Assessor Resource

TAATAS503B
Manage contracted work

Assessment tool

Version 1.0
Issue Date: April 2024


This unit addresses the competency of managing externally contracted work as the supplier of goods and/or services. It involves finalising the planning process for contracted projects/services, managing contract performance, monitoring contract requirements and evaluating contract outcomes.

This unit could be applied in a broad range of contexts as well as vocational education and training. In the training and assessment context managing contacted work is a critical area of competency applied to the provision of services, for example, User Choice arrangements, and to training and/or assessment projects which may be related to research or product development.

This competency applies to the supplier of contracted services where the client is the purchaser.

The competency of managing contracts as the purchaser is addressed separately in PSPPROC602A Direct the management of contracts, a unit from the Public Sector Training package. The competency of preparing a tender bid to undertake the contracted work is separately addressed in TAATAS502B Prepare a tender bid.

Achievement of this unit requires skills in exercising consideration, discretion and judgement using a range of problem solving and decision making techniques.

This unit addresses the competency of managing contracted projects/services when this function represents part of an individuals overall work responsibilities as distinct from being the primary focus of work. In the latter context, users are referred to the units in the project management domain in the BSB01 Business Services Training Package.

This unit provides generic competency required of many training and/or assessment personnel that is applied to and can be demonstrated with a number of other units in the TAA04 Training and Assessment Training Package. Suggested examples are listed at the end of this unit.

The competency specified in this unit is typically required by trainers/facilitators, assessors, teachers, training product developers, program coordinators, consultants, supervisors and managers.

This unit specifies the competency required to manage work undertaken under contract.

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

Prerequisites

Not applicable.


Employability Skills

This unit contains employability skills.




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.

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of Assessment

To demonstrate competency against this unit, candidates must be able to provide evidence that they can plan and manage project activities and monitor resource requirements to ensure effective contracted training and/or assessment project/service outcomes.

The developed strategies used as evidence must: highlight effective consultation with a range of individuals to support and ensure achievement of project outcomes; include quality assurance goals and strategies to ensure legal/organisational requirements have been met, a risk management plan to identify potential/real issues and control risks, highlight evaluation techniques used to monitor the project's progress; maintain accurate records and documents and show how the candidate has maintained a broad knowledge of relevant industry practices and policies in relation to vocational education and training.

Evidence Requirements

Required knowledge includes:

project management concepts and principles

contingency and risk analysis techniques

key project success factors and typical project pitfalls

legal and ethical responsibilities, including:

maintaining client privacy and confidentiality

providing accurate information

meeting environmental standards

compliance with relevant Commonwealth and state/territory legislation

project management systems and tools, for example:

critical path method

bar and Gantt charts

program evaluation and review technique (PERT)

quality standards in relation to project management

continuous improvement processes

the vocational education and training environment, for example:

Australian Qualifications Framework (AQF)

Training Packages

organisation's quality systems, such as:

strategic planning processes

issues relating to client satisfaction

recording systems

relevant policy, legislation, codes of practice and national standards including Commonwealth and state/territory legislation, for example:

copyright and privacy laws in terms of electronic technology

security of information

recording information and confidentiality requirements

licensing requirements

vocational education and training requirements

duty of care under common law

anti-discrimination including equal opportunity, racial vilification and disability discrimination

the industrial relations system, industry/workplace relations, and industrial awards/enterprise agreements

OHS relating to management of external projects/services, including:

legislative requirements for information and consultation relevant to safety

elements of an OHS management system as it applies to a training and/or assessment organisation

nature of OHS risks that should be identified and addressed by a training and/or assessment organisation during the planning stage of the project/service

Required skills and attributes include:

communication and negotiation skills to:

define and monitor objectives of the project team

influence and negotiate project outcomes with key stakeholders

literacy skills to:

interpret organisation's goals for the project

follow clear and detailed instructions

writing skills to:

develop strategies for achieving contractual outcomes

develop quality assurance goals and strategies

develop a risk management plan

prepare written reports on project's progress

technology skills to:

create a project schedule using the critical path method and Gantt chart

use spreadsheets and project management software

communication and negotiation skills to:

consult effectively with a range of individuals to ensure achievement of project outcomes

gain agreement on project processes and timelines

project planning skills to:

schedule activities

integrate scope, resources, accountabilities, costs and deliverables

work within agreed timeframes and budgetary constraints

team leadership skills to:

establish and manage effective team relationships

develop a high performance project team and assess team performance

time management skills to:

plan, schedule and track project schedule

logically sequence project activities

establish project milestones and use a milestone chart

numeracy skills to:

create a project budget

forecast predictions

check calculations and outcomes

problem solving skills to:

promptly identify potential barriers to project outcomes

analyse project risks and establish contingencies

Products that could be used as evidence include:

strategies for achieving contractual outcomes

risk management plan

quality assurance goals and strategies

documented monitoring and reporting arrangements

documented roles and responsibilities of personnel associated with implementation of the project

contingency arrangements

prepared documentation and/or checklists to support planning and implementation of the project plan

recommendations for improvement to project processes

Processes that could be used as evidence include:

how work activities were scheduled and agreed

how and when monitoring of reporting arrangements and expenditure and resource usage were conducted

how technology was used to monitor project's progress and evaluate project outcomes

how and when risks were identified and analysed

how key individuals were consulted

Resource implications for assessment include:

access to competency standards

access to assessment materials and tools

access to suitable assessment venue/equipment

workplace documentation

cost/time considerations

personnel requirements

The collection of quality evidence requires that:

assessment must address the scope of this unit and reflect all components of the unit i.e. the Elements, Performance Criteria, Range Statement, Evidence Guide, Employability Skills

a range of appropriate assessment methods/evidence gathering techniques is used to determine competency

evidence must be gathered in the workplace wherever possible. Where no workplace is available, a simulated workplace must be provided

the evidence collected must relate to a number of performances assessed at different points in time and in a learning and assessment pathway these must be separated by further learning and practice

assessment meets the rules of evidence

a judgement of competency should only be made when the assessor is confident that the required outcomes of the unit have been achieved and that consistent performance has been demonstrated

Specific evidence requirements must include:

strategies for achieving contractual outcomes

a risk management plan

established quality assurance goals and strategies

implemented communication strategies

contingency arrangements

completed progress reports

monitored and controlled expenditure and resource usage

summary of methods used to evaluate project processes and outcomes

Integrated assessment means that:

this unit can be assessed alone or as part of an integrated assessment activity involving relevant units in the TAA04 Training and Assessment Training Package. Suggested units include but are not limited to:

TAATAS501B Undertake organisational training needs analysis

TAATAS502B Prepare a tender bid

TAADES502B Design and develop learning resources

TAADES503B Research and design e-learning resources

TAADES504B Develop and evaluate e-learning resources

TAADES505B Research and develop competency standards

TAAASS403B Develop assessment tools.


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.

Not applicable.

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Client is the purchaser and may be:

internal/external

an enterprise

a department/division

an industry sector

a professional association

a community organisation

a government organisation

Relevant people may include:

other members of the tender team

industry groups

program managers trainers/facilitators and assessors/coordinators/senior management

industry regulators

members of professional associations

staff of government departments and organisations

external consultants

personnel responsible for monitoring the training and/or assessment organisation's services provision

users of training information such as finance personnel, human resource personnel, employers

contract manager

private/government funding bodies

union/employee representatives

Quality assurance goals and strategies may include:

reporting procedures and protocols

procedures for monitoring and evaluating project outcomes and client satisfaction

compliance with the Australian Quality Training Framework (AQTF) Standards for Registered Training Organisations (RTOs), where relevant

continuous improvement strategies

reducing risk by anticipating, evaluating and developing strategies for the management of possible problems

a formal structure against which progress can be evaluated

mechanisms for involving a wide variety of interested parties or stakeholders in the project

budgets and timetables which enable the commitment of resources at appropriate points in the project

contingency plans to cater for a change of corporate focus or significant project difficulties

Legal requirements may include:

standards for training and/or assessment organisations

state or territory registering body requirements

industrial relations award and enterprise agreements and relevant industrial arrangements

confidentiality and privacy requirements

scope of registration

relevant legislation from all levels of government that affects business operation

OHS issues

environmental issues

equal opportunity

industrial relations and anti-discrimination

relevant industry codes of practice

Organisational requirements may include:

quality assurance and/or procedures manuals

goals, objectives, plans, systems and processes

legal and organisational policy/guidelines

recording and reporting procedures

business and performance plans

access and equity principles and practices

confidentiality requirements

ethical standards

collaborative/partnership arrangements

OHS policies, procedures and programs

quality and continuous improvement processes and standards

defined resource parameters

Risk management plan may describe:

the process which will be used to identify, analyse and manage risks, both initially and throughout the life of the project

how often risks will be reviewed, the process for review and who will be involved

who will be responsible for which aspects of risk management

how risk status will be reported and to whom

the initial snapshot of the major risks and current grading

planned strategies for reducing likelihood and seriousness of each risk (mitigation strategies) and who will be responsible for implementing them

Risks to the effective management of the project may include:

competing work demands

technology/equipment breakdowns

workplace hazards, risks and controls

learning resource and learning materials availability

budget constraints

time delays

inadequate active participation in the quality management process by all stakeholders

availability of suitably qualified staff

adherence to the Australian Quality Training Framework (AQTF) Standards for Registered Training Organisations (RTOs)

Documented planning may include:

objectives, scope and expected benefits of the project

project management methodology to be used

structure of the project

targets and milestones

budgets and timetables which enable the commitment of resources at appropriate points in the project

contingency plans to cater for changes or significant project difficulties

acquisition strategies

risk management plans, including:

OHS hazards and risks identified

strategies to control the risk

methods of monitoring during the life cycle of the project/service

project implementation plans

consultation strategies to involve stakeholders

transition plans

specifications

quality assurance procedures

Communication strategies may include:

client-centred approaches

ongoing liaison with stakeholders

effective reporting arrangements

continuous feedback mechanisms

Contingency arrangements may include:

sub-contracting work

re-determining timelines

re-evaluating risk management strategies

sourcing independent external advice

Systematically monitored may include the:

measurement/achievement of set outcomes

completion of contract phases/requirements

achievement of key tasks/project phases

reviewing/updating of progress reports

reviewing contract requirements

Relevant skills may include:

sound communication skills

sound interpersonal skills

sound time management skills

sound negotiation skills

sound problem solving skills

sound change management skills

Evaluation methods could be qualitative or quantitative and may include:

observation

questionnaires

checklists

interviews

focus groups

expert and peer reviews

cost data analyses

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
The contract is negotiated with the client and finalised in accordance with successful tender bid, any negotiated changes to tender specifications and legal/organisational contractual requirements 
Strategies for achieving contractual outcomes are developed in consultation with the client and relevant people 
Quality assurance goals and strategies are established in consultation with relevant people and in accordance with legal/organisational requirements 
A risk management plan to identify, assess and control risks is developed in accordance with legal/ organisational requirements 
Planning arrangements are documented and presented to the client for sign-off, where required 
Financial, physical, material and human resource requirements are organised in accordance with identified needs 
Effective communication strategies are established to support project development/service delivery 
Contingency arrangements are put in place 
Progress in achieving contractual requirements and outputs is systematically monitored and reported to client 
Expenditure and resource usage is monitored and controlled to ensure outcomes are achieved within specified budget parameters 
Issues and difficulties are addressed through application of risk management plan and relevant skills 
Quality is monitored to ensure outcomes/outputs meet client requirements 
Contract variations are determined, where necessary, and verified and agreed with client 
Project is completed/service provision wound up in accordance with contract timelines 
Financial audit is organised in accordance with contract requirements 
Established evaluation methods are identified and used to evaluate management approach, processes and contract outcomes 
Evaluation findings are documented and presented to relevant people, where required 
Outcomes are reflected upon to identify changes and improvements in managing similar contracts 

Forms

Assessment Cover Sheet

TAATAS503B - Manage contracted work
Assessment task 1: [title]

Student name:

Student ID:

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

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:


Assessment Record Sheet

TAATAS503B - Manage contracted work

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:

Date:

Student signature:

Date: