Part B - Project Submission details Candidate’s Full Name Assessor’s Full Name Assessment Date/s This Assessment Task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Complete the following task Part B – Project: You will demonstrate your skills and knowledge by completing a project using a case study or simulated environment. Assessment Conditions Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access of: Organisational policy and procedure manuals Reference materials Appropriate equipment Assessors must satisfy NVR/AQTF assessor requirement Part B - Project You receive an email from Chang Lin, Business Operations Manager. Subject: Office software suite upgrade Hello, In your role as the Senior Administrative Officer, I need you to plan and implement an upgrade of our office software suite. I have included a detailed outline of the scope of the upgrade project below. Please refer to the ‘Instructions to the candidate’ section that follows for a list of the tasks I require you to complete to implement this project. Kind regards, Chang Lin Business Operations Manager Scope of software implementation upgrade project BizOps Enterprises currently has 150 stores Australia-wide, seven warehouse facilities and a head office. From the current asset register and software license agreements, there are 780 computers that will require this office suite software upgrade. The organization is using an open source office suite called OpenOffice. As an open source platform, it has a low purchase cost for the organization. However, this is offset by a higher cost of training staff to use it, as many of our new staff are only familiar with the proprietary office software suites. The upgrade will need to perform all of the tasks that BizOps is already performing with the current office suite system and also address our future needs. Any upgrade will most likely involve a change in the user interface and inclusion of additional features. Consequently, there will be a need to provide training and support as we move to the new software. It is estimated that there are 930 staff that use the office software suite. There is no data to indicate the level of skills of each of the computer operators. Therefore, the implementation roll-out will require some analysis of training needs and identification of workplace mentors who may have some experience with the upgrade option we use. Our system fata indicates that every user uses the current office suite for email access. Word processing is used by approximately 30 per cent of users, spreadsheets by 15 per cent of users, database entry by 8 per cent of users and presentation software by 4 per cent of users. There is one further issue that complicates the project. The asset register indicates that 30 per cent of the 150 notebook computers use the OS-X operating system, while all of the other computers use a windows operation system. Most of the notebooks with the OS-X operating system are used by managers and senior managers. The budget for this upgrade is limited and there are insufficient funds for purchasing software license outright. Senior management has discussed this and feels there are two options that need to be researched. Firstly, there is the option of paying an annual license for proprietary software. They would also like to consider a combination of both of these options as not all computer users will have the same software requirements for example, email users may only need access to a low-cost mail application rather than one that comes combined in a full software suite Instructions to the candidate: You will need to access and read the following BizOps policies, procedures and templates: Purchasing resource acquisition policy Risk management procedures Risk management plan template See the ‘Resources required’ section for how to access these documents Complete the following tasks. Submit your responses in a collated report that addresses all of the tasks. Research and report on the issues that the organization may encounter if it does not go ahead with the upgrade. The data provided in the project scope provides only a broad overview of use of office suite software in day-to-day BizOps administrative systems. Prepare a survey that could be used to assess the current requirements of all staff in using this suite of software and to determine what their future requirements may include. Given the budgetary limitation and the three options that have been suggested by senior management, undertake some research to prepare preliminary expenditure budgets that will support the implementation of the three possible options. For each of these budgets, do the following: Document the underlying assumptions used in preparing the budget. Provide details of the sources of information used to prepare the budgets. It is expected that most of the pricing research will be conducted via the internet so all URLs should be referenced with a summary of information that was extracted from each site. Outline specific details on the software licensing requirements. Prepare a report that appraises each of the options and makes a recommendation for a preferred option. Prepare a quotation specification for a supply agreement based on your recommended option. Prepare a document that can be used to appraise quotations received for the supply agreement specification you prepared in task 5. The document will need to align with the purchasing resource acquisition policy. Prepare an implementation plan for the upgrade of the office software suite based on your preferred option. The implementation plan should include the following: A time line for implementation over a three-month period. A consultation strategy for information staff of the option that will be implemented and responding to any issues raised by them in the implementation process. A training plan that will address skill development and ongoing support in using the upgraded office software suite. Read the risk management procedures and access the risk management plan template. Prepare a risk assessment and management plan for each of the following risks that senior managers have identified as potentially affecting BizOps’s operations during the upgrade implementation phase. (attached risk management plan template) Potential risks: Staff loses access to email for three or more days. Obsolete word-processing and slideshow templates become obsolete and all need to be reconstructed. Staff computer use efficiency drops by 50 per cent over two weeks while staff ate familiarizing themselves with the new software. Upgrades require computer systems to be down for eight hours. Prepare a list of at least five key performance indicators (KPIs) that will evaluate the success of the office suite software upgrade. For each KPI, explain how you will collect fata to monitor its progress and level of achievement