Australian Ideal College - Diploma of Leadership: BSBINM501 Report

This report addresses the management of an information or knowledge management system, covering key aspects such as identifying learning needs, planning learning activities, and securing the necessary human, financial, and physical resources. It outlines strategies for facilitating and organizing these activities, including communication methods and the creation of support activities. The report also details how to monitor and document the effectiveness of chosen learning activities, implement policies and procedures, and address implementation issues. Furthermore, it explores the importance of commercial confidentiality, integration with data systems, and the management of organizational records. The report also describes strategies for building rapport with colleagues and clients and analyzes the effectiveness of the management system, research methods, and business and operation plan review processes. Finally, it proposes knowledge management system outcomes and emphasizes the importance of taking full responsibility.

Leadership Management

Assessment Task 2
Organise learning to use the information or knowledge management system.
a. Identify the learning needs or relevant BizOps personnel, and planned learning
activities to enable them to use an information or knowledge management system (Nisar,
Prabhakar and Strakova, 2019).
Answer: It is true that there has been increment in the manufacturing defective rate of varied
Bizops signature products just because of the few management issue:
 Sharing of access and passwords into the networks of Bizops without any permission.
This lead to create the problem in organisation for bringing successful changes.
 Issues related to company record security and privacy of employees.
 No proper coordination between the information systems
 No proper strategic direction for the technological environment
 Patchy or limited adoption of the current information system by employees
 Lack of consistency, poor information quality, out-dated information and duplication
 No support as well as recognition by the senior management
 No resources for managing, deploying or improving the information system
 Huge number of business needs as well as issues to be address
 Difficulty to change staff processes and working practices
 Internal politics are also impacting the capability to effectively coordinate the
activities
 No such contingency of the failure of system
Learning needs
 Upgraded and new IMS knowledge
 New and effective system of training
 Web based reports
 Significance on the system authority of usage
 Effective management of the Information Management System
Planned learning activities include:

 Training on the web base reports
 Training on the IMS management
 Training on the policies of IMS
B. Identify the secure human, financial and physical resources required for learning activities
to use an information or knowledge management system, and how you would provide them.
Answer:
Resource Requirements for training How to provide
Human resource External or internal trainer
Mentor for effective use of
the system. A skilled and
competent mentor will
bring the positive changes
by ensuring effective
alignment of the working.
Hiring of trainer
Creation of proper
monitoring system
Physical resource  Where will be the
training held
 External
 Internal;
 Required resources
 Policy guidelines
 Training manual
 Allocation of
physical resources
just after the
identification of
requirement
Financial resource  Downtime cost for
trainer as well as
trainee
 Training cost
 Allocation of
financial budget
Time  Will training held at
allotted time?
 Creating timeline
and schedule
C. Explain how you will facilitate and learn these activities
Answer: I will facilitate and organise the learning activities through:

 Creating and selecting the team to effectively plan as well as implement the different
learning activities
 Effective communication of changes. Communication of changes will help in working
toward the right direction. At the same time, it will bring out the positive results.
 Monitoring as well as providing the resources for ensuring the proper learning.
Several activities I will create and provide to support the learning
Activity How activity will support learning
Meetings Discussion in meetings will definitely assist
the members in understanding the new
processes brought at the organisation
Emails Identification of several groups such as line
workers, managers and account clerk. Email
will help in providing the necessary
information to these people without taking
too much time. at the same time, it is also
quick and cost effective technology.
Intranet Through the advertisement of changes,
intranet of company provides the necessary
information the entire staff members.
Flyers on the noticeboards It includes advertisement regarding the
changes that are taking place. It will help in
keeping informed every member no matter
what their role is in the organisation
Training or information sessions If any system come in the organisation then a
training session or group information will
help in helping the employees.
D. Describe how you will monitor and document the effectiveness of the chosen learning
activities.
Answer: Methods of monitoring include:
 Using the feedback survey for staff

 Using the feedback survey for trainee
 Implementation of assessment into the learners activities
 Documentation of every member performance right after training
 Implementation of staff reporting (Ahmed, Siantonas and Siantonas, 2017).
 Implementation of observation at workplace
 Analysing as well as strong learner record
Monitoring templates and tools include the:
 Agendas
 Plans
 Resource materials
 Delivery as well as methods of assessment
 Revision ‘relevant changes made in the learning activity by taking the significant
action required for improving the quality of output
E. Explain how you will monitor the progress of planned activities
Answer: I would monitor the progress of planned schedules and activities by
 Providing regular feedback from the significant stakeholders
 Regular meeting through the implementation of team
 Comparison against the planned timeline: this will ensure the differences in the
desired and actual outcome. According to this, proper actions will be taken to remove the
barriers.
Answer 2: Manage the use of the information or knowledge management system:
A. Describe how you will ensure implementation of policies and procedure for the
information or knowledge management system are monitored for compliance, effectiveness
and efficiency
I will ensure the effective implementation of procedure and policies for the information
monitored for effectiveness, compliance, and efficiency by:
Ensuring draft is being edited, created, agreed or vet through each senior management.
B. Discuss how you will use correct application of policies and procedures for the
information or knowledge management system

Answer: I will definitely use the correct application of the procedures and policies for the
KMS or information by:
 Going through every procedure or policy in order to ensure the correct or relevant
application
 Ensuring consultation with major stakeholders: Consultation with major stakeholders
brings out the necessary changes in the welfare of organisation because they also feel their
stake in the organisation.
C. Explain how you plan to address implementation issues and problems as they arise
Answer: I plan to address the problems and issues in implementation through:
 Identification of major problems. The problem identification will ensure the working
toward them and bringing positive outcome.
 Brainstorming for the options
 Agreeing to a solution mutually
 Providing resources, support or guidance
d. Discuss how you will address to commercial confidentiality
Answer: Commercial confidentiality is said to be the safeguarding of privacy regarding
sensitive information of firms such as financial health, or market position. I would definitely
ensure to keep the necessary information accessible to only authorised person. This will help
in keeping the data private only with few members. This will keep the necessary information
with limited person.
E. Explain how you will monitor integration and alignment with data and information
systems and ensure effectiveness of appropriate policies and procedures.
Answer: I will monitor alignment and integration by:
 Getting regular feedback
 setting up of user acceptance test
 Making proper amendments. The necessary amendments will be made that will ensure
the growth of business in positive way.
 Ensuring significant procedures and policies that are available to support and provide
consistency to alignment and integration.

F. Describe how you will collect information on achievement of performance measures.
Answer: Two performance measures that can be used are:
 the first one is key performance indicator
 some other systems for reporting or collecting the information such as training
attention, compliance with processes and policies, completion of standards as well as
feedback regarding customer service (Mkandawire, 2019).
Measures to monitor and record the achievement of those goals may include:
 compliance with rules and regulations
 effectiveness of access to information
 response to the issues in system
 accuracy of the information held in system
 feedback from customers
G. Describe how you will ensure the correct management of organisational records
Answer: I will definitely ensure the correct management of organisation record through:
 Providing training: training will help in ensuring the up gradation of employee’s
knowledge and skills in effective manner.
 Providing awareness: awareness is the most significant element in the organisation to
grow. By ensuring this, it will be easy to ensure the correct management of organisational
record.
 Providing proper system for ensuring that organisation records are updated,
maintained as well as store in effective manner.
H. Describe how you plan to manage contingencies, such as a system failure or technical
difficulties, by accessing technical specialist help when required
Answer: I would do the following things:
 development of procedure and policies by governing the regular data backup
 providing the most secure backup of the records
 training of around two personal in the key elements of the information management
 review of the procedure for improving efficiency

 encouraging the staff for offering the suggestions in order to improve the record
storage
 fostering the environment of knowledge
 simplification of the requirements related to information storage
We can also manage the contingencies by accessing the technical help like:
 backup service and product training
 helpdesk
 technical support
 complaint department
 data recovery
 back up work
I. Discuss the implemented strategies you will deploy for a diverse range of colleagues
and clients in order to build rapport and foster strong relationships.
Answer: I would employ the following:
 Treating every person with courtesy, respect and sensitivity
 Effectively communicating with every person
 Effectively taking into consideration the cultural difference in every communication
(verbal as well as non verbal)
 Using communication to maintain as well as develop the mutual trust, positive
relationship and confidence
 Overcoming the language barrier by using precise or easy words, avoiding jargons,
and using translator.
3. Review the use of information or knowledge management system:
A. explain how you will analyse the effectiveness of management system and reports on
strength and weakness of the current Bizops system
Answer: I would definitely analyse the management system effectiveness through gathering
of data on the system such as situational analysing of the limitations and strengths of the
current or present system. The data will be gathered or collected form the system users.

b. How effective are the current General purchase information management system
guidelines?
Strengths:
 Gathering the information on best supplier, purchase conditions, storage cost, possible
cut in the purchase cost, handling of cost cuts, optimum order quality, delivery conditions,
purchase level risk, and training requirement gor thr purchasing staff
 Effectively able to provide the information related to market research and field data
based on the significant sample
Weaknesses
 System are not link to each other and abundant
 Access without anyone permission and users tend to share passwords
 No such contingency seen for the failure of system
In order to assess the effectiveness of system, I need to identify the:
 Time of entries
 Number of entries
 Time and location of use
 Data errors
 Performance losses and gains against the data
 Process or system speed
B. Describe your research method and how you critically analysed documentations from a
variety of sources to determine requirements
1. Setting up reporting as well as collection system
2. Write down of clear description regarding type of information to be used
3. Checking methods for establishing the recent performance
4. Listing of the resources (Lei, Le and Nguyen, 2017).
5. Agree on the information formats
6. Setting up of the reporting schedule
7. Establishing the responsibilities and position
8. Stipulating the reporting needs
9. Collaborating with the concerned stakeholders

 Data Collection methods include:
 Personal inputs: essays, reports, reviews, and shite papers
 Fully automated: data collection electronically
 Semi automated: collecting, analysing and then submitting data
D. explain the business and operation plan review process and how you determine its
effectiveness
 Firstly, there will be strategic review by following the operation plan.
 I will also check the process effectiveness every four month in the starting and then
taking the review in a year. This will ensure the progress of business in positive manner.
E. Provide your proposed knowledge management system outcomes
 Encouraging members to do worth communication with the people. This will help in
increasing their positive communication in every aspect.
 Integrated system
 Making it possible for you for supporting the new technologies as well as capturing
the knowledge for future purpose
 Ensuring access to business knowledge as well as management for every person
 Facilitating the information technology members in keeping them update with the
several changing technologies
 Reducing the cost of IT without compromising with the quality to external and
internal customers (Brundiers and Wiek, 2017).
 Helping to deliver the better accountability and measurement
F. Describe the importance of taking full responsibility for following policies, procedures and
legislative requirements
 It is essential to take the responsibility for following procedures, policies as well as
legislative requirements:
 To ensure consistency
 To ensure legislative compliance
 To achieve the set standards
 To achieve the expected outcomes
 To address the requirements of organisation

G. Explain how you will encourage the BizOps teams to take responsibility for planning and
sequencing complex tasks and workload
I will definitely encourage the team of BizOps to take the responsibility through
 I will definitely ensure the correct management of the organisational records through:
 Taking regular meeting
 Assigning the task based on people strength
 Encouraging team participation
 Communicating clear expectations with the members
H. List recommendations you will make for improvement to the current BizOps management
system, policy or work practices as appropriate
 developing mentoring and training policies
 improving intranet
 Development of effective data system
 Involving all the staff member in the designing of effective system
 Sharing the knowledge
 Section of effective system
 Monitoring of compliance

References
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