Monitor administrative system
Submission details
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment site
Assessment date/s Time/s
The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for details.
Performance objective
You will demonstrate skills and knowledge required to monitor an administrative system.
Assessment description
In this assessment task you will monitor the implementation or operation of an administrative system, modify the system as required, communicate modifications, and monitor and address training needs for the system. You will prepare a project report outlining issues and solutions, including required modification and training activities.
You may choose to use the same administrative system you implemented in Assessment Task 1, or a new administrative system agreed with your assessor.
Procedure
1. Following on from Assessment Task 1, or using a new real or simulated business environment agreed with your assessor, monitor a new or revised administrative system for usage, security and output.
a. Develop system performance criteria or use already established criteria to monitor performance for a specific period against:
b. usage guidelines, such as safe and secure procedures for usage, that can be used as a standard for determining whether users are correctly using the system
c. security guidelines; for example, guidelines or rules for use of passwords or confidentiality agreements
d. KPIs, performance metrics and targets for performance of the system; for example, cost and budget variation, number of reports, number of users, or number of errors.
2. Use monitoring and research skills to determine the performance of the administrative system and its users, and identify changing needs of the business. Changing needs may include:
a. a change in the purpose or use of the system
b. a change in user requirements
c. a change in size of the system or expansion of the system to cover new areas
d. a change in technology.
e. Follow any monitoring or recordkeeping procedures that apply.
3. Prepare a monitoring report containing:
a. the monitoring data; including charts or graphs as appropriate
b. a description of how you followed any relevant procedures; for example, monitoring, privacy, or recordkeeping procedures
c. an analysis of the monitoring data and research into changing business needs; including an evaluation of at least four options for potential modification of the system or procedures
d. recommendations and supporting evidence for which two of the four modifications would be the best to implement; at least one recommendation should address a changing business need
4. Prepare a communication to current users outlining changes to the system or procedures. Ensure you use communication skills to build support for the improvements.
5. Prepare an induction plan for new staff reflecting lessons learned from implementation and monitoring of the administrative system. Include in your induction plan:
a. the skills required to perform the relevant administrative task
b. a pathway for learning these skills using an appropriate mode of delivery
(such as online or face-to-face delivery)
c. a training session plan, including information on relevant timings and activities for the session; such as an introduction to procedures, practice on procedures, and testing of procedural ability.
6. Submit assessment documentation in accordance with specifications below.
Specifications
You must provide:
? a list of performance standards, guidelines or KPIs for the administrative system relevant to determining usage, security or output performance
? a monitoring report
? a communication to users outlining changes to system or procedures that will affect users
? an induction plan
? copies of relevant policies and procedures followed to monitor system performance and develop an induction plan; for example Privacy Policy, Anti-discrimination Policy, Procurement Policy, Training Policy.
Your assessor will be looking for:
? communication skills to discuss changes in routines and procedures, and to monitor and define performance objectives or standards
? problem solving skills to choose appropriate solutions from a range of possible solutions and modify systems accordingly
? research skills to assemble performance evidence and to evaluate information on changing needs
? knowledge of organisational policies and procedures relating to specific tasks.
Adjustment for distance-based learners
? No changes to the assessment procedure or specification are required.
? Documentation may be submitted electronically.
? A follow-up interview may be required (at the discretion of the assessor).