BSBINM501 Manage Information System: Week 1 Case Study Analysis

This assignment solution for BSBINM501 focuses on managing an information or knowledge management system. It includes a case study analysis covering topics such as stakeholder consultation, information collection from internal and external stakeholders, and training strategies. The assessment also explores the objectives of a purchasing system, methods for training stakeholders, and strategies for protecting the system from unauthorized changes. Additionally, it suggests strategies for resolving common information management system problems, such as summarizing sales information by customer type and preventing data loss due to computer crashes. This document is a valuable resource for students studying information management and seeking guidance on how to approach related assessment tasks. Desklib provides a platform to access this and other solved assignments.

Assessment Summary Sheet
 This form is to be completed by the assessor and used a final record of student competency.
 All student submissions including any associated checklists (outlined below) are to be attached to this cover sheet
before placing on the students file.
 Student results are not to be entered onto the Student Database unless all relevant paperwork is completed and
attached to this form.
Student Name:
Student ID No:
Final Completion Date:
Unit Code: BSBINM501
Unit Title: Manage an information or knowledge management system
Please attach the following documentation to this form Result
Assessment Week 1 Case study analysis, short questions and presentation S / NYS / DNS
Assessment Week 3 Case study analysis S / NYS / DNS
Final Assessment Result for this unit C / NYC
Feedback is given to the student on each Assessment task Yes / No
Feedback is given to the student on final outcome of the unit Yes / No
Student Declaration I have been assessed in a fair and
flexible manner. I understand that the Elite Education
Vocation Institute’s Student Assessment, Reassessment
and Repeating Units of Competency Guidelines apply to
these assessment tasks.
Assessor Declaration: I declare that I have conducted a
fair, valid, reliable and flexible assessment with this student,
and I have provided appropriate feedback.
Name: Name:
Signature: Signature:
Date: Date:
Assessment Cover Sheet
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AssessmentWeek One Details
Term and Year Term 4 2017
Assessment Type
Due Date Class Room
Student Name:
Student ID No:
Date:
Qualification : BSB50215 Diploma of Business
Unit Code: BSBINM501
Unit Title: Manage an information or knowledge management system
Assessor’s Name
Student Declaration: I declare that this work has been
completed by me honestly and with integrity. I understand
that the Elite Education Vocation Institute’s Student
Assessment, Reassessment and Repeating Units of
Competency Guidelines apply to these assessment tasks.
Assessor Declaration: I declare that I have conducted a
fair, valid, reliable and flexible assessment with this student,
and I have provided appropriate feedback.
Name: Name:
Signature: Signature:
Date: Date:
Student was absent from the feedback session.
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Assessment/evidence gathering conditions
Each assessment component is recorded as either Satisfactory (S) or Not Yet Satisfactory (NYS). A student can only
achieve competence when all assessment components listed under procedures and specifications of the assessment
section are Satisfactory. Your trainer will give you feedback after the completion of each assessment. A student who is
assessed as NYS is eligible for re-assessment. Should the student fail to submit the assessment, a result outcome of Did
Not Submit (DNS) will be recorded.
Principles of Assessment
Based on Clauses 1.8 – 1.12 from the Australian Standards Quality Assurance’s (ASQA) Standards for Registered Training
Organizations (RTO) 2015, the learner would be assessed based on the following principles:
Fairness - (1) the individual learner’s needs are considered in the assessment process, (2) where appropriate, reasonable
adjustments are applied by the RTO to take into account the individual leaner’s needs and, (3) the RTO informs
the leaner about the assessment process, and provides the learner with the opportunity to challenge the result
of the assessment and be reassessed if necessary.
Flexibility – assessment is flexible to the individual learner by; (1) reflecting the learner’s needs, (2) assessing competencies
held by the learner no matter how or where they have been acquired and, (3) the unit of competency and
associated assessment requirements, and the individual.
Validity – (1) requires that assessment against the unit/s of competency and the associated assessment requirements
covers the broad range of skills and knowledge, (2) assessment of knowledge and skills is integrated with their
practical application, (3) assessment to be based on evidence that demonstrates tat a leaner could
demonstrate these skills and knowledge in other similar situations and, (4) judgement of competence is based
on evidence of learner performance that is aligned to the unit/s of competency and associated assessment
requirements.
Reliability – evidence presented for assessment is consistently interpreted and assessment results are comparable
irrespective of the assessor conducting the assessment
Rules of Evidence
Validity – the assessor is assured that the learner has the skills, knowledge and attributes, as described in the module
of unit of competency and associated assessment requirements.
Sufficiency – the assessor is assured that the quality, quantity and relevance of the assessment evidence enables a
judgement to be made of a learner’s competency.
Authenticity – the assessor is assured that the evidence presented for assessment is the learner’s own work. This would
mean that any form of plagiarism or copying of other’s work may not be permitted and would be deemed
strictly as a ‘Not Yet Competent’ grading.
Currency – the assessor is assured that the assessment evidence demonstrates current competency. This requires the
assessment evidence to be from the present or the very recent past.
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Resources required for this Assessment
 All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint
 Upon completion, submit the assessment via the student learning management system to your trainer along with the
completed assessment coversheet.
 Refer the notes on eLearning to answer the tasks
 Any additional material will be provided by Trainer
Instructions for Students
Please read the following instructions carefully
 This assessment is to be completed according to the instructions given by your assessor.
 Students are allowed to take this assessment home.
 Feedback on each task will be provided to enable you to determine how your work could be improved. You will be
provided with feedback on your work within 2 weeks of the assessment due date.
 Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge.
You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit
of competency.
 If you are not sure about any aspect of this assessment, please ask for clarification from your assessor.
 Please refer to the College re-assessment and re-enrolment policy for more information.
Procedures and Specifications of the Assessment
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Assessment Week 1
1. Knowledge Management systems – This is a system which refers to or uses and Information Technology system
to store and retrieve knowledge and information. The KMS (Knowledge Management System) improves
collaborations, locates knowledge sources, mines repositories for hidden knowledge, captures and uses
knowledge and enhances knowledge management processes. Commonly knowledge management systems are
used in business administration as the information which is collected is essential to the business and must be
stored in a location which is easily accessible.The following activity has been designed for all learners to
complete.
a. When researching a
knowledge
management system
for your company
why should you first
consult with
stakeholders about
the type of knowledge
management system
to use?
An entity consults stakeholders before the development of an appropriate knowledge
management system to know the requirements of all the stakeholders. With the help of
initial consultation with these parties, proper systems will develop that fulfils the
higher expectations of all the stakeholders in restoring their interest in the business for
a long time.
b. Give examples of how
you might collect
information from
internal and external
stakeholders
Information gathered from internal stakeholders by calling seminars and conferences
to know the opinion and views of all the employees working for an entity. On another
hand, external stakeholders include customers, shareholders whose information will
collect by an entity by calling an annual general meeting. Tastes and preferences of
customers will determine by an entity by distributing samples of products among the
general public.
2. Consider a system which provides information to external stakeholders; for example, allowing suppliers to
provide quote information or customers to make purchases (You can use the Xerox system to complete the table.)
a. Objectives of the
system
Purchasing system has selected for the current task whose objectives is mention
below:
 Purchase management system emphasises on creating the actual value
of money offered by the firm to a variety of customers in the form of quality
oriented goods and services.
 Low prices set by the firm to steal the attention of most of the buyers as
compared to their competitors.
 Reliable product is offered to the customers at lower prices is to
maintain the long-term relationship with all the consumers.
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b. Training Strategy
What methods of
training will be used to
train the stakeholders?
Who will develop
the training
materials?
What resources
are required?
How would you
conduct follow up
training?
Brainstorming method is
used by an entity to
nurture the
communication skills
and analytical ability of
all the stakeholders.
A mentor will
arrange
a meeting of all
their team
members to
know their views
and opinions on
a specific
problem.
Notepad, pen and
blackboard are
requiring starting
the
brainstorming
session.
Increase in the
performance of
employees after
the training
sessions will
reflect the efforts
of a mentor.
On the job training
method is a technical
method to improve the
skills of all the
stakeholders in an
entity.
Manager of an
entity will take
on-the- job
training of its
employees.
Projector,
screen, laptop,
mouse, Pcs for
all the employees
attending the
workshops.
Through E-mails
follow up of all
the candidates
will take by the
managers to
know their
positive or
negative
feedbacks.
c. How would you
determine if
training has been
successful?
The success of a training method will identify by comparing the status of pre-training
and post-training to know the differential results in an employee. Changes in the
performance of a stakeholder after attending the training will show the positive traits of
a successful training delivered by the firm to all the internal stakeholders.
d. How would you
promote the
system to external
users?
A benefit of purchasing management systems is conveyed to all the external users
such as customers through the website of an entity. The flexibility of online placing of
orders is communicated to the entire user through digital marketing using Search
engine optimization.
e. What strategies
would you use to
protect the system
making sure
external users
would not make
any changes to
the system?
Cryptography technique will use by an entity which helps in securing the entire
information uses by the firm in developing a purchase management systems.
Confidential data about the available inventories kept as a secret by an entity using
public key as well as the private key. Public key held with the internal users and the
private key held with the customers who use the front end of the website. Data will not
be manipulated by the consumers as they only see front-end information published on
the websites.
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3. Suggest strategies for resolving the following information management system problems:
Problem Strategy for resolving problem
a. In the knowledge
management system,
you want to summarise
your sales information
by customer type.
There is no report in the
KMS which allows you
to do this?
Data mining tool will use an entity to search for the hidden data by using
different keywords. Data will search for the team to fill the shortage of the
information as without which an entity will not able to accomplish its desired
goal.
b. You are constantly
losing data, due to your
computer constantly
crashing?
Cloud computing is used to store the data as crashing of computer will looses
the data which, in turn, not beneficial for the firm. In this way, data will get
stored on a cloud which is confidential approach for the business.
c. A supplier has received
information/data about
one of your customers
in error?
System auditing is used to identify all the errors in the system as their motive is
to provide quality oriented services to all its users.
d. Customers are
complaining about
shipping delays and
back orders?
Just in time inventory is used by an entity in which inventories purchase by the
firm from all the suppliers by just delivering the product to the customers
without storing the same in the warehouse. This method saves the delaying
time and delivers the products before the stipulated time.
4. Using the web link provides watch the video on the information/knowledge management system. Describe the
strengths and weaknesses of that system.
Strengths of the Xerox Knowledge Management System Weaknesses of the Xerox Knowledge Management System
It provides quick solutions to all the problems Poor internet connections will stop the online
support offer by the firm.
Keep information up to date Expensive service
Improve service according to the feedback of the
clients. Low quality of service
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5. Prepare a 15-minute PowerPoint presentation (please paste each slide to the cells below) based on an existing
knowledge management system that you are familiar with and ensure you cover the following:
a. Assess the effectiveness of this system, explaining how you collected the information to complete the
assessment.
b. How is the knowledge management system monitor for compliance, effectiveness and efficiency within the
organisation?
c. Does the knowledge management system comply with organisational policies and procedures?
d. How does the knowledge management system identify with the Privacy Act 1988? Who is responsible for
ensuring the knowledge management system complies with current legislation?
e. Identify the contingency plan which the organisation has put in place in case of system failure.
f. Identify possible improvements that could be made to the system.
Knowledge management System
(Decision Support system)
Decision Support system
 Information based system helps in
taking business decisions quickly.
 Every problem is breaking into two or
more variables to resolve the problem.
 Decisions based on structured or semi-
structured problems in an entity.
 Final decision is a result of human
ability and computer platform to focus
on all the elements.
Effectiveness of decision support system
 Nowadays, competition play an
integral role in an entity as
various firms deliver unique
featured and quality oriented
product on time.
 Decision-related to the
products and services
generates through computers
will help in satisfying higher
expectations of all the external
users.
Collection of information for Developing decision
support system
 The decision is an outcome of considering
internal as well as external factors feeds into
the system to generate the reliable outcome in
return.
 Financial information gathered from annual
reports of the business as it covers three
standard financial statements such as income
statement, balance sheet and cash flow
statements.
How is the knowledge management system
monitor for compliance, effectiveness and
efficiency within the organisation?
Does the knowledge management system comply with
organisational policies and procedures?
 Decision support systems take decisions
after considering all the variables related
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Three parameters such as
compliance, effectiveness and
efficiency are used to monitor the
overall decision support system in an
entity.
 A standard is used by the firm shows the
compliance policy of the business is required
by the system to follow.
 Taking decisions before the stipulated time
period will result in effective systems.
 Optimum utilization of all the resources while
taking decisions shows the efficiency of the
systems to take important decisions.
to the problem to deliver the quality
oriented outcome in return.
 Organizational policies and procedures act
as a standard for delivering the desired
outcome generated through the computer-
based platform.
 Data mining tool used by decision support
system to predict the future performance
of an entity in the present.
How does the knowledge management system
identify with the Privacy Act 1988?
 This law comes into existence to
deal with the privacy in protecting
the interest of all the parties.
 This Australian law aims t
safeguard the interest of an entity
from the wrong intention of
extruders to the internal systems of
the business.
 The emergence of this law gives
birth to the development of
knowledge management systems
that ensures to protect the
confidential information of the
business.
Who is responsible for ensuring the knowledge
management system complies with current
legislation?
In centralization business process, supervisors
held responsible ensuring the compliance of the
decision support systems with the current
legislation. They held responsible for keeping
watch on the legislation as every minute changes
in the legislation will, in turn, affects the overall
performance of the system.
Identify the contingency plan which the
organisation has put in place in case of system
failure
 Contingency plan cum risks
management plan develops by an
entity to identify the entire regular
as well as the potential that affects
the business procedures of an
entity.
 A risk in decisions support system
includes technical error and non-
Improvements in the system
Potential risks will identify in advance by setting
alarm system in which any data which is
confusing will store in the alert box to investigate
more on that data by the personnel. In this way,
risks will get mitigate on an initial stage to
protect the interest of the business.
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technical errors.
REFERENCES
Mauro, M.H., Ohashi, F.K., Gaspar, M.A. and
de Magalhães, F.L.F., 2017, May.
Contribution of Learning Management
System (LMS) to the Corporate Knowledge
Management. In 14th CONTECSI-
International Conference on Information
Systems and Technology Management.
Dorasamy, M., Raman, M. and Kaliannan, M.,
2017. Integrated community emergency
management and awareness system: A
knowledge management system for disaster
support. Technological Forecasting and
Social Change.
THANK YOU
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Criterion
Presentation and Training Demonstration Marking Rubric (for trainer to fill-up during student presentation)
4 3 2 1 Mark
Visual Appeal
There are no errors in spelling, grammar and
punctuation. Information is clear and concise on
each slide.
Visually appealing/engaging.
There are some errors in spelling, grammar and
punctuation. Too much information on two or
more slides.
Significant visual appeal.
There are many errors in spelling, grammar and
punctuation. Too much information was contained
on many slides.
Minimal effort made to make slides appealing or
too much going on.
There are many errors in spelling, grammar and
punctuation. The slides were difficult to read and too
much information had been copied onto them.
No visual appeal.
Comprehension
Extensive knowledge of topic.
Members showed complete understanding of
assignment. Accurately answered all questions
posed.
Most showed a good understanding of topic.
All members able to answer most of audience
questions.
Few members showed good understanding of
some parts of topic.
Only some members accurately answered
questions.
Presenters didn’t understand topic.
Majority of questions answered by only one member
or majority of information incorrect.
Presentation
Skills
Regular/constant eye contact, The audience
was engaged, and presenters held the
audience’s attention.
Appropriate speaking volume & body language.
Most members spoke to majority of audience;
steady eye contact.The audience was engaged
by the presentation.
Majority of presenters spoke at a suitable
volume.
Some fidgeting by member(s).
Members focused on only part of audience.
Sporadic eye contact by more than one presenter.
The audience was distracted.
Speakers could be heard by only half of the
audience.Body language was distracting.
Minimal eye contact by more than one member
focusing on small part of audience. The audience
was not engaged.
Majority of presenters spoke too quickly or quietly
making it difficult to understand.
Inappropriate/disinterested body language.
Content
The presentation was a concise summary of the
topic with all questions answered.
Comprehensive and complete coverage of
information.
The presentation was a good summary of the
topic.
Most important information covered; little
irrelevant info.
The presentation was informative but several
elements went unanswered.
Much of the information irrelevant; coverage of
some of major points.
The presentation was a brief look at the topic but
many questions were left unanswered.
Majority of information irrelevant and significant
points left out.
Comments
Total /16
Trainer’s signature:
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Assessment Feedback Week One
Student’s name:
Trainer/ Assessor’s name: Date:
Unit name: BSBINM501 Manage an information or knowledge management system
Assessment Submission Checklist to be completed by the Trainer/Assessor
Did the student complete and provide evidence for the following: Yes No
1. Provide a discussionto the short questions?  
2. Delivered a PowerPoint presentation?  
3. Submit within agreed timeframe?  
Has the learner proven they can: Yes No
1.1 Identify learning needs of relevant personnel and stakeholders for input into and use of an information
or knowledge management system  
1.2 Identify and secure human, financial and physical resources required for learning activities to use an
information or knowledge management system  
1.3 Organise and facilitate learning activities  
1.4 Promote and support use of the system throughout the organisation  
1.5 Monitor and document effectiveness of learning activities  
2.1 Ensure implementation of policies and procedures for the information or knowledge management
system are monitored for compliance, effectiveness and efficiency  
2.2 Address implementation issues and problems as they arise  
2.3 Monitor integration and alignment with data and information systems  
2.4 Collect information on achievement of performance measures  
3.1 Analyse effectiveness of system and report on strengths and limitations of the system  
3.2 Review business and operational plan and determine how effectively the system is contributing to
intended outcomes  
3.3 Make recommendations for improvement to system, policy or work practices  
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FEEDBACK TO STUDENT:
Assessment outcome  Satisfactory  Not Yet Satisfactory  Re-assessment required
Student
Signature
The result of my performance in this unit has been discussed and explained to me.
____________________________ Date: ______________
Student signature
Trainer/
Assessor’s
Signature
Trainer/ Assessor’s declaration:
I hereby certify that the above student has been assessed by myself and all assessments are carried out as required by the
Principles of Assessments (Clause 1.8 of the Standards for RTO 2015).
____________________________ Date: ______________
Assessor signature
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