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 |
Element: |
2. Implement new or modified administration system |
Performance Criteria: |
2.1. Identify and develop implementation strategies in consultation with staff |
Element: |
3. Monitor administration system |
Performance Criteria: |
3.1. Monitor system for usage, security and output in accordance with organisational requirements |
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 Commencing | Topic | Assessments |
1 | 11 February 2013 |
Course induction 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 |
2 | 18 February 2013 | Business Records: Review | |
3 | 25 February 2013 | Techniques: Reading and responding to a case study |
Review resource folder with teacher in class |
4 | 4 March 2013 |
Project management Paraphrasing Organisational needs and planning a system |
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5 | 11 March 2013 | Budgeting and resources |
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6 | 18 March 2013 |
Managing staff through the implementation phase Communicating procedures, ongoing training and support |
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7 |
25 March 2013 | Monitoring the system, usage, security and output
Modifications for continuous improvement |
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7 | 28 March - 3 April 2013 | MID-SEMESTER BREAK (includes 1 April Easter Monday Public Holiday, 2 April Easter Tuesday RMIT holiday 4 April classes resume). |
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8 | 8 April 2013 | Practical Placement |
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9 | 15 April 2013 | Practical Placement |
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10 | 22 April 2013 |
Notifying users and their training needs Review case study responses with teacher for final draft feedback and suggestions |
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11 | 29 April 2013 | STUDENT CONFERENCE -NO FORMAL CLASSES |
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12 | 6 May 2013 | Work on case study in class ready for submission | TASK 1 – Case Study: Practical Placement Administration System Review Due |
13 | 13 May 2013 | In-class review and feedback of submitted case studies to assist report details and review report (TASK 2) document formatting |
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14 | 20 May 2013 | Work on TASK 2 | |
15 | 27 May 2013 |
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TASK 2 – Implement New or Modified Administration System Proposal Due |
16 | 3 June 2013 | Assessment 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
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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
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Course Overview: Access Course Overview