NCFE Level 3 Diploma: Business Documents, Rights and Legal Files

This report outlines key units from a Diploma in Business Administration, covering personal and professional development, information system implementation, business performance improvement, negotiation strategies, office facility management, bespoke business document creation, employee rights and responsibilities, and legal file administration. It delves into identifying development needs, creating SMART objectives, understanding information systems, problem-solving techniques, continuous improvement processes, negotiation principles, office management procedures, document design, employee rights, and legal file administration requirements. The report also touches upon the importance of stakeholder feedback, legal compliance, and maintaining confidentiality in various business operations. Desklib provides a platform for students to access similar solved assignments and past papers for effective learning and exam preparation.

Diploma in Business Administration
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Table of Contents
Unit 05 Manage personal and professional development (T/506/2952).........................................5
1 Identifying personal and professional development needs.......................................................5
1.1 Information on professional development trends and their validity..............................5
1.2 Trends and developments that influence the need for professional development.........6
1.3 Current and future personal and professional development needs relating to the role,
the team and the organisation...................................................................................................6
2 Personal and professional development plan............................................................................7
2.1 Benefits of personal and professional development...........................................................7
2.2 Basis for selecting types of development actions...............................................................8
2.3 Current and future likely skills, knowledge and experience needs using skills gap
analysis.....................................................................................................................................8
2.6 Advantage of development opportunities made available by professional networks or
professional bodies...................................................................................................................9
3 Maintain the relevance of a personal and professional development plan................................9
3.1 Setting specific, measurable, achievable, realistic and time-bound (SMART) objectives 9
Unit 06 Contribute to the development and implementation of an information system
(A/506/1916)..................................................................................................................................10
1 Design and implementation of an information system...........................................................10
1.1 Types of information to be managed by a system.......................................................10
1.2 Ways Information will be used and by whom.............................................................10
1.3 Consultation in the design and implementation of an information system and reasons
11
1.4 Impact of legal and organisational security and confidentiality requirements for the
design and implementation of an information system............................................................11
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Unit 07 Contribute to the improvement of business performance (D/506/1911)..........................12
1.1 Use of Problem-Solving techniques.................................................................................12
1.2 Organizational and Legal constraints in Problem - Solving technique............................13
1.3 Role of Stakeholders in Problem-Solving Techniques.....................................................13
1.4 Steps of business decision-making process......................................................................14
1.5 Implications of adopting recommendations and implementing decisions to solve
business problems...................................................................................................................14
2 Understand improvement techniques and processes...............................................................15
2.1 Purpose and benefits of continuous improvement...........................................................15
2.2 Continuous improvement techniques and models features, use and constraints..............16
2.3 Cost-benefit Analysis.......................................................................................................16
2.4 Stakeholders and Customer feedback in continuous improvement..................................17
3.2 Scope and Scale of a problem..........................................................................................17
3.3 Possible courses of action that can be taken in response to a problem............................17
3.8 Degree of success and scale of the implications of a solved problem.............................17
4 Be able to contribute to the improvement of activities...........................................................18
4.2 Measure changes achieved against existing baseline data...............................................18
4.3 Performance measures relating to cost, quality and delivery...........................................18
4.4 Improvements identified with evidence...........................................................................18
Unit 08 Negotiate in a business environment (H/506/1912).........................................................19
1 Principles underpinning negotiation.......................................................................................19
1.1 Requirements of a negotiation strategy.......................................................................19
1.2 Use of different negotiation techniques.......................................................................19
1.3 Research on the other party can be used in negotiations.............................................20
1.4Cultural differences might affect negotiations..................................................................20
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2 Preparing for business negotiations........................................................................................20
2.6 Research the strengths and weaknesses of the other party...............................................20
Unit 11 Manage an office facility (K/506/1944)...........................................................................21
1 Management of an office facility............................................................................................21
1.1 Requirements of establishing and implementing office management procedures......21
1.2 Managing the effectiveness of work and systems.......................................................21
1.3 Manage any constraints attached to office facilities and related budgets...................21
1.4 Factors to be taken into account in the design of office systems, procedures..................22
and guidance documents........................................................................................................22
1.5 Creating an environment that is conducive to productive work.......................................22
Unit 16 Create bespoke business documents (T/506/1915)..........................................................23
1 Ways to create bespoke business documents..........................................................................23
1.1 Use of bespoke business documents...........................................................................23
1.2 Factors to be taken into account in selecting the appropriate method of presenting a
business document..................................................................................................................23
1.3 Use of technology to create bespoke business documents..........................................23
1.4 Purpose and requirements of corporate identity in bespoke business documents.......24
1.5 Different design techniques used to create attractive bespoke business documents...24
1.6 Factors to be considered in evaluating the impact of bespoke business documents...24
Unit 24 Employee rights and responsibilities (L/506/1905)..........................................................25
1 Role of organisations and industries.......................................................................................25
1.1 Role of occupation within an organisation and industry.............................................25
1.2 Career pathways within organisation and industry.....................................................25
1.3 Sources of information and advice on an industry, occupation, training and career
pathway..................................................................................................................................25
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1.4 An organisation’s principles of conduct and codes of practice...................................25
1.5 Issues of public concern that affect an organisation and industry...............................26
1.6 Types, roles and responsibilities of representative bodies and their relevance to their
own role..................................................................................................................................26
2 Employers’ expectations and employees’ rights and obligations...........................................26
2.1 Employer and employee statutory rights and responsibilities that affect their own role. 26
2.2 Employer’s expectations for employees’ standards of personal presentation, punctuality
and behaviour.........................................................................................................................27
2.3 Procedures and documentation that protect relationships with employees......................27
2.4 Sources of information and advice on employment rights and responsibilities...............27
Unit 36 Administer legal files (J/506/1935)..................................................................................28
1 Administration of legal files...................................................................................................28
1.1 Administrative requirements of the different legal areas being administered.............28
1.2 Scope and limits of their own responsibilities and authority......................................28
1.3 Requirements of the duty of confidentiality................................................................28
1.4 Use of specialist software for processing legal cases..................................................29
1.5 The potential consequences of inadequate or inaccurate record keeping....................29
1.6 Organisational and regulatory purpose and nature of different legal checks and
searches..................................................................................................................................29
1.7 Organisational and regulatory purpose of a client care letter......................................29
1.8 Records of time spent on work are used...........................................................................29
Reference Lists..............................................................................................................................30
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Unit 05 Manage personal and professional development (T/506/2952)
1 Identifying personal and professional development needs
1.1 Information on professional development trends and their validity
Professional development trends have been greatly impacted by technology and globalization.
Sources of information for examining professional development have been internet sources,
Company magazines, case study journals and so on. Online development of training courses
provide learning and developmental strategies that are evolving, constitutes latest professional
development trends (McNiff, 2010). Modernisation of training is another trends affecting
learning and professional development. Mobile learning is a growing trend amongst
professionals, who want to blend learning with education often resort to such methods. Blended
learning is also an emergent trend amongst various professionals for validating their courses
further. Active learning using Turning Technologies are used by a lot of companies for
developing professionals employed by them. Though Social learning is not a new trend but it
has increased in the new millennial. Professional development training courses and learning
experiences are often validated by organizations, who make professionals to take up training and
developmental courses.
1.2 Trends and developments that influence the need for professional development
Complexity of work is increasing across organizations that have implemented greater
implications for professionals. Globalization have made necessary for inclusion of diversity as
organizations now have to cater to varied customers and employees. Technological development
and their implications within organizations have also made it mandatory for employees to adapt
to such trends. Thus, trends and developments focused on rising complexity, globalization with
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diversity trends and technological developments have created the need for professional
development. Professionals in order to match pace and deliver high levels of productivity to the
organization needs to train themselves to match standards.
1.3 Current and future personal and professional development needs relating to the role, the
team and the organisation
With growing complexity and technological adaptation amongst organizations, it becomes
necessary that professionals deliver high levels of productivity. Such complexity and
technological developments have created a gap amongst professionals for their service delivery.
Professionals need to contribute towards their role in the team and within the organization
effectively, such that high levels of productivity can be generated. A professionals current
personal and professional development relates to delivering appropriate levels of productivity
within the organization. While future personal and professional development needs confirm to
goal setting that one is aiming to achieve. Therefore, current personal and professional
development confirms to delivery within team and the organization. While future personal and
professional developmental needs confirm to achievements that one aims to strive as a future
goal.
2 Personal and professional development plan
2.1 Benefits of personal and professional development
Globalization and technological advent has made it necessary for organizations to struggle and
achieve competitive advantage over one another. Establishing core competency alone is not
sufficing need of the hour, hence professionals within corporation needs to adapt to personal and
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professional developments. Benefits arising from personal development are multitude and
includes ability to adapt to changes, cope with stress and pressures exposed to, be able to deliver
productivity in an apt manner. Professional development can benefit individual as well as the
organization in career planning, succession planning, planning for growth, matching needs of
the organization and so on.
2.2 Basis for selecting types of development actions
Developmental actions are often personal and sometimes are professional in nature. Sometimes
an organization selects type of developmental plans and often it is selected by the individual
himself. When it is selected by the organization, it is often to match to the current needs and
requirements for delivering productivity. Once a developmental course of action is selected by
the individual then it is generally adopted for the purpose of career planning or succession
planning. Developmental actions are selected by identifying gaps present in levels of
productivity or service delivery.
2.3 Current and future likely skills, knowledge and experience needs using skills gap
analysis
Development needs are assessed on basis of identification of gaps in knowledge, skills and
experience levels. Skill gap analysis is a measure that allows finding a suitable absence of skill,
knowledge or experience that has happened and in overcoming of the same. Current knowledge
levels might pertain to graduate level qualification and future knowledge level might be
pertaining to Masters level of qualification. Skills for current needs can be based upon technical
skills related to basic operation of computers while required levels of skills might pertain to
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programming level needs. Experience at current levels can be at 5 years while required
experience can be for 10 years.
2.6 Advantage of development opportunities made available by professional networks or
professional bodies
Professional networks or professional bodies often makes available developmental opportunities.
Advantage of such developmental opportunities provided are primarily they are industry
integrated. Meaning they confer exact knowledge as is required within the industry. These bodies
often help in job opportunities matching individual personal and professional skills to a
particular job. Thirdly, advantage of these development opportunities primary concerns
professional development unlike other unprofessional or theoretical courses that does not indulge
any practical training.
3 Maintain the relevance of a personal and professional development plan
3.1 Setting specific, measurable, achievable, realistic and time-bound (SMART) objectives
While designing or creating any personal or professional development plans, it becomes critical
that such plans deliver outcomes. Therefore, it becomes mandatory to set specific, measurable,
achievable, realistic and time-bound objectives, more conveniently known as the SMART
objective. These objectives ensures that specific professional or personal outcomes are desired,
which can easily be measured in term of qualification or skills or any other measurable
parameter. Such parameters has to be achievable so that specific path can be set for attaining of
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the same. The outcomes desired has to be achievable and time defined. A specific time period
has to be allotted and defined for attaining these objectives in particular.
Unit 06 Contribute to the development and implementation of an
information system (A/506/1916)
1 Design and implementation of an information system
1.1 Types of information to be managed by a system
Every organization implements its own information systems by developing it according to its
needs. Designing of the system is done by taking adequate feedback from various departments
and then implementing a system that can efficiently manage information. An organization can
have multiple types of information systems (Saeed, 2008). A system can manage varied types of
information, a system that manages strategic information for decisions to be made by managers
comprise of Executive Support Systems (ESS), systems that manages internal data and sources
of information is called the Management Information Systems (MIS), a system that helps
management take crucial decisions in various situations is referred to as Decision Support
Systems (DSS), Knowledge Management systems (KMS) helps organizations to share and
manage information and Transaction Processing Systems (TPS) deals with transaction related
information.
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1.2 Ways Information will be used and by whom
Information are used by various stakeholders within the organization. Information are needed
continuously by various stakeholders of the organization and retrieved from system as and when
required. Executive Support Systems (ESS) are used by executives and used to take crucial
strategic decisions within the organization. The entire management team makes use of
Management Information Systems (MIS) to retrieve internal sources of information.
Management often makes use of Decision Support Systems (DSS) as well to make decisions.
Businesses in order to grow and develop competitive advantages makes use of Knowledge
Management Systems (KMS) for sharing and creating information. Transaction Processing
System (TPS) is mostly used by Accountants and other officers that deals with billing systems.
1.3 Consultation in the design and implementation of an information system and reasons
Designing of an information system needs to be done in consultation with organization’s
departments. The information system that is designed has to be made in accordance to design
specifications given by particular department. Individual needs has to be matched such that the
information system is able to fulfill criteria that it was supposed to. Along with departmental
team members, managers and head of the team also has to be consulted for arriving at a suitable
design plan for the information system. Reason for such consultation includes primarily
capability of the system to cater to needs assigned. This will help cater to aims and needs hence
deliver productivity accordingly to meet organizational requirements.
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1.4 Impact of legal and organisational security and confidentiality requirements for the
design and implementation of an information system
Every organization has needs pertaining to information systems and such systems has to be
implemented taking into consideration legal and organization security as well as confidentiality.
While designing of a system legal requirements as in case of TPS (Transaction Processing
System) has to be analysed and then conformation according to IFRS or parallel guidelines can
easily be assigned. Each system has to be designed taking into account organizational security
and confidential requirements as these systems deals with critical organization information and
data. While implementing these systems legal requirements and security needs also has to be
ascertained as for example in case of ESS (Executive Support system), managers and executives
can only take decisions within the legal limits of the organization and not outside its purview.
These requirements are compliance standards that every organization needs to follow and adhere
to strictly.
Unit 07 Contribute to the improvement of business performance
(D/506/1911)
1.1 Use of Problem-Solving techniques
Improving business performance is critical for success of any business and is generally
incorporated by using problem solving techniques. Problem solving techniques within
organization includes understanding everyone’s interests pertaining to resolving the matter. It is
a critical step that allows stakeholders be satisfied with a particular given solution. It can be
accommodated by means of active listening (Trkman, 2010). Use of varied problem-solving
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