Manage knowledge and information (BSBINM601)
Assessment 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.
- 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.
- Explain all of the following methods of analysis and their relevance to decision making.
- 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.
- Correlation calculations: Relative coefficient is a statistical indicator that has a relationship between formatting, a relationship between movement between -1.0 and 1.0.
- 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.
- Regulation analyses: Regulatory Impact Analysis (RIA) is a method that helps in the evaluation of positive as well as negative result of the regulation.
- Dynamic programming: everything that is seen can be adjusted by using dynamic programming. So that there is no need of calculating again.
- Liner programming: Liner results can be get by using liner programming. The demand is represented by liner relationship in mathematical model.
- Queuing theory: it is a mathematical study. It has the detailed examination of the waiting which is to be served in large amount.
- 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.
- 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.
- 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.
- 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
- 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
- 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:
- 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
Please go through the report. Once I get the approval.
Thank you
Regards,
- 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
- 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.
- Create an account on dropbox.com.
- Type your name and email address (your email address is the username for your Dropbox account).
- Type a unique password.
- Click the box to agree to the Dropbox terms.
- Click Create an account
- 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 |
- 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:
- Administration
- Invoicing
- Correspondence
- Purchase orders
- Marketing
- Flyers
- Special offers
- Customer correspondence
- Staffing
- Staff files
- Human resources policies and procedures
- Newsletters (file by month)
- General Policies and Procedures
- Record keeping policies and procedure
- Complaints handling policy and procedures
- 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.
- 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.
- 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,
- 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 |
- 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:
- Administration
- Invoicing
- Correspondence
- Purchase orders
- Marketing
- Flyers
- Special offers
- Customer correspondence
- Staffing
- Staff files
- Human resources policies and procedures
- Newsletters (file by month)
- General Policies and Procedures
- Record keeping policies and procedure
- Complaints handling policy and procedures
- 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.
- 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