BSB50215 - Diploma of Business - Plan and Implement Administration System - Purpose and Nature of the System - Business Assignment Help

Assignment Task:

Assessment 1 – Plan and implement administration system 
In this assessment task, you will demonstrate the skills and knowledge required to plan or review administration systems and implement new or modified administration systems. 
Within a real or simulated business context, you will plan a new administration 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 organizational needs and external requirements such as codes of practice or legislation 
• follow organizational 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. 

1. In consultation with your assessor, nominate

a. an appropriate workplace context and

b. an administration systems project to undertake to meet assessment requirements set out in this document.

You may choose: 

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 on system revision of an existing system the 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 administration system. System requirements and considerations may include, for example: 

• size of the system 
• number and type of users 
• purpose and nature of the system 
• ease-of-use versus complexity 
• capability and features
• compliance requirements 
• cost constraints. 

Consider the overall purpose of the system and at least two system options or alternative versions of the system capable of satisfying organizational 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 organizational 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 costs. Suppliers or developers could include: 

• administration system consultants 
• computer/software suppliers 
• efficiency consultants 
• equipment suppliers 
• IT technicians 
• IT trainers 
• internal staff/clients 
• office equipment suppliers. 

4. Use an appropriate method to select suitable suppliers or developers. For example, you may use a worksheet, spreadsheet or matrix to weigh and prioritize specifications and compare quotations in accordance with business needs. 
5. Consult with staff and organizational stakeholders to determine implementation strategies. 
Strategies could include, for example: 

• using external consultants 
• change management strategies 
• strategies for encouraging staff participation in all stages of implementation 
• piloting the system for user-testing before a wider release. 

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: ? physical development of the system and/or installation 

• testing 
• communications to introduce system and procedures 
• 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 offline or malfunctions. 
8. Develop a communication (email, letter, or other forms 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 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 needs 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: 

• compliance risks 
• need for modifications 
• lack of training 
• lack of confidence 
• loss of productivity. 

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. 

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