Course Title: Plan or review administration systems

Part B: Course Detail

Teaching Period: Term1 2013

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
111 February 2013

Course induction

Course delivery and assessment details for fulltime students

Course support documents

Online learning environment including Blackboard

Grading

Plagiarism/use of Turnitin

Appeals/Extensions

Create a resource folder - hard copy or electronic?

 Assessment overview
218 February 2013Business Records: Review 
325 February 2013

Techniques: Reading and responding to a case study

Review resource folder with teacher in class
44 March 2013

Project management

Paraphrasing

Organisational needs and planning a system

 
511 March 2013

Budgeting and resources

Implementing a system, training and consultation with system users

 
618 March 2013

Managing staff through the implementation phase

Communicating procedures, ongoing training and support

 

7

25 March 2013Monitoring the system, usage, security and output

Modifications for continuous improvement
 

 
728 March - 3 April 2013MID-SEMESTER BREAK (includes 1 April Easter Monday Public Holiday, 2 April Easter Tuesday RMIT holiday 4 April classes resume).
 
88 April 2013

Practical Placement

 
915 April 2013

Practical Placement

 
 
1022 April 2013

Notifying users and their training needs

Review case study responses with teacher for final draft feedback and suggestions

 
1129 April 2013STUDENT CONFERENCE -NO FORMAL CLASSES

 

126 May 2013Work on case study in class ready for submissionTASK 1 – Case Study: Practical Placement Administration System Review Due
1313 May 2013

In-class review and feedback of submitted case studies to assist report details and review report (TASK 2) document formatting

 
1420 May 2013Work on TASK 2 
1527 May 2013


Work on TASK 2 in class ready for submission

TASK 2 – Implement New or Modified Administration System Proposal Due

163 June 2013Assessment review and feedback 


Learning Resources

Prescribed Texts


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


Other Resources

RMIT’s Learning Lab http://emedia.rmit.edu.au/learninglab/welcome

 

Reflective Records Virtual Enterprise Style Manual


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

Background

You will undergo a two week practical placement at an appropriate organisation of your choice in the area of office administration (refer to the weekly schedule in the Course Guide accessible through myRMIT Studies, Blackboard shell for this course).

TASK 1 – Case Study: Practical Placement Administration System Review

The objective of this case study is to analyse and identify the major problems that exist in an existing administration system at your practical placement organisation and to suggest solutions to these problems. It is essential that throughout your review phase that you work with relevant staff to identify system improvements in a professional manner. Through regular consultation with your placement supervisor and teacher you will conduct a comprehensive review of the records stored in that system and establish the current standards aligned with the organisation’s policies and procedures. Most of your case study responses can be drafted during your two week placement, ready to word process when you return to class for final submission at the end of Week 12.

Your case study will document requirements or modifications to the administration system with a proposed plan of suitable activities that will support the implementation of the system. Your case study should follow a clear format with targeted responses in each, refer example below.

 Executive summary
 Discussion
 Summarise the major problem/s
 Conclusion
 Sum up the main points from the findings and discussion
 Recommendations
 References – all references must be cited correctly using the Harvard Referencing Style
 Appendices (if any)


TASK 2 – Implement New or Modified Administration System Proposal

Now that you have identified a comprehensive review of the current administration system at your practical placement organisation, you will present a proposal in a short report format that covers the following:

 Implementation and contingency plan
 Communication plan with system stakeholders
 Proposed training strategy with a training plan
 Monitoring plan for future continuous improvement

Refer to the Blackboard shell for this course for relevant forms, tutorials and activities to support your report preparation.
 

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.

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

CHD   Competency Achieved with High Distinction
CDI     Competency Achieved with Distinction
CC      Competency Achieved with Credit
CAG    Competency Achieved - Graded
NYC    Not Yet Competent
DNS    Did 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.

5. COMMUNICATION, PEOPLE NETWORKING, LANGUAGE AND INTERPERSONAL SKILLS AND TEAMWORK
Guidelines and compliance adhered as per instructions in complex interpersonal exchanges requiring excellent negotiation and writing skills using effective interpersonal skills and relating to a wide range of internal and external clients. Demonstrated ability to consult and work with others to develop systems and processes. All work to be submitted must be carefully proofread to demonstrate clarity and correct use of English.
 


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.

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.
 

TASK 1 – Case Study: Practical Placement Administration System Review

 

 


TASK 2 – Implement New or Modified Administration System Proposal
 

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.
 

TASK 1 – Case Study: Practical Placement Administration System Review

 


TASK 2 – Implement New or Modified Administration System Proposal 

 
 

Course Overview: Access Course Overview