Course Title: Plan or review administration systems

Part B: Course Detail

Teaching Period: Term2 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

Name and Contact Details of All Other Relevant Staff

Janet McDonald, Building 80, Level 5


Phone: 9925 5134

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 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


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


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


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

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 review to identify system improvements. 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
18 July

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?

Business Records: Review


 Assessment overview
215 July

Techniques: Reading and responding to a case study

Review resource folder with teacher in class
322 July

Project management; Paraphrasing; Organisational needs and planning a system

429 July

Budgeting and resources; Implementing a system, training and consultation with system users

Draft task 1.1
55 August

Managing staff through the implementation phase; Communicating procedures, ongoing training and support



12 AugustMonitoring the system, usage, security and output; Modifications for continuous improvement Draft task 1.2
719 August

Notify users and their training needs; Review case study responses with teacher for feedback and suggestions.

826 August

Work on case study in class ready for submission

 Draft task 1.3

Mid semester break 2-6 September

99 SeptemberIn-class review and feedback of submitted case studies to assist report details and review report document formatting In-class review
1016 SeptemberWork on case study

 Draft task 1.4

1123 SeptemberWork on case study Draft task 1.5
1230 SeptemberWork on case study Submit final report
137 OctoberAssessment review and feedback 
1414 OctoberStudent conference - no formal class 
1521 October

Work placement

1628 OctoberWork placement 

Learning Resources

Prescribed Texts


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


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


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


Other Resources

RMIT’s Learning Lab


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


You will review and modify if required your administration system for your studies whilst completing Plan & Manage Conferences and Manage Meetings, (refer to the weekly schedule in the Course Guide accessible through myRMIT Studies, Blackboard shell for this course).

Assessment task - Case study: Manage Meetings Administration System review

The objective of this case study is to analyse and identify the major problems that exist in the existing administration system 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 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.

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;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.

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:

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.

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.

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.

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.

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.

Case Study: Manage Meetings Administration System Review 

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: Manage Meetings Administration System Review


Course Overview: Access Course Overview