Term 4 2018 BSB50215: BSBINM501 Information Management Assignment

This document presents a comprehensive solution to the BSBINM501 assignment, focusing on managing information and knowledge management systems. It addresses key areas such as knowledge management systems, stakeholder consultation, and training strategies. The assignment includes an analysis of a case study involving a global sporting goods company, Victory Sports, requiring the development of a presentation and a report. The solution covers topics like information management within different locations, system reviews, challenge resolution, compliance monitoring, legislative requirements, and contingency planning. Furthermore, it details the creation of a training report for an employee, including skill assessment, training methods, resource allocation, and progress monitoring. The document also explores strategies for promoting the system to external users and ensuring system security. The assignment emphasizes practical application and understanding of knowledge management principles within a business context.

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?
While researching knowledge management system of the company, the company should first
ask with the stakeholders about the type of knowledge management system because this
leads to build the long-term relationship that is useful and productive with the stakeholders
(Wang, et al., 2014). First consult with stakeholder’s main object is to grow the relationships
on the basis of the mutual honesty and for the sake of them, it also helps the organization to
take a right shape and there will be overall improvement of the tasks of the organizations.
b. Give examples of how
you might collect
information from
internal and external
stakeholders
To collect the information from the stakeholders are as by the way they worked in or out of
organizations.
Internal stakeholders are those who set-up inside the business, for e.g. – Here to collect the
information by the managers, employees, board of directors, investors.
External stakeholders are those who are outside the organization but still cares and affected
by the performance of the business, For e.g. – here to collect information through outside the
companies stakeholders are investors, suppliers, consumers etc.
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
The objective of the system is to provide the information to the external stakeholders what is
important to whom that will help the stakeholders to do their work properly, and this provide
the constructive and positive relation between the external stakeholders and the company.
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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?
The method that is
used in training to
train the internal
stakeholders are
the Internal
Stakeholder’s
training and their
interest (Tiwana,
2000).
The high authority management
develop the training materials for
the trainers.
Resources
that are
required are
as-Time,
Money,
Human
resources,
experts and
material
resources.
Conduct the
follow up
training there
are –
Perform the
formal test at
well-ordered
way, use the
capability of
management
and hand out
certificates.
To train the
external
stakeholders there
are method to be
used is the External
stakeholders
training and their
interests.
In case of external stakeholders,
the training material is organised
by the company itself whom they
are the external stakeholders.
There are
some
resources that
are required
to conduct the
training are
as- Time,
internet, IT
sector
experts,
Human
resources and
material
resources
To conduct the
follow-up
training
there will
be-
Mini interviews
of
stakeholde
rs, online
training is
the best
training
method for
the
external
stakeholde
rs and
there is
peer to
peer
conversati
on through
internet
form.
c. How would you
determine if
training has been
The training has been successful is determined by the performance of the stakeholders in the
company, at the time of the problem arises or at the time when the company needs the
suggestion of the stakeholders and they will performed in a very well manner and also
stakeholders help the company in their management system and it will be successful then it
can be determined that the training has been successfully done and really stakeholders get to
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successful?
gain the much knowledge and also increase their efficiencies regarding the work that they will
have to done with full honesty and in betterment of the organization (Silwattananusarn and
Tuamsuk, 2012).
d. How would you
promote the
system to external
users?
To promote the system to external users, there are various ways to promote the system by
the help of social media, advertisement, holdings, bruisers etc., but all of them the best way is
the social media to promote anything because in today’s era social media is the best medium
to promote the things, the main reason behind this because everyone is using social media
from youngsters to old ones, so all gets knowledge about the companies system through
promotion on social media.
e. What strategies
would you use to
protect the system
making sure
external users
would not make
any changes to
the system?
To protect the organizations inner system from the external users, so that they cannot make
changes further then the management has to make a strategies in that way that they cannot
focuses on the system like company has to make busy external users in other works, so that
external users cannot focuses on the system of the organizations, if the external users are
busy in the some other work then they will pay less attention on the system of the organization
and they will not changes the system (Laudon, 2016).
Company also makes some rules and regulations to the external users that in what matters
they can be interfere and what they cannot, so in this case if the company does not want any
interference regarding the system of the organization then the management make the rule that
until unless the company won’t ask to the external users about the system till then they would
not give or change the system of organization (Copperman, et al., 2014).
So, these are some of the strategies that would help the company to protect the system and
make sure that external users would not make any changes to 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?
If there is no way to allow the summarize companies sales information by customer type and
company want to summarize it then the company directly may not be do this but company can do
it in indirect way, the management has to find out the indirect way to summarize the sales through
the media, advertisement, stores where the products sales and also by the external stakeholders
like- suppliers can help to summarize the sales information and it won’t be against the Knowledge
management system rules, investors also do this to the company and also by the consumers,
there are more strategies that will be adopt by the organizations to summarize their sales
information by customer type without going against the report of KMS, some of the strategies are
discussed above (Yoo, et al., 2010).
b. You are constantly losing
data, due to your computer
constantly crashing?
In this problem company has to appoint the IT sector experts, so that they can check the
computers, in which data stored and constantly crashing it, and it may be possible through
appointing an expert in IT sector, they may recovered the data if possible and also help the
company this issue may not arise in coming future (Kasvi, et al., 2013).
c. A supplier has received
information/data about one
of your customers in error?
If supplier has received the information about the customer in error, then supplier has to inform the
organization regarding the problem and then company has to see the issue and work on it and
also keep in mind that this error must not come again in the future and correct their mistake by the
productive communication and work on it (Maier and Hadrich, 2011).
d. Customers are complaining
about shipping delays and
back orders?
If this is happening then the company has to inform their external stakeholder i.e. supplier of the
product, company has to find the reason of delay and back orders and try to find out the best
solution to overcome with this problem and customers will not complaining regarding this in future
(Jarrar, 2012).
4. Using the web link provide 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
Built business brand. Through this system organization become less attentive on the
features of the product.
Promote the strong surrounding focus.
There will be pressure on the organizations to become the carbon
neutral through the Xerox knowledge management system
(Liebowitz and Megbolugbe, 2013).
Through this company has its reputation for the new ideas
and top-quality management system. There will be financial issues rises that is limitation of finance.
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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:.
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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
b. Imagine you are conducting
a review of the warehouse
system at Victory Sports,
how might you measure the
effectiveness of this
review?
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c. What challenges might you
expect when implementing
the upgrade to this system?
d. How might you resolve
these challenges?
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e. How is the knowledge
management system
monitor for compliance,
effectiveness and efficiency
within the organization?
f. What legislative
requirements legislative
may apply to the systems at
each Victory Sports
location?
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