RTO No: 91223

Student Project Portfolio

BSBOPS503 Develop Administrative Systems

BSBOPS503 PROJECT PORTFOLIO 3

 Student name:
Mathew Lord

Assessor:

Date:

Business this assessment is

based on:

Documentation reviewed as
preparation

System Users

Other stakeholders

BSBOPS503 PROJECT PORTFOLIO 4

 Section 1: System Planning
Worlducation is a social startup that manufactures tablet computers for primary
About the business
school students. They not only focus on the hardware, but they also have a
Provide an overview of the competitive team creating software, content and activities to better engage and
educate the students.
business and its operations
So far, Worlducation only sells their tablet computers business to business
and details about whether (B2B) as they realised that their content and hardware proved most effective
this is a new business (or when a whole classroom was using it, and a teacher was coordinating the
business unit / department) activities. Also, this helped the sales team focus on larger sales, and minimised
or it is a business with an the potential number of problems that could arise from individual customers.
existing system that needs However, the long-term plan is to also tackle a business to consumer strategy
(B2C).
to be replaced or upgraded. Worlducation was founded in 2016, and by the end of 2019 they had sold over
35,000 tablets to over 550 schools in 23 countries, generating revenue in
hardware sales and software subscriptions.
Worlducation headquarters are in Sydney’s CBD but they have a development
team in Bulgaria, a manufacturing team in Hong Kong, and operation and
marketing staff in Colombia, Egypt, Iceland, Russia and the Philippines.
Worlducation started 2020 with a huge sale to a school in Portugal. Although it
was a great start, the context for the rest of the quarter was highly uncertain due
to COVID-19. Surprisingly the pandemic brought hundreds of new leads and
that led to an unprecedented growth that brought alongside dozens of operation
and production problems.
The factory in Hong Kong closed down for 1 month due to government
restrictions limiting supply, the sales team was overwhelmed with sale meetings
over ZOOM, the tech-support team had to re-adapt the software to remote
learning for many of the schools, and the founders had to start thinking on how
education was going to change after this worldwide event.
Implement a system that will:
Organisational requirements
get rid of old files;
Based on consultation with boost output as well as enhance efficiency
system users and other cut down on useless emails;
globalize the team's organization.
stakeholders, outline the
requirements of the The business needs a system that can help with email and message grouping,
system including offer video conferencing features that can manage several people and rooms at
immediate needs and any once, and facilitate team information sharing.
future planning including Slack, Trello, Google services, and the Dropbox app are among the options
available to the business.
how the system needs to
be rolled out to current Challenges the organization faces:
staff. • The company occasionally wakes up to more than 100 emails from team
members who are located in different time zones.
What type of system • Due to poor communication, a whole day might be wasted on insignificant
is needed? minutiae in file sharing.
• The company now largely relies on internal emails and WhatsApp groups.
What are the challenges • Everyone is still working on offline files on their computers and sharing them
the organisation faces and as attachments on emails. This chaos has cost the team several agreements, and
how can the new system it is now starting to affect their motivation and energy.
help to address these? At the moment, the company uses Whatsapp groups and internal emails a
lot.groups.
Who will be using
the system? The new method would cope with the virtual disarray of Worlducation by
having a single shared timetable and responsibilities that could be readily
How will the system be followed by everyone.
rolled out? • A chat box and several video conference rooms can assist to speed up the
process.
What are the timeframes? • The new system provides a collaborative cloud storage option that permits file
editing by anybody and encourages online collaboration as opposed to only
offline work.
BSBOPS503 PROJECT PORTFOLIO 5
 Who is going to use the system? - There can be no more than 10 people on the
squad.
What deadlines are there? – Before completely implementing the modifications
in a month, the head office will test them out for two weeks. They will then be
closely scrutinized and put into practice

BSBOPS503 PROJECT PORTFOLIO 6

 Team members can cooperate when communicating by technology. Because it works on
System details a variety of platforms and devices and encourages workplace collaboration, employees
can work more effectively on their computers and smartphones. A few options include
After you have completed video conferencing, one-on-one chat, and group texting.
research and obtained Users may effortlessly exchange data with one another because to the system's seamless
quotes, outline the connection with other apps like Dropbox.
system you want to • View: View all of the projects that your team is working on in Trello.
introduce and how you • Templates: You can provide your team a successful blue-print by using easy-to-use
will set it up. templates created by business professionals and members of the Trello community.
• Automation: To automate processes and tasks, use Butler automation.
Include: • Power-Ups: Allow the chosen tools of your team to be connected to Trello plugins.

 An overview of how
the system will work

 Storage and service

options from
various providers

 Upfront and monthly

requirements / costs Slack: A unified workspace for your team
/ obligations • Channels: To stay focused and organized, keep discussions, files, tools, and people in a
single spot.
Work collaboratively with groups from other businesses using Slack Connect in the same
manner that you do with groups from your own.
• Apps and Integrations: Slack can be integrated with over 2,200 more services, such as
Google Drive, Office 365, and others, to streamline operations.
• Workflow Builder: Automate repetitive processes and communication so you can go
back to the things that only humans can perform.
• Security: Protecting your data at every level is at the heart of how Slack operates.
• Enterprise Key Management: By using your own encryption keys, you have full control
over who has access to your data on Slack and full visibility into who is doing so.
Pricing:

Slack provides a better solution with more flexibility and a wider range of extensions to
Supplier (or developer) successfully manage the team through video conferencing, chat, and the requirement for
preference connectivity with other applications.

Which provider / developer

/ system have you decided
on? Why do you prefer this
option over the others?

BSBOPS503 PROJECT PORTFOLIO 7

 Slack organizes discussions into channels so people can come together in one place to
Benefits and opportunities collaborate, make decisions, and move work forward. It helps teams to operate more
swiftly and cooperatively regardless of their location.
Outline the benefits to All the conversation features we may need are included in Slack's user-friendly UI
the business of using the Features like message threads, highly personalized alerts, and potent search filters are
proposed new system. used to limit the overflow of communication.
Microsoft Teams offers up to 500,000 members and limitless messages, which is nearly
What are the potential unlimited for the majority of enterprises, in contrast to Slack's unlimited users and
messages for every tier. In comparison, Slack only allows you to find up to 10,000
opportunities associated
archived messages in free workspaces.
with this new system? Quicker and more flexible ways to interact with partners: When ad hoc cooperation is
necessary, working with partners and customers can be challenging. Slack Connect
removes communication barriers and accelerates workflow by integrating everyone into
your virtual office to finish tasks.
It makes it simple to collaborate in real time and share information. This is fantastic for
circumstances where you need a prompt response about a deadline.
It is easy to talk about anything funny or off-topic with coworkers.
Your data is always protected thanks to the platform's outstanding security.
It features a fully working mobile app that you can download right away to your desktop.
-> enhanced communication, improved project management, increased employee
participation, and seamless project management

• Finance Authorization Policy and Procedures - WORLDUCATION: The designated

Legislative and authorized person must first provide their consent for all financial transactions in
organisational requirements accordance with this policy. This policy should be reviewed in combination with any
other specific financial policies, as appropriate.
Summarise the relevant
legislative and • Privacy Act: The primary law governing the handling of personal information about
persons in Australia is the Privacy Act of 1988, sometimes referred to as the "Privacy
organisational policies and Act." This includes the collection, use, storage, and disclosure of personal data by both
procedures for the federal government's public and commercial sectors.
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.

The budget is not very large—it is around $2,500 each year at most.
Budget Cost of new Slack system:
Outline the budget
requirements and
break down the cost of
new system. Training and application integration will be paid for with the
remaining $1,000.
Business package: $1,500 for 12 months at $12.50 per month for
a maximum of 10 users (10 * 12.5).

BSBOPS503 PROJECT PORTFOLIO 8

 Due to the employees' lack of experience with the system, the team will probably see
Risks little to no productivity advantages and adopting the new system will be a waste of
money.
Outline an overview of the
risks for the project and The team will require thorough training in order to overcome this problem and make the
how these might be most of the system's possibilities. Furthermore, this would make it easier for the staff to
use, boosting productivity.
managed to ensure a
smooth implementation.

Attach: Quotes from suppliers ☐

Administrative Systems Policies & Procedures ☐

BSBOPS503 PROJECT PORTFOLIO 9

 Section 2: Implementation Strategy

Issues Comments Contingency plans

1 Communicating administrative systems Gaining the support of individuals who will use the system or who will be
influenced by its operation is necessary for implementation. An
implementation plan will be used to lead an organization through the
procedure. Users of the system who take part will ensure that the
implementation procedure is adaptable and open to modification.
Timing When implementing a new system, timing is an important factor to take into
2
account. The implementation of a new system should have little to no impact on
how the business processes operate, if any. Additionally, it will be essential to
follow the system's implementation schedule. One tool is a PERT chart, which
illustrates the connections between the parallel activity paths.
Procedures The two types of procedures are operational (create the system and assign people
3
to carry out the system's activities) and process-oriented (provides the
instructions for performing the specific tasks needed to complete the processes).
The Procedures for quality assurance are a series of practices that provide
outcomes of the highest level.
Training and support for staff When providing training and support, you should explain to the staff the method
4
of implementation, how it functions, and what that will mean for them. The
workforce will be able to understand if the system will change right away,
gradually, simultaneously, or via a test project.
The type of instruction and support given will depend on the implementation
plan, the resources at hand, and the available budget. This can also vary based on
whether it is internal or external.
Identify training needs An company must decide what tasks the position entails in order to identify the
5
skills and expertise needed for that position. Once the duties for a job have been
identified, figuring out the knowledge and abilities required to be proficient in a
certain capacity is relatively easy.
Another method to identify training gaps is to have staff members complete
surveys or questionnaires.

BSBOPS503 PROJECT PORTFOLIO 10

 No. Objectives Measures of Performance

1 Enhance communication Disscusing into topic channel specifically, share idea straightforward

2 Employees are familiar with the new system Within a month, all staff will be able to utilize the system easily,
and after two months of use, a productivity study will be
conducted.

3 Increased employee engagement Every employee takes advantage of the new system in their daily
job.

4 Better overall efficiency Smooth collaboration and mobile-friendly applications boost

employee engagement and morale.

BSBOPS503 PROJECT PORTFOLIO 11

Strategy for Achieving Objectives

Strategies Step by Step Plan Due Date Name Completion notes

Purchasing and sourcing Identify the needs of the system and the best choices. Administr Done
May 02 ative
manager

Find the best possible option. May 10 Administrati Done

ve manager
Message the supplier May 11 Administrati Done
ve manager
Integration Install the free versions for testing purposes. May 15 Administrati Not yet
ve manager
Install the corporate version for ongoing use. May 20 Administrati Not yet
ve manager
Testing and training User training May 25 Administrati Not yet
ve manager
Group of 10 testing May 31 Administrati Not yet
ve manager
Ongoing maintenance Monthly Administrati Not yet
ve manager

BSBOPS503 PROJECT PORTFOLIO 12

 Section 3: Implementation activities
The procedure's development process is described as follows:
Procedure development
• The first stage is to set goals and objectives.
Outline the process you • Step two is planning.
Step three is reviewing the procedure.
took to develop this
• The fourth phase involves carrying out the strategy.
procedure. Step five is monitoring and reviewing.
How does it integrate
with and adhere to other The plan is connected to the company's processes because it considers both
administrative procedures normal organizational goals and everyday activities to ensure that they are in
within the business? compliance with the company's policies and laws.

Employees will be sent the updated policies, and they will also be available on
Distribution
the corporate intranet.
How did you distribute They can be made available in physical copies if necessary.
and communicate the new
procedures to staff?
You need to attach
evidence of this which may
include email, memo or
evidence of this happening
at a meeting.

The training is free of charge, and as I am familiar with the system, I will be in
Training development
charge of it.
Who did you train? Employees of Worlducation who will utilize the system have been trained.
The training will be conducted using screen recordings that have already been
Outline the process and made, as well as written and spoken instructions that will be delivered through
approach you took to email so they can be easily accessible in the future. If they are still having
developing this training trouble comprehending the instructions, I could provide screen-sharing help.
I provide the user with a range of learning alternatives, including textual and
including the
visual aids, to fit the learning preferences of various learners.
instructional style and I support the staff by using screen sharing to assist them.
mediums used.
How did you ensure it aligns
with your audience’s
learning preferences and the
organisation’s
requirements?
How does it ensure staff
are supported?
BSBOPS503 PROJECT PORTFOLIO 13
 Training may be customized to meet the needs of participants with a range of learning
Future use requirements or obstacles.
If everyone is ready for the session and has access to the required learning resources,
How can the training be group video conferencing may be utilized to instruct a range of participants.
adjusted to suit a wide I provide the user with a range of learning alternatives, including textual and visual aids,
array of participants to fit the learning preferences of various learners.
including those with
different learning needs or
requirements?
Provide examples.

The assessment of training will be able to pinpoint the different learning styles of the
Monitoring staff. I will review and change each employee's training objectives in light of the results
of this evaluation. As a result, employees would be motivated to learn and train more
When running the training, successfully. I would have feedback and assessment meetings at the end of each week or
how did you ensure full month to evaluate whether they had improved and to see what needed to be changed in
participation and staff buy the training process to take the staff's preferred learning style into consideration.
Visuals may be used to monitor employee engagement and feelings. Verify that they are
in? actively participating in the study session, then assess the outcomes. They will learn well
if they become adjusted to the new method.
How did you monitor staff
I will audit questions on the new system before the end of the month, and if the staff
attitudes and passes the exam, I will verify that they comprehend the training procedure. If not, I am
engagement? aware of how to better inform and train them.
Future training sessions' presentations will be altered based on the feedback from the
How did you monitor that employees that is collected at the conclusion of each one.
the training was understood
and well received?
How did you ensure your
presentation style suited
the audience and what
changes did you make if it
wasn’t?

Contingency management As soon as a problem is reported, look into it to ensure that it has the least negative
impact feasible.
What issue did you Continuosly employee feedback to better understand the system and identify potential
respond to and how did areas for improvement.
you manage this?
How did you ensure this
had a minimal impact on the
user?

Attach: Procedure you have developed ☐

Evidence of distribution ☐

BSBOPS503 PROJECT PORTFOLIO 14

 Training session materials ☐

BSBOPS503 PROJECT PORTFOLIO 15

 Section 4: Monitoring

User 1
Analysis of user responses
Although everything is typically excellent, sometimes I need a file and it is not
Identify issues and trends in available where it should be. Usually, it shows up when I check in a few hours.
user responses. Include It really irritates me! I have to admit that there are times when I would rather
utilize my old approach.
usage, security and output User 2
in your analysis. I take the file out of the networked folder and edit it on my desktop. It is
basically the same as working on my PC alone since after I'm done, I submit it.
It should be easier than what I'm used to, but that isn't always the case. Before,
after I finished working on a file that was sent to me, I would email it back to
User 3
Contrary to what I'm used to, it ought to be simpler, but that isn't always the
case. In the former arrangement, I would send my supervisor a file I had worked
on after finishing it. I'm not sure what was done or who did it at this point.
I occasionally even have difficulties locating the file.
User 4
Although it is generally good, sometimes, even after searching, the file I need is
nowhere to be found. I usually find it the next day, but not always when I want
it.
User 5
Although not terrible, it is challenging. For instance, should I change the file
manually, or was it already edited? I'm sure I edited a document that had just
been checked by someone else because there were no mistakes in the file.
User 6
I like it. I am trouble-free. My needs in that regard are met by it.
User 7
It's quite user-friendly, and I now know where all the files are, so that's a plus.
I haven't had any security issues with the system, but I back up all of my files
every Friday afternoon just to be sure.

User responses and concerns indicate that staff members are not using the
search bar and folders efficiently. Because a new employee will start working
there the following month and must complete systems training as part of their
introduction, I would also provide training on these topics to ensure that they
have a better knowledge of the new system.
Increase system training for the personnel.
Solutions
Put the documents in folders based on the teams, departments, and dates of most
Document solutions to recent updating.
Add file-specific keywords, dates, and other details to the search field to aid
issues and steps you will
users.
take to make modifications to
the system.
Include modifications to
procedures and training
and attach evidence once
you have updated these
documents.

BSBOPS503 PROJECT PORTFOLIO 16

 The modifications will be communicated to the staff through email.
Communication strategy
I will carry out a final assessment during training sessions to make sure that
How will modifications be everyone on staff is aware of how to switch from their current strategy to the
new one.
notified to staff? Where will
revised procedures be
located and how will staff
know to replace their current
procedure with the new
one?

At the end of every training session, I would add quizzes and open discussion times to
Training session make sure they had comprehended the information.
This would involve the entire team, enhancing staff comprehension of the training and
Outline the process and enabling me to recognize system issues as soon as they emerge based on employee input.
approach you took to
modifying this training
and why.

Attach: Modified procedure ☐

Evidence of distribution and notification to staff ☐

Revised training session materials ☐

BSBOPS503 PROJECT PORTFOLIO 17