Course Title: Plan and implement administrative systems

Part B: Course Detail

Teaching Period: Term1 2017

Course Code: BUSM7934C

Course Title: Plan and implement administrative systems

School: 650T Vocational Business Education

Campus: City Campus

Program: C5339 - Diploma of Business Administration

Course Contact: Sylvia Baroutis

Course Contact Phone: +61 3 9925 5469

Course Contact Email:

Name and Contact Details of All Other Relevant Staff

Course Teacher:

Hazel Sims

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 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


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


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


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 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

The Teaching Schedule for this course is as follows:


Date – week commencing




Monday 6 February


Prior to commencement this program level induction session will comprise of:

Program overview and requirements


Overvew of assessment requirements

Pre-Training Review including: Recognition of Prior Learning and Credit Transfers

Assessment of current skills and knowledge

Competency/grading criteria






Submission requirements

Resubmission policy

Where to get support

Student responsibilities

·         How to use documents such as policies and procedures from the Simulated Business:

·         How to use the National Archives website for Information Management:

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





Task 1– Work Request

Final upload to Blackboard by Week 16.



Monday 13 February

Induction and theory

Cole: Chapter 2 – The operating environment

Chapter 3 – The formal organisation




Monday 20 February

Induction and theory

Cole: Chapter 6 – Building a strong foundation

Simulated Business documents

Excursion to the Public Records Office (subject to confirmation).

PowerPoint: Keep the knowledge: make a record by the National Archives:

 Activity 1: letter due


Monday 27 February

Theory Cole: 19: Satisfying the quality, innovation and continuous improvement imperatives

The National Archives of Australia:




Monday 6 March

Theory Cole: Chapter 29, Ensuring a safe and healthy workplace

Plan for the new or modified administrative system




 Activity 2: Work Request document due


Monday 13 March

Theory Cole and National Archives Australia revision

Plan for the new or modified administrative system





Monday 20 March

Plan for the new or modified administrative system





Monday 27 March

Implement new or modified administrative system




Monday 3 April


Implement new or modified administrative system



Monday 10 April


13-19 April (Thursday to Wednesday)

14 April Good Friday public holiday.




17 April Easter Monday public holiday
18 April Easter Tuesday RMIT holiday
20 April Classes resume (Thursday)




Monday 24 April

Implement new or modified administrative system

See elearning and click through the modules:

Information matters

What’s in a name

Managing email

Metadata matters



Monday 1 May

Monitor administrative system

Introduction to digital records

Keep it or delete it: making good choices about information

Activity 3: Review document


Monday 8 May

 Work placement. To be confirmed.



Monday 15 May

 Work placement. To be confirmed.



Monday 22 May

Monitor administrative system

Legal requirements: managing digital information and records

Keep the knowledge – make a record

Activity 4: presentation of your system getting feedback and improvement advice from class.


Monday 29 May

Course review and feedback


Upload Task 1 to Blackboard.


Monday 5 June

Special Consideration


Learning Resources

Prescribed Texts

Management theory and practice, Kris Cole, 6th ed. Cengage



Other Resources

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.   

Knowledge Evidence

To complete the unit requirements safely and effectively, you 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.  


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

You are required to complete one assessment task. You must successfully complete all aspects of each task to be deemed competent in this course.


This is task 1 of 1. This assessment consists of four activities including one presentation. Students will work in pairs for this assessment for the duration. Students will act for the stakeholders in Reflective Records Simulated Business. This assessment assumes that the students are members of staff of Reflective Records.


This assessment is due in Weeks 3, 5, 12, and the presentation in weeks 15 and 16. The final date for submission is Friday 2 June at 5.00pm. You will download the Assessment Record and Cover Sheet. In pairs, you will consult with your teacher to design and implement an administrative system for the Simulated Business.

Activity 1: by Week 3

Write a letter of introduction to the Manager, Reflective Records advising of your visit to the business for the purpose of identifying requirements of, or modifications to, an administration system that you intend to implement and seek permission to do so. You will request access to documents and system users. (1 page)


Activity 2: by Week 5

Write a work request to the Manager, Reflective Records using the headings of how you will implement your system (5-6 pages):

Details of work to be carried out:

1. Descriptions of facilities and capabilities of proposers
2. Complete technical information
3. A detailed budget for the project. You will estimate its cost by researching suppliers or developers. (1 page)
4. A schedule

A work request proposal often uses graphics to clarify details. Implement your system during weeks 6-12.

Activity 3: by Week 12

Now that you have the work request approved by the Manager and have implemented the new or modified administrative system. Describe how you have:
1. Allowed for involvement of relevant staff, before, during and after the implementation.
2. How you communicated to staff using procedures of the system’s operation.
3. Ensured your system complies with organisational and legislative requirements
4. How you administered contingencies (using Pert Diagrams, Risk Assessment, Project Administration tools)
5. Summarised what you have done

Activity 4: by Week 15 Presentation to class to get improvement feedback

Make a 12 minute presentation to your class training them in the use of the new system. Before you train the staff, make sure you give an overview of monitoring the administrative system for its use and how you met the needs of Reflective Records and their organisational requirements.
Submit all work Activity 1-4, to the Blackboard by week 16.

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 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 each assessment task 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, Julie Macpherson, 324567, Task 2, OHS2345C Ensure safe workplace, Page 1 of 10 unless instructed otherwise in the Assessment Record and Cover Sheet instructions.

Late Submission Procedures

You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates even when work is submitted progressively in the form of a weekly journal/learning activities.

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:
Form to use:

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:;ID=g43abm17hc9w (unresolved)

Form to use:

Resubmissions (VET Programs):

If you are found to be unsuccessful 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:;ID=7usdbki1fjf31

Marking Guide (Competency):

You must demonstrate that you have all the required skills/knowledge/elements in the unit of competency you are studying.
You will receive feedback on each assessment task that will inform you about your progress and how well you are performing.

Marking Guide (Grading)

After achieving competency we then grade your performance in the unit and you will achieve one of the following grades:

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

Further information regarding the application of the grading criteria will be provided by your teacher.

Assessment Matrix

Course Overview: Access Course Overview