NTISthis.com

Evidence Guide: MSS405062A - Develop a documentation control strategy 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!

From the Wiki University

 

MSS405062A - Develop a documentation control strategy for an organisation

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

Identify and obtain agreement to document management procedures and standards

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

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Agree on purpose and scope of document management standards, including interaction with production, maintenance, logistics, sales and marketing systems

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Identify any relevant external standards, requirements and conventions

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Agree on document control, tracking, updating and storage processes

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Prepare document management processes and standards and circulate to relevant stakeholders

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Negotiate any variations

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.

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.

Required Skills and Knowledge

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

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.

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