Assessment Task 1: Project

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities
and completing and submitting a project portfolio.
You will need access to:
• Simulation pack -business scenario

• Project Portfolio template.

• Assessment task 1 – Read all the activities.

• a suitable place to complete activities that replicates a business environment including a meeting space and
computer and internet access

• your learning resources and other information for reference

Ensure that you:

• review the advice to students regarding responding to written tasks in the Business Works Student User Guide

• comply with the due date for assessment which your assessor will provide

• adhere with your RTO’s submission guidelines

• answer all questions completely and correctly

• submit work which is original and, where necessary, properly referenced

• submit a completed cover sheet with your work

• avoid sharing your answers with other students.

i Assessment information

Information about how you should complete this assessment can be found in
Appendix A of the Business Works Student User Guide. Refer to the appendix
for information on:
where this task should be completed

how your assessment should be submitted.

Note: You must complete and submit an assessment cover sheet with your
work. A template is provided in Appendix B of the Student User Guide.
However, if your RTO has provided you with an assessment cover sheet, please
ensure that you use that.

BSBOPS503 PROJECT PORTFOLIO 1

 RTO No: 91223

Student Project Portfolio

BSBOPS503 Develop Administrative Systems

BSBOPS503 PROJECT PORTFOLIO 2

 Student name:

Assessor:

Date:

Business this assessment is

This assessment is based on case study “WORLDUCATION”
based on:

Documentation reviewed as
Business Case study - Simulation pack
preparation

System Users
All administrative & marketing staffs

Other stakeholders
Senior management, Marketing executive, CFO

BSBOPS503 PROJECT PORTFOLIO 3

 Section 1: System Planning
About the business
Provide an overview of
the business and its
operations and details
about whether this is a
new business (or
business unit /
department) or it is a
business with an existing
system that needs to be
replaced or upgraded.
Organisational
requirements
Based on consultation with
system users and other
stakeholders, outline the
requirements of the system
including immediate needs
and any future planning
including how the system
needs to be rolled out to
current staff.
What type of system is
needed?
What are the challenges the
organisation faces and how
can the new system help to
address these?
What type of system is needed?
BSBOPS503 PROJECT PORTFOLIO
You must provide an overview of the business including details
of its operations and whether it is a new business that requires a
new administrative system, or the business has an existing
system but wants to modify/upgrade/replace its existing system.
If you are using the case study (Worlducation) you could outline
the structure of the business and how it operates around the
world, plus the fact that due to the latest growth, there is now a
virtual disorganization. The company uses offline files, excessive
emails to communicate and whatsapp as their chat system, and
although Trello and Slack have been tested, they have never
been fully implemented. Given these facts, the business has lost
many deals, and it’s causing the team to demoralize and feel
over stressed.
Stakeholder meeting
Date: --/--/----
Worlducation
Meeting Discussion
Meeting time: 9.00am – 9.20am
Meeting Location: Zoom Meeting/Virtual Meeting
Attendees:
Topic Discussion
• Brainstorm options of new system
• Pros and cons of new system
•
Meeting ended/closed time: 9.20am
Based on the consultation with system users and other staff,a new system
needs to be implemented that can work in different time zones or countries. It
would preferably be a cloud- based system that has more than 30 or unlimited
number of users. It will have security features to protect the system and the
company’s information. The system is integrated with the calendar or other
applications, location of user and time zones.
4
 • The systems they choose to implement will vary but may include
Google Drive, DropBox, Microsoft Team

• The student must outline the organisational requirements of the

system required which could include number of users, security
features (permissions), applications such as integration with
calendars or other apps, location of users etc.

What are the challenges the organisation faces and how can
the new system help to address these?

You should find out problems from Case study/business

scenario of Worlducation.

Example: The challenges faced by the company -

disorganisation, lost sales for miscommunication, loss of

files and important data because of offline operations,
non- streamlined processes, Working in different time
zone, Online chaos of files, inefficiencies……

BSBOPS503 PROJECT PORTFOLIO 5

 How can the new system help to address these?
o You should discuss the advantage of cloud- based system.
o Example of advantage: PLEASE DO NOT COPY
• It could help to create a stress-free workflow sharing information
through the system with team members working in different
countries to improve sales.
• It could also allow the team to collaborate with others working
Who will be using the
on the same project and share the latest updates.
system? Who will be using the system?
How will the system be rolled ▪ The new system will be used by all staff members -
out? administrative, sales staff and senior management

What are the timeframes?

How will the system be rolledout?
EXAMPLE- PLEASE DO NOT COPY
The system will be rolled out after a meeting will all team
members who will be using the system which includes training on
how to navigate around the new system with a demonstration of
all of its features.
There will be one individual in charge of implementing the system
who will be available to aid all users in the initial transition period
of implementation.
The systems student can choose to implement will vary but may
include Google Drive, DropBox, and Microsoft Team. There’s no
right OR wrong answer here.
Discuss about only one system

Roll out should have a deadline and phases for each one of the
services.
It needs to have a free trial version you can use during the
implementation stage.
All users need to be involved.
There will need to be testing before a progressive rollout to every
aspect of the start.

What are the timeframes?

Timeframe should be clearly explained, there’s no right or wrong

answer, although there’s a need for change due to the morale of the
team and the loss of leads
Example-
The timeframe for the rollout can be done in three weeks to allow users
or employees around the world to download and synchronize the
system and share information.

BSBOPS503 PROJECT PORTFOLIO 6

 System details
You should present why this is the best system for the company,
After you have
how it works and how it will simplify the workload of the team.
completed research
and obtained quotes, You may discuss any one of the cloud based
outline the systemyou system-Google Drive, DropBox, Microsoft Team.
want to introduce and • You need to outline the features of the
how you will set it up. product/service. You may add links to promo videos or
Include: other info about the system.
An overview of how the • You should also discuss the benefits of this system versus
system will work the actual system (streamlined, efficiency opportunities,
cloud sharing, privacy, collaboration, etc.) and any other
Storage and service
further services that the system might have that could
options from various
providers create further value to the company (e.g. the ability to
do invoices online, the ability to calculate taxes and GST,
Upfront and monthly the ability to manage inventory)
requirements / costs /
obligations • Do they get any free trials, what are the payment terms
(per user, per Gigabyte, per month, per week), do they
have good reviews on a specific product, what are the
competitors using? All of these should be considered in
the analysis

Quotes:
https://www.softwaretestinghelp.com/cloud-storage-providers/

https://www.cnet.com/tech/services-and-software/best-cloud-storage/

Google Drive Dropbox OneDrive

Option $8.30 /user/month $21 /user/month $6.90 /user/month
A (annual
commitment)
Storage 30 GB /user 5 TB 1 TB per user

Option $16.80 /user/month $33 /user/month $13.70

B /user/month
(annual
commitment)
Storage 2 TB /user Unlimited space Unlimited
individual cloud
storage

BSBOPS503 PROJECT PORTFOLIO 7

 Pros • Generous • Automatic • Excellent
free storage file backup interface
space • Advanced • Clients
• Excellent software for
productivity- integration Android,
suite • Offline iOS, Mac,
collaboratio working and
n capabilitie Windows
• Includes s • Well
desktop-to- integrated
desktop file- with
syncing Windows
• Cross- 10 and
platform Office
apps 365
• Able to • Powerful
work on file-
files offline sharing
and
document
collaborat
ive
editing

Supplier (or You have to assess the benefits of choosing one system over
developer) another in terms of: pricing, capabilities, integrations with other
preference software, updates, possibilities to scale it to other areas in the
future (considering that the business is growing), etc, as well as
Which provider / aspects that might vary from software to software like: Storage,
developer /system have payment terms, trainings, privacy policies, amount of users, scope
of the service -maybe one service could be used instead of two)
you decided on?
Why do you prefer this You may offer a price comparison with other suppliers, especially
option over the others? between payment terms (per user, per gigabyte, per month) as
this may be a factor in their preference.

EXAMPLE:
Google Drive is popular because of its free storage capacity. You
can store photos, documents, stories, designs, recordings, videos
etc. To store the files on Google Drive you should have a Google
account.

Features:
• It will allow you to store any file. You can store photos,
drawings, videos, recordings etc.
• Files can be uploaded from any device like a smartphone,
tablet, or computer.
• You can easily share files and folders. Collaboration on
any file is possible without an email attachment.
• Apps are available for Windows, Mac, iOS and Android
devices

OS Platforms: Apps are available for Windows, Mac, iOS, and

Android devices.

Price: It is free up to first 15 GB. It has more plans, and the pricing
for which are mentioned in the below table. It provides unlimited
storage with its business version of Google Drive for Work.
BSBOPS503 PROJECT PORTFOLIO 8
 Quotation from supplier - Screenshot

BSBOPS503 PROJECT PORTFOLIO 9

 Benefits and
opportunities
Outline the benefits to
the business of using
the proposed new
system.
What are the potential
opportunities associated
withthis new system?
Legislative and
organisational
requirements
Summarise the relevant
legislative and organisational
policies and procedures for
administrative systems
including data security.
This includes requirements
around receiving quotes from
developers and/or suppliers,
number of quotes required
and selection requirements
for vendors.
BSBOPS503 PROJECT PORTFOLIO
Student must outline the benefits to the business of
using the proposed new system.
Example: DO NOT COPY
Benefits must be outlined and these may include:
o efficiency in processes
o better lead conversion due to shorter response times
and less mistakes
o improved team morale due to better communication
o and so on….
What are the potential opportunities associated with this
new system?
Example: DO NOT COPY
Opportunities may involve:
• More time to generate further deals or to
decrease the cost of acquisition of clients
• Better follow-up of clients to create better
user experience and better chances of up-selling
And so on….
Legislative requirements:
Answer must cover legislation and may include:
The Privacy Act 1988 covers the use and transfer of personal
information, but with cloud-based data storage, the information
is not transferred to the cloud operator: it still belongs to the
owner, so this raises no real concerns. From an information
perspective, companies maintain the same legislative and
policy obligations to protect and manage information regardless
of where it is stored and processed.
Example:
Administrative and Data security policy and procedures
Purpose of the Policy
Worlducation must protect, restricted confidential or
sensitive data from loss to avoid reputation damage and to
avoid adversely impacting our customers.
Scope
The policy applies to all Worlducation employees,
contractors, suppliers, customers and volunteers who can
access Worlducation IT system including administrative
system, server, database which includes email, website
and other work-related tasks
10
 Policy principles
The company shall provide all employees and contracted
third parties with access to the information they need to
carry out their responsibilities as effectively and efficiently
as possible.
Responsibilities
• All users must lock their screens whenever they
leave their desks.
• All users are required to maintain their passwords
private and not disclose them.
And so on….

Procedures
• Employees are allowed use the system for work-
related purposes.
And so on….
Network Access
• Network access must be provided to all
employees and contractors access in accordance with
business access control procedures.
•
• And so on…

Training
• Trainings will be provided to all staff who are
involved in the company’s system
• Staffs are required to attend courses made
available by the management and training department

BSBOPS503 PROJECT PORTFOLIO 11

 Budget
Outline the budget
requirements and break
down the cost of new
system.
• Student must outline the budget requirements and break
down the cost of new system.
• The budget is small – a maximum of $2,500 annually.
EXAMPLE: Budget breakdown:
• The budget allocation from the company for the new
system – maximum of $2,500 annually

The budget breakdown:

Team members 10
Google Drive Business $16.80 per user per month
Standard
1 year per user cost $201.6
Total cost 100 users per year $2,016
The budget allocation from the company for the new system –
maximum of $2,500 annually is fulfilled with this option.

BSBOPS503 PROJECT PORTFOLIO 12

Risks
Outline an overview of the
risks for the project and how
these might be managed to
ensure a smooth
implementation.
The student must outline the risks which may include:
• Loss of data
• Integration issues
• Security breaches
• User acceptance

And so on….

Attach: Quotes from suppliers ☑

Administrative Systems Policies & Procedures ☑

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBTWK503 Manage meetings| 17
You must include:

• Quotes from suppliers

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBTWK503 Manage meetings| 18
You should discuss following points to develop policy and procedure.

Administrative Policy and Procedures- System & Data Security

• Purpose
• Scope
• Policy principles
• Responsibilities
• Procedures
✓ Administrative System (Google Drive)
✓ Data Security & file management
✓ Staff Training

Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

BSBTWK503 Manage meetings| 19
Strathfield College RTO: 91223 CRICOS Provider Code: 02736K
BSBTWK503 Manage meetings| 20