1. In consultation with your assessor, nominate (a) an appropriate workplace contextand (b) an administrative systems project to undertake to meet assessmentrequirements 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 appropriateand agreed systemb. revision of an existing systemc. new or existing system in a simulated business as determined in agreementwith your assessor.2. In consultation with users and stakeholders, establish the need for, and identify therequirements of, the new or modified administrative system. System requirementsand considerations may include, for example:a. size of the systemb. number and type of usersc. purpose and nature of systemd. ease-of-use versus complexitye. capability and featuresf. compliance requirementsg. cost constraints.Consider the overall purpose of the system and at least two system options oralternative versions of the system capable of satisfying organisationalrequirements.Research system options and collect evidence to submit to your assessor ofevaluating options and establishing the accuracy and relevancy of information.Collect meeting minutes, emails or other correspondence as evidence ofconsultation and consideration of system options.Develop a detailed list of final specifications. Include in your specificationscompliance with at least one specific code of practice or legislative requirement.3. Obtain quotations from suppliers or developers in accordance with the relevantorganisational policies and procedures (such as purchasing policies) to submit toyour assessor. You must obtain at least two quotations to compare.If you are undertaking this assessment in a simulated business context, yourassessor may agree that detailed cost estimates can take the place of quotes as abasis for evaluating system options.It is important to remember the full range of potential suppliers or developers fromwhich you might need to request quotes or develop costings. Suppliers ordevelopers could include:a. administrative system consultantsb. computer/software suppliersc. efficiency consultantsd. equipment supplierse. IT techniciansf. IT trainersg. internal staff/clientsh. office equipment suppliers.Assessment Task 1 BSBADM504 Plan and implement administrative systems© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1Page 3 of 54. Use an appropriate method to select suitable suppliers or developers. For example,you may use a worksheet, spreadsheet or matrix to weigh and prioritisespecifications and compare quotations in accordance with business needs.5. Consult with staff and organisational stakeholders to determine implementationstrategies. Strategies could include, for example:a. using external consultantsb. change management strategiesc. strategies for encouraging staff participation in all stages of implementationd. piloting the system for user-testing before wider release.e. Collect meeting minutes, emails or other correspondence as evidence ofconsultation.6. Develop a detailed implementation plan. Your plan may take the form of an actionplan or project plan, for example, but should include timelines, human and physicalresources, implementation strategies, and responsibilities. Your plan should beconsistent with delivering requirements for the system agreed in consultation withothers. Include the following implementation activities in your plan:a. physical development of the system and/or installationb. testingc. communications to introduce system and proceduresd. skills assessment and training.7. Develop written procedures for the use of the system. Include instructions for atleast one troubleshooting or alternative procedure, for example, instructions onwhat 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 andprocedures to staff. Ensure you use communication skills and appropriate language(written and oral, and an oral question and answer component) to explain thepurpose of the new system, win support and encourage staff to participate in allstages of the implementation process.9. Provide training and support for staff. Choose one of the following two options to becarried out in accordance with your implementation plan:a. Conduct a skills assessment to determine staff training needs. Identify theskills required by staff to use the system. Determine what skills relevant staffactually have and what skills staff need training for. Collect evidence of theskills 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 tosuccessful implementation such as:a. compliance risksb. need for modificationsc. lack of trainingd. lack of confidencee. loss of productivity.Assessment Task 1 BSBADM504 Plan and implement administrative systems© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1Page 4 of 5Your plan should include at least two activities to control the risks at acceptable levels,including, for instance, contingency planning, activities to eliminate the risk, activitiesto reduce the risks, or activities, such as purchasing insurance to transfer risk.11. Submit assessment documentation in accordance with specifications below.SpecificationsYou 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 evaluatesupplier 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 foradministrative system improvements● a training handbook or evidence of skills assessment, such as training needsanalysis (TNA)● a risk management plan● copies of relevant policies and procedures followed to determine systemrequirements, procurement or implementation, for example Privacy Policy, Anti-discrimination Policy, Procurement Policy, Training Policy● a statement summarising and explaining the relevance of legislative requirementsto the review of administrative systems.Your assessor will be looking for:● communication skills (using appropriate style, tone and vocabulary) to recommendalternative ways of completing tasks (in new written procedures) and to discuss (inoral Q and A to confirm understanding) changes in routines and procedures (inintroduction to procedures)● collaboratiion skills, adjusting oral presentation style and vocabulary, to deliverycomplex 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 specificationsfrom a range of possible solutions; and to anticipate and manage risks to systemimplementation● research skills to assemble evidence and to evaluate information for accuracy andrelevanceAssessment Task 1 BSBADM504 Plan and implement administrative systems© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1Page 5 of 5● knowledge of key provisions of relevant legislation, standards and codes that mayaffect 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).
