How to Plan and Implement Administrative Systems Essay

Imagine Education
Student Assessment Cover Sheet

Course Code	BSB50215	Course Name	Diploma of Business
Unit Code	BSBADM504	Unit Name	Plan and Implement Administrative Systems
Due Date		Assessment Name	Business Portfolio Part A: Questions Part B: Practical
Student No.		Student Name
Student Phone		Student Email

Student Declaration
I declare that this assessment is my own work and where my work is supported by documents from my workplace placement/employer permission has been granted.

Note: Filling out this coversheet as part of an electronic submission and approving the above information will operate in the same way as physically signing this cover sheet.

Student name or signature: ___________________________________________

Office Use Only

Date/s Received: ___/___/___ ___/___/___ ___/___/___

Date/s Assessed: ___/___/___ ___/___/___ ___/___/___

Result of Assessment: ___________ ___________ ___________

Entered on Training Plan

Moderation

Signature

Note for Assessors: Filling out the above Office Use Only section as part of an electronic submission will operate in the same way as physically signing this cover sheet. If not physically signed, Assessor must print their name in signature box.

Imagine Education

Assessment Questions

Part A

Course Code and Name: BSB50215 Diploma of Business

Unit Code: BSBADM504

Unit Title: Plan and Implement Administrative Systems

For this assessment you are required to answer all of the questions. You are permitted to research the answers by reading your text book, theory notes and accessing the internet. If more room is needed label each task with the question number and use headings or dot points to make your work clear for your trainer and assessor.

Please follow the Referencing Guide contained on your Course handbook.

Please attach a student assessment cover sheet to each unit submission. You must complete the cover sheet in full detail.

Question 1
Identify two (2) administrative systems to be reviewed. For each identified administrative system, identify and summarise one (1) organisational policy and one (1) organisational procedure for its review. These may include quality assurance, document review, etc. If you are not currently employed, referto the policies and procedures using the link below: Access the bounce website, click on Policies, Quality policy on the left hand side, and select ‘quality policy’ Quality Policy http://bounce.precisiongroup.com.au/policies/quality/policy Bounce Fitness Administrative Systems <http://bounce.precisiongroup.com.au/select-scenario/administration/>

Administrative System 1

Relevant Policy for Reviewing this System	Summary of the Policy

Relevant Procedure for Reviewing this System	Summary of the Procedure

Administrative System 2

Relevant Policy for Reviewing this System	Summary of the Policy

Relevant Procedure for Reviewing this System	Summary of the Procedure

Question 2
Identify two (2) legislations relevant to the review of administrative systems. Summarise the provisions of each legislation, and briefly explain why this is important to reviewing administrative systems. Each response must not be longer than three (3) sentences.

Legislation 1

Summary	Why is this important to reviewing administrative systems?


Legislation 2

Summary	Why is this important to reviewing administrative systems?

Imagine Education

Assessment Practical

Part B

Course Code and Name: BSB50215 Diploma of Business

Unit Code: BSBADM504

Unit Title: Plan and Implement Administrative Systems

To be assessed for this unit of competency, you must demonstrate your skills and knowledge to plan for or review the requirements of effective administrative systems and procedures for implementing, monitoring and reviewing the system.

You must conduct your practical assessment in an environment where conditions are typical of those experienced in a workplace. Use the simulated business, Bounce Fitness <http://bounce.precisiongroup.com.au/> to complete the simulated workplace assessments.

You must complete the tasks using the Simulated Workplace assessment.

IMPORTANT!

All signatures/initials in your submissions, including yours, must be handwritten and dated. Submissions with signatures/initials must be scanned.

Simulated Workplace Assessment

Follow the instructions provided for you in boxes such as this with the icon on the left.

rkplace Supervisor Instructions

Practical Assessments begin on the next page.

Part I. Plan for New Administrative Systems

Overview

This part of the project will require you to plan for the development of a new administrative system and the revision of an existing administrative system. Specifically, you will be required to:

Identify requirements for a new administrative system and revisions to anexisting administrative system
Obtain quotations for suppliers and developers for administrative systems
Selecting suppliers and developers for administrative systems

Resources Required

To complete this project, you will need access to the following:

A workplace that will allow you access to:
- Workplace documentation including:
  - Organisational policies and procedures
  - Reference materials (existing administrative systems)
- People, including:
  - Your Supervisor
  - Two (2) administrative system users
  - Two (2) workplace staff members

Note: Your two (2) administrative and two (2) workplace staff members must be different.

- Opportunity to develop a new administrative system
- Opportunity to revise an existing administrative system

Supplementary Resources Needed for the Simulated Pathway Assessment

§ Four (4) volunteers to participate in the role play activities:

§ A safe environment to conduct the role play activities

Templates required to complete this project are provided within this workbook.

Case Study Overview

Access the link below to view the information required for you to complete this project.

Administrative System Development

<http://bounce.precisiongroup.com.au/select-scenario/administration/>

1.1 Administrative Systems Consultation

Part 1 Task 1 Administrative Systems Consultation

1. Seek assistance from your supervisor to find an opportunity to conduct the following:

§ Opportunity to develop one (1) new administrative system for your work team

§ Opportunity to modify one (1) existing administrative system with the help of your supervisor

2. Seek permission from your supervisor to access the documentation relevant to your organisational budget.

Documentation may include, but is not limited to the following:

§ Financial statements

§ Business plans

§ Monthly budgets

3. From your budget, determine the budgetary requirement for the following:

4. Organise a meeting with at least two (2) administrative system users and at least two (2) workplace staff members to consult regarding requirements for the systems identified.

5. During the meeting, you must discuss and confirm the following with the participants:

§ Identify one (1) new administrative system you want to develop

§ Identify one (1) existing administrative system you want to modify.

6. After the meeting, have your supervisor complete the Third Party Reportform found within this workbook.

7. Have your supervisor accomplish the SupervisorDeclaration form found at the end of the Meeting Minutes template to ensure that your proposed systems are within your organisational requirements. All signatures must be handwritten.

8. Submit the following the Meeting Minutes andThird Party Report Form to your assessor.

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through a role play activity. Refer to the links provided below to complete this task:

Administrative Systems Consultation Character Brief

<http://bounce.precisiongroup.com.au/select-scenario/administration/>

You will require access to:

§ Four (4) volunteers to assume the role of the following:

- Two (2) administrative system users
- Two (2) other staff members

§ A safe environment to conduct the role play activity

Submit the Meeting Minutes of your role play activity to your assessor.

Your assessor will complete the Third Party Report form in behalf of the supervisor.

Meeting Minutes
Date:	Time:	Location:
Meeting called
Facilitator
Notetaker
Timekeeper
Attendees (Names and Signatures)

Agenda Item 1: Budgetary Requirements
Discussion	Identify the new administrative system that will be developed and at least two (2) requirements to develop the system.

Agenda Item 2: Requirements for the New Administrative System
Discussion	Identify the new administrative system that will be developed and at least two (2) requirements to develop the system.

Agenda Item 3: Modifications to an Existing Administrative System
Discussion	Identify the existing administrative system that will be modified and two (2) modifications that can be done to modify the system.

Third Party Report
TO THE SUPERVISOR: By affixing your signature in the spaces provided below, you are confirming that you have observed the learner complete or demonstrate the skill requirements below.
Learner Name:
Supervisor Name:
Date/s Observed:
Did the Learner	Yes	No	Comments
1. Select the form of communication that was accessible to all parties?	o	o
2. Select the form of communication that allowed for effective information gathering?	o	o
3. Select the form of communication that allowed for collaboration between parties?	o	o
4. Select the mode of communication that was accessible to all parties?	o	o
5. Select the mode of communication that allowed for effective information gathering?	o	o
6. Select the channel of communication that allowed for effective information gathering?	o	o
7. Use the appropriate terms when presenting information?	o	o
8. Avoid using technical jargon to those who may be unfamiliar with them?	o	o
9. Avoid using slang to explain concepts and ideas?	o	o
10. Simplify or paraphrase content when needed?	o	o
11. Modulate their voice throughout the interactions?	o	o
12. Speak clearly, articulating each word?	o	o
13. Speak in a direct manner?	o	o
14. Avoid discussing unnecessary and/or overly personal information?	o	o
15. Ask questions that allow the respondent to go into detail?	o	o
16. Ask why and how questions?	o	o
17. Allow the speaker to finish speaking before answering?	o	o
18. Reiterate the speaker’s ideas in their own words?	o	o
19. Ask for clarification when needed?	o	o
20. Demonstrate active listening by acknowledging the speaker as they speak?	o	o

SupervisorDeclaration
TO THE SUPERVISOR By signing in the spaces below, you certify that the information in this observation form is true and based on your observations of the Learner’s performance throughout the date/s indicated above.
Supervisor name:
Supervisor’s email:
Supervisor’s contact number:
Signature:
Date:

SupervisorDeclaration
TO THE SUPERVISOR By signing in the spaces below, you are confirming that the learner has developed plans for a new administrative system and revisions for one existing administrative system in accordance with organisational requirements.
Supervisor name:
Workplace/Organisation:
Position:
Contact number (required):
Email (required):
Signature:
Date Signed:

1.2 Obtaining and Selecting Quotations

Part 1 Task 2 Obtaining and Selecting Quotations

1. Access organisational policies and proceduresrelated to obtaining and selecting quotations

Documents may include, but is not limited to the following:

§ Purchasing Policies and Procedures

§ Finance Policies and Procedures

2. From the requirements you identified in Part 1 Task 1, obtain quotations from two (2) suppliers and two (2) developers for each of the following:

§ Two (2) requirements for the development of the new administrative system

§ Two (2) requirements for the revisions of the existing administrative system.

3. Review the quotations you collected and selectat least one (1) developerand at least one (1) supplier foreach of the systems you are developing and modifying according to organisational policy and procedures.

4. Complete the Quotation Selection template by indicating the following:

§ At least one (1) supplier selected for the new administrative system

§ At least one (1) developer selected for the new administrative system

§ At least one (1) supplier selected for the existing administrative system to be modified

§ At least one (1) developer selected for the existing administrative system to be modified

You must provide a brief explanation of why you chose each supplier and developer.

Note: You may have the same supplier or developer across the two (2) systems, insofar as there evidence that will support your choice.

5. Have your Supervisorcomplete the SupervisorDeclarationform at the end of the Quotation Selection template to confirm that you completed the steps above in accordance with organisational policy and procedures.

6. Submit the following to your assessor:

§ At least four (4) supplier quotations

o At least two (2) for the new administrative system

o At least two (2) for the existing administrative system

§ Four (4) developer quotations

o At least two (2) for the new administrative system

o At least two (2) for the existing administrative system

§ Quotation Selection Template

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through eight (8) simulated emailsto suppliers and developers. Access the links provided below to complete this task:

Scheduling Administrative System Inquiries:

System Developer: Exact Solutions Quotation Inquiry

https://goo.gl/forms/SBhFSjd0S2xOk6k53

System Developer: Problem Solver Inc. Quotation Inquiry

https://goo.gl/forms/lxFtbARgWVjaJE232

System Supplier: 3DR Workplace Consultants Quotation Inquiry

https://goo.gl/forms/bxjdMKpgBJuY4v9P2

System Supplier: 100% Solutions Quotation Inquiry

https://goo.gl/forms/XAaaX4vhgE2yhSwW2

Filing Administrative System Inquiries:

Administrative System Developer: ASE Solutions Quotation Inquiry

https://goo.gl/forms/vtgf9W3XuhysJ2Nt2

Administrative System Developer:720 Consultancy Business Quotation Inquiry

https://goo.gl/forms/fa2zscd8HWGJKpcJ2

Administrative System: DV3 Solutions Quotation Inquiry

https://goo.gl/forms/kKR4D82VvmFHtOYH3

Administrative System Supplier: 360 Business Solutions Quotation Inquiry

https://goo.gl/forms/ekyYNiqGubagjx7I3

Submit the following to your assessor:

§ At least four (4) supplier quotations

o At least two (2) for the new administrative system

o At least two (2) for the existing administrative system

§ Four (4) developer quotations

o At least two (2) for the new administrative system

o At least two (2) for the existing administrative system

Quotation Selection Template

Your assessor will complete the Supervisor Declaration Form on your behalf.

Quotation Selection
Completed by:
Date:
Organisation

New Administrative System
Supplier
Why was this supplier selected?
Developer
Why was this developer selected?
Administrative System
Supplier
Why was this supplier selected?
Developer:
Why was this developer selected?

SupervisorDeclaration
TO THE SUPERVISOR/OBSERVER By signing in the spaces below, you are confirming that the learner has adhered to all organisational requirements in obtaining and selecting quotations for the new administrative system as well as the existing administrative system.
Supervisor name:
Workplace/Organisation:
Position:
Contact number (required):
Email (required):
Signature:
Date Signed:

Part II. Implementing the New Administrative Systems

Overview

This part of the project will require you toimplement administrative systems. Specifically, you will be required to:

§ Identify and develop implementation strategiesfor the administrative systems

§ Implement the new and modified systems

§ Provide training and support for staff on the use of the new and modified systems

§ Deal with contingencies to ensure minimal impact on users

Resources Required:

To complete this project, you will need access to the following:

A workplace that will allow you access to:
- Workplace documentation including:
  - Organisational policies and procedures
  - Reference materials (existing administrative systems)
- People, including:
  - Your Supervisor

§ At least two (2) work colleagues

o Opportunity to implement a new administrative system

o Opportunity to implement a modified administrative system

Supplementary Resources Needed for the Simulated Pathway Assessment

§ At least two (2) volunteers to take part in role play activities

§ A safe environment to conduct the role play activities

§ Google Drive

§ Google Calendar

Templates required to complete this project are provided within this workbook.

Case Study Overview

Access the link below to view the information required for you to complete this project.

Administrative System Implementation

<http://bounce.precisiongroup.com.au/select-scenario/administration/>

2.1 Identifying Implementation Strategies

Part 2 Task 1 Identifying Implementation Strategies

You will be doing this in a classroom simulation.

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through a role play activity. Refer to the scenario provided in the link below to complete this task:

Identifying Implementation Strategies Character Brief

< http://bounce.precisiongroup.com.au/select-scenario/administration/>

You will require access to the following:

Two (2) volunteers to assume the role of staff members
A safe environment to conduct the role play activity

Have your volunteers complete the Feedback Formsafter completing the role play activity.

Submit the following to your assessor:

§ Two (2) Administrative System Documents

§ Two (2) Feedback Forms

Administrative System Document
Created by:
Date
Organisation
Administrative System

Description of the Administrative System:
Implementation Strategy:
Procedures to Implement the Administrative System:
Guide on how to Use the Administrative System:

Declaration (For New Administrative System) By affixing my signature below, I certify that the information written in this document is, at the time of writing, true and correct and that these details have been discussed during the meeting at the date and location specified.
Name	Signature	Date Signed

Administrative System Document
Created by:
Date
Organisation
Administrative System

Description of the Administrative System:
Implementation Strategy:
Procedures to Implement the Administrative System:
Guide on how to Use the Administrative System:

Declaration (For New Administrative System) By affixing my signature below, I certify that the information written in this document is, at the time of writing, true and correct and that these details have been discussed during the meeting at the date and location specified.
Name	Signature	Date Signed

Feedback Form 1
TO THE ATTENDEE: By affixing your signature in the spaces provided below, you are confirming that you have observed the learner complete or demonstrate the skill requirements below.
Learner Name:
Attendee Name:
Date/s Observed:
Did the Learner…	Yes	No	Comments
1. Encourage attendees to make implementations strategy suggestions?	o	o
2. Encourage attendees to suggest procedures for the implementation strategy?	o	o
3. Answer concerns raised discussing how to implement the system?	o	o
4. Demonstrate handling the systems to provide guidance?	o	o
5. Provide resources to help you handle the system?	o	o
6. Give suggestions and advice on handling the systems?	o	o
7. Use appropriate presentation style?	o	o
8. Use appropriate tone of voice?	o	o
9. Use appropriate vocabulary?	o	o
10. Elicit key information during the training session through appropriate questioning?	o	o
11. Confirm their understanding of the attendee’s feedback during the training session?	o	o
12. Adjust their presentational style to suit the audience during the training session?	o	o
13. Adjust their vocabulary to suit the audience during the training session?	o	o
14. Demonstrate active listening by acknowledging the speaker while they are speaking?	o	o

Staff Declaration
By signing this declaration, I am confirming that the Learner held a meeting with me in attendance on conducting implementation strategies for the new administrative system and the modified administrative system. I further confirm that the responses I provided above are true and accurate.
Staff member’s name:
Staff member’s position:
Signature:
Date:

Feedback Form 2
TO THE ATTENDEE: By affixing your signature in the spaces provided below, you are confirming that you have observed the learner complete or demonstrate the skill requirements below.
Learner Name:
Attendee Name:
Date/s Observed:
Did the Learner…	Yes	No	Comments
1. Encourage attendees to make implementations strategy suggestions?	o	o
2. Encourage attendees to suggest procedures for the implementation strategy?	o	o
3. Answer concerns raised discussing how to implement the system?	o	o
4. Demonstrate handling the systems to provide guidance?	o	o
5. Provide resources to help you handle the system?	o	o
6. Give suggestions and advice on handling the systems?	o	o
7. Use appropriate presentation style?	o	o
8. Use appropriate tone of voice?	o	o
9. Use appropriate vocabulary?	o	o
10. Elicit key information during the training session through appropriate questioning?	o	o
11. Confirm their understanding of the attendee’s feedback during the training session?	o	o
12. Adjust their presentational style to suit the audience during the training session?	o	o
13. Adjust their vocabulary to suit the audience during the training session?	o	o
14. Demonstrate active listening by acknowledging the speaker while they are speaking?	o	o

Staff Declaration
By signing this declaration, I am confirming that the Learner held a meeting with me in attendance on conducting implementation strategies for the new administrative system and the modified administrative system. I further confirm that the responses I provided above are true and accurate.
Staff member’s name:
Staff member’s position:
Signature:
Date:

2.2 Training Staff

Part 2 Task 2 Training Staff

. You will be doing this in a classroom simulation.

1. Organise a training session with two (2) of your staff members to teach them how to use each administrative system.

2. Before beginning the training proper, ensure that you are able to accomplish the following:

§ Define the procedures for implementing the following

o New administrative system

o Modified administrative system

§ Communicate the procedures for implementing the following:

o New administrative system

o Modified administrative system

During the training session you must ensure you accomplish the following:

§ Provide adequate assistance to each staff member in implementing the new administrative system and the modified administrative system

§ Conduct training sessions using appropriate style, tone and vocabulary, context and purpose during the training session

§ Ensure that the staff actively participate in the training session

Have your Supervisor attend the training, as well, to observe.

4. Have your Supervisor complete the SupervisorDeclaration form to ensure that you have sufficiently conducted the training. All signatures in the submitted documents must be handwritten.

5. Submit two (2) Training Feedback Formsto your assessor.

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through role play. Refer to the scenarios provided below to complete this task:

Training Staff to Use the Administrative Systems Role Play Guide

<http://bounce.precisiongroup.com.au/select-scenario/administration/>

You will require access to the following:

Two (2) volunteers to act as staff members
A safe environment to conduct the role play activity

Have your volunteers accomplish the Training Feedback Forms and the Declaration Form after the role play activity.

Submit two (2) Training Feedback Forms to your assessor.

Your assessor will complete theSupervisorDeclarationon behalf of the supervisor

Training Feedback Form 1
TO THE ATTENDEE: By affixing your signature in the spaces provided below, you are confirming that you have observed the learner complete or demonstrate the skill requirements below.
Learner Name:
Attendee Name:
Date/s Observed:
Did the Learner…	Yes	No	Comments
1. Encourage attendees to make implementations strategy suggestions?	o	o
2. Encourage attendees to suggest procedures for the implementation strategy	o	o
3. Answer concerns raised discussing how to implement the system?	o	o
4. Demonstrate handling the systems to provide guidance?	o	o
5. Give suggestions and advice on handling the systems?	o	o
6. Use appropriate presentation style?	o	o
7. Use appropriate tone of voice?	o	o
8. Use appropriate vocabulary?	o	o
9. Elicit key information during the training session through appropriate questioning?	o	o
10. Confirm their understanding of the attendee’s feedback during the training session?	o	o
11. Adjust their presentational style to suit the audience during the training session?	o	o
12. Adjust their vocabulary to suit the audience during the training session?	o	o
13. Demonstrate active listening by acknowledging the speaker while they are speaking?	o	o

Staff Declaration
By signing this declaration, I am confirming that the learner had completed the following: § Define the procedures for implementing the following o New administrative system o Modified administrative system § Communicate the procedures for implementing the following: o New administrative system o Modified administrative system § Conducted a training, ensuring the following: o Provide adequate assistance to each staff member in implementing the new administrative system and the modified administrative system o Conduct training sessions using appropriate style, tone and vocabulary, context and purpose during the training session o Ensure that the staff actively participate in the training session I further confirm that the responses I provided above are true and accurate.
Staff member’s name:
Staff member’s position:
Signature:
Date:

Training Feedback Form 2
TO THE ATTENDEE: By affixing your signature in the spaces provided below, you are confirming that you have observed the learner complete or demonstrate the skill requirements below.
Learner Name:
Attendee Name:
Date/s Observed:
Did the Learner…	Yes	No	Comments
1. Encourage attendees to make implementations strategy suggestions?	o	o
2. Encourage attendees to suggest procedures for the implementation strategy	o	o
3. Answer concerns raised discussing how to implement the system?	o	o
4. Demonstrate handling the systems to provide guidance?	o	o
5. Give suggestions and advice on handling the systems?	o	o
6. Use appropriate presentation style?	o	o
7. Use appropriate tone of voice?	o	o
8. Use appropriate vocabulary?	o	o
9. Elicit key information during the training session through appropriate questioning?	o	o
10. Confirm their understanding of the attendee’s feedback during the training session?	o	o
11. Adjust their presentational style to suit the audience during the training session?	o	o
12. Adjust their vocabulary to suit the audience during the training session?	o	o
13. Demonstrate active listening by acknowledging the speaker while they are speaking?	o	o

Staff Declaration
By signing this declaration, I am confirming that the learner had completed the following: § Define the procedures for implementing the following o New administrative system o Modified administrative system § Communicate the procedures for implementing the following: o New administrative system o Modified administrative system § Conducted a training, ensuring the following: o Provide adequate assistance to each staff member in implementing the new administrative system and the modified administrative system o Conduct training sessions using appropriate style, tone and vocabulary, context and purpose during the training session o Ensure that the staff actively participate in the training session I further confirm that the responses I provided above are true and accurate.
Staff member’s name:
Staff member’s position:
Signature:
Date:

2.3 Implement the Systems

Part 2 Task 3 Implement the Systems

You will be doing this in a classroom simulation.

1. Implement the new system and the modified system according to organisational and legislative requirements.

2. During the implementation, note down the following:

§ At least two (2) contingencies that arise from the implementation of the new administrative system

§ At least two (2) contingencies that arise from the implementation of the modified administrative system

§ One (1) solution to reduce impact on users for each contingency identified

Contingencies may include, but are not limited to the following:

§ Loss of staff confidence

§ Need for additional training

§ Need to modify system

Record all information in Contingency Log found within this workbook.

3. During Implementation note down the following:

§ One (1) support need that the staff raised during the implementation of the new administrative system

§ Support provided for the need raised from the implementation of the new administrative system

§ One (1) support need that the staff raised during the implementation of the modified administrative system

§ Support provided for the need raised during the implementation of the modified administrative system

Support may include, but is not limited to the following:

§ Coach, mentor and/or buddy systems

§ Online tutorials

§ Videos

Record all findings in the Support Log found within the workbook.

Note: During the implementation, you must encourage your staff members to participate in the implementation of the new administrative system and the modified administrative system.

4. Have your supervisor sign off your Contingency Log and Support Log to ensure that all information reflects the views of the organisation.

5. From the implementation, identify the following:

§ One (1) legislative requirement followed during the implementation of the new administrative system

§ The relevance of the legislative requirement to the new administrative system

§ One (1) legislative requirement followed during the implementation of the modified administrative system

§ The relevance of the legislative requirement to the modified administrative system

Record all findings in the Reflective Journalfound within the workbook.

6. Have your supervisor complete the SupervisorDeclaration Form at the end of the Reflective Journal to confirm that your implementation of the systems followed organisational requirements and legislative requirements.All signatures must be handwritten.

7. Submit the following to your assessor:

§ Contingency Log

§ Support Log

§ Reflective Journal

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through two (2)simulated emails. Refer to the link provided below for the information required to complete this task:

Systems Implementation

<http://bounce.precisiongroup.com.au/select-scenario/administration/>

Youwilluse the simulated email template below to inform your supervisor of the implementation of the new administrative system and the administrative system.

The simulated email must contain the following:

Identified support need for the administrative system and explanation
Identified support need for the modifiedadministrative system and explanation
Identified contingency for the administrative system and explanation
Identified contingency for the modifiedadministrative system and explanation

You are not required to send an actual email.

Submit the following to your assessor:

Simulated Email
Implementation output for the following:

- New Administrative System
- Modified Administrative System
Contingency Log
Support Log

Your assessor will complete the Supervisor Declaration Form in behalf of the supervisor. Your assessor will also sign off your Contingency Log, Support Log, and Reflective Journal on your behalf

Simulated Email Template (ONLY for Learners taking the Simulated Workplace Assessment)
+ Send	From:
	To:
	Cc:
	Subject:
Message

Contingency Log
System Name	Contingencies		Contingency Solutions


System Name	Contingencies		Contingency Solutions


Declaration By affixing my signature below, I certify that the information written in this document is, at the time of writing, true and correct and reflects the views of the organisation.
Name		Signature		Date Signed

Support Log
System Name	Support Needs		Support Provided


System Name	Support Needs		Support Provided


Declaration By affixing my signature below, I certify that the information written in this document is, at the time of writing, true and correct and reflects the views of the organisation.
Name		Signature		Date Signed

Reflective Journal

Reflective Journal
Identify two (2) legislative requirements you followedduring the implementation of each administrative system. Provide a brief explanation of the relevance of each legislative requirement in implementing administrative systems. You must identify (1) one legislative requirement for each system implemented.


This section is to be completed by the supervisor only.
Date observed:		Supervisor/Observer’s initials:
Supervisor/Observer’s comments:

SupervisorDeclaration
TO THE SUPERVISOR By signing in the spaces below, you are confirming that learner has adhered to all organisational and legislative requirements in the implementation of the new administrative system as well as the modified administrative system.
Supervisor name:
Workplace/Organisation:
Position:
Contact number (required):
Email (required):
Signature:
Date Signed:

Part III. Improving the New Administrative Systems

Overview

You will be doing this in a classroom simulation

This part of the project will require you to improve upon the administrative systems you implemented. Specifically, you will be required to:

§ Modify systems to meet changing needs

§ Clearly identify further modifications and notify users

§ Monitor staff training needs and train new staff on administrative systems

Resources Required:

To complete this project, you will need access to the following:

A workplace that will allow you access to:
- People, including:
  - Your supervisor

§ At least two (2) new staff to train in using the administrative systems

o At least one (1) tool used for monitoring the following:

§ System usage

§ System security

§ System output

o Two administrative systems implemented in Part 2

Supplementary Resources Needed for the Simulated Pathway Assessment

§ At least two (2) volunteers to take part in the role play activities

§ A safe environment to conduct the role play activities

Templates required to complete this project are provided within this workbook

Case Study Overview

Access the link below to view the informationrequired for you to complete this project.

Access the Bounce Fitness Overview from this link:

Administrative System Modification

< http://bounce.precisiongroup.com.au/select-scenario/administration/>

3.1 System Monitoring

Part 3 Task 1 System Monitoring

You will be doing this in a classroomsimulation

1. Monitor each administrative system two (2) times each using the appropriate monitoring tools available in your organisation in accordance with organisational requirements.

Monitoring tools may include, but are not limited to the following:

§ Extra administrative support and back-up

§ Feedback from internal/external client/s

§ Observation by trained technician/s

During each observation, you must take note of the following:

§ Usage of the administrative systems

This may include but is not limited to the following:

o How long the system was used

o How many users accessed the system

§ Security of the administrative system

This may include but is not limited to the following:

o Number of failed login attempts into the system

o Number of attempts to bypass the system

§ Administrative system implementation output

This may include but is not limited to the following:

o Action/s done using the system

o Data inputted into the system

Record all observations in the Monitoring Sheets found within this workbook. Use one (1) sheet per system.

2. Have your supervisor accomplish the Supervisor Declaration section found at the end of theMonitoring Sheetsto verify that you followed organisational requirements while monitoring the systems.All signatures must be handwritten.

3. Submit two (2)Monitoring Sheets to your assessor.

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

Refer to the links provided below to complete this task:

IT Feedback on the New Administrative System

<https://goo.gl/forms/HQeHU1xmsCvRl6Fd2>

IT Feedback on the Modified Administrative System

<https://goo.gl/forms/WTGqMvhUtGMuas222>

Note: Each observation must be one (1) day apart to be considered satisfactory.

Submittwo (2) Monitoring Sheets and four (4) PDF copies of the auto-response emails.

Your assessor will accomplish the Supervisor Declaration Form in behalf of the supervisor.

Monitoring Sheet 1
Administrative System:
Logged by:
Date	Usage	Security	Output

Monitoring Sheet 2
Administrative System:
Logged by:
Date	Usage	Security	Output

SupervisorDeclaration
TO THE SUPERVISOR By signing in the spaces below, you are confirming that learner monitored the systems according to organisational requirements.
Supervisor name:
Workplace/Organisation:
Position:
Contact number (required):
Email (required):
Signature:
Date Signed:

Modifying the System

Part 3 Task 2Modifying the Systems

. You will be doing this in a classroomsimulation

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through a role play activity. Refer to the scenario provided below to complete this task:

Modifying the Systems

<http://bounce.precisiongroup.com.au/select-scenario/administration/>

Youmust use the Simulated Email template below that will inform users of both systems to inform them of the modifications done to the following;

§ New administrative system

§ Modified administrative system

You are not required to send an actual email

Submit the following to your assessor:

Your supervisor will complete the Supervisor Declaration Form on your behalf.

System Needs and Modification
New Administrative System:
Changing Needs	Modifications to Meet the Changing Needs

Modified Administrative System:
Changing Needs:		Modifications to Meet the Changing Needs:


Declaration By affixing my signature below, I certify that the information written in this document is, at the time of writing, true and correct and that these details have been discussed during the meeting at the date and location specified. I also confirm that the learner has followed all organisational requirements in developing the modifications to address the changing needs for the new administrative system and the modified administrative system.
Name	Signature		Date Signed

Administrative System Document

Administrative System:

Description of the Administrative System:

Implementation Strategy:

Procedures to Implement the Administrative System:

Guide on how to Use the Administrative System:

Date Produced:

Declaration (For New Administrative System) By affixing my signature below, I certify that the information written in this document is, at the time of writing, true and correct and that these details have been discussed during the meeting at the date and location specified.
Name	Signature	Date Signed

Administrative System Document (For Modified Administrative System)

Administrative System:

Description of the Administrative System:

Implementation Strategy:

Procedures to Implement the Administrative System:

Guide on how to Use the Administrative System:

Date Produced:

Declaration (For Modified Administrative System) By affixing my signature below, I certify that the information written in this document is, at the time of writing, true and correct and that these details have been discussed during the meeting at the date and location specified.
Name	Signature	Date Signed

Simulated Email Template 1 (ONLY for Learners taking the Simulated Workplace Assessment)
+ Send	From:
	To:
	Subject:
Message

Simulated Email Template 2 (ONLY for Learners taking the Simulated Workplace Assessment)
+ Send	From:
	To:
	Subject:
Message

3.3 Monitoring Staff Training Needs

Part 3 Task 3 Monitoring Staff Training Needs

. You will be doing this in a classroom simulation

1. Monitor at leasttwo (2) new staff members two (2) times in using either of the following:

3. Submit the Training Needs Monitoring Sheetto your assessor.

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through the auto response email found in the link below:

Staff Members Monitoring

<https://goo.gl/forms/lWe80Sw94xoXu6Do1

Save screenshots of the auto-response emailscontaining the identified training needs and future improvement for each administrative system.

Training Needs Monitoring Sheet 1
Logged by:
Date:
Date	Observation

Training Need	Future Improvement

Supervisor Declaration
TO THE SUPERVISOR By signing in the spaces below, you are confirming that all the information that the learner has provided is factual and accurate. You are also confirming that these answers reflect the view of the organisation.
Supervisor name:
Workplace/Organisation:
Position:
Contact number (required):
Email (required):
Signature:
Date Signed:

3.4 Providing Training to New Staff

Part 3 Task 4 Providing Training to New Staff

You will be doing this in a classroomsimulation

1. Organise a training with two (2) new staff members for the purpose of training them on the new and modified administrative system.

2. During the training, you must ensure that you give ample instruction on the usage of the new administrative system and themodified administrative system, ensuring that you address each training need you identified for each of the staff members.

3. After the training, have the attendees accomplish the Feedback Form found within this workbook. All signatures must be handwritten.

4. Submit two (2) Feedback Forms to your assessor.

Simulated Workplace Assessment

Complete the steps outlined above and the additional steps below:

This task will be completed through role play. Refer to the scenarios provided below to complete this task:

Training New Staff Role Play Guide

<http://bounce.precisiongroup.com.au/select-scenario/administration/>

§ Two (2) volunteers to act at the new staff members

§ A safe environment to conduct the role play activities

Have each of your two (2) volunteers complete one (1) Feedback Form found within this workbook. All signatures must be handwritten.

Feedback Form 1
TO THE ATTENDEE: By affixing your signature in the spaces provided below, you are confirming that you have observed the learner complete or demonstrate the skill requirements below.
Learner Name:
Attendee Name:
Date/s Observed:
Training Needs
Did the Learner…	Yes	No	Comments
1. Addressed all my training needs	o	o
2. Answer concerns raised discussing how to implement the system?	o	o
3. Demonstrate handling the systems to provide guidance?	o	o
4. Provide resources to help you handle the system?	o	o
5. Give suggestions and advice on handling the systems?	o	o
6. Use appropriate presentation style?	o	o
7. Use appropriate tone of voice?	o	o
8. Use appropriate vocabulary?	o	o
9. Elicit key information during the training session through appropriate questioning?	o	o
10. Confirm their understanding of the attendee’s feedback during the training session?	o	o
11. Adjust their presentational style to suit the audience during the training session?	o	o
12. Adjust their vocabulary to suit the audience during the training session?	o	o
13. Demonstrate active listening by acknowledging the speaker while they are speaking?	o	o

Staff Declaration
By signing this declaration, I am confirming that the learner held a training session with me to be able to competently implement the modified new administrative system and the modified administrative system. I further confirm that the learner was able to cover all of my training needs.
Staff member’s name:
Staff member’s position:
Signature:
Date:

Feedback Form 2
TO THE ATTENDEE: By affixing your signature in the spaces provided below, you are confirming that you have observed the learner complete or demonstrate the skill requirements below.
Learner Name:
Attendee Name:
Date/s Observed:
Training Need
Did the Learner…	Yes	No	Comments
1. Addressed all my training needs?	o	o
2. Encourage attendees to suggest procedures for the implementation strategy?	o	o
3. Answer concerns raised discussing how to implement the system?	o	o
4. Demonstrate handling the systems to provide guidance?	o	o
5. Provide resources to help you handle the system?	o	o
6. Give suggestions and advice on handling the systems?	o	o
7. Use appropriate presentation style?	o	o
8. Use appropriate tone of voice?	o	o
9. Use appropriate vocabulary?	o	o
10. Elicit key information during the training session through appropriate questioning?	o	o
11. Confirm their understanding of the attendee’s feedback during the training session?	o	o
12. Adjust their presentational style to suit the audience during the training session?	o	o
13. Adjust their vocabulary to suit the audience during the training session?	o	o
14. Demonstrate active listening by acknowledging the speaker while they are speaking?	o	o

Staff Declaration
By signing this declaration, I am confirming that the learner held a training session with me to be able to competently implement the modified new administrative system and the modified administrative system. I further confirm that the learner was able to cover all of my training needs.
Staff member’s name:
Staff member’s position:
Signature:
Date:

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How to Plan and Implement Administrative Systems Essay

1.2 Obtaining and Selecting Quotations

2.3 Implement the Systems

Reflective Journal

3.3 Monitoring Staff Training Needs

3.4 Providing Training to New Staff

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