Model Assignment Issued July 2013 Level 4 Diploma in Business and Administration

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1 Model Assignment Issued July 2013 Level 4 Diploma in Business and Administration Unit 1 Supporting Business Activities Please note: This OCR model assignment may be used to provide evidence for the unit above. Alternatively, centres may wish to adapt this assignment or devise their own assignment for the purposes of assessment. It is the centre s responsibility to ensure that any adaptations made to this assignment allow learners to meet all the assessment criteria and provide them with sufficient opportunity to demonstrate achievement across the unit. The Ofqual Accreditation Number for this unit is: A/503/6143 This OCR model assignment remains live for the life of this unit. ALL THESE MATERIALS MAY BE PHOTOCOPIED. Any photocopying will be done under the terms of the Copyright Designs and Patents Act 1988 solely for the purposes of assessment. Unit 1 Supporting Business Activities 1

2 Model Assignment: Tutor Information Level 4 Diploma in Business and Administration Unit 1 Supporting Business Activities Unit 1 Supporting Business Activities 2

3 Introduction Candidates are expected to evidence the application of knowledge in their own working environment. Where this is not possible candidates can choose an organisation in which to apply their knowledge providing this will allow all assessment criteria to be met. Evidence can be presented in a number of ways which can be determined by the centre. These decisions should take into account the accessibility of the assessment requirements by individual candidates and the bespoke nature of a candidate or candidate group. Evidence could be presented through assessed presentations, assessor observations, professional discussions or word processed documents. All evidence submitted must be legible. Candidates may be able to draw on previous experiences to demonstrate they can meet the assessment criteria. In this instance a professional discussion supported by applicable documentation could be accepted as suitable and adequate evidence, on the provision that all relevant assessment criteria are met. However, where higher level skills such as analysis and evaluation are required it is anticipated that this will be proven through additional evidence. Evidence from related NVQ units from the Level 4 National Standards can be used to infer understanding of this unit s content where appropriate. The tasks have been designed so that all of the assessment criteria in this Unit are addressed. These guidance notes must be used in conjunction with the unit specification and Centre Handbook. Unit 1 Supporting Business Activities 3

4 Introduction for Learners The aim of this unit is to develop an understanding of activities which support a range of business functions from administrative tasks, through the complexities of project management to effective diary and time management. This will lead to analysis and evaluations which will inform improvements to future workplace practice. Below you will find a scenario which will help enable you to demonstrate you have sufficient understanding of this unit s content to meet the unit aim. This assessment is made up of four tasks. Each task has a set of instructions which you must follow. You should refer to the evidence requirements to ensure that you include all the evidence required to meet the assessment criteria and learning outcome for this unit. Do not submit any assessment which does not include sufficient evidence to demonstrate you can meet each of the assessment criteria. If you were to do this then you would not pass this unit. Included on page 12 is a list of key assessment words which will help you to understand what is expected of you. 4 Unit 1 Supporting Business Activities

5 The Tasks Scenario The Senior Management Team (SMT) of your organisation has made a strategic business decision to relocate their head office to a business park. You have been tasked with managing this relocation and have been specifically requested to; Task 1 project manage the move maintain an effective diary and project planning system ensure there is an effective communication process in place to keep all staff informed organise and manage all meetings revise the current filing system consider introducing a computerised stock control system consider the new office environment and layout This task relates to assessment criteria 3.1, 3.3 and 3.4. You are to hold an initial meeting to discuss the office relocation to all those who have an interest in this. You must demonstrate that you have a good understanding of the; Task 2 importance of meetings as a communication method support which is needed to help organise and run a meeting different types of statutory meetings and how they must be administered This task relates to assessment criteria 1.4, 4.1, 4.2, 4.3, 5.1, 5.2 and 5.3 You are to manage the office relocation project as effectively and efficiently as possible. To demonstrate you have the knowledge and understanding to be able to deliver the project on time and to budget you will need to demonstrate a good understanding of; project management principles the stages of a project life cycle how to lead and manage project teams how to effectively manage diaries as part of managing projects why projects may fail the importance of monitoring and evaluating projects and project management techniques how administrative managers (acting as project managers) and HR managers can interact to support the management of projects Unit 1 Supporting Business Activities 5

6 Task 3 This task relates to assessment criteria 1.1, 1.2, 1.3, 2.1, 2.2 and 2.3. The instructions you received from the SMT required you to consider; introducing a computerised stock control system the office environment and layout You were also tasked with revising the filing system. To demonstrate you have the knowledge and understanding to be able to integrate a new filing system, a new stock control system and new office layout into your project plans you will need to demonstrate a good understanding of; Task 4 factors which influence filing systems stock control and purchasing systems factors which impact on office design This task relates to assessment criteria 3.2 only. Once all the plans are in place and before the office relocation has taken place you will be required to hold an event which aims to communicate why the move is happening and the benefits of the relocation to all employees. The event will also be used to establish the organisation s brand image. To demonstrate you have the knowledge and understanding to be able to plan and organise this event you will need to demonstrate understanding of; promotional activities and branding event management 6 Unit 1 Supporting Business Activities

7 Evidence Requirements Task 1 Criteria Requirement Suggested Evidence 3.1 Analyse the role of meetings in promoting effective internal and external organisational communications 3.3 Explain the administrative needs of different types of statutory meetings 3.4 Explain the nature of support needed to service a range of meetings Explain a minimum of two communication models. Compare and contrast three different types of meetings. Analyse the role of meetings in support of business activities and as a networking opportunity. Identify at least three types of statutory meetings. Outline at least three administrative needs of these meetings. Explain why these needs may differ. Identify the support needed to run an effective and efficient meeting. Explain why the support and/or resources are required to run the meeting required by task 1. Observe and/or take part in meetings followed by a review of the effectiveness of the meeting in relation to the criteria. And/or Reflection on previous attendance at meetings and their effectiveness in relation to the criteria. Plus Checklist of resource and support requirements to include a rationale for selecting these. Task 2 Criteria Requirement Suggested Evidence 1.4 Outline the nature of support offered by administrative management to human resources processes Outline at least four similarities and differences between administrative managers and HR managers. Identify at least five ways in which administrative managers can support HR managers to ensure the correct staff are involved in projects. Written summary of the candidates outline and identifications. Unit 1 Supporting Business Activities 7

8 Criteria Requirement Suggested Evidence 4.1 Explain the stages of a project 4.2 Explain the importance of identifying needs, the analysis of options, implementation planning, evaluation and follow up post project Explain all five stages of the project life cycle. Explain why project requirements must be identified before plans are made. Explain how options can be analysed and then implemented. Explain how projects are monitored and evaluated. A diagram/table which shows the life cycle supported by a detailed explanation of each stage and the importance of each stage in the project life cycle process. The diagram/table should also include an explanation of how each stage of the project is monitored and how the project, once completed, will be evaluated. 4.3 Analyse the likely reasons for project failure Identify at least three measures which could be used to evaluate the project. Describe how project teams are formed and how these can sometime be barriers to effective project management. Describe the role leadership and leadership styles play in managing projects. Identify and describe at least four internal and four external barriers to successful projects. Observation of or participation in project teams during which barriers to successful projects are identified. Identification of teams and team roles, and leadership styles. List of barriers to successful projects. Review of these barriers and how they might prevent the success of your project. Or 5.1 Describe the distribution and limits of responsibility in relation to diary management Compare and contrast at least two diary management systems or techniques. Describe how diary systems and the management of them influence and/or have an impact on at least four different functions of the organisation. A reflection on previous involvement in projects in relation to the criteria. A table which shows the similarities and differences between different diary management systems or techniques. A review of at least one system or technique in relation to the criteria. 8 Unit 1 Supporting Business Activities

9 Criteria Requirement Suggested Evidence 5.2 Analyse the interface between project management and diary management and its potential contribution to project success Compare and contrast diary management and project management planning tools and processes. Analyse the similarities between diary management and project management activities and processes in relation to completing a successful project. A Venn diagram showing the similarities and differences between diary management and project management planning tools and processes. A review of the similarities and their relationship to successful projects. Or 5.3 Evaluate models and technologies used to promote effective diary management Compare and contrast at least three functions of an electronic diary system. Analyse at least two models of communication. Make a recommendation for introducing/redesigning an electronic diary system giving consideration to an appropriate communication model. Justify your decision. A reflection on previous involvement in diary management and project management in relation to the criteria. A table showing the similarities and differences of at least three different functions of an electronic diary system. A review or reflection on different communication models. A supported statement of recommendation for introducing/redesigning an electronic diary system. Unit 1 Supporting Business Activities 9

10 Task 3 Criteria Requirement Suggested Evidence 1.1 Describe the factors to be taken into account when setting up a filing system Compare and contrast manual and electronic filing systems. Describe at least four factors which need to be considered when setting up a manual filing system. Describe at least four factors which need to be considered when setting up an electronic filing system. A table showing the advantages and disadvantages of manual and electronic filing systems. A table which lists and describes at least four different factors which need to be considered when setting up a manual filing system. A table which lists and describes four different factors which need to be considered when setting up an electronic filing system. Or 1.2 Explain the stock control ordering and purchasing system in an organisation 1.3 Analyse the benefits of a computerised stock control system Explain what stock control is making a comparison between manual and computerised stock control systems. Explain how your organisation manages stock control and purchasing. Explain key relationships between stock control and at least four other organisation activities or functions. Analyse the benefits of a computerised stock control system compared to a manual one. A reflection on previous involvement in setting up a filing system. Audit of the organisations current stock control and purchasing system which identifies key relationships with other activities and functions. Review of this audit in relation to computerised stock control systems. Or A reflection on previous involvement in reorganising a stock control and/or purchasing system. 10 Unit 1 Supporting Business Activities

11 Criteria Requirement Suggested Evidence 2.1 Outline the factors to be taken into account when designing an office layout that optimizes the use of space 2.2 Analyse the benefits and drawbacks of modern office working practices 2.3 Evaluate measures of effectiveness and efficiency used in office environments Identify at least six factors which need to be taken into account when designing an office layout. Compare and contrast the benefits and drawbacks of modern office working practices. Analyse these benefits and drawbacks in relation to office design. Identity at least four key measure of effectiveness and efficiency used in office environments. Evaluate whether these measures are likely to be effective in measuring the success or otherwise of your proposed design. A floor map and/or model of the new office layout supported by a rationale for this recommendation having given consideration to the criteria. Task 4 Criteria Requirement Suggested Evidence 3.2 Analyse the role of events in organisational promotion and branding Explain what events management is. Explain why it is important for an organisation to have branding and promotional activities. Analyse how branding, promotional activities and events management can combine to support organisational activities. A promotional leaflet for the event. A review of current promotion, branding and events management activities of the organisation. Unit 1 Supporting Business Activities 11

12 Command Words Analyse Apply Assess Calculate Carry out Chart Classify Collect to examine in detail in order to discover meaning, essential features, etc to devote oneself with diligence to bring into operation or use to put to practical use; utilise; employ to judge the worth, importance, etc, of; evaluate to solve (one or more problems) by a mathematical procedure; compute to perform or cause to be implemented to plot or outline the course of to make a detailed plan of to make a chart of to arrange or order by classes; categorise to gather together or be gathered together Communicate to impart (knowledge) or exchange (thoughts, feelings, or ideas) by speech, writing, gestures, etc Compare Compile Complete Conduct Contrast Contribute Cook Define Deliver Demonstrate Describe Design Detail to regard or represent as analogous or similar; liken to make or compose from other materials or sources to make whole or perfect to end; finish to do or carry out to distinguish by comparison of unlike or opposite qualities to give (support, money, etc) for a common purpose or fund to supply (ideas, opinions, etc) as part of a debate or discussion to prepare (food) by the action of heat, as by boiling, baking, etc, or (of food) to become ready for eating through such a process to state precisely the meaning of (words, terms, etc) to carry (goods, etc) to a destination, esp. to carry and distribute (goods, mail, etc) to several places to hand over, transfer, or surrender to produce or perform something promised or expected to show, manifest, or prove, esp. by reasoning, evidence, etc to give an account or representation of in words to work out the structure or form of (something) to list or relate fully to include all or most particulars 12 Unit 1 Supporting Business Activities

13 Develop Devise Discuss Estimate Evaluate Examine Explain Explore Generate Give Identify Illustrate Implement Interact Interpret Investigate Justify Keep Lead Measure Monitor Organise Outline Participate Perform to come or bring to a later or more advanced or expanded stage; grow or cause to grow gradually to work out, contrive, or plan (something) in one s mind to have a conversation about; consider by talking over; debate to treat (a subject) in speech or writing to form an approximate idea of (distance, size, cost, etc); calculate roughly; gauge to ascertain or set the amount or value of to judge or assess the worth of; appraise to look at, inspect, or scrutinise carefully, or in detail; investigate to make (something) comprehensible, esp. by giving a clear and detailed account of the relevant structure, operation, surrounding circumstances, etc to examine or investigate, esp. systematically to produce or bring into being; create to present or deliver voluntarily (something that is one s own) to the permanent possession of another or others to impart or communicate to prove or recognise as being a certain person or thing; determine the identity of to clarify or explain by use of examples, analogy, etc to carry out; put into action; perform to act on or in close relation with each other to clarify or explain the meaning of; elucidate to inquire into (a situation or problem) thoroughly; examine systematically, especially in order to discover the truth to prove or see to be just or valid; vindicate to show to be reasonable; warrant or substantiate to have or retain possession of to show the way to (an individual or a group) by going with or ahead to guide or be guided by holding, pulling, etc to phrase a question to (a witness) that tends to suggest the desired answer to determine the size, amount, etc, of by measurement to observe or record (the activity or performance) of (an engine or other device) to form (parts or elements of something) into a structured whole; co ordinate to give the main features or general idea of to take part, be or become actively involved, or share (in) to carry out or do (an action) Unit 1 Supporting Business Activities 13

14 Plan Prepare Present Produce Profile Promote Propose Provide Recognise Recommend Research Review Select Serve Show Suggest Summarise Understand Undertake Use to have in mind as a purpose to make a plan of (a building) to make ready or suitable in advance for a particular purpose or for some use, event etc to put together using parts or ingredients; compose or construct to equip or outfit to show, exhibit to put forward; submit to bring or suggest to the mind to bring (something) into existence; yield to bring forth (a product) by physical or mental effort; make to draw, write or make a profile of to further or encourage the progress or existence of to raise to a higher rank, status degree etc to urge the adoption of; work for to encourage the sale of (a product) by advertising or securing financial support to put forward (a plan, motion, etc) for consideration or action to put at the disposal of; furnish or supply to perceive (a person, creature, or thing) to be the same as or belong to the same class as something previously seen or known; know again to advise as the best course or choice; counsel to carry out investigations into (a subject, problem etc) to look at or examine again to look back upon to choose (someone or something) in preference to another or others to render or be of service to (a person, cause, etc); help to distribute or provide to make, be, or become visible or noticeable to indicate or explain; prove to put forward (a plan, idea, etc) for consideration to make or be a summary of; express concisely to know and comprehend the nature or meaning of to contract to or commit oneself to (something) or to do (something) to put into service or action; employ for a given purpose 14 Unit 1 Supporting Business Activities