Course Title: Plan and implement administrative systems
Part B: Course Detail
Teaching Period: Term2 2018
Course Code: BUSM7934C
Course Title: Plan and implement administrative systems
School: 650T Vocational Business Education
Campus: City Campus
Program: C5375 - 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
Hazel Sims
Tel: 9925 1316
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 describes the skills and knowledge required to plan for or review the requirements of
effective administrative systems and procedures for implementing, monitoring and reviewing
the system.
It applies to individuals employed in a range of work environments in senior administrative
roles.
National Codes, Titles, Elements and Performance Criteria
National Element Code & Title: |
BSBADM504 Plan and implement administrative systems |
Element: |
1 Plan for the new or modified administrative system |
Performance Criteria: |
1.1 Identify requirements of, or modifications to, the administrative system through consultation with system users and other stakeholders in accordance with organisational and budgetary requirements 1.2 Obtain quotations from suppliers/developers for the identified requirements or modifications to be made to the system in accordance with organisational policy and procedures 1.3 Select supplier or developer in accordance with organisational policy and procedures |
Element: |
2 Implement new or modified administrative 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 and legislative 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 administrative 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 administrative system |
Learning Outcomes
Details of Learning Activities
Class activities, self-directed learning, shared 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 an excursion, in-class discussion, access to the simulated business community, exercises based on theory and experience, internet research and group activities.
This course is clustered with BUSM7931C Undertake Project Work. The project is "The Digital Office" for Reflective Records Simulated Business.
The nominal hours associated with this are a guide only and represent the total teaching time and student effort required to successfully complete the course. This may include not only scheduled classes but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.
Teaching Schedule
Teaching Schedule
Week |
Date – week commencing |
Topics |
Assessment |
1 |
Monday 2 July |
Introduction to the Course including:
How to use documents such as policies and procedures from the Simulated Business: http://simbuscommunity.com.au/ How to use the National Archives website for Information Management: http://www.naa.gov.au/information-management/training-and-events/eLearning/index.aspx#section8 Copyright of the eLearning modules rests with the Commonwealth of Australia, the National Archives of Australia. About the business partner (key stakeholder) Formfile Records Management Group http://www.formfile.com.au/index.html
|
Task 1 – Records Consultant’s Report for the digital office. Due in four stages.
|
2 |
Monday 9 July |
Induction and theory Cole: Chapter 2 – The operating environment Chapter 3 – The formal organisation Chapter 6 - Building a strong communication foundation
PowerPoint: Keep the knowledge: make a record by the National Archives: http://www.naa.gov.au/Images/KTK-presentation_tcm16-96074.pdf
|
|
3 |
Monday 16 July |
Induction and theory Cole: Chapter 17 - Developing, managing and monitoring operational plans Chapter 4 - The informal organisation Simulated Business: functions, documents, webshop, clients. Excursion to the Public Records Office (subject to confirmation). How to write a business report. How to reference. |
|
4 |
Monday 23 July |
Theory Cole: Chapter 19: Satisfying the quality, innovation and continuous improvement imperatives Chapter 1 and 5 GUEST SPEAKER Topic: Project parameters (time, cost, quantity, quality) How to file: Indexing rules Guidance document: ISO15489 Australian Standard for Records Management Review how to write a business report. How to reference. |
|
5 |
Monday 30 July |
Theory Cole: Chapter 29: Ensuring a safe and healthy workplace Chapter 21: Planning and managing projects Simulated Business: functions, documents, webshop, clients. Plan for the new or modified administrative system Project Management for Teams: A Mystical Dog Video Learning about ELO Enterprise 10. |
Stage 1 due (1,000 words) |
6 |
Monday 6 August |
Chapter 23 Identifying and managing risk Plan for the new or modified administrative system Define project Stakeholders and responsibilities and reporting Project scope: defining what it is. See page 654 the scope box. Simulated Business: functions, documents, webshop, clients. |
|
7 |
Monday 13 August |
Plan for the new or modified administrative system See http://www.naa.gov.au/information-management/information-governance/index.aspx Define project: relationship of project to other projects Preparing a gantt chart/resources available Simulated Business: functions, documents, webshop, clients. Problemsolving techniques The Paper Chase: A Video |
|
8 |
Monday 20 August |
Implement new or modified administrative system Develop project plan Project management tools Risk management plan and WHS Budget and approval Team consultation Finalise project plan and approvals
|
Stage 2 due (1,000 words) |
8 |
Monday 27 August |
27 August - 2 September Mid-semester break.
|
|
9 |
Monday 3 September |
Chapter 27: Encouraging a learning environment and developing employees Implement new or modified administrative system Ownership Holding Chart Version Control Applying legislative standards What is a training plan? Staff training induction and documents. |
|
10 |
Monday 10 September |
Implement new or modified administrative system Document lifecycle process Develop project monitoring tools Devise communication methods |
Complete Elearning.. Attach evidence of it with Stage 3 assessment. |
11 |
Monday 17 September |
Monitor administrative system Organisational requirements for your system Keep it or delete it: making good choices about information Develop project plan Recordkeeping techniques for project |
|
12 |
Monday 24 September |
Monitor administrative system Administer and monitor project Confirm team members understanding (COLE Train Staff/Learning Needs Analysis) Ensure quality and timeline are on track Implement project finances, resources and quality |
|
13 |
Monday 1 October |
Monitor administrative system Legal requirements: managing digital information and records Modify your system – TRAIN STAFF (COLE) Department meetings to discuss your system and staff arrangements Administer and monitor project Risk management and project outcomes Archive project deliverables Complete financial recordkeeping Complete project documents
|
|
14 |
Monday 8 October |
Monitor administrative system Version control and future improvement strategies Finalise and review project Check project outcomes and processes against project scope and plan Team debrief Lessons learned and documentation |
Stage 3 due (1,000 words) |
15 |
Monday 15 October |
Monitor administrative system Version control and future improvement strategies |
Stage 4 due (total report approximately 4,000 words. Submit all stages) |
16 |
Monday 22 October |
Course review and feedback |
|
17 |
Monday 29 October |
Special Consideration |
|
Learning Resources
Prescribed Texts
Kris Cole (2016) Management theory and practice. Cengage Learning. |
References
Other Resources
Simulated business/practice firm.
ELO Enterprise 10 Formfile as industry partner.
Overview of Assessment
In order to achieve competency in this unit, you must provide:
Performance Evidence
Evidence of the ability to:
work with relevant personnel and stakeholders to identify administrative system improvements
document necessary requirements or modifications
provide training and support for staff to use the new or modified system
monitor the new system and identify future improvements and staff training needs.
Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.
Knowledge Evidence
To complete the unit requirements safely and effectively, the individual must:
summarise relevant legislative and organisational policies and procedures for reviewing administrative systems
Assessment Conditions
Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to:
organisational policy and procedure manuals
reference materials
appropriate equipment.
Assessors must satisfy NVR/AQTF assessor requirements.
Feedback
Feedback will be provided throughout the semester in class and/or online discussions. You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed. Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.
You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.
Assessment Tasks
Digital office record's consultant report
Task 1 of 1
Summary and Purpose of Assessment
The student is to design a “digital office solution” for Reflective Records. The student will use a variety of resources such as the repository software known as ELO Enterprise 10 hosted by Formfile. See https://rmit.gracedigitaloffice.com.au/web-eloto/#/ to create their administration system or improvements of an existing system, based on the department that the student works in.
The objective is to digitise the records and give an explanation of where the hard copies are stored.
Assessment Instructions
The student will write a business report, styled in RMIT/Reflective Records format. It is approximately 4,000 words. The report is submitted individually by the student. It is due in stages by the Friday at 5.00pm of the week due. The student will need to organise their work using various screenshots and working documents that illustrate evidence of their work—such as ELO folders, quotes, illustrations, etc.
The student will do the digital project work in the face-to-face class. Initially, the student will speak with the stakeholder when they visit, however the student is not to approach the stakeholder directly for project advice. In this way, the teacher is the stakeholder representative of the digital office project.
Upload all assessment work, collated and presented in business report format to the Learning Management System (LMS).
This is an individual assessment and should be submitted to the dropbox in the weeks indicated. The work is project and team based. Submit the assessment items in one PDF COMBINED FILE to make up one assessment task.
As a student, you are also a staff member of Reflective Records Simulated Business. The business has a web shop at http://simbuscommunity.com.au/ Use the simulated business website for organisational policy and procedure manuals and reference materials.
Reflective Records copies products from Formfile Records Management Group http://www.formfile.com.au/index.html
How to use the National Archives website for Information Management:
http://www.naa.gov.au/information-management/training-and-events/eLearning/index.aspx#section8
How to use the Public Records Office Victoria training module:
http://www.elearn.com.au/prov/standards/START.htm
The student is required to undertake this straightforward project in the face-to-face class time known as the “practice firm”. This learning environment allows the student to conduct the work of the department to achieve the project outcome. Class time includes vital tutorial opportunities for the student to learn and then apply to their project work. It covers developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application to future projects.
The student is required to document the requirements for an administration system and provide for any modifications. This work integrated learning assessment applies to individuals employed in a range of work environments in senior administrative roles. Therefore, training staff is important so the student will need to interact with staff at Reflective Records in order that they can use the “digital office” and make any recommendations for future improvements to the system and related staff training needs.
The student will be assessed against the criteria listed in the marking guide in Section B of this task. To achieve a satisfactory result, the student will need to address all criteria satisfactorily.
Marking Guide
The student must demonstrate that they have met all the required performance and knowledge evidence in this unit of competency. The student will receive feedback on each assessment task that will inform them about their progress and how well they are performing. After achieving competency we then grade your performance in the unit and the student will achieve one of the following grades:
Final Grades
CHD Competent with High Distinction
CDI Competent with Distinction
CC Competent with Credit
CAG Competency Achieved
NYC Not Yet Competent
DNS Did Not Submit for assessment
See the LMS for further information about the assessment conditions.
Assessment Matrix
Other Information
Submission Requirements
You should:
· Ensure that you submit assessments on or before the due date.
· 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 the Assessment task document that includes a declaration and statement of authorship.
· Each page of your assessment should include a footer with your name, student number, the title of the assessment, unit code and title and page numbers.
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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/extensions-of-time-for-submission-of-assessable-work
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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/special-consideration
Resubmissions (VE Programs):
If you are found to be unsuccessful in a particular Course Assessment Task (or you do not submit/attend) you will be allowed one resubmission. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission.
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.
Grading & re-submissions
Successful re-submissions will contribute a CAG only (Competency Achieved Grading) result to your overall grade for the course.
Course Overview: Access Course Overview