Course Title: Plan and implement administrative systems
Part B: Course Detail
Teaching Period: Term1 2019
Course Code: BUSM7934C
Course Title: Plan and implement administrative systems
Important Information:
None
School: 650T Vocational Business Education
Campus: City Campus
Program: C5375 - Diploma of Business Administration
Course Contact: Allan Maree
Course Contact Phone: +61 3 9925 1601
Course Contact Email: allan.maree@rmit.edu.au
Name and Contact Details of All Other Relevant Staff
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
None
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
roles.
National Codes, Titles, Elements and Performance Criteria
National Element Code & Title: |
BSBADM504 Plan and implement administrative systems |
Element: |
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 |
Element: |
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 |
Element: |
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
See Canvas for more information
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
Teaching Schedule
Week |
Topic |
Readings and activities |
Assessment |
|
1 11 February |
Orientation session: Prior to training a program level orientation session is held that includes: Program and assessment overview and requirements Grading criteria/competency Plagiarism Appeals Extensions Feedback Privacy Submission requirements Re-submission policy Where to get support Student responsibilities.
Introduction to this course: How to use MyDesktop Course requirements Course support documents Canvas Accuracy of enrolment Assessment requirements/cover sheets Plagiarism Appeals Special consideration/Extensions/Resubmissions Feedback in this course Submission requirements Getting help
Resources: The learning lab: https://emedia.rmit.edu.au/learninglab/
Simulated business: http://simbuscommunity.com.au/ Reflective Records: policies and procedures
National Archives of Australia information: http://www.naa.gov.au/information-management/index.aspx Copyright of the elearning modules rests with the Commonwealth of Australia, the NAA
The business partner as key stakeholder:
|
Cole: Chapters 4, 5, 12, 14, 15, 16, 17, 18, 19, 20, 21 |
Records Consultant’s Report for the digital office in four stages.
Each stage is due by 5.00pm on the Friday of the week indicated. |
|
2 18 February |
Plan for the new or modified administrative system and define the project Chapter 14: Caring for your customers
National Archives of Australia: Keep the knowledge powerpoint. Learning Lab: how to write a business report.
|
Reading: Chapter 14 Activity: Induction to the simulated business and the practice firm |
|
|
3 25 February |
Plan for the new or modified administrative system and define the project Chapter 15: Designing administration systems Chapter 21: Managing projects
Excursion to the Public Records office of Victoria (PROV) also known as the Victorian Archives.
|
Reading: Chapter 15, 21 Activity: Induction to the simulated business and the practice firm |
|
|
4 4 March |
Plan for the new or modified administrative system and define the project Chapter 16: Systematically solving problems and making decisions Chapter 19: Introducing change Guest speaker. Project parameters (time, cost, quantity, quality). How to file. |
Reading: Chapter 16, 19 Activity: Induction to the simulated business and the practice firm |
|
|
5 11 March |
Plan for the new or modified administrative system and define the project Chapter 17: Innovating and continuously improving
Project management for teams: Video by Mystical Dog.
|
Reading: Chapter 17 Activity: Planning day |
Stage 1 due: by 5.00pm Friday 15 March |
|
6 18 March |
Implement new or modified administrative system and develop project plan Chapter 20: Identifying and managing risks Project scope. |
Reading: Chapter 20 Activity: System implementation |
|
|
7 25 March |
Implement new or modified administrative system and develop project plan Chapter 18: Developing plans that work
Work breakdown structure/Gantt chart
|
Reading: Chapter 18 Activity: System implementation |
|
|
8 1 April |
Implement new or modified administrative system and develop project plan
Project management tools Risk management plan and WHS Budgeting and approvals Team consultation
|
Activity: System implementation |
Stage 2 due: by 5.00pm Friday 5 April |
|
9 8 April |
Monitor administrative system and project Chapter 12: Building your team’s skills with training
Schemas and workflow Ownership holding chart Version control What is a training plan? Staff training induction
|
Reading: Chapter 12 |
|
|
10 15 April |
Normal classes timetabled between Monday 15 April – Thursday 18 April. 19-26 April Mid-semester break. 19 April – Good Friday public holiday.
|
|
|
|
10 22 April |
22 Easter Monday public holiday 23 April Easter Tuesday, (RMIT holiday) 24 April mid-semester break – no classes 25 April Anzac Day public holiday 26 April mid semester break – no classes |
|
|
|
11 29 April |
Monitor administrative system and project Chapter 4: Communicating with influence
The document lifecycle process Do the elearning module
|
Reading: Chapter 4 Activity: Training workshops |
|
|
12 6 May |
Monitor administrative system and project Chapter 5: Communicating through written and spoken presentations
Organisational requirements for your system including recordkeeping
|
Reading: Chapter 5 Activity: Training workshops |
|
|
13 13 May |
Monitor administrative system and project Train staff Legal requirements for digital information Hold department meetings Archive project deliverables Complete financial recordkeeping, and project documents. |
Activity: Training workshops |
|
|
14 20 May |
Monitor administrative system and project Check project outcomes and processes against project scope and plan Team debrief with lessons learned Future improvement strategies
|
Stage 3 due: by 5.00pm Friday 24 May |
|
|
15 27 May |
Finalise and review project |
|
Stage 4 due: by 5.00pm Friday 31 May |
|
16 3 June
|
Feedback and review |
|
|
|
17 10 June |
Interviews and resubmissions if required |
|
|
Learning Resources
Prescribed Texts
Business Administration, Second Ed, Kris Cole. Cengage publising. |
978170387033 |
References
Other Resources
The practice firm. TIMG as industry partner.
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
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
Summary and Purpose of Assessment
The student is to design a “digital office solution” as a new or modified administrative system for the business Reflective Records.
The student will work in their department for the semester and design a system for their department, taking into account digital and hard copy requirements.
Assessment task 1 of 1: Digital office record's consultant report and checklist
The student will write a business report, styled in RMIT/Reflective Records format. It is approximately 4,000 words. The report is submitted individually by the student. It is due in stages by the Friday at 5.00pm of the week due.
A checklist of documents will be added to the report showing evidence of the student’s foundation skills as applied to the project.
The assessment is to be prepared in the practice firm, in a face-to-face class. Do not contact TIMG (the stakeholder) directly with question about your admin systems project, as all discussions about the project are held with the teacher, as a TIMG representative.
The project work is group based and is submitted individually. The student’s individual assessment should be submitted to the dropbox in the weeks indicated. Upload all assessment work to Canvas.
Resources
There are some resources the student will need to refer to when designing their system. The student is a staff member of Reflective Records simulated business and its operational documents are held in K drive. Use the simulated business website for organisational policy and procedure manuals and reference materials for your admin system. The business also has a web shop at http://simbuscommunity.com.au/
Reflective Records models its products from TIMG. TIMG provides filing and recordkeeping products (see their online shop https://www.timg.com/service/filing-and-storage/ and Paperlite,an online document management and workflow automation software that makes smooth the office administration processes. See https://www.timg.com/service/paperlite/
Compliance (rules):
See the National Archives website for Information Management:
http://www.naa.gov.au/information-management/training-and-events/eLearning/index.aspx#section8
View the Public Records Office Victoria training module:
http://www.elearn.com.au/prov/standards/START.htm
The student is required to undertake this straightforward project in the face-to-face class time known as the “practice firm”. This learning environment allows the student to conduct the work of the department to achieve the project outcome. Class time includes vital tutorial opportunities for the student to learn and then apply to their project work. It covers developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application to future projects.
The student is required to document the requirements for an administration system and provide for any modifications. This work integrated learning assessment applies to individuals employed in a range of work environments in senior administrative roles. Therefore, training staff is important, so the student will need to interact with staff at Reflective Records so that they can use your admin system and you can document their feedback and ideas as you make your recommendations for future improvements to the system and future staff training needs.
The student will be assessed against the criteria listed in the marking guide in Section B of this task. To achieve a satisfactory result, the student will need to address all criteria satisfactorily.
See Canvas for further information about the assessment conditions.
Assessment Matrix
See Canvas
Other Information
Submission Requirements
You should:
• Ensure that you submit assessments on or before the due date via Canvas.
• 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 the Assessment task document that includes a declaration and statement of authorship.
• Each page of your assessment should include a footer with your name, student number, the title of the assessment, unit code and title and page numbers.
Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
Extension of Time. 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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/extensions-of-time-for-submission-of-assessable-work
Form to use is found in the section "How to apply."
Special Consideration. Where more 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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/special-consideration
Resubmission (VE Programs)
If you are found to be Not Yet Competent in a course assessment task (or you do not submit the assessment tasks/attend the assessment) 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 in Canvas.
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. Successful re-submissions will contribute a CAG only (Competency Achieved Grading) result to your overall grade for the course.
Adjustments to Assessment
In certain circumstances students may be eligible for an assessment adjustment.
More information: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/adjustments-to-assessment
Marking Guide (Competency):
You must demonstrate that you have all the required skills/knowledge/elements in the unit of competency you are studying. You will receive feedback on each assessment task that will inform you about your progress and how well you are performing.
Grading Guide:
After achieving competency in all assessment tasks your performance in the unit will be graded. This gives you the opportunity to have the level of your performance formally recognised against industry standards and employability skills.
Final Grades Table:
CHD Competent with High Distinction
CDI Competent with Distinction
CC Competent with Credit
CAG Competency Achieved - Graded
NYC Not Yet Competent
DNS Did not Submit for Assessment
Further information regarding the application of the grading criteria is in Student Assessment Task
Course Overview: Access Course Overview