BSBINM301 - Organise workplace information

ASSESSMENT COVER SHEET

STUDENT ID STUDENT NAME

First Name: JOAO

Last Name:

Student’s Declaration:
Students please note: By submitting this assessment, you are acknowledging and agreeing to the following conditions.

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Please check the boxes below acknowledging and agreeing to the following conditions.

✔ I have read and understood the details of the assessment.

I have been informed of the conditions of the assessment and the appeals process and understand I may appeal if
✔ I believe the assessment is not equitable, fair or just.

✔ I agree to participate in this assessment, and I am ready to be assessed.

✔ I certify that the attached is my own work (or in collaboration with other members of the group as required).

I have acknowledged all sources where appropriate in accordance with ILSC’s Academic Integrity Policy, and I
✔ believe other group members have done the same.

Assessor’s Acknowledgement:
Please verify each of the following principles of assessment by placing a tick in each box. Refer to the assessor's handbook for further
information if required.

Authentic: The assessor is assured that the evidence presented for assessment is the learner’s own work.

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module or unit of competency and associated assessment requirements.

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requires the assessment evidence to be from the present or the very recent past.
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judgement to be made of a learner’s competency.

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Task 1.
Activity 1. Collect and assess information

1. Match the process of organising workplace information to the correct practice.

3
Once gathered, information must be organised
so the user can readily access what they need.

Collect and assess information

1
Finally, checks are necessary to ensure that
what you are providing meets the requirements
of the person & organisation who needs it.
Organise Information

To produce useful information, it is important

that the right information for the assigned work
is collected and from the right people.

Review information needs

2. The type of information an organisation collects will vary depending on the type of
organisation and business operations.
Provide five (5) examples of information and the documents generally used for the following
types of business operations.

Types of electronic and hard

Types of information
copy documents

Correspondence Email

Employee records Salary rates

Forms Aplication forms

A Recruitment
Agency Computer files Memos

Employee records Personal details

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 Computer files Memos

Correspondence E-mail

Envoice From suppliers

Envoice To debtors
A Retail store
Financial figures Financial statements

Computer files Memos

Correspondence E-mail

Your Current Envoice From suppliers

workplace or a
Performance targets Production targets
workplace you
are familiar Application form
Forms
with.

3. When collecting information, you need to ensure that sources are reliable and produce
valuable and useful information. Place a tick to indicate whether the following sources of
information are reliable or unreliable.

Sources of information reliable unreliable

Opinionated articles such as editorials x

Sites ending in .gov or .edu x

Personal websites x

Blogs, tweets x
Books—authored, edited and published
x
Newspapers and magazines
Company financial reports x

Meeting minutes x

Self-published sources x

Competitor’s products and services x

Public records x

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4. The collection and use of information should meet organisational and legislative
requirements. Access the Office of the Australian Information Commissioner website and
provide the following:
(a) An explanation of the Privacy Act 1988.
(b) Rights and Responsibilities. Who has rights under the Privacy Act?

(a)
The Privacy Act 1988 (Privacy Act) is an Australian law which regulates the handling of personal
information about individuals.

(b)
The Privacy Act includes thirteen Australian Privacy Principles (APPs). The APPs set out standards
rights and obligations for the handling, holding, use, accessing and correction of personal
information (including sensitive information).

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5. Work as part of a group to discuss solutions.
Demonstrate your ability to use your interpersonal skills as part of a team (2 or 3 students) and
assess information for accuracy and reliability. Discuss solutions for the following two scenarios
(a) & (b). Responses must be your own interpretation of discussions.

(a) Scenario
Ryan is an administration officer for a Job Agency. His role is to process applications and review
job advertisements before they are posted on Seek.com. The organisation’s policy and
procedures state that job descriptions must meet with Commonwealth and State legislation.
He reviews a job description that says the applicant must be a young unmarried female with no
children for a general cleaning job. Ryan is unsure whether this information breaches
antidiscrimination legislation.

Question: How should Ryan proceed with the task?

In my opinion, Ryan should receive all resumes and then he needs to eliminate those ones that
doesn't match with the job description, but I think is not a good idea to show in the job application
that the position is not available for old women or men, because its against the Commonwealth
State Legislation.

(b) Scenario
Every time staff want to apply to have some time off for a holiday, company policy requires each
member to complete a leave application document and give it to the manager for approval.
Once submitted this document would be used by different departments for the following
purposes:
 The manager would use it to assist with rostering.
 The pay office would use it to ensure staff are paid correctly for the period.
 The human resource office would use it to adjust leave accrual.
If staff fail to complete the document correctly and legibly it may cause issues for everyone,
including; incorrect pay, errors and increased workload.

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Question: How could the method of collecting the information be improved to be more reliable
and make efficient use of time?

In this case, just one form should be filled and then it should be spreaded to others departments.

6. What interpersonal skills did you use during your group work and how would you rate your
success in using these skills to obtain the information you needed?

Good communication

Leadership

Good management of time

These skills helped me to deal with different opinions in the group and to choose the best answer for
the question.

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Activity 2. Organise information

7. When managing information in the workplace it is important that the information

is organised in a format that allows for analysis, interpretation and distribution to others.
Using the tables below, provide an example of a document type, formatting method and means
of distribution for the following types of information.

a) Company policies and procedures.

Type of document Formatting methods Means of distribution
Procedures documents Electronic file / paper Email / reports

b) Customer complaints register

Type of document Formatting methods Means of distribution
Customer complaints Electronic file Email

c) Product brochure
Type of document Formatting methods Means of distribution
Product brochure Electronic file Catalogues

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 d) A sales and production report
Type of document Formatting methods Means of distribution
Production targets Electronic file Intranet / email

8. Organisations create and collect considerable amounts of information for various

requirements and audiences. Study the scenario below and provide the most appropriate
methods of communication and ways to keep the information up-to-date.
Scenario
You are employed at Blue Circle Cleaning Services. You are responsible for providing new
employees with safety information on how to work with chemicals.
(a) What methods of communication would you use and why?
(b) What strategy could you use to ensure the collection and recording of this information is
updated regularly?

(a) In my opinion, the best method is training the staff with safety information about the chemical
products.

(b) This training should be recorded in a paper and it should contain the name of staff, the trainer,
the title of the training and the sign of the trainer and the staff.

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9. Complete the diagram below by providing three (3) examples of possible difficulties when
managing workplace information.

Not enough information

Too much information

Technology

10. What essential skills do you need to overcome difficulties when managing workplace
information?

Problem solving Continuous improvement

Communication Innovation

Teamwork

11. List eight (8) different ways information can be stored. e.g. electronic file

paper-based files electronic files

active paper file database

archived paper file CD-ROM

information board internet/intranet

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Activity 3. Review information needs
12. What is the first step in the process of reviewing the information needs of a business?

Peolpe should first actively seek feedback regarding the current information.

13. List four (4) ways you could actively seek feedback.

Interview those that use the information.

Interview those that collect the information.

Distribute feedback forms and satisfaction questionnaires.

Review audit documents and reports.

14. To measure the quality of the information what should you seek feedback on?

Clarity Timeliness

Accuracy Organisation

Sufficiency Presentation

Ease of interpretation

Usefulness

Relevance.

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15. What factors can cause the information needs of a business to change?

• Increase in customer base

• Change in product and services supplied

• New technologies

• Increase number of sites.

16. What is an Information Gap or Needs Analysis and why is it useful when determining future
information needs?

It is one of the most efficient ways of understanding the future information needs of
your organisation.

Its review the organisations business plan to identify expected growth or technology expenditure.

Meet with member of the management team to understand their vision for the organisation.

Meet with external regulatory bodies to understand any future requirements.

Review feedback received to identify any points that could be translated into future requirements.

17. Why is it important to document results of an information Gap or Needs Analysis and future
information needs?

It is important because of people can forget the information and:

To require changes to collection processes and reporting.

To require system changes and costs.

To process for obtaining approval from management for any changes and costs.

To change management plans for implementing identified changes.

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Task 2. Project Assignment
To complete the project assignment, you will undertake three (3) activities in the role of a HR
Administrator according to the job description, scenario and organisational requirements.
Activity 1. Collect and assess information: Observation/demonstration of skills & knowledge.
Activity 2. Organise information: Follow instructions provided by your Trainer/Assessor.
Activity 3. Review information needs: Create an email and sign the declaration.

Job description - HR Administrator

Personality and attitude is key and you must have excellent communication skills, be able to
work with other team members and senior leaders confidently and professionally. You must
have excellent attention to detail and enjoy taking ownership of own tasks and workload.
Your responsibilities include:
 General administrative support tasks.
 Monitoring the HR inbox and filing emails.
 Manage and maintain hard copy and electronic files.
 Identify and find solutions for administrative issues.
 Manage various projects as assigned.

Scenario
To improve the decision-making process for the organisation, you have been asked to manage
the collection of information on the Australian Labour Force. The information must be current,
reliable and completed in an appropriate timeframe.
Your manager has not provided you with clear instructions.

Activity 1. Observation/demonstration
Instructions:
Study the scenario and consider what information you need to commence the assignment.
Schedule a time with your Trainer/Assessor, who will take the role of manager and provide you
with the necessary information.
 Your Trainer/Assessor will assess your interpersonal and communication skills according
to the checklist below.
 You will use the information collected to complete Activities 2 and 3.

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 Observation/demonstration Checklist
Student Name

Trainer/Assessor Date

Unit code and name BSBINM301 Organise workplace information

During the demonstration of skills and knowledge, did the student: Yes No Comment

 Make a request for information.

 Ask questions to gain an understanding of the assignment including:

o access to an information source

o information format and style

o type of technology or system to maintain information

o method to update and store the information

o timeframe

 Use active listening and appropriate eye contact.

 Summarise and paraphrase to gain a full understanding.

 Show confidence and a professional attitude.

The candidate’s performance was: Satisfactory  Not satisfactory 

Overall feedback to candidate:

Student Signature Assessor Signature

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Activity 2. Organise information
Instructions:
Organise the Labour Force information by:
1. Accessing Labour Force information according to instructions and information provided
by your Trainer/Assessor in Activity 1.
2. Formatting the necessary information, for analysis and interpretation, on current
employment and unemployment figures and other statistics.
3. Attach your Excel sheet.

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Activity 3. Review information needs
Instructions:
1. Review the information before submission by checking instructions and make
modifications where required. Sign the declaration below before submission.
2. Seek feedback from your manager in the form of an email using the space provided. You
will need to ask your manager to:
 Check the information and format.
 Confirm method for up-dating and storage of information according to Privacy
Regulations.
 Review your contribution of information to decision making process.
 Provide any feedback on whether the information meets with organisational
requirements and future planning needs.
Email
Dear manager,

About the meeting from last Wednesday, find attached the file related to subject required. Please,
check the information and format of the document and let me know if there is anything you want me
to change. I would like to know how can I should up date and store the document. Another question
is about myself, what did you think about my contribution? Can you give me a feedback?

Thanks,
Joao.

Student declaration: I have reviewed the information according to organisational requirements

and instructions and made all necessary modifications before submission.
Student signature

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