BSBINM501 Manage an information or knowledge management system

Assessment task 1: Knowledge questions

Instructions to Student
This assessment task will enable you to demonstrate your knowledge of managing an information or
knowledge management system.

Questions:

Read all the questions below in class with your colleagues and your trainer and assessor, and
provide answers to each question below.
Answer guide: This assessment task is to be typed with 1-5 sentences minimum per question unless
indicated otherwise i.e. list or select

1.1. Research and identify the relevant legislation, codes of practice and national standards
relevant to privacy, freedom of information and knowledge management. List them here with a
brief explanation of each.

Requirements of legislation include:

• work health and safety (state and territory Acts)
• equity and diversity (federal Acts covering discrimination across sex, disabilities and
cultural differences)
• the Privacy Act 1988 (Cth) (federal requirements for the handling of personal information).

Codes of practice are practical guides to achieving the standards of health and safety
required under the model WHS Act and Regulations. An approved code of practice applies to
anyone who has a duty of care in the circumstances described in the code. In most cases,
following an approved code of practice would achieve compliance with the health and safety
duties in a jurisdiction’s WHS Act and Regulations.

The Privacy Act includes thirteen Australian Privacy Principles (APPs), which apply to some
private sector organisations, as well as most Australian and Norfolk Island Government
agencies. These are collectively referred to as ‘APP entities’.

The Office of the Australian Information Commissioner (OAIC) has responsibility for regulating
and providing advice on the operation of the Freedom of Information Act 1982 (FOI Act). The
FOI Act is the legislative basis for open government in Australia and covers Australian
Government ministers and most agencies.

1.2. Organisations will have policies and procedures for many areas of business. Briefly explain the
following policies:
Records Management is an organizational function devoted to the
management of information in an organization
throughout its life cycle, from the time of creation or
inscription to its eventual disposition. This includes
identifying, classifying, storing, securing, retrieving,
tracking and destroying or permanently preserving
records.
Information management concerns a cycle of organisational activity: the

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 acquisition of information from one or more sources,
the custodianship and the distribution of that
information to those who need it, and its ultimate
disposition through archiving or deletion.
Customer service is the provision of service to customers before, during
and after a purchase. The perception of success of
such interactions is dependent on employees "who
can adjust themselves to the personality of the
guest". Customer service concerns the priority an
organization assigns to customer service relative to
components such as product innovation and pricing.

Commercial confidentiality refers to safeguarding the privacy of sensitive

information of individual firms (such as market
position, financial health, or whether the firm is
receiving financial support). Commercial
confidentiality can help to promote the full and free
disclosure of pertinent information to official agencies
by financial firms, and ensures the fair and equal
treatment of all firms.

1.3. What are some of the benefits of the information or knowledge management systems in your
organisation or an organisation you are familiar with? What are some of the potential drawbacks
that can be associated with it?

A management information system covers an organized collection of people, procedures,

software, databases, and devices that provide routine information to managers and decision
makers. The focus of this system is, mainly, the operational efficiency. Marketing, production,
finance and other functional areas are supported by management information systems and
are linked through a common database.

1.4. What are some critical points to consider while assessing the effectiveness of a knowledge or
information management systems? Using the areas of economy, accessibility, safety and environment,
identify some measures you as a manager could apply to an organisation’s knowledge management
system.

Evaluating the effectiveness of information systems, we consider two dimensions: user

satisfaction and quality of information generated by the systems. An IS can be effective for
two reasons: ease of use (system-related attributes) and system utility (with respect to user
expectations). To assess the effectiveness of ISs, what is of interest in evaluating an IS is to
know from an organizational and functional point of view whether it is useful and, from the
user's point of view, whether it is easy to use. These two pillars are distinct, non-exclusive,
and there may be easy-to-use systems (great performance, great user interface), but they
are not useful, that is, they do not meet information control needs. Depending on the
situation, the software features and the credibility of your developer, among other reasons,
these aspects may even be in the background.
The effectiveness attributed to an information system is associated with the perception that
it contributes to the achievement of organizational goals.

1.5. Identify what type of knowledge management system an organisation you are familiar with
uses, either demand or supply-side of the business.

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 The system I am most familiar with is: Groupware, these systems encourage and enable
employees to collaborate on a variety of tasks, such as communicating, generating ideas,
and even analyzing and refining enterprise-wide initiatives.

Some examples:
Imagine a chocolate factory, whose products are made from imported cacao from Ecuador.
Due to climatic events, production fell in the country, which is promptly recorded in the
system. From there, the issues for the industry are: what are the consequences of this
reduction in the supply of the raw material and what must be done to overcome this
problem? These answers are found in the software that interprets the data, compares the
information obtained with similar situations that happened before, and thus presents the
current picture and possible solutions.
In the example, the "reduction of the raw material (cocoa) available in the market" is
interpreted, pointing to the "drop in production", the "decrease of the stock" and the
"reduction in billing" as a consequence. The value added to the initial data turned it into an
important information for the organization, allowing the search for suitable solutions.
In this way, the knowledge management system takes into account aspects such as:

- Has the company gone through this?

- What are the solutions pointed out by professionals who have experienced similar
situations?
- Which actions were positive and which did not provide good results?
- What should be done?

All corporate learning is analyzed and the most appropriate and goal-aligned conclusions are
presented. In the case we have shown, the alternatives may be to import cocoa from other
regions and increase the price of chocolates (following the law of supply and demand), for
example.

Assessment task 2: Case Studies

Instructions to students
Your assessor will break the class into groups. Discuss the case studies with your group, you may
also research using the internet and your learner guide, remembering to answer using your own
words and referencing any information found.
Answer guide: This assessment task is to be typed with 1-5 sentences minimum per question unless
indicated otherwise i.e. report.

2.1. Case Study

Your organisation has decided to implement “SharePoint” a web-based application that integrates
with Microsoft Office. Launched in 2001, SharePoint is primarily sold as a document management
and storage system, but the product is highly configurable and usage varies substantially between
organisations.

As part of the implementation process you as the Team Leader have been asked to research the
product, identify the learning needs of your team. You have been given the Microsoft website
https://products.office.com/en-au/sharepoint/collaboration to assist you.

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 You need to develop a report for the IT Manager ensuring you address all the below:

a. How will you identify the learning needs of the team input into and use of SharePoint?

Among the main problems that a company can have, it is certain that communication,
collaboration and productivity are part of the list. But while these are not simple problems to
solve, there are some tools on the market that can help with this task. The SharePoint
information system must be applied in this situation for a few reasons, it is one of the main
Corporate Portal tools available, as well as having numerous other features.
Because it is a Microsoft tool, SharePoint easily integrates with any Office suite software, you
can edit your documents online, without having to download each new version.

b. Identify and outline how you will secure human, financial and physical resources required for learning
activities to use SharePoint and how you will organise and facilitate learning activities?

Organizational learning activities represents as a central idea the way organizations learn,
with the goal of keeping the team in constant development, training and adding competitive
advantages. There is a need for the manager to be able to develop the use of SharePoint with
the team to discuss training and implementation, monitoring and evaluation of results.

c. How will you promote and support use of the system throughout the organisation?

After realizing the need to implement the system, the organization goes through the process
of development and implementation, which has a whole sequence of processes to be
respected and followed in order to have success in its implementation.
The development of systems is to create new programs or to restructure and adapt the
changes to the existing program. In order to start a new system, it is necessary to identify
the problems to be solved or opportunities to be explored until the evaluation and possible
refinement of the chosen solution so that if the modification is necessary.
At the time of system development, it is important that all the organization's professionals
become aware, as many will use this system for their decision-making or even help in
improving the initial idea. Regardless of the format or complexity of the software, most
companies use five-step planning: evaluation, analysis, design, implementation, and
maintenance and review.

d. How will you monitor and document effectiveness of learning activities?

In order to monitor and document the effectiveness of the activities developed after the
implementation of the SharePoint information system, the Human Resources area will have to
develop a training with all employees to have a survey and verify if the system has actually
been implemented effectively. After that, the company should prepare a schedule with
annual recycling courses. So she can keep the content and officials up to date.

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 2.2. Case Study
Michelle worked in the HR department of Global Sales. She was contacted by another
organisation’s legal department regarding one of Global’s former employees. The request was for
the employment records of this individual. After consulting the policies and procedures handbook
Michelle discovered that due to the privacy laws regarding an individual’s personal information she
was unable to comply with the request. Upon informing the other organisation that she was unable
to comply, Tina was told that they had a subpoena and she was required to give them the file by
law. Michelle handed over the file.
As part of her recording and documenting process, Michelle recorded the incident in the daily log.
After reviewing the daily log, Michelle ‘s supervisor wrote up a gap analysis for the incident, which
highlighted training on privacy laws and guidelines

a. Consider an incident that has occurred, or may occur, in an organisation where

information from the knowledge management system couldn’t be retrieved for some
reason. This may be a customer enquiry, legal request, managerial request or personal
reason.
Using the incident report template below, record the incident, actions and
recommendations you would make. Submit this to your trainer for feedback.

Incident Consequence

Michelle was contacted to pass confidential Michelle knew of the privacy laws, but it was
information from the employment records of a forced to give them the file for having
former official. received a subpoena.

Action Taken

As part of her recording and documentation process, Michelle recorded the incident in her
diary. After reviewing the diary, Michelle's supervisor wrote an analysis of what happened.

Recommendation

Michelle's supervisor advised to develop training with the team based on the organization's
privacy laws and guidelines.

2.3. Case Study

Business planning and operational planning should include control and monitoring
processes of the information systems of an organisation.
Research and identify some of the performance measures used in an organisation you
understand well. If you do not have an organisation please speak to your assessor who can

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 assign an organisation to you so you are able to conduct your review.

b. Analyse the organisation’s services, objectives, clients and structure; and assess the monitoring process of the
organisation’s information systems. Prepare a one page A4 type written report to the senior manager identifying
any gaps and improvements necessary to improve the organisation’s information systems monitoring processes.
Outline your review process, identified improvements of the information management systems and
explanations on how these can be implemented.
Report to Senior Manager.

The Adidas group, which has several brands in the apparel, footwear and durable
goods sectors, is using technology to analyze large volumes of data in real time to offer
the consumer a unique shopping experience, regardless of the point of sale, whether in
the Store, on the site, or on mobile devices.

The organization has deployed SharePoint specific solution for the fashion industry,
based on the real-time data analysis platform. The goal is to improve the customer buying
experience and the management of the group's factory, wholesale and retail operations.

After the implementation of this system, the organization registered very positive
results in retail and especially in the space of electronic commerce using. For information
management this is a determining factor for the organization to stand out even more in
the markets.

This information system also assists in the wholesale, manufacturing and retail
operations of the organization's brands, bringing together in a single platform the best
manufacturing and sales management practices of products. With that application, Adidas
has a unique factory flow for the e-commerce store or customer. In addition, with
predictive analytics and real-time data capabilities, this fashion-specific system allows
Adidas to learn more about customer demands.

This technology aims to enable Adidas to manage business processes in a Big Data
scenario and real-time information, providing greater efficiency in management, customer
interaction in various sales channels, product launch and inventory control.

2.4. Case Study

Solid Sports sells a range of sporting equipment at retail stores throughout Victoria, New South
Wales and Queensland. The head office produces most marketing material but allows the stores
to conduct their own direct marketing activities to their own customers. Each week, the store
manager places an order to the warehouse for additional stock. The manager also provides a
report to head office about the hours each employee has worked, so head office can process the
pay.

a. Describe the information or knowledge management systems that may exist at the following
locations:
I. Smart Sports store
II. the warehouse
III. Smart Sports head office.
I- In a sports store we can adopt the SAP information system. The great advantage of
having software for your store is to eliminate rework, increase your free time with
control worksheets and use this free time to leverage your business, and at the end of the

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 month have all the numbers and processes all registered in the system without risk of
loss.

II- In Australia, the software used in the warehouses is Australian Steel Storage Racking
Standard AS 4084. This system has been used in the country since 1993, the year it
was developed by a local company.

III- In head office we can use the SharePoint system. This software allows for storage,
retrieval, searching, archiving, tracking, management, and reporting on electronic
documents and records. Many of the functions in this product are designed around
various legal, information management, and process requirements in organizations.

b. What measures might be used to assess effectiveness of each of these systems

In order to evaluate the effectiveness of an information management system, the

company needs to have regular monitoring, that is, to be sure that the rules and rules that
include the implemented system are being updated according to company policy. There is
also an assessment of the need for training with all employees, in order to certify absolute
success.

c. What legislative requirements may apply to the systems at each Smart Sports location?

Some legal requirements that can be applied are:

Fair Trade
Health and safety in the workplace
Antidiscrimination
Equal Opportunity
Legislation and training standards
Safety standards
Codes of Practice

d. Imagine you are conducting a review of the warehouse system at Smart Sports.
I. How might you measure the effectiveness of this review?
II. What challenges might you expect when implementing the upgrade to this system?
III. How might you resolve these challenges?

I- To measure the efficiency in the warehouse we have to have a spreadsheet with a stock
control system. As such, we started to identify the inflow and outflow of the products and
thus we elaborated a survey based on the analysis made.

II- In implementing the upgrade for this system, I believe that the biggest challenge would be
to make sure that employees as a whole are aware and able to develop in their workplace.

III- To solve these challenges that will naturally arise, the Company needs to prepare annual
training with all employees involved. Through this training we would make a survey of the
effectiveness and thus we will be sure that the challenge has been fulfilled to obtain the

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 success in the organization.

Assessment task 3: Presentation

Instructions to Students
This task will allow you to demonstrate your oral communication skills to presents information using
structure and language to the class or a small group using active listening and questioning and reading of
verbal and non-verbal signals to clarify information and to confirm understanding.
Use the information in Assessment Task 2.1 case study. You are the Team leader and you are going to
brief the group/class on the SharePoint software. This is just an introductory session, to explain what
SharePoint is, it’s benefits and features and to answer any questions the group may have.
Your presentation needs to be between 10-15 mins and you can use any training aids you like.

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 02/05/17'

W h a t is S h a r e P o in t?

M ic r o s o ft S h a r e P o in t is a c o lla b o r a t iv e p la t f o r m t h a t m a k e s it
e a s y fo r a n y c o m p a n y to w o rk to g e th e r.

W ith it y o u c a n c o n fig u r e W e b s ite s t o s h a r e in fo r m a t io n in

in tr a n e t, e x t r a n e t a n d in te r n e t e n v ir o n m e n t s . Y o u c a n a ls o
m a n a g e d o c u m e n t s , in f o r m a t io n a n d p u b lis h r e p o r t s .

K e y fe a tu r e s o f S h a r e P o in t
Y o u c a n u s e S h a r e P o in t to :
in c lu d e s : '
' '
• In tr a n e t P o r ta ls
• C o o r d in a te s c h e d u le s • D o c u m e n t & F ile M a n a g e m e n t
• O r g a n iz e d o c u m e n t s • S o c ia l N e tw o r k s
• P a r tic ip a te in d is c u s s io n s • W e b s ite s
• C o n n e c t p e o p le & in f o r m a t io n • E x tra n e ts

T h e s e f e a t u r e s a r e a llo w in g c o m p a n ie s o f a ll s iz e s t o b e t t e r
u s e d a ta w h ile c u t tin g c o s ts . S h a r e P o in t is th e n u m b e r o n e
c h o ic e o f b u s in e s s e s a n d M ic r o s o f t 's b e s t - s e llin g p r o d u c t .

'
K e y B e n e f ts o f S h a r e P o in t
in c lu d e s :

•
•
E
C
ase of U se
e n tr a liz e d A d m in is t r a tio n
Thank you!
• C u s to m iz a b le
• C o lla b o r a t io n
• S ite C o n s o lid a tio n
• S e c u r ity & I n t e g r ity

S t u d e n t 's I D : 3 8 9 3 7 B r u n o M a r tin s R e x

ASSESSORS CHECKLIST
Did the student demonstrate the following? Satisfactory / Not
Yet Satisfactory
1'
Oral Communication to presents information  Yes
 No

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 Interact with others  Yes
 No

Assessor Feedback:

Assessor Declaration: I declare that I have assessed this student in this task and have provided appropriate feedback.

Assessor Signature: ____________________________ Date: ____/_____/_____

Assessors Observation Checklist - The student demonstrated the ability to: Satisfactory
Organise learning to use information or knowledge management system by identifying
learning needs of relevant personnel and stakeholders for input into and use of an
information or knowledge management system, identify and secure human, financial and
physical resources required for learning activities to use an information or knowledge  Yes  No
management system, organise and facilitate learning activities, promote and support use of
the system throughout the organisation and monitor and document effectiveness of learning
activities
Manage use of information or knowledge management system by ensuring implementation
of policies and procedures for the information or knowledge management system are
monitored for compliance, effectiveness and efficiency, addressing implementation issues
and problems as they arise, monitoring integration and alignment with data and information  Yes  No
systems. Collect information on achievement of performance measures and manage
contingencies such as system failure or technical difficulties by accessing technical specialist
help as required
3 Review use of information or knowledge management system by analysing effectiveness
of system and report on strengths and limitations of the system, reviewing business and
operational plan and determine how effectively the system is contributing to intended  Yes  No
outcomes and making recommendations for improvement to system, policy or work
practices
Reading to research and critically analyses documentation from a variety of sources to
determine requirements
 Yes  No
Writing to prepares and produces documentation for a specific audience using clear and
detailed language to convey explicit information, requirements and recommendations
 Yes  No
Navigate the world of work - Takes full responsibility for following policies, procedures and
legislative requirements and identifies organisational implications of new legislation or
regulation and modifies or develops organisational policies and procedures to comply with
 Yes  No
legislative requirements and organisation goals.
Get the work done - Accepts responsibility for planning and sequencing complex tasks and  Yes 
workload, negotiating key aspects with others and taking into account capabilities, No
efficiencies and effectiveness, monitors progress of plans and schedules and reviews and
changes them to meet new demands and priorities, applies systematic and analytical
processes to address problems and make decisions in complex situations , investigates new
and innovative ideas as a means to continuously improve, work practices and processes
and uses and investigates new digital technologies and applications to manage and
manipulate
Assessment Task 1 – completed and satisfactory  Yes  No

Assessment Task 2 – completed and satisfactory  Yes  No

 Yes  No
Assessment Task 3 – completed and satisfactory

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 Assessor Feedback:
Assessment Task 1

Assessment Task 2

Assessment Task 3

Assessor Dat Work supervisor

signature: e: initials & name only if
relevant:

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