Reference no: EM133029072
Describes the skills and knowledge required to plan for or review the requirements of effective administrative systems and procedures for implementing, monitoring and reviewing the system.
It applies to individuals employed in a range of work environments in senior administrative roles.
Learning Outcome 1: Plan for the new or modified administrative system
Learning Outcome 2: Implement new or modified administrative system
Learning Outcome 3: Monitor administrative system
Assessment Task 1: Identify Administrative Requirements
Addresses some elements of required skills and knowledge as shown in the Assessment Matrix
Description:
An administrative system in organisations may comprise of a range of electronic and paper based systems to support its business operations. The extent and type of system will vary from business to business depending on the nature of respective businesses. Examples of business administrative systems include employee management system, accounting system, product management system, Enterprise Resource Planning (ERP), information technology network and communication system.
This assessment task is being given as a role play task in which you and one of your classmates will play the roles of a client and a system developer respectively. This assessment task leads to the final project for this unit. You will be required to maintain a project folder to ensure that you have all the required information for this task as well as the final project.
Both the members of the team will be assessed in this task.
Step 1:
Conceive a business profile (Client): The client will need to conceive and develop a basic business profile (maximum 1 page long) that outlines business type, size, industry and key business operations. You can take an example from your own organisation or base it on any other organisation with appropriate referencing and acknowledgements. The client will send the profile to the system developer and organise a meeting. Meeting schedule should be decided in consultation with your trainer/assessor as the meeting will take place during weekly sessions.
Step 2:
Conduct a Planning meeting (Client and Developer): Conduct a meeting as per agreed schedule. You
trainer/assessor will observe the process. In the meeting;
-Introduce the business (Client)
-Discuss current/key business operations
-Discuss client requirements and expectations
-Discuss possible solutions
-Decide on the next step in the process (identifying requirements)
-Take notes from the meeting
Step 3:
Identify Administrative Requirements: Based on the discussion and information provided, the system developer will conduct a brief need analysis and prepare a proposal for the client, identifying administrative system requirements, and suggesting appropriate solutions. Your proposal would include;
-Summary/minutes of the meeting
-Overview of current business operations
-Recommended administrative systems
-Key features of the system
-Key vendors and approximate costs (research and compile the info)
-Perceived benefits to the business
Once you have completed the proposal, email the proposal to your client, with a copy marked to your trainer/assessor.
You must keep copies of all the documents produced in this task as they will form a part of your project folder.
Assessment criteria
The following assessment criteria will be used for marking this assessment task. Ensure that you have addressed all of the criteria in your work.
Client:
»Conceived and prepared a business brief
»Business brief is reflective of a real-life organisation
»Identified key business processes
»Organised a meeting with the developer
»Participated in the meeting and briefed the developer
»Outlined quality and product expectations
»Received the proposal and provided feedback
Developer:
»Participated in the meeting and received the brief
»Contributed to the meeting
»Prepared a proposal to address business needs and requirements
»Identified key business processes
»Suggested systems solutions for the required processes including vendors and costs
»Outlined key benefits to the business
»The proposal is well structured and reflective of a formal business style
»Appropriate references are used to acknowledge external sources
Assessment Task 2: Assessment Task Develop an implementation plan
Addresses some elements of required skills and knowledge as shown in the Assessment Matrix
Description:
This assessment task is continuation of the Assessment Task 1. As this assessment task requires and utilises information created in Assessment Task 1, you would have ideally completed Assessment Task 1 before attempting this assessment task.
You had participated in a role play exercise in Assessment Task 1. Continuing your role of system developer, prepare and present an implementation plan for the organisation. A plan can remain just on the paper if it is not combined with an implementation plan. An implementation plan identifies key actions, priorities, required sources and the time frame within which the tasks must be completed.
Using the information created in Assessment Task 1, prepare an implementation for the organisation that includes;
»Goals and objectives
»Recommended administrative systems
»Implementation strategies (HOW the objectives will be achieved)
»Vendors and expected costs
»Internal consultation and communication
»Key implementation tasks, responsibilities and completion time
»Resources needs for implementation
»Staff training needs and requirements
»Legislative requirements (e.g. privacy, code of practice, copyright etc.)
»System evaluation procedure (Post implementation)
»System monitoring procedure (Post Implementation)
Ensure that your plan includes strategies for staff training and development as it will be expected that the staff will need some training to transition to new systems. Similarly, the evaluation procedures must include provisions for staff feedback and modification of the system to suit organisational requirements (e.g. security and access levels, storage of data etc.)
The plan must be word processed and structured with appropriate headings and sub-headings as needed. It must be prepared as a formal business document that can be seen as an official document for submission to the management. You may take reference from existing/samples charters with appropriate referencing and citation (preferred: Harvard referencing system: Your trainer/assessor will provide your referencing guidelines.
Assessment criteria
The following assessment criteria will be used for marking this assessment task. Ensure that you have addressed all of the criteria in your work.
»The plan is appropriately structured and presented as an official document reflecting a real-life practice
»Appropriate headings and sub-headings are used to structure the contents
»The content flow covers all the required elements of the plan and contains a logical sequence of the topics
»Goals and objectives are consistent with business needs and requirements
»Identified key business processes
»Suggested systems solutions for the required processes
»Appropriate vendors are researched and recommended to source the systems
»Plan includes provisions for staff consultation and communication
»Key resources and responsibilities are identified
»Tasks/actions have a target completion date consistent with client expectation
»Plan contains provisions for staff training to use the newly proposed systems
»Evaluation procedures include staff feedback and use of evaluation data
»System monitoring procedures are defined to monitor system performance
»Legislative requirements are identified and addressed
»Presentation summarises and covers the charter contents
»Presentation slides are audience friendly and structured
»Audience feedback is sought and received
Attachment:- Identify Administrative Requirements.rar