Diploma of Business BSBINM501: Knowledge Management System Project

This assignment, completed for the BSBINM501 unit, focuses on the practical application of knowledge management principles within a business context. It addresses key aspects such as stakeholder consultation in selecting a knowledge management system and strategies for gathering information from both internal and external stakeholders. The assignment explores training strategies, including methods, material development, and follow-up training techniques. It also delves into system promotion, user protection, and a case study analysis of Victory Sports, a global sporting goods company. The case study involves describing potential information or knowledge management systems at different locations, reviewing existing warehouse systems, and addressing system challenges. Additionally, the assignment includes developing a training report for an employee and discussing system compliance, legislative requirements, and contingency plans for system failures. The assessment covers a range of skills related to managing information and knowledge within an organization.

Module 7
Term and Year Term 4 2018
Qualification : BSB50215 Diploma of Business
Unit Code: BSBINM501
Unit Title: Manage an information or knowledge management system
Assessment
Task 1: Short questions
Task 2: Demonstration/ observation of case study analysis, presentation and report
Student Name:
Student ID No:
Assessor’s Name: Andrey Loburets
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.
Student Name:
Student Signature: Date:
Assessment submission (new) requirements
Please save this file as PDF format (include your name to the filename) before uploading onto Moodle.
Assessment deadlines penalty
It is expected that unless a simple extension, special consideration or disability services adjustment has been granted,
candidates will submit all assessments for a unit of study on the specified due date. If the assessment is completed or
submitted within the period of extension, no academic penalty will be applied to that piece of assessment.
If an extension is either not sought, not granted or is granted but work is submitted after the extended due date, the late
submission of assessment will result in a late penalty fee. For further information, please refer to the Assessment Policy.
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.
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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 that a learner 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.
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.
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 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
Task 1
The learner is expected to research and provide understanding in the areas:
 Knowledge management systems
 What are the various types of training to support the transfer of knowledge
 Strategies to resolve issues in knowledge management
 Provide an analysis in determining a knowledge management system’s strengths and weaknesses
 Addressing challenges when implementing the upgrade to this system
Task 2
The learner is then required to read the short case study on the company Victory Sports, they are a global company
specialising in selling sporting equipment. Victory sports sells sporting apparel to a number of retail sports stores. You need
to read through the case study which has been provided and answer the following:
1. The learner would have to provide a 10-minute presentation based on the findings discovered in the areas such
as:
 Describe the information or knowledge management systems that may exist at the following locations, i.e.
Victory Sports store, the warehouse and Victory Sports head office
 Conducting a review of the warehouse system at Victory Sports
 Resolving these challenges
 Addressing how is the knowledge management system would monitor for compliance, effectiveness and
efficiency within the organization
 Discussing what legislative requirements that may apply to the systems at each Victory Sports location
 Describing the compliance of the knowledge management system with organizational policies and procedures
 Identify the contingency plan which the organization has put in place in case of system failure.
 Identify possible improvements that could be made to the system.
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3. Develop a report for Victory Sports to submit for approval of an employee’s training. The report should include:
 a summary of the skills and knowledge he may require
 suggested methods for this training
 resources required for the training
 How success will be measured
 How will the manager now monitor the progress of the training plan he has developed for employee?
 How will the progress of the training plan be monitored?
 Discuss how the training will the training be reviewed and changed to meet new demands and priorities
brought about from the training?
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Task 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?
It is a policy that the company should not work independent of the
stakeholders. They are part of the company and thus they should be
involved in all decisions made regarding the company. The decisions
should not be done at the individual level. This is because the results,
if fatal, it may affect those that were not involved in the decision
making. In return, those that were involved may take the entire burden,
which may not be an easy thing to handle.
Giving the right advice: some of the stakeholders might be having
experience in management. For this case, they can give advice and
guide the lead departments (Bryan and Clegg, 2019,pp.236). They thus
should be treated as an integral part of the company in choosing the
management system. Technically, they might have used a management
system somewhere in their life, which they can prompt for installation
on the company.
Keeping within budgets and donating: Most of the stakeholders will
have the financial knowledge and thus can propose the best and
financial manageable management systems that can be used by the
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company. When given the chance to contribute to the choice of the
management system, they can contribute if there are financial issues or
propose to look for donations in case they got connections.
b. Give examples of how
you might collect
information from
internal and external
stakeholders
I can employ various methods to collect data from stakeholders. The
method proposed can be employed for both external and internal
stakeholders. The first method is using questionnaires which can
provide stakeholder opinions. The other method is through an open
forum discussion (Patel, Burt and Hirsch,2019, pp.258-263). This
method is effective because it will prompt for adjustments where some
stakeholders give the options that are not so much realistic.
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
To monitor closely employees within the working premises.
To ensure proper financial management in the company
To ensure the system acts automatically when no human power is
available such as providing an automatic reply to the customers in case
they need help.
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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?
Through
conducting
seminars and
workshops for
stakeholder.
Our ICT group and leads
will develop the software
that will be used in
training the stakeholders
(Hill, and Novicki, 2017,
pp.458).
Tablets
and
laptops
By giving
the
stakeholder
s tasks to
perform
using the
software
used to train
them (Hill,
and
Novicki,
2017,
pp.458).
Through
attending full-
time training in
certified
institutions in
the country.
School management will
make plans to ensure the
stakeholders achieve the
required skills during the
entire training period .
Tablets,
journals,
laptops
By doing
random
assessments
to ensure
they have
all that is
required as
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the go-to
outside
competitive
market.
c. How would you
determine if
training has been
successful?
I can task the trainees to determine their level of getting what they
were being trained for. They can be tasked and a follow up can be
done to determine if they are ready and can handle challenges in the
outside world and solve the problems that they may encounter.
d. How would you
promote the
system to external
users?
First, I would explain to the people out there the importance of
choosing the system. Once they know the advantages attached to this
type of system, they are thus able to integrate it and end up adopting it.
Other advantages can be explained to them, (Patel, Burt and
Hirsch,2019, pp.258-263) by elaborating to them how easy it is to use
the system and its user-friendly interfaces.
e. What strategies
would you use to
protect the system
making sure
external users
would not make
any changes to
the system?
Various strategies can be employed to ensure people do not make any
change to the system. They include having the system in a closed
source code (Canelas and Hill,2018, pp.563). This means that only the
admin can adjust the system. This will only allow admin to make
alterations when the need arises, compared to where many people have
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the accessibility to modify the system.
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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 summarize your
sales information by
customer type. There is no
report in the KMS which
allows you to do this?
By installing the software in the system that has ability to produce
analysis reports in the company.
b. You are constantly losing
data, due to your computer
constantly crashing?
Reduce running of bulky tasks the same time in the computers to prevent
overworking that causes crashing.
c. A supplier has received
information/data about one
of your customers in error?
Correct by replacing the contraband items by the customer to avoid
denting the image of the company.
d. Customers are complaining
about shipping delays and
back orders?
Ensure the company has many delivery methods and that are able to reach
all customer premises. The company may also avoid these inconveniences
by adopting modern supply chain technology.
Strengths of the Xerox Knowledge Management System Weaknesses of the Xerox Knowledge Management System
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Task 2
1. The below is a short case study on the company Victory Sports, they are a global company specializing in selling
sporting equipment. Victory sports sells sporting apparel to a number of retail sports stores. You need to read through
the case study which has been provided and answer the questions.
Demonstration/ observation checklist
Candidate’s name
Assessor’s name Dr Eugene Lim/ Andrey Loburets
Work activity Presentation
Date
Case study
Victory Sports is a large sporting manufacturer who sells a range of sporting equipment and products to a range of retail
stores throughout British Columbia, Ontario and Quebec. Victory sports head office produces most marketing material but
allows the stores to conduct their own direct marketing activities to their own customers.
Stock for the companies are ordered each week, on occasion the store manager places an order to the warehouse for
additional stock. The manager also provides a report to head office regarding the hours each employee has worked, so head
office can process their pay.
As a knowledge management consultant, you are to prepare a 10-minute PowerPoint presentation (paste PPT slides in the
empty cells below as seen in the sample below; you may need to resize your PPT image to fit within the space provided) based on an
existing knowledge management system that you are familiar with senior management (your trainer would assume this role) for
the company on a knowledge management plan proposal covering the following:.
a. Describe the
information or
knowledge management
systems that may exist
at the following
locations, i.e. Victory
Sports store, the
warehouse and Victory
Sports head office
Victory sports store: This can be used for storing of the sport materials
that are in wait for sale.
Warehouse: this is the place where most stocks are received from the
manufacturer.
Sports head office: this is where one can meet management of the victory
sports company. Management and directive orders are given in this
office (Patel, Burt and Hirsch,2019, pp.258-263).
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b. Imagine you are conducting
a review of the warehouse
system at Victory Sports,
how might you measure the
effectiveness of this
review?
I will ensure more time is taken in conduction review. It can also
be done at different time intervals to ensure the data collected
from time to time matches and do not deflect very much from
time to time when it is being collected (Canelas and Hill,2018,
pp.563).
c. What challenges might you
expect when implementing
the upgrade to this system?
Machines lacking the properties and specifications to support the
new upgrade. The more the complex machine is, the more the
chance that it will require better and quality machines.
d. How might you resolve
these challenges?
I can resolve the challenges by buying the new machines to
support the new upgrade. This will enable the machine to work
without crashing. Else, the machine properties can be upgraded,
for example, the processing and random-access memory of the
machine can be improved (Liberman, Heinzel and Nelson,
2019pp.saber county report 2017).
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