020000PROJECT PORTFOLIO
453075356515PROJECT PORTFOLIO
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center1819275Project Portfolio
BSBINS601 Manage knowledge and information
0Project Portfolio
BSBINS601 Manage knowledge and information
05887085MANAGE KNOWLEDGE AND INFORMATION
00MANAGE KNOWLEDGE AND INFORMATION
Contents
TOC o "1-3" h z t "RTO Works Heading 1,1" Section 1: Collect and analyse information PAGEREF _Toc74905626 h 5Section 2: Seek stakeholder and specialist input to make decisions PAGEREF _Toc74905627 h 12Section 3: Maintain and support Knowledge and Information Management system PAGEREF _Toc74905628 h 14
Student name: Assessor: Date: Organisation this assessment is based on: Purpose for managing information and decisions to be made:
Section 1: Collect and analyse informationReview existing business information.
To help you understand the information, make notes on the documentation you submit as proof (either by hand or using review functionality) and highlight any relevant sections.
Use existing business documentation (e.g. strategic plan, business plan, policies and procedures) to identify organisational goals, objectives, values and standards.
Attach proof of organisational documents you used for information to answer this question (e.g. strategic plan). Identify other information relevant to collecting and analysing data (including documentation and analysis requirements).
Attach proof of organisational documents you used for information to answer this question (e.g. policy and procedures). Summarise legislation, regulations, standards and codes relevant to managing knowledge and information for your organisation or work area.
Attach proof of your research sources (e.g. website links). Review existing customer and staff feedback to obtain information about the business.
Attach proof of documents you used for information to answer this question (e.g. survey results). Review any other business performance data (such as financial or sales data) relevant to your purpose for collecting and analysing data.
Review the available information.
Identify any contradictory or ambiguous data and discard it (all other data should be reliable and valid).
Your information must include numerical and/or financial information.
Attach proof of the information (e.g. profit and loss statement). Identify, define and analysing business issues associated with the information you are managing. Identify any further required information (and its sources) to support decision-making and document the requirements by following organisational requirements.
Attach proof of how you documented the requirements to this section of the portfolio.
For the case study, use Information Requirements Template. Follow the organisational requirements to set clear, relevant and consistent objectives for analysing the information. Confirm that information sources used in the assessment so far are reliable and relevant.
Why are the information sources reliable?
How is the information relevant?
Analyse business information.
Determine your approach to analysing information and knowledge and drawing conclusions.
Make sure you follow organisational requirements to identify and interpret patterns and emerging trends. You must perform numerical calculations on the information so that it is useable and can be reported on. You are also required to perform statistical analysis and sensitivity analysis where relevant. Analyse the information.
Present the analysis in a usable format.
If using the case study, attach your Forecast spreadsheet. Write a briefing report.
Attach your report to this section of the portfolio.
Plan for knowledge and information management.
Research new technologies available that may be used for information and knowledge management.
Attach proof of your research sources (e.g. website links, screen shots etc.). Identify and describe suitable options for storing and accessing information for your specific knowledge and information management purpose (at least two). Explain how the options (above) support information security. Design a proposed folder structure to use in your information and knowledge management system. Plan for communication.
Your communication plan should include at least one new and innovative communication idea suitable to your organisation
This plan will be relevant and put into action once stakeholders have made decisions based on your analysis.
Audience
Key message Delivery method Frequency andduration of session (if applicable) Location
Plan for risk management.
Identify four risks for your specific knowledge management purpose and provide at least three mitigating activities that could be undertaken for each risk (e.g. for the case study what are the risks if the expansion project goes ahead and how might those risks be controlled?).
Risk Mitigating activity
61859414351000 Attach: Existing business documentation (e.g. strategic plan, business plan, policies and procedures) to identify organisational goals, objectives, values and standards
Other information relevant to collecting and analysing data (e.g. policies, procedures, templates etc.)
Research sources for legislation, regulations, standards and codes
Existing customer and staff feedback
Any other business performance data (such as financial or sales data)
Documented information requirements
Forecast spreadsheet (if using the case study)
Briefing report
Section 2: Seek stakeholder and specialist input to make decisions
Consult with stakeholders to collect and review business information.
Distribute your Briefing Report, Information and Knowledge Management Plan, Communication Plan and Risk Management Plan to stakeholders following organisational requirements.
If you are basing this assessment on the case study, you are required to draft an email to the stakeholder (CEO) and consultant (assuming that the report and plan are attached) to distribute the necessary information to them.
Attach proof of how you distributed the information to stakeholders. Summarise the stakeholder meeting outcomes.
Who did you meet with?
What did you explain, discuss and confirm?
If not already viewed in person by your assessor, attach proof of the stakeholder meeting. Make decisions based on your analysis and stakeholder/specialist meeting.
What decision is the best choice?
How does the decision support and align to organisational objectives, values and standards? Adjust the Communication Plan to incorporate meeting outcomes.
Highlight your changes or show them in bold.
Audience
Key message Delivery method Frequency andduration of session (if applicable) Location
61859414351000 Attach: Proof of how you distributed information (e.g. draft email)
Proof of meeting with stakeholders (if required)
Section 3: Maintain and support Knowledge and Information Management systemSet up the approved knowledge and information management system.
Use the chosen digital technology to design the approved knowledge and information management system.
Use the folder structure approved by the stakeholders.
Attach proof of the system (e.g. screen shots). Test your system.
How will you test the system?
Attach proof of how you tested the system. Support information security.
Write a policy and procedures that addressinformation management including information security, confidentiality and privacy.
Attach your policy and procedures for proof. Maintain knowledge the Information and Knowledge Management System.
Save all relevant documents in the correct locations in your Knowledge and Management System.
Take a screen shot of the saved documents for proof. 61859414351000 Attach: Knowledge and information management system proof
Proof of how you tested the knowledge and information management system
Information management policy and procedures
Case Study King Edward VII College
King Edward VII College has been operating since 2015. The College is based in Melbourne CBD and has an additional campus in Sydney. The College offers a range of courses in management, marketing, human resources and international business. It currently has 195 students enrolled across all of its courses and both campuses. Courses are offered at all levels, from Certificate II to Graduate Diploma.
King Edward VII College is very popular due to its competitive pricing structure, innovative teaching methods and state of the art facilities.
The College currently employs 24 staff members that include the CEO, a Sales and Marketing Manager and Sales and Marketing Assistant, Promotions Officer, Human Resources Manager, Operations Manager, Administration Manager, Office Assistant, Receptionist, Academic Manager, Student Services Officer and approximately 14 trainers and assessors.
Currently, the company is preparing the financial forecasts and projections for the year ahead.
They are planning to open two new campuses, one in Brisbane and one in Adelaide in the next year, and that will have to be factored into the forecasts.
As the Financial Manager for King Edward VII College, you have been tasked to collect and analyse information so that an informed decision can be made regarding the proposed business-expansion project. The CEO has also asked you to manage the knowledge and information related to the expansion project.
The CEO has asked you analyse trends and existing financial information and then forecast for the future allowing for the expansion project. Recently, the College underwent an annual financial audit and all financial information was confirmed to be valid, true and reliable.
He has also requested that you review other available information (e.g. from staff and customer surveys) to gain a full understanding of the current status quo and conduct sensitivity analysis to determine what-if scenarios for the expansion project. You will have access to a learning consultant to provide guidance and additional information.
To help you, the CEO has set up an Information Requirements Template (MS Excel Spreadsheet) for you to use and populate as you identify any additional information and knowledge requirements to inform the expansion project decision making process. He has requested that you investigate whether Dropbox is a suitable system to manage the information and knowledge associated with the expansion project.
The CEO will use your analysis, together with the advice of a learning consultant to determine the next steps for the expansion project. Assuming that the project goes ahead, he would like you to prepare a communication plan and risk management plan for the project.
center1619250Simulation Pack
BSBINS601 Manage knowledge and information
0Simulation Pack
BSBINS601 Manage knowledge and information
Executive Summary
Established in2015,King Edward VII Collegeis a Registered Training Organisation (RTO) thatprovides trainingtostudents in business and management.
Ourprincipalpurpose is to provide high quality training services to satisfystudents needs.
Our training is nationally recognised and accredited to meet vocational and educational standards. Courses are designed by highly qualified staff with extensive industry and training experience to achieve teaching and learning excellence, flexibility and personal satisfaction.
We draw on our established relationships with industry and other stakeholders to ensure our courses are appropriate to the demands of our clients and consistently meet their expectations.
Quality is maintained in compliance with thenational VETQuality Frameworkand throughour continuous improvement system.
A key objective is to develop the required knowledge and skills for clients to be job ready and competently undertake their chosen role inawiderange of business areas.
Mission
KingEdward VIICollegeprovides high qualityindustry training that engenders participation and achievement.
Strategic Objectives
To be a leader in vocational education and training
To establish and maintain high quality infrastructure supporting clients and staff
To be well led, high performing, profitable and accountable
To develop our people and resources
Values
The core values underpinning our activities are:
Sustain excellence in training and assessment.
Promote innovation across all of our business operations.
Be a collaborative and caring community.
Embrace difference and diversity.
Demonstrateintegrity and equality of opportunityin all activities.
Operate withopenness and accountability.
Overview
This new business plan reflectsour approach to the coming years. We commenced operations in 2015 with relatively low student numbers which then increased significantly.
We do not expect these numbers to increaseover the period 2021 2023 as we are limited by capacity in our Melbourne and Sydney campuses and it will take some time to build up student numbers at the new campuses.
We also expect stable costs with no major increases expected.
Therefore,we expect our profits to continue to increase but not as seen over the previous two financial years.Profits will also increase through expected increases to fees from 1 July 2021.
OperationalObjectives
The followingidentifiestheoperational objectiveswe plan to achieve in pursuit of our strategic objectives.
Priorities Key performance indicators
2021 July Improve web site information to attract more students 10% increase in students by June 2022
Improve market share by 5%
September Conduct annual internal audit Auditconducted,and continuous improvement identified
October Develop and implement a cultural sensitivity and awareness program for staff All staff trained in cultural awareness
December Staff performance reviews All staff performance reviews conducted
2022
January Identify staff required for new campuses Staff recruited and in place
January Commence investigations new campuses in Brisbane and Adelaide Location identifiedin the CBD or near surrounds.
January Provide information sessions showcasing the College (existing campuses)Identify at least 50 potential sign ups
March Develop online learning for all courses All courses offered online by end 2022
April Fit out new campus ready for intake in July. New campusesready for operation
July Conduct annual internal audit Auditconducted,and continuous improvement identified
Increase student numbers by 12%by June 2023
November Staff performance reviews All staff performance reviews conducted
2023
February Undertake scoping study for possible offshore campus Scoping study completed by June23and decision made as to whether to proceed
July Conduct annual internal audit Audit conducted,and continuous improvement identified
Nov Staff performance reviews All staff performance reviews conducted
TheMarket
Market characteristics & conditions
King Edward VII Collegehas two broad segments to its target market consisting ofpeople wishing to gain entry to the industry, as well as people already working in business and management who want to formalise or develop their skills.
Workforce needs for this sector have been identified as the need to develop an adaptive, responsive and diverseworkforce, keep up with technology and to build effective leadership and management skills.
This has informedKing Edward VII choice ofcoursedelivery.
We also intend to capitalise on market needs for delivery of blended (classroom and online), as well as on-line courses.
There are many training providers in our sector and King Edward VII seeks to offer a point of difference through ourcompetitive pricing structure, innovative teaching methods and state of the art facilities.
Although we will be setting up new campuses in Brisbane and Adelaide in mid 2022and commencingin the new financial year (July 1) we expect these to be loss leadersinitially. Our main aim is to build our brand. We do not expect there to be more than 50 students ineach campus in the first year, as these locations are less popular than Sydney and Melbourne but are important for building our brand.
Situation Analysis
Strengths Weaknesses
Price, value and quality
Clear understanding of studentrequirements
Delivery mode suitable for client requirements
High quality learning&assessment materials
Committed to quality ethical practice
Ability to adapt to changing market conditions
Effective and practical policies and procedures
Competitive pricing
Friendly organisational culture
Level of available finance for investment Focus on business and management courses only
Substantial investment in Sydney and Brisbane meaning large financial outlay
High staff turnover of trainers
Lack of diversity in workforce
Opportunities Threats
Potential for offshore delivery
Target market experiencing growth
Totargetother Statesand Territories
Current portfolio of courses popular in target markets
Potential to apply forGovernment funding Changes in Industry/ Government legislation affectingstudents
Adverse effects of governmentpolicies
High level of competition
Other RTOsbad/ malpractice creating poor perception of training providers to clients
Predicted uncertainties in the world economyimpacting level of demand for training
Low price competitors
Failing to satisfy clients demands
Marketing Strategies
Potential studentsmake their decisions based on the reputation of the organisation, quality of courses,pricing,employment optionsand personal recommendations amongst other factors.
Our strong vocational emphasis and continual industry consultationwillensure our courses are appropriate to develop the skills and knowledge currently demanded byemployers andstudents.
Our market decisions are based on extensive and continuous market research, targeting market segments and clients within industry. We collect our data from a variety of sources including current and potential clients,VET and business sectors, competitors, media and governmentalong with many other sources.
We plan to develop our market share by:
Establishing two new campusesin Brisbane and Adelaide.
Offering online blended learning.
Providing face to face information sessions.
Improving our web site.
Continually improving the quality of service given toclientspre-enrolment, duringcourse deliveryand through the provision of support services while remaining price competitive.
Focusing on the provision of courses required by industry.
Maintainingeffective communication channels with all stakeholders to ascertain industry requirementsand thendevelop productsand manage services accordingly.
Continually improving communication channels with all our stakeholders, ensuring a flow of timely and accurate information to facilitate effective planning and decision making.
Consistently satisfyingindividual client needs and demands at the same time as developing the knowledgeand skills required by industry.
Targeting identified growth markets with planned, market appropriatecampaigns employing a variety of promotional strategies and advertising mediums.
Offering attractive fee structures to our clients.
Continually improving the skills, knowledge andeffectiveness ofKing Edward VII Collegethrough our commitment to training and development.
Regularlyreviewing the effectiveness of all our operationsand making improvements when and where necessary.
Workforce Development Plan
Over the duration of this plan, it is projected that studentenrolmentswill increaseat least 10%per annum.It is anticipated that the increase inenrolmentswill beaccommodated by employing extra human resources.Appropriately qualified and experienced training/ assessment and support/ administration staff will be appointed.
Enrolments will be monitored on an ongoing basis and a formal review of this plan will be undertaken every six months.During review,the management will decide if the level of human resources are appropriate for the level of enrolments.
Trainers/ assessors and administrative/support staffwill be employed part time on casual contracts initially.
The following criteria will be employed as a guide fordecidingthe level of human resources compared to enrolments. These projections are a guide only and may be adjusted through time.
Enrolments per month Number of training and assessment staff (FTE) Number of administration/ support staff (FTE)
1-50 1 0.5
51-100 1.5 1
101-150 2 1.25
151-200 2.5 1.5
Finance Policy and Procedures
Finance Authorisation Policyand Procedures
Purpose of the Policy
All finance transactions as noted in this policy are to be authorised by the noted authorised personprior to the transaction being undertaken.
This policy is to be read in conjunction with other specific finance policies where relevant.
Procedures
Prior to any of the following finance transactions being undertaken, the authorising person noted must authorise the transaction.
Where additional policy is noted, this policy must also be adhered to when undertaking the finance transaction.
Finance Transaction Authorised Person
Bank Accounts CEO/OperationsManager
Issuing Petty Cash Senior Managers
Business Credit Card Senior Managers
Authorising New Customers Operations Manager
Authorising New Suppliers Operations Manager
Purchasing Stock Senior Managers
Purchasing Assets/ Equipment CEO
Debt Collection Senior Managers
Payment of Invoices Senior Managers
All financial decisions of major investments must be reviewed and agreed on by a majority of the Management Team and by the CEO.
Petty Cash Policy
Purpose of the Policy
Petty cash should be used to pay for small business expenses up to$100where payments through accounts payable or credit card are not justified or appropriate.
Procedures
Issuing Petty Cash
Petty cash vouchers must be completed before any cash is taken from the petty cash float.
Only up to $100 can be disbursed at any one time.
All petty cash vouchers issued must be approved by a Senior Manager.
Once the petty cash is spent, a receipt or invoice should be attached to the voucher and returned to petty cash with any balance of monies unspent
All completed vouchers must have the following details included:
Issue date of voucher
Name of person who issued the voucher
Amount of monies disbursed
Details of expense
Invoice or receipt
Signature of approval person
Reconciling Petty Cash
Petty cash float is to be reconciled at least monthly. This is the responsibility of {insert relevant job title here}
All petty cash expenditure must be entered into the financial system once the petty cash has been reconciled.
The balance of monies and vouchers must equal the petty cash float amount before reimbursement can be made.
Reimbursement of petty cash will be authorised by a Senior Manager.
Use of Business Credit Card Policy
Purpose of the Policy
This policy provides guidelines for the issue and use of business credit cards.
Procedures
An employee will only be issued a credit card once the Credit Card Authorisation Form has been completed.
The business credit card can only be used for travel, authorised entertainment and purchases of small value expenses or equipment up to the value of $500.
No cash advances are to be taken using the business credit card unless authorised by the Finance Manager.
Where a business credit card is lost or stolen, the owner of this card is to notify the Finance Manager, who is responsible for notifying the issuing agency and ensuring the card is cancelled.
The business credit card is not to be used for personal expenses.
All holders of business credit cards are required to reconcile the monthly credit card statement to the expense form, attach all receipts for payments made on the credit card and have the expense statement authorised by the Finance Manager.
Upon completion and authorisation of the monthly expense statement, these documents are to be forwarded to the Finance Manager for payment of the credit card statement.
All business credit cards are to be returned to the business when the person is requested to by the Finance Manager or where they are no longer an employee of the business.
Forecasting
Purpose
The purpose of forecasting for King Edward VIII College is to improve the financial management of limitedresourcesby identifying and acting on opportunities, identifying and mitigating risks and proactively managing resourceallocation.
These financial forecasting procedures provide information on the annual forecasting processes and the key parameters within which forecasts are prepared. Assumptions from the business plan are to be used for forecasting.
Financial modelling
King Edward VII College supports the use of a range of financial models. The financial model selected must be explained in reports supporting financial forecasts and the rationale for use over other models explained.
Procedures
Financial forecasts are prepared on an annual basis, for the next two years,at the overall business level.They must be prepared immediately after year end to enable forecasting for the year ahead. This means there is a window of a week (5 working days) to analyse data, liaise with staff and set budgets.
The process involvesa review ofcurrent and previousprofit and loss dataand exception reports.
It is of vital importance that clear instructions are issued toMarketingand Sales, as well asAdministration,so that the data provided can inform the forecasts. Marketing and Sales needs to provide actual student numbers and variations in the last two years plus forecasted student numbersfor the year head.This should be on an overall level and campus level.
Administration must provide expected costs for the year ahead plus actual costs and variations in the last two years.This should be on an overall level and campus level.
It is important to meet with senior managers from these departments to explain the data needed, as well as the format it is needed in. The financial model used must also be explained so that senior managers can fully understand how data will be used.
Once all data is received,financialforecastsmust be prepared.
Alldata received must also be checked as follows:
Checked for completeness: is thereany missing data?
Checked for accuracy:does everything add up?
Checked for reliability and validity:are the figures realistic?
The final forecasts must be provided to the senior management team along with a report outlining key outcomesfromthe forecasting process.The information provided should be clear and accurate.
Information Management Policy and Procedures Template
Purpose
Summarise the documents objectives.
Writing Style
Give a brief description of an acceptable style of writing.
Standard Operating Environment
King Edward VII Collegesstandard operating environment (SOE) is Microsoft Windows.
Documentation should be produced using MicrosoftOffice 2011or higher. This will ensure portability of files and consistency of operation.
Hyperlinks
Describe how hyperlinks work.
Templates
There is nosingle standard templatefor documents atKing Edward VII College. Writers may use their own formats for documents as long as the following style guide is followed.
Note that all letters sent to external parties must be signed bythe owner ofKing Edward VII College.
Data storage system
Describe the new system and how it should be used.
Data Security
As applies to the data storage system use.
Page Layout
Only A4 paper is to be used forKing Edward VII Collegedocuments. The page margins must be asfollows:
All margins (left, right, top and bottom) 2.54cm
Header or footer 1.27cm from margin line.
Headers and footers
Headers are used for all documents of more than one page. They contain theKing Edward VII Collegelogo, the title of the document and the title of the current section (if applicable).
Footers are used for all documents(except for letters and emails)and must contain thefilename, the date and the page number.
Appearance
The standard font for allKing Edward VII Collegedocuments is Arial 10ptwith 1.15 spacing.
Headings shouldbe bolded with Heading 1 in 14pt and Heading 2 in 12pt.
PowerPointslidesmay be developed using any font or size.
Archiving folders
To ensure that our folders stay up to date, staff are required to regularly archive documents.
Each staff member should create a folder called Archive and then sub-folders as per the folders under filing. Archived files should be filed under the relevant sub-folder by date.
Back up
Describe standard back-up procedures.
Privacy
Describeprivacystandards andprocedures.
Financial Data
Sales and marketing
Actual Student numbers: 2018, 2019 and 2020:
Campus 2018 2019 2020
Sydney 40 62 86
Melbourne 40 65 100
Course costs: Currently $10,000 for all courses. This will be increased to $12,000.
Increase in student numbers per year overall:
58% increase in overall student numbers between 2018 to 2019
46% increase in overall student numbers between 2019 to 2020
Expected student numbers for2021 2022:
Campus 2020-2021 2021-2022
Sydney 100 150
Melbourne 120 180
Adelaide 44
Brisbane 50
Administration
Expenses2018, 2019, 2020:
Campus 2018 2019 2020
Sydney $351,225 $405,675 $623,250
Melbourne $391,225 $445,675 $723,250
14.5%increasein costs numbers between 2018 to 2018
58% increase in costs between 2019 to 2020
Expected costs for 2021 2022:
Campus 2020-2021 2021-2022
Sydney $685,575 $754,132
Melbourne $795,575 $875,132
Adelaide $330,000
Brisbane $330,000
Profit and Loss
Financial year ending June 30, 2018:
Income:
Sales $800,000
Expenses:
Electricity and gas $6,000
Internet $2,200
Office supplies $2,400
Rent $440,000
Stationary $2,600
Wages and salaries $250,000
Superannuation $23,750
Travel and accommodation $5,600
Water $5,300
Work cover insurance $4,000
Total cost of sales: $742,450
Gross Profit before tax $57,550
Exception reportfor 2018
In 2018 there was a variation in expected profit to actual profit by 20%. This was due tolower than expectedstudent numbers in the first year of operation. In all other years, there were no significant variations in profit and loss.
Financial year ending June 30, 2019:
Income:
Sales $1,270,000
Expenses:
Electricity and gas $6,000
Internet $2,200
Office supplies $2,400
Rent $440,000
Stationary $2,600
Wages and salaries $350,000
Superannuation $33,250
Travel and accommodation $5,600
Water $5,300
Work cover insurance $4,000
Total cost of sales: $851,350
Gross Profit before tax $418,650
Exception report
No exceptions to report.
Financial year ending June 30, 2020:
Income:
Sales $1,860,000
Expenses:
Electricity and gas $6,600
Internet $2,420
Office supplies $2,900
Rent $440,000
Stationary $2,600
Wages and salaries $800,000
Superannuation $76000
Travel and accommodation $6,150
Water $5,830
Work cover insurance $4,400
Total cost of sales: $1,346,900
Gross Profit before tax $513,100
Exception report
All costs increased by 10% except rent andwages.These stayed the same as rent is subject to a lease and wages costs increased as expected due to the need to recruit additional staff due to increase in students.
At the time of producing this report, it is expected that all costs except for rent and wages should be expected to increase by 10% per year.
Staff Focus Group
Two months ago, a consultancy firm was employed to get feedback from staff about how they felt about working at the college.
What do you like most about working for this organization?
The people I work with and the people I work for.
The feeling that what I do on aday-to-daybasis has a direct impact on ourstudentsandtheirsuccess.
That there is always something new andinterestingin the works.
What do you like least about working for this organization?
Adhoc performance review system despite policies and procedures put in place.
Not enough training.
Not enough communication between staff and management.
Performancereview not linked to job role.
Asked to do things above and beyond my job description.
We are often expected to work longer hours than scheduled due to staff shortages.
Not recognised for efforts.
What causes you the most stress or frustration at work?
Disorganised processes, not consistent with managerial decisions.
Too much work.
Not always clear what my role is.
Wondering whether I am going to meet targets set.
Worryingabout my performance review.
If you were theCEOof this organization, what would you do differently?
I would setclearergoals and rewards for my staff.
More staff participation in the meetings.
Layout a vision, give clear expectations and job descriptions to each person and "let go" so the business runs in an efficient manner as possible.
Give timely and effective feedback.
Employ more teaching and administrative staff so the College can give the best possible education to their students.
Employ more women in senior positions to add diversity to the organisation.
Whatis itabout this organizationthatcauses you to givemore than whats expected (ornecessary to keep your job)?
I really connect with the vision of the company.
I want to seethe company succeed.
I want to keep my job.
I really enjoy seeing my students achieve their goals.
What about this organization causes you to withholdanextra effort?
My specific role within the company does not tap into my full potential.
I feel I am unchallenged hereand therefore I don't feel that I am working as hard or trying as hard as I could be.
Seeing a lack of effort from others.
Lack of succession planning/talent management.
Performance rating of meets/does not meet expectations does not encourage me to try harder.
What gets in the way of teamwork and/or cooperation in this organization?
People who do notmake the effort to find out about the company and its services andprocedures.
Procedures that are set up for very good reasonsare oftennot followed.
Managers that are not available when you really need them because they areoften in meetings. Meetings are important,but so is supporting your team in every way that you can.
Feeling that there is a power imbalance in the performance management process.
What could be done to improve teamwork and cooperation?
Performance management needs to be properly implemented.
Thethree-monthprobation periodto determinewhether or not the person will fitinwith the team and be able to grow with the company. Thethree-monthprobation is not being used.
Better communication and cooperation throughout the whole company.
Better communication.
More group-building activities such as this one.
Staff and Student feedback Month X
Sam Bates
19 Fair Way
Sydney 2099
Age: 19
Im havinga great time at the College. Great teachers, great facilities, and the studentsarejust fantastic. Some of them are my best friends now.
However, I do find it difficult to get hold of teachers for support outside of class.
Betty Wong
17 SpeakWay
Sydney 2098
Age:21
The courseworkisgood, and I liked the modern workstations. I would have liked the teaching staff to have more time for us. There is an online chat service which is not too bad, but I would much prefer to speak to a person. Especially when I am on campus virtually every day.
Amit Singh
3/19Castle Causeway
Sydney 2066
Age: 19
Im happy with the course.The only thing isI would like more face-to face time with the teachers. Sometimes I feel that I am spending too much time reading and doing exercise online.
Jon Sykes
14 Bead Close
Sydney 2011
Age:23
I really likethe class work. My group has been really inclusive and supportive this year, which I really
appreciated because this is my first year in Australia.
I would like more class time aswe only have to come into college for two days a week and I think a third day would be better.
Basil Santos
14CasulaCourt
Sydney 2078
Age:24
The facilities are not bad considering the course fees that I pay. The workstations are quite modern, and the internet is quick.I think the sessions are too long. We dont have enough breaks. I thinkitstoo long to work for 5 hours and then have a short break and go in for another 3 hour session.
StaffFeedback
John Simms, Trainer and Assessor
I like working here but I am not paid for marking assessment and I dont consider that is fair. Other colleges pay at least 4 hours extra per week for marking.
BertBacharat, Trainer and Assessor
Im happy with my role but I would like more professional development. Strongly suggest that a structured program for professional development is put in place.
Sally Smith, Administration Officer
Id like to get to know my team better, at other places we worked we had team socials.
Veena Shrestha, Student Services Officer
The performance review system doesnt really work well.Itstooadhocso sometimes it happens and sometimes it doesnt.
Information Management Policy and Procedures
Purpose
Summarise the documents objectives.
Writing Style
Give a brief description of an acceptable style of writing.
Standard Operating Environment
King Edward VII Collegesstandard operating environment (SOE) is Microsoft Windows.
Documentation should be produced using MicrosoftOffice 2011or higher. This will ensure portability of files and consistency of operation.
Hyperlinks
Describe how hyperlinks work.
Templates
There is nosingle standard templatefor documents atKing Edward VII College. Writers may use their own formats for documents as long as the following style guide is followed.
Note that all letters sent to external parties must be signed bythe owner ofKing Edward VII College.
Data storage system
Describe the new system and how it should be used.
Data Security
As applies to the data storage system use.
Page Layout
Only A4 paper is to be used forKing Edward VII Collegedocuments. The page margins must be asfollows:
All margins (left, right, top and bottom) 2.54cm
Header or footer 1.27cm from margin line.
Headers and footers
Headers are used for all documents of more than one page. They contain theKing Edward VII Collegelogo, the title of the document and the title of the current section (if applicable).
Footers are used for all documents(except for letters and emails)and must contain thefilename, the date and the page number.
Appearance
The standard font for allKing Edward VII Collegedocuments is Arial 10ptwith 1.15 spacing.
Headings shouldbe bolded with Heading 1 in 14pt and Heading 2 in 12pt.
PowerPointslidesmay be developed using any font or size.
Filing
All documents must be filed in the appropriate folder onKing Edward VII Colleges computer system.
Current folders are:
Administration
Invoicing
Correspondence
Purchase orders
Marketing
Flyers
Special offers
Customer correspondence
Staffing
Staff files
Human resources policies and procedures
Newsletters (file by month)
General Policies and Procedures
Record keeping policies and procedure
Complaints handling policy and procedures
Registers
Equipment Register
Complaints and Feedback Register
If there is no relevant folder, staff should create a new folder. Folders must be labelled numerically as above.If there are changes to existing folders the above list should be updated with this policy and procedure and sent to staff.
Archiving folders
To ensure that our folders stay up to date, staff are required to regularly archive documents.
Each staff member should create a folder called Archive and then sub-folders as per the folders under filing. Archived files should be filed under the relevant sub-folder by date.
Back up
Describe standard back-up procedures.
Privacy
Describeprivacystandards andprocedures.
right1614805Student Assessment Tasks
BSBINS601 Manage knowledge and information
0Student Assessment Tasks
BSBINS601 Manage knowledge and information
Contents
TOC h z t "RTO Works Heading 1,1" Introduction PAGEREF _Toc74904591 h 4Assessment Task 1: Knowledge questions PAGEREF _Toc74904592 h 5Assessment Task 1: Checklist PAGEREF _Toc74904593 h 7Assessment Task 2: Project PAGEREF _Toc74904594 h 8Assessment Task 2: Checklist PAGEREF _Toc74904595 h 18Final results record PAGEREF _Toc74904596 h 22
IntroductionThe assessment tasks for BSBINS601 Manage knowledge and information are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course.
Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Business Works Student User Guide. The Student User Guide provides important information for you relating to completing assessment successfully.
Assessment for this unit
BSBINS601 Manage knowledge and information describes the skills and knowledge required to develop and maintain information and data systems to support decision making, and to optimise the use of knowledge and learning throughout the organisation.
For you to be assessed as competent, you must successfully complete two assessment tasks:
Assessment Task 1: Knowledge questions You must answer all questions correctly.
Assessment Task 2: Project You must work through a range of activities and complete a project portfolio.
Assessment Task 1: Knowledge questions
Information for studentsKnowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:
review the advice to students regarding answering knowledge questions in the Business Works Student User Guide
comply with the due date for assessment which your assessor will provide
adhere with your RTOs submission guidelines
answer all questions completely and correctly
submit work which is original and, where necessary, properly referenced
submit a completed cover sheet with your work
avoid sharing your answers with other students.
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Assessment information
Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:
where this task should be completed
the maximum time allowed for completing this assessment task
whether or not this task is open-book.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix C of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
Questions
Provide answers to all of the questions below:
Describe at least two types of existing technology that can be used in knowledge and information management.
Describe an emerging technology that can be used in knowledge and information management.
Explain all of the following methods of analysis and their relevance to decision making.
correlation calculations
short to medium-term term and long-term trend analyses
probability assessment
regulation analyses
dynamic programming
linear programming
queuing theory
simulation
Outline threekey features of management information systems and decision support systems.
Explain howrisk management plans can be used in making decisions about actions to be taken for a business.Assessment Task 2: Project Information for studentsIn this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.
You will need access to:
your learning resources and other information for reference
Project Portfolio template
Simulation Pack (if you need a case study)
Information Requirements Template
Forecast Spreadsheet template
if using your own business:
business documentation to determine organisational goals (e.g. Business Plan)
business performance data
staff and customer feedback
stakeholders who are willing to participate in a meeting to be viewed by your assessor.
Ensure that you:
review the advice to students regarding responding to written tasks in the Business Works Student User Guide
comply with the due date for assessment which your assessor will provide
adhere with your RTOs submission guidelines
answer all questions completely and correctly
submit work which is original and, where necessary, properly referenced
submit a completed cover sheet with your work
avoid sharing your answers with other students.
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Assessment information
Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:
where this task should be completed
how your assessment should be submitted.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
ActivitiesComplete the following activities:
Carefully read the following:
This project requires you to manage knowledge and information in an organisation to support decision-making for a specific purpose. This may either be related to a specific work area or for the business as a whole. To do this you will:
review and analyse existing business information
determine knowledge and information management requirements
seek stakeholder and specialist input
make informed decisions
design and maintain a knowledge and information management system.
Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, we are giving you the choice to base this project on your own business, one you work in or a familiar with, or you can use the case study provided. This will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way to your own situation!
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. It is important that you are able to access enough information for your chosen business in order to be able to do your assessment.
If you are basing this assessment on the case study, the information you need to complete this project is contained in the Simulation Pack. You will be collecting, analysing and distributing information regarding business expansion and making a decision on whether to go ahead or not.
If you are basing this assessment on your own business, make sure you have access to sufficient information to complete the assessment steps (as described in the blue boxes throughout the instructions below). Also identify the purpose for managing information (e.g. business expansion, strategic planning, sale of a business etc.) as well as the decisions that will be made based on your analysis. Before you continue, have your business or case study approved by your assessor.
Make sure you are familiar with the organisation you are basing this assessment on and have read through the necessary background information.
Complete Page 4 of your Project Portfolio for this unit.
Read through the requirements of Section 1, 2 and 3 of your Project Portfolio.
Start working on Section 1 of your Project Portfolio. Steps 2 to 7 form part of Section 1.
If you are basing this assessment on the case study, refer to the Simulation Pack for required information.
If you are basing this assessment on a business of your own choice, make sure you have access to:
Business documentation to determine organisational goals (e.g. Business Plan)
Business performance data
Staff and customer feedback
Review existing business information.
First, use existing business documentation (e.g. strategic plan, business plan, policies and procedures) to identify organisational goals, objectives, values and standards.
Also identify other information relevant to collecting and analysing data (such as documentation and analysis requirements).
Summarise legislation, regulations, standards and codes relevant to managing knowledge and information for your organisation or work area.
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You may use the following links to access various Information Management legislative, regulatory and standard requirements:
https://www.naa.gov.au/information-management/information-management-legislation
https://www.naa.gov.au/information-management/information-management-standards/information-management-standard-australian-governmenthttps://miktysh.com.au/australian-records-management-standards-policies/
https://www.business.qld.gov.au/running-business/finances-cash-flow/records/requirements
Review existing customer and staff feedback and any other business performance data (such as financial or sales data) relevant to your purpose for collecting and analysing data. Identify any contradictory or ambiguous data and discard it (all other data should be reliable and valid).
Use the information youve summarised and reviewed to identify, define and analyse business issues.
Identify any further required information (and its sources) to support decision-making and document the requirements by following organisational requirements.
Follow the organisational requirements to set clear, relevant and consistent objectives for analysing the information.
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Make sure your information sources are reliable and relevant. Attach proof of your information sources (e.g. internet websites, strategic plan, policies and procedures, surveys etc.).
Your information must include numerical and/or financial information.
To help you understand the information, make notes on the documentation (either by hand or using review functionality) and highlight any relevant sections.
If you are basing this assessment on the case study:
you will need to review the:
Business Plan
Financial Policy and Procedures
Financial Data
Profits and Loss Statements for the previous three years.
Staff Survey Results
StudentFeedback
identify required information that may be sourced from stakeholder consultation (you will collect the required information in step 8)
organisational requirements specify that a spreadsheet should be used to document information requirements (use Information Requirements Template).
If you are basing this assessment on your own business, and the information required is to be collected from a source other than a stakeholder, collect the information and attach it to your portfolio as proof. If your organisation does not have specific documentation requirements for required information, use the Information Requirements Template relevant to the case study business.
Analyse business information.
Before you begin, determine your approach to:
analysing information and knowledge
drawing conclusions.
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Make sure you follow organisational requirements to identify and interpret patterns and emerging trends. You must perform numerical calculations on the information so that it is useable and can be reported on. You are also required to perform statistical analysis and sensitivity analysis where relevant.
Use your planned approach to analyse the information you summarised in Section 1 of the Project Portfolio (and collected from stakeholders in Section 2).
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If you are basing this assessment on the case study, you must
analyse trends
use the Forecast Spreadsheet to perform a financial forecast for the business expansion
perform sensitivity analysis on what-if scenarios for the expansion project.
Write a briefing report to inform decision-making.
Represent the work youve done in this assessment so far in a written report to support decision-making (for decisions associated with the purpose of your specific information and knowledge management project). Your report should include:
Brief description of the purpose of the report (and information and knowledge management project)
Summary of business performance information available
Approach to analysis and drawing of conclusions
Objectives for information analysis
Analysis of information
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You are required to develop your own report (no template is provided). You must show your ability to write in a professional and business-like manner, choosing appropriate conventions and styles to convey your message. You will be assessed on this.
Plan for knowledge and information management.
To do this, first research new technologies available that may be used for information and knowledge management. Then, identify suitable options for storing and accessing information for your specific knowledge and information management purpose.
Also, design a proposed folder structure to use in your information and knowledge management system.
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The information and knowledge management systems must be current, accurate and relevant. They should be based on digital technology and support the security of information.
Also save your Knowledge and Information Management Plan in a separate document (to be saved in the Knowledge and Information System as part of step 13 and distributed to stakeholders in step 8).
Plan for communication.
Develop a communication plan to communicate relevant information to stakeholders associated with your specific information management purpose.
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Your communication plan must plan for communication once a decision has been made based on your analysis (e.g. communication required once the expansion project is approved).
It should include at least one new and innovative communication idea suitable to your organisation.
If you are basing this assessment on the case study:
develop a communication plan to ensure that all stakeholders are made aware of the campus expansion and the new data storage system.
Ensure that the strategies you develop are designed to promote the benefits of change to staff and to reduce the likelihood of a negative response/adverse outcomes.
Your communication plan should also show the reporting process to senior management, which will be required on a regular basis.
The Colleges customers (the students) should also be informed about the campus expansion.
If you are basing this assessment on your own business, you may use any template relevant to your business you may use the template provided in Section 1 of the Project Portfolio.
Also save your Communication Plan in a separate document (to be saved in the Knowledge and Information System as part of step 13 and distributed to stakeholders in step 8).
Plan for risk management.
Identify risks for your specific knowledge management purpose and provide mitigating activities that could be undertaken for each risk.
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If you are basing this assessment on your own business, you may use any template relevant to your business you may use the template provided in Section 1 of the Project Portfolio.
Also save your Risk Management Plan in a separate document (to be saved in the Knowledge and Information System as part of step 13 and distributed to stakeholders in step 8).
Make sure you have answered all questions in Section 1.
You are required to attach certain documents as part of your evidence review the documents you need to attach as outlined in Section 1 of the Project Portfolio.
Submit Section 1 to your assessor.
Start working on Section 2 of your Project Portfolio. Steps 8 to 10 form part of Section 2.
If you are basing this assessment on the case study, refer to the Simulation Pack for required information. Your assessor will provide role-play participants for your stakeholder meeting.
If you are basing this assessment on a business of your own choice, make sure you have access to stakeholders who are willing to participate in a meeting to be viewed by your assessor.
Consult with stakeholders to collect and review business information.
Prior to the meeting, distribute your Briefing Report, Information and Knowledge Management Plan, Communication Plan and Risk Management Plan to stakeholders following organisational requirements.
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If you are basing this assessment on the case study, you are required to draft an email to the CEO and learning consultant (assuming that the report and plans are attached) to distribute the necessary information to them.
Make sure you choose appropriate conventions and protocols and adjust your language and style to suit the audience (e.g. formal to senior management, professional but friendly to consultants etc.).
Meet with at least one stakeholder (e.g. CEO) and one specialist (e.g. a learning consultant) to:
explain the purpose for why you require information (e.g. business expansion project)
explain the information youve reviewed to date (in step 2)
confirm that the information youve reviewed is reliable and valid
confirm your objectives for information analysis
collect any outstanding information from the stakeholder (as identified and documented in step 2)
confirm that the analysis is sufficient to support decision-making
determine stakeholder requirements for an information and knowledge management system (e.g. ask them to approve your proposed folder structure established in step 5)
choose the best information and knowledge management system (from the options established in step 5) confirming it is current, relevant, accurate
discuss your communication plan to identify whether any adjustments are required
demonstrate effective communication skills including:
speaking clearly and concisely to convey information
using terminology appropriate for your organisation and information and knowledge management
presenting information in a professional and business-like manner
asking and responding to questions as you discuss information and seek input
allowing others the chance to contribute to the discussion
listening and consider what other say.
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This meeting should take 20 minutes. It may take place with actual people who work for/are associated with your chosen organisation. Alternatively, classmates or your assessor may play the role of one or more team members.
This can either be viewed in person by your assessor or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions below and meet the timeframes allocated. If this session is not viewed in person by your assessor, you will attach proof of the meeting to Section 2 of your Project Portfolio.
Make decisions.
Use the outcomes of your meeting together with your information analysis (from step 3) to make the necessary decisions (as identified at the start of this assessment task Page 4 of the Project Portfolio).
Show how your decision supports and aligns to the organisational objectives, values and standards.
Adjust your communication plan (as per meeting outcomes).
After your meeting, adjust your communication plan (if required) to accommodate the stakeholder requirements.
Make sure you have answered all questions in Section 2.
You are required to attach certain documents as part of your evidence review the documents you need to attach as outlined in Section 2 of the Project Portfolio.
Submit Section 2 to your assessor.
Start working on Section 3 of your Project Portfolio. Steps 11 to 13 form part of Section 3.
Set up the approved knowledge and information management system.
Design the approved knowledge and information management system to suit the purpose for information management.
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Use the folder structure approved by the stakeholders in step 8.
If you are basing this assessment on the case study, open a new, free Dropbox account, following the instructions as set out on the Dropbox website and set up the folder structure.
Test your system.
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You may test your specific system in any suitable way as long as the test shows the system is able to be accessed and used by stakeholders.
For example:
If you are using Dropbox, send an invitation to a stakeholder to join your Dropbox account. Also draft an email explaining the invitation and requesting that the stakeholder confirms that the system is working.
If you are using another system, take a series of screen shots/photos of you and other stakeholders accessing the system.
Support information security.
Use the internet to see what other, similar, companies have developed for their information management.
Then write a policy and procedures that addressinformation management including information security, confidentiality and privacy.
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If you are basing this assessment on the case study:
Security will include the use of passwords.
One of the King Edward VII College Administration Assistants has prepared an Information Management Policy and Procedures Template that includes some information from the companys Style Guide. Use this to guide your work in this activity.
Maintain knowledge the Knowledge and Information Management System.
Save all relevant documents in the correct locations in your Knowledge and Management System. This includes:
Briefing report
Knowledge and Information System Plan
Communication Plan (original and updated)
Risk Management plan
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Take a screen shot of the saved documents for proof.
Submit your completed Project Portfolio.
Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments as indicated.
