Course Title: Set up a business or records system for a small business

Part B: Course Detail

Teaching Period: Term1 2014

Course Code: OFFC5295C

Course Title: Set up a business or records system for a small business

School: 650T TAFE Business

Campus: City Campus

Program: C4223 - Certificate IV in Business Administration

Course Contact : Hazel Sims

Course Contact Phone: +61 3 9925 1316

Course Contact Email:hazel.sims@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

Nominal Hours: 40

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 performance outcomes, skills and knowledge required to research, develop and implement business or records systems for a small office.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBRKG403C Set up a business or records system for a small business

Element:

1. Determine recordkeeping requirements

Performance Criteria:

1.1 Identify and document core business, supporting activities, resources, and business and social context using observation and consultation

1.2 Determine security and access requirements for business or records system content from analysis of organisation’s activities

1.3 Analyse business documentation to determine organisational reporting and accountability requirements

1.4 Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation

1.5 Determine nature, detail, and format of records (content and metadata) for each organisational function and activity from analysis of the business and its context

Element:

2. Devise an appropriate recordkeeping system

Performance Criteria:

2.1 Determine metadata needed to manage records (store, locate and retrieve) in a business or records system

2.2 Select scale and number of business or records systems appropriate to scale and nature of business operations

2.3 Select technological requirements of business or records systems appropriate to scale and nature of business operations

2.4 Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements

2.5 Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation

2.6 Select business or records system suited to projected growth of the organisation

Element:

3. Develop business rules and procedures to support operations

Performance Criteria:

3.1 Develop rules for incorporating individual records and information (records capture) into the business or records system

3.2 Develop rules for deciding and recording retention periods and appropriate disposal actions for records

3.3 Develop and document procedures for the use of the system

3.4 Provide system users with training or instructions in the use of the business or records system, in line with the culture and scale of the organisation


Learning Outcomes



Details of Learning Activities

Learning activities include "hands-on" participation in the simulated business space (SBS) (Reflective Records).

Students will be provided with classes in the SBS.  Learning activities are problem based and text book sourced.  The assessment requires the learner to take the role of "Records Consultant" to complete the assignment using the business resources: the network, products and services.  The business partner, Formfile Records Management Group in East Bentleigh provides mentoring and practical support to the "Reflective Records" business at RMIT University. 


Teaching Schedule

Week ContentAssessment

1

 10 Feb

Learning Agreement for catch up

Course induction

Course delivery and assessment details

Course support documents

Online learning environment including Blackboard

Grading

Plagiarism/use of Turnitin

Appeals/Extensions

Feedback/Privacy

Submission requirements

Where to get support

Student responsibilities

Recognition of Prior Learning/Credit Transfer

myRMIT Studies: PDF textbook

TOPIC:  What is industry practice for recordkeeping?

Task 1 OnlineTest

Task 2 Records Consultants Report

217 Feb

Determining recordkeeping requirements

Organisational skills and business writing

The Archives Act 1983

OHS/codes of practice

Principles of good corporate governance

How to research a business

Identify appropriate needs, systems and responsibilities

Read textbook pages i - 15

 
3 24 Feb

Determining recordkeeping requirements

Privacy and copyright laws

Digital recordkeeping

Records characteristics

Indexing activities

Identify appropriate needs, systems and responsibilities

 Read textbook pages 15-25
 

 
4 3 Mar

Developing business rules and procedures to support operations

 

EXCURSION: to Public Records Office, Victoria. Details to be advised.

Metadata

Keep, destroy, transfer

Records management and system maintenance
 

 
510 Mar

Determining recordkeeping requirements 

Indexing activities

Classification schemes

Create, capture, describe

Recording business functions and legal requirements

Read textbook pages 25-35
 

 
617 Mar

Determining recordkeeping requirements

NAP: Normal administrative Practice

Records continuum theory

Create, capture, describe

Recording business functions and legal requirements

Read textbook pages 36 - 46 
 

 
7

24 Mar

Devising an appropriate recordkeeping system 

Create, capture, describe

Recording business functions and legal requirements

"Lest We Forget" when records management goes wrong.

Read textbook pages 47 - 57 
 

 
831 Mar

Review records continuity

Ideas for new or improved recordkeeping systems

 
97 April

Devising an appropriate recordkeeping system

Secure, store, preserve

Environmental context

Records characteristics

Internal controls

Records system creation

Read textbook pages 58 - 68 
 

 
1014 April

Devising an appropriate recordkeeping system

Secure, store, preserve

Budgeting for your system

Records system creation

Read textbook pages 69 - 79 
 

 
  MID SEMESTER BREAK 18-27 APRIL INCLUSIVE 
1128 April

Devising an appropriate recordkeeping system

Secure, store, preserve

Records management and system maintenance

Read textbook pages 80 - 90 
 

 
125 May

Developing business rules and procedures to support operations

Templates

Ethical principles

Keep, destroy, transfer

Records management and system maintenance

Read textbook pages 91-93
 

 Task 2: Records Consultants Report due
1312 May

 

 

 Task 1: Online openbook test
1419 May

Developing business rules and procedures to support operations

Keep, destroy, transfer

 

1526 May

Theory Review
 


162 JuneFeedback, review of employability skills for this course 


Learning Resources

Prescribed Texts

See myRMIT Studies for link to PDF document as the prescribed text for this course.


References


Other Resources

See myRMIT Studies for the toolbox link for this course.


Overview of Assessment

Students must demonstrate all elements of competency through a variety of methods showing their understanding of elements of a particular competency to be deemed competent.

Assessment methods have been designed to measure achievements of each competency in a flexible manner.  Assessments will incorporate a variety of methods: analysis of responses to case studies and scenarios, demonstration of techniques, review of documentation outlining procedures developed for the use of the system as demonstrated in the Record Consultant’s report, oral or written questioning to assess knowledge of general principles and processes of recordkeeping systems. Independent and group based research will develop competency including the underpinning skills and knowledge.

In addition to the assessments, formative and timely feedback is provided to students throughout the duration of the course.


Assessment Tasks

Students will participate weekly in the simulated office environment.

TASK 1: Inclass demonstration of skills

This in-class demonstration of skills is where students produce a set of filing instructions following the indexing and classification rules.  This open book written paper is a response by the student based on a set of questions related to textbook theory and class discussions. See due date above.

TASK 2: Records consultant’s report

A culmination of the semester’s research work in business where the student will showcase their ideas in a report recommending a new or improved system.  Refer to marking guide in myRMIT.

Assessment Tasks 

You are required to complete 2 tasks. You must successfully complete all 2 tasks to be deemed competent in this unit.


Submission Requirements

Assessment tasks need to be via electronic submission from the students via MyRMIT and then hard copies handed in during class. 

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: http://www.rmit.edu.au/students/assessment/extension

Form to use: http://mams.rmit.edu.au/seca86tti4g4z.pdf

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: http://www.rmit.edu.au/browse;ID=g43abm17hc9w

Form to use: http://mams.rmit.edu.au/8a5dgcaqvaes1.pdf

Resubmissions:

If you are found to be Not Yet Competent in a Course Assessment Task you will be allowed one resubmission only. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission. The highest grade you will receive if your resubmission is successful is "CAG".

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.

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: http://rmit.edu.au/browse;ID=7usdbki1fjf31

You should:

• Ensure that you submit assessments on or before the due date. If your performance in the assessment is affected by unexpected circumstances, you should consider applying for Special Consideration. Information on the process and application forms is available at myRMIT and check links in your Student Diary.
• 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 work for assessment 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. 


Marking Guide (competency):

Vocational Education and Training (VET) is based on current industry needs and the focus on preparing you for the workplace. Because VET courses are informed by practical application of knowledge and skills, they are based on a system known as ‘competency based training’ (CBT). So when you are assessed in VET it is about whether you are competent to do the job, as well as having a firm grasp on the knowledge and skills required to do that job, as opposed to traditional curriculum based education settings that are often based on knowledge retention.

You need to demonstrate you are competent in each element of the unit of competency you are studying.

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

Please refer to the Final Grades table below.

Marking Guide (Grading) 

After achieving competency we then grade your performance in the unit; this gives you the opportunity to have the level of your performance formally recognised against industry standards and employability skills.


The grading is according to the following criteria:


1. LEVEL OF INDEPENDENCE, INITIATIVE, ENTERPRISE AND PERFORMANCE OF WORK TASK

We are looking for the student’s ability to analyse systems and use design skills as required.  The student will generate solutions to workplace information and recordkeeping needs in a realistic and practical way.  The system will be considered for implementation.


2. DEMONSTRATED BREADTH OF UNDERPINNING KNOWLEDGE AND A WILLINGNESS TO CONTINUE LEARNING

The student will be able to improve the performance of systems based on feedback.  They will effectively maintain knowledge of products and services.  The student will show ability to file correctly using industry standard conventions and classifications, in particular show a skill in being able to conduct filing tasks and understanding recordkeeping needs with the ability to follow rules, policies, and procedures.


3. TECHNIQUES & PROCESSES, TECHNOLOGY SKILLS AND PROBLEM SOLVING

The finished report will be of a high industry standard, free of errors, easy to read and find relevant information because appendices are used.  Document production is of a high standard and shows how the student collected and manipulated data using appropriate technology.  The student has ensured systems are appropriate for information storage, security and retrieval.   Students will analyse systems and use design skills as required.  They will generate budgetary solutions to workplace information and recordkeeping needs.


4. WORK ORGANISATION, PLANNING AND SELF MANAGEMENT

The student is able to organise self and time to deliver the report on time, preparing document specifications for managing records; promoting products and services (preferably Formfile as it is our business partner) to internal and/or external clients.  Students will use a high level of communication and linguistic competence.  Students will manage time and ensure compliance with legislation and organisational policies and procedures.

5. COMMUNICATION, PEOPLE NETWORKING, LANGUAGE AND INTERPERSONAL SKILLS AND TEAMWORK

The student will consult and maximise the team involvement to develop new systems and processes.  They will show their delegating responsibilities and networking with others while relating to a diverse range of internal and external clients.  The student is able to communicate and document complex relationships to a high standard; consult about and negotiate solutions for information needs.

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


Standard Statement: Further information regarding the application of the grading criteria will be provided by your teacher.
 


Assessment Matrix

The critical aspects of assessment are to demonstrate synthesising business activity which includes reporting requirements into records requirements and translating records requirements into a system specification.

 

BSBRKG403B Set up a business or records system for a small officeAssessment
Required Knowledge: 

The learner will demonstrate an understanding of a broad knowledge base incorporating some theorectical concepts.

Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination.

Organisational functions, structure and culture.

Organisation’s policies and strategies.

Internal controls.

Recordkeeping principles and processes including functional requirements for recordkeeping.

Organisation’s technological base.

In class demonstration

Records Consultant’s Report

Skills to be assessed: 

Consulting with practitioners, staff members, customers, and others to elicit relevant information for analysis.

Identifying and viewing component parts as integral elements of the whole system.

Analysing and synthesising documentation, verbally delivered information, and observed behaviours.

Analysing process functions and problems.

Researching and analysing organisation requirements for recordkeeping.

Interpreting and applying relevant legislation, regulatiosn and standards.

Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities.

 In class demonstration

Records Consultant’s Report
 

 Elements/Performance Criteria: 

1. Determine recordkeeping requirements (1.1 - 1.5)

2. Devise and appropriate recordkeeping system (2.1 - 2.6)

3. Develop business rules and procedures to support operations (3.1 - 3.4)

 In class demonstration

Records Consultant’s Report
 

Course Overview: Access Course Overview