Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

BSBRKG502 Mapping and Delivery Guide
Manage and monitor business or records systems

Version 1.0
Issue Date: May 2024


Qualification -
Unit of Competency BSBRKG502 - Manage and monitor business or records systems
Description
Employability Skills
Learning Outcomes and Application This unit describes the skills and knowledge required to set up the operational frameworks for the creation, capture and use of records and to monitor and review these frameworks and activities within a business or records system of a specific business domain.It applies to individuals who work closely with other staff members in an organisation and may also have a degree of individual responsibility and autonomy. They use a range of organisational, analytical and managerial techniques to perform their work in business and records systems or in specialist recordkeeping environments, such as archives.No licensing, legislative or certification requirements apply to this unit at the time of publication.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities 		Slides
PPT 		Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Determine requirements or modifications
  • Identify and document core business, supporting activities, resources, business and social context, using observation and consultation
  • Determine security and access requirements for business or records system content from analysis of organisation’s activities
  • Analyse organisational reporting and accountability requirements in the context of the business documentation
  • Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation
  • Determine format content and metadata of records for each organisational function from analysis of the business and its context
       
Element: Devise an appropriate recordkeeping system
  • Determine metadata needed to manage record storage, location and retrieval in a business or records system
  • Select scale, and number of business or records systems appropriate to scale and nature of business operations
  • Select technological requirements of business or records systems appropriate to scale and nature of business operations
  • Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements
  • Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation
  • Select business or records system suited to the projected growth of the organisation
       
Element: Develop an implementation plan
  • Identify and document recordkeeping responsibilities of individual personnel or organisational units
  • Develop measurable performance indicators for recordkeeping activities
  • Develop procedures and guidelines for capturing and controlling records
  • Communicate an implementation plan to users of the system and other relevant organisational staff
       
Element: Monitor and review business or records system
  • Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable
  • Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits
  • Provide required reports to appropriate authority relating to use and maintenance of records
  • Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies
       
Element: Identify and respond to problems and changes
  • Use monitoring reports and external events to identify any problems and changes that require a systemic response
  • Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems
  • Devise amendments to systems and implementation or other plans where required
  • Prepare recommendations for system amendments, planning and implementation
  • Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures
       


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Determine requirements or modifications

1.1 Identify and document core business, supporting activities, resources, business and social context, using observation and consultation

1.2 Determine security and access requirements for business or records system content from analysis of organisation’s activities

1.3 Analyse organisational reporting and accountability requirements in the context of the business documentation

1.4 Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation

1.5 Determine format content and metadata of records for each organisational function from analysis of the business and its context

2. Devise an appropriate recordkeeping system

2.1 Determine metadata needed to manage record storage, location and retrieval in a business or records system

2.2 Select scale, and number of business or records systems appropriate to scale and nature of business operations

2.3 Select technological requirements of business or records systems appropriate to scale and nature of business operations

2.4 Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements

2.5 Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation

2.6 Select business or records system suited to the projected growth of the organisation

3. Develop an implementation plan

3.1 Identify and document recordkeeping responsibilities of individual personnel or organisational units

3.2 Develop measurable performance indicators for recordkeeping activities

3.3 Develop procedures and guidelines for capturing and controlling records

3.4 Communicate an implementation plan to users of the system and other relevant organisational staff

4. Monitor and review business or records system

4.1 Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable

4.2 Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits

4.3 Provide required reports to appropriate authority relating to use and maintenance of records

4.4 Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies

5. Identify and respond to problems and changes

5.1 Use monitoring reports and external events to identify any problems and changes that require a systemic response

5.2 Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems

5.3 Devise amendments to systems and implementation or other plans where required

5.4 Prepare recommendations for system amendments, planning and implementation

5.5 Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Determine requirements or modifications

1.1 Identify and document core business, supporting activities, resources, business and social context, using observation and consultation

1.2 Determine security and access requirements for business or records system content from analysis of organisation’s activities

1.3 Analyse organisational reporting and accountability requirements in the context of the business documentation

1.4 Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation

1.5 Determine format content and metadata of records for each organisational function from analysis of the business and its context

2. Devise an appropriate recordkeeping system

2.1 Determine metadata needed to manage record storage, location and retrieval in a business or records system

2.2 Select scale, and number of business or records systems appropriate to scale and nature of business operations

2.3 Select technological requirements of business or records systems appropriate to scale and nature of business operations

2.4 Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements

2.5 Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation

2.6 Select business or records system suited to the projected growth of the organisation

3. Develop an implementation plan

3.1 Identify and document recordkeeping responsibilities of individual personnel or organisational units

3.2 Develop measurable performance indicators for recordkeeping activities

3.3 Develop procedures and guidelines for capturing and controlling records

3.4 Communicate an implementation plan to users of the system and other relevant organisational staff

4. Monitor and review business or records system

4.1 Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable

4.2 Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits

4.3 Provide required reports to appropriate authority relating to use and maintenance of records

4.4 Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies

5. Identify and respond to problems and changes

5.1 Use monitoring reports and external events to identify any problems and changes that require a systemic response

5.2 Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems

5.3 Devise amendments to systems and implementation or other plans where required

5.4 Prepare recommendations for system amendments, planning and implementation

5.5 Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Identify and document core business, supporting activities, resources, business and social context, using observation and consultation 
Determine security and access requirements for business or records system content from analysis of organisation’s activities 
Analyse organisational reporting and accountability requirements in the context of the business documentation 
Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation 
Determine format content and metadata of records for each organisational function from analysis of the business and its context 
Determine metadata needed to manage record storage, location and retrieval in a business or records system 
Select scale, and number of business or records systems appropriate to scale and nature of business operations 
Select technological requirements of business or records systems appropriate to scale and nature of business operations 
Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements 
Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation 
Select business or records system suited to the projected growth of the organisation 
Identify and document recordkeeping responsibilities of individual personnel or organisational units 
Develop measurable performance indicators for recordkeeping activities 
Develop procedures and guidelines for capturing and controlling records 
Communicate an implementation plan to users of the system and other relevant organisational staff 
Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable 
Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits 
Provide required reports to appropriate authority relating to use and maintenance of records 
Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies 
Use monitoring reports and external events to identify any problems and changes that require a systemic response 
Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems 
Devise amendments to systems and implementation or other plans where required 
Prepare recommendations for system amendments, planning and implementation 
Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures 

Forms

Assessment Cover Sheet

BSBRKG502 - Manage and monitor business or records systems
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

BSBRKG502 - Manage and monitor business or records systems

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: