RTO No: 91223

Assessment Task 1

BSBOPS503 Develop administrative systems

Assessment Task 1 Cover Sheet

Student Declaration
To be filled out and submitted with assessment responses

 I declare that this task is all my own work and I have not cheated or plagiarised the work or
colluded with any other student(s).
 I understand that if I am found to have plagiarised, cheated or colluded, action will be taken
against me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment tasks.
Mathew Lord

Student name

Student ID number SCS1937

Mathew Lord

Student signature

Date

Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.

Assessor name

Assessor signature

Date

Assessment outcome S NS DNS Resubmission Y N

Feedback

Student result response

 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.
Mathew Lord
Student signature

Date
A copy of this page must be supplied to the office and kept in the student’s file with the evidence.

Assessment Task 1: Project

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number
of activities and completing and submitting a project portfolio.
You will need access to:

 a suitable place to complete activities that replicates a business environment including a meeting
space and computer and internet access

 your learning resources and other information for reference

 Project Portfolio template.

Ensure that you:

 review the advice to students regarding responding to written tasks in the Business Works
Student User Guide

 comply with the due date for assessment which your assessor will provide

 adhere with your RTO’s submission guidelines

 answer all questions completely and correctly

 submit work which is original and, where necessary, properly referenced

 submit a completed cover sheet with your work

 avoid sharing your answers with other students.

i Assessment information

Information about how you should complete this assessment can be found in Appendix
A of the Business Works Student User Guide. Refer to the appendix for information on:

 where this task should be completed

 how your assessment should be submitted.

Note: You must complete and submit an assessment cover sheet with your work. A
template is provided in Appendix B of the Student User Guide. However, if your RTO
has provided you with an assessment cover sheet, please ensure that you use that.
Activities
Complete the following activities:

1. Carefully read the following:

This project requires you to plan for, implement and monitor an administrative
system. This must be a system that makes use of new digital technologies and
applications to manage data.
This project can be based on a case study business or you may like to base this on
your own business, or a business you are currently working for or a familiar with. It
is important that this business has organisational policies and procedures related to
obtaining quotes and purchasing. Speak to your assessor to get approval if you
want to base this on your own business or one you work for.
You will also need to discuss and collaborate with people who work for, or are
involved, in this business as you need to meet with the stakeholders several times.
Fellow students can be involved in these meetings and play the roles of system
users and other stakeholders as relevant.
You will be collecting evidence for this unit in a Project Portfolio. The steps you
need to take are outlined below.

The planning that you complete for this assessment needs to be implemented so
bear this in mind when planning for your new administrative system. It is
recommended that you choose a Cloud based administrative system that includes
both a free and premium (paid) option. You will need to obtain quotes during your
assessment and also install and implement your chosen system. Choosing one
that offers a free version as well as a premium option will mean that you can easily
implement your chosen system without difficulty or expense!

2. System planning

Make sure you are familiar with the business you are basing this assessment on
and have read through the necessary background information, relevant policies and
procedures and that you have identified all stakeholders. It’s important at this step
that you have your business or case study approved by your assessor.
Complete Page 4 of your Project Portfolio for this unit.
Read through the requirements of Section 1 of your Project Portfolio.
Once you are comfortable with what you need to do, arrange a meeting with the
system users and other stakeholders who may need to be involved during this
stage of the planning.
3. Stakeholder meeting

Meet with the system users and relevant stakeholders (at least three other students
or people). Discuss and take notes so you can complete Section 1 of your Project
Portfolio after the meeting. The meeting should last for approximately 20 mins.
At the meeting:

 Discuss the organisational requirements and policies including any legislative

requirements such as data security and privacy

 Brainstorm suitable options to meet requirements

 Ask for feedback on any systems they may have used previously and what
they believe the pros and cons are of those systems

 Discuss the budget

 Discuss how a new system can best be implemented and how they would
prefer to be trained in its usage.
During the meeting, you will need to demonstrate effective communication skills
including:

 Speaking clearly and concisely

 Using non-verbal communication to assist with understanding

 Asking questions to identify required information

 Responding to questions as required

 Use a presenting style and vocabulary to suit the audience and situation

i This can either be viewed in person by your assessor or you may like to video
record the session for your assessor to watch later. Your assessor can provide you
with more details at this step. Make sure you follow the instructions above and
meet the timeframes allocated.

4. Complete your planning

After the meeting, complete Sections 1 and 2 of your Project Portfolio.

When you complete Section 1, you need to:

 Obtain quotations from suppliers or developers

 Justify the choice of supplier or developer in line with organisational

requirements.
You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in your in Section 1 of the
Project Portfolio and make sure you attach these upon submission.

When you complete Section 2, include the following activities into your
implementation strategy:
  System initial roll out – how will information about the system be
communicated to staff and how will you encourage full participation from the
outset?

 Procedure development – how will procedures be documented and which

procedures need to be developed as part of the roll out?

 Training and support – how will training and support for staff using the system
be implemented and managed immediately and for future staff training needs?

 Monitoring – how will monitoring processes for usage, security and output take
place and during which frequencies and timeframes will these activities take
place?

 Continuous improvement – how will improvements identified be managed and

implemented?
Show your colleagues you met with in the previous activity step the training and
support plans you have developed and confirm with them that they believe these
will be suitable. Consider feedback and work this into your planning as and if
relevant. If you modify your plans then save the original copy of your Project
Portfolio as Draft and your revised copy as Modified.
Submit to your assessor.

5. Implement roll out activities

Implement the following activities from your strategy:

 Develop and distribute procedures to staff (the group you have been
collaborating with for this assessment)

 Develop and complete a training session for these staff members and provide
them with support as they learn how to use the new (or modified) system
(approx. 15 to 20 mins)

 Respond to and document at least one unplanned contingency during the

implementation process (your assessor can assist you at this point if you don’t
come across an issue).
Complete Section 3 of your Project Portfolio as part of your evidence for this step.
Your assessor will also be observing you as you complete these activities.
You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in your in Section 3 of the
Project Portfolio and make sure you attach these upon submission.

i The training session can either be viewed in person by your assessor or you may
like to video record the session for your assessor to watch later. Your assessor can
provide you with more details at this step. Make sure you follow the instructions
above and meet the timeframes allocated.

6. Complete monitoring activities

Assume it’s been three months since the roll out. You have received the following
feedback from users:
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.
Additionally, a new staff member will begin next month and is due to undergo
systems training as part of their induction.

You now need to analyse the issues raised, develop solutions, and notify the users
of any modifications you make to the system.
You will also need to make further modifications to your procedure and training
session in preparation for the new staff member. Read through the requirements of
your portfolio and work through the activities.
Complete Section 4 of your Project Portfolio.
You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 4 of your Project
Portfolio and make sure you attach these upon submission.
7. Submit your completed Project Portfolio

Make sure you have completed all sections of your Project Portfolio, answered all
questions, provided enough detail as indicated and proofread for spelling and
grammar as necessary. Remember to submit all necessary attachments as
indicated.
Submit to your assessor for marking.
Assessment Task 1: Checklist

Student’s name:

Completed
successfully? Comments

Did the student: Yes No

Plan for the new or modified

administrative system by:

 Identifying and adhering to

requirements including
organisational, legislative and
budget considerations

 Consulting with users

 Obtaining quotations

 Selecting system from supplier or

developer according to
administrative procedures

 Develop an implementation strategy

that detailed roll out activities?

Implement the system by:

 Completing the relevant roll out

activities including procedure
development and training session
development

 Running the training session and

considering the participants learning
need and preferences and
engagement in the session and
adjust as required

 Encouraging staff buy in and

participation

 Supporting staff in learning the new

system and monitoring their
engagement

 Dealing with contingencies to

minimise impact to users?
Monitor the system by:

 Monitoring usage, security and

output from user feedback

 Analyse the changing needs and

develop solutions

 Adjust procedures and training and

notify staff of these changes

Task outcome:  Satisfactory  Not satisfactory

Assessor signature:

Assessor name:

Date:
 Final results record

Student name:

Assessor name:

Date

Final assessment results

Result

Task Type Satisfactory Unsatisfactory Did not submit

Assessment Task 1 Project Portfolio S U DNS

Overall unit results C NYC

Feedback

 My performance in this unit has been discussed and explained to me.

 I would like to appeal this assessment decision.

Student signature: _________________________________________ Date: _________________

 I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.

Assessor signature: _______________________________________ Date: _________________