Plan or review administration systems assessment

PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS

Plan and implement administrative

system

Submission details

Candidate’s name Phone no.

Assessor’s name Phone no.

Assessment site

Assessment date/s Time/s

The assessment task is due on the date specified by your assessor. Any variations to this

arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for

details.

Performance objective

In this assessment task you will demonstrate skills and knowledge required to plan or

review administrative systems and implement new or modified administrative systems.

Assessment description

Within a real or simulated business context, you will plan a new administrative system or

review an existing system.

You will need to:

● consult with users or stakeholders to develop a detailed specification for the new or

revised system, which must meet both organisational needs and external

requirements such as codes of practice and legislation

● follow organisational procurement policies to select an appropriate developer or

supplier

● prepare detailed planning for the implementation of the system, including

communication, training and risk management activities.

Assessment Task 1 BSBADM504 Plan and implement administrative systems

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

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Procedure

1. In consultation with your assessor, nominate (a) an appropriate workplace context

and (b) an administrative systems project to undertake to meet assessment

requirements set out in this document. You may choose:

a. the creation of a new administrative system, such as an electronic or paper-

based system, for example accounting systems, leave approval systems,

expense approval systems, recordkeeping systems or any other appropriate

and agreed system

b. revision of an existing system

c. new or existing system in a simulated business as determined in agreement

with your assessor.

2. In consultation with users and stakeholders, establish the need for, and identify the

requirements of, the new or modified administrative system. System requirements

and considerations may include, for example:

a. size of the system

b. number and type of users

c. purpose and nature of system

d. ease-of-use versus complexity

e. capability and features

f. compliance requirements

g. cost constraints.

Consider the overall purpose of the system and at least two system options or

alternative versions of the system capable of satisfying organisational

requirements.

Research system options and collect evidence to submit to your assessor of

evaluating options and establishing the accuracy and relevancy of information.

Collect meeting minutes, emails or other correspondence as evidence of

consultation and consideration of system options.

Develop a detailed list of final specifications. Include in your specifications

compliance with at least one specific code of practice or legislative requirement.

3. Obtain quotations from suppliers or developers in accordance with the relevant

organisational policies and procedures (such as purchasing policies) to submit to

your assessor. You must obtain at least two quotations to compare.

If you are undertaking this assessment in a simulated business context, your

assessor may agree that detailed cost estimates can take the place of quotes as a

basis for evaluating system options.

It is important to remember the full range of potential suppliers or developers from

which you might need to request quotes or develop costings. Suppliers or

developers could include:

a. administrative system consultants

b. computer/software suppliers

c. efficiency consultants

d. equipment suppliers

e. IT technicians

f. IT trainers

g. internal staff/clients

h. office equipment suppliers.

Assessment Task 1 BSBADM504 Plan and implement administrative systems

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

Page 3 of 5

4. Use an appropriate method to select suitable suppliers or developers. For example,

you may use a worksheet, spreadsheet or matrix to weigh and prioritise

specifications and compare quotations in accordance with business needs.

5. Consult with staff and organisational stakeholders to determine implementation

strategies. Strategies could include, for example:

a. using external consultants

b. change management strategies

c. strategies for encouraging staff participation in all stages of implementation

d. piloting the system for user-testing before wider release.

e. Collect meeting minutes, emails or other correspondence as evidence of

consultation.

6. Develop a detailed implementation plan. Your plan may take the form of an action

plan or project plan, for example, but should include timelines, human and physical

resources, implementation strategies, and responsibilities. Your plan should be

consistent with delivering requirements for the system agreed in consultation with

others. Include the following implementation activities in your plan:

a. physical development of the system and/or installation

b. testing

c. communications to introduce system and procedures

d. skills assessment and training.

7. Develop written procedures for the use of the system. Include instructions for at

least one troubleshooting or alternative procedure, for example, instructions on

what to do if the system goes off-line or malfunctions.

8. Develop a communication (email, letter, or other form of business correspondence),

in accordance with your implementation plan, to introduce the new system and

procedures to staff. Ensure you use communication skills and appropriate language

(written and oral, and an oral question and answer component) to explain the

purpose of the new system, win support and encourage staff to participate in all

stages of the implementation process.

9. Provide training and support for staff. Choose one of the following two options to be

carried out in accordance with your implementation plan:

a. Conduct a skills assessment to determine staff training needs. Identify the

skills required by staff to use the system. Determine what skills relevant staff

actually have and what skills staff need training for. Collect evidence of the

skills assessment, such as a completed skills matrix.

b. Develop a training manual or handbook to train new users of the system.

10. Develop a risk management plan. Your plan should comprise a list of risks to

successful implementation such as:

a. compliance risks

b. need for modifications

c. lack of training

d. lack of confidence

e. loss of productivity.

Assessment Task 1 BSBADM504 Plan and implement administrative systems

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Your plan should include at least two activities to control the risks at acceptable levels,

including, for instance, contingency planning, activities to eliminate the risk, activities

to reduce the risks, or activities, such as purchasing insurance to transfer risk.

11. Submit assessment documentation in accordance with specifications below.

Specifications

You must submit:

● a specification for the new or modified administrative system

● evidence of consultation with users or stakeholders such as meeting minutes,

emails, or other correspondence

● quotations from suppliers/developers (or detailed cost estimates)

● evidence of evaluating suppliers such as worksheets, matrices used to evaluate

supplier or developers

● a project/action/implementation plan

● a procedure or set of related procedures for the use of the new system

● a communication (with evidence of oral Q & A) to introduce and win support for

administrative system improvements

● a training handbook or evidence of skills assessment, such as training needs

analysis (TNA)

● a risk management plan

● copies of relevant policies and procedures followed to determine system

requirements, procurement or implementation, for example Privacy Policy, Anti-

discrimination Policy, Procurement Policy, Training Policy

● a statement summarising and explaining the relevance of legislative requirements

to the review of administrative systems.

Your assessor will be looking for:

● communication skills (using appropriate style, tone and vocabulary) to recommend

alternative ways of completing tasks (in new written procedures) and to discuss (in

oral Q and A to confirm understanding) changes in routines and procedures (in

introduction to procedures)

● collaboratiion skills, adjusting oral presentation style and vocabulary, to delivery

complex information

● literacy skills to write procedures, troubleshooting guides and/or handbooks

● planning and organising skills to implement the system smoothly

● problem solving skills to choose appropriate administrative system specifications

from a range of possible solutions; and to anticipate and manage risks to system

implementation

● research skills to assemble evidence and to evaluate information for accuracy and

relevance

Assessment Task 1 BSBADM504 Plan and implement administrative systems

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

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● knowledge of key provisions of relevant legislation, standards and codes that may

affect aspects of business operations and administrative system implementation

● knowledge of organisational policies and procedures relating to specific tasks

● knowledge of the relevance of legislative requirements.

Adjustment for distance-based learners

● No changes to the assessment procedure or specification are required.

● Documentation may be submitted electronically.

● A follow-up interview may be required (at the discretion of the assessor).