.ASSESSMENT SUMMARY SHEET • This form is to be completed by the assessor and used a final record of student competency. • All student submissions including any associated checklists (outlined below) are to be attached to this cover sheet before placing on the students file. • Student results are not to be entered onto the Student Database unless all relevant paperwork is completed and attached to this form. Student Name: Student ID No: Final Completion Date: Unit Code: BSBADM504 Unit Title: Plan or Review Administrative Systems Please attach the following documentation to this form Result Assessment 1 Written Report on Project Plan S / NYS / DNS Assessment 2 Presentation S / NYS / DNS Final Assessment Result for this unit C / NYC Feedback is given to the student on each Assessment task Yes / No Feedback is given to the student on final outcome of the unit Yes / No Student Declaration I have been assessed in a fair and flexible manner. I understand that the Institute’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks. Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback. Name: Name: Signature: Signature: Date: 23/11/2016 Date: ASSESSMENT 1 COVER SHEET Details of Assessment Term and Year Term 4 2016 Assessment Type Written Report on Project Plan Due Date Class Room Student Name: Student ID No: Date: Qualification : BSB50215 Diploma of Business Unit Code: BSBADM504 Unit Title: Plan or Review Administrative Systems Assessor’s Name Assessment Outcome Satisfactory Not Satisfactory Student Feedback Student Declaration: I declare that this work has been completed by me honestly and with integrity. I understand that the Sydney Metro College’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks. Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback. Name: Name: Signature: Signature: Date: Date: Student was absent from the feedback session. Assessment/evidence gathering conditions Each assessment component is recorded as either Satisfactory (S) or Not Yet Satisfactory (NYS). A student can only achieve competence when all assessment components listed under procedures and specifications of the assessment section are Satisfactory. Your trainer will give you feedback after the completion of each assessment. A student who is assessed as NYS is eligible for re-assessment. Should the student fail to submit the assessment, a result outcome of Did Not Submit (DNS) will be recorded. Resources required for this Assessment • All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint • Upon completion, submit the assessment printed copy to your trainer along with assessment coversheet. • Refer the notes on SMC eLearning (Moodle) to answer the tasks • Any additional material will be provided by Trainer Instructions for Students Please read the following instructions carefully • This assessment is to be completed according to the instructions given by your assessor. • Students are allowed to take this assessment home. • Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within 2 weeks of the assessment due date. • Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency. • If you are not sure about any aspect of this assessment, please ask for clarification from your assessor. • Please refer to the College re-assessment and re-enrolment policy for more information. Procedures and Specifications of the Assessment The candidate must demonstrate ability, knowledge and skills in planning or reviewing new or revised administrative systems, and procedures for implementing, monitoring and reviewing the system. Administrative systems, like any workplace systems, require managers to conduct reviews, plan changes, implement changes, and continually monitor and make modifications to meet customer and staff needs. For this assessment, you must nominate a workplace and identify a change required to its’ administrative systems. This can be either a: • New administrative system (it could be for a new or expanding business. It could be your own business). • Modification to an existing administrative system. You must follow a process of planning/reviewing, implementing and monitoring this change to the administrative system. Essentially, your role will be similar to that of a project manager. Note: Overall the project doesn’t need to have been successful or even complete, however, you must provide evidence that you performed your role as project manager competently and that you carried out the tasks as specified below. Your assessor will be looking for a range of documentation prepared by you in your role as project manager (documents are underlined below). • A specification that identifies requirements, including (but not limited to): o Problem definition. o Proposed solution (for new or modified administrative system). o Goals and objectives (of the new or modified administrative system). o User requirements/expectations (including features & benefits). o Performance standards (what performance are you expecting?). o Internal and external standards (what other standards are relevant?). o Processes/procedures (which ones will require revision?). o Budget (what is your price range?). • Correspondence with prospective suppliers to gather quotes o Selection of supplier • Implementation strategies and plans that identify: o Tasks, responsibility, timelines. • New or revised procedures (at least two) that are: o clear and concise o Suitable for training. • A risk plan that shows: o possible contingencies o Risk minimization strategies. • Monitoring of administrative system performance standards. • Monitor staff training needs and train new staff on administrative system. • A report (minimum 3000 words) to address all the above points. Your assessor will be looking for a report that: o Provides a table of contents o Provides a brief introduction and conclusion of the project o Usage of correct grammar and spelling. o the literacy skills needed to identify market information, to write in a range of styles for different audiences and to interpret requirements o knowledge of:  key provisions of relevant legislation, codes of practice and national standards that may affect aspects business operations. o organizational policies, procedures, products and services Assessment 1 A. Introduction 1. Select a workplace of your choice and detail relevant company details (such as the company’s background, business, policies, etc.). B. Review and Analysis 2. Review its administrative system with system users or any other stakeholders in accordance to organizational effectiveness (identify key problems/ issues and potential solutions to achieved expected key performance indexes). 3. Upon completion of your review, obtain quotations from suppliers/developers in accordance with organizational policy and procedures. Compare and contrast your findings in terms of technical specifications, costs, etc. C. Recommendations 4. Identify a supplier/ developer in accordance with organizational policy and procedures. Provide your justification as to your choice selection. D. Implementation 5. Develop an implementation plan detailing the following: • Develop an implementation strategy • Stakeholders management • A budget and resources required for the new system implementation • Communications plan • Trainingplan(include staff training needs) • Risk and mitigation plan • Project implementation timeline • Obtain approval to proceed with new system project plan (your assessor would represent the role of CEO) E. Monitor and Review 6. Discuss how you would monitor the new system in terms of: • System quality (ease of use, system flexibility, system reliability, ease of learning, information retrieval as well as system features of intuitiveness, sophistication and response times). • Information quality (the desirable characteristics of the system outputs such as relevance, understandability, accuracy, conciseness, completeness, understandability, currency, timeliness and usability) • Service quality (quality of the support that system users receive from technical support such as responsiveness, accuracy, reliability, technical competence, and empathy of the personnel staff) • Measurement of output productivity(degree of effectiveness that the new system will enhance system users’ task performance such as accomplish task more quickly, system efficiency, ease of completing tasks, competitive advantage, cost reduction and revenue enhancement) 7. Prepare a report to deal with contingencies in meeting changing needs to ensure minimal impact on users and organizational productivity. 8. Review updated system and provide an evaluation on: a. Ongoing monitor system on usage, security and output in accordance with organizational requirements b. How further modification changes in accordance with requirements and further improvement requirements c. Training requirementsfor system users (if required). PLAN OR REVIEW ADMINISTRATIVE SYSTEMS   Executive summary The report has been made on planning and reviewing of administrative systems. In this report Growth Intelligence has been chosen to discuss about the administrative system. This report shed light on the development of implementation plan of Growth Intelligence. Various strategies and effective outcome have also been focused in this particular report. The process of monitoring and reviewing have also been critically analysed in this study. In this study the plan of communication, different strategies of training have been focused. The possible recommendation has been given in this report. The necessities of technological advancement, employment and service quality have also been described briefly in this study.   Table of Contents A. Introduction 4 B. Review and analysis 4 C. Recommendation 6 D. Implementation 7 E. Monitor and review 11 Conclusion 12 Reference list 14 A.Introduction Thomas Gatten founded growth Intelligence in 2009. Growth intelligence is mainly a technology company in the UK and it offers software as a service product (Saas) to B2B corporations, searching for sales leads. This software gathers all the information about the performance activity of all the registered company based on the UK by stated about the firm’s web behaviour. This kind of activity is accumulated in real time by finding through a large amount available data of public from the internet. Growth technology system is all about SaaS-based, the customers has to subscribe it through websites (GrowthIntel, 2016). The purpose of the company is to encourage the growth of the employees and increase revenue. The company also indulges in B2B or B2C transactions; The software used by Growth Intelligence provides a list of all the registered companies situated in the UK that meet the requirements. It also helps to find any specific company that allows targeting sales that meet their need. Growth Intelligence mainly aimed at B2B companies and those are in technology, telecoms, finance and insurance. The business department of UK government also uses this technology for monitoring the effect of policy in present time. At present time, the SaaS is used by many banks in the UK. Growth Intelligence can also provide the information about the growth of the companies and companies can decline a result of the policies. Growth Intelligence has many policies such as collecting information about customers. The company uses cookies to identify information about a particular visitor. This helps to protect the company from any possible security threats. Company stores the personal data of customers for providing the data of customers in different offices outside Europe for any kind of transfer purposes. This way security's becomes more secure. The company also provides access options for the customers for accessing the information about them. B. Review and analysis According to McNeil et al. (2015, p.14), Growth Intelligence is a popular UK based digital company. Despite being popular, the company has some issues in it. The issues can be identified as being a large digital company it needs many employees but there is a low employee issue. Therefore, it can be said that though Growth Intelligence has a large service area but they do not have the enough number of employees as per their need. Apart from this, another problem deals with the economic issues. The company may serve their network through the UK but they are facing economic problems, as their customers cannot afford the huge amount of money for using only software. Besides that the other problems arise because of the service area is not as large as per the demand of the company. Their services are based on few London clusters. Apart from this, the Growth Intelligence has many market rivals and to compete with them the company faces some major issues. The issues may relate to security threats from rival companies. Besides, all these issue the company faces another problem for their low budget. Therefore, it can be said that the company cannot make proper digital economic value. According to Wen and Dong, (2013, p.83), proper analysis can bring solutions to the problems. They are facing the low employee problem, therefore it can be said that their hiring team or leadership has some major issues and they have to solve the issue. The hiring level is depended on the team leader of HR team; therefore, it is the job of the team leader to hire potential workers. Apart from this, the environment of the workplace can affect the employees so to solve the problem the environment of the company must be positive. Apart from this the next solution can be given high range of expectation of the employee and the expectation can be helpful for the employee to work. Companies force their employees in many things to control them it is an effective cause of low employee problems. Therefore, the company should not control their employees in each few things. Besides that, the next solution can be to give the knowledge about the future achievement of success. Wang et al. (2012, p.572) stated that to solve economic issues the company must make their plans with many benefits, which can attract customers, and the company can profit. The same solution can be applied when the company faces security threads. Therefore, it can be said that by attracting new customers the company can give a better competition to its rivals. Apart from this, the company should plan their budget with very carefully to solve their budget problem and they can also bring new management system or new employees to make those new plans. Based on the analysis of the statement made by the suppliers and developers of Growth Intelligence the gravity of the issues can be highlighted. Due to the lack of employees, the software developers face problems in making new software, new plans and getting innovative ideas. Therefore, due to the low employment issue, the company faces problems to achieving their goals. Apart from this, the developers get affected due to low budget or lack of money problems. Cao et.al. (2013, p.65) stated that the lack of money forces the developers to abstain from borrowing new ideas or new plans. Besides that the suppliers face a problem with the competition with their rivalry while any rival company give a tough competition to the company then the suppliers get a big challenge to overcome that situation and make their company better than their rivals companies. In the highlight of appointing more employees, Growth Intelligence has low revenue hence it cannot afford to appoint more employees. As the budget is a bit tight, Growth Intelligence can spend a bit amount of money on upgrading its system by latest technologies. In this regards, our analysts team research market and get some quotes from different vendors providing latest SaaS. Some details from short listed quotes are as follows. Quotations 1. First, we consider the quotation from International SaaS providers. They are one of the world’s leading vendors. After reviewing our system, they offer replacement with full upgraded latest system and with staff training included. The implementing cost will be US$ 16,890/ and a fee of US$ 2,187 p.a. to keep the system up to date. This fees includes all the technical online help and maintenance. 2. Second one are quiet economical as they are new in the market. The company called Galaxy Solutions. So far their rating in the market is good but as recorded, they did not work in that big project like us. The consist of highly experienced executives in the same field. The cost of the project will US$ 9,600/ + gst. This will include upgrading of system for next 5 years and free technical support. Training to our staff will be separate which will cost us$ 6,000/. 3. Third one which was short listed is TechCello.com. This Company has 4+ rating in the industry and have worked in big project to upgrade the system like Pepsico Australia, Creation of Saas for Masters. The overall cost to the system including maintenance, system upgrading for 10 years, technical support and staff training will be US$ 22,678/ including GST. A. Recommendation Growth Intelligence can improve their technologies by adopting new plans or technical supports. As it is described in above that Growth intelligence has a big competitor named Geeks Ltd. therefore first of all Growth Intelligence should identify their barriers in their systems then they improve all those barriers. As it is discussed earlier the company has some major issues, therefore it can be said that the company should work on their issues for improvement of their company. As Geeks Ltd has a better performance than Growth Intelligence in cost and technological support, it can be said that as Growth Intelligence has an issue with their money so they should plan their business process and calculate the costs every carefully to understand the expenses and needs of the business. Therefore if the issues can be solved then Growth Intelligence can give a better competition to Geek Ltd. Apart from this, the competition between two companies has in technical support too. As it is discussed earlier Growth Intelligence has a budget issue and low employee problem, therefore, the company cannot produce more technology or services. It is the major problem in a company of low employment. If a company do not have sufficient employee to give services then they cannot achieve their goal or produce many useful technologies as per the need or demand of the customers. Therefore, to take a step towards this problem the solution can be taken by the management group of the company. Therefore it can be said that if the company has not managed their employee or the management system well to give benefit to their employees then the employees cannot work in that company with their own will. Therefore, it is the first job of Growth Intelligence to manage their system or procedure to give a desirable job to their employees for gaining success in technological support. Apart from this to manage the cost or economic value, Growth Intelligence can make their budget with the help of the ideas from their employees. They can even find ways to keep their budget sufficient as per their need to give hard competition to Geeks Ltd. Hence, it can be said that for every problems or issue, which arrive in Growth Intelligence there can be a monetary solution. Apart from this, they can attract customers towards them by advertising their services and by giving attracted deal with their customers. Customers are another important part of a business process. Therefore, it can be said that if Growth Intelligence can attract customers and make them buy their services then it can solve the problem of money or low-cost budget. To attract new customers the company should adopt new facilities or software as per the needs or demand of the customers. The company should also communicate with their old customers for getting more economic value. Hence, it can be said that to comparison with Geek Ltd, growth Intelligence has to improve few things in their company or management systems then Growth Intelligence can perform better than Geeks Ltd. Finally, In comparison to the above stated quotation, our recommend to go with TechCello.com as they are economical on long term bases and have a fear goodwill in the industry. B. Implementation According to Hiebeler et al. (2012, p.14), specific plan for developing an implementation plan always vary from company to company. Developing an implementation strategy include evaluation of the plan. In the process of implementation, the most important thing is to step back and need to be aware about the plan. Need to review the plan first then need to highlights the plan that are challenging. It is also important to recognise about the unrealistic plan and the cost required implementing the plan. The second aspect is creating a vision for implementation. This vision might be various steps to reach to goal or any kind of outline that need to be finished. It is also important to know about the outcome result of the plan and about the importance of the plan. Third is the selection of team members for making the plan for implementation. Need to make sure about the team members who are in back and understand the process and criteria of the plan, and the different steps are involved in implementation. Fourth is to make schedule the meetings for discussing about the progress of the report. It is necessary to present the list of goals that are to be accomplished. For recognising the success in the process of implementation, the company needs to employ the reward system. Growth Intelligence can utilise the above developing plan in implementation so that the implementation system can bring positive results among the employees and the managements as well. According to Hays (2014, p.10), a realistic plan for financial matters is always the key factor for making new implementation system. Professional approach for making the budget planning helps to convince the customers and investors as well. Generally, the budget has two types of functions firstly; it gives an approximate estimation of the proposal for achieving the objectives of the proposal. The sponsoring agencies can use the budget details for determining whether the budget details are economically flexible or realistic. Secondly, the budget provides a means to monitor the financial activities of the project on the life of the project. Growth Intelligence needs to assess the cost of equipment like different machinery, different tools and measuring instruments. Arriaga et al. (2013, p.661), stated thatGrowth Intelligence can employ efficient and trained employees for utilising the best of resources. According to Dunning (2013, p.45), communication planning is important for every organisation for reaching to the customers through various channels such as direct mail, public relations and many advertisements. The most important thing is to create awareness about the target customers and establish communication with them. A Communication plan needs to include a target audience, identify their requirements and the requirement of the particular product. Apart from this, the reason behind the importance of the particular product is important for the customers and the ways to make communication with the customers is another aspect of the planning. By whom the product delivery option is given, is an essential part of the organisation. Finally, the timing of delivery of the product to the customers always plays a crucial role on the impression of the organisations and on the customers as well. (Weckowska et al.2015,p.54), stated that .Growth Intelligence needs to employ the right employees to make proper communication with the customers and make them satisfy with the right product at right time to the right person. An effective employee-training plan for any organisation is always play a crucial role. Effective training programmes give many benefits to the employees as well as the company but it is only possible if the planning is carefully adopted and the implementation process is in proper way. The plans include: Defining the needs of the company by identifying the weak areas at where the training is a beneficial development for the company. Need to identify the long and short-term goal of the company, besides company also needs to identify the right kind of training that meets to those goals. It is possible through improving the relationship with the employees, increasing the productivity etc. Development of individual training modules on the basis for the defined goals and needs can make a wide impact on any organisation. Need to plan a regular basis-training schedule that can satisfy the needs of the training within exact period. The company must understand that training is a kind of investment for the future implementation. Giving all the employees training at the same period may wastage of time so the company may use different techniques like by using the slow period of the company. Growth Intelligence can employ all these above plans for providing effective training to the employees. The main purpose of making a plan of risk and mitigation is to identify and analyse is the preparation of Risk mitigation. Mitigation includes the risk event happens or deducting the effect of the risk event if it does happen. Finkelstein et al. (2013, p.212) stated that the importance of Risk and mitigation plan for any organisation stated below: Growth Intelligence needs to point out main causes of the risk that are already identified at previous phases of the process of risk management. It is very important to identify the common causes and to evaluate the risk interaction. Growth Intelligence needs to make alternative strategies, methods and tools for any kind of major risk of the organisation. Activities during research 1st Week 2nd Week 3rd Week 4th Week 5th Week 6th Week 7th Week Reported to Develop an implementation strategy ü CEO, Head of IT and Managing Director Stakeholders management ü Managing Director A budget and resources required for the new system implementation U Accounts director System analyst team Communications plan ü ü Head of IT Training plan (include staff training needs) ü ü Head of IT Risk and mitigation plan ü Accounts Director, Managing Director Project implementation timeline ü CEO, Head of IT, Fianace Manager, Managing Director Table 1: Project implementation timeline (Source: Created by author) Training of Employees An effective implementation plan includes communication planning that need to be put in Growth Intelligence. Growth Intelligence can employ various communication plans for their customers. Customers are may be different by language, culture etc. For both the verbal and nonverbal communication, the organisation has to provide various effective training systems to the employees so that the employees can communicate with the customers easily. For written communication with the customers, Growth Intelligence can use internet, fax and e-mail. Active listening is very important for effective communication. So, Growth Intelligence can include the active listening technique in their training system. By using all these methods Growth Intellegnece can ensure the effectiveness of their organisation. For using the technology of SaaS for the new employees, Growth Intelligence and other organisation that are getting this technology from Growth Intelligence need to provide some effective training system to handle the SaaS technology accurately. This training should be given because the new employees are not well aware about the technology. The training needs to include both on the job training and off the job training. The on the job training needs to be done while supplying and installing the software. On the other hand, an hour after the day’s work is complete; the employees need to be given a special training session. This accounts for off the job training. Similarly, the organisations adopting this technology need to terrain their employees in its implication. Thus, the training of the employees is required for every organisation as well as for Growth Intelligence. C. Monitor and review According to Blackburn et al.(2013, p.8), in order to identify the effectiveness of SaaS, the manager and employees of Growth Intelligence need to identify the ease with which the software is being used. Therefore, it can be said that the review of SaaS can be taken from the customers if they are facing any problem while using the software or not. Apart from this, it can be reviewed that the flexibility of the software. The meaning of flexibility is how the customers can use the software with flexibility, the software has any speed in it, or not it can come in the order of flexibility. Next part, which can be reviewed, is the reliability of that software. Therefore, it can be said that the software is useful to the customer or not it can be the next review. Apart from this, the learning process is easy for the customers or not should be checked to understand the ease of giving information is in right process or not. Apart from this, the next part can be reviewed, as is the information system that is given by the customers that are recorded. In the next review, it can be checked that the processing system or the processing speed of the software can be set under the system quality monitoring. In the information quality, it can be reviewed that the importance or the usefulness of the software. Therefore, it can be said that is the point of view of the customers about SaaS, whether it is useful to them or not. Apart from this, understanding of the software is the effective way by which people can use SaaS. Apart from this, the accuracy of the software can be monitored. In this quality checking SaaS is doing its job in well manner or not and this software has developed for which purpose that purpose the fulfilment of the purpose is being proceeded. Apart from this, the completeness of SaaS can be monitored as the software is using with completed facilities of it. Next can be the timelines which can prove the time which by using the software. Apart from this currency, checking is also a part of this quality check. Monitoring SaaS can review its service quality. In the service quality first, may come the responsiveness of SaaS. That means it can be said that what are the responses of customers towards this software can be seen. Over the responses, the company can bring new updated software. Apart from this here, also the accuracy is important because on the accuracy the company can develop the software or think new ideas for making the software more helpful or accurate. Reliability is another thing to understanding the progress of SaaS. Apart from this, the next part is to find out the competition for the software. Andersson et al. (2016, p.153), stated thattherefore, by monitoring the completeness of the software can be seen by the customers that can be the main concern of the company. Other ways to find out the result of SaaS that can be done by the employees. Therefore, it can be said that employees or the manager can think them as customers and then they can find the exact result of SaaS emphatically. According to Escobar-Rodriguez and Monge-Lozano et al. (2012, p.1085), the managers of Growth Intelligence can monitor the activity of the employees by reviewing their performance. They can maintain a proper database, store information about the progress of the employees. Apart from this, managers can compare recent products with the products made in the past. This can help them to identify their improvement and help in gaining a competitive advantage. The implementation of SaaS mainly depends on the usages, output and the security. Usages of SaaS are for searching leads on new projects, gathering information about the performance activity of the registered companies. Securities of SaaS are well secured and trustable for every company. It can be more secured by using more advance technology of recent time. Growth Intelligence can employ various methods for further modification of SaaS such as customer satisfaction. (Bryman and Bell, 2015, p.41), stated that they must provide better service for all the customers who are using this technology. Growth Intelligence can use proper antivirus for making their technology more secured. Growth Intelligence can provide effective training system for the employees as if they can employ individual training for different employees and can change the timetable of training. The training needs to be on the job to maintain the productivity of the organisation. Conclusion In this report, it can be concluded that Growth Intelligence has many positive sides regarding the installation of SaaS software. However, there remain some drawbacks like the employing of enough employees for their need. Apart from this, another point is the economic issues. They have some service provider problems due to the insufficient service centre. In this report, various recommendations is analysed for the betterment of Growth Intelligence. Most importantly the implementation processes such as various theories, techniques, effective training process are well elaborated for Growth Intelligence. In this report the effectiveness of SaaS is also stated through system quality, monitoring quality and service quality.