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 | Content | Assessment | |
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 |
2 | 17 Feb |
Determining recordkeeping requirements Organisational skills and business writing The Archives Act 1983 OHS/codes of practice Principles of good corporate governance 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 |
|
5 | 10 Mar |
Determining recordkeeping requirements Indexing activities Classification schemes Create, capture, describe Recording business functions and legal requirements Read textbook pages 25-35 |
|
6 | 17 Mar |
Determining recordkeeping requirements NAP: Normal administrative Practice Records continuum theory 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 |
|
8 | 31 Mar |
Review records continuity Ideas for new or improved recordkeeping systems |
|
9 | 7 April |
Devising an appropriate recordkeeping system Secure, store, preserve Environmental context Records characteristics Internal controls Records system creation Read textbook pages 58 - 68 |
|
10 | 14 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 | |||
11 | 28 April |
Devising an appropriate recordkeeping system Secure, store, preserve Records management and system maintenance Read textbook pages 80 - 90 |
|
12 | 5 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 |
13 | 12 May |
|
Task 1: Online openbook test |
14 | 19 May |
Developing business rules and procedures to support operations Keep, destroy, transfer |
|
15 | 26 May | Theory Review |
|
16 | 2 June | Feedback, 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 office | Assessment |
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