Organizational systems

BSBMGT802 Lead design and review of enterprise systems

This unit is about designing and evaluating systems to support the organization’s objectives, including:

As a leader reviewing organization-wide systems, you will need to exercise significant autonomy, responsibility and accountability within your organization’s structures.

Note: this unit should normally be done with the unit on change management.

Most organizations have the systems listed below. Of course, if the organization is very small, then the systems are very simple, and some kinds of organizations some don't need some of them. But some kinds of systems are mission-critical for some kinds of organizations and might take quite sizable effort and attention. Start by making a list of your key systems, for example:

Governance: Organizational chart, Business structure, Accountability and delegation, Legals and legislation compliance, Risk, Policy development
Strategic business planning: Assessment of organizational capability, Trend identification and analysis, Strategic risk management
Operational planning Finance Bookkeeping, Debt recovery| Asset management, Purchasing and expenditure, Budgeting, Payroll, Financial auditing, Monitoring and reporting to CFO and board, Reporting to government, Antifraud systems, Financial risk, Taxation
Facilities management: Buildings, Vehicles, Inventory, Aquisitions
Human resources (HR): Recruitment and selection, Onboarding/induction, Training and professional development, Staff relations, Pay and conditions, Performance and talent management Marketing: Product/service design, Advertising and selling, Public relations
Information management: Software and IT, Data security, Document control
Workplace health and safety
Knowledge management: Confidential and private information regarding staff and clients, Patentable products in development, Commercial in confidence information (I.e. information that would disadvantage the organization if it were known to competitors, such as negotiations of contracts, mergers, and takeovers)
Quality Assurance (QA): Customer feedback, Internal auditing or checking, Licensing and accreditiaton, Continual improvement

 

How you will be assessed

You will be assessed through:

  1. Assessor observation on the job
  2. Supervisor reference (if the assessor is not the supervisor)
  3. Review of your workplace documents:
    1. Review of enterprise systems.
    2. System specifications.
    3. A detailed business case for new systems.
    4. An implementation plan.
    5. Appled change management processes for new or revised systems introduction.
    6. Records of stakeholder consultation.
    7. Records of system continuous improvement.
  4. Interview/assignment based on the requirements below.

 

Practical

CA RE

You will be assessed in the workplace. It must be a a safe environment, and you will need to show consistent performance as a manager and leader. You will need access to:

  1. business equipment and resources.
  2. enterprise mission, direction and objectives.
  3. workplace policies and procedures.
  4. interaction with others.

You need to show that you have:

  1. Developed, implemented, monitored and reviewed enterprise systems.
  2. Analyzed performance of existing enterprise systems against performance goals and objectives.
  3. Identifed specifications for systems.
  4. Prepared a detailed business case for the introduction of new or revised enterprise system.
  5. Developed and negotiated an implementation plan for a new or revised enterprise system.
  6. Appled change management processes for new or revised systems introduction.
  7. Consulted with stakeholders.
  8. Implemented continuous improvement of an enterprise system.

 

Interview/assignment questions

RK

  1. Explain the operation of an enterprise system and how it can support or hinder organizational goals and objectives.
  2. Detail methods for preparing a business case.
  3. Outline comparative analysis techniques.
  4. Describe sources of reliable data on systems operations.
  5. Explain high level conceptual systems models as follows:
    1. Placing support systems at local representations
    2. Place support systems at centre fo organization
    3. Use of ERP systems
    4. Policy-based software
  6. Give examples of typical challenges to implementing new or changed enterprise systems and change management strategies to address them.

Note: Your assessor may also ask you a variety of what if questions.

 

Detailed requirements

1. Analyze the effectiveness of your organization’s existing systems to meet its goals. El 1/PC, RS

  1. Analyze your organization’s existing mission, direction and objectives.
  2. Determine the effects of current and future market trends and business environment on your organization’s goals and operations.
  3. Consider reviewing and adjusting the current mission, direction and objectives.
  4. Specify system requirements to meet identifiable goals.
  5. Assess the capacity of the existing system to meet the organization’s goals.
  6. Analyze existing systems to identify system strengths, weaknesses and problem areas.

Note: New systems often imply a change or re-interpretation of current mission, direction and objectives.

 

2. Identify and evaluate alternative systems El 2/PC, RS

  1. Research and evaluate new, reconfigured or redesigned systems and components:
    1. Do they suit your organization’s product/services?
    2. Are they feasible?
    3. Are they cost-effective?
  2. Get information on resource requirements and how they will affect your organization’s planning.

(You might also find that orther criteria are relevant to your organization, for example, a good fit with organizational culture.)

 

3. Get agreement to changes El 3/PC, RS

  1. Report the results of your evaluation to stakeholders.
  2. Negotiate your organization’s commitment to a new, reconfigured or redesigned system.
  3. Plan resource requirements and integrate them into your proposal.
  4. Identify probabld effects on personnel and prepare change strategies.

 

4. Implement your solutions El 4/PC, RS

  1. Develop specifications for a new, reconfigured or redesigned system.
  2. Enable the new, reconfigured or redesigned system.
  3. Negotiate, plan and communicate an implementation strategy, including work redesign with stakeholders.
  4. Develop, resource and implement training plans.
  5. Ensure procedures are developed, tested and refined.

 

5. Monitor systems El 5/PC, RS

  1. Establish performance criteria for the new, reconfigured or redesigned system.
  2. Collect, analyze and report performance data against system goals and performance criteria.
  3. Report and consult on progress and performance with stakeholders.
  4. Consult with stakeholders on strategies for continuous improvement to the new system.

 

6. Other.

  1. Manage tasks and contingencies on the job.

 

Code for unit reqts:
CA: Conditions of assessment
El/PC: Element & criteria
RE: Required evidence
RK: Required knowledge
RS: Required skills