RTO No: 91223

Student Project Portfolio

BSBOPS503 Develop Administrative Systems

 Rajasekhara Reddy Kolar
Student name:
Motiur Rahman
Assessor:

Date:
This assessment is based on case study 'Worlducation'
Business this
assessment is based on:
Business case study , simulation pack
Documentation reviewed
as preparation
All administrative and marketing staffs
System Users
Senior manager, administrative staff and CEO
Other stakeholders
 Section 1: System Planning

About the business The social start up Worlducation creates tablet computers for
pupils in elementary schools. They have a team that develops
Provide an overview of the
software, content, and activities in addition to the hardware
business and its
operations and details to further engage and teach children.
about whether this is a The Hong Kong factory had to close for a month due to
new business (or supply limitations, the sales team was overloaded with
business unit / ZOOM sales meetings, the tech support team had to modify
department) or it is a the software to support remote learning for many schools,
business with an existing
and the founders had to begin considering how education
system that needs to be
replaced or upgraded.
would change as a result of this global event.
Due to the fact that our team members are dispersed around
the globe, they work at various hours of the day, and they
perform diverse responsibilities, we have had to cope with a
variety of problems.
They have lost a lot of sales as a result of their
disorganization, but it is also having an impact on their
morale and energy levels. They frequently start the day with
over 100 emails from team members who are in different
time zones, and they risk losing a whole day because of poor
file sharing communication.
I made the decision to adopt a new system with the intention
of streamlining operations, getting rid of unnecessary emails
and files, and most significantly, bringing our international
workforce together.
Organisational It must be able to provide clients and staff with the
requirements information they require in real time if it is to be used as a
Based on consultation business app. by assembling a solid gang of people. Unlike
with system users and email, channels let you join and exit discussions whenever
other stakeholders, you choose.
outline the requirements The system will improve productivity, decrease pointless
of the system including emails and outdated files, and, most significantly, manage
immediate needs and
the entire workforce globally.
any future planning
including how the
I require a system that can support up to 10 participants for
system needs to be this assessment, as well as a free trial version that I can use
rolled out to current while the project is being implemented.
staff. Type of system is needed:
What type of The system will be evaluated before being upgraded to a
system is needed? premium version. Operational tasks may, but need not be
What are the challenges limited to:
the organisation faces  User and server preferences
and how can the new
 Processes for alerts and other communications
system help to address
these?  Timetables for projects.
Who will be using  Records and reports.
the system?
Challenges Faced by the Organization:
How will the system be
rolled out? a. Virtual Disorganization:
What are the timeframes?  Inefficiencies and lost sales due to offline files and
excessive emails.
 Communication gaps and delays caused by working
across different time zones.
 Lack of centralized information and resource repository.

b. Demoralized and Overstressed Team:

 Overwhelming number of emails and ineffective
communication methods.
 Difficulty in tracking progress and coordinating tasks.
 Low team morale and decreased productivity.

System Users:
All staff members across different teams and locations,
including development, manufacturing, operations,
marketing, sales, and tech support.
Initially, the system will be rolled out to the current staff of
approximately 10 users. However, it should also be scalable
to accommodate future growth and expansion of the
organization.

System Rollout:
 Conduct a comprehensive training program for all staff
members on how to effectively use the new system.
 Create user guides, manuals, and video tutorials to support
the implementation.
 Assign a project manager or implementation team to
oversee the rollout process and provide ongoing support.
 Encourage feedback and address any issues or challenges
that arise during the rollout phase.
 Gradually transition from existing communication tools
(email, WhatsApp) to the new system.
 Establish guidelines and best practices for system usage
and ensure compliance among staff members.

Timeframes:
Define a realistic timeline for the system implementation,
considering training, customization, and testing. Start with a
pilot phase to gather feedback and fine-tune the system based
on user needs and preferences. Aim to complete the full
rollout within a reasonable timeframe, considering the size of
the organization and its current workload.
System details  An overview of how the system will work
After you have
Slack can be thought of as a messaging app on steroids. It
completed research
offers functional features that enable you to talk one-on-one
and obtained quotes,
outline the system you and in groups, is designed for teams and workplaces, and can
want to introduce and be used across a variety of devices and platforms.
how you will set it up.
 Storage and service options from various providers
Include:
Slack (Free Version):
● An overview of how  endless cards
the system will work  countless individuals
 10 maximum boards
● Storage and
 every board, one Power-Up
service options
from various
 No cap on storage (10MB per file)
providers  Every month, 50 automatic commands are conducted.
 endless activity log
● Upfront and
 Dates and the assignee
monthly
 2-factor authentication in mobile apps for iOS and
requirements /
costs / obligations
Android
 (Free Version) Trello
 You may use Trello's free version for as long as you like,
but there are a few limitations to be aware of:
 Message visibility
 The latest 10,000 messages are the only ones you may
view and search through.
 You can use a maximum of 5 GB of file storage in your
workspace.
 Apps: Install as many bespoke or third-party programs as
you like.
 10 GB of storage space per subscriber with the Pro plan is
the maximum amount of space that may be allotted to a
file.

 Upfront and monthly requirements / costs / obligations

 Members of the Business+ subscription receive 20 GB
each.

Slack- costs
beginning at: $8.00 per month
Models of pricing: Free and Subscription
Free trial is offered.
beginning at: $12.50 per month
 Models of pricing: Free and Subscription
Free trial is offered.

Supplier (or As a result, Slack has more storage space and costs less than
developer) Trello.
preference
Which provider /
developer / system have
you decided on? Why do
you prefer this option
over the others?

Benefits and opportunities

 Slack may replace email, text messaging, and instant chat
Outline the benefits to with a single application, allowing you to stop losing items
the business of using
in email.
the proposed new
system.
 Ensure that your volunteers' personal email accounts are
not utilized to hold sensitive information.
What are the potential
 You may share papers and files (written, picture, video)
opportunities associated
with this new system? with your teammates.
 A fantastic method to attract your coworkers' attention is to
mention them in a remark or post by using the @ sign
before their name. Because you can @ mention numerous
individuals at once, it's almost as good as a warlike talkie.
 At any moment, Slack users can initiate a video or voice
conference call with other Slack team members.
 Set reminders for yourself or others – this may be done
with Slack's built-in reminders, Google Calendar, or many
other to-do lists.
 Even if your workers and volunteers are not in the office,
they may enjoy a pleasant communal space!
 It's ideal for real-time collaboration, rapid questions and
choices, capturing someone's attention when you need it
most, spontaneous video or audio conversations, quick
polls/voting, keeping everyone in sync across time and
location, and swiftly on boarding new team members and
volunteers.
Legislative and  Anti-discrimination - It is illegal to willfully discriminate
organisational against any provider because of their age, gender, or
requirements ethnicity. An anti-discrimination statute specifies the
Summarise the relevant consequences for giving contracts to ineligible parties
legislative and unjustly.
organisational policies  Business ethics - You will study about the legal and moral
and procedures for frameworks that regulate contracts, as well as how they
administrative systems apply to economic transactions, in this part. Good customer
including data security.
 This includes relations include paying suppliers on time and conducting
requirements around business with them without prejudice or bias.
receiving quotes from  Privacy laws - Individual privacy standards may apply
developers and/or during contract talks with an outsourced partner. When it
suppliers, number of comes to firm property and secrets, corporation law will be
quotes required and
more frequently used.
selection requirements for
vendors.

Budget The budget is small – a maximum of $2,500 annually.

Outline the budget
requirements and
System = $8,00 per month
break down the cost
of new system.
Total of employees = 10 ( Users)

Total = $12,00 x 12(months) x 10 employees = $880

Training = $1,620

Risks When implementing any new system, problems are unavoidable.

Outline an overview of These concerns may be trivial and take only a chat to resolve, or
the risks for the project they may be so serious that the entire project is jeopardized.
and how these might be
managed to ensure a
It is necessary to undertake a risk analysis of the system
smooth implementation. implementation project during the planning phase. At this stage
in the project's lifetime, project managers are often more
concerned with the schedule, expenses, and resource
procurement, thus they don't dedicate much attention to
detecting possible hazards. While concentrating on these
potential consequences is unhelpful, recognizing the core causes
of implementation issues is good business.

Preparation for problems at work is aided greatly by self-

assurance. The users' trust is the foundation for confidence.
 understanding of system processes (foundational or
background knowledge)
 proficiency with the system
 Individual training requires a thorough grasp of the
organization's mission and vision.
 In order to reduce the impact of unexpected occurrences on
users, a good grasp of risk assessment and human
management is required.

Attach: Quotes from suppliers 

Administrative Systems Policies & Procedures 
 Section 2: Implementation
Strategy

Issues Comments Contingency plans

1 Establish the system context  Assess the time lines necessary and ensure that the time allotted is fair in order
to prevent downtime while yet allowing for training.

 Think about whether employees will need to take time off work to attend
training sessions.

Learning model
2  Training and system adoption may include group sessions and trials for
employees who are less resistant to change.

 Feedback meetings for critical review and assessment of system modifications

can be planned.

 In change-averse environments, formal training sessions may be necessary,

and counseling and professional development allowances may be granted.

 During the change communication process, people with diverse ways of

knowing must be able to access information about the change and its effects.

 Individual reflection, inquiry and encouragement to share ideas are

recommended. Ideas are recommended.

3 Temporary reduction of workload  Continuous rollout may be beneficial in instances when implementation will
have an effect on team performance. It is feasible to plan for temporary
 changes in workload and allow ample time for those impacted to adjust.

4 Re-defining staff roles and re-  A defined plan is required if the new system installation results in a shift in
distributing tasks work responsibilities. The prospective consequence of a person must be
considered, as well as the amount of communication, directions, and reasons
for the change.

5 Re-defining staff roles and re-  A defined plan is required if the new system installation results in a shift in
distributing tasks work responsibilities. The prospective consequence of a person must be
considered, as well as the amount of communication, directions, and reasons
for the change.
No. Objectives Measures of Performance
1 Have well qualified employees Number of trainings

Training test evaluation high notes

2 Ensuring the system functions correctly Employees errors

3 Have a good recruitment and selection process to avoid Number of dismissal or turnover rate.
turnover

4 Have clear staff roles and tasks Tasks well executed

 Strategy for Achieving Objectives

Strategies Step by Step Plan Due Date Name Completion

notes
Using the LEDs light maintainer departments
By May 2023 High electricity
bill
Old vehicle should either be replaced or upgraded By May 2023 Worlducation consultants Fuel expensive

Switching off all the equipment’s which runs through By May 2023 All the staffs members Overnight switch
Energy saving electricity when not in use
on

Office
equipment’s
Conducting the awareness session and training to the By June Senior management team Property works
employees 2023

Travel only when required By June Worlducation consultant s Unnecessary

travel
Reduction of the 2023 and all staffs members
carbon emissions Purchasing the product which is eco-friendly By May 2023 Purchasing department

Using the E-books By May 2023 All staffs members

Green procurement By June Purchasing department

Reduce using the non- 2023
recyclable products Using recyclable products only By June Worlducation consultants
2023
 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?
Planning, development, review, implementation, and final review are the five
stages of policy and procedure development.
As a way to guide day-to-day operations, it is integrated. Regulatory
compliance, decision-making guidance, and process simplification are
all areas they focus on.
At the meeting, I handed out a hard copy and an email
version of it.
Email to Staff
From: Rajasekhara Reddy Kolar
To: Wordducation Team
Subject: System data security policies and procedures
Dear All,
I hope this email finds you in good health. Following the
construction of a new system that we want to offer to
learners, we established policies and procedures that will
regulate the system's functioning. The policies and
procedures have mostly addressed system and client data
security. If you have no comments, please see the attached
copy for your review and record keeping. Please feel free to
leave a remark if required. Thank you, and enjoy your
reading. Best wishes
Manager of Quality Assurance
I taught the Wordducation personnel that will be utilizing
the system.
Online lessons are becoming increasingly popular as tools
such as Adobe Captivate, Camtasia Studio 5, and Moodle
get extensive exposure. As proven in this essay, there are
several benefits and cons of employing online training.
It's in line with what respondents desired, according to a
previous study.
I gave them with additional one-on-one training sessions to
assure their safety.
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.
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?
It is possible to achieve this at a meeting or practical
session. The training may be done online, where a large
number of individuals, including clients, can participate and
learn how to use the system correctly. For example, training
may be provided via Zoom, Google Meet, and other video
conferencing technologies that allow many individuals to
connect and listen to a client. The trainers may also film the
training session and share it with the team in video format
so that they can always return to it if they get stuck while
dealing with customers out in the field.
The training needs evaluations (organizational, task, and
individual) will highlight any gaps in your present training
activities or staff skill sets. Knowledge gaps should be
discovered and filled as part of a company's training plan.
The ultimate objective is to develop a training program that
will aid in the closing of the performance gap. Employees'
areas of improvement may be identified via 360 feedback
and assessments, and training should be targeted to their
requirements.
The following phase is to create an action plan that
incorporates learning theories, instructional design, content,
and other training aspects. The proposal should also contain
training resources and methods for delivering them. When
constructing the program, the participants' level of training
and learning styles must also be considered. Many
businesses start their initiatives with a small group of
individuals and solicit feedback before introducing them on
a broader scale.
During the implementation phase, the training program
comes to life. The choice to outsource training must be
taken by the firm. When preparing training sessions and
related resources for program execution (facilities,
equipment, construct questionnaire procedure, etc.),
employee engagement and learning KPI targets should be
considered. The training program is then publicly
established, promoted, and implemented. Participants'
progress should be constantly checked as part of training.
As noted in the preceding section, the training program
should be monitored on a regular basis. This program
should be assessed to see whether it was successful in
 meeting its training objectives. To assess the success of the
program and the teacher, as well as the acquisition of
information or skills, all stakeholders should be consulted.
By reviewing this input in combination with an employee
performance assessment, the business may discover any
program shortcomings. If the goals or expectations are not
reached, the training program or action plan might be
modified. An effective training process proves its worth
when it is founded on the correct sort of feedback and
documented employee experiences that allow the training to
be tailored to your specific needs.
Contingency management I respond to employees with doubts on the system.
What issue did you I provide them more training or shadowing.
respond to and how did
you manage this?
How did you ensure this
had a minimal impact on
the user?

Attach: Procedure you have developed 

Evidence of distribution 

Training session materials 

 Section 4: Monitoring

Analysis of user responses User 1

Identify issues and trends
in user responses. Include It's a nice program, however there are instances when I can't
usage, security and find a file I need. It's generally still there when I return in a
output in your analysis.
few hours. It's a real stumbling block! I must admit that
there are moments when I wish I could go back to my
former ways.

User 2

After deleting the file from the shared folder, I work on it

on my desktop. When I'm finished, I publish it to the server,
so it's exactly like working on my desktop.

User 3

I can understand how it should be simpler than what I'm

used to, but that doesn't always happen. With the old
approach, I would get a file to work on, complete it, and
then give it back to my boss. I have no idea who did what,
and I have no idea why. In addition, there are occasions
when I am unable to find a file at all.

User 4

However, I've discovered that even after looking for certain

files, they aren't always present. It's always there the next
day, but not always when I seek for it.

User 5

It's not bad, although it's a little difficult. For example,

should I fix the file personally or delegate this task to
another editor? I'm convinced that the file I changed was
recently proofread because there were no grammatical
issues.

User 6

It's a great concept. Nothing irritates me. It does all I need it

 to do.

User 7

It's been a breeze for me to use, and I now know where all
of my files are.

Even though I've had no issues with the system's security, I

still backup my whole hard drive every Friday afternoon.
System training will be part of the induction procedure for a
new employee who will start work in the following month.
Solutions The files should be organized into folders and dated.
Document solutions to When a file is changed, members who are interested in it
issues and steps you will should be alerted through chat.
take to make modifications
to the system.
Make sure the consumer always has access to the file
directories. The security team is responsible for keeping the
Include modifications to
system up to date and working smoothly at all times. Train
procedures and training
and attach evidence
clients on alternate methods of uploading documents
once you have updated through phone. The confidentiality policy was revised to
these documents. state that before contacting a customer or collecting their
data, every employee must sign a confidentiality and codes
of behaviour agreement.
Communication strategy An email will be written and sent to a staff member, most
likely a member of the sales team, informing them of the
How will modifications be
changes. Because the change is automated, they should
notified to staff? Where
will revised procedures be simply notify consumers who have complained about the
located and how will staff newly updated system, which no longer has the small flaws
know to replace their that were previously communicated.
current procedure with the
new one?

Training session Managers may learn a lot about their staff by adopting an
effective feedback system. People that utilize the system the
Outline the process
most are the most likely to identify faults with it
and approach you took
to modifying this immediately away. They may not have as much expertise of
training and why. the system as managers or developers, but their practical
approach to intuitive (or otherwise) system usage may give
a plethora of chances for an organization to make changes
or allocate resources where they are most needed. Feedback
can also be used to detect knowledge gaps. Managers and
supervisors should take fast action if a staff member reveals
they don't know how to perform anything. This may lead to
some type of training.
 As a result of employee complaints, the following three
training sessions were held:
Phased training:
Learn how the system works so that users may begin with
day-to-day chores. Once this is completed, peer-based,
supervisor-based, or formal training should be provided. In
the last step, informal training should be provided to
transfer any tacit understanding of the system's features and
functionalities.
Formal training:
Hold a training session where all questions and answers are
answered to ensure that the employee has the skills and
knowledge required to run the system. Before moving on to
the next topic, formative tests can be utilized to assist
students consolidate their knowledge.
Informal training:
Assign the new employee to a more experienced co-worker
who will assist them in learning the ropes on the job. This is
an excellent solution for organizations if the system is only
used on a daily basis rather than minute by minute.
Attach: Modified procedure 

Evidence of distribution and notification to staff 

Revised training session materials 