BSBOPS503: Develop administrative systems - Management Assignment Help

Assignment Task

Assessment Task 1: Project

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

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.

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).

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