and chat, as well as
preference needs for integration with other programs.
Which provider / developer /
system have you decided
on? Why do you prefer this
option over the others?

BSBOPS503 PROJECT PORTFOLIO 8


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.
BSBOPS503 PROJECT PORTFOLIO
Slack organizes conversations into channels, where everyone can come together
in one place to share ideas, make decisions and move work forward. It helps
teams operate faster and stay in sync, wherever they are.
Slack packs all of the chat tools we might ask for into an intuitive interface.
Features such as message threads, highly customizable notifications, and robust
search filters help tame the flood of communication.
Slack offers unlimited users and messages with all plans, and Microsoft Teams
offers up to 500,000 (basically unlimited for most companies) and unlimited
messages. One big difference is that Slack only lets you search up to 10,000
archived messages in free workspaces.
Faster, more flexible ways to collaborate with partners: When it comes to
working with partners and customers, ad hoc collaboration is a notorious
challenge. Slack Connect breaks down silos and speeds up communication by
bringing everyone together in your digital HQ to get work done.
It makes it easy to share and collaborate with someone in real-time. This is great
for when you need an immediate response about a deadline.
It is easy to share something funny or off-topic with co-workers.
Your data within the platform is always protected thanks to great security.
You can download it straight to your desktop and it has a fully functioning
mobile app as well.
 Improved communication, Seamless project management, Increased
employee engagement, and Increased employee engagement
 Privacy Act: The Privacy Act 1988 (Privacy Act) is the principal piece
of Australian legislation protecting the handling of personal
information about individuals. This includes the collection, use, storage
and disclosure of personal information in the federal public sector and
in the private sector.
 Finance Authorisation Policy and Procedures – WORLDUCATION:
All finance transactions as noted in this policy are to be authorised by
the noted authorised person prior to the transaction being undertaken.
This policy is to be read in conjunction with other specific finance
policies where relevant.
The budget is small – a maximum of $2,500 annually.
Cost of new system – Slack:
 Business package: $12.50 per month
 Maximum of 10 users
 10 * 12.5 per month * 12 months = $1,500 per year
 The remaining $1000 will be spent on training and application integration.
9

Risks
Outline an overview of the
risks for the project and how
these might be managed to
ensure a smooth
implementation.
Attach:
BSBOPS503 PROJECT PORTFOLIO
The most significant risk of the project is that the employees will be unfamiliar
with the system, resulting in little to no productivity gains for the team and the
new system's adoption will be a waste of money.
To address this, the team will require thorough training to ensure that they can
take advantage of all of the system's features. This would also make it easier for
the staff to use it and boost productivity.
Quotes from suppliers ☐
Administrative Systems Policies & Procedures ☐
1
 Section 2: Implementation Strategy

Issues Comments Contingency plans

1 Communicating administrative systems Gaining the support of the people who will be using the system or affected by
its operation is an important aspect of implementation. An implementation plan
will help to guide an organisation through the process. Involving the users of the
system will ensure that the process of implementation is not resistant to change.

Timing When implementing a new system, a critical factor to consider is timing. A new
2
system should cause little or no disruption to the running of the business
functions. The deadlines for the system’s implementation will also need to be
met. One method is to use a PERT chart, which indicates how the parallel activity
pathways are interconnected.
Procedures Procedures can be operational (defines the system, establishes personnel
3
responsible for carrying out the processes of the system), or process procedures
(provides the instructions for performing the specific tasks needed to complete
the processes).
Procedures that produce an outcome of the highest possible standard provide the
basis for quality assurance.
Training and support for staff When providing training and support you will want to let staff know the method
4
of implementation and how that works, and what it will mean for them. This way
staff will understand whether the system will change overnight, be phased in, run
in parallel or piloted.
The type of training and support carried out will be dependent on method of
implementation, resources and budgets. This can also vary dependent if it is in-
house or external training and support required.
Identify training needs An organisation will need to establish the tasks that the job entails so that the
5
skills and knowledge needed for that position are identfied. Once the tasks for a
job have been clarified, it is fairly easy to then identify the skills and knowledge
required to be competent in that particular role.
Another way to identify training needs is for staff to complete a questionnaire or
survey.

BSBOPS503 PROJECT PORTFOLIO 11

 No. Objectives Measures of Performance

1 Improved communication Organize discussions into topic-specific channels, share ideas and increase
transparency

Employees are familiar with the new system Within one month, all staff will be able to utilize the system with ease, and a
2
productivity survey will be conducted after the system has been in place for two
months.

Increased employee engagement All of the employees use the new system in their daily work.
3

Better overall efficiency Seamless collaboration paired with mobile-friendly apps leads to more engaged
4
employees and higher morale.
Asking for feedback of collaboration software users: more than 75% are more
likely to identify as happy at work.

BSBOPS503 PROJECT PORTFOLIO 12

Strategy for Achieving Objectives

Strategies Step by Step Plan Due Date Name Completion notes

Purchasing and sourcing Done
Administrative manager
Determine the system's requirements and the best options
May 02

Determine the most suitable 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 13

 Section 3: Implementation activities
The procedure's development process is as follows:
Procedure development
• Step 1: Establish goals and objectives
Outline the process you took • Step 2: Develop and plan
• Step 3: Review the process
to develop this procedure.
• Step 4: Put the plan into action
How does it integrate with • Step 5: Monitor and review
and adhere to other
administrative procedures The plan is integrated with the company's procedures because it considers
within the business? everyday operations as well as overall organizational goals to ensure that they
are in line with the company's policies and regulations.

The new procedures will be sent to employees via email and published in the
Distribution
company's intranet.
How did you distribute They are ready in hard copies to distribute if required.
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 There are no external training costs and that this will be managed by me as I
have experience in using the system.
Who did you train?
Employees of Worlducation who will use the system have been trained.
Outline the process and
approach you took to The training will be conducted using screen recordings that I have previously
developing this training recorded, as well as written and vocal instructions that will be delivered through
including the instructional email so that they may quickly locate them in the future. If they are still having
style and mediums used. trouble following the instructions, I may assist them via screen sharing.
How did you ensure it aligns I provide several ways for the user to learn, including written and visual aids, to
with your audience’s learning ensure that the training process fits with the learning styles of different people.
preferences and the
The staff is supported since I use screen sharing to assist them whenever they
organisation’s requirements?
require assistance.
How does it ensure staff are
supported?

BSBOPS503 PROJECT PORTFOLIO 14


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.
Monitoring
When running the training,
how did you ensure full
participation and staff buy in? changed in the training process to accommodate the staff learning style.
How did you monitor staff
attitudes and engagement?
How did you monitor that the learning with a positive attitude.
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
The training can be adjusted to suit a wide array of participants including those
with different learning needs or requirements.
Training for a wide range of participants can be done via group video
conferencing, with participants receiving learning materials ahead of time and
being prepared to answer all questions.
I provide several ways for the user to learn, including written and visual aids, to
ensure that the training process fits with the learning styles of different people.
The training assessment will be able to detect the employees' different learning
styles. I will review and alter each employee's training objectives based on the
results of this assessment. This would encourage employees to learn and train
more effectively. I would do feedback and evaluation meetings at the end of
each week or month to determine if they had improved and what needed to be
I would use visuals to track employee moods and engagement. I would check to
see whether they are actively participating in the learning sessions and
evaluating the outcomes; if they are doing well with the new system, they're
I will perform an audit with questions regarding the new system by the end of
the month, and if they pass the test, I will know if the employees understands
the training process; if not, I'll know what to train them on more.
Staff input at the end of all training sessions will be used to change the
presentation manner for future sessions.
 Regular feedback from employees to learn more about the system and
what solutions might be developed to address them.
 To ensure that the problems have the least possible impact, investigate
the matter as soon as it is reported.
Procedure you have developed ☐
Evidence of distribution ☐
Training session materials ☐
15
 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
It is pretty good, but sometimes I need a file and it is not where it should
be. When I look again in a few hours again, it is usually there. It is quite
frustrating! I must say that sometimes I would rather go back to the old
system I used to.
User 2
I take the file out of the shared folder and work on it on my desktop. I
then upload it when I am finished, so it is pretty much the same as just
working on my desktop.
User 3
I can see how it should be more straightforward than what I am used to,
but it isn’t always. With the old system I would receive a file to work on, I
would do that, and then send it back to my manager. Now I am not sure
what has been done by whom.
And sometimes I can’t find the file at all.
User 4
It is pretty good, but sometimes the file that I need isn’t anywhere, even
if I do a search for it. It is always there when I look the following day, but
not always when I want it.
User 5
Not bad, but it is complicated. Like, has another editor already corrected
the file, or should I be doing it. I am sure that I have edited a file that was
recently proofread by someone else, as there were no mistakes in it.
User 6
I like it. I have no complaints. It does what I need it to do.
User 7
I have found it pretty easy to use, and I know where all the files are now.
I have had no security issues with the system, but I do a backup of all
my files every Friday afternoon, just to be sure.
 issues and trends in user responses: staff does not make efficient use of
the search bar and folders.
 Additionally, a new staff member will begin next month and is due to
undergo systems training as part of their induction: I would conduct
training on these topics to ensure that they have a better understanding
of the new system.
16
 Provide further system training to employees.
Solutions
Divide the files into folders for different teams, departments, and last edited
Document solutions to issues dates.
Assist them with the search box, including keywords for each file, date, and so
and steps you will take to
on.
make modifications to the
system.
Include modifications to
procedures and training and
attach evidence once you
have updated these
documents.

The modifications will be communicated to employees via email.

Communication strategy
At training sessions, I will provide a final review to ensure that all staff can
How will modifications be know to replace their current procedure with the new one.
notified to staff? Where will
revised procedures be
located and how will staff
know to replace their current
procedure with the new one?

At the end of all training sessions, I would include quizzes and free chat
Training session
sessions to ensure that they have grasped the lesson.
Outline the process and This would involve the entire team, allowing employees to better grasp the
training and allowing me to quickly identify system issues based on employee
approach you took to
feedback.
modifying this training and
why.

Attach: Modified procedure ☐

Evidence of distribution and notification to staff ☐

BSBOPS503 PROJECT PORTFOLIO 17

 Revised training session materials ☐

BSBOPS503 PROJECT PORTFOLIO 18