Samples

Manage knowledge and information (BSBINM601)


Assessment 1

  1. Describe at least two types of existing technology that can be used in knowledge and information management.
  • Knowledge Portal: gateway to information are discussed as data portals that provide user with the easy way to navigate the information which is needed by them. It is more than the data portal. It is built into the software technology for supporting the process of virtual team communication.
  • Knowledge Profile: each knowledge worker can be updated and maintained. The knowledge profile which helps in the identification of the specific knowledge needs.

  1. Describe an emerging technology that can be used in knowledge and information management.
  • It is easy to use collaboration tools and are important:

For the business process, collaboration tools are important but it is interesting to connect with the team members. 

  • Mobile technology is front and center: time and money is saved with the help of mobile technology. KMS is needed by the staff members. 

  1. Explain all of the following methods of analysis and their relevance to decision making.
  1. Short to medium-term term and long-term trend analyses: trend analysis is an analytical method that is helpful for the trader to predict what is going to happen in the future by analyzation of the trends in the past in the market.
  2. Correlation calculations: Relative coefficient is a statistical indicator that has a relationship between formatting, a relationship between movement between -1.0 and 1.0. 
  3. Probability assessment: most of the business involves the probability while the focus is on the formulas and calculation that is used for determining the possibilities.
  4. Regulation analyses: Regulatory Impact Analysis (RIA) is a method that helps in the evaluation of positive as well as negative result of the regulation.
  5. Dynamic programming: everything that is seen can be adjusted by using dynamic programming. So that there is no need of calculating again.
  6. Liner programming: Liner results can be get by using liner programming. The demand is represented by liner relationship in mathematical model.
  7. Queuing theory: it is a mathematical study. It has the detailed examination of the waiting which is to be served in large amount.
  8. Simulation: for a period of time, the operations are simulated for the real process or the system. The important characteristics of the system is presented. The model that shows the system operations over the period of time.
  9. Transportation methodology: improvisation of the efficiency of the movement by identification of the limitations is the main goal of the methodology. The limitations can be capacity, price. 

  1. Outline three key features of management information systems and decision support systems
  • Reports:

Information that is contained in the document is organized in a graphic format. Adhoc is prepared periodically. To specific time, event or subjects, the report may refer. 

  • Open access (OA) is a mechanism through which the research outputs are distributed online and free of cost.
  • Integration: with numerical methodology, numerical integration is done with the help of computer. 

  1. Explain how risk management plans can be used in making decisions about actions to be taken for a business.

For assessing or measuring the risk, there are many method for supporting the decision. Some people are quantitative. This is used for supporting the human decision. Activities that are coordinated to control the organization is referred to as risk management. 


Assessment 2

  1. Write a business expansion briefing report.

You are required to write a report to inform a staff meeting on the proposed company expansion.

To do this you will need to review the company’s:

  • Business Plan
  • Financial Policy and Procedures
  • Financial Data
  • Profits and Loss Statements for the previous three years.
  • Staff Survey Results
  • Customer Feedback
  • Forecast Spreadsheet Template

Your report is to include the following:

  • A review of business performance data
  • Financial forecast. Use the Forecasts Spreadsheet to record your figures.
  • A review of staff feedback
  • A review of customer feedback
  • Identify, define and analyse business problems and issues
  • Identify further sources of information on VET
  • Analysis of trends
  • A sensitivity analysis on any proposed options
  • Data storage and access options
  • A risk management plan

Use the Briefing Report Template to guide your work.

Briefing Report Template

Business Expansion Briefing Report

Introduction

The briefing report involves the following:

Report on business expansion Financial projections

Networking information Storage systems

Business performance


   

Income:

  

Sales

$800,000

Expenses:

  

Electricity and gas

$6,000

Internet

$2,200

Office supplies 

$2,400

Rent 

$440,000

Stationary

$2,600

Wages and salaries

$250,000

Superannuation

$23,750

Travel and accommodation

$5,600

Water 

$5,300

Work cover insurance 

$4,000

Total cost of sales:

$742,450

Gross Profit before tax

$57,550

Business performance report for the year 2016/17


   

Income:

  

Sales

$1,270,000

Expenses:

  

Electricity and gas

$6,000

Internet

$2,200

Office supplies 

$2,400

Rent 

$440,000

Stationary

$2,600

Wages and salaries 

$350,000

Superannuation

$33,250

Travel and accommodation

$5,600

Water 

$5,300

Work cover insurance 

$4,000

Total cost of sales:

$851,350

Gross Profit before tax

$418,650


Exception report for the year 2017

No exceptions are noticed in the year 2017.

Business performance report for the year 2017/18

   

Income:

  

Sales

$1,860,000
 

Expenses:

  
 

Electricity and gas

$6,600
 

Internet

$2,420
 

Office supplies 

$2,900
 

Rent 

$440,000
 

Stationary

$2,600
 

Wages and salaries

$800,000
 

Superannuation

$76000
 

Travel and accommodation

$6,150
 

Water 

$5,830
 

Work cover insurance 

$4,400
 

Total cost of sales:

$1,346,900
 

Gross Profit before tax

$513,100

Exception report for the year 2018

Exception report of the year 2018.

Variations are noticed by 10%, in the year 2018. 

Financial forecast

Provide an overview of the forecasting process, key assumptions and parameters and relationship to business plan and external trends.

Assumptions and parameters

For the forecasting purpose, regulatory environment will be conductive for the business growth. 

Secondly, cost will jump by 10% during 2019.

2020

Thirdly, there will be increase in the revenue by due to more number of students that are enrolling in the vocational education. 

Forecast for 2019

Trend analysis are used, based on profit & loss amount of the previous year.

Net sales: $22,80,000   

Total expenses: $1357590   

Profit or loss: $922410

Staff feedback

Based on the report it is evident that the staff is happy, but it still needs the human resource gathering to provide unrivalled execution assessment system and execution on administrators to be realized. There are intentions to diminish the extraordinary job or increase the number of the staff to reduce the amount of weight that is placed on them. However, this may lead to business hurt in the future improvement since there are less people working for the organisation due to high turnover on the staff and every person is getting overworked.

Customer Feedback

Net sales

$2,640,000

Total expenses

$1,437,590

Forecast for 2020

  

Net sales

$5,088,000

Total expenses

$2,300,150

Profit or loss

$2,787,850

Argument is done by most of the customers that they are contented by the administration. 

Business problems and issues

It may affect the profit of the organization which in turn makes the negative issue of the focus of the organization. 

VET Information

Formal network

Training gov.au. is the national register. 

The ASQA is the regulator of the Australia’s vocational education and training sector. 

Informal networks

Facebook pages that list various vocational education program where people can make decisions. 

Decision process

The finances should be countered checked. For improving the management in the organization the money should be used. 

Compliance

Objectives

  • To start an investigation on the established new campuses in Adelaide and Brisbane 
  • To supply information sessions that relate to showcasing the existing campuses for the college 
  • To develop an online learning platform for all courses hence allow online students to enroll
  • To conduct an annual internal audit on the college financial books 
  • To fit and ensure that the newly completed and established campus are ready for July intake
  • To carry out a staff performance review

Values

  • Commence an investigation on new campuses in Adelaide and Brisbane 
  • Have high quality assessment and learning materials
  • Deliver a suitable ode for client requirements 
  • Clear understanding of student requirements 
  • Price quality and value review on the new campuses

Risk Management

Risk

  • Less enrolments for the new areas leading to losses
  • The risk of trainers not effectively being accessible 
  • The risk of low gains 
  • Staff being inaccessible 
  • High hazard emanating from the challenge.

Mitigation strategy

  • Introduce communication policy between staff and customers
  • To promote the internal staff and then provide training to the staff 
  • Reduce the staff workload 
  • Hire more staf

  1. Send an email to the Management Team (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and seek their feedback.

The email text should ask for the place, date and time that a team meeting could be convened to discuss your report.

Attach your Briefing Report and Forecasts Spreadsheet to the email.

To: Assessor

From: Abhishek

Subject: Attachment of the briefing report 

Dear Assessor,

The main motive of writing the e-mail is to inform that I have attached the briefing report. The report includes:

  1. A review of business performance data
  1. Financial forecast. Use the Forecasts Spreadsheet to record your figures.
  1. A review of staff feedback
  1. A review of customer feedback
  1. Identify, define and analyse business problems and issues.
  1. Identify further sources of information on VET
  1. Analysis of trends

Please go through the report. Once I get the approval.

Thank you

Regards,


  1. Meet with the Management Team

The objective of the meeting is to get the Management Team to agree to the proposed campus expansion and to decide on which data storage system to use.

Begin by summarising each part of your report, answering any questions asked by the team members.

When you have finished summarising your report, ask the Management Team of they would approve the proposed campus expansion.

The Management Team should then decide which data storage and access system should be adopted by the College.

During the meeting, you are required 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
  • Using active listening techniques to confirm understanding

Meeting with Management Team

Date: 12th November, 2021

Time: 12:00 PM

Venue: Meeting Hall

Attendees: CEO, Sales, Market Manager, Human Resources Manager, Operations Manager, Administration Manager, Academic Manager, Promotions Officer.

Agenda: 

  • Welcome 
  • Attendance and Apologies 
  • Summary of each part of report as follows: 
  • Stakeholder Review, Feedback, Analysis of Data received via reviews and surveys. 
  • Business Performance, Data Collection on current and future business expansion plan. 
  • Change Plan Requirement, Analysing, the requirements of change plan. 
  • Approval of the proposed campus extension 
  • Which Data storage and access system to be adopted by the College. 
  • Next Meeting 
  • End

  1. Open a free Drobox account.

Assume that the Management Team has approved the use of Dropbox.

Open a new, free Dropbox account, following the instructions as set out on the Dropbox website.

In order to test the new system, send the Management Team (your assessor) an invitation to join your Dropbox account.

Open Browser or download app to sign up the drop box. 

  1. Create an account on dropbox.com.
  2. Type your name and email address (your email address is the username for your Dropbox account). 
  3. Type a unique password. 
  4. Click the box to agree to the Dropbox terms. 
  5. Click Create an account

  1. Develop a Communication Plan

Develop a communication plan to ensure that all stakeholders are made aware of the campus expansion and the new data storage system.

Ensure that the strategies you develop are designed to promote the benefits of change to staff and to reduce the likelihood of a negative response/adverse outcomes.

Your communication plan should also show the reporting process to senior management, which will be required on a regular basis.

The College’s customers (the students) should also be informed about the campus expansion. Use the Communication Plan Template to guide your work.


Audience

Key Message

Delivery Method

Frequency and duration of session (if applicable)

Location

Senior management

Updating the progress plan

Meeting

Per Requirement

Head office

Staff / Faculty

Reviews new campus

Survey

1 – hour

Head office

Staff / Faculty

Keep them updated on new data storage system 

Weekly Meeting

Weekly staff meetings through change process

Head office

  1. Develop an Information Management Policy and Procedures.

Use the internet to see what other, similar, companies have developed for their information management.

Then write policy and procedures that address confidentiality and privacy. Security will include the use of passwords.

One of the King Edward VII College Administration Assistants has prepared an Information Management Policy and Procedures Template that includes some information from the company’s Style Guide. Use this to guide your work in this activity.

King Edward VII College

Information Management Policy and Procedures

Purpose

To make sure that the direction for implementing the data management policies. 

Writing Style

For ensuring that anything that is to be written should be written in English, for this acceptable writing method should be used. The writing should be in simple words.    

Standard Operating Environment

King Edward VII College’s standard operating environment (SOE) is Microsoft Windows.

Data storage system

Amazon Web Services is a cloud based data management system that offers an expanding set of tools. The key services that are included are:

  • Each service is spun up and billed separately, so costs depend on the extent of utilization
  • Amazon S3 for temporary and/or intermediate storage 
  • Amazon Glacier for long-term backup and storage
  • AWS Glue for building data catalogs to categorize, search and query your data d) Amazon Athena for SQL-based data analytics 
  • Amazon Redshift for data warehousing 
  • Amazon Quicksight for dashboard construction and data visualization

Page Layout

King Edward VII college document uses only A4 paper. The page margin must follow:

  • Header or footer 1.27cm from margin line
  • All margins (left, right, top and bottom) 2.54cm 

Filing

All documents must be filed in the appropriate folder on King Edward VII College’s computer system. Current folders are:

  1. Administration 
  • Invoicing 
  • Correspondence
  • Purchase orders 
  1.  Marketing 
  • Flyers
  • Special offers 
  • Customer correspondence 
  1. Staffing 
  • Staff files 
  • Human resources policies and procedures 
  • Newsletters (file by month) 
  1.  General Policies and Procedures 
  • Record keeping policies and procedure 
  • Complaints handling policy and procedures 
  1.  Registers 
  • Equipment Register 
  • Complaints and Feedback Register 

Privacy

In the email folder, corporate record should not be maintained

There should by timely destruction of information and record that is important for effective management. 


  1. Take a screen shot of your folders and files.

You are required to demonstrate that you can file all of your records in a logical structure. Create a folder in your Dropbox account for this purpose.

Ensure that you have an overall folder for your work, as well as sub folders if necessary.

All of the documents you have submitted for this assessment task should be correctly named and filed.

The screen shot should show all the folders and documents.



  1. Send an email to the Management Team (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachments and seek their feedback. Attach the following to your email:

  • Communication Plan
  • Information Management Policy and Procedures
  • Screen shot

To: Assessor

From: 

Subject: Please find the attachment

Dear Assessor,

Greetings!

I am writing this email to inform you that I am attaching the following reports with this email.

  • Communication Plan
  • Information Management Policy and Procedures
  • drop box screenshot.

Please go through them once and do let me know your reviews on it.

Thanks

Regards,


  1. Review Communication Plan

In your Dropbox account, use the feedback that you have received to update your Communication Plan.

Save this document as Updated Communication Plan.

Updated Communication Plan

Audience

Key message

Delivery method

Frequency and Duration of session (If applicable)

Location

Senior Administration

All the latest updated should be provided that is related to the whole process

Emails and Meetings

As required

Office area

Stakeholders

Knowledge of campus expansions should be impacted. 

Emails

As required

Office Area

Staff

About new adopted data storage system

Reports / Presentations

Weekly

Office area

CEO

For the success of the company. KPI’s should be measured 

Scheduling meetings

Starting all the projects for the company

Head office

  1. Review the Information Management Policy and Procedures

In your Dropbox account, use the feedback that you have received to update your Information Management Policy and Procedures.

Save this document as Updated Communication Plan.

Updated Information Management Policy and Procedures

Purpose

Characterizing the arrangements and system is the main goal for overseeing the data. 

Writing Style

For proper writing style the acceptable fonts are Times New Roman, 12 pt. or Courier New, 12 pt.

Title Page: APA style requires a title page.

The title, author, and institution shall be centered on the page

Standard Operating Environment

King Edward VII College’s standard operating environment (SOE) is Microsoft Windows. By using Microsoft office 2011, the documentation should be used.

Hyperlinks

Hyperlinks are used as a reference data that readers can follow through tapping or clicking.

Data storage system

Amazon Web Services is a cloud based data management system that offers an expanding set of tools. The key services that are included are: 

  • Each service is spun up and billed separately, so costs depend on the extent of utilization
  • Amazon S3 for temporary and/or intermediate storage 
  • Amazon Glacier for long-term backup and storage 
  • AWS Glue for building data catalogs to categorize, search and query your data d) Amazon Athena for SQL-based data analytics 
  • Amazon Redshift for data warehousing 
  • Amazon Quicksight for dashboard construction and data visualization

Page Layout

King Edward VII college document uses only A4 paper. The page margin must follow:

  • Header or footer 1.27cm from margin line
  • All margins (left, right, top and bottom) 2.54cm 

Filing

All documents must be filed in the appropriate folder on King Edward VII College’s computer system. Current folders are:

  1. Administration 
  • Invoicing 
  • Correspondence
  • Purchase orders 
  1.  Marketing 
  • Flyers
  • Special offers 
  • Customer correspondence 
  1. Staffing 
  • Staff files 
  • Human resources policies and procedures 
  • Newsletters (file by month) 
  1.  General Policies and Procedures 
  • Record keeping policies and procedure 
  • Complaints handling policy and procedures 
  1.  Registers 
  • Equipment Register 
  • Complaints and Feedback Register 

Privacy

In the email folder, corporate record should not be maintained

There should by timely destruction of information and record that is important for effective management.

  1. Send an email to the Management Team (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

The email text should inform the team that you have made the requested changes to the documents and that they should take a look at the updated version in the Dropbox account.

To: Assessor

From: 

Subject: Request for Changes in communication plan,

Dear Assessor,

The motive of writing this mail is to inform that there are reviews that are related to the changes which is to be made with the communication plan. This mail is to inform that I have updated the document. Kindly go through it once.  

Thank You

Regards