Eeeezy RPL Assessor s Kit. A Starter Kit for BSB40201 Certificate IV in Business Administration

Eeeezy RPL Assessor s Kit A Starter Kit for BSB40201 Certificate IV in Business Administration

Eeeezy RPL Tool Kit BSB40201 State of Queensland (Department of Employment and Training) 2004 This work is copyright to the Department of Employment and Training (Queensland), but permission is given to trainers and teachers to make copies by photocopying or other duplicating processes for use within their own training organisation or in a workplace where the training is being conducted. This permission does not extend to the making of copies for use outside the immediate training environment for which they are intended, nor to the making of copies for hire or resale to third parties. Requests and enquiries should be directed in writing to: The Manager Recognition of Prior Learning LMB 527 GPO Brisbane QLD Australia 4001 Email: rpl@det.qld.gov.au Phone: (07) 3237 0361 This work has been produced with the assistance of funding provided by the Queensland Government through the Department of Employment and Training. The views expressed in this version of the work do not necessarily represent the views of the Department of Employment and Training (Queensland). The Department of Employment and Training (Queensland) does not give any warranty nor accept any liability in relation to the contents of this work. Acknowledgments Mavis Host Jenny Conder Cynthia Harris Pauline Crabtree Daina Blums Sandy Classen Gayle Robson Peter Cox Logan Institute of TAFE Acknowledgments The contributions made by staff from the above Institutes of TAFE and local employers are gratefully acknowledged.

Eeeezy RPL Kit Tool BSB40201 Table of Contents Table of Contents...1 Part A- Introduction...3 Part B- How to use these tools...4 Part C- RPL Tools...6 Unit Code Unit Title Pages BSBADM401A Produce complex texts from shorthand notes 13 BSBADM402A Produce complex business documents 24 BSBADM403A Develop and use complex databases 36 BSBADM404A Develop and use complex spreadsheets 53 BSBADM405A Organise meetings 70 BSBADM406A Organise business travel 81 BSBADM407A Administer projects 91 BSBADM408A Prepare financial reports 104 Part D Advice for clients 10 Part E Assessment record 10 Other Competencies relating to BSB40201 for which RPL Tools have been developed are listed below and can be found in the Eeeezy RPL Kit for BSB40101 Certificate IV in Business. Assessor s Kit for BSB40101 Certificate IV in Business Unit Code Unit Title BSBCMN403A Implement effective workplace relationships BSBCMN405A Analyse and present research information BSBCMN408A Prepare financial reports BSBCMN410A Coordinate implementation of customer service strategies BSBCMN411A Monitor a safe workplace BSBCMN412A Promote innovation and change BSBCMN413A Implement and monitor environmental policies BSBMKG402A Analyse customer behaviour for specific markets BSBMKG403A Analyse market data BSBSBM401A Establish business and legal requirements BSBFLM403B Manage effective working relationship See Competencies in Assessor s Kit 2 for BSB40101 over page. State of Queensland (Department of Employment and Training) 2005 1 of 123

Assessor s Tool Kit 2 BSB40101 Certificate IV in Business Eeeezy RPL Kit Tool BSB40201 Unit Code Unit Title BSBCMN402A Develop work priorities BSBCMN404A Develop teams and individuals BSBCMN406A Maintain business technology BSBCMN407A Coordinate business resources BSBCMN409A Promote products and services BSBCMN414A Undertake marketing activities BSBCMN415A Manager first aid policy BSBCMN416A Identify risk and apply risk management processes BSBCMN417A Coordinate customer service activities BSBCMN418A Address customer needs BSBCMN419A Manage projects BSBCMN420A Write complex documents BSBSBM402A Undertake financial planning State of Queensland (Department of Employment and Training) 2005 2 of 123

Eeeezy RPL Kit Tool BSB40201 Part A- Introduction The Department of Employment and Training has developed this kit in conjunction with trainers and assessors in Business across Queensland. It is based on the approach suggested in the paper Been There, Done That, commissioned by the Department of Employment and Training, around giving assessors guidance on ways to make RPL more accessible to Queenslanders. This document has been designed as a resource for assessors for the qualification and is designed to provide a starting point, covering a selected number of competencies in this qualification and allied fields. It is a live resource. It is anticipated that, by sharing ideas and resources with other field assessors, this resource can be improved upon to become a more complete reference over time. The tools in this document have been developed for assessors to assist them to streamline the RPL assessment process. The tools place emphasis on the use of on-site questioning and observation to assist the assessor to develop a picture of skills and knowledge of the candidate that can be compared with industry standards, and to enable a determination of whether the candidate has achieved the required outcomes. The tools are specifically designed for those who are competent on the job but who may not have collected large numbers of documents and written testimonials during their career. The candidate guide material reflects this client group and offers simple information and supportive advice to inform candidates and supplement the assessment process. Each candidate s experience and relevant skills and knowledge will to some extent be unique. It is therefore very unlikely that a set of standardised questions and answers will give the assessor enough information to determine and skill gaps. A more flexible approach to questioning is called for. This allows the assessor to use his or her professional judgement to pursue a professional conversation in ways that maximise the candidates opportunities to demonstrate. Assess with rigour The key technique to successfully using these tools is open questioning. Each tool gives guidance as to the type of question that could be asked and triggers for the response that will give information for determining. Open questions are those that do not have simple yes/no responses but rather encourage candidates to elaborate on their own experiences. This will provide examples of skill demonstrated and the knowledge the candidate brings to that application. State of Queensland (Department of Employment and Training) 2005 3 of 123

Eeeezy RPL Kit Tool BSB40201 By collecting this information through conversation with the candidate, assessors are afforded the opportunity to immediately probe further if additional information is needed. Assessors may also target the assessment to those aspects that present the greatest risk in the industry. Each assessment event will be unique, however each must contain evidence of the standard the candidate is operating at to be useful in awarding or identifying gaps for training. Assessing through observation and questioning, particularly on the job, will speed up and streamline the RPL assessment process. However, for this to be a truly effective tool for recognising formal competencies, the following MUST be fulfilled: Record assessment comprehensively Keep careful records of the aspects of conversations, skills demonstration or documentation you have viewed that support the claim of prior learning. Remember your record is the document that can make sense of the assessment and why you made a particular judgment. Keeping detailed notes about the candidate s response are vital, as is your rationale for how you interpreted the evidence to arrive at your judgement. Authenticate what you find It is critical that the information gleaned from the interview and observation be confirmed with those who can vouch for the candidate s skill over time. Supervisors would generally perform this role. Authentication may also be done through conversation but it cannot be stressed enough: careful note taking is essential to your record. The following tools are provided for your guidance. They do not replace the need for you to use your professional judgement all times at and to record your judgement fully and faithfully. Part B- How to use these tools Providers should ensure that learners contemplating RPL are given information and advice about the nature of the RPL process, the kinds of evidence that can be used and the ways in which it may be presented, and what is considered sufficient and valid evidence. Candidates and providers should also discuss: The candidate s career direction and how RPL will assist in furthering this goal The most appropriate collection of units for the candidate to attempt RPL. Assessors will need to have a good understanding of the competencies and qualifications that are appropriate to the candidate s goals. The candidate guide materials can be used to support this. State of Queensland (Department of Employment and Training) 2005 4 of 123

Eeeezy RPL Kit Tool BSB40201 Assessing a single unit of competency is rarely cost or time effective. Where units are from a related area, assessors should assess all of the units at the same time wherever possible, taking advantage of commonality in content where they occur. This will save the candidate and assessor valuable time. Each competency has been examined for key issues and/or key risks to help to focus the RPL assessment. A series of questions has been devised for each competency to ensure the professional conversation covers key areas. Key points have not been provided to give the assessor an idea as to the answers which the candidate could provide. It may be necessary for the assessor to prompt the candidate to ensure that each question is answered to the depth required. Remember, as each candidate will have unique experiences to discuss with the assessor.. Suggestions for supplementary or indirect evidence have been provided for most units. Assessors will need to determine the necessity of these from the assessment context. Where a document is essential to assessment and must be viewed, these will be marked essential. Suggestions of ways to authenticate are provided but may be expanded at the discretion of the assessor. Record keeping. Each unit comes with a recording sheet. Assessors may use other recording devices or adaptations provided these also keep a complete record of assessment and justification of judgement. Candidate responses, observations of skills demonstration and documents presented as evidence must be noted in enough detail so that anyone external to the process (eg a fellow assessor, auditor, lawyer etc) can read the record and retrace your judgement. The assessment record is a legal document and must be signed, dated and stored according to requirements of the State Training Authority and the AQTF Standards for Registered Training Organisations. Continuous improvement. Assessors are encouraged to share ideas about how to improve on the tools provided in this document. Contact the Department of Employment and Training on 3235 4013 or email rpl@det.qld.gov.au. (Assessors from TAFE Qld can contact the SPIG or the Centre for Innovation and Development on 3259 4319.) Remember, the best assessment comes from continual reflection, development and refinement of techniques from those best placed to assess in this field that means YOU! State of Queensland (Department of Employment and Training) 2005 5 of 123

Eeeezy RPL Kit Tool BSB40201 Part C- RPL Tools Competencies included in this kit Unit Code Unit Title Pages BSBADM401A Produce complex texts from shorthand notes 13 BSBADM402A Produce complex business documents 24 BSBADM403A Develop and use complex databases 36 BSBADM404A Develop and use complex spreadsheets 53 BSBADM405A Organise meetings 70 BSBADM406A Organise business travel 81 BSBADM407A Administer projects 91 BSBADM408A Prepare financial reports 104 When assessing candidates the following must be considered: Critical aspects of BSB01 Business Services Training Package Careful attention must be paid to the language, literacy and numeracy requirements of the unit of competency, the knowledge and skills requirements as well as the Key Competencies as expressed in the unit. Critical aspects of the Qualification BSB40201 Certificate IV in Business Administration At Certificate IV level assessment needs to be mindful of the key issues of the Australian Qualification Framework (AQF). At Level IV the candidate would normally be expected to be performing with increased independence and decision-making. Competence needs to encompass a demonstration of relevant theoretical knowledge and application of known solutions to predictable problems using discretion and judgement. Dimensions, and application of For each unit of, the assessor needs to gain information about: task skill performing the skill to the industry benchmark task management - balancing the different tasks of the job contingency responding to problems and changes in routine job role performing according to the job/enterprise expectations. State of Queensland (Department of Employment and Training) 2005 6 of 123

Eeeezy RPL Kit Tool BSB40201 Transferability of skill will also need to be taken into account by the assessor when considering the wide range of work contexts applicable for assessment. Conducting RPL - emphasis on observation, questioning and supplementary evidence On-site assessment will add richness and opportunities for confirmation. This gives the candidate the opportunity to walk through the job and provides visual triggers for explanations and demonstrations. It will also provide opportunities to view records, job sheets and work diaries and to authenticate and verify stated skills with supervisors. Suggested starting points and direction are offered below. Using open ended questioning allows the candidate to express a depth of knowledge to the assessor and demonstrate the application of their skills. Assessment will need to be contextualised around the individual s workplace. For skilled candidates who do not have a current workplace, the assessor should consider opportunities to access actual or simulated workplaces for demonstration. State of Queensland (Department of Employment and Training) 2005 7 of 123

Eeeezy RPL Kit Tool BSB40201 Part D: Advice for candidates If candidates telephone prior to their RPL interview, information can be sent to them to streamline the RPL process. An example of candidate information relevant to BSB40201 is provided in Appendix A of this Kit. Part E- Assessment record These records need to be completed in addition to the RPL Tools. Candidate details: Name Student number Contact number Organisation (current) Organisation/s (previous last 5 years only) Name, position and contact number of key contact (e.g. supervisor) Other contacts Career goal Qualification selected RPL process Date started Date completed Results (units of competency recognised) Gaps (units required for qualification) State of Queensland (Department of Employment and Training) 2005 8 of 123

Eeeezy RPL Kit Tool BSB40201 Candidate tracking (Complete as assessment progresses.) Date Service (initial contact, interview, work visit, feedback, etc.) Comments Follow-up State of Queensland (Department of Employment and Training) 2005 9 of 123

Eeeezy RPL Kit Tool BSB40201 RPL TOOLS State of Queensland (Department of Employment and Training) 2005 10 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - RPL TOOL BSBADM401A Produce complex texts from shorthand notes This unit covers taking accurate shorthand notes at 80 words per minute (or more) in accordance with the current Australian standard for shorthand speed, from a variety of sources, including dictation and multiple speakers; producing complex text from these notes; and could involve inserting information or objects into the text as directed by the dictated source. Key issues/expectations Understanding of relevant legislation from all levels of government that affects business operation (e.g. OH&S, anti-discrimination, industrial relations) Accurate transcription of dictation from shorthand notes taken at 80 words per minute Final text meets identified purpose and requirements of the author Candidate must be able to provide specific workplace examples of producing complex texts from shorthand notes Key risk areas A key risk area would be inability to transcribe notes at a minimum of 80 wpm to meet the designated timelines. Connections with other units Unit of competency BSBADM401A Produce complex texts from shorthand notes Direct credit granted BSATEC402A/B Take dictation to produce complex texts If any of the units in this column have been completed, a Cross Credit should be granted in lieu of RPL. Significantly addresses Not applicable Co-assess with the following units Comments State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Candidate Assessment Use the following to assess the candidate in this unit: work experience and training questioning observation supplementary evidence documents to be provided or sighted checking authenticity third party report Work experience and training BSBADM401A Produce complex text from shorthand notes Work experience (last 5 years) relevant to producing complex texts from shorthand notes Organisation Position held Duties Dates Training (other study, workshops, in house training) relevant to producing complex texts from shorthand notes Type of training Date completed Note: Evidence of training (e.g. Statement of Attendance/Attainment) should be provided by candidate and verified by assessor or Justice of the Peace. State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Questioning BSBADM401A Produce complex text from shorthand notes candidate is able to Question Key points to look for Details of candidate s response demonstrate Key area 1: Take dictation (Element 1: Take dictation using shorthand) Identify the legislation, which is relevant to your job and the impact on work environment. (PCs 1.1,1.2, KC 1 and underpinning knowledge) Legislation could include: OHS anti-discrimination equal opportunity industrial relations Impact could include: OHS ergonomics for computer use anti-discrimination workplace relations State of Queensland (Department of Employment & Training) 2005 13 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - candidate is able to demonstrate Question Key points to look for Details of candidate s response Describe the requirements relating to storage of documents and the purpose and requirements of text. (PCs 1.1, 1.2 and KCs 1, 4) Storage may include; electronic manual/other Purpose of text may include: formal/informal correspondence memos report agendas/minutes newsletters/flyers/brochures technical manuals/documents Requirements may include: verbatim record of dictation verbatim record of meeting verbatim motions plus meeting summary, i.e. minutes Describe how you record shorthand notes from a dictation source at a minimum of 80 words per minute. Note this speed should have been recorded in the past six months. (PC 1.2 and KC 2) Dictation source may include: telephone in person tape recorder teleconference/videoconference Speed and accuracy may include: use of shorthand symbols Standards Australia Shorthand Speed AS2097-1986 State of Queensland (Department of Employment & Training) 2005 14 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - candidate is able to demonstrate Question Key points to look for Details of candidate s response Describe how you clarify the meaning and spelling of names and technical terms and selfcheck for accuracy. (PC 1.4 and KCs 3, 4, 5) Clarification may include: names, addresses and specific spelling with information on files Self-checking may include: reading over shorthand notes for meaning checking correlation between source and notes inserting punctuation/paragraphs Key area 2: Produce, edit and revise complex texts (Elements 2 and 3 Produce complex texts and Edit and revise texts) How do you ensure your transcription of complex texts is produced to the required degree of accuracy? (PC 2.1 and KC 1) Accurate production may include: correct spelling and grammar intended meaning correct use of technical vocabulary State of Queensland (Department of Employment & Training) 2005 15 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - candidate is able to demonstrate Question Key points to look for Details of candidate s response How do you ensure that text contains correct information, objects and formatting and is produced within designated timelines? (PCs 2.2, 2.3 and KCs 3, 6, 7) Correct information may include: technical language industry specific language inserted information from a variety of sources Designated timelines may include: Standards Australia Shorthand Speed AS2907-1986 timeline agreed with supervisor organisation timelines, e.g. minutes of meeting Describe how you edit and revise text for accuracy and organisational and task requirements. (PCs 3.1, 3.2 and KCs 6, 7) Editing and revision may include: spelling/grammar/meaning/correct insertions Organisational requirements may include: organisational format number of copies author s instructions State of Queensland (Department of Employment & Training) 2005 16 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Workplace observation BSBADM401A Produce complex texts from shorthand notes Note: At this level it may not be possible to observe all key areas. However, sufficient evidence should be obtained to successfully assess the candidate. Observation checklist BSBADM401A Produce complex texts from shorthand notes candidate is able to Task demonstrate Key area 1: Take dictation (Element 1: Take dictation using shorthand) Demonstration of dictation using shorthand according to Standards Australia Shorthand Speed AS2907 1986 (this should be recorded in the past six months) use of shorthand symbols use of dictation machine (PCs 1.1, 1.2, 1.3, 1.4,1.5 and KCs 1, 2, 3, 4) Comment Key area 2: Produce, edit and revise complex texts (Elements 2 and 3 Produce complex texts and Edit and revise texts) Demonstration of a range of complex text production used in: correspondence memos/reports agendas/minutes newsletters/flyers brochures technical manuals (PC s 2.1, 2.2, 2.3, 3.1, 3.2 and KC s 6, 7) State of Queensland (Department of Employment & Training) 2005 19 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Supplementary evidence BSBADM401A Produce complex texts from shorthand notes Note: Evidence list may need to be modified after questioning candidate and obtaining a clearer concept of their work environment. Supplementary evidence BSBADM401A Produce complex texts from shorthand notes candidate is able to Document demonstrate Key area 1: Take dictation (Element 1: Take dictation using shorthand) Shorthand notes at a minimum of 80 wpm according to: Standards Australia Shorthand Speed AS2907 1986 supervisor instructions organisational policies and procedures (PCs 1.1, 1.2, 1.3, 1.4, 1.5 and KCs 1, 2, 3, 4) Comment Other (specify) Key area 2: Produce, edit and revise complex texts (Elements 2 and 3 Produce complex texts and Edit and revise texts) Transcribing and self checking accurately (PCs 2.1, 2.2, 2.3, 3.1 and KC 6) Formatting, printing, naming and storing (PC 3.2 and KC 7) Use of relevant software Other (specify) State of Queensland (Department of Employment & Training) 2005 20 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Checking for authenticity BSBADM401A Produce complex texts from shorthand notes The following statement can be used as a third party check with the candidate s current or previous supervisor (last 2 years). Third party evidence BSBADM401A candidate s is confirmed Key area 1: Take dictation (Element 1: Take dictation using shorthand) Produce complex texts from shorthand notes Candidate: understands organisational and task requirements and clarifies the purpose and requirements of the text takes notes at 80 words per minute clarifies meanings, spelling and technical terms checks notes for accuracy. Key area 2: Produce, edit and revise complex texts (Elements 2 and 3 Produce complex texts and Edit and revise texts) Candidate: transcribes complex texts to required accuracy and within designated timelines self checks for accuracy revises, formats, prints, names and stores in accordance with organisational and task requirements Name of person confirming candidate s Relationship to candidate and name of organisation Date of interview Signature (if relevant) State of Queensland (Department of Employment & Training) 2005 21 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Evidence matrix BSBADM401A Assessor to complete: Produce complex texts from shorthand notes Elements and performance criteria Oral questioning Workplace observation Supplementary evidence (documentation) Third-party report Element 1: Take dictation using shorthand Performance criteria 1.1 1.2 1.3 1.4 1.5 Element 2: Produce complex texts Performance criteria 2.1 2.2 2.3 Element 3: Edit and revise texts 3.1 3.2 State of Queensland (Department of Employment & Training) 2005 22 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Assessor details BSBADM401A Produce complex texts from shorthand notes Name of assessor Contact number RPL process for this unit Date started Date completed Signature Date Comments State of Queensland (Department of Employment & Training) 2005 23 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - RPL TOOL BSBADM402A Produce complex texts business documents Key issues/expectations Understanding of relevant legislation from all levels of government that affects business operation (e.g. OHS, environmental issues, equal opportunity, industrial relations and anti-discrimination) Knowledge and application of complex software functions Candidate must be able to provide specific workplace examples Job role must be sufficiently autonomous to provide opportunities to apply complex software functions Key risk areas Key risk areas could be the use of unsafe work practices; complex technical functions not meeting needs of organisation; insufficient back-up, e.g. testing, manuals, storage processes. Connections with other units Unit of competency BSBADM402A Produce complex business documents Direct credit granted BSATEC401B Produce complex documents If any of the units in this column have been completed, a Cross Credit should be granted in lieu of RPL. Significantly addresses QOS103 Word processing complex functions Co-assess with the following units BSBADM304A Design and develop text documents BSBADM506A Manage business document design and development Consider coassessment if relevant to candidate s knowledge and skills. Comments State of Queensland (Department of Employment & Training) 2005 24 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - Questioning BSBADM402A Produce complex business documents candidate is able to demonstrate Key area 1: Use safe work practices (Element 1: Use safe work practices) Question Key points to look for Details of candidate s response Identify the legislation which is relevant to your job and the impact on work environment. (PC 1.1 and 1.2, KC 1 and underpinning knowledge) Demonstrate knowledge of conservation techniques (PC 1.3,) Legislation could include: OHS anti-discrimination equal opportunity industrial relations Impact could include: OHS ergonomics for computer use anti-discrimination workplace relations. Conservation techniques may include: recycling power saving minimising wastage. Key area 2: Analyse requirements and design complex documents (Element 2: Analyse documents requirements; Element 3 Design complex documents) Organisational and task requirements may include: Describe your task and organisational requirements in relation to the requirements and design of complex documents. (PC 2.1, KC 1 and KC 5) templates observing copyright legislation established guidelines and procedures of document production (policy and procedures) content restrictions. State of Queensland (Department of Employment & Training) 2005 Version 1 January 2005 25 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - candidate is able to demonstrate Question Key points to look for Details of candidate s response Identify what complex technical functions of the software can be used in the efficient production of the document? (PC 2.2 and 2.3, KC 1) Describe how you would design a document ensuring that the structure and layout suits the purpose, audience and information requirements of the task. (PC 3.1, KC 4) Describe document design choices that you may use to enhance readability and appearance. (PC 3.2 and KC 2) Technical functions may include: table of contents importing form fields macros display features. Structure and layout may include: page layout headings columns letter and memo conventions graphics/photographs. Design choices may include: simplicity diversity balance topography text flow positioning of graphics and headings. How do you ensure documents are consistent and meet organisational and task requirements? (PC 3.2 and 3.3, KC 5) Consistency of design and layout may include: indentations spacing typeface styles and point size bullet/number page numbering. State of Queensland (Department of Employment & Training) 2005 Version 1 January 2005 26 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - candidate is able to demonstrate Question Key points to look for Details of candidate s response Describe how to use manuals, user documentation and on-line help. (PC 3.4, KC 6) Answer may include: user manuals text books on-line help. Key area 3: Produce complex documents (Element 4: Produce complex documents) Describe the complex operations used to develop documents (PC 4.1, KC 2 and 7) Complex operations may include: multiple sections multiple headers and footers mail merge templates linked/embedded objects forms with fields document protection. Describe how you preview, adjust and print documents in accordance with organisational and task requirements (PC 4.2, KC 1 and KC 7) Printing may include: comments hidden text field codes to fit specific number of pages print merge. State of Queensland (Department of Employment & Training) 2005 Version 1 January 2005 27 of 123

Eeeezy RPL Kit Tool BSBADM401A BSB40201 - candidate is able to demonstrate Question Key points to look for Details of candidate s response Describe how a document could be produced within designated timelines and named and stored in accordance with organisation requirements (PC 4.3 and 4.4, KC 1 and KC 3) Naming and storage of documents file/folder names which are easily identifiable in relation to content file/folder names according to organisational procedure storage in folders/sub-folders, on hard/floppy disk drives, CD ROM, tape backup. State of Queensland (Department of Employment & Training) 2005 Version 1 January 2005 28 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Observation checklist BSBADM402A Produce complex business documents candidate is able to demonstrate Task Comment Key area 1: Use safe work practices ergonomic adjustment of workstation exercise and rest breaks use of conservation techniques. Key area 2: Analyse requirements and design complex documents Demonstration of how the following can be accessed: policies and procedures for specific task templates Style Guide other (Specify). Demonstration of technical functions that can be used: e.g. table of contents importing macros form fields mail merge. Design a document, ensuring that: the structure and layout suits the purpose audience and information requirements of the task it is consistent and meets organisational and task requirements. Produce a printout of an on-line help activity State of Queensland (Department of Employment & Training) 2005 29 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Key area 3: Produce complex documents Using complex operations, design and produce a document, within designated timelines including: preview adjustment printing inclusion of file name storage files/folders in accordance with organisational requirements. State of Queensland (Department of Employment & Training) 2005 30 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Ask the candidate to provide a range of supplementary evidence to further support their RPL assessment from the following: Note: Evidence list may need to be modified after questioning candidate and obtaining a clearer concept of their work environment. Supplementary evidence BSBADM402A candidate is able to demonstrate Produce complex business documents Document Comment Key area 1: Use safe work practices Policy and procedures regarding ergonomics for computer use conservation techniques Other (Specify) Key area 2: Analyse requirements and design complex documents List of document requirements Document design procedures Procedures/manuals used for consistency Other (Specify) Key area 3: Produce complex documents Printout of complex document with formula and field codes List of files names and storage procedures Other (Specify) State of Queensland (Department of Employment & Training) 2005 31 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Checking for authenticity Third party checking will be crucial for assuring the assessors that the skills and knowledge demonstrated through the questioning and observation can be confirmed to the required level by those who observed the candidate over time. Testimonials/ references including phone interview with current or recent supervisors will need to be gathered/conducted to confirm. The following statement can be used as a third party check: Third party evidence BSBADM402A Produce complex business documents candidate s is confirmed Key area 1: Use safe work practices Candidate: understands ergonomic requirements understands organisational and statutory requirements for computer operations uses conservation techniques. Key area 2: Analyse requirements and design complex documents Candidate: can identify organisational and task requirements prior to document design able to identify complex technical functions of the software can match document requirements with software functions can design complex documents ensuring readability and consistency of design and layout is able to access on-line help, manuals etc. State of Queensland (Department of Employment & Training) 2005 32 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Key area 3: Produce complex documents Candidate: produce and print a document, within a designated timelines, using style, structure and layout to suit the purpose, audience and information requirements of the task produce documents previewed, adjusted, printed and stored in accordance with organisational requirements. Name of person confirming candidate s Relationship to candidate and name of organisation Date of interview Signature (if relevant) State of Queensland (Department of Employment & Training) 2005 33 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Evidence matrix BSBADM402A Produce complex business documents Assessor to complete: Elements and performance criteria Oral questioning Workplace observation Supplementary evidence (documentation) Third-party report Element 1: Use safe work practices Performance criteria 1.1 1.2 1.3 Element 2: Analyse documents requirements; Performance criteria 2.1 2.2 2.3 Element 3: Design complex documents Performance criteria 3.1 3.2 3.3 3.4 Element 4: Produce complex documents Performance criteria 4.1 4.2 4.3 4.4 State of Queensland (Department of Employment & Training) 2005 34 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Assessor details BSBADM402A Produce complex business documents Name of assessor Contact number RPL process for this unit Date started Signature Date completed Date Comments State of Queensland (Department of Employment & Training) 2005 35 of 123

RPL TOOL BSBADM403A Develop and use complex databases Eeeezy RPL Kit Tool Exemplar BSB40201 This unit covers the use of database software to complete business tasks and produce useable complex documents. This unit is related to BSBADM305A Create and use databases. Key issues/expectations Understanding of relevant legislation from all levels of government that affects business operation (e.g. OH&S, anti-discrimination, industrial relations) Successful operation of linked databases Knowledge and application of advanced database functions to achieve efficient design of databases Candidate must be able to provide specific workplace examples of developing and using complex databases Job role must be sufficiently autonomous to provide opportunities to develop and use complex databases. Key risk areas Key risk areas could be using unsafe work practices; complex formulae not meeting needs of organisation; insufficient back-up, e.g. testing, manuals, storage processes. Connections with other units Unit of competency BSBADM403A Develop and use complex databases Direct credit granted Significantly addresses NOS313 Database operations BSATEC401B Produce complex documents Co-assess with the following units Comments If development and use of complex databases covered is in BSATEC401B direct credit can be granted If any of the units in this column have been completed, a Cross Credit should be granted in lieu of RPL. Consider coassessment if relevant to candidate s knowledge and skills. State of Queensland (Department of Employment & Training) 2005 36 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Candidate Assessment Use the following to assess the candidate in this unit: work experience and training questioning observation supplementary evidence documents to be provided or sighted checking authenticity third party report Work experience and training BSBADM403A Develop and use complex databases Work Experience (last 5 years) relevant to developing and using complex databases Organisation Position held Duties Dates Training (other study, workshops, in-house training) relevant to developing and using complex databases Type of training Date completed Note: Evidence of training (e.g. Statement of Attendance/Attainment) should be provided by candidate and verified by assessor or Justice of the Peace. State of Queensland (Department of Employment & Training) 2005 37 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 Questioning BSBADM403A Develop and use complex databases candidate is able to demonstrate (Underpinning knowledge) Question Key points to look for Details of candidate s response Identify the legislation which is relevant to your job and the impact on your work activities. Legislation could include: OH&S Anti-discrimination Equal Opportunity Industrial Relations Impact could include: OH&S ergonomics for computer use Anti-discrimination workplace relations Key area 1: Use safe work practices (Element 1: Use safe work practices) Describe the steps you take to ensure your computer work area is safe and comfortable. (PC 1.1 and KC 7) Discussion could include the following: equipment and furniture: chair, desk, monitor, document holder, keyboard, footrest, anti-glare filter, mouse, cables. workspace: clean, tidy and free from clutter, assessment of lighting, heating and noise conditions. posture State of Queensland (Department of Employment & Training) 2005 38 of 123

candidate is able to demonstrate Eeeezy RPL Kit Tool Exemplar BSB40201 Question Key points to look for Details of candidate s response Describe some of the organisational and legal requirements you need to consider when organising and producing your work when using a computer. (PCs 1.2, 1.3, KC 7 and underpinning knowledge) Factors could include: Occupational Health and Safety Legislation organisational policy and procedures in relation to computer usage mix of repetitive and other activities rest periods exercise breaks double sided paper use re-used paper for rough drafts (observing confidentiality requirements) recycling used and shredded paper utilising power-save options for equipment Key area 2: Design and development of databases (Elements 2, 3 and 4: Develop a linked database solution; Develop database record forms and reports and Automate and standardise database operation) Factors could include: task is analysed to ensure design and What are some of the factors your need to take into account when designing a relational database? construction meets organisational requirements with regard to data entry, storage, output, reporting and presentation (PCs 2.1, 2.2, 2.3, 2.4, KCs 1, 2, 3, 4, 6 and 7 and underpinning database is appropriate to organisational purpose knowledge) data type and field attributes are set and common fields are used to create links State of Queensland (Department of Employment & Training) 2005 39 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 candidate is able to demonstrate Question Key points to look for Details of candidate s response Many people for a variety of reasons use a database. What factors do you need to take into account when designing an automated database that will meet the needs of all users (PCs 2.5, 3.1, 3.2, 3.3, 3.4, 3.5, 3.6, 4.1, 4.2, 4.3, KCs 1, 2, 3, 4, 5, 6 and 7 and underpinning knowledge) Factors could include: design of data entry forms and tables meet specified requirements to enable efficient data input and display reports are designed and created to suit specific criteria and formatted in accordance with organisational style and presentation requirements. queries (including conditional operators) and formulae are incorporated to perform specific task automation is used including the creation and use of macros and templates where applicable database is tested Key area 3: Use databases (Element 5: Use databases) Describe the complete process you follow when entering data into a database. (PC 5.1 and KCs 1, 7) Discussion could include the following: method data is entered; this may involve forms, importing, and entry through table. data entered is checked and modified data is amended organisational requirements are followed State of Queensland (Department of Employment & Training) 2005 40 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 candidate is able to demonstrate Question Key points to look for Details of candidate s response Describe the processes you need to follow when importing data into and exporting data from a database. (PC 5.2 and KCs 1, 7) Discussion could include the following: discussion of database compatibility issues host documents are adjusted data is imported/exported in accordance with software and system requirements You may encounter problems when using a database. Discuss how you would use the various resources available to you to solve your problems. (PC 5.3, and KCs 1, 3, 6, 7) Describe the processes you need to follow when printing reports and forms in accordance to organisational and task requirements. (PC 5.4 and KCs 2, 3, 7) Discussion could include the following: use of manuals, online help and user documentation to overcome problems with database design and production. Discussion could include the following: use of previews, the adjustment and printing of records, tables, forms, queries and reports. State of Queensland (Department of Employment & Training) 2005 41 of 123

Eeeezy RPL Kit Tool Exemplar BSB40201 candidate is able to demonstrate Question Key points to look for Details of candidate s response Databases store vital information for an organisation. Describe the complete process you follow when naming, storing an exiting a database in accordance with organisational requirements. (PC 5.5 and KCs 3, 7) Discussion could include the following: storage in folders/sub folders storage on hard/floppy disk drives, CD ROM, tape backup organisation policy for backing up files organisation policy for filing hard copies of databases filing locations security authorised access State of Queensland (Department of Employment & Training) 2005 42 of 123

Eeeezy RPL Kit Tool Exemplars BSB40201 Workplace observation BSBADM403A Develop and use complex databases Observation checklist BSBADM403A Develop and use complex databases candidate is able to Task demonstrate Key area 1: Use safe work practices (Element 1: Use safe work practices) Comment Demonstration of steps taken to ensure safe working environment when using computer technology when creating databases. e.g. Adjustments and check of work area (ergonomics) Organising work load Conservation Other (specify) (PCs 1.1, 1.2, 1.3) State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool Exemplars BSB40201 candidate is able to Task Comment demonstrate Key area 2: Design and develop a linked database solution (Elements 2, 3 and 4: Develop a linked database solution; Develop database record forms and reports and Automate and standardise database operation) Demonstration of steps involved in collecting the following information: Database task analysed and specifications of database determined according to organisational requirements. Database is constructed including use of o Field, data type and field attributes are set o Databases are linked using common fields o Data entry form, tables and reports o Queries (various including conditional and formulae) o Automation including macros and templates o Testing Other (specify) (PCs 2.1, 2.2, 2.3, 2.4, 2.5, 2.1, 2.2, 2.3, 2.4, 2.5, 3.1, 3.2, 3.3, 3.4, 3.5, 3.6 and KCs 1, 2, 3, 4, 5) State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool Exemplars BSB40201 Key area 3: Use Databases (Element 5: Use databases) Demonstration of the following: Entering, editing and checking of data Importing and exporting data Use of Manuals, on line help and user documentation for solving problems Previewing, adjusting and printing of data Naming, storing and backup of database Other (specify) (PCs 4.1, 4.2, 4.3, 5.1, 5.2, 5.3, 5.4. 5.5 and KCs 5, 6, 7) State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool Exemplars BSB40201 Supplementary evidence BSBADM403A Develop and use complex databases Note: Evidence list may need to be modified after questioning candidate and obtaining a clearer concept of their work environment. Supplementary evidence BSBADM403A Develop and use complex databases candidate is able to Document demonstrate Key area 1: Use safe work practices (Element 1: Use safe work practices) Comment Organisational policy and procedures in relation to ergonomic and conservation requirements (PCs 1.1, 1.2, 1.3) Other (specify) Key area 2: Design and develop a linked database solution (Elements 2, 3 and 4: Develop a linked database solution; Develop database record forms and reports and Automate and standardise database operation) Print out of Relationships (PC 2.4 and KCs 5, 7) Copy of database specification, documentation which led to choice of design i.e.: forms which initiate data entry (PCs 2.1, 2.3, 3.1 and KCs 4, 5, 7) Print out of Table Design (PCs 2.3, 3.2 and KC 2) Print out of table, forms, queries including formulae, conditionals and reports (PC 2.5, 3.3, 3.4, 3.5, 3.6 and KC 3) Other (specify) State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool Exemplars BSB40201 candidate is able to demonstrate Document Comment Key area 3: Use a database (Element 5: Use databases) Print out of document storage location (including folders and or subfolders) (PC 5.5) Print out online help, user documentation or manuals (PC 5.3 and KC6) Print out of completed forms, reports (PCs 4.1, 4.2, 4.3, 5.1, 5.2, 5.4 and KCs 5, 6, 7) Other (specify) State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool Exemplars BSB40201 Checking for authenticity BSBADM403A Develop and use complex databases The following statement can be used as a third party check with the candidate s current or previous supervisor (last 2 years). Third party evidence BSBADM403A candidate s is confirmed Key area 1: Use safe work practices (Element 1: Use safe work practices) Candidate: Develop and use complex databases Demonstrates the steps, which need to be taken to ensure a safe working environment when using computer technology. Demonstrates compliance with the organisational policy and procedures which may include logon procedures. Key area 2: Design and develop a linked database solution (Elements 2, 3 and 4: Develop a linked database solution; Develop database record forms and reports and Automate and standardise database operation) Candidate: Demonstrates the steps involved in analysing the database task and determining the database specifications according to organisational requirements Database is constructed and includes use of o Field, data type and field attributes are set o Databases are linked using common fields o Data entry form, tables and reports o Queries (various including conditional and formulae) o Automation including macros and templates o Testing State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool Exemplars BSB40201 candidate s is confirmed Key area 3: Use a database (Element 5: Use databases) Candidate: Demonstrates the following: o Entering, editing and checking of data o Importing and exporting data o Use of Manuals, on line help and user documentation for solving problems o Previewing, adjusting and printing of data o Naming, storing and backup of database Name of person confirming candidate s Relationship to candidate and name of organisation Date of interview Signature (if relevant) State of Queensland (Department of Employment & Training) 2005

Eeeezy RPL Kit Tool Exemplars BSB40201 Evidence matrix BSBADM403A Assessor to complete: Develop and use complex databases Elements and performance criteria Oral questioning Workplace observation Supplementary evidence (documentation) Third-party report Element 1: Use safe work practices Performance criteria 1.1 1.2 1.3 Element 2: Develop a linked database solution Performance criteria 2.1 2.2 2.3 2.4 2.5 Element 3 Develop database record forms and reports 3.1 3.2 3.3 3.4 3.5 3.6 Element 4: Automate and standardise database operation 4.1 4.2 4.3 State of Queensland (Department of Employment & Training) 2005