Organise workplace
information
BSBINM301A
Assessments
Version 1.1
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BSBINM301A Organise workplace information – Assessments
© 2010 Aspire Training & Consulting
Level 8, 409 St Kilda Road
MELBOURNE VIC 3004 AUSTRALIA
Phone: (03) 9820 1300
First published March 2010
ISBN: 978 1 74240 451 6
BSBINM301A Organise workplace information – Assessments
Assessment activity 1
Collecting and assessing information
The following table maps the assessment activity in this chapter against the element
and performance criteria of Element 1 in BSBINM301A Organise workplace
information. The activity has been designed for all learners to complete.
Part
Element
Performance criteria
A
1
All
B
1
1.3
C
1
All
D
1
1.2
E
1
All
F
1
1.1, 1.2, 1.3
Part A
Read the case study. Write down, or tell your trainer, your answers to the questions.
Case study
Sophie works in the office of a manufacturing company that makes cleaning
equipment such as brooms, mops, sponges and cleaning cloths. She has
been asked to help with a research project the marketing team is
undertaking on customer feedback and competitors’ products and services.
1. Describe the type of information Sophie might collect from:
 the Internet
 the company’s intranet
 the company’s customers
 promotional material
 industry journals and magazines.
2. What could Sophie do to ensure the information she receives is accurate and
relevant to the research?
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BSBINM301A Organise workplace information – Assessments
3. Prepare a brief plan of how Sophie could access the information. Explain how the
plan would make the best use of her time, other people’s time and other resources
she may have.
4. Describe the type of communication skills Sophie needs for this research and how
she could use them effectively.
Part B
Identify four ways you can evaluate web-based information for accuracy, currency
and reliability.
Part C
Read the case study. Write down, or tell your trainer, your answers to the questions.
Case study
The local Wiltown Entertainment Centre runs a large club that provides
gambling facilities and operates two restaurants. Management is always
looking to expand the business and diversify, and is currently investigating
whether or not to introduce weekly live entertainment and film nights for
members and their guests.
To decide whether this is a viable business opportunity Bruno Spearton,
manager of the New Business division, needs to estimate the number of
people who would be interested in attending the film nights and live
entertainment
at
the
club.
He
also
needs
to
recommend
an appropriate entry charge for the films and entertainment. He asks his
office assistant Kieran to undertake research and collect relevant information
that the centre could use to base its decisions.
1. Describe the type of information Kieran could collect from internal and external
sources that would help Bruno make a decision about the viability of the new
business venture.
2. How could Kieran find out information on the preferences (film or live
entertainment) of potential customers?
3. What could Kieran do to ensure that the information he gathers is reliable and
accurate?
Part D
You have been asked to collect information on the benefits the new photocopier has
made to the office. Describe at least three ways you could collect reliable information.
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BSBINM301A Organise workplace information – Assessments
Part E
Use your own workplace, or research an organisation to complete this task.
1. Describe three types of information the organisation collects.
2. Explain the sources from which this information is collected.
3. Who is responsible for collecting this information?
4. How is this information accessed and stored?
5. How is this information assessed for clarity, accuracy, currency and relevancy?
6. How often is your organisation’s information assessed for currency, accuracy and
relevance?
7. Describe the type of communication skills people need when collecting
information and how they could use them effectively.
Part F
Use your own workplace or research an organisation to complete this task.
Interview someone in the workplace to learn about the types of information they
access in their job. You may like to prepare a checklist or prompts to take with you.
In one A4 page, summarise in bullet points the following:
1. What is the interviewee’s role?
2. What are some of the sources of information they use in their workplace?
3. How do they access and use this information?
4. How do they assess this information for accuracy and relevancy?
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BSBINM301A Organise workplace information – Assessments
Assessment activity 2
Organising information
The following table maps the assessment activity in this chapter against the element
and performance criteria of Element 2 in BSBINM301A Organise workplace
information. The activity has been designed for all learners to complete.
Part
Element
Performance criteria
A
2
All
B
2
2.2
C
2
2.2, 2.3, 2.5
D
2
2.4
E
2
2.2, 2.3, 2.4, 2.5
F
2
2.1, 2.3
G
2
2.2, 2.5
Part A
Read the case study. Write down, or tell your trainer, your answers to the questions.
Case study
When Hana started work at Jamestown Motors, she was given the task of
reviewing and reorganising the information found on the electronic filing
system. The computer systems had been linked so that all staff at
Jamestown Motors could use the electronic filing system to access, store and
retrieve the data they needed. Because no-one had actually taken
responsibility for the system, it was disorganised. It had become clogged
with information that was either out of date or stored in the wrong place.
For example, customer details were stored in three databases:

Database one should store customer transactions from 1998–2003.

Database two should store customer transactions from 2003–current.

Database three should store customer details from 1998–current.
In reality, no-one really bothered which database they put the information in
so staff often had to check the three databases to find the information they
were looking for.
Jamestown Motors also had a complex system of keeping track of stock. The
inventory or stock management system was complex. The mechanics did not
like using the computer system so they wrote down the stock (including
spare parts) they used on scrap paper and left it in a wire basket on the
reception desk for someone else to enter into the system. As a result,
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BSBINM301A Organise workplace information – Assessments
Jamestown often found it had too much or too little stock because the system
was not maintained.
At Jamestown Motors, staff hours are logged into the computer and the
weekly pays are generated from this information. However, this information
was not regularly updated and as a result the system was not very accurate.
Hana found active records for staff who had left Jamestown Motors six years
before. These files should have been archived!
Hana knows that updating the system is a big job and has asked you to help
her reorganise the information on the electronic filing system to ensure the
information is relevant, accurate and up to date. She also wants to ensure
that the system is simple, to ensure staff use the system to store and
retrieve data.
1. Before Hana starts to reorganise the system, what research must she do to ensure
the revised electronic filing system meets Jamestown Motors requirements?
2. How will Hana determine what information to keep and what to dispose of?
Case study (cont’d)
The motor mechanics have complained to Hana that the old paper-based
system of recording used parts was much easier for them to use. They dislike
the electronic recording system due to its complexity.
3. Suggest some technology options that may help the mechanics ensure the system
is updated regularly.
4. Explain Hana might work with others to help solve these information problems.
Part B
Different types of software allow you to present information in many different
formats. Prepare a table similar to the one below and describe the type of information
that is best presented by these software applications. Include examples.
Software application
7
Type of information
Example
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BSBINM301A Organise workplace information – Assessments
Part C
1. On a table similar to the following one, identify the most appropriate way of
maintaining, updating and storing items of information found in the office.
Items of information
How
updated/maintained
Storage tool
Customer order forms
Emails
Customer feedback
questionnaires
Individual performance review
documentation
Personnel information
Business letters
Journals (such as Business
Review Weekly)
Training manuals
Software help manuals
Monthly production reports
2. Explain why you think each of these storage mediums is the most appropriate for
the specific item of information.
Part D
Think of a situation at work or at home where you were having problems accessing
the information you needed.
Explain how you solved the problem, emphasising how you worked collaboratively
with others to do so.
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BSBINM301A Organise workplace information – Assessments
Part E
If you are in the workplace, answer the following questions yourself. If you are not
currently working, use the same questions to interview a friend who works in an office.
1. What do you do when you need information but don’t know how to get it?
2. Who helps you collect the information you need?
3. What problems do you encounter when collecting and assessing information?
How are they resolved?
4. How do you ensure the information you collect is up to date?
5. How is the information collated and who is it used by?
6. How is the information stored?
Part F
Choose an industry that you are interested in. Research the occupational health and
safety (OHS) regulations for that industry. Prepare a table similar to the following one
and list:

Who needs this information?

What do they need to know?

How would you communicate the information and what format would you use to
present it?
The following table includes a sample response.
Industry: Hospitality
Who needs the
information
Wine waiter
What do they need
to know?
They need to know:

9
effective handwashing
techniques

good glass hygiene

ashtray safety (for
example, emptying
contents into nonflammable
containers).
How would you
communicate the
information and in
what format?
Information could be
communicated in:

a procedures
manual

verbally during a
staff meeting

on a poster to be
displayed in the bar
area.
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BSBINM301A Organise workplace information – Assessments
Part G
List the different types of storage media you have learnt about in this workbook and
from your own reading. List the advantages and disadvantages of each one, especially
in relation to ease of maintaining, updating and storing information.
Storage media
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Advantages
Disadvantages
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BSBINM301A Organise workplace information – Assessments
Assessment activity 3
Reviewing information needs
The following table maps the assessment activity in this chapter against the element
and performance criteria of Element 3 in BSBINM301A Organise workplace
information. The activity has been designed for all learners to complete.
Part
Element
Performance criteria
A
3
3.1, 3.2
B
3
3.3, 3.4
C
3
All
D
3
3.1
E
3
3.1, 3.3, 3.4
F
3
All
Part A
Write a reflective piece, not more than a page in length. Consider your own abilities
in collecting feedback and in reviewing information. You should include where you
believe you have strong skills and where you need to develop. Outline jobs or
experiences where you have used these skills and try to come up with some ideas to
improve your areas of weakness. Draw on experiences from your workplace or from
your daily life.
Part B
Think of one type of information your organisation uses regularly, or an organisation
you have researched. It might be information from or about customers (such as sales
figures, preferred products or services) or it might a database of product information
(such as prices, colours or dimensions).
Conduct an information needs analysis to work out what information might be needed
in the future and document it in the following table.
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BSBINM301A Organise workplace information – Assessments
Future information needs analysis
What information is needed?
Where will this information be sourced
from and by whom?
Who will use the information?
What storage tool will be used?
What will be the frequency of update?
How will it be presented (formatted)?
Part C
Read the case study. Write down, or tell your trainer, your answers to the questions.
Case study
Carla manages Spectral Videos, which hires out videos, DVDs and computer
games. The business has been operating now for two years and it has not
been as successful as Carla had planned. There is another video store three
streets away and Carla has been reliably informed by a friend who works
there that it is doing very well.
Carla has noticed that many of her customers are families who request
children’s videos that she does not have in stock. Apart from the children’s
videos, demand for videos is dropping, with most customers now hiring
DVDs. She has also had some complaints from customers that the quality of
the DVDs is poor and that some may be pirated copies.
The computer system that records hiring transactions is limited and not
comprehensive enough in its reporting – Carla would like to know about the
computer games that have been out for longer than a week and the names
of the customers who hired them. Often, Carla has to do additional analysis
to get this type of information.
You have been asked to review Spectral Videos’ information management
system, which includes stock collection, stock suppliers, customer records
and reporting capability. Your aim is to analyse the current system and its
adequacy in providing Carla with the information she needs to improve her
business.
1. What information does Carla need to ensure the video store is more successful? Is
any additional information needed that is currently not available to Carla?
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BSBINM301A Organise workplace information – Assessments
2. How can Carla ensure she detects changes in customer preferences or needs?
3. What criteria could you use to determine whether the information system is
providing reliable and current information? Refer to the heading ‘Reviewing
information needs’ in Chapter 3 of this workbook for questions you could ask
about the system.
4. What reporting format might be most suitable for Carla to present to the owners of
Spectral Videos?
5. What feedback tools might Carla use to obtain feedback from customers? For
example, rather than waiting for customers to complain, how could Carla be more
proactive?
Part D
Read the case study. Write down, or tell your trainer, your answers to the questions.
Case study
You work for an electricity supply company. Your department is responsible
for organising maintenance and repair of power supplies to the city area.
Customers ring your call centre to report faults and interruptions to power
supplies for which your team organises despatch of repair technicians and
vehicles.
Your organisation is reviewing the way it does business and your supervisor
has asked you to gather feedback from your customers regarding their level
of satisfaction with the service provided by your organisation.
1. List two different methods you could use to gather feedback from your customers.
2. Select one of these methods and list the advantages and disadvantages of using
this method to gather feedback.
3. Develop a customer feedback questionnaire that could be used to gather feedback
from your customers.
Part E
You and your business partner own and have been running a bed and breakfast
business in your local area for the last five years. You are now in a position to grow
the business and want to provide unique services to your customers.
1. What information might you need to gather to make this decision?
2. How will you gather this information and from whom?
3. How will you present your ideas to your partner?
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BSBINM301A Organise workplace information – Assessments
Part F
Interview someone in an organisation you are familiar with; for example, your
college, sports club, employer, community group or school committee. Find out how
they collect feedback from customers and colleagues.
1. Describe the methods the organisation uses to collect feedback from its customers
or members. Collect examples of these methods.
2. Identify the purpose of the information collected.
3. Give an example of how this feedback is used to make decisions.
4. What external factors might impact on the type of information collected in the
future? How might this also affect how information needs are documented?
5. Suggest any improvements for collecting this feedback.
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BSBINM301A Organise workplace information – Assessments
Final assessment
BSBINM301A Organise workplace information
To be assessed as competent in BSBINM301A Organise workplace information you
must provide evidence of the specified essential knowledge and skills. Details of the
essential knowledge and skills can be found in the ‘Before you begin’ section of this
workbook.
Assessment mapping
The following table maps this final assessment activity against the elements and
performance criteria of BSBINM301A Organise workplace information.
Part
Element
Performance criteria
A
All
All
B
All
All
C
All
All
Detailed mapping of this workbook against the methods of assessment, the elements,
the performance criteria and essential skills and knowledge is available in the Aspire
Trainer’s and assessor’s guide for this unit.
The following activity forms part of your assessment of competence. You may also
need to provide various workplace documents or third-party reports. Your trainer will
give you guidance in this area.
The following activity has been designed for all learners to complete.
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BSBINM301A Organise workplace information – Assessments
Part A: Essential skills
Your trainer needs to observe you demonstrating the following essential skills in your
workplace or in a simulated environment.
Essential skills
Demonstrate how you use:

analytical skills to classify and
report information
Demonstrate how you use:

literacy skills to read and
understand a variety of texts; and
to write, edit and proofread
documents to ensure clarity of
meaning, accuracy and consistency
of information
Demonstrate how you use:

problem-solving skills to deal with
information which is contradictory,
ambiguous, inconsistent or
inadequate
Demonstrate how you use:

technology skills to display
information in a format suitable to
the target audience
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Example
Show your trainer/assessor how you
gather information from different
sources, determine its accuracy and
relevance and organise it into a
coherent report.
Show your trainer/assessor how you
use graphs to compare data collected
from at least two different sources.
Show your trainer/assessor how you
update a customer database and
what you do when presented with
incorrect information.
Show your trainer/assessor how you
use technology to communicate client
information with other team
members.
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BSBINM301A Organise workplace information – Assessments
Part B: Essential knowledge
Read the case study. Write down, or tell your trainer, your responses to the tasks.
Case study
You work for the New Patterson Citizens Assistance Group, which makes
recommendations to the New Patterson Council regarding programs to assist
the local community. At the moment the council is looking at acquiring
additional housing to accommodate juveniles in crisis and homeless youths
and adults. Your group requires information on suitable properties available
and current interest rates for fixed and variable home loans.
For the next meeting of the New Patterson Citizens Assistance Group, you
have been asked to source the following information and present it:

Information on variable and fixed home loan rates

Information on four properties in the local area that might be suitable for
purchase by the council – the criteria for purchase includes close proximity
to public transport (either bus or train), four bedrooms, two bathrooms if
possible, two living areas and a lock-up garage

A policy position to guide workers dealing with clients, in relation to:

privacy and confidentiality

discrimination

occupational health and safety (OHS)
For the purpose of this activity, New Patterson is the area in which you live.
1. Collect as much information on variable and fixed home loan rates as possible,
and collect information on four properties in your local area that might be suitable
for the council’s needs.
a) Describe where you sourced the information.
b) How accurate, reliable and current is the information you gathered? Give
reasons.
c) Explain which were the most useful sources of information.
d) What interpersonal skills did you use to obtain the information? Describe any
networks you used to gather the information.
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BSBINM301A Organise workplace information – Assessments
2. Collate and present the information you have gathered in a format suitable for
presenting to the New Patterson Citizens Assistance Group.
a) Describe any difficulties you had organising and accessing the information
and how you solved them. If you did not have any problems, explain why not.
b) Organise your information into a format suitable for analysing, interpreting
and disseminating. You should include tables, charts, graphics, symbols and
headers and footers where appropriate. Describe any software applications you
may have used.
c) Describe how and in what form you will present the information to the group.
For example, in a hard copy report, an electronic presentation or as a verbal
presentation with handouts. Describe the technology you will use to present
this information.
d) Describe how you will store the information.
3. Describe how you would gather feedback about the quality and sufficiency of
your information after you have presented it to the group.
4. Describe any modifications you think you could make to the way you collected
the information to make collection easier in the future.
5. List the kind of information you think the council would ask the group for in the
future.
6. Prepare brief policy statements relating to:

privacy and confidentiality

discrimination

occupational health and safety (OHS).
Part C: Present your portfolio
Through the completion of the practice tasks and assessment activities in this
workbook, you have now gathered a variety of documents, reports and other
documentation relevant to this competency.
Present this information in a portfolio to your trainer.
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