Assessment 1
Please note that you need to refer to the following link in order to be able to complete the assessment.
https://nationalvetcontent.edu.au/alfresco/d/d/workspace/SpacesStore/9755b043-1f47-4a48-91de-f37fdf20f498/12_13/toolbox1213/units/index.htm
Step 1) Click on the link provided above.
Step 2) In the index, look for the unit name, BSBADM504B Plan or review administrative systems, and click on it.
Step 3) Then, click on Conduct ongoing review and assessment for new and existing operational procedures
Step 4) You will see five sections at the bottom as below.
1. Define an effective administrative system
2. Identify current system operations
3. Plan an effective system
4. Implement the system
5. Monitor and review the system
Step 5) Click on More info to read the material for each section.
Step 6) In each section, you will see a list of subtitles on the left panel and need to click on them from top to bottom to read.
Step 7) Notice that key words in bold under activity questions match with a subtitle in different sections.
Step 8) You also need to refer to relevant files in the assessment folder handed out to you.
Step 9) Click on Home or ValleyView on the top for more information about the company, ValleyView.
Activity1 - Identify current system operations
1.1 Establish enterprise objectives for selected system
Obtain a copy of the organisational chart of the enterprise for which you work. If one does not exist, draw one up.
For each of the following administrative systems, list the decision-makers in your organisation and outline the goals, objectives and required outcomes:
• records management
• occupational health and safety
• mail distribution.
1.2 Consult on quality
Set up a quality circle either face-to-face or online to discuss an aspect of your work – your problems, any difficulties and your suggestions for its smoother completion.
Your group should consist of at least three and no more than 10 people. Set times for regular meetings to discuss issues. It would be a good exercise to take notes of your meeting and keep them on record.
1.3 Observe, research and record data about current system operations
Create three different questionnaires (of no more than 5 questions each) to be completed by an operator, a supervisor and an end user for one of the administrative systems at your place of work. You are to ascertain what tasks they complete in performing their work and why, as well as what controls and procedures regulate their actions.
Analyse their responses and critically assess the usefulness of the questions you wrote in finding out the information you wanted.
Activity 2 - Plan an effective system
2.1 Costs and benefits
Greg Murphy is Executive Assistant to the General Manager of ValleyView and earns $26.50 per hour. He feels that lately he's being spending too much time on non-productive tasks, so he completes a Daily Task Analysis Chart, which he asks you to take a look at.
1. Which of Greg's activities were part of an administrative function?
2. Which tasks do you think were non-productive? Why?
3. Work out how much time he spent on each activity for the week. Use the calculator below to discover:
• how much each activity cost ValleyView that week in terms of Greg's time and salary
• the amount of time he spent that week on non-productive tasks and the cost to the company.
4. EITHER make recommendations for reducing the costs associated with Greg's non-productive time OR justify the time spent in terms of the benefits to the company.
Estimate the hours per week and complete the calculations.
Picture of a blank time card listing the following:
Time spent on task per week X pay rate = cost/week
Answering the phone X $26.50/hours = $
Initiating phone calls X $26.50/hours = $
Key data X $26.50/hours = $
Meetings X $26.50/hours = $
Answering mail X $26.50/hours = $
Interviewing staff X $26.50/hours = $
Other X $26.50/hours = $
Total hours/week =
Weekly rate = $
2.2 Plan an effective system
You've received a memo from Song Wang, the Senior Administrative Officer.
Company car usage system(Word 52Kb)
Write your response to this activity pointing out the best improvements suggested, and why.
2.3 Design an effective system
The Sales and Distribution Manager, Geoff Ryder, had a meeting with Norta Diessen, HR and Finance Manager Norta informed him there had been an increase in the number of claims for travel expenses reimbursement coming from his department.
Geoff explained that even though members of his department used company cars when possible, a lot of last minute orders and urgent business meant that staff were using cabs or their own cars. He said he would talk to his team and get some ideas for solving the problem of increasing claims.
Look over the suggestions from the sales reps and Norta's fishbone (Word 230Kb) analysis of the situation, then put forward a design for an effective vehicle use system at ValleyView.
Activity 3 - Implement the system
3.1 Methods of implementation
Angus Smissen, General Manager of ValleyView Publishing, has asked you to redesign the telephone communications system for the workplace so that all departments have access to teleconferencing facilities. Your system involves new equipment and, although you have prepared thoroughly, it has not been completely tested at this stage. The organisation is heavily reliant on the telephone system in its daily operations. You have to present your system to Angus for approval. How should the new telephone system be implemented? Why?
3.2 Select a time for implementation
Open the ValleyView PERT chart for the implementation of the new car usage system from the ValleyView Intranet.
Draw in the critical path for this project and state your reasons for selecting that pathway.
Add any other relevant information you believe is necessary for controlling the implementation of the system.
3.3 Writing procedures
Select a photocopier that you have never used before and complete the following tasks.
1. Locate the instruction manual and identify any other displayed instructions.
2. Rewrite (if there are displayed instructions) or create (if there are no displayed instructions) the procedures your way to ensure a quality copy each time.
3. Ask someone to follow your procedures for making copies.
4. Make a critical appraisal of your procedures in the light of their performance.
5. Post a copy of your original procedures, the critical appraisal and, if necessary, any rewritten procedures you did to you tutor for comment
Activity 4 - Monitor and review the system
4.1 Establish process for monitoring correct use of system and set a review date
You are working for ValleyView and are part of the Quality Circle for the production of the quarterly staff newsletter 'ValleyView'. You have been asked to assist with the monitoring of the production of the next quarterly newsletter.
Study the extract from the report the Quality Circle wrote after the last newsletter was produced in a rush. Read it, then look at the Gantt chart (Word 59Kb) for the production of the last newsletter.
Re-do the chart, giving more precise details of tasks to be achieved, staff responsible for each task and deadlines to be met.
4.2 Deal with contingencies, make modifications (if required) and notify users
At ValleyView, the Receptionist has just walked off the job in the middle of the afternoon. It will take a week for someone else to be put into the position.
Read the position description for the Receptionist. You will find this in ValleyView Intranet in the HR and Finance Department or under Jobs.
List the tasks performed by the Receptionist that are vital to the operation of the organisation and suggest contingency plans for their continued operation.
Administrative systems project
Submission details
Candidate’s Name Phone No.
Assessor’s Name Phone No.
Assessment Site
Assessment Date/s Time/s
The Assessment Task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for details.
Performance objective
The candidate must demonstrate ability, knowledge and skills in planning or reviewing new or revised administrative systems, and procedures for implementing, monitoring and reviewing the system.
Assessment description
Administrative systems, like any workplace systems, require managers to conduct reviews, plan changes, implement changes, and continually monitor and make modifications to meet customer and staff needs.
For this assessment, you must nominate a workplace and identify a change required to its’ administrative systems. This can be either a:
• New administrative system (it could be for a new or expanding business. It could be your own business).
• Modification to an existing administrative system.
• You must write a report to both your teacher and the management documenting the chosen system, the process involved and the outcome. Following a process of planning/reviewing, implementing and monitoring this change to the administrative system.
Range of variables
The system you design may be either electronic or paper-based. Depending on the size of the enterprise, it might be one or more of the following:
• invoicing
• car fleet usage
• stock control
• office supplies
• reprographics
• mail distribution
• tendering out
• personnel system (or some aspect of that system)
• accounting system (or some aspect of that system)
• computer file management system.
Essentially, your role will be similar to that of a project manager.
Note: Overall the project doesn’t need to have been successful or even complete, however, you must provide evidence that you performed your role as project manager competently and that you carried out the tasks as specified below.
Procedure
1. Identify a workplace – and identify an administrative system that requires review or planning.
2. Plan or review the system:
a. identify requirements
b. obtain quotations
c. select suppliers or developers.
3. Implement the system:
a. develop implementation strategies
b. obtain staff participation
c. define and communicate procedures
d. provide training and support
4. Ongoing maintenance of the system outline:
a. monitor system
a. continually improve
b. address training needs.
Specifications
The workplace project that you select must be:
• For a new administrative system or a modification to an existing administrative system.
• Approved by your assessor (meet the requirements for an administrative system and be sufficiently complex).
• Completed in the timeframe set by your assessor.
Your assessor will be looking for a range of documentation prepared by you in your role as project manager (documents are underlined below).
• A specification that identifies requirements, including (but not limited to):
o Problem definition.
o Proposed solution (for new or modified administrative system).
o Goals and objectives (of the new or modified administrative system).
o User requirements/expectations (including features & benefits).
o Performance standards (what performance are you expecting?).
o Internal and external standards (what other standards are relevant?).
o Processes/procedures (which ones will require revision?).
o Budget (what is your price range?).
• Correspondence with prospective suppliers to gather quotes
o Selection of supplier
• Implementation strategies and plans that identify:
o tasks, responsibility, timelines.
• New or revised procedures (at least two) that are:
o clear and concise
o suitable for training.
• A risk plan that shows:
o possible contingencies
o risk minimisation strategies.
• Charts and graphs that show:
o monitoring of administrative system performance standards.
• A skills matrix that shows:
o monitoring of staff training requirements.
• Minutes of meetings showing:
o training
o consultation regarding implementation strategies and plans
o review of system.
• A report that:
o provides a summary of the project
o no more than five typewritten pages
o uses correct grammar and spelling.
Your assessor will also be looking for:
• Consistent monitoring throughout the project.
• Photos or other documentation demonstrating your involvement with the workplace.
• Evidence of your involvement in all stages.
• Documentation completed accurately and completely (dated and signed where required) and submitted in a timely manner.
• Clear and uncluttered graphs and charts.
• Compliance with organisational policy and procedures followed during the project. These may include, but are not limited to:
contracting and tendering policies and procedures.
financial policies and procedures (i.e. budgeting, purchasing).
Adjustment for distance-based learners:
• No variation of task is required
• A follow up interview may be required (at the discretion of the assessor).
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