BSBOPS503 Project Portfolio

PROJECT
PORTFOLIO
STUDENT VERSION
BSBOPS503
DEVELOP ADMINISTRATIVE
SYSTEMS
RC-BSBOPS503-PP-V1.1 Page | 1
Rockford International College Pty Ltd T/A Rockford College
Level 3, 633 Princess Highway, Rockdale, NSW 2216
ABN: 47636979667|RTO Code: 45650 | CRICOS Provider Code: 03882C
Phone: +61285935200 | Email: admissions@rockford.edu.au | Web: www.rockford.edu.au
First published 2020
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Business Works is a series of training and assessment resources developed for qualifications within the Business Services
Training Package.
Contents
Section 1: System Planning 5

Section 2: Implementation Strategy 9
Section 3: Implementation activities 12
Section 4: Monitoring 14
Student name: Niranjan Pandey
Assessor: Lokman Hakim
Date: 25/06/2023
Business this assessment is WORLDUCATION

based on:
Documentation reviewed as Simulation Pack

preparation
System Users Niranjan Pandey

Prabin Kandel
Bisham Ghimire
Kishore Bogati
Other stakeholders Lokman Hakim (CEO)
Section 1: System Planning
About the business A social firm called Worlducation makes tablets for elementary
Provide an overview of the school kids. The business concentrates on both hardware and
business and its operations software development with the goal of giving students a fun and
and details about whether this productive learning environment. By using artificial intelligence
is a new business (or technology to tailor and improve the learning route for each
business unit / department) or student, they want to revolutionise the way that kids learn.
it is a business with an
existing system that needs to Currently, rather than selling to individual consumers,
be replaced or upgraded. Worlducation mostly sells its tablet computers to schools (B2B).
With this strategy, teachers can implement and coordinate
activities across the entire classroom. Worlducation minimises
potential complications that can result from individual clients by
concentrating on larger sales to schools. However, in the long
run, the company intends to increase its market and switch to a
business-to-consumer (B2C) strategy.
In 2020, Worlducation faced new challenges and opportunities
due to the COVID-19 pandemic. Although the company started
the year with a major sale to a school in Portugal, the
subsequent quarter was filled with uncertainty. Surprisingly, the
pandemic brought in hundreds of new leads, resulting in
unprecedented growth for Worlducation. However, this growth
also led to numerous operational and production problems. The
Hong Kong factory had to close down for a month due to
government restrictions on supplies. The sales team had to
adapt to remote sales meetings over platforms like Zoom, and
the tech-support team had to modify the software to
accommodate remote learning for many schools. Additionally,
the founders began contemplating how education would change
in the aftermath of the global pandemic.
In summary, Worlducation is an established social startup that

designs and manufactures tablet computers for primary school
students. They have a strong focus on both hardware and
software development and aim to personalize the learning
experience using artificial intelligence technology. The company
primarily sells to schools (B2B) but plans to adopt a business-to-
consumer (B2C) strategy in the future. Worlducation stands out
from its competition with its vision to eliminate illiteracy by
donating and training classrooms in need. Despite the
challenges posed by the COVID-19 pandemic, the company
experienced significant growth while also facing operational and
production issues.
Organisational requirements The following highlights the system requirements, including current
demands and future planning, based on the aforementioned
Based on consultation with
circumstances and the need to remedy the virtual disorganisation within
system users and other
Worlducation:
stakeholders, outline the
requirements of the system
including immediate needs
The kind of system required is a platform for collaborative project
and any future planning
management and communication that makes it easy to share files,
including how the system
organise tasks, and communicate in real-time.
needs to be rolled out to
current staff.
What type of system is Time zone differences, remote collaboration, and smooth team
needed? communication should all be supported by the system.
What are the challenges the Challenges the organisation is facing and how the new system can
organisation faces and how help:
can the new system help to
address these?
Virtual chaos: The existing reliance on offline files, WhatsApp groups,
Who will be using the system? and emails, as well as the absence of teamwork, results in
How will the system be rolled inefficiencies, lost revenue, and lowered morale.
out? Ineffective file sharing and communication Teams squander time
What are the timeframes? maintaining several communication channels, looking for files, and
arranging minute details.
Hour Zone
System details Based on the requirements and budget constraints, I have

After you have completed researched and identified a system that can address the virtual
research and obtained quotes, disorganization within Worlducation. The system I propose to
outline the system you want to introduce is a combination of project management and
introduce and how you will set collaboration tools, namely Microsoft 365 and Trello.
it up.
Overview of the System:
Include:
Microsoft 365: Microsoft 365 provides a suite of productivity tools
 An overview of how the that facilitate collaboration, communication, and file sharing. It
system will work includes applications such as Microsoft Teams, SharePoint, and
 Storage and service OneDrive.
options from various
providers
Trello: Trello is a project management tool that enables efficient
 Upfront and monthly
requirements / costs / task management, organization, and collaboration. It uses a
obligations visual board-based system where tasks are represented as
cards that can be moved across different stages or categories.
Integration of Microsoft 365 and Trello:

The proposed system involves integrating Microsoft 365 and
Trello to leverage the strengths of both platforms. Microsoft
Teams will serve as the primary communication and
collaboration hub, while Trello will be used for task management
and file organization.
Here's how the system will work:
Microsoft Teams:
Teams will be set up with different channels for each department

or team within Worlducation.
Channels will facilitate real-time communication, including chat,
audio, and video calls, enabling seamless collaboration among
team members.
Teams will provide a centralized space for discussions,
announcements, and updates related to specific projects or
topics.
SharePoint and OneDrive:
SharePoint will serve as the document management system,

providing a central repository for files, guidelines, and project-
related information.
OneDrive will provide individual storage space for team members
to store and share their personal files and documents securely.
Trello:
Trello boards will be set up for different projects or teams,

allowing for task management and organization.
Tasks will be represented as cards that can be assigned to team
members, given due dates, and moved across different stages
(e.g., to-do, in progress, completed).
Relevant files and documents can be attached to cards, ensuring
easy access and collaboration.
Storage and Service Options:
Microsoft 365:
Microsoft offers different subscription plans for Microsoft 365,

including Business Basic, Business Standard, and Business
Premium.
These plans provide access to various Microsoft 365
applications, including Teams, SharePoint, and OneDrive, with
varying storage capacities and additional features.
The costs and obligations associated with each plan will depend
on the specific subscription chosen and the number of users.
Trello:
Trello offers both free and paid plans.

The free plan allows for unlimited boards, cards, and users but
has certain limitations in terms of file attachments and advanced
features.
Trello's paid plans, such as Business Class or Enterprise, offer
additional features, increased storage, and enhanced security.
Upfront and Monthly Requirements / Costs / Obligations:
Microsoft 365:
Upfront Costs: There may be upfront costs associated with

purchasing licenses for the selected Microsoft 365 subscription
plan. These costs will depend on the number of users.
Monthly Costs: Microsoft 365 subscriptions are typically billed on
a monthly or annual basis. The costs will depend on the chosen
plan, number of users, and any additional features required.
Trello:
Upfront Costs: Trello's free plan can be used initially without any
upfront costs. However, if advanced features or additional
storage are required, upgrading to a paid plan will involve upfront
costs.
Monthly Costs: The monthly costs for Trello's paid plans will
depend on the chosen plan, number of users, and any additional
features required.
It's important to note that the specific costs and obligations for
the chosen Microsoft 365 and Trello plans should be obtained
through direct contact with the respective providers or their
authorized resellers.
By combining the capabilities of Microsoft 365 and Trello,
Worlducation will have a comprehensive system that supports
effective communication, collaboration, file sharing, and task
management. The upfront and monthly costs will depend on the
selected plans, the number of users, and any additional features
or storage requirements.
Supplier (or developer) Based on the outlined requirements and the need for a cost-
preference effective solution, my preference is to select Microsoft 365 as the
Which provider / developer / primary provider for communication, collaboration, and file
system have you decided on? management, along with integrating Trello for task management.
Why do you prefer this option
over the others?
Reasons for choosing Microsoft 365:
Comprehensive Suite of Tools: Microsoft 365 offers a wide

range of applications and services that can fulfill Worlducation's
requirements, including Teams for communication, SharePoint
for document management, and OneDrive for personal file
storage. This suite provides a cohesive and integrated
environment for the team.
Familiarity and Adoption: Microsoft 365 is widely used and
familiar to many organizations and individuals. With its popularity
and established user base, it may require minimal training and
onboarding for the Worlducation team, facilitating faster adoption
and ease of use.
Integration Capabilities: Microsoft 365 applications can be

seamlessly integrated with each other, creating a unified
ecosystem. The integration of Microsoft Teams with SharePoint
and OneDrive enables smooth collaboration and file sharing
within teams and departments.
Scalability and Customization: Microsoft 365 offers scalable

solutions suitable for businesses of different sizes. As
Worlducation expands, it can easily add more users and adjust
the subscription plan accordingly. Additionally, Microsoft 365
allows for customization and the addition of third-party apps to
enhance functionality.
Reasons for integrating Trello:
Visual Task Management: Trello's board-based approach

provides a visual representation of tasks, making it intuitive and
easy to track progress, assign tasks, and manage projects
effectively.
Flexible and Agile: Trello's flexibility allows teams to customize

boards, lists, and cards according to their specific workflows.
This adaptability ensures that the system can be tailored to
Worlducation's unique needs and processes.
Ease of Collaboration: Trello's collaboration features enable

team members to work together seamlessly, attach relevant files
to tasks, and communicate within the platform. This streamlines
communication and reduces the need for excessive emails and
messages.
Considering these factors, the combination of Microsoft 365 and

Trello presents a comprehensive and flexible solution that can
meet Worlducation's requirements while keeping costs within the
allocated budget.
Benefits and opportunities Benefits of the proposed new system:

Outline the benefits to the
business of using the
proposed new system. Improved Efficiency: The new system will streamline
communication and collaboration, reducing the reliance on
What are the potential
emails and multiple messaging platforms. This will save time and
opportunities associated with
minimize the risk of miscommunication or lost information. With a
this new system?
centralized platform, team members can easily access files,
share updates, and manage tasks, leading to increased
productivity.
Enhanced Collaboration: The system will enable real-time

collaboration, allowing team members from different locations to
work together seamlessly. They can share files, provide
feedback, and collaborate on projects, fostering a sense of
teamwork and promoting knowledge sharing.
Centralized File Management: With Microsoft 365 and Trello,

the new system will provide centralized storage for files and
documents. This eliminates the need for offline files and
attachments, reducing the risk of version control issues and
ensuring that everyone has access to the latest information.
Task and Project Management: Trello's board-based approach

will facilitate efficient task management, allowing team members
to track progress, assign responsibilities, and set deadlines. This
will improve project organization, increase accountability, and
ensure that tasks are completed on time.
Cost Savings: The proposed system, leveraging Microsoft 365

and Trello, offers affordable and scalable solutions. By
consolidating communication and collaboration tools into a single
platform, the need for multiple subscriptions or licenses is
minimized, resulting in potential cost savings for Worlducation.
Potential opportunities associated with the new system:
Enhanced Productivity: By streamlining processes and

reducing manual tasks, the new system can boost overall
productivity within the organization. Team members can focus
more on value-added activities and spend less time on
administrative work, leading to increased efficiency.
Improved Customer Service: With better organization and

communication, Worlducation can respond to customer inquiries
and support requests more effectively and promptly. This can
enhance customer satisfaction and loyalty, leading to potential
opportunities for repeat business and referrals.
Scalability and Growth: The selected system is scalable,

allowing Worlducation to easily add new users and expand as
the business grows. This flexibility provides opportunities for
future expansion and the ability to onboard new team members
seamlessly.
Collaboration Beyond the Organization: The system's

collaborative features can extend beyond the internal team.
Worlducation can leverage the platform to collaborate with
external stakeholders, such as partner schools, teachers, and
content creators. This can foster partnerships, knowledge
exchange, and potential business opportunities.
Continuous Improvement: The new system will provide

valuable data and insights into team performance, project
progress, and communication patterns. This data can be
analyzed to identify bottlenecks, improve processes, and
implement continuous improvements, resulting in optimized
operations and better decision-making.
Overall, the proposed system offers significant benefits to

Worlducation, ranging from improved efficiency and collaboration
to potential opportunities for growth, enhanced customer service,
and continuous improvement.
Legislative and organisational Relevant legislative and organizational policies and procedures
requirements for administrative systems, including data security, may include
Summarise the relevant the following:
legislative and organisational
policies and procedures for
administrative systems Data Protection and Privacy Laws: Compliance with applicable
including data security. data protection and privacy laws, such as the General Data
This includes requirements Protection Regulation (GDPR) or the California Consumer
around receiving quotes from Privacy Act (CCPA), is crucial. These laws govern the collection,
developers and/or suppliers, storage, processing, and sharing of personal data and require
number of quotes required organizations to implement appropriate security measures to
and selection requirements for protect sensitive information.
vendors.
Information Security Policy: Organizations should have an

information security policy that outlines the requirements and
procedures for protecting data and ensuring its confidentiality,
integrity, and availability. This policy may include guidelines for
access controls, data encryption, password management,
incident response, and employee training on security best
practices.
Vendor Due Diligence: When selecting developers or suppliers,

organizations may have policies in place to conduct due
diligence on potential vendors. This may include evaluating their
reputation, financial stability, security practices, and compliance
with relevant regulations. The number of quotes required and
selection requirements may vary depending on the organization's
procurement policies and procedures.
Non-Disclosure Agreements (NDAs): Organizations may

require developers or suppliers to sign NDAs to protect
confidential information and trade secrets. NDAs outline the
obligations and responsibilities of the parties involved in terms of
data protection, confidentiality, and non-disclosure.
Contractual Agreements: Organizations typically have

contracts or service-level agreements (SLAs) with developers or
suppliers. These agreements may include provisions related to
data security, intellectual property rights, liability, termination
clauses, and dispute resolution mechanisms.
Data Retention and Destruction: Organizations should have

policies and procedures in place for the retention and secure
destruction of data. This ensures compliance with legal
requirements and helps mitigate the risk of data breaches or
unauthorized access to sensitive information.
Incident Response and Breach Notification: Organizations

should have protocols for detecting, responding to, and
mitigating data breaches or security incidents. This includes
procedures for promptly notifying affected individuals, regulatory
authorities, and stakeholders as required by applicable laws.
It is important for Worlducation to align its administrative systems

and practices with these legislative and organizational
requirements to ensure data security, protect customer
information, and maintain compliance with relevant regulations.
Budget Based on the given information, the budget for implementing the
Outline the budget new system is a maximum of $2,500 annually. Here is a
requirements and break down breakdown of the cost considerations for the new system:
the cost of new system.
System Licensing/Subscription: The cost of the system will

depend on the chosen provider and their pricing structure. It is
important to consider both upfront costs and recurring annual or
monthly fees. For example, if the preferred system is priced at
$500 per user annually, with a maximum of 10 users, the annual
licensing/subscription cost would be $5,000. However, this
exceeds the budget limit of $2,500. Therefore, it may be
necessary to explore other options or negotiate a discounted rate
within the budget.
Implementation and Setup: While there may not be external

training costs according to the assumptions, there could still be
costs associated with implementing and setting up the system.
This might include any necessary customization, data migration,
or integration with existing tools. It is important to consider any
one-time setup fees or professional services required from the
chosen provider.
Storage and Service Options: The chosen system may have

storage and service options provided by the vendor. It is
essential to consider the storage requirements for files and
collaboration features and understand any additional costs
associated with exceeding storage limits or accessing premium
services.
Ongoing Support and Maintenance: Consider whether ongoing

technical support and maintenance are included in the
licensing/subscription cost or if there are any additional fees for
these services. It is important to ensure that the system remains
functional, secure, and up to date with regular updates and
patches.
Potential Add-ons or Integrations: Depending on the specific

needs of Worlducation, there may be additional costs associated
with integrating the new system with other tools or adding extra
features. Consider whether there are any third-party integrations
or add-ons required and their associated costs.
It is crucial to conduct a thorough evaluation of potential system

providers and obtain detailed quotes from them to determine the
specific costs involved. Comparing these costs with the budget
limitations will help in selecting the most cost-effective option
while meeting the organization's requirements.
Risks Overview of Risks for the Project:

Outline an overview of the
risks for the project and how
these might be managed to Technical Risks: There may be technical challenges during the
ensure a smooth implementation of the new system, such as compatibility issues
implementation. with existing infrastructure, data migration problems, or system
stability issues. These risks could disrupt operations and hinder
the adoption of the new system.
Resistance to Change: Introducing a new system can face
resistance from employees who are accustomed to existing
workflows and tools. Resistance to change may impact user
adoption and hinder the successful implementation of the new
system.
Data Security Risks: Implementing a new system involves
handling sensitive data, and there is a risk of data breaches or
unauthorized access. Protecting data security and privacy is
crucial to maintain the trust of users and comply with relevant
regulations
Integration Challenges: The new system may need to integrate
with existing tools and systems used by Worlducation.
Compatibility issues or difficulties in integrating data and
processes could impact the efficiency and effectiveness of the
new system.
Vendor Reliability: Depending on the chosen provider, there is a
risk of the vendor not meeting expectations or failing to provide
adequate support. This could lead to delays, insufficient system
functionality, or inadequate customer service.
Managing Risks for a Smooth Implementation:
Thorough Planning and Risk Assessment: Conduct a

comprehensive risk assessment at the beginning of the project to
identify potential risks and their potential impact. Develop a risk
management plan that includes strategies for mitigating each
identified risk.
Stakeholder Engagement and Communication: Involve key
stakeholders, including employees, in the decision-making
process and communicate the benefits and goals of the new
system. Address concerns and provide training and support to
ensure a smooth transition.
Pilot Testing and User Feedback: Before full-scale
implementation, conduct pilot testing with a smaller group of
users. Gather feedback and address any issues or challenges
encountered during this testing phase to refine the system and
ensure its effectiveness.
Data Security Measures: Implement robust security measures to
protect sensitive data, including encryption, access controls, and
regular security audits. Compliance with relevant data protection
regulations, such as GDPR or CCPA, should be ensured.
Comprehensive Training and Support: Provide thorough training
to users on how to use the new system effectively. Offer ongoing
support and resources to address any issues or questions that
may arise during and after the implementation.
Establish Service Level Agreements (SLAs): When working with
vendors, define clear SLAs that outline the expected level of
service and support. Regularly review and monitor the vendor's
performance to ensure they meet the agreed-upon obligations.
Regular Evaluation and Monitoring: Continuously evaluate the
performance and impact of the new system to identify and
address any emerging risks or issues. Regularly review the
system's effectiveness and user satisfaction to make necessary
adjustments and improvements.
By proactively identifying and managing these risks,
Worlducation can minimize potential disruptions and ensure a
smooth implementation of the new system, maximizing its
benefits and achieving the desired outcomes.
Attach: Quotes from suppliers ☒
Administrative Systems Policies & Procedures ☒
Section 2: Implementation Strategy
Issues Comments Contingency plans
1 Technical difficulties during system implementation or  Have a dedicated technical support team available to
troubleshoot and resolve issues promptly.
integration
 Conduct thorough testing and pilot phases to identify and
address any technical issues before full implementation.
 Establish backup plans and alternative solutions in case
of critical failures.
2 Resistance to change and lack of user adoption  Provide comprehensive training and resources to
familiarize users with the new system's features and
benefits.
 Communicate the advantages of the system,
emphasizing how it will address existing challenges and
improve efficiency.
 Appoint change champions or advocates within the
organization to promote and encourage user adoption.
 Offer ongoing support and assistance to address user
concerns and ensure a smooth transition.
3 Data security and privacy concerns  Implement robust security measures, such as encryption,
access controls, and regular data backups.
 Comply with relevant data protection laws and regulations
to safeguard sensitive information.
 Conduct thorough risk assessments and establish
protocols for handling and storing data securely.
 Train employees on data security best practices to
minimize the risk of data breaches.
4
Integration and compatibility issues with existing systems  Conduct a comprehensive assessment of existing
systems and infrastructure to identify potential integration
challenges.
 Collaborate with system developers and vendors to
ensure seamless integration and compatibility.
 Implement data migration plans and conduct thorough
testing to ensure data integrity during the transition.
 Develop contingency plans and alternative solutions in
case of compatibility issues that cannot be immediately
resolved.
5 Budget constraints and unexpected costs  Conduct a detailed cost analysis and budget planning to
account for potential expenses, including licensing,
implementation, and ongoing maintenance.
 Identify cost-saving measures and prioritize essential
functionalities to align with the allocated budget.
 Regularly monitor project costs and identify potential risks
or cost overruns to make timely adjustments.
 Maintain open communication with stakeholders and
management regarding budgetary constraints and seek
necessary approvals for additional funding if required.
No. Objectives Measures of Performance
1 Improve team collaboration and communication efficiency:  Measure the reduction in the number of internal emails
and Whatsapp messages exchanged.
 Evaluate the increase in the use of the new system for
team communication and file sharing.
2 Streamline file management and reduce inefficiencies  Track the reduction in redundant or obsolete files stored
on individual computers.
 Assess the time saved by team members in searching
for and accessing shared files.
3 Enhance team productivity and responsiveness  Measure the decrease in response times for internal
inquiries and requests.
 Monitor the completion time of tasks and projects with
the new system compared to previous methods.
4 Increase sales and deal management effectiveness  Track the number of lost deals due to disorganization
before and after the implementation.
 Measure the improvement in sales team efficiency by
evaluating the time spent on administrative tasks versus
customer engagement activities.
5 Boost overall team morale and satisfaction  Conduct surveys or interviews to gauge team members'
perception of the new system's impact on their daily
work.
 Measure employee engagement levels and job
satisfaction before and after the implementation.
Strategy for Achieving Objectives
Strategies Step by Step Plan Due Date Name Completion notes
1. Research and select a suitable platform (e.g., Slack, Ensure all team
Microsoft Teams). members are
Niranjan actively using the
Within one month
pandey new platform for
Implement a communication and
centralized collaboration.
communication and
collaboration platform 2. Configure the platform according to the organization's
needs.
3. Provide training and guidance to team members on

using the platform effectively.
1. Develop a communication policy outlining preferred Ensure all team

channels, response times, and etiquette. members are aware
Bisham
Within two weeks of and adhering to
Ghimire
the communication
Establish clear guidelines
communication
guidelines and 2. Share the policy with all team members and provide
protocols. training if necessary.
1. Schedule regular team meetings for updates, Monitor attendance
discussions, and issue resolution. Prabin and participation in
Ongoing
Kandel team meetings and
check-ins
Encourage regular
team meetings and 2. Set up recurring check-ins between team members to
check-ins ensure alignment and support.
Section 3: Implementation activities
Procedure development To develop the procedure for improving team collaboration and
Outline the process you took communication at Worlducation, the following process was
to develop this procedure. followed:
How does it integrate with and Assess the current state: The initial step involved understanding
adhere to other administrative
the existing communication and collaboration challenges within
procedures within the
the organization. This was done through discussions with team
business?
members, reviewing existing procedures, and analyzing
feedback from stakeholders.
Identify objectives: Based on the assessment, specific objectives
were identified to address the issues and improve team
collaboration and communication efficiency. These objectives
were aligned with the overall goals and values of the
organization.
Research and analysis: Extensive research was conducted to
explore different communication and collaboration platforms
available in the market. The features, functionality, pricing, and
compatibility of various platforms were considered to select the
most suitable one for Worlducation.
Select a platform: Following the research, a platform (e.g., Slack)
was chosen as the centralized communication and collaboration
tool. The platform was evaluated for its ability to integrate with
existing systems and adhere to data security protocols within the
organization.
Develop guidelines and policies: Clear communication guidelines
and protocols were developed to ensure consistent and effective
communication practices. These guidelines outlined preferred
channels, response times, and etiquette for various types of
communication within the organization.
Training and onboarding: Team members were provided with
training and guidance on using the selected platform effectively.
This included hands-on sessions, user manuals, and ongoing
support to address any questions or issues that arose during the
transition.
Integration with existing procedures: The new communication
and collaboration procedure were designed to align with and
complement existing administrative procedures within the
business. This included integrating the platform with other tools
and systems used by the organization, such as project
management software or document sharing platforms.
Communication and awareness: The procedure was
communicated to all team members through meetings,
presentations, and written documentation. They were informed
about the benefits, purpose, and expectations related to the new
communication and collaboration practices.
Evaluation and refinement: The procedure was continuously
evaluated through feedback, monitoring usage patterns, and
assessing its impact on team collaboration and communication
efficiency. Any necessary refinements were made to ensure the
procedure remained effective and aligned with the organization's
objectives.
By following this process, the developed procedure for improving
team collaboration and communication integrates with other
administrative procedures within the business. It considers the
existing systems and tools in place, aligns with data security
protocols, and ensures seamless communication flow across
different teams and departments. The procedure is designed to
support and enhance overall administrative efficiency within
Worlducation.
Distribution We used an email to distribute and communicate the new

How did you distribute and procedures to staff at Worlducation:
communicate the new
procedures to staff?
Subject: New Procedures for Improved Team Collaboration and
You need to attach evidence
Communication
of this which may include
email, memo or evidence of
this happening at a meeting.
Dear Team,
We are excited to announce the implementation of new
procedures to enhance team collaboration and communication at
Worlducation. These procedures aim to streamline our
workflows, reduce unnecessary emails, and foster a more
efficient and collaborative work environment. Please take a
moment to review the following important information:
Communication Platform: We have adopted Slack as our
centralized communication and collaboration tool. Slack will
serve as the primary channel for team communication, file
sharing, and project coordination. You will receive an invitation to
join our Slack workspace shortly.
Communication Guidelines: To ensure effective communication
practices, we have developed communication guidelines and
protocols. These guidelines outline preferred channels for
different types of communication, response times, and proper
etiquette. Please familiarize yourself with these guidelines, which
are attached to this email.
Training and Support: To assist with the transition to Slack,
training sessions will be conducted next week. The sessions will
cover the basics of using Slack, including messaging, file
sharing, and integrations. Please refer to the attached schedule
for your designated training session.
Integration with Existing Tools: Slack will integrate with our
existing systems, such as project management software and
document sharing platforms, to streamline our workflows and
improve collaboration across teams.
We understand that adjusting to new procedures may require
some time and effort. However, we believe that the benefits of
improved collaboration and communication will greatly outweigh
any initial challenges. Our aim is to create a more efficient and
cohesive work environment that enables us to achieve our goals
effectively.
If you have any questions or need further clarification, please
don't hesitate to reach out to the HR department or the
designated Slack support team.
Thank you for your cooperation and commitment to making these
new procedures a success.
Best regards,
Niranjan Pandey
Senior Manager
Training development I trained the employees of Sydney branch. The approach is

Who did you train? outlined below:
Outline the process and Identify the Target Audience: Determine the staff members who
approach you took to will be directly impacted by the new procedures and require
developing this training training. This could include all employees or specific
including the instructional teams/departments.
style and mediums used.
How did you ensure it aligns
with your audience’s learning Conduct a Training Needs Assessment: Assess the existing skill
preferences and the levels and knowledge gaps of the target audience related to the
organisation’s requirements? new procedures. This assessment will help in tailoring the
training content and approach to meet their specific needs.
How does it ensure staff are
supported?
Define Training Objectives: Clearly define the objectives that

need to be achieved through the training program. For example,
the objectives may include understanding the purpose and
benefits of the new procedures, gaining proficiency in using the
new communication platform, and adhering to the established
communication guidelines.
Choose Instructional Style and Mediums: Select instructional

styles and mediums that align with the audience's learning
preferences and the organization's requirements. This could
include a combination of live training sessions, online tutorials,
video demonstrations, interactive workshops, or self-paced e-
learning modules. Consider using a blended approach that
combines different mediums to cater to various learning styles.
Develop Training Content: Create engaging and interactive

training materials that cover the key concepts and procedures.
Use a mix of visual aids, step-by-step instructions, real-life
examples, and scenarios to enhance understanding and
application. Ensure that the content is clear, concise, and aligned
with the organization's brand and communication style.
Customize Examples and Scenarios: Tailor the training content

to the organization's context by incorporating examples and
scenarios relevant to Worlducation's operations. This will help
participants better relate to the material and understand how it
applies to their daily work.
Pilot Testing and Feedback: Conduct a pilot test of the training

with a small group of participants to gather feedback and make
necessary adjustments. This ensures that the training content
and delivery methods are effective and meet the needs of the
audience.
Delivery and Support: Schedule training sessions based on the

availability and preferences of the target audience. Offer a
variety of delivery methods, such as live sessions, recorded
sessions for on-demand access, and ongoing support through
dedicated channels (e.g., Slack, email, or a designated training
support team). Encourage staff to ask questions, provide
clarifications, and seek assistance as needed.
Evaluation and Continuous Improvement: Implement a

mechanism to evaluate the effectiveness of the training program.
This can be done through surveys, quizzes, or assessments that
measure participants' knowledge gain and confidence in applying
the new procedures. Collect feedback from participants and
stakeholders to identify areas for improvement and refine the
training approach if necessary.
By following this approach, the training program can be tailored

to the target audience's learning preferences, aligned with the
organization's requirements, and provide adequate support to
staff members throughout the learning process.
Future use To ensure the training program accommodates a wide array of

How can the training be participants with different learning needs or requirements, you
adjusted to suit a wide array can incorporate the following strategies:
of participants including those
with different learning needs
or requirements? Provide Multiple Delivery Formats: Offer the training content in various
examples. formats to cater to different learning preferences. For example:
Visual Learners: Provide visual aids, diagrams, and infographics

that illustrate key concepts and procedures.
Auditory Learners: Include recorded audio explanations or
provide live training sessions where participants can listen to
instructions and discussions.
Kinesthetic Learners: Incorporate interactive elements, hands-on
activities, and simulations to allow participants to engage actively
with the training material.
Modular Approach: Break down the training content into smaller,
manageable modules or topics. This allows participants to learn
at their own pace and revisit specific sections as needed. They
can focus on areas that are most relevant to their roles or
learning objectives.
Personalization: Provide options for participants to personalize

their learning experience. For instance:
Allow learners to choose between different paths or levels of

complexity based on their existing knowledge and experience.
Offer supplementary resources or additional reading materials for
those who want to delve deeper into specific topics.
Incorporate opportunities for self-assessment or quizzes to allow
participants to gauge their own progress and focus on areas that
require further attention.
Accessibility Considerations: Ensure the training materials are

accessible to individuals with disabilities or diverse needs.
Examples of adjustments include:
Providing closed captions or transcripts for video content to

accommodate participants with hearing impairments.
Using clear and readable fonts, color contrasts, and appropriate
formatting to support participants with visual impairments.
Offering alternative text descriptions for images and graphics to
facilitate understanding for participants using screen readers.
Peer Learning and Collaboration: Encourage participants to

engage in collaborative learning activities, such as group
discussions, case studies, or problem-solving exercises. This
allows for shared knowledge, diverse perspectives, and the
opportunity to learn from each other's experiences.
Individualized Support: Offer avenues for participants to seek

individualized support or clarification. This can be in the form of
dedicated training support personnel, discussion forums, or one-
on-one coaching sessions.
Continuous Improvement: Gather feedback from participants to

identify areas for improvement and make necessary adjustments
to the training program. Regularly assess the effectiveness of the
training materials and delivery methods to ensure they meet the
diverse learning needs of participants.
By incorporating these strategies, the training program can be

adjusted to suit a wide array of participants with different learning
needs or requirements. It promotes inclusivity, engagement, and
effective learning outcomes for all participants.
Monitoring To ensure full participation and staff buy-in during the training, as
When running the training, well as monitor staff attitudes, engagement, and the reception of
how did you ensure full the training, the following approaches can be implemented:
participation and staff buy in?
How did you monitor staff
Pre-training Communication: Prior to the training, communicate
attitudes and engagement?
the importance and relevance of the training to the participants.
How did you monitor that the Clearly outline the objectives, benefits, and how it aligns with
training was understood and their roles and the organization's goals. This helps generate
well received?
interest and buy-in from the staff.
How did you ensure your
presentation style suited the
audience and what changes Interactive Training Sessions: Design the training sessions to be
did you make if it wasn’t? interactive and engaging. Incorporate activities, discussions, and
hands-on exercises to encourage active participation. Provide
opportunities for participants to ask questions, share their
perspectives, and contribute to the learning process.
Feedback Mechanisms: Implement feedback mechanisms

throughout the training to gauge staff attitudes and engagement.
This can be done through surveys, polls, or verbal feedback.
Encourage honest feedback and create a safe and supportive
environment for participants to express their thoughts.
Post-training Assessments: Conduct post-training assessments

or quizzes to ensure that the training content was well
understood. This allows you to evaluate the effectiveness of the
training and identify any areas that may require additional
clarification or reinforcement.
Post-training Evaluation Surveys: Administer post-training

evaluation surveys to gather feedback on the training
experience, content, and delivery. Ask participants about their
satisfaction with the training, whether it met their expectations,
and if they found it beneficial. This provides insights into the
training's reception and identifies areas for improvement.
Observations and Body Language: Actively monitor participants'

body language and engagement during the training sessions.
Pay attention to signs of attentiveness, active participation, or
disengagement. Adjust your presentation style and delivery
based on these observations. If participants seem disengaged,
try incorporating more interactive elements, real-life examples, or
varying your delivery methods to increase their involvement.
Individual Check-ins: Schedule one-on-one or small group

check-ins with participants to address any concerns, answer
questions, or provide additional support. This personal touch
demonstrates your commitment to their learning and encourages
open communication.
Adaptation and Flexibility: Be prepared to make adjustments to

your presentation style on the spot if it is not resonating with the
audience. Monitor participants' reactions and adapt your
approach accordingly. This could include speaking at a slower
pace, providing more visual aids, or using different examples to
enhance understanding.
By implementing these strategies, you can ensure full

participation and staff buy-in during the training. Monitoring staff
attitudes, engagement, and understanding helps identify areas
for improvement and allows for adjustments to the training
delivery to better suit the audience's needs and preferences.
Contingency management One issue that could arise during the implementation of the new
What issue did you respond to training program is technical difficulties or system failures that
and how did you manage disrupt the training sessions. To manage this issue and ensure
this? minimal impact on the users, the following steps can be taken:
How did you ensure this had a
minimal impact on the user?
Redundancy and Backup: Implement redundancy measures for
the training platform or system. This can involve having backup
servers or alternative communication channels in case of
technical failures. Ensure that data and training materials are
regularly backed up to prevent loss in the event of system
failures.
Technical Support Team: Have a dedicated technical support

team available during the training sessions to address any
technical issues that participants may encounter. This can be
done through a designated help desk or IT support personnel
who can quickly troubleshoot and resolve issues to minimize
disruption.
Communication Plan: Develop a clear communication plan to

inform participants about the steps to take in the event of
technical difficulties. Provide instructions on whom to contact or
which channels to use for reporting issues. Communicate this
plan prior to the training and remind participants at the beginning
of each session.
Contingency Materials: Prepare contingency materials in

advance, such as printed handouts or offline resources, to be
distributed to participants in case of prolonged technical issues.
This ensures that participants can continue their learning even if
the online system is temporarily unavailable.
Recording and Playback: Consider recording the training

sessions to allow participants to review the content at a later time
if they encounter technical difficulties during the live session.
Make the recordings easily accessible to users, either through an
online platform or by sharing the recorded files directly with
participants.
Regular Updates and Feedback: Provide regular updates to
participants about the progress of resolving any technical issues.
Communicate with transparency and provide a timeline for
expected resolution. Gather feedback from participants to
understand the impact of the technical difficulties and make
necessary improvements for future sessions.
Timely Resolution: Ensure that technical issues are addressed

promptly to minimize disruption to users. Work closely with the
technical support team to prioritize and resolve issues as quickly
as possible. Keep users informed about the progress of issue
resolution and provide alternative options, such as rescheduling
or additional support, if needed.
By proactively managing technical difficulties and implementing

contingency measures, the impact on users can be minimized.
Clear communication, technical support, and alternative
resources help ensure that participants can continue their
training with minimal disruption, fostering a positive learning
experience.
Attach: Procedure you have developed ☒
Evidence of distribution ☒
Training session materials ☒
Section 4: Monitoring (Please do it yourself using the

method I taught you)
Analysis of user responses
Identify issues and trends in
user responses. Include
usage, security and output in
your analysis.
Solutions
Document solutions to issues
and steps you will take to
make modifications to the
system.
Include modifications to
procedures and training and
attach evidence once you
have updated these
documents.
Communication strategy
How will modifications be
notified to staff? Where will
revised procedures be located
and how will staff know to
replace their current
procedure with the new one?
Training session
Outline the process and
approach you took to
modifying this training and
why.
Attach: Modified procedure ☐
Evidence of distribution and notification to staff ☐
Revised training session materials ☐

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PROJECT

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© 2020 RTO Works

Section 1: System Planning 5

Assessor: Lokman Hakim

Business this assessment is WORLDUCATION

Documentation reviewed as Simulation Pack

System Users Niranjan Pandey

Other stakeholders Lokman Hakim (CEO)

In summary, Worlducation is an established social startup that

System details Based on the requirements and budget constraints, I have

Integration of Microsoft 365 and Trello:

Here's how the system will work:

Teams will be set up with different channels for each department

SharePoint and OneDrive:

SharePoint will serve as the document management system,

Trello boards will be set up for different projects or teams,

Storage and Service Options:

Microsoft offers different subscription plans for Microsoft 365,

Trello offers both free and paid plans.

Upfront and Monthly Requirements / Costs / Obligations:

Upfront Costs: There may be upfront costs associated with

Comprehensive Suite of Tools: Microsoft 365 offers a wide

Integration Capabilities: Microsoft 365 applications can be

Scalability and Customization: Microsoft 365 offers scalable

Reasons for integrating Trello:

Visual Task Management: Trello's board-based approach

Flexible and Agile: Trello's flexibility allows teams to customize

Ease of Collaboration: Trello's collaboration features enable

Considering these factors, the combination of Microsoft 365 and

Benefits and opportunities Benefits of the proposed new system:

Enhanced Collaboration: The system will enable real-time

Centralized File Management: With Microsoft 365 and Trello,

Task and Project Management: Trello's board-based approach

Cost Savings: The proposed system, leveraging Microsoft 365

Enhanced Productivity: By streamlining processes and

Improved Customer Service: With better organization and

Scalability and Growth: The selected system is scalable,

Collaboration Beyond the Organization: The system's

Continuous Improvement: The new system will provide

Overall, the proposed system offers significant benefits to

Information Security Policy: Organizations should have an

Vendor Due Diligence: When selecting developers or suppliers,

Non-Disclosure Agreements (NDAs): Organizations may

Contractual Agreements: Organizations typically have

Data Retention and Destruction: Organizations should have

Incident Response and Breach Notification: Organizations

It is important for Worlducation to align its administrative systems

System Licensing/Subscription: The cost of the system will

Implementation and Setup: While there may not be external

Storage and Service Options: The chosen system may have

Ongoing Support and Maintenance: Consider whether ongoing

Potential Add-ons or Integrations: Depending on the specific

It is crucial to conduct a thorough evaluation of potential system

Risks Overview of Risks for the Project:

Managing Risks for a Smooth Implementation:

Thorough Planning and Risk Assessment: Conduct a

Attach: Quotes from suppliers ☒

Administrative Systems Policies & Procedures ☒