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Evidence Guide: CPPDSM3015B - Use and maintain property and client information databases

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!

From the Wiki University

 

CPPDSM3015B - Use and maintain property and client information databases

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

Access appropriate databases.

  1. Information requirements are determined.
  2. Appropriate property or client database is identified and accessed in line with agency policy and procedures.
  3. Property and client databases are administered in line with agency procedures, ethical standards, legislative requirements and privacy guidelines.
Information requirements are determined.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Appropriate property or client database is identified and accessed in line with agency policy and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Property and client databases are administered in line with agency procedures, ethical standards, legislative requirements and privacy guidelines.

Completed
Date:

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Retrieve relevant property and client information and produce reports.

  1. Property or client database is interrogated using appropriate search techniques.
  2. Database functions are used to access required property or client information.
  3. Accessed property or client information is checked to ensure that it meets requirements.
  4. Property or client information is downloaded and printed as required according to system procedures.
  5. Property or client information is organised and presented in a format that conforms to requirements and agency style guide.
  6. Reports are reviewed and checked for accuracy.
Property or client database is interrogated using appropriate search techniques.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Database functions are used to access required property or client information.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Accessed property or client information is checked to ensure that it meets requirements.

Completed
Date:

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Property or client information is downloaded and printed as required according to system procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Property or client information is organised and presented in a format that conforms to requirements and agency style guide.

Completed
Date:

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Reports are reviewed and checked for accuracy.

Completed
Date:

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Enter property or client information.

  1. Information is gathered, analysed and prepared for entry in property or client database in line with agency procedures, legislative requirements and privacy guidelines.
  2. Information is checked for clarity, accuracy, currency and relevance in line with agency procedures, legislative requirements and privacy guidelines.
  3. Information is accurately entered into property or client database in line with agency procedures, legislative requirements and privacy guidelines.
Information is gathered, analysed and prepared for entry in property or client database in line with agency procedures, legislative requirements and privacy guidelines.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Information is checked for clarity, accuracy, currency and relevance in line with agency procedures, legislative requirements and privacy guidelines.

Completed
Date:

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Information is accurately entered into property or client database in line with agency procedures, legislative requirements and privacy guidelines.

Completed
Date:

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Maintain secure storage of information.

  1. Database files are stored in a secure location according to agency procedures, legislative requirements and privacy guidelines.
  2. Access to database files is restricted to authorised personnel in line with agency risk management policy and procedures, legislative requirements and privacy guidelines.
Database files are stored in a secure location according to agency procedures, legislative requirements and privacy guidelines.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Access to database files is restricted to authorised personnel in line with agency risk management policy and procedures, legislative requirements and privacy guidelines.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contribute to monitoring and enhancing property information databases.

  1. Requirements of property or client information databases are analysed and suggestions for improvements are provided to relevant personnel.
  2. Feedback about the clarity, accuracy, currency and relevance of output from property or client information databases is provided to relevant personnel.
Requirements of property or client information databases are analysed and suggestions for improvements are provided to relevant personnel.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Feedback about the clarity, accuracy, currency and relevance of output from property or client information databases is provided to relevant personnel.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Use databases to enhance customer relations.

  1. Regular clients are accurately identified and followed up according to agency practice.
  2. Client records are accurately used to advise clients on agency services of possible interest.
Regular clients are accurately identified and followed up according to agency practice.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Client records are accurately used to advise clients on agency services of possible interest.

Completed
Date:

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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, the range statement and the Assessment Guidelines for this Training Package.

Overview of assessment

This unit of competency could be assessed through practical demonstration of accessing, using and maintaining information in a property or client database in an agency context. Targeted written (including alternative formats where necessary) or verbal questioning to assess the candidate's underpinning knowledge would provide additional supporting evidence of competence. The demonstration and questioning would include collecting evidence of the candidate's knowledge and application of ethical standards and relevant federal, and state or territory legislation and regulations. This assessment may be carried out in a simulated or workplace environment.

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:

contributing to the monitoring and enhancement of property and client information databases in an agency context

gathering, analysing, preparing and inputting information into property and client information databases

identifying and accessing appropriate property and client information databases to assist with specific tasks in line with agency and system procedures

maintaining the secure storage of property and client database files

producing different forms of reports using information retrieved from relevant property and client information databases

retrieving relevant property information from property and client information databases to assist with specific tasks in line with agency and system procedures.

Context of and specific resources for assessment

Resource implications for assessment include:

access to suitable simulated or real opportunities and resources to demonstrate competence

assessment instruments that may include personal planner and assessment record book

access to a registered provider of assessment services.

Where applicable, physical resources should include equipment modified for people with disabilities.

Access must be provided to appropriate learning and/or assessment support when required.

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

Validity and sufficiency of evidence require that:

competency will need to be demonstrated over a period of time reflecting the scope of the role and the practical requirements of the workplace

where the assessment is part of a structured learning experience the evidence collected must relate to a number of performances assessed at different points in time and separated by further learning and practice with a decision of competence only taken at the point when the assessor has complete confidence in the person's competence

all assessment that is part of a structured learning experience must include a combination of direct, indirect and supplementary evidence

where assessment is for the purpose of recognition (RCC/RPL), the evidence provided will need to be current and show that it represents competency demonstrated over a period of time

assessment can be through simulated project-based activity and must include evidence relating to each of the elements in this unit.

In all cases where practical assessment is used it will be combined with targeted questioning to assess the underpinning knowledge. Questioning will be undertaken in such a manner as is appropriate to the language and literacy levels of the candidate and any cultural issues that may affect responses to the questions, and will reflect the requirements of the competency and the work being performed.

Required Skills and Knowledge

This section describes the essential skills and knowledge and their level, required for this unit.

Required skills:

ability to communicate with and relate to a range of people from diverse social, economic and cultural backgrounds and with varying physical and mental abilities

analytical skills to identify and interpret property information for use in the preparation of reports

application of risk management strategies associated with the use and maintenance of property or client information databases

computing skills to access and interrogate property or client information databases

decision making and problem solving skills to analyse situations and make decisions regarding the selection of property or client information, the identification of appropriate information databases and the use and maintenance of database information

literacy skills to access and interpret a variety of texts, including sales results; prepare reports; interpret graphical material such as maps, charts and graphs; and complete standard forms

numeracy skills to calculate and interpret data, such as scales and distances on maps

research skills to identify and locate documents and information relating to real estate operations using property and client information databases.

Required knowledge and understanding:

agency procedures for property and client database management, including:

ethical standards regarding property and client information and databases

confidentiality regarding property and client information and databases

privacy

procedures for using office computing equipment

property and client information databases, including:

data entry and retrieval techniques

file storage

functions

reports

search techniques

security

types of databases relevant for property sales and management

database information, including:

client information

demographic information

market information

site information

spatial information

tenant information

database reports, including:

format

function

relevant federal, and state or territory legislation and local government regulations relating to:

anti-discrimination and equal employment opportunity

consumer protection, fair trading and trade practices

employment and industrial relations

environment and sustainability

financial services

leases

OHS

privacy

property sales

property management

risks and risk management strategies

sources of property and client information, including:

local, state and commonwealth government documents and registers

publications and journals

computer data files

statutes

statistical summaries

policy statements

media reports.

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 in the performance criteria is detailed below. Add any 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.

Information may include:

client information, including:

contact details

name

nature of enquiry or requirement

request for follow-up and promotional information

demographic information, including:

ethnicity

income

labour force

population age, density and size

population trends

market information, including:

construction costs

depreciation schedules

energy rating

housing prices

occupancy rates

operating costs

ownership of properties

rental and leasing rates

residential and business telephone, email and facsimile contact details

sales data

statutes

site information, including:

contaminated sites

flood-prone sites

heritage sites

information on affectations, such as easements and transmission lines

main road developments

native title developments

spatial information, including:

aerial photographs

maps

plans

satellite imagery

statistics

tenant information.

Clients may include:

buyer's agent

buyers

landlords

people from a range of social, cultural or ethnic backgrounds and with varying physical and mental abilities

property developer

regular and new customers

sellers

tenant's agent

tenants.

Client database may be:

computer-based

manual.

Agency policy and procedures may include:

access

authorisations

author instructions

backup

log-on procedures

password protection

privacy

security

standard formats

storage and location of data

use of templates.

Ethical standards, legislative requirements and privacy guidelines may include:

authorised access

confidentiality

privacy.

Search techniques may include:

Boolean operators

keywords

limiting by date or format

truncation

use of different access points.

Database functions may include:

adding, deleting, moving and re-labelling fields

altering field widths

calculating and applying formulas

data protection

field definitions and attributes

formatting fields and text

headers and footers

inserting and deleting blank lines and spaces

repeating, if available

table, form and report wizards.

Format may include:

alignment on page

columns

enhancements to format borders, patterns and colours

enhancements to text

headers and footers

tables

use of logos.

Checking may include:

accuracy of data and formulas

ensuring instructions with regard to content and format have been followed

outcome of sorting and filtering

proofreading

spelling.

Storage may include:

authorised access

filing locations

organisation policy for backing up files

organisation policy for filing hard copies of databases

privacy

security

storage in electronic folders and sub-folders

storage on hard or floppy disk drives, CD ROM and tape backup.

Relevant personnel may include:

agency principal

database manager

licensed real estate agent

officer manager

support staff.