9771D – Admin Systems Requirements OR BSBADM504A – Plan or Review Admin System

1. 9771D – Admin Systems Requirements ORBSBADM504A – Plan or Review Admin System • PROTOCOL REMINDERS .. • Once the session formally commences • Indicate via MY STATUS if you have a question .. • Indicate via MY STATUS if you step away from your computer .. • If asked a question and you do not have the answer .. Just say PASS [we will not think any less of you!] • Don’t forget to use the ‘chat pod’ if all else fails to get our attention! • Remind Lyn to Record the Session!! Week 8 ASR REVISION

2. THIS WEEK – • Continue External exam discussion/revision in relation to ASR Range Statement • MAKE CONTACT WITH YOUR SITTING CAMPUS [Exam coordinator] BEFORE the end of THIS week to confirm you will be there next Monday! • Be VERY nice!!

3. CRITERIA FOR PERFORMANCE LEVEL GRADING • To receive a PASS, COMPETENT OR JOB READY, learners must: • Develop a business case for an administration system based on actual or simulated detailed requirements, including specification of requirements for new system, budget, implementation plancoveringpolicies and procedures, training, contingencies and monitoring • Develop a project plan using appropriate project management tools • Select new system or modify current system against specification • Develop consultation and communication plan with users and stakeholders to ensure system meets needs and is implemented efficiently • Manage and monitor implementation of system including: • Writing procedures for system users • Training for system users • Monitoring system for continuous improvements

4. CRITERIA FOR PERFORMANCE LEVEL GRADING • To receive a CREDIT, learners must satisfy all the criteria for a PASS GRADE plus demonstrate competence in: • Researching changing needs and report on modifications identified • Developing a CONTINGENCY PLAN • Presenting a workplace report using advanced presentation and language skills • To receive a DISTINCTION, learners must first satisfy all the criteria for a CREDIT GRADE, plus demonstrate competence according to the following criteria: • Outstanding problem solving ability for contingencies • Best practice presentation of report reflecting research, planning and evaluation AND • Apply research findings for relevant legislation and regulations to organisational needs.

5. Teacher Student Study Guide • Swaggies Scenario • Business Case • http://www.mariosalexandrou.com/definition/business-case.asp

6. Let’s relate all this to the supplied Swaggies Case Study • Administration system may include: • Paper-based system • Electronic system • Legislation, codes and national standard relevant to the workplace which may include: • Award and enterprise agreements and relevant industrial instruments • Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health & Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination • Relevant industry codes of practice

7. Case Study & Range Statement contd • System requirements .. may include: • Components of the system • Type of system • Size of system • Work practices • Organisation/staff requirements • Number and type of users • Purpose and nature of the organisation • Purpose and nature of system • Skills of existing staff • Staff training needs

8. Case Study & Range Statement contd • System users may include: • The organisation’s personnel • Casual personnel • External clients .. Any others? • Suppliers/developers may include: • Internal staff/clients • Administration systems consultants • Information technology technicians • Efficiency consultants • Computer/software suppliers • Equipment suppliers • Information technology trainers • Office equipment suppliers

9. Case Study & Range Statement contd • Implementation strategies may include: • Testing • Trialing • Temporary reduction of work load • Boosting staff confidence • Team goal setting • Changing team/organisational culture • Re-defining staff roles • Re-distributing office tasks • Change management strategies • Providing staff training/information sessions • External consultants • Modifying system • Informing relevant persons • Ensuring system functions correctly

10. Case Study & Range Statement contd - COMMUNICATION • Communication strategies may include: • Internal newsletter • Meetings • Training days • Professional development time • Office memorandum • Facsimile messages • Email messages • Photocopied instructions

11. Case Study & Range Statement contd – TRAINING PLAN • Training for Staff may include: • Professional development • On the job trainers • Videos • On-line tutorials • Training handbooks • Coach, mentor and/or buddy systems • Skills assessment

12. Case Study & Range Statement contd - CONTINGENCIES • CONTINGENCIES may include: • Temporary reduction of work output • Loss of staff confidence • Need for additional training • Need to modify system

13. Case Study & Range Statement contd - MONITORING • MONITORING of system may include: • Feedback from internal/external clients • Observation by trained technician(s) • Extra administrative support and back-up • Utilising monitoring tools and processes

14. Case Study & Range Statement contd • Security may include: • Safeguards against computer viruses • Passwords • Confidentiality agreements • Changing needs may include • Growth or decline in the size of system • Change in the nature and purpose of the system/organisation • Technological advances in administration systems • Change in user requirements

15. Case Study & Range Statement contd –ONGOING MONITORING • Further modifications may relate to: • Specialised software • Additional equipment, training • Redefinition of administrative roles and duties • Negotiation of timeframes for system implementation • Monitoring Staff Training needs may include: • Ongoing assessment of staff skills • Ongoing feedback opportunities • Providing professional development opportunities

16. ADDITIONAL THOUGHTS • Can you think about/write about • Specification • Budget • Project constraints • Policies and procedures • Training plan • Contingencies • Change agents

17. WEEKEND STUDY SESSION • Anyone interested • Possible times • Saturday 2.00 pm • Sunday 2.00 pm • Alternative suggestions?