Course Title: Plan and implement administrative systems

Part B: Course Detail

Teaching Period: Term2 2017

Course Code: BUSM7934C

Course Title: Plan and implement administrative systems

School: 650T Vocational Business Education

Campus: City Campus

Program: C5375 - Diploma of Business Administration

Course Contact: Sylvia Baroutis

Course Contact Phone: +61 3 9925 5469

Course Contact Email:

Name and Contact Details of All Other Relevant Staff

Hazel Sims

Tel: 9925 1316

Nominal Hours: 50

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites


Course Description

This unit 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

National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM504 Plan and implement administrative systems


1 Plan for the new or modified administrative system

Performance Criteria:

1.1 Identify requirements of, or modifications to, the administrative system through consultation with system users and other stakeholders in accordance with organisational and budgetary requirements 1.2 Obtain quotations from suppliers/developers for the identified requirements or modifications to be made to the system in accordance with organisational policy and procedures 1.3 Select supplier or developer in accordance with organisational policy and procedures.


2 Implement new or modified administrative system

Performance Criteria:

2.1 Identify and develop implementation strategies in consultation with staff 2.2 Encourage staff to participate in all stages of the implementation process 2.3 Implement system in accordance with organisational and legislative requirements 2.4 Define and communicate procedures for using the system to staff 2.5 Provide training and support for staff on the use of the new or modified system 2.6 Deal with contingencies to ensure minimal impact on users


3 Monitor administrative system

Performance Criteria:

3.1 Monitor system for usage, security and output in accordance with organisational requirements 3.2 Modify system to meet changing needs in accordance with organisational requirements 3.3 Clearly identify further modifications and notify users 3.4 Monitor staff training needs and train new staff on administrative system

Learning Outcomes

Details of Learning Activities

Class activities, self-directed learning, shared learning, and application of employability skills will focus on documenting requirements or modifications to an administration system, developing appropriate activities to support system implementation and review to identify system improvements. Learning activities will include an excursion, in-class discussion, access to the simulated business community, exercises based on theory and experience, internet research and group activities.

This course is clustered with BUSM7931C Undertake Project Work. The project is "The Digital Office" for Reflective Records Simulated Business.

The nominal hours associated with this are a guide only and represent the total teaching time and student effort required to successfully complete the course.  This may include not only scheduled classes but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Teaching Schedule


Date – week commencing




Monday 3 July

Introduction to the Course including:

  • Course requirements
  • Course support documents
  • Course Blackboard access
  • Accuracy of enrolment
  • Assessment requirements/Cover Sheets
  • Reminder re Plagiarism
  • Reminder re Appeals
  • Extensions/Resubmissions
  • Feedback in this course
  • Reminder re submission requirements
  • Getting help

·         How to use documents such as policies and procedures from the Simulated Business:

·         How to use the National Archives website for Information Management:

Copyright of the eLearning modules rests with the Commonwealth of Australia, the National Archives of Australia.

About the business partner (key stakeholder)

Formfile Records Management Group






Task 1 – Records Consultant’s Report for the digital office. Due in four stages. 



Monday 10 July

Induction and theory

Cole: Chapter 2 – The operating environment

Chapter 3 – The formal organisation

Chapter 6 - Building a strong communication foundation


PowerPoint: Keep the knowledge: make a record by the National Archives:




Monday 17 July

Induction and theory

Cole: Chapter 17 - Developing, managing and monitoring operational plans

Chapter 4 - The informal organisation 

Simulated Business:  functions, documents, webshop, clients.

Excursion to the Public Records Office (subject to confirmation).

Learning about ELO Enterprise 9.

How to write a business report.



Monday 24 July

Theory Cole: 19: Satisfying the quality, innovation and continuous improvement imperatives


Topic: Project parameters (time, cost, quantity, quality)

How to file: Indexing rules

Guidance document: ISO15489 Australian Standard for Records Management

Learning about ELO Enterprise 9.

How to write a business report.



Monday 31 July

Theory Cole: Chapter 29: Ensuring a safe and healthy workplace

Chapter 21: Planning and managing projects

Simulated Business:  functions, documents, webshop, clients.

Plan for the new or modified administrative system

Learning about ELO Enterprise 9.

Stage 1 due

(1,000 words)


Monday 7 August

Chapter 23 Identifying and managing risk

Plan for the new or modified administrative system

Define project

Stakeholders and responsibilities and reporting

Project scope: defining what it is. See page 654 the scope box.

Simulated Business:  functions, documents, webshop, clients.



Monday 14 August

Plan for the new or modified administrative system


Define project: relationship of project to other projects

Preparing a gantt chart/resources available 

Simulated Business:  functions, documents, webshop, clients.

Problemsolving techniques



Monday 21 August

Implement new or modified administrative system

Develop project plan

Project management tools

Risk management plan and WHS

Budget and approval

Team consultation

Finalise project plan and approvals


Stage 2 due

(1,000 words)


Monday 28 August 

28 August - 3 September 

Mid-Semester Break






Monday 4 September

Implement new or modified administrative system

Ownership Holding Chart

Version Control

Applying legislative standards

What is a training plan?

Staff training induction and documents.



Monday 11 September

Implement new or modified administrative system

Document lifecycle process

Develop project monitoring tools

Devise communication methods

Complete Elearning module in NAA. Attach evidence of it with Stage 3 assessment.


Monday 18 September

Monitor administrative system

Organisational requirements for your system

Keep it or delete it: making good choices about information

Develop project plan

Recordkeeping techniques for project



Monday 25 September

Monitor administrative system

Administer and monitor project

Confirm team members understanding

Ensure quality and timeline are on track

Implement project finances, resources and quality



Monday 2 October

Monitor administrative system

Legal requirements: managing digital information and records

Modify your system

Department meetings to discuss your system and staff arrangements

Administer and monitor project

Risk management and project outcomes

Archive project deliverables

Complete financial recordkeeping

Complete project documents


 Stage 3 due

(1,000 words)


Monday 9 October

Monitor administrative system

Version control and future improvement strategies

Finalise and review project

Check project outcomes and processes against project scope and plan

Team debrief

Lessons learned and documentation



Monday 16 October

Monitor administrative system

Version control and future improvement strategies

Stage 4 due (total report approximately 4,000 words. Submit all stages)


Monday 23 October

Course review and feedback



Monday 30 October

Special Consideration


Learning Resources

Prescribed Texts


Kris Cole, 6e, Management Theory and Practice

Other Resources

Overview of Assessment

In order to achieve competency in this unit, you must provide:

Performance Evidence

Evidence of the ability to:
 work with relevant personnel and stakeholders to identify administrative system improvements
 document necessary requirements or modifications
 provide training and support for staff to use the new or modified system
 monitor the new system and identify future improvements and staff training needs.

Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.

Knowledge Evidence

To complete the unit requirements safely and effectively, the individual must:
summarise relevant legislative and organisational policies and procedures for reviewing administrative systems

Assessment Conditions

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to:
 organisational policy and procedure manuals
 reference materials
 appropriate equipment.

Assessors must satisfy NVR/AQTF assessor requirements.



Feedback will be provided throughout the semester in class and/or online discussions.  You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed.  Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.

You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.


Assessment Tasks

You are required to complete one assessment task: it consists of four stages. You must successfully complete all aspects of each task to be deemed competent in this course.


Assessment Matrix

Task 1: The Records consultants' report  and the ELO Enterprise 9 screenshots of your system that you have designed, must be included in your report. This covers all elements of competency.

You will design a record system for Reflective Records Simulated Business.  It can be a new one or an improved one for a department. You will research paper-based and electronic/technology systems.  Your budget is approximately $10,000, this is a pretend situation.   DO NOT CONTACT FORMFILE FOR QUOTES. You are planning and implementing a system so a system needs a lot of considerations to make it work properly. You need to allow for time, resources, budget, contingency and communication to others about your system and how it works.

The report is to be no more than 4,000 words and submitted via Blackboard. Your report will have your name and student number in the footer.

You will receive feedback on this assessment that will inform you whether you are competent or not and how well you are performing. When you complete this assessment and are competent in all elements of the unit, you receive a competency grading.

As a pair of students you will work with the stakeholder, Formfile, to identify administrative system improvements. The requirement is to design a “digital office solution”. You will be required to document the requirements for this system and any modifications. Training staff is important so you will need to design a staff training session to get feedback on your “digital office” and make any recommendations for future improvements to the system and related staff training needs. 

You are students but also staff of the Reflective Records Simulated Business. You must refer to the simulated business website for the documents you need to work with, and the Reflective Records on ELO.

Other Information

Refer to the Assessment Record cover sheet for grading criteria. 

Marking Guide
You must demonstrate that you have all the required performance and knowledge evidence in this unit of competency. You will receive feedback on each assessment task that will inform you about your progress and how well you are performing.  After achieving competency we then grade your performance in the unit and you will achieve one of the following grades:

Final Grades
CHD Competent with High Distinction 
CDI Competent with Distinction 
CC Competent with Credit 
CAG Competency Achieved 
NYC Not Yet Competent
DNS Did Not Submit for assessment


Submission Instructions

You will submit work produced in class and consult the stakeholder who will visit the class. Do not contact the stakeholder, Formfile. There will be plenty of opportunity for you to engage with the stakeholder during face-to-face time or with your teacher.Ensure the final Task 1 is uploaded by 20 October 2017 by 5pm, to Blackboard.

  • Ensure that you submit assessments on or before the due date. Always retain a copy of your assessment tasks. (hard copy and soft copy)
    • When you submit work for assessment at RMIT University you need to use a cover sheet that includes a declaration and statement of authorship. You must complete, sign and submit a cover sheet with all work you submit for assessment, whether individual or group work. On the cover sheet you declare that the work you are presenting for assessment is your own work. An assignment cover sheet for submission of each assessment task is available on blackboard.
    • Each page of your assessment should include footer with your name, student number, the title of the assessment, unit code and title and page numbers. For example, John Smith, 324567, Task 2, OHS2345C Ensure safe workplace, Page 1 of 10.

Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
If you are prevented from submitting an assessment item on time, by circumstances outside your control, you may apply in advance to your teacher for an extension to the due date of up to seven calendar days .More Information:  
Form to use:  
Where an extension of greater than seven days is needed, you must apply for special consideration. Applications for special consideration must be submitted no later than two working days after the assessment task deadline or scheduled examination.
More Information:;ID=g43abm17hc9w (unresolved)  
Form to use: 
Resubmissions (VE Programs)
If you are found to be unsuccessful in a Course Assessment Task (or you do not submit/attend) you will be allowed one resubmission. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission.

If you are still not meeting the assessment requirements you must apply to your Program Manager in writing outlining the steps you will take to demonstrate competence in your course. Your submission will be considered by the Program Team and you will be advised of the outcome as soon as possible.

Grading and re-submissions

Re-submissions do not contribute to your overall grade for the course.

Adjustments to Assessment
In certain circumstances students may be eligible for an assessment adjustment. For more information about the circumstances under which the assessment arrangements might be granted please access the following website: More Information:;ID=7usdbki1fjf31

Course Overview: Access Course Overview