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Evidence Guide: BSBRKG603B - Prepare a functional analysis for an organisation

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

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BSBRKG603B - Prepare a functional analysis for an organisation

What evidence can you provide to prove your understanding of each of the following citeria?

Establish functions of the organisation at the highest level

  1. Examine organisational or jurisdictional documentation to establish its principal functions
  2. Identify programs, projects and supporting activities from reporting documentation, and allocate these to established functions
  3. Analyse relationship between programs, projects and supporting activities and functions to identify overlap, ambiguities and omissions
  4. Document and validate established functions, in accordance with organisational and industry standards
Examine organisational or jurisdictional documentation to establish its principal functions

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify programs, projects and supporting activities from reporting documentation, and allocate these to established functions

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Analyse relationship between programs, projects and supporting activities and functions to identify overlap, ambiguities and omissions

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document and validate established functions, in accordance with organisational and industry standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine component activities and transactions of identified functions

  1. Review documentation of programs, projects and supporting activities allocated to established functions to develop a statement of all activities performed by the organisation, unit or jurisdiction using appropriate analysis methods
  2. Obtain information about recurring transactions and actions by consulting agents; and examine organisational and jurisdictional documentation, including records generated by the processes
  3. Analyse imminent changes to organisation, unit or jurisdiction's business for impact on identified activities
  4. Document and review determined actions and transactions at activity level in preparation for validation, in accordance with industry standards
Review documentation of programs, projects and supporting activities allocated to established functions to develop a statement of all activities performed by the organisation, unit or jurisdiction using appropriate analysis methods

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Obtain information about recurring transactions and actions by consulting agents; and examine organisational and jurisdictional documentation, including records generated by the processes

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Analyse imminent changes to organisation, unit or jurisdiction's business for impact on identified activities

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document and review determined actions and transactions at activity level in preparation for validation, in accordance with industry standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Build a functional representation of the organisation

  1. Review and refine assembled documentation of transactions, activities and functions for completeness, accuracy and appropriateness of terminology
  2. Document combined functional analysis in accordance with industry standards
  3. Identify activities and functions mapped to organisational structures to direct and indirect relationships and anomalies
  4. Document findings on relationships between functions and structure to build a functional representation
Review and refine assembled documentation of transactions, activities and functions for completeness, accuracy and appropriateness of terminology

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document combined functional analysis in accordance with industry standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify activities and functions mapped to organisational structures to direct and indirect relationships and anomalies

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document findings on relationships between functions and structure to build a functional representation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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

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

Evidence of the following is essential:

researching, developing and documenting a functional representation of the organisation including analysis of the legislative and social framework in which the organisation operates

knowledge of the organisation's functions and activities.

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

access to examples of records, recordkeeping systems and policies

access to office equipment and resources.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

assessment of written reports on the functional analysis of an organisation

demonstration of research techniques to gather information on the legal, social, regulatory and organisational environment, and organisational functions and activities

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

observation of presentations of reports on the legal, social, regulatory and organisational environment and recordkeeping requirements

oral or written questioning to assess knowledge and understanding

review of authenticated documents from the workplace or training environment

review of testimony from team members, colleagues, supervisors or managers.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

administration units

other knowledge management units.

Required Skills and Knowledge

Required skills

communication and negotiation skills to explain complex relationships and processes effectively to users and management, and to consult with relevant stakeholders

information management skills to analyse and synthesise documentation, verbally delivered information and observed behaviours

literacy skills to prepare, compile and write complex documents and reports, and to document complex relationships and processes

problem-solving skills to solve recordkeeping problems

technology skills to use equipment relevant to conducting recordkeeping activities.

Required knowledge

administrative history and regulatory context of area subject to functional analysis

business in which area subject to functional analysis is engaged

key provisions of relevant legislation, and regulations from all forms of government and standards that may affect aspects of business operations, such as:

anti-discrimination legislation

AS 1203:1996 Microfilming of engineering documents

AS 2840:1986 Microfilming newspapers for archival purposes

AS 3674:1989 Storage of microfilm

AS 4003:1996 Permanent paper

AS 5044.1:2002 AGLS Metadata element set

AS 5090:2003 Work process analysis for recordkeeping

AS ISO 15489:2004 Records management

AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles

AS/NZS 4360:2004 Risk management

Australian Stock Exchange(ASX) Principles of Good Corporate Governance

codes of practice

ethical principles

archives and records legislation

occupational health and safety

privacy and freedom of information

general principles and processes of records management and records management systems, such as:

systems of control

records continuum theory

mandate and ownership of business process

organisational business functions, structure, context and culture

organisational policies, strategies and procedures, particularly those relating to records access and security

standards for hierarchical and logical representational analyses

technologies used in recordkeeping such as multimedia, records system packages and workflow packages.

Range Statement

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.

Organisational or jurisdictional documentation may include:

administrative orders

annual accounts and budget statements

annual reports

audit reports

corporate plans, goals, mission statements and strategy statements

establishment charters

deeds of agreement

incorporation documentation

legislation

licensing and registration documents

official statements to shareholders

Appropriate analysis methods may include:

activity-based thesauruses and classifications

logical or chronological analyses

proprietal (software) systems

published analyses

standards

workflow-based analyses

Agents may include:

contractors

customers and clients

employees

Documenting combined functional analysis may include:

written reports

presentations