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BSBINM401A IMPLEMENT WORKPLACE INFORMATION SYSTEM

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SECTION 1: IDENTIFY AND SOURCE INFORMATION NEEDS ... Who would authorise its acceptance? What feedback would you expect to receive? 38 ... – PowerPoint PPT presentation

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Title: BSBINM401A IMPLEMENT WORKPLACE INFORMATION SYSTEM


1
BSBINM401AIMPLEMENT WORKPLACE INFORMATION SYSTEM
2
WORKSHOP STRUCTURE
  • SECTION 1 IDENTIFY AND SOURCE INFORMATION
    NEEDS
  • SECTION2 COLLECT, ANALYSE AND REPORT
    INFORMATION
  • SECTION 3 IMPLEMENT INFORMATION SYSTEMS
  • SECTION 4 PREPARE FOE INFORMATION SYSTEM
    CHANGES

3
ASSESSMENT
  • Assessment for this unit will be based on
  • Your workshop participation and contribution
    levels.
  • The completion of the learning activities during
    the workshop.
  • Completion of a final assessment task which will
    be explained at the end of the training.

4
UNIT OVERVIEW
  • In this unit we will discuss
  • Why organisations need information, how it is
    used and the various methods of presenting
    information.
  • Tools you will take away from this session
    include
  • Understanding of the information dependent nature
    of planning and budgeting
  • The ability to collect and collate the data
    required by your organisation
  • Basic information analysis tools
  • The ability to link organisational goals and
    information systems with budgets and budgetary
    applications
  • The ability to write and present resource
    proposals.

5
SECTION 1IDENTIFY AND SOURCE INFORMATION NEEDS
  • In this section we will discuss
  • Gathering, analysing and evaluating information
    for specific organisational purposes.
  • Tools you will take away from this session
    include
  • The ability to source information
  • The ability to determine what information is
    relevant to your needs
  • Understanding of the need to assess and evaluate
    information.

6
ORGANISATIONAL INFORMATION
  • Organisations need
  • Information that will help senior managers make
    long range 'big picture' decisions
  • Information that will help middle level managers
    make tactical decisions
  • Information that will help supervisors make
    operational decisions
  • Information that will enable all personnel to do
    their jobs to the required standards
  • Information comes from both internal and external
    sources.

7
PROCESSING INFORMATION
8
FOR INTERACTIVE DISCUSSION
  • Large amounts of information can lead to
    information overload.
  • When you consider the information that you deal
    with on a daily basis at work, and the concept of
    information overload, what is the first thing
    that springs to mind?

9
ACTIVITY 1
  • Individually
  • Respond
  • Record
  • Discuss with facilitator and group
  • 25 minutes

10
FOR INTERACTIVE DISCUSSION
  • In your daily lives, how do you find out about
  • television programs, banking charges, supermarket
  • specials, holiday deals, and the activities of
    the
  • members of your family or your group of friends
    etc.?
  • What other information systems do you come into
  • contact with daily?
  • What information systems do you use in your work?
  • Which are formal and informal- internal and
    external?

11
ACTIVITY 2
  • Discuss in groups
  • Respond
  • Record
  • Present
  • 20 minutes

12
SHARING
  • Provide the information people need to do their
    jobs well
  • Utilise effective two-way communication
  • Measure what is important and post simple,
    visible results related to targets and goals
    where employees can see and utilise them
  • Share information on both successes and failures
  • Make open and honest
  • communication a core value.

13
FOR INTERACTIVE DISCUSSION
  • Is all of this information freely available in
    your workplace?

14
ACTIVITY 3
  • In groups
  • Respond
  • Discuss
  • Record
  • 5-10 minutes

15
SECTION 2 COLLECT, ANALYSE AND REPORT INFORMATION
  • In this section we will discuss
  • Data collection and processing.
  • Tools you will take away from this session
    include
  • The knowledge and ability to use
  • Data collection
  • Data processing
  • Information analysis
  • Information dissemination tools

16
PROCESSING DATA
  • Data and information are key resources - they
    link workers to their fellow workers, and to the
    organisation
  • Sharing information helps to create networks
    between sections/divisions or teams within the
    organisation
  • Employees, supervisors, frontline managers and
    managers are all information users.
  • In order to be effective, data and information
    need to be organised and presented in ways that
    make them a useable key to action

17
FOR INTERACTIVE DISCUSSION
  • How is process and production data
  • collected in your organisation?
  • Who is responsible for the collection
  • and for the analysis and evaluation
  • of this data?

18
LINE GRAPHS
19
FOR INTERACTIVE DISCUSSION
  • Can you think of instances in your workplace
    where line graphs are, or could be used to
    represent data?
  • Why is the data represented in this way?
  • How would, or could, information presented in
    this manner be further converted to make it
    useful in terms of instruction/ expectations and
    operational standards?

20
PIE CHARTS
Example 1
Example 3
Example 2
21
CHARTING
Pie charts are used to present information that
can be divided into sections or pieces so the
size of any piece can be related to the size of
the whole.
22
FOR INTERACTIVE DISCUSSION
  • What other data, particularly in your workplace,
  • could pie charts be used to represent?
  • Why would it be useful to present it this way and
  • how could the information be used to add value to
  • your operations?

23
BAR GRAPHS
Example 1
Example 2
24
FOR INTERACTIVE DISCUSSION
  • What could the information represented in these
  • examples be used for?
  • Can you think of instances in your workplace
    where
  • bar graphs are, or could be used to represent
    data?
  • Why would it be represented this way and how
    would
  • the information be converted and used to add
    value
  • to your operations?

25
ACTIVITY 4
  • Individually or in groups
  • Respond
  • Discuss with facilitator
  • 15 minutes

26
REPRESENTATIONS OF DATA
A Venn diagram can be used to represent
information, showing areas where elements overlap.
Supplier performance
Customer satisfaction
Alternately, similar data might be represented in
a Radial diagram, which shows the relationship
between a core element and other elements or
events.
Staff training
Recruit and induct new staff
27
USING INFORMATION
28
ACTIVITY 5
  • Individually
  • Respond
  • Discuss with facilitator
  • 5-10 minutes

29
FOR INTERACTIVE DISCUSSION
  • What would happen in the workplace if
  • you left out vital words that conveyed
  • instructions about an activity, task or
  • procedure?
  • How could the instructions in activity 6
  • have been better presented?

30
SECTION 3IMPLEMENT INFORMATION SYSTEMS
  • In this section we will discuss
  • The importance of developing and maintaining an
    effective information system
  • The components of an information system
  • The ways in which the information system links
    the various department/s sections/divisions
    within an organisation.
  • Tools you will take away from this session
    include
  • The ability to assess and evaluate the
    information system
  • Methods for making improvement recommendations

31
INFORMATION SYSTEMS
  • A system is an organised structure for arranging,
    classifying and combining interrelated,
    interacting components.
  • It is designed to work as a coherent entity a
    unified whole.
  • An effective system has rules, configurations,
    composition and integrity.
  • If information and knowledge comprise the basis
    of an organisation's wealth, the supporting
    information system must fulfil these
    requirements.

32
PERFORMANCE
  • Although the information system is used to
    monitor and measure organisational processes and
    data inputs, the system itself must be subject to
    monitoring for efficiency and effectiveness
  •  

33
FOR INTERACTIVE DISCUSSION
  • In your organisation, what security measures
    protect your information?
  • Is your information system monitored, evaluated
    and updated as required?
  • Who determines when up-dates are necessary?

Is training provided to ensure that employees are
familiar with up-graded components or new
software applications? When improvements are
required how do you go about making suggestions
and having them implemented?
34
ACTIVITY 6
  • Discuss in groups
  • Respond
  • Record
  • Present
  • 30 minutes

35
SECTION 4PREPARE FOR INFORMATIONSYSTEM CHANGES
  • In this section we will discuss
  • Data collection and presentation for capital
    expenditures resource proposals.
  • Tools you will take away from this session
    include
  • The ability to source data, present it
    appropriately and to argue convincingly for
    resource requirements.

36
RESOURCE PROPOSALS
  • A CAPEX (capital expenditure) refers to funds
    used by a company to acquire or up-grade the
    organisations physical assets the long term
    assets which are not bought or sold in the course
    of regular business.
  • They include property, machinery and equipment.
  • Resource proposals can cover anything from
    repairing a roof to building a fire escape.

37
FOR INTERACTIVE DISCUSSION
  • In your organisation what processes are involved
    in preparation and submission of resource
    proposals?
  • How are decisions on acquisitions, changes or
    replacements made and what criteria are used?
  • To what extent are you and your staff involved in
    recommendations or evaluation of acquisitions or
    replacements?
  • Is there a specific budget for such items?
  • To whom would you submit a resource proposal?
  • Who would authorise its acceptance?
  • What feedback would you expect to receive?

38
ACTIVITY 7
  • Discuss in groups
  • Respond
  • Record
  • Discuss with facilitator
  • 40 minutes

39
SUMMARY
  • In this unit we considered
  • Organisational information needs
  • How best to source data
  • How to convert data into information
  • How information can be presented and used
  • Why knowledge is wealth
  • How budgeting and planning contribute to
    organisational success
  • Why employees should be involved in budgeting and
    planning
  • How information should be stored and systemised
  • How resources are allocated and what processes
    can be used to access capital expenditures for
    resources

40
ASSESSMENT
  • Assessment for this unit will be based on
  • Your workshop participation and contribution
    levels.
  • The completion of the learning activities during
    the workshop.
  • Completion of a final assessment task which will
    be explained at the end of the training.
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