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Evidence Guide: MSS403006 - Facilitate implementation or review of competitive systems and practices in an office

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

 

MSS403006 - Facilitate implementation or review of competitive systems and practices in an office

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

Establish scope of office processes to be included

  1. Identify office process links to other departments and external organisations.
  2. Establish deliverables expected by internal and external customers, including regulators, if any.
  3. Identify existing processes completely internal to the office.
  4. Confirm management support and identify any imposed exclusions or limits to the office competitive systems and practices implementation process.
  5. Identify any required budget and reporting processes.
Identify office process links to other departments and external organisations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish deliverables expected by internal and external customers, including regulators, if any.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify existing processes completely internal to the office.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Confirm management support and identify any imposed exclusions or limits to the office competitive systems and practices implementation process.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify any required budget and reporting processes.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Facilitate engagement by office or administration work group with competitive systems and practices

  1. Determine extent of capacity and commitment to efficiency improvement.
  2. Explain competitive systems and practices concepts.
  3. Gain commitment to competitive systems implementation.
  4. Agree with other employees on visual indicators to be used and their location.
  5. Determine skill base of office or administration employees in competitive systems and practices and techniques and arrange for any required training.
  6. Encourage or develop communications between employees and specialists outside the team.
Determine extent of capacity and commitment to efficiency improvement.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Explain competitive systems and practices concepts.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Gain commitment to competitive systems implementation.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Agree with other employees on visual indicators to be used and their location.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine skill base of office or administration employees in competitive systems and practices and techniques and arrange for any required training.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Encourage or develop communications between employees and specialists outside the team.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Facilitate implementation of competitive systems and practices

  1. Guide others in the process of selecting/reviewing competitive practices.
  2. Collectively examine known customer requirements.
  3. Identify process stages.
  4. Establish/review triggers and indicators for customer pull in the office.
  5. Participate in and guide setting/resetting of key performance indicators (KPIs).
  6. Encourage and lead implementation of competitive system and selected practices.
  7. Identify muda (waste) using implemented competitive systems and practices.
  8. Set up/review processes for classifying and reducing muda.
Guide others in the process of selecting/reviewing competitive practices.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Collectively examine known customer requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify process stages.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish/review triggers and indicators for customer pull in the office.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Participate in and guide setting/resetting of key performance indicators (KPIs).

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Encourage and lead implementation of competitive system and selected practices.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify muda (waste) using implemented competitive systems and practices.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Set up/review processes for classifying and reducing muda.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Facilitate continuous improvement

  1. Review functioning of competitive systems and practices with office employees.
  2. Identify barriers to improvement from initial implementation.
  3. Gain commitment to continuous improvement (kaizen).
  4. Apply appropriate tools to remove barriers to improvement and to establish continuous improvement.
Review functioning of competitive systems and practices with office employees.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify barriers to improvement from initial implementation.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Gain commitment to continuous improvement (kaizen).

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Apply appropriate tools to remove barriers to improvement and to establish continuous improvement.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

Elements describe the essential outcomes.

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

1

Establish scope of office processes to be included

1.1

Identify office process links to other departments and external organisations.

1.2

Establish deliverables expected by internal and external customers, including regulators, if any.

1.3

Identify existing processes completely internal to the office.

1.4

Confirm management support and identify any imposed exclusions or limits to the office competitive systems and practices implementation process.

1.5

Identify any required budget and reporting processes.

2

Facilitate engagement by office or administration work group with competitive systems and practices

2.1

Determine extent of capacity and commitment to efficiency improvement.

2.2

Explain competitive systems and practices concepts.

2.3

Gain commitment to competitive systems implementation.

2.4

Agree with other employees on visual indicators to be used and their location.

2.5

Determine skill base of office or administration employees in competitive systems and practices and techniques and arrange for any required training.

2.6

Encourage or develop communications between employees and specialists outside the team.

3

Facilitate implementation of competitive systems and practices

3.1

Guide others in the process of selecting/reviewing competitive practices.

3.2

Collectively examine known customer requirements.

3.3

Identify process stages.

3.4

Establish/review triggers and indicators for customer pull in the office.

3.5

Participate in and guide setting/resetting of key performance indicators (KPIs).

3.6

Encourage and lead implementation of competitive system and selected practices.

3.7

Identify muda (waste) using implemented competitive systems and practices.

3.8

Set up/review processes for classifying and reducing muda.

4

Facilitate continuous improvement

4.1

Review functioning of competitive systems and practices with office employees.

4.2

Identify barriers to improvement from initial implementation.

4.3

Gain commitment to continuous improvement (kaizen).

4.4

Apply appropriate tools to remove barriers to improvement and to establish continuous improvement.

Required Skills and Knowledge

Elements describe the essential outcomes.

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

1

Establish scope of office processes to be included

1.1

Identify office process links to other departments and external organisations.

1.2

Establish deliverables expected by internal and external customers, including regulators, if any.

1.3

Identify existing processes completely internal to the office.

1.4

Confirm management support and identify any imposed exclusions or limits to the office competitive systems and practices implementation process.

1.5

Identify any required budget and reporting processes.

2

Facilitate engagement by office or administration work group with competitive systems and practices

2.1

Determine extent of capacity and commitment to efficiency improvement.

2.2

Explain competitive systems and practices concepts.

2.3

Gain commitment to competitive systems implementation.

2.4

Agree with other employees on visual indicators to be used and their location.

2.5

Determine skill base of office or administration employees in competitive systems and practices and techniques and arrange for any required training.

2.6

Encourage or develop communications between employees and specialists outside the team.

3

Facilitate implementation of competitive systems and practices

3.1

Guide others in the process of selecting/reviewing competitive practices.

3.2

Collectively examine known customer requirements.

3.3

Identify process stages.

3.4

Establish/review triggers and indicators for customer pull in the office.

3.5

Participate in and guide setting/resetting of key performance indicators (KPIs).

3.6

Encourage and lead implementation of competitive system and selected practices.

3.7

Identify muda (waste) using implemented competitive systems and practices.

3.8

Set up/review processes for classifying and reducing muda.

4

Facilitate continuous improvement

4.1

Review functioning of competitive systems and practices with office employees.

4.2

Identify barriers to improvement from initial implementation.

4.3

Gain commitment to continuous improvement (kaizen).

4.4

Apply appropriate tools to remove barriers to improvement and to establish continuous improvement.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy the requirements of the elements and performance criteria and include the ability to facilitate implementation of competitive systems and practices on one (1) or more occasion and to:

identify the scope

facilitate engagement

facilitate implementation

facilitate continuous improvement.

Must provide evidence that demonstrates knowledge relevant to their job role sufficient to fulfil their job role independently, including:

principles of competitive systems and practices, common tools, and their application to the office environment

methods of gathering data against key performance indicators (KPIs)

muda in an office environment (and required muda)

current office processes

visual indicators.

Range Statement

This field allows for different work environments and conditions that may affect performance. Essential operating conditions that may be present (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) are included.

Competitive systems and practices include one or more of:

lean operations

agile operations

preventative and predictive maintenance approaches

statistical process control systems, including six sigma and three sigma

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

takt time

process mapping

problem solving

run charts

standard procedures

current reality tree.

Office is a physical or virtual location performing one or more of:

information functions

administrative functions

transaction based functions

document storage (hard copy or electronically)

ordering and quoting

sales and marketing

contracts and tendering

customer service.

Leading implementation includes one or more of:

having formal leadership responsibility, such as a team leader

individuals who are required to have the ability to lead by example and mentor others, such as:

experienced or senior operators

specialists who must use their technical expertise to facilitate implementation of competitive systems and practices.

Imposed exclusions include one or more of:

muda (waste) that is required but does not add value

equipment excluded from efficiency or layout review because of budget constraints, licences, and so on

regulatory requirements that do not add value

enterprise requirements, policies or procedures beyond the influence of the team.

Muda (waste) includes one or more of:

errors in documents or data

transport of documents

doing unnecessary work

waiting for the next process step

process of getting approvals

unnecessary motions

backlog in work queues

underutilised employees

too many signature/approval levels

unclear job descriptions

obsolete databases/files/folders

collecting unnecessary data

interruptions that do not add value

purchase orders not matching quotation

full or bulk printouts when partial printout would do

printing out when electronic files could serve the purpose

holding unnecessary stock of office supplies

generating reports that are not read.

KPIs include one or more metrics:

process/cycle time, lead time, response time and value-add time

changeover time between different work processes

customer demand rates

inventory/work in progress/inbox

equipment/technology access and reliability

energy use

waste to landfill

percentage complete and accurate.