ASSESSMENT PART ONE
CASE STUDY Unit of Competency:
BSBADM504B – Plan or review administrative systems
/70 C or NYC
Updated June 2014 V1.3 BSBADM504B-Plan or Review Administrative Systems
Intellectual Property of
The Australian Institute of Professional Education (AIPE)
ASSESSMENT PART ONE COVER SHEET
Please ensure this form is fully completed (including signature) prior to submitting.
This page should be on the front of your assignment and needs to be easily accessible.
Student ID Number: Class Batch:
Student Name: Unit code & Title BSBADM504B- Plan or Review Administrative Systems
Course: BSB50207 Diploma of Business Due Date:
Module: BS07-Administration Systems Trainer’s name:
Assessment
Part Title: Assessment Part No: Assessment Part One (1)
THE PURPOSE OF AN ASSESSMENT
The purpose of an assessment is so a trainer can see if the students understand what they have been learning. For example, if students are asked to write a report, the purpose is to see if the students have learned how to research, write and review a report containing appropriate content.
If a student copies a report from the Internet or copies someone else’s work, the trainer does not have any evidence of the student’s understanding of report writing. This type of copying is referred to as plagiarism. It means taking the work of others and using it as if it was your own, without crediting the author or citing the source.
Collusion involves the cooperation of two or more students in plagiarism or other forms of academic misconduct. Plagiarism and collusion are considered types of theft/cheating and will result in NYC.
It is also important to avoid using too much source material. Even if the author is credited or the source is cited, this material cannot make up the bulk of the assessment as it also fails to provide adequate evidence of learning.
Plagiarism, collusion & using too much source material are NOT acceptable and disciplinary action will be taken against students who do so as outlined in AIPE’s policies.
Assessments must be typed using document software such as MS Word; no handwritten assessments will be accepted (unless, prior written confirmation is provided by the Trainer/Assessor to confirm). Any sources of information must be cited using the APA Referencing system (please ask your Trainer/Assessor if you require support with this).
STUDENT DECLARATION
I have read and understand the purpose of an assessment (above) and hereby certify that:
1. This assessment task is my own work based on my personal study/research and not the work of another student and/or source.
2. I have cited all material and sources used to prepare this assessment task.
3. I have kept my use of source material to a minimum.
4. This assessment task has not previously been submitted.
5. I am aware of the requirements set by my trainer.
6. I have retained a copy of this assessment task for my own records in the event I have to reproduce my work.
Student’s Signature: _________________________________ Date _______________________
Trainer/Assessor Signature: ____________________________ Date _______________________
ASSESSMENT TRACKING: - Refer to the Marking Guide for assessor’s comments.
? Draft
Due
Date:_______________________
Comments: ? Submission
Due Date:______________________
Date submitted:__________________
Final Mark:________________
Result: ? Competent
? NYC* ? Re-submission
Due Date:______________________
Date submitted:__________________
Final Mark:________________
Result: ? Competent (ungraded)
? NYC*
* Please indicate a reason for Not Yet Competent (NYC): (please select)
? NYC – after Academic Penalty ? NYC – after resubmission ? NYC – not submitted
ASSESSMENT REQUIREMENTS
Your assessment will be required to be typed in Arial font size 12 only. You will provide your completed assessment for all of Part One in one document with a cover page (included in this assessment tool on page 2).
You are required to professionally format your document including spell-check and clearly indicating each Task answer [e.g. Task 1 (a.) then the answer, Task 1 (b.) then the answer etc.] according to this Assessment Tool Task requirement. You may lose marks if you have not spellchecked your document (as this is a professional formatting requirement, a business skill). Whenever conducting a Presentation, you must always provide copies of MS PowerPoint slides as evidence for your Trainer/Assessor.
This Assessment Part One requires extensive internet searching for real information/solutions for your Case Study business. Be sure to properly reference your sources of information using the Harvard referencing system. For more information go to:
1. Student Handbook - latest version
2. AIPE Connect online resources; or
3. Ask your Trainer/Assessor to provide you with this information
In order to determine if you are addressing this assessment adequately in terms of competency/comprehension (prior to due date) a draft copy of your assessment should be discussed during class time in consultation with your Trainer/Assessor. For this feedback/ support from your Trainer/Assessor, you will need to bring to class your “draft copy” with any evidence of the research you have conducted to produce the assessment.
AIPE accommodates students with reasonable adjustments to training and assessment. This could include variations in course delivery or assessment methodology and it is the responsibility of Trainers/Assessors to coordinate this in consultation with the Academic/Compliance Coordinator or Trainer Coordinator. When making reasonable adjustments to assessments and assessment processes, assessors need to focus particularly upon validity and fairness. If, as a student you feel you have special needs that require your Trainer/Assessor to apply a reasonable adjustment – please discuss this with your Trainer/Assessor at the beginning of the subject studies.
CASE STUDY
In July 2007 Penny started her own Recruitment Agency called People First Pty Ltd that specialises in recruiting office staff [such as Administration Officers, Office Managers, Accountants, Marketing Professionals and sometimes also information Technology (IT) employees).
Penny started the 2010 calendar year with five staff overall, but due to significant business growth because of increased sales each month, her company now employs significantly more staff. The team is made up of eight (8) fulltime staff who receive base salary plus commission (all Recruitment Consultants), two administration/accounts personnel who are paid a base salary only, and Dave Smith (Operations Manager) who is paid a reasonable base salary and Penny has shared 5% equity in the business with him. People First staff have all worked in the business for at least five (5) months now, and there are no staff still within a probation period.
Dave is an ex-colleague that Penny had always discussed going into business with. Dave could not ‘front-up with capital’ to start the business together (because he has commitments for his wife and two children); although, he is a valuable asset to the business because of his many industry contacts and extensive HR-related and recruitment experience. The team really respects Dave, which is creating a great team culture and the business clients are responding to this.
Dave currently wants the People First’s administration system to improve because he has communicated to Penny that business operations and quality of service will suffer dramatically in the next 12 months as a result of worsening administration systems (that do not support business function). He has justified a few concerns he has experienced with the operations/administration system such as;
? The database system currently in use will not facilitate future growth. People First business growth is about to exceed the capacity of the database.
? Management accounting is poor and Dave believes that software such as MYOB or something similar could improve efficiencies and reporting capabilities.
? Policies and Procedures need to be coordinated in a way that staff can instantly access them (maybe not the original file, but a copy of).
? Candidates send their resume/cover letters via email and these are stored in the database. However, when a recruitment consultant interviews a candidate; that
Consultant currently manually completes an interview questionnaire during the interview and each staff member has their own system for filing the completed interview questionnaires of candidates they meet with.
? Staff are supposed to maintain ‘notes’ in the database for each candidate they speak to, put through skills testing or interview, but this is not always done.
? Skills testing for typing speed, Microsoft Word, Excel and PowerPoint are currently outsourced to an external skills testing company (called Test-IT Pty Ltd). Their fees are not too high compared to other providers, but this is a very real expense that is outsourced. Plus, you need to pay ($40) to test a candidate with Test-IT regardless of whether People First are able to ‘place’ the candidate in a job or not. This means that you may pay numerous $40 amounts that result in no revenue.
The current administration system at a glance:
? Sage ACT! Pro Database for client management
? Microsoft Excel for creating invoices to clients
? There is no reporting that a system produces for management to thoroughly review business operations
? Policies and Procedures are saved in Microsoft Word files within folders in the computer that only you and Dave have access to. Staff can request a print-out from you if they need to know anything about Policies and Procedures.
Penny’s role in the business, as the Owner/Manager is a strategic one. She no longer handles clients directly (except in exceptional circumstances where required).
Penny now needs to address the immediate inefficiencies and administrative system problems discussed with Dave.
END OF CASE STUDY
Element:
1. Plan or review administration systems
2. Implement new or modified administration system
3. Monitor administration system
Task 1
(a) Dave has identified the problems with the current administration system. You will now need to identify five (5) priority issues, requirements for or modifications to, the People First administration system.
(b) Once you have identified the top five (5) priorities; go to the internet and research any technologies that can help solve these issues (make sure you keep a record of ALL links you gather information from, in order to reference them).
It could be an all-in-one technology, or, several software/databases of technology that have the capacity to support future growth of People First. (It is suggested you work on a plan to have capacity that covers 30 users). Once you have found the technologies, you will need to summarise in your own words how and why each technology will specifically help People First top priority issues of their administrative systems.
(c) People First policy when considering external providers is to always use highly reputable, established organisations that have a track record of success (even if this means paying extra for the reassurance that the product and services are ideal). Now, your task is to make selection of one supplier or developer from the above technologies (in accordance with this organisational policy). Make sure you justify your selection with reason.
Task 2
(a) In Task 1 above, you have identified a number of suppliers that will assist with electronic-based administrative systems. Choose two (2) from above and explain how you would develop an implementation strategy for your staff to use these technologies.
In addressing this task, you will need to report on:
? What is the best method to have a smooth transition between using the old system and the new one
? How could Penny and Dave encourage staff to participate in all stages of the implementation process?
? What are the training and support needs for People First staff relating to the use of the new or modified system?
? Define and communicate procedures associated with transitioning to the new system
? What contingencies (unforeseen events) could impact on effectiveness or practicality for the implementation of the new system?
Task 3
(a) Dave has identified that currently the system for reporting, accounting and policies and procedures are inefficient. Explain why it is important that you have a system that allows Penny and Dave to produce valid reporting and to monitor the system for usage, security and output.
(b) Test-IT Pty Ltd has increased their testing fees dramatically from $40 per test to $95 per skills test (in the past month). Penny can no longer continue to conduct testing with them because this is too expensive according to her accounting of this expense. Explain in your own words two (2) different options for skills testing (think: internal and external options); and justify how to monitor the success/efficiency/productivity of the new option selected.
Task 4
(a) Choose one new administrative technology (that you have previously identified in Task 1) that Penny should choose to adopt for People First and design an internal training program that is streamlined with this new administrative system.
In addressing this task, you will need to consider:
? Developing appropriate activities to support system implementation
? Further modifications required and/or working with staff to identify system improvements
? How will Dave and Penny gather ongoing feedback from staff so that they are familiar with the staff usage of the new system?
CASE STUDY MARKING GUIDE
Student Name :
Student ID Number:
Assessor Name:
Unit of competency (Title & Code): BSBADM504B – Plan or review administrative systems
Date of Assessment:
The student has provided evidence that they have: Yes No Value Student Score
Task 1
(a) Identified five (5) priority issues, requirements for or modifications to, the People First administration system. ?? ?? /2
/2
/2
/2
/2 /10
(b) Researched technologies that can help solve the issues and summarised
in own words how and why each technology will specifically help People
First (addressing all 5 elements fully and in detail ) ?? ?? /5
/5
/10
(c) Justified reason for selecting one supplier or developer from the
reviewed technologies (in accordance with policy on using external providers) ?? ?? /5 /5
Task 2
(a) Explained how they would develop an implementation strategy for the staff using two (2) chosen technologies. The answer to this task should consider:
? What is the best method to have a smooth transition between using the old system and the new one
? How will Penny and Dave encourage staff to participate in all stages of the implementation process?
? What are the training and support requirements for staff on the use of the new or modified system? ?? ??
/5
/5
/5
? Defining and communicating procedures associated with transitioning to the new system
? What contingencies (unforeseen events) could impact on effectiveness or practicality for the implementation of the new system /5
/5
/25
Task 3
(a) Explained why it is important to have a system that allows valid reporting and to monitor the system for usage, security and output. ?? ?? /5 /5
(b) Explained (in own words) two (2) different options for skills testing and
justified how to monitor the success/efficiency/productivity of the new option selected. ?? ?? /2.5
/2.5 /5
Task 4
(a) Chosen one administrative technology and designed an internal training program that is streamlined with the new administrative system. The answer to this task should consider:
? Developing appropriate activities to support system implementation
? Further modifications required and/or working with staff to identify system improvement
? How will Penny and Dave gather ongoing feedback from staff to be familiar with their usage of the new system? ?? ??
/4
/3
/3
/10
Total Mark /70 /70
The student’s performance was: ? Satisfactory ? Not Satisfactory
Feedback to Student:
Student signature:
Assessor signature:
END OF ASSESSMENT PART ONE