STUDENT

GUIDE

RTO No: 91223

Assessment Task 1

BSBOPS503 Develop administrative systems

BSBOPS503 PROJECT PORTFOLIO 3

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.

Student name

Student ID number

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.
Student signature

Date

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

BSBOPS503 PROJECT PORTFOLIO 4

 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:

 Simulation pack -business scenario

 Project Portfolio template.

 Assessment task 1

 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

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.

BSBOPS503 PROJECT PORTFOLIO 5

Section-1 of project portfolio to be completed by answering Activity-1, 2, 3, 4 of assessment task-1

Activities-Assessment task-2
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!

Hints:
 Evidence has been collected to complete this project portfolio.
 All evidences have been approved by assessor.

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.

Answer: Refer to Section 1 of Project Portfolio.

BSBOPS503 PROJECT PORTFOLIO 6
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

This can either be viewed in person by your assessor or you may like to video
i
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.

Meeting Arranged:
Date:
Worlducation
Meeting Discussion
Meeting Time: 09:00-09:20 AM
Meeting Location – Boardroom/Virtual meeting
Participant: Student name & other two students.
Topics/Matters discussed:
 Organizational requirements and policies
 legislative requirements such as data security and privacy
 Brainstorm suitable options to meet requirements
 Ask for feedback on any systems
 Discuss the budget
 Implementation new system new system
 Discuss about training on new system
Describe as bullet point
BSBOPS503 PROJECT PORTFOLIO 7
Role play- question & answer 2-3 questions-will be based on meeting discussion

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.

BSBOPS503 PROJECT PORTFOLIO 8

 RTO No: 91223

Student Project Portfolio

BSBOPS503 Develop Administrative Systems

BSBOPS503 PROJECT PORTFOLIO 9

 Student name:

Assessor:
Motiur Rahman

Date:

Business this assessment is

this assessment is based on case study “WORLDUCATION”
based on:

Documentation reviewed as
Business Case study, Simulation pack
preparation

System Users
All administrative & marketing staffs

Other stakeholders
Senior management, Marketing executive , CFO

BSBOPS503 PROJECT PORTFOLIO 10

 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
organisation faces and how
can the new system help to
address these?
BSBOPS503 PROJECT PORTFOLIO
 The student must provide an overview of the business including details
of its operations and whether it is a new business that requires a new
administrative system, or the business has an existing system but want
to modify/upgrade/replace its existing system.
 The student must use the case study (Worlducation) & discuss
following areas.
 How they could outline the structure of the business and
how it operates around the world,
 The fact that due to the latest growth, there is now a
virtual disorganization.
 Student may discuss about offline files, excessive emails
to communicate and whatsapp as their chat system, and
although Trello and Slack have been tested, they have
never been fully implemented.
 Given these facts, the business has lost many deals, and
it’s causing the team to demoralize and feel over
stressed.
What type of system is needed?
 They should implement a new system with a team that works on
different time-zones preferably cloud based system.
 The systems they choose to implement will vary but may include
Google Drive, DropBox, Microsoft Team
 The student must outline the organisational requirements of the
system required which could include number of users, security
features (permissions), applications such as integration with
calendars or other apps, location of users etc.
What are the challenges the organisation faces and how can
the new system help to address these?
o Students should firstly discuss what the current problems are-
→Student should find out problems from Case
study/business scenario of Worlducation.
11
 Example: The challenges faced by the company,
They are clearly disorganisation, lost sales for miscommunication, loss
of files and important data because of offline operations, non-
streamlined processes.

o Address why implementing a new system might benefit the

company? →Student should discuss the advantage of cloud-
based system.
o Example of advantage: DO NOT COPY
 New systems should help simplify the workflow of the
team, reduce stress and improve sales.

 This new system could create the possibility to

collaborate online on the same files, while always
keeping the latest one updated on a shared folder

Who will be using the

system? Who will be using thesystem?
 All administrative staff & senior management should be able to
How will the system be rolled
use new system.
out?
What are the timeframes? How will the system be rolledout?
EXAMPLE-DO NOT COPY

o The systems student can choose to implement will vary but may
include Google Drive, DropBox, and Microsoft Team. There’s no
right OR wrong answer here.
o Discuss about only one system

 It’s more about the training and having a project leader that
takes full ownership of the customisable decisions.

 Roll out should have a deadline and phases for each one of the
services.

 It needs to have a free trial version you can use during the
implementation stage.
 All user need to be involved.
 There will need to be testing before a progressive rollout to every
aspect of the start

What are the timeframes?

Timeframe should be clearly explained, there’s no right or wrong

answer, although there’s a need for change due to the morale of the
team and the loss of leads.

BSBOPS503 PROJECT PORTFOLIO 12

 System details
 The student should present why this is the best system for
After you have
the company, how it works and how it will simplify the
completed research
workload of the team.
and obtained quotes,
outline the system you
 Student may discuss any one of Google Drive, DropBox,
want to introduce and
Microsoft Team.
how you will set it up.
→They need to outline the features of the product/service. They
Include:
should also discuss the benefits of this system versus the actual
 An overview of how the
system (streamlined, efficiency opportunities, cloud sharing,
system will work
 privacy, collaboration, etc.)
 Storage and service →Do they have good reviews on a specific product, what are the
options from various
providers competitors using?

 Upfront and monthly
requirements / costs /  Discussion must include storage and service options from
obligations various providers.

 Discussion must include upfront and monthly requirements /

costs /obligations

 Do they get any free trials, what are the payment terms
(per user, per Gigabyte, per month, per week),
 do they have good reviews on a specific product,
 What are the competitors using?

All of these should be considered in the analysis by the student.

Quotes:
https://www.softwaretestinghelp.com/cloud-storage-providers/

https://www.cnet.com/tech/services-and-software/best-cloud-storage/

Google Drive Dropbox OneDrive

Option $8.30 /user/month $21 /user/month $6.90 /user/month
A (annual
commitment)
Storag 30 GB /user 5 TB 1 TB per user
e
Option $16.80 /user/month $33 /user/month $13.70
B /user/month
(annual
commitment)
Storag 2 TB /user Unlimited space Unlimited
e individual cloud
storage

BSBOPS503 PROJECT PORTFOLIO 13

 Pros  Generous  Automatic  Excellent
free storage file backup interface
space  Advanced  Clients
 Excellent software for
productivity- integration Android,
suite  Offline iOS, Mac,
collaboratio working and
n capabilitie Windows
 Includes s  Well
desktop-to- integrated
desktop file- with
syncing Windows
 Cross- 10 and
platform Office
apps 365
 Able to  Powerful
work on file-
files offline sharing
and
document
collaborat
ive
editing

Supplier (or Hints:

developer)
 Students are to assess the benefits of choosing one
preference system over another in terms of:
Which provider /
 pricing, capabilities, integrations with other software,
developer / system have
updates, possibilities to scale it to other areas in the future
you decided on? (considering that the business is growing), etc, as well as
Why do you prefer this aspects that might vary from software to software like:
Storage, payment terms, trainings, privacy policies,
option over the others? amount of users, scope of the service -maybe one service
could be used instead of two)

 They may offer a price comparison with other suppliers,

especially between payment terms (per user, per gigabyte)

BSBOPS503 PROJECT PORTFOLIO 14

 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.
BSBOPS503 PROJECT PORTFOLIO
Student must outline the benefits to the business of
using the proposed new system.
Example: DO NOT COPY
 Organised storage of documents & time saving
 Improve efficiency in processes
https://www.thesystemsmentor.com.au/benefits-of-developing-
systems/
https://technologyadvice.com/blog/human-resources/ways-to-use-
technology-to-improve-workplace-productivity/
What are the potential opportunities associated with this
new system?
Example: DO NOT COPY
 Better follow-up of clients to generate better user
experience and better chances of increasing sales
 Improved chance of forecasting future difficulty in projects.
https://www.superbusinessmanager.com/the-steeple-analysis-
technological-opportunities-and-threats/
Legislative requirements:
Student may discuss The Privacy Act 1988/Data security act for
administrative systems including data security.
Organisational requirements: Example DO NOT COPY
 Staffs are only allowed to use the systems for work
purpose and not for personal use.
 Network security, including firewall technology, has been
implemented to protect administrative servers and
departmental workstations from unauthorized access
through the Internet.
 Staffs who work remotely are encouraged to install reliable
antivirus software in order to protect the organisation’s
privacy and data.
15
 Budget
Outline the budget
requirements and break
down the cost of new
system.
 Student must outline the budget requirements and break
down the cost of new system.
 The budget is small – a maximum of $2,500 annually.
EXAMPLE: Budget breakdown:
 Monthly subscription $100 p/m, Yearly (100X12) =1200
 Additional internet bill $50 p/m yearly (50X12) = 600
$1800

Team members 10
Google Drive Business Standard $16.80 /user/month
1 year per user cost $201.6
Total cost for 10 users annually $2016

BSBOPS503 PROJECT PORTFOLIO 16

 Risks
Student should outline risk of the project (New cloud system) &
Outline an overview of the how to manage risk
risks for the project and how
https://securityscorecard.com/blog/top-security-risks-of-cloud-
these might be managed to
computing
ensure a smooth
implementation.

Attach: Quotes from suppliers ☑

Administrative Systems Policies & Procedures ☑

Quotes from suppliers

Student must include:

 Quotes from suppliers

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBTWK503 Manage meetings| 17
Student should discuss following points to develop policy and procedure.

Administrative Policy and Procedures- System & Data Security

 Purpose
 Scope
 Policy principles
 Responsibilities
 Procedures
 Administrative System (Google Drive)
 Data Security & file management
 Staff Training

https://www.ittoolkit.com/articles/data-security-policies
https://business.gov.au/online/cyber-security/create-a-cyber-security-policy
https://satoricyber.com/data-security/data-security-policy-why-its-important-and-how-to-make-it-great/
https://www.coursehero.com/file/97813469/BSBOPS503-Administration-System-Policies-and-
Proceduresdocx/

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBTWK503 Manage meetings| 18
Additional information:

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBTWK503 Manage meetings| 19