Course Title: Plan or review administration systems

Part B: Course Detail

Teaching Period: Term2 2012

Course Code: BUSM6242C

Course Title: Plan or review administration systems

School: 650T TAFE Business

Campus: City Campus

Program: C5221 - Diploma of Business Administration

Course Contact : Sylvia Baroutis

Course Contact Phone: +61 3 9925 5469

Course Contact Email:sylvia.baroutis@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 covers the skills and knowledge required to plan or review the requirements of effective administration systems and procedures for implementing, monitoring and reviewing the system. Employability Skills are applied where suitable.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM504B Plan or review administration systems

Element:

1. Plan or review administration systems

Performance Criteria:

1.1. Identify requirements of, or modifications to, administration system through consultation with system users and other stakeholders in accordance with organisational and budgetary requirements
1.2. Obtain quotations from suppliers/developers of system in accordance with organisational policy and procedures
1.3. Make selection of supplier or developer in accordance with organisational policy and procedures
 

Element:

2. Implement new or modified administration 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 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 administration 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 administration system
 


Learning Outcomes



Details of Learning Activities

Learners will experience a two week practical placement where they will demonstrate their knowledge and skills in planning and reviewing administration systems and procedures. Their class activities, self-directed 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 working with staff to identify system improvements at their practical placement organisation. Learning activities will include in-class discussions, review of business case studies, exercises based on theory and experience, Internet research and group activities. 
 


Teaching Schedule

    
WEEK Week CommencingTopicAssessments
025 June 2012

Course requirements
Course support documents
Blackboard and myRMIT
Overview of assessment
 

Introduction: What is a system?

Create a resource folder

 
11 July 2012Business Records: Review 
2 9 July 2012

Techniques: Reading and responding to a case study

Students notified Project Plan meeting times for Week 4
3 16 July 2012

Project management

Paraphrasing

Organisational needs and planning a system

 
4 23 July 2012

Budgeting and resources

Impementing a system, training and consultation with system users

Teacher/Student 10 Minute Meetings to review Project Plan
5 30 July 2012

STUDENT STUDY - NO FORMAL CLASSES

 

6

 

 6 Aug 2012

Managing staff through the implementation phase

Communicating procedures, ongoing training and support

 
7 13 Aug 2012

TOPICS ONLINE:
-TNA (Training Needs Analysis)

-Contingencies, document the system and set up for ongoing monitoring

PRACTICAL PLACEMENT
Refer to relevant instructions for Assessment - Integrated Project on myRMIT


 
8 20 Aug 2012

TOPICS ONLINE:
-
TNA (Training Needs Analysis)
-Contingencies, document the system and set up for ongoing monitoring

PRACTICAL PLACEMENT
Refer to relevant instructions for Assessment - Integrated Project on myRMIT
 

 
Mid-semester break 27 to 31 Aug 2012
9 3 Sep 2012

Monitoring the system, usage, security and output

Modifications for continuous improvement

 
 
10 10 Sep 2012

Notifying users and their training needs

Course Review

 
11 17 Sep 2012Case studies revisited

Submit draft training plan for review

12 24 Sep 2012

Respond to case study

Assessment
Demonstration of Techniques: Case Study
13 1 Oct 2012

NO FORMAL CLASSES

STUDENT CONFERENCE

Work on Assessment: Integrated Project

 
14 8 Oct 2012Work on Assessment: Integrated Project 
15 15 Oct 2012


Course Review:

1. Plan ir review administration systems

2. Implement new or modified administration system

3. Monitor administration system

Submit Integrated Project (inlcudes Document Procedures Manual)

16 22 Oct 2012Assessment Feedback & Review 


Learning Resources

Prescribed Texts

BSBADM503B Plan or review adminstration systems, Software Publications, 2010 

1921657049


References

Dobson, A. Touch Typing in 10 hours, Oxford UK, 2009

9781845283407

Duffy, J. Illustrated Series, Microsoft Word 2010 Brief, Cengage Learning, 2011

9780538748223

Zimmermann, Zimmermann, Pinard & Shaffer. New Perspectives on Microsoft® Word 2010: Comprehensive, 1st Edition, Cengage Learning, 2011.

9780538748926

Tilde skills, Design and Develop Complex Text Documents plus Challenges and Assessment Tasks plus Challenges in Manage Business Document Design and Development, Microsoft Word 2010, 2nd Edition, Tilde Publishing and Distribution.

9780734607928


Other Resources

myRMIT Studies

Admin Toolbox 3 - accessible through myRMIT Studies

NOTE for use in Manage Business Document Design and Development: Students to download exercise files to their USB from http://www.thetildegroup.com/aus/catalogue/results.cfm?searchtype=2&isbn1=0792&x=0&y=0


Overview of Assessment

Assessment may incorporate a variety of methods including technical requirements documentation, homework, assignments, group and/or individual projects, in-class exercises, written and practical assessments, problem solving exercises, presentations, direct observation of actual and simulated work practice, presentation of portfolio of evidence which may comprise documents, and/or photographs and/or video and audio files, review of products produced through work based or course activities.

Students are advised that they are likely to be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met.


Assessment Tasks

Plan or review administration systems
Critical aspects of observation: documenting requirements or modifications to administration system, developing appropriate activities to support system implementation and working with staff to identify system improvements.

PROJECT BACKGROUND

In the modern office it has become essential to have advanced word processing skills, to better manage working with longer and more complex documents. Throughout this semester you will develop advanced skills which will focus on; create and manage complex documents effectively, emphasise features and functions for automating tasks and manage large documents effectively through self-directed learning. To support the completion of individual tasks full time students will be able to participate in a two week practical placement.

Demonstration of Techniques - Case Study

In order to demonstrate competency in this unit full time students must complete, in-class a demonstration of techniques in response to a case study and must attempt all answers under supervised conditions within the allocated timeframe. This is an open-book demonstration. Students may use paper dictionaries, textbooks and handwritten notes.


Integrated Project - Part A & B

The Integrated Project is co-assessed with BUSM6243C/BSBADM506B Manage business document design and development. Students will be given the opportunity to undergo a two week practical placement in an appropriate organisation of their choice in the area of office administration. They will be required to analyse and review an administration system within their practical placement organisation. They will conduct a comprehensive review of the documents that are stored in that system and establish the current document standards. Through regular consultation with their practical placement supervisor and relevant staff members students will design and produce three original word processed document templates for the administration system that they have evaluated. They will also create a procedures manual that provides sufficient explanatory notes for each of the three original templates that they have designed in line with organisational requirements. The project will aim to document requirements or modifications to an administration system and develop appropriate activities to support the system implementation and working with staff to identify system improvement for the future.
 

Submission Requirements 

NOTE: ALL assessment tasks need to be submitted via Blackboard in the week indicated on the schedule to via the course Blackboard through myRMIT Studies for assessment and feedback (on-campus students may be required to show their work in class time when requested by the teacher).

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 http://rmit.edu.au/browse;ID=ls0ydfokry9rz website.
• 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. For example, Jill Bloggs, 324567, Task 2, COSC5945C Design & Develop complex text docs, Page 1 of 10 and is expected that you apply suitable document version control.

NOTE: It is essential to view your work electronically to check that your complex functions can be assessed. Please ensure that macros are saved and stored to your document(s) where applicable.


Assessment Matrix

Critical aspects for assessment and evidence required to demonstrate competency in this unit Evidence of the following is essential:
documenting requirements or modifications to administration system
• developing appropriate activities to support system implementation
• working with staff to identify system improvements.

Assessments

Required knowledge:Assessments
• key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:
• anti-discrimination legislation
• ethical principles
• codes of practice
• privacy laws
• copyright
• occupational health and safety
• organisational policies and procedures relating to the tasks required.
 

Case Study
 

Integrated Project
-Business Report
-Project Plan
-Document Procedures Manual

Required skills: 
• communication skills to recommend alternative ways of completing tasks, to discuss changes in routines and procedures, and to monitor and define objectives
• literacy skills to write detailed procedural text, including alternative courses of action
• planning and organising skills to implement system smoothly with a minimum of disruption, to anticipate modifications, to plan system overhauls and to allow sufficient time for training
• problem-solving skills to choose appropriate solutions from a range of possible solutions, to use processes flexibly and interchangeably, and to anticipate problems and modify systems accordingly
• research skills to assemble evidence and to evaluate information for accuracy and relevance.
 

Case Study


Integrated Project
-Business Report
-Project Plan
-Document Procedures Manual
- Training Plan

 

 

Element

Case Study
In-class demonstration

 

Integrated Project

Co-assessed with BSBADM506B Manage business document design and development (refer course guide)

1. Plan ir review administraiton systems 



 
xx
2. Implement new or modified administration system
 
xx
3. Monitor administration systemxx


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 pass that unit of competency.

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.

Final Grades Table:

CHD
 
Competent with High Distinction
CDI
 
Competent with Distinction
CCCompetent with Credit
 
CAG 
 
Competency Achieved – Graded
NYCNot Yet Competent
DNSDid not Submit for assessment




 

 

 

 

The grading is according to the following criteria:

1. LEVEL OF INDEPENDENCE, INITIATIVE, ENTERPRISE AND PERFORMANCE OF WORK TASK
Students must be able to identify and develop opportunities for improved work practices. They should be able to choose appropriate systems to meet organisational needs, design and develop documentation and related processes, respond to new and changing circumstances to ensure accurate and timely advice.

2. DEMONSTRATED BREADTH OF UNDERPINNING KNOWLEDGE AND A WILLINGNESS TO CONTINUE LEARNING
Students will look to coach and mentor colleagues and team members to support the introduction of change. Each student must take responsibility for their own work, attendance, participation and attitude will be observed for assessment throughout the project life cycle (includes Practical Placement participation). Able to identify training needs, and monitoring and evaluating training and induction programmes for staff in the Practical Placement organisation.

3. TECHNIQUES & PROCESSES, TECHNOLOGY SKILLS AND PROBLEM SOLVING
Students must apply problem solving to; anticipate problems and preparing contingency plans, controlling budgets, reconciling figures, rectifying anomalies and applying estimating skills where applicable. Researching and analysing data to prepare project plans and processes as required. Students will maintain their document version records. They will use business technology including computers, word processing programs and printers in a professional manner. Students will use complex functions of computer software to effectively manage the design and development of document templates, standard documentation and user manuals using electronic communication devices and processes i.e. computers, Internet, intranet, email to produce written business correspondence and reports using technology to manage organisational information.

4. WORK ORGANISATION, PLANNING AND SELF MANAGEMENT
Demonstrate ability to monitor and adjust operational performance by producing short-term plans, planning and acquiring resources and reporting on performance preparing work/project plans and budgets. Students should actively seek feedback on own performance from clients and colleagues on a regular basis and demonstrate ability to prioritise tasks. Also can allocate resources to ensure organisational requirements are met collecting, collating and analysing information using appropriate workplace business systems developing contingency plans and strategising to meet client needs managing meetings and conferences effectively through excellent time management and organisational skills. Students must follow legislative and regulatory requirements to ensure the safety and security of organisational and employee information managing own time and priorities and dealing with contingencies meeting statutory requirements and taking responsibility as required by work role and ensuring all organisational policies and procedures are followed.

 

Course Overview: Access Course Overview