Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

MSS405062A Mapping and Delivery Guide
Develop a documentation control strategy for an organisation

Version 1.0
Issue Date: March 2024


Qualification -
Unit of Competency MSS405062A - Develop a documentation control strategy for an organisation
Description This unit of competency covers the skills and knowledge required to develop and implement a documentation control strategy for an organisation implementing a competitive systems and practices strategy or which is part of the value stream for such an organisation. The documentation control strategy might be needed to comply with ISO9000 or other reasons.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application This unit applies to an individual (who may be a manager, technical specialist or other person) in an organisation implementing a competitive systems and practices strategy who is required to develop and/or improve a system to ensure operations and related supporting documents are controlled in a manner which is appropriate for their use in the organisation.This unit primarily requires the application of problem solving, initiative and enterprise, and planning and organising skills associated with developing effective documentation strategies. This work is done in the context of using computer technology and also requires aspects of self-management and learning to ensure improvement of own performance.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites Not applicable.
Competency Field
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities
Slides
PPT
Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Identify and obtain agreement to document management procedures and standards
  • Establish an appropriate working group of stakeholders
  • Agree on purpose and scope of document management standards, including interaction with production, maintenance, logistics, sales and marketing systems
  • Identify any relevant external standards, requirements and conventions
  • Agree on document control, tracking, updating and storage processes
  • Prepare document management processes and standards and circulate to relevant stakeholders
  • Negotiate any variations
       


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.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

A person who demonstrates competency in this unit must be able to provide evidence of their ability to:

identify and establish organisation goals and requirements for document control

access and use relevant external standards, requirements and conventions to determine implications for document control strategy

produce document control guidelines and procedures and verify for accuracy and suitability for application across organisation.

Context of and specific resources for assessment

Assessment of performance must be undertaken in a workplace using or implementing one or more competitive systems and practices.

Access may be required to:

workplace procedures and plans relevant to work area

specifications and documentation relating to planned, currently being implemented, or implemented changes to work processes and procedures relevant to the assessee

documentation and information in relation to production, waste, overheads and hazard control/management

reports from supervisors/managers

case studies and scenarios to assess responses to contingencies.

Method of assessment

A holistic approach should be taken to the assessment.

Competence in this unit may be assessed by using a combination of the following to generate evidence:

demonstration in the workplace

workplace projects

suitable simulation

case studies/scenarios (particularly for assessment of contingencies, improvement scenarios, and so on)

targeted questioning

reports from supervisors, peers and colleagues (third-party reports)

portfolio of evidence.

In all cases it is expected that practical assessment will be combined with targeted questioning to assess underpinning knowledge.

Where applicable, reasonable adjustment must be made to work environments and training situations to accommodate ethnicity, age, gender, demographics and disability.

Guidance information for assessment

Assessment processes and techniques must be culturally appropriate and appropriate to the oracy, language and literacy capacity of the candidate and the work being performed.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, 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.

Required skills

Required skills include:

leading and motivating a working group

analysing scope and purpose of an organisation and matching to document control needs

preparing briefings and arranging training for employees in document control strategy

determining file management strategy for files from relevant computer applications which may include:

word processing

spreadsheets

databases

drawing and drawing linked applications e.g. computer aided drafting (CAD)/computer aided manufacturing (CAM)

researching style manuals and other style reference materials for possible application to organisation style templates and guidelines

using oral and written communication to convey broad and specialised information in a variety of media and formats

Required knowledge

Required knowledge includes:

needs of the organisation and its’ individuals

word processing, spreadsheet and other software capable of producing files and documentation

types of documentation used in organisations

version and distribution control systems

archiving systems

document destruction systems

legislative and regulatory requirements associated with documentation relevant to the organisation

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.

Competitive systems and practices

Competitive systems and practices may include, but are not limited to:

lean operations

agile operations

preventative and predictive maintenance approaches

monitoring and data gathering systems, such as Systems Control and Data Acquisition (SCADA) software, Enterprise Resource Planning (ERP) systems, Materials Resource Planning (MRP) and proprietary systems

statistical process control systems, including six sigma and three sigma

Just in Time (JIT), kanban and other pull-related operations control systems

supply, value, and demand chain monitoring and analysis

5S

continuous improvement (kaizen)

breakthrough improvement (kaizen blitz)

cause/effect diagrams

overall equipment effectiveness (OEE)

takt time

process mapping

problem solving

run charts

standard procedures

current reality tree

Competitive systems and practices should be interpreted so as to take into account:

the stage of implementation of competitive systems and practices

the size of the enterprise

the work organisation, culture, regulatory environment and the industry sector

Documents

Documents may be:

hard copies of documentation, such as correspondence, procedures, contracts, agreements, specifications, production and other records, manuals and other reference materials

computer files, including word processed files and spreadsheets

technical drawings both hard copy or CAD files

Document control strategy

The document control strategy should include procedures for:

authoring control

version control

access and distribution

review and revision

storage and archiving

access and security

approval for and means of destruction

Archiving of documentation

Archiving of documentation:

may be required to comply with legislative or regulatory requirements, and/or with organisational policy

should include an indexing system that specifies the period for which the document is to be retained

should comply with relevant requirements regarding physical storage and security

Distribution control

Distribution control may consist of:

a listing of recipients of each type of document and, where required, a document tracking system

External standards, requirements and conventions

External standards, requirements and conventions may include:

ISO900 requirements

AGPS Style manual

engineering and other technical standards

drawing standards

organisational style/marketing guides

documentation requirements of suppliers, customers and regulatory agencies

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
Establish an appropriate working group of stakeholders 
Agree on purpose and scope of document management standards, including interaction with production, maintenance, logistics, sales and marketing systems 
Identify any relevant external standards, requirements and conventions 
Agree on document control, tracking, updating and storage processes 
Prepare document management processes and standards and circulate to relevant stakeholders 
Negotiate any variations 

Forms

Assessment Cover Sheet

MSS405062A - Develop a documentation control strategy for an organisation
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

MSS405062A - Develop a documentation control strategy for an organisation

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: