BSBADM504 Administrative Systems

Implement administrative system

In this assessment task you will demonstrate skills and knowledge required to plan or review administrative systems and implements new or modified administrative systems.

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.

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:

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:

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:

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.

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)

collaboration 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

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