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.Information for students This...

This project requires you to plan for, implement and monitor an administrative system. This must be a system that makes use of new digital technologies and applications to manage data.

You will also need to discuss and collaborate with people who work for, or are involved, in this business as you need to meet with the stakeholders several times. Your assessor can be involved in these meetings and play the roles of system users and other stakeholders as relevant.

You will be collecting evidence for this unit in aProject Portfolio. The steps you need to take are outlined below.

The planning that you complete for this assessment needs to be implemented so bear this in mind when planning for your new administrative system. It is recommended that you choose a Cloud based administrative system that includes both a free and premium (paid) option. You will need to obtain quotes during your assessment and also install and implement your chosen system. Choosing one that offers a free version, as well as a premium option, will mean that you can easily implement your chosen system without difficulty or expense!

Make sure you are familiar with the business you are basing this assessment on and have read through the necessary background information, relevant policies, and procedures, and that you have identified all stakeholders. It’s important at this step that you have your business or case study approved by your assessor.

Read through the requirements ofSection 1of yourProject Portfolio.

Meet with the system users and relevant stakeholders (your assessor will play the role of stakeholders and users). Discuss and take notes so you can completeSection 1of yourProject Portfolioafter the meeting.

At the meeting:

· Discuss the organisational requirements and policies including any legislative requirements such as data security and privacy

· Brainstorm suitable options to meet requirements

· Ask for feedback on any systems they may have used previously and what they believe the pros and cons are of those systems

· Discuss the budget

· Discuss how a new system can best be implemented and how they would prefer to be trained in its usage.

During the meeting, you will need to demonstrate effective communication skills including:

· Speaking clearly and concisely

· Using non-verbal communication to assist with understanding

· Asking questions to identify required information

· Responding to questions as required

· Use a presenting style and vocabulary to suit the audience and situation

Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated.

After the meeting, completeSections 1and2of yourProject 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 inSection 1of theProject Portfolioand make sure you attach these upon submission.

When you completeSection 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 yourProject Portfolioas Draft and your revised copy as Modified.

Submit to your assessor.

Implement the following activities from your strategy:

· Develop and distribute procedures to staff (the group you have been collaborating with for this assessment)

· Develop and complete a training session for these staff members and provide them with support as they learn how to use the new (or modified) system

· Respond to and document at least one unplanned contingency during the implementation process (your assessor can assist you at this point if you don’t come across an issue).

CompleteSection 3of yourProject Portfolioas part of your evidence for this step. Your assessor will also be observing you as you complete these activities.

You are also required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in your inSection 3of theProject Portfolioand make sure you attach these upon submission.

The training session is mandatory and will be observed by your assessor.

Assume it’s been three months since the rollout. You have received the following feedback from users:

User 1

It is pretty good, but sometimes I need a file and it is not where it should be. When I look again in a few hours again, it is usually there. It is quite frustrating! I must say that sometimes I would rather go back to the old system I used to.

User 2

I take the file out of the shared folder and work on it on my desktop. I then upload it when I am finished, so it is pretty much the same as just working on my desktop.

User 3

I can see how it should be more straightforward than what I am used to, but it isn’t always. With the old system, I would receive a file to work on, I would do that and then send it back to my manager. Now I am not sure what has been done by whom.

And sometimes I can’t find the file at all.

User 4

It is pretty good, but sometimes the file that I need isn’t anywhere, even if I do a search for it. It is always there when I look the following day, but not always when I want it.

User 5

Not bad, but it is complicated. Like, has another editor already corrected the file, or should I be doing it. I am sure that I have edited a file that was recently proofread by someone else, as there were no mistakes in it.

User 6

I like it. I have no complaints. It does what I need it to do.

User 7

I have found it pretty easy to use, and I know where all the files are now.

I have had no security issues with the system, but I do a backup of all my files every Friday afternoon, just to be sure.

Additionally, a new staff member will begin next month and is due to undergo systems training as part of their induction.

You now need to analyse the issues raised, develop solutions, and notify the users of any modifications you make to the system.

You will also need to make further modifications to your procedure and training session in preparation for the new staff member. Read through the requirements of your portfolio and work through the activities.

CompleteSection 4of yourProject Portfolio.

You are also required to attach certain documents as part of your evidence – review the documents you need to attach as outlined inSection 4of yourProject Portfolioand make sure you attach these upon submission.

Make sure you have completed all sections of yourProject Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments as indicated.

Submit to your assessor for marking.

Please submit your task

• Assessment 1 - Project Portfolio Section 1

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