STRATHFIELD COLLEGE

Strathfield College Pty Ltd

Assessment Task 2
Assessment Details
Qualification BSB40415 Qualification Certificate IV in Business Administration
code Name
Unit Code BSBADM406 Unit Name Organise Business Travel Assessment Type Questioning

Student ID SCS2111 Qualification Certificate IV in Business Administration

Name

Instructions to the Candidates

Pre Requirement for this task Student
must review
• Lesson materials provided in class
• Examples used in lessons.
Instructions to Students:
• Please complete assessment task within the time frame given
• You must attempt all the requirements that are addressed within this assessment task.
• Copying or any kind of cheating is absolutely not permitted, if someone is found cheating or copying, will be debarred from the
assessment and a disciplinary proceeding would begin.
• This assessment covers the following Performance Criteria
PC’s Covered: 1.1,1.2, 1.4, 1.6, 2.1,2.2, 2.3, 2.4, 2.5, 2.6, 3.1 & 3.2

Assessment Description
You are to complete the questionnaire (Appendix 1) based on the case study used in Assessment Task
1.

Assessment Instructions
1. Review the case study from Assessment Task 1.
2. Answer each of the questions below, and complete screenshots to demonstrate use of digital
applications
3. Use the information provided in the quality specifications to assist you.
4. Submit your written responses and your digital attachments for assessment.

Key Requirements

Quality specifications

BSBADM406 Organise Business Travel .AT2. Questioning.V3.1

CRICOS Code: 02736K National Code: 91223 ABN: 85 168 435 667 Page 1 of 12
Each question must be answered.
● Question 1:

○ Inclusion of all documentation required to exit or enter a country.

● Question 2:

○ Specify in which countries Hayley will be required to have a visa.

○ Should include information on how changes would be requested.
○ Who is responsible for making the changes?
○ What documentation would be provided to confirm the changes?
● Question 4:

○ Identify organisational methods for recording travel.

○ Reference Section 2 of the Student Workbook for possible responses.
● Question 5:

○ Identify appropriate methods for maintaining document security.

● Question 6:

○ Documents, equipment and technology relevant to the purpose of the visit.

● Question 7:

○ Determine mode of communication; phone/fax/email or a combination.

○ Determine or recommend times for contact.
● Question 8:

○ Identify the appropriate time frames for making bookings and providing information to
the traveller.
○ Ensure you include each step of the process including when you would:
– meet with the traveller
– review organisational procedures
– schedule meetings
– identify appropriate flights/accommodation
– make bookings
– identify required documentation; business materials and equipment
– research destinations
– confirm arrangements
– provide information to the traveller.
 ○ Document the process for negotiating/collaborating with others and confirming
alternative travel arrangements when changes need to be made.
● Question 9:

○ Identify any legislation which would influence or impact on how travel plans are made or
documents stored.
○ Explain how the legislation would influence your actions.
● Question 10:

○ Identify the most appropriate arrangements for payment and credit arrangements.
● Question 11

○ Identify the software or technologies used for improving productivities.

● Question 12

○ Summarise the organisational policies and procedures to organise travel.

 Organise business documents – Questionnaire
From the case study completed in Assessment Task 1, answer the following questions.

Question 1
When Haley steps onto the plane, what travel documents should she have with her?
Departing Australia, Passport, Boarding pass, completed departure travel card

Question 2
For what countries will Hayley need a visa?
Manchester, Tokyo, Frankfurt, Singapore and Hawaii
In case you are in USA, Canada or Australia, we do not need visa but it must be 3 months validity.
Tokyo require “Temporary Visitor” entry status stamp, which allows them to stay in Japan for a period of up to 90
days for non-remunerative activities.
We need a passport with 6 months validity for Singapore and only need a visa for business or tourism if your visit
is over 90 days.
For Hawaii, an electronic business Visa is required for business travel. to travel to the USA must be approved by
internet-based ESTA (Electronic System for Travel Authorisation

Question 3
Consider the following scenario:
Hayley needs to make alternative arrangements due to changed requirements. Her meeting in Hong
Kong has been changed and she will need to catch an earlier flight.
Document a brief process outlining how you could resolve this problem. You should consider the
following:
A) Haley will give me the necessary e-mail changes and send a 'answer' e-mail – that is, once I opened, the PC would
inform her, I read the e-mail.
B) I'd immediately review flight time tables, make sure they fly to the airport as early as possible, and get them to pay
anything.
C) in addition to her having to pay anything directly if necessary, can I email her the updates. I'd also placed an email
"send a response" warning to warn me if the changes are finally made. This will go to your e-mail address directly, so you
will get a fast answer time on your computer.
D) All the specifics of their new flight, schedules for travel and dates, improvements to hotel reservations, new route and
meeting plans will need to be communication.
 Question 4
How would you record the travel details? What records would you keep; itineraries/travel
diary/online spreadsheets?
I'll guarantee that we have an outstanding table on a joint master file drive that all of us are
able to reach anytime of the day. I'll also open a secondary excellence sheet to notify
updates, highlight them in red, and change to yellow after they have been read.
I will maintain a travel data sheet, transport and telephone numbers for these persons,
meeting times, contact person, international area code, all hotel information.

Question 5
What action would you take to minimise the risks of documents being lost or stolen? Consider actions
which can be taken prior to departure and during the trip. Refer to your Student Workbook or conduct
research on line to assist with this question.
Ensure copies are made of all travel documents and left with me at the office in the safe in case of emergency or Haley
loses them and needs me to send them through, Try to ensure you get E tickets were possible to minimise risk of theft,
Keep documents in your personal carry on luggage and not in checked luggage, In regard to transport use emailed
itineraries where possible
Question 6
Hayley’s role is to observe and identify other retailers in order to make recommendations for
improvements, strategies, and services to her organisation’s chain of stores. What business documents,
equipment, and technology would you recommend Hayley take to each appointment?
A formatted paper that can capture the same information and ask all distributors to get to the
supermarkets a structured format, the use of a notebook, a dictation system and a smartphone for
quick images, whether the tablet has formatted queries it will be good so it doesn't need to care about
measuring the paper masses. I also propose a big power bank for additional battery life, a new case for
a phone that is basically also a converter for travelers, called Juice Pack H2Pro and international
power cable products – a univ – that you will find a helpful tiny scanner software on your Mobile to
search any details you find useful.
Question 7
Recommend a communication process between Hayley and the organisation for the duration of her trip.
Consider mode and frequency of communication in your response.
Email was selected as the best means of correspondence, the most reliable way to get in contact and to
give instant answers. We have asked Haley to change her password when she arrived in a new country
for additional security, and to stop hackers accessing her account, and she never has to bank there if she
is linked to a wifi network. Haley also wants good passwords of Upper & Lower Case with numbers.
Emails have been chosen for ease of use as they can be viewed from a desktop, iPad or smartphone. An
e-mail has also been created especially for Haleys ride.

Question 8
Develop an action plan for the organisation of Hayley’s business travel. Make assumptions that you were
given 12 weeks’ notice of the travel requirements. Ensure you include each step of the process including
when you would:
● meet with the traveller

● review organisational procedures

● check flights

● schedule meetings

● identify appropriate flights/accommodation

● make bookings

● identify required documentation; business materials and equipment

● research destinations

● confirm arrangements

● provide information to the traveller

 ● dispatch documents.
ACTION RESOURCES BY WHEN COMPLETED
Meet with the traveller – Meet Create a travel file, 30.10.2019 28.10.2019
with Haley to obtain her best to have on the
details to meet the business cloud, Meet with
travel needs Haley face to face
(schedule
permitting) or liaise
via email
review organisational KSW Polices & 30.10.2019 28.10.2019
procedures and ensure Haley’s Procedures, KSV
needs and expectations comply Intranet
with KSV procedures and
requirements

check flights – use webjet to Google, Webjet, 06.11.2019 04.11.2019

look for best deals, also use Flight Centre,
flight centre to see if they have direct internet sites
access to exclusive deals, also
the airliners direct booking site
to see if any promotional deals
on, and using KSV polices

schedule meetings – obtain all Outlook for emails, 18.11.2019 15.11.2019

contact details of the business Outlook Calendar
Haley will be visiting. Make to send invitations
contact with the person in the of meetings to
meeting or with their PA. clients for them to
Work in meetings based on accept with all
travel times, rest times and details and
KSV polices. response tab, flight
booking times
identify appropriate Google, Webjet, 25.11.2019 22.11.2019
flights/accommodation using Flight Centre,
KSV policies and Haley’s Booking. Com.au –
personal preferences can also book
directly through the
hotel/airline if a
cheaper rate or
negotiate the rate
with them
make bookings - source Webjet, flight 09.12.2019 06.12.2019
information yourself via web centre,
jet and google to find the bookings.com.au,
best/cheapest and safest rideaway cars,
methods of transport, enlist the japan car services,
help of a flight centre customer
service person to help with
required information whilst not
needing to use any additional
information they can provide is
helpful.

identify required Smart traveller, 11.12.2019 10.12.2019

documentation; business flight centre, I.T
materials and equipment – dept within KSV,
Check with smart traveller and liaise with Haley
the customer service at flight on passport & visa
centre for information requirements
regarding visa information and
passport requirements having
more than 6 months validity on
them discuss these with Haley
due to personal information
and for her to action. Discuss
any international roaming on
devices with KSV I.T
department ensure off
equipment is fully operational
and any marketing material to
be packed ready to go.

research destinations Smart traveller, 16.12.2019 13.12.2019

bookings.com.au,
google maps,
google, flight
centre
confirm arrangements Confirm all 30.12.2019 27.12.2019
bookings with
airlines, hotels,
rental cars,
meetings with
business owners –
get booking
numbers, written
authorizations and
all contact details
confirmed.
provide information to the Complete travel file 03.01.2020 02.01.2020
traveller and email through
to Haley advise all
documents needed,
email contact while
away, emergency
details.
dispatch documents Have a final face to 06.01.2020 03.01.2020
face meeting with
Haley to hand over
all relevant
information,
schedules,
documents etc.
Also information
on the travel file.
Question 9
Identify any legislation, standards or codes of practice relating to the travel industry which would
impact or influence your actions when arranging travel for Hayley. Describe the actions you would
take to ensure compliance.
You might consider:
● occupational health and safety
● privacy laws
● business ethics.
Legislation/standard/code of practice
~ Register with licenced travel providers
~ WHS
Occupational health and safety
~ Privacy laws and collection of data
~ Organisations business mission/values
Action required
~ Ensure that travel agents,
accommodation providers, and tour
operators are licensed and have permits
to operate. Ensure that business’ are
registered and well known companies to
avoid any issues.
~ Ensure that Haley has breaks between
flights and is well rested this is to ensure
fatigue management applies, allow for
breaks and jet lag issues
~ Ensure that correct insurances have
been taken out in the event of an
accident. Check compliance with KSV
and with external third parties
~ Ensure that all details of her hotels and
contact numbers are kept confidential,
this information is not made available to
everyone
~ Ensure that Haley/Visa processes her
passport/Visa information herself, check
she has done this herself
~ Ensure data is provided on the
background of the Supermarkets she is
visiting, so that she can have a greater
understanding of their business models
and company culture. Research the
businesses and report on them.
Question 10
Identify the most appropriate methods of payment or credit arrangements for each of the following.
Explain your reasons.
 Method of payment/ Why?
credit arrangement (describe the
recommended advantages)
Flight bookings Credit card All paid for before, taxes
included, card will not
exceed daily limit – all
flights re paid for before
you leave no additional
stress of maxing out cards
Accommodation Credit card All paid for before, taxes
bookings included, card will not
exceed daily limit, you
have piece of mind
knowing that you will
have somewhere to stay
when you land in a
foreign city
Taxi fares local Cash or direct debit There is no chance of
them taking details and
committing identity fraud.
Cash allows you to tip.
Direct debit allows funds
to come straight out.
Taxi fares international Cash – however hire car services There is no chance of
have been booked or paid for them taking details and
committing identity fraud.
Cash allows you to tip.
Meals while travelling Direct debit visa card with limit Reduces the chance of
identity fraud and going
over limit.

Phone calls Own phone or charged back to These charges can be

room added from to the rooms
account and taken off the
credit card provided
whilst booking was done.
General expenses Cash Ease of use, used for
(newspapers, coffee, tipping, small vendors
tipping, water, etc.) may only accept cash

Internet expenses Free wifi in all hotels Booking hotels with free
wifi has solved this

Car hire Direct debit visa card with limit –
however all have been booked
and paid for
Car hires have been paid
for in Australia, Debit
card reduces chances of
identity fraud and over
payment
Question 11
Explain and/or demonstrate how you would use features of digital applications, (a) to improve personal
productivity, and (b) to give examples of optimising software functions. Provide screenshots to
demonstrate.
Personal productivity Examples of optimising Explanation
improvements software functions
1# Personal time 1# To Doist 1# It interprets and
management: categorizes your tasks based
Better time management, on your entries.
reminders sent for meetings, Ranking them in importance
categorize tasks for and urgency. Sends
completion reminders to user.

2# A modern 2# Cloudapp 2# Instantly capture what

communication tool that you see to your personal
reduces time with reporting: cloud and share it with
Visual communication tool, others, Create a video with
for sharing photos, videos your webcam to make any
etc, allows lots of communication more
information to be put personal. It's been
together visually and scientifically proven that
presented in a more time humans process images
efficient way to team 60,000x faster than plain
text.

3# Project Management: 3# Trello 3# Users can break big

Makes managing projects projects down into smaller
less stressful, Users can chunks by creating "cards"
break big projects down into for every task. Cards can be
smaller chunks, increases arranged into different
productivity as tasks are columns, which can
broken down into smaller represent different phases of
more manageable pieces it a project. As tasks get
also increases morale by completed, cards can easily
getting tasks completed a be dragged from one column
sense of achievement is to the next.
found.
 Question 12
In your own words, summarise the organisational policies and procedures required to organise
business travel, including the use of internet sites and other online resources.

KSV has no discount or chain cards for further discounts with regards to hotels.
KSV isn’t affiliated with anyone, best deal going is best practice.
KSV will allow you to use generic booking sights to get the best deal on price within suitable travel times.
Utilise all safe and trusted sites to get the best deal available.
KVS lets executives to fly business class if the flight is over 8 hours
KSV allows for a stop over should the flight exceed 8 hours if desired
Maximum to be spent on a hotel room per night $500 in Australian dollars
KSV executives going over seas can have up to 4 days of personal time for every 15 days away.

~ KSV is price driven and wants to save money where it can.