BSBADM504: Plan and implement administrative system - Management Assignment Help

Assignment Task:

Task:

About this assessment
This assessment is about undertaking a project with analysis of a simulated business in order to implement and monitor the modified administrative system related to the unit
BSBADM504 Plan and implement administrative systems and its elements and performance criteria.
Performance objective
Candidate is to demonstrate the skills and knowledge required to implement and monitor the modified administrative systems.
Assessment description
This assessment tool requires you to plan for or review the requirements of effective administrative systems and procedures for implementing, monitoring and reviewing the system. During this activity, the student will have access to the simulated workplace policies/ procedures and documentation. These will be made available to the student by the assessor. The reports, documentation and simulated demonstration that the student develops and the practical activity they participate in will reflect the actual work.

The student will form a policy panel with 2 other students. You may select the students you wish to work with or your trainer/assessor can help form the groups of three students working together. The practical assessment for this unit is divided into 3 parts. Part A to Part C. You must complete all parts of the assessment.

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Assessment instructions
1. Review policies and procedures of Australian Hardware to analyse administrative systems processes and practices.
1. Read the following scenario (under assessment activities) and the administrative system you have planned during assessment task 1.
2. implement and monitor the administrative system completing the following assessment task activities during the allowed assessment time.
3. The assessment task is due on the date specified by your assessor.
4. Any variations to this arrangement must be approved in writing by your assessor.
5. Submit your work with any required evidence attached. See specifications below for details.
6. Time allowed for the assessment task is 3 hours that includes preparation time.

Assessment task activities

Using Appendix 1: Australian Hardware case study, or an organisation agreed upon with your assessor, you will implement and monitor the administrative system for the organisation. You may conduct any research necessary to complete this task, but any references must be accompanied by a link for verification by your assessor.
It requires you to devise an implementation plan for implementing the new quotation system. After conducting your research and having made recommendations to management about the system you believe the new system should be implemented, they have taken your advice and decided to implement the system you have recommended. They have given you the task to compile an implementation plan for this system.

Note: This assessment task is the second of three assessment tasks, in which you will complete implementation and monitor the modified administrative system for the organisation as the completion part of a total, integrated project. Complete the steps outlined below.

Activity 1
Identify and develop implementation strategies in consultation with staff
• You will need to identify the new procedures that need to be followed to make the system effective, highlighting possible problems that maybe encountered with implementation and putting in place a time line of implementation for the new system.

Activity 2
Encourage staff to participate in all stages of the implementation process
• As part of this implementation plan you will be liaising with staff, identifying the involvement staff will play in implementing the new quotation system, assessing staff training needs, communicating the changes to staff about the new system.

Activity 3
Implement system in accordance with organisational and legislative requirements
• Collate an implementation plan for the new quotation system that has been
approved by management. Your report needs to be professionally presented and address all points listed below.

Activity 4
a) identify stakeholders regarding implementation and identify costs associated with implementation
b) explain methods used to consult stakeholders and explain why consultation is important
c) outline timeframes associated with implementing this system
d) detail when and how implementation will take place, who will direct this process’
e) create a timeline of events leading up to implementation including steps that need to be taken prior to implementation
f) detail staff involvement and staff support given during the process of change, identify the benefits of involving staff in process.

Activity 5
Provide training and support for staff on the use of the new or modified system
a) identify training requirements factoring in who needs to be involved in the training and the different training needs of staff
b) detail how and when training would be conducted, factoring in suitable times to train staff and implement the system
c) document the new procedures associated with the system, detailing step by step each component of the new system and staff member’s responsibilities
d) write a procedure for staff members on how to use the new system, clearly identifying their responsibility
e) detail two strategies that could be used to communicate system changes to staff.
Activity 6
Deal with contingencies to ensure minimal impact on users

a) detail how information will be transferred between the current administrative system and the new system
b) identify the people involved in the planning and their roles in the system changeover
c) conduct a risk assessment of the possible issues that maybe encountered with implementing this system and detail ways of dealing with these issues
d) Identify any Organisational or legislative policies may need to be considered when implementing this new system? (i.e. privacy laws, occupational health and safety, Organisational policies).

Activity 7

Provide solutions to the activity based on the following scenario.

Scenario
requires you to monitor the new quotation system that was implemented above. Management have come back to you a 1 month after the new system was implemented with some training issues. You are required to review these issues and provide recommendations and suggestions on how to improve these areas as well as addressing the additional assessment information below.
The issues are:
• Two consultants Tim and Jim are not using the new quotation system. They are reverting to the old system using a carbon book.
• The office manager Dean has informed you that the owner Jeff feels the old system was better even though he hasn’t used the new system. Jeff trained in the new system a month ago
• Several pricing errors have been made by Sarah and Chris when using the new system
• Two new staff Sam and Jane have joined the company since training took place a month ago

Activity for scenario
Monitor system for usage, security and output in accordance with organisational requirements
a) First you are to provide appropriate strategies that will assist management to monitor the system and address the following points.
b) identify some strategies management could employ to monitor the use of this new system
c) determine some methods management could use to identify problems with the system
d) describe how management could ensure the system is being used properly and to its full potential

e) highlight methods that could be used to ensure that information collection via this system is secure and identify potential security risks
f) detail how you can ensure new staff are trained properly on the system
g) identify how new staff members should be trained in the new system
h) identify methods of assessing if the system meets the needs of the organisation into the future
i) recommend communication methods to inform staff of system changes
j) identify methods of identifying ongoing training needs.
Activity 8
Modify system to meet changing needs in accordance with organisational requirements
a) provide suggestions about understanding the issues Tim and Jim have with using the new system, and possible reasons why they may not want to use the new system
b) provide recommendations about overcoming Jeff’s attitude towards the system and outlining recommendations on how Jeff could be assisted to adopt the new system
c) identify strategies that could be used to modify the new system, decreasing the pricing errors being made by Sarah and Chris
d) explain your thoughts about how management should proceed after implementing the changes you recommended.

Activity 9
Clearly identify further modifications and notify users.
Activity 10
Monitor staff training needs and train new staff on administrative system.

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