Assessor Resource

CUAPPM406
Coordinate film and media production services and resources

Assessment tool

Version 1.0
Issue Date: March 2024


This unit describes the skills and knowledge required to coordinate administrative and resource requirements prior to and during productions including dramas, documentaries, and television or radio coverage of live concerts and events, theatre productions and festivals.

It applies to individuals who work as production coordinators, unit managers and first assistant directors in supervising a team and reporting to a production manager, or a director or producer.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of publication.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Coordinate administrative requirements for production

1.1 Confirm required resources in consultation with relevant production staff

1.2 Assess required production resources against allocated budgets, and recommend any necessary adjustments to either to relevant production staff

1.3 Prepare, update and distribute production documentation in line with organisational procedures

1.4 Advise suppliers of changes to requirements according to agreed procedures

1.5 Prepare and coordinate travel and accommodation arrangements for production staff

1.6 Prepare briefing materials for written and verbal communications to production staff

1.7 Maintain production progress reports and records, and monitor production budgets, including resource documentation

1.8 Coordinate transport of resources and personnel as required, and according to location and location services available

2. Organise production resources

2.1 Research and identify appropriate new and existing sources of supply for required resources

2.2 Negotiate costs to achieve optimum budget outcomes

2.3 Procure production resources in a timely manner, including organising agreements with suppliers and providers, and seeking expert assistance as required

2.4 Identify and source alternative resources, in consultation with relevant personnel, should preferred resources be unavailable

2.5 Book resources, as required, to meet production brief and budget, and according to organisational procedures

3. Coordinate resources and services during production

3.1 Prepare and distribute daily production documentation to relevant production staff

3.2 Check supply and condition of resources regularly, with relevant production staff, and maintain sufficient supply of resources to meet production requirements, budget and schedule

3.3 Manage efficient and safe distribution and storage of resources throughout production

3.4 Communicate changes to resource availability and production documentation promptly

4. Finalise production services

4.1 Assist with finalising outstanding accounts with suppliers

4.2 Prepare documentation at conclusion of production in line with organisational procedures

4.3 Ensure files and records are stored safely and in a suitable format

4.4 Return hired facilities, place valuable props and consumables in secure storage, and dispose of unneeded materials according to organisational procedures

4.5 Leave worksite in original or improved condition, ensuring no adverse impact on site

4.6 Evaluate own role in provision of production services and note areas for improvement

Evidence of the ability to:

source and negotiate the acquisition of production resources and services in line with production requirements and budget, organisational procedures and protocols

manage and monitor concurrent supply and use of resources and services for productions within deadlines and in consultation with relevant production staff

coordinate the activities required to support an effective, efficient and timely supply of production resources and services

organise appropriate documentation relevant to production needs and schedules.

Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.

To complete the unit requirements safely and effectively, the individual must:

discuss key features and purpose of different documentation to be prepared and completed when coordinating supply of resources and services for productions

outline services that may need to be considered for off-site locations

describe sources of supply for production resources and services, and typical industry procedures for supplier agreements and booking production resources and services

outline administrative, public safety, and work health and safety (WHS) procedures that must be followed to run a cost-effective procurement team safely and efficiently

identify typical problems and the main challenges of coordinating production services, and briefly describe solutions

describe typical procedures involved at the completion of production.

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in creative arts industry environments. The assessment environment must include access to:

production schedules or other source material

office procedures, protocols and documentation relating to managing and monitoring resource acquisition for multiple productions

interaction with others to support a collaborative approach to sourcing and supplying production resources and services.

Assessors of this unit must satisfy the requirements for assessors in applicable vocational educational and training legislation, frameworks and/or standards.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)


Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Coordinate administrative requirements for production

1.1 Confirm required resources in consultation with relevant production staff

1.2 Assess required production resources against allocated budgets, and recommend any necessary adjustments to either to relevant production staff

1.3 Prepare, update and distribute production documentation in line with organisational procedures

1.4 Advise suppliers of changes to requirements according to agreed procedures

1.5 Prepare and coordinate travel and accommodation arrangements for production staff

1.6 Prepare briefing materials for written and verbal communications to production staff

1.7 Maintain production progress reports and records, and monitor production budgets, including resource documentation

1.8 Coordinate transport of resources and personnel as required, and according to location and location services available

2. Organise production resources

2.1 Research and identify appropriate new and existing sources of supply for required resources

2.2 Negotiate costs to achieve optimum budget outcomes

2.3 Procure production resources in a timely manner, including organising agreements with suppliers and providers, and seeking expert assistance as required

2.4 Identify and source alternative resources, in consultation with relevant personnel, should preferred resources be unavailable

2.5 Book resources, as required, to meet production brief and budget, and according to organisational procedures

3. Coordinate resources and services during production

3.1 Prepare and distribute daily production documentation to relevant production staff

3.2 Check supply and condition of resources regularly, with relevant production staff, and maintain sufficient supply of resources to meet production requirements, budget and schedule

3.3 Manage efficient and safe distribution and storage of resources throughout production

3.4 Communicate changes to resource availability and production documentation promptly

4. Finalise production services

4.1 Assist with finalising outstanding accounts with suppliers

4.2 Prepare documentation at conclusion of production in line with organisational procedures

4.3 Ensure files and records are stored safely and in a suitable format

4.4 Return hired facilities, place valuable props and consumables in secure storage, and dispose of unneeded materials according to organisational procedures

4.5 Leave worksite in original or improved condition, ensuring no adverse impact on site

4.6 Evaluate own role in provision of production services and note areas for improvement

Evidence of the ability to:

source and negotiate the acquisition of production resources and services in line with production requirements and budget, organisational procedures and protocols

manage and monitor concurrent supply and use of resources and services for productions within deadlines and in consultation with relevant production staff

coordinate the activities required to support an effective, efficient and timely supply of production resources and services

organise appropriate documentation relevant to production needs and schedules.

Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.

To complete the unit requirements safely and effectively, the individual must:

discuss key features and purpose of different documentation to be prepared and completed when coordinating supply of resources and services for productions

outline services that may need to be considered for off-site locations

describe sources of supply for production resources and services, and typical industry procedures for supplier agreements and booking production resources and services

outline administrative, public safety, and work health and safety (WHS) procedures that must be followed to run a cost-effective procurement team safely and efficiently

identify typical problems and the main challenges of coordinating production services, and briefly describe solutions

describe typical procedures involved at the completion of production.

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in creative arts industry environments. The assessment environment must include access to:

production schedules or other source material

office procedures, protocols and documentation relating to managing and monitoring resource acquisition for multiple productions

interaction with others to support a collaborative approach to sourcing and supplying production resources and services.

Assessors of this unit must satisfy the requirements for assessors in applicable vocational educational and training legislation, frameworks and/or standards.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Confirm required resources in consultation with relevant production staff 
Assess required production resources against allocated budgets, and recommend any necessary adjustments to either to relevant production staff 
Prepare, update and distribute production documentation in line with organisational procedures 
Advise suppliers of changes to requirements according to agreed procedures 
Prepare and coordinate travel and accommodation arrangements for production staff 
Prepare briefing materials for written and verbal communications to production staff 
Maintain production progress reports and records, and monitor production budgets, including resource documentation 
Coordinate transport of resources and personnel as required, and according to location and location services available 
Research and identify appropriate new and existing sources of supply for required resources 
Negotiate costs to achieve optimum budget outcomes 
Procure production resources in a timely manner, including organising agreements with suppliers and providers, and seeking expert assistance as required 
Identify and source alternative resources, in consultation with relevant personnel, should preferred resources be unavailable 
Book resources, as required, to meet production brief and budget, and according to organisational procedures 
Prepare and distribute daily production documentation to relevant production staff 
Check supply and condition of resources regularly, with relevant production staff, and maintain sufficient supply of resources to meet production requirements, budget and schedule 
Manage efficient and safe distribution and storage of resources throughout production 
Communicate changes to resource availability and production documentation promptly 
Assist with finalising outstanding accounts with suppliers 
Prepare documentation at conclusion of production in line with organisational procedures 
Ensure files and records are stored safely and in a suitable format 
Return hired facilities, place valuable props and consumables in secure storage, and dispose of unneeded materials according to organisational procedures 
Leave worksite in original or improved condition, ensuring no adverse impact on site 
Evaluate own role in provision of production services and note areas for improvement 

Forms

Assessment Cover Sheet

CUAPPM406 - Coordinate film and media production services and resources
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

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Result: Competent Not yet competent

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Assessment Record Sheet

CUAPPM406 - Coordinate film and media production services and resources

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

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Student signature:

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