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Assessment Task 1: Knowledge Questions
Assessment Task 1: Knowledge Questions
Questions:
Read all the questions below in class with your colleagues and your trainer and assessor, and
provide answers to each question below.
Answer guide: This assessment task is to be typed with 1-5 sentences minimum per question unless
indicated otherwise i.e. list or select
1.1. Research and identify the relevant legislation, codes of practice and national standards
relevant to privacy, freedom of information and knowledge management. List them here with a
brief explanation of each.
Codes of practice are practical guides to achieving the standards of health and safety
required under the model WHS Act and Regulations. An approved code of practice applies to
anyone who has a duty of care in the circumstances described in the code. In most cases,
following an approved code of practice would achieve compliance with the health and safety
duties in a jurisdiction’s WHS Act and Regulations.
The Privacy Act includes thirteen Australian Privacy Principles (APPs), which apply to some
private sector organisations, as well as most Australian and Norfolk Island Government
agencies. These are collectively referred to as ‘APP entities’.
The Office of the Australian Information Commissioner (OAIC) has responsibility for regulating
and providing advice on the operation of the Freedom of Information Act 1982 (FOI Act). The
FOI Act is the legislative basis for open government in Australia and covers Australian
Government ministers and most agencies.
1.2. Organisations will have policies and procedures for many areas of business. Briefly explain the
following policies:
Records Management is an organizational function devoted to the
management of information in an organization
throughout its life cycle, from the time of creation or
inscription to its eventual disposition. This includes
identifying, classifying, storing, securing, retrieving,
tracking and destroying or permanently preserving
records.
Information management concerns a cycle of organisational activity: the
1.3. What are some of the benefits of the information or knowledge management systems in your
organisation or an organisation you are familiar with? What are some of the potential drawbacks
that can be associated with it?
1.4. What are some critical points to consider while assessing the effectiveness of a knowledge or
information management systems? Using the areas of economy, accessibility, safety and environment,
identify some measures you as a manager could apply to an organisation’s knowledge management
system.
1.5. Identify what type of knowledge management system an organisation you are familiar with
uses, either demand or supply-side of the business.
Some examples:
Imagine a chocolate factory, whose products are made from imported cacao from Ecuador.
Due to climatic events, production fell in the country, which is promptly recorded in the
system. From there, the issues for the industry are: what are the consequences of this
reduction in the supply of the raw material and what must be done to overcome this
problem? These answers are found in the software that interprets the data, compares the
information obtained with similar situations that happened before, and thus presents the
current picture and possible solutions.
In the example, the "reduction of the raw material (cocoa) available in the market" is
interpreted, pointing to the "drop in production", the "decrease of the stock" and the
"reduction in billing" as a consequence. The value added to the initial data turned it into an
important information for the organization, allowing the search for suitable solutions.
In this way, the knowledge management system takes into account aspects such as:
All corporate learning is analyzed and the most appropriate and goal-aligned conclusions are
presented. In the case we have shown, the alternatives may be to import cocoa from other
regions and increase the price of chocolates (following the law of supply and demand), for
example.
Your organisation has decided to implement “SharePoint” a web-based application that integrates
with Microsoft Office. Launched in 2001, SharePoint is primarily sold as a document management
and storage system, but the product is highly configurable and usage varies substantially between
organisations.
As part of the implementation process you as the Team Leader have been asked to research the
product, identify the learning needs of your team. You have been given the Microsoft website
https://products.office.com/en-au/sharepoint/collaboration to assist you.
a. How will you identify the learning needs of the team input into and use of SharePoint?
Among the main problems that a company can have, it is certain that communication,
collaboration and productivity are part of the list. But while these are not simple problems to
solve, there are some tools on the market that can help with this task. The SharePoint
information system must be applied in this situation for a few reasons, it is one of the main
Corporate Portal tools available, as well as having numerous other features.
Because it is a Microsoft tool, SharePoint easily integrates with any Office suite software, you
can edit your documents online, without having to download each new version.
b. Identify and outline how you will secure human, financial and physical resources required for learning
activities to use SharePoint and how you will organise and facilitate learning activities?
Organizational learning activities represents as a central idea the way organizations learn,
with the goal of keeping the team in constant development, training and adding competitive
advantages. There is a need for the manager to be able to develop the use of SharePoint with
the team to discuss training and implementation, monitoring and evaluation of results.
c. How will you promote and support use of the system throughout the organisation?
After realizing the need to implement the system, the organization goes through the process
of development and implementation, which has a whole sequence of processes to be
respected and followed in order to have success in its implementation.
The development of systems is to create new programs or to restructure and adapt the
changes to the existing program. In order to start a new system, it is necessary to identify
the problems to be solved or opportunities to be explored until the evaluation and possible
refinement of the chosen solution so that if the modification is necessary.
At the time of system development, it is important that all the organization's professionals
become aware, as many will use this system for their decision-making or even help in
improving the initial idea. Regardless of the format or complexity of the software, most
companies use five-step planning: evaluation, analysis, design, implementation, and
maintenance and review.
In order to monitor and document the effectiveness of the activities developed after the
implementation of the SharePoint information system, the Human Resources area will have to
develop a training with all employees to have a survey and verify if the system has actually
been implemented effectively. After that, the company should prepare a schedule with
annual recycling courses. So she can keep the content and officials up to date.
Incident Consequence
Michelle was contacted to pass confidential Michelle knew of the privacy laws, but it was
information from the employment records of a forced to give them the file for having
former official. received a subpoena.
Action Taken
As part of her recording and documentation process, Michelle recorded the incident in her
diary. After reviewing the diary, Michelle's supervisor wrote an analysis of what happened.
Recommendation
Michelle's supervisor advised to develop training with the team based on the organization's
privacy laws and guidelines.
Business planning and operational planning should include control and monitoring
processes of the information systems of an organisation.
Research and identify some of the performance measures used in an organisation you
understand well. If you do not have an organisation please speak to your assessor who can
b. Analyse the organisation’s services, objectives, clients and structure; and assess the monitoring process of the
organisation’s information systems. Prepare a one page A4 type written report to the senior manager identifying
any gaps and improvements necessary to improve the organisation’s information systems monitoring processes.
Outline your review process, identified improvements of the information management systems and
explanations on how these can be implemented.
Report to Senior Manager.
The Adidas group, which has several brands in the apparel, footwear and durable
goods sectors, is using technology to analyze large volumes of data in real time to offer
the consumer a unique shopping experience, regardless of the point of sale, whether in
the Store, on the site, or on mobile devices.
The organization has deployed SharePoint specific solution for the fashion industry,
based on the real-time data analysis platform. The goal is to improve the customer buying
experience and the management of the group's factory, wholesale and retail operations.
After the implementation of this system, the organization registered very positive
results in retail and especially in the space of electronic commerce using. For information
management this is a determining factor for the organization to stand out even more in
the markets.
This information system also assists in the wholesale, manufacturing and retail
operations of the organization's brands, bringing together in a single platform the best
manufacturing and sales management practices of products. With that application, Adidas
has a unique factory flow for the e-commerce store or customer. In addition, with
predictive analytics and real-time data capabilities, this fashion-specific system allows
Adidas to learn more about customer demands.
This technology aims to enable Adidas to manage business processes in a Big Data
scenario and real-time information, providing greater efficiency in management, customer
interaction in various sales channels, product launch and inventory control.
Solid Sports sells a range of sporting equipment at retail stores throughout Victoria, New South
Wales and Queensland. The head office produces most marketing material but allows the stores
to conduct their own direct marketing activities to their own customers. Each week, the store
manager places an order to the warehouse for additional stock. The manager also provides a
report to head office about the hours each employee has worked, so head office can process the
pay.
a. Describe the information or knowledge management systems that may exist at the following
locations:
I. Smart Sports store
II. the warehouse
III. Smart Sports head office.
I- In a sports store we can adopt the SAP information system. The great advantage of
having software for your store is to eliminate rework, increase your free time with
control worksheets and use this free time to leverage your business, and at the end of the
II- In Australia, the software used in the warehouses is Australian Steel Storage Racking
Standard AS 4084. This system has been used in the country since 1993, the year it
was developed by a local company.
III- In head office we can use the SharePoint system. This software allows for storage,
retrieval, searching, archiving, tracking, management, and reporting on electronic
documents and records. Many of the functions in this product are designed around
various legal, information management, and process requirements in organizations.
c. What legislative requirements may apply to the systems at each Smart Sports location?
Fair Trade
Health and safety in the workplace
Antidiscrimination
Equal Opportunity
Legislation and training standards
Safety standards
Codes of Practice
d. Imagine you are conducting a review of the warehouse system at Smart Sports.
I. How might you measure the effectiveness of this review?
II. What challenges might you expect when implementing the upgrade to this system?
III. How might you resolve these challenges?
I- To measure the efficiency in the warehouse we have to have a spreadsheet with a stock
control system. As such, we started to identify the inflow and outflow of the products and
thus we elaborated a survey based on the analysis made.
II- In implementing the upgrade for this system, I believe that the biggest challenge would be
to make sure that employees as a whole are aware and able to develop in their workplace.
III- To solve these challenges that will naturally arise, the Company needs to prepare annual
training with all employees involved. Through this training we would make a survey of the
effectiveness and thus we will be sure that the challenge has been fulfilled to obtain the
W h a t is S h a r e P o in t?
M ic r o s o ft S h a r e P o in t is a c o lla b o r a t iv e p la t f o r m t h a t m a k e s it
e a s y fo r a n y c o m p a n y to w o rk to g e th e r.
K e y fe a tu r e s o f S h a r e P o in t
Y o u c a n u s e S h a r e P o in t to :
in c lu d e s : '
' '
• In tr a n e t P o r ta ls
• C o o r d in a te s c h e d u le s • D o c u m e n t & F ile M a n a g e m e n t
• O r g a n iz e d o c u m e n t s • S o c ia l N e tw o r k s
• P a r tic ip a te in d is c u s s io n s • W e b s ite s
• C o n n e c t p e o p le & in f o r m a t io n • E x tra n e ts
T h e s e f e a t u r e s a r e a llo w in g c o m p a n ie s o f a ll s iz e s t o b e t t e r
u s e d a ta w h ile c u t tin g c o s ts . S h a r e P o in t is th e n u m b e r o n e
c h o ic e o f b u s in e s s e s a n d M ic r o s o f t 's b e s t - s e llin g p r o d u c t .
'
K e y B e n e f ts o f S h a r e P o in t
in c lu d e s :
•
•
E
C
ase of U se
e n tr a liz e d A d m in is t r a tio n
Thank you!
• C u s to m iz a b le
• C o lla b o r a t io n
• S ite C o n s o lid a tio n
• S e c u r ity & I n t e g r ity
S t u d e n t 's I D : 3 8 9 3 7 B r u n o M a r tin s R e x
ASSESSORS CHECKLIST
Did the student demonstrate the following? Satisfactory / Not
Yet Satisfactory
1'
Oral Communication to presents information Yes
No
Assessor Feedback:
Assessor Declaration: I declare that I have assessed this student in this task and have provided appropriate feedback.
Assessors Observation Checklist - The student demonstrated the ability to: Satisfactory
Organise learning to use information or knowledge management system by identifying
learning needs of relevant personnel and stakeholders for input into and use of an
information or knowledge management system, identify and secure human, financial and
physical resources required for learning activities to use an information or knowledge Yes No
management system, organise and facilitate learning activities, promote and support use of
the system throughout the organisation and monitor and document effectiveness of learning
activities
Manage use of information or knowledge management system by ensuring implementation
of policies and procedures for the information or knowledge management system are
monitored for compliance, effectiveness and efficiency, addressing implementation issues
and problems as they arise, monitoring integration and alignment with data and information Yes No
systems. Collect information on achievement of performance measures and manage
contingencies such as system failure or technical difficulties by accessing technical specialist
help as required
3 Review use of information or knowledge management system by analysing effectiveness
of system and report on strengths and limitations of the system, reviewing business and
operational plan and determine how effectively the system is contributing to intended Yes No
outcomes and making recommendations for improvement to system, policy or work
practices
Reading to research and critically analyses documentation from a variety of sources to
determine requirements
Yes No
Writing to prepares and produces documentation for a specific audience using clear and
detailed language to convey explicit information, requirements and recommendations
Yes No
Navigate the world of work - Takes full responsibility for following policies, procedures and
legislative requirements and identifies organisational implications of new legislation or
regulation and modifies or develops organisational policies and procedures to comply with
Yes No
legislative requirements and organisation goals.
Get the work done - Accepts responsibility for planning and sequencing complex tasks and Yes
workload, negotiating key aspects with others and taking into account capabilities, No
efficiencies and effectiveness, monitors progress of plans and schedules and reviews and
changes them to meet new demands and priorities, applies systematic and analytical
processes to address problems and make decisions in complex situations , investigates new
and innovative ideas as a means to continuously improve, work practices and processes
and uses and investigates new digital technologies and applications to manage and
manipulate
Assessment Task 1 – completed and satisfactory Yes No
Assessment Task 2
Assessment Task 3