RTO No: 91223

Assessment Task 1

BSBOPS503 Develop administrative systems

BSBOPS503 PROJECT PORTFOLIO 3

 Activities-Assessment task-2
4. Complete your planning

After the meeting, complete Sections 1 and 2 of your Project Portfolio.

When you complete Section 1, you need to:

• Obtain quotations from suppliers or developers

• Justify the choice of supplier or developer in line with organisational

requirements.
You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in your in Section 1 of the
Project Portfolio and make sure you attach these upon submission.

When you complete Section 2, include the following activities into your
implementation strategy:

• System initial roll out – how will information about the system be
communicated to staff and how will you encourage full participation from the
outset?

• Procedure development – how will procedures be documented and which

procedures need to be developed as part of the roll out?

• Training and support – how will training and support for staff using the system
be implemented and managed immediately and for future staff training needs?

• Monitoring – how will monitoring processes for usage, security and output take
place and during which frequencies and timeframes will these activities take
place?

• Continuous improvement – how will improvements identified be managed and

implemented?
Show your colleagues you met with in the previous activity step the training and
support plans you have developed and confirm with them that they believe these
will be suitable. Consider feedback and work this into your planning as and if
relevant. If you modify your plans then save the original copy of your Project
Portfolio as Draft and your revised copy as Modified.
Submit to your assessor.

BSBOPS503 PROJECT PORTFOLIO 4

 Section 2: Implementation Strategy

Issues Comments Contingency plans

1 Time to train staff on the new system may not be adequate: To ensure correct training is provided a training session will occur after
time needs to be set aside to ensure adequate training is provided work hours which will be most suitable for all to attend as they do not
to a level where all staff are happy and confident using the new have to make time in their busy work schedules. The training session will
system. All team members need to be present for the training also be recorded and be made available for all to view after the session.
which may not be possible. Lack of training will hinder the This allows those that were absent at the training to catch up and allows
implementation of the system. employees to access the training as many times as they like to revise
the instructions and become familiar with the new system.
Lack of compliance for the new system: employees may be happy To ensure compliance incentives will be provided to all team members
2
with their current ways of storing files and are hesitant to adopt a new who are adopting the new system with positivity. Training will be ongoing
system which they are not familiar with. Lack of compliance will result to ensure team members are confident with using the new system with
in the system not being used correctly. the manager adopting the role of trainer and being the point of call for
those who need more guidance. Team meetings will occur regularly to
discuss the new system and address any issues or concerns which team
members may have.

BSBOPS503 PROJECT PORTFOLIO 5

 5

BSBOPS503 PROJECT PORTFOLIO 6

 No. Objectives Measures of Performance

There is an increase in productivity and sales This objective will be measured in the following ways:
1
• The number of employees doing over-time hours is reduced
• Number of email correspondences between staff is reduced by
50%
• Sales increase by 10% within 6 months

BSBOPS503 PROJECT PORTFOLIO 7

 Strategy for Achieving Objectives

Strategies Step by Step Plan Due Date Name Completion notes

Source and purchase the Establish what is needed from a system such as file sharing, team Current issues
1st July
new administrative system meetings. investigated and solutions
on how a system can
help created
Research systems and gather quotes. 5th July Report completed and
presented to stakeholders
Contact the preferred supplier and create a purchase plan for the new 8th July Google Drive contacted
system
Implement the new
administrative system

Test the new

administrative system