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Evidence Guide: TLIX5036A - Manage and monitor technical data and information systems

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

 

TLIX5036A - Manage and monitor technical data and information systems

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

Designate detailed technical data and information use, and maintenance responsibilities

  1. Responsibilities for technical data and information use and maintenance activities are designated to staff in accordance with approved system framework, organisational policy and the abilities of individual staff
  2. Rules for the operation of the system are devised in compliance with approved systems framework
  3. Resources for approved budget period are allocated in accordance with policy and the strategic plan
Responsibilities for technical data and information use and maintenance activities are designated to staff in accordance with approved system framework, organisational policy and the abilities of individual staff

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Rules for the operation of the system are devised in compliance with approved systems framework

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Resources for approved budget period are allocated in accordance with policy and the strategic plan

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop key performance indicators for technical data management activities

  1. Measurable performance indicators are developed for technical data management activities in accordance with the authorised systems
  2. Data management responsibilities of individual personnel/organisational units are identified and documented
  3. Acceptable range of variation for compliance is determined based upon data management responsibilities, applicable data management system and organisation's risk management analysis
Measurable performance indicators are developed for technical data management activities in accordance with the authorised systems

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Data management responsibilities of individual personnel/organisational units are identified and documented

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Acceptable range of variation for compliance is determined based upon data management responsibilities, applicable data management system and organisation's risk management analysis

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop monitoring methodology

  1. Methodology for monitoring the technical data management system's rules, standards and procedures is developed based upon authorised systems
  2. Methodology developed includes timeframes involved, means of surveillance and form of reporting
  3. Methodology, performance criteria and the ranges of variation from the standards and rules are submitted to appropriate authority for approval
Methodology for monitoring the technical data management system's rules, standards and procedures is developed based upon authorised systems

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Methodology developed includes timeframes involved, means of surveillance and form of reporting

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Methodology, performance criteria and the ranges of variation from the standards and rules are submitted to appropriate authority for approval

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor a technical data management system

  1. Monitoring is undertaken in accordance with approved timeframes and frequency
  2. Staff being monitored are notified in accordance with organisational policy and guidelines, where applicable
  3. Any variation from data management system's framework, rule, standards and procedures that exceed the agreed limit is noted and details of the situation are recorded
  4. Where required, reports are provided to appropriate authority relating to technical data and information use and maintenance, and are in the required format, at the required intervals
Monitoring is undertaken in accordance with approved timeframes and frequency

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Staff being monitored are notified in accordance with organisational policy and guidelines, where applicable

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Any variation from data management system's framework, rule, standards and procedures that exceed the agreed limit is noted and details of the situation are recorded

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Where required, reports are provided to appropriate authority relating to technical data and information use and maintenance, and are in the required format, at the required intervals

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and respond to problems and changes

  1. Problems and changes requiring a systematic response are identified from monitoring reports and external events
  2. Recommendations are made for revisions to systems, procedures, and future (strategic) plans in response to identified variations, changes and problems
  3. Amendments to systems are devised and implementation is planned, in response to problems and changes that require a systemic response
  4. Recommendations for system amendments and the planning and implementation required are prepared, and approval is sought from appropriate authority
  5. Procedures for using technical data and information systems, and subsequent alterations and amendments to the procedures are authorised, ensuring that performance indicator parameters and access rules are adhered to
Problems and changes requiring a systematic response are identified from monitoring reports and external events

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Recommendations are made for revisions to systems, procedures, and future (strategic) plans in response to identified variations, changes and problems

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Amendments to systems are devised and implementation is planned, in response to problems and changes that require a systemic response

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Recommendations for system amendments and the planning and implementation required are prepared, and approval is sought from appropriate authority

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Procedures for using technical data and information systems, and subsequent alterations and amendments to the procedures are authorised, ensuring that performance indicator parameters and access rules are adhered to

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Designate technical data and information creation and capture responsibilities

  1. Responsibilities for technical data and information creation and capture activities are designated to staff in accordance with organisational policy
  2. Technical data and information creation and capture performance targets are set within the parameters of the technical data management plan
  3. Resources for the budget period are allocated in accordance with organisational policy and strategic plan
Responsibilities for technical data and information creation and capture activities are designated to staff in accordance with organisational policy

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Technical data and information creation and capture performance targets are set within the parameters of the technical data management plan

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Resources for the budget period are allocated in accordance with organisational policy and strategic plan

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 knowledge and skills, the range statement and the assessment guidelines for this Training Package.

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

Assessment must confirm the ability to:

apply relevant implementation processes

monitor and report on implementation processes

analyse data and information

apply knowledge of technical data and information plans to assist in work and to guide problem solving

demonstrate understanding of personal role in relation to wider organisational or project context

Competency should be demonstrated over time and should be observed in a range of actual or simulated work contexts

Context of and specific resources for assessment

Competency should be assessed in the workplace or in a simulated workplace environment

Access is required to:

computer and relevant software

legislation, guidelines, procedures and protocols relating to technical data and information systems

plans

workplace documentation

Method of assessment

Assessment of this unit must be undertaken by a registered training organisation

Where possible, assessment should be supported by questions to assess required knowledge. Questioning techniques should suit the language and literacy levels of the candidate

Assessment methods should reflect workplace demands such as literacy and the needs of particular groups

Assessment methods suitable for valid and reliable assessment of this competency may include, but are not limited to, a combination of:

authenticated evidence from the workplace and/or training programs

case studies

demonstration

feedback from supervisors and peers regarding the candidate's ability

observation

portfolios

projects

questioning

reviews or reports prepared by the candidate

scenarios

simulation or role plays

Required Skills and Knowledge

REQUIRED KNOWLEDGE AND SKILLS

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

Required knowledge:

Area of technical expertise

Data management, standards, principles, process and functional requirements

Details of the technical regulatory framework, organisation's engineering management plans and the technical data management plan

Established communication channels and protocols

Organisational functions, structure and culture

Organisational policy, strategies and procedures

Organisation's data management systems

Organisation's rules for the capture of, access to, and use and maintenance of, technical data and information

Organisation's technical classification scheme and language

Problem identification and resolution

Procedures for recording, reporting and maintaining workplace records and information

Quality assurance principles and processes

Work flow and business process re-engineering principles and practices

Required skills:

Apply technical data and information and project management knowledge to technical data and information systems

Consult and negotiate effectively with key stakeholders (both internal and external) and resolve any potential areas of conflict or concern to ensure that overall technical data and information systems objectives are achieved

Display resilience by continuing to move forward despite criticism or setbacks

Identify the relationship between organisational goals and recognise how own work contributes to the achievement of those goals

Implement processes to enable new technical data and information system requirements to be effectively transitioned across the life cycle - this includes integrated logistics support considerations, including environmental, sustainability issues, and validation and verification activities

Monitor processes to ensure that the technical data and information systems continue to enable the operational requirements to be attained - this may include performance metrics

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.

Technical data and information may be:

as specified and defined in the technical regulatory framework

included either explicitly or implicitly in the established system framework

Approved system framework:

is established by an approved authority and issued as the basis of all technical data and information management

contains:

high level accountability and functional responsibilities

high level control/management requirements and protocols

key aspects of technical regulatory framework

outline of the structuring rules for repositories, cataloguing systems, security access systems, processes and software

protocols on functionality, maintainability and growth

technical context

technologies/standards

Rules may include:

allocating access/security status

capturing structural and contextual metadata

classifying and indexing items

generating and allocating unique identifiers to data items

identifying and recording disposal status items

identifying technical data and information creators

links between technical data and information items

locating and tracking items

naming/titling items

negotiating transfer of custody or ownership

recording the use of history of items

Measurable performance indicators may include:

those developed for specific tasks

those incorporated in the data management system

performance indicators that relate to:

disposal (percentage of data, unsentenced data, overdue for disposal action, functions/data not covered by disposal schedules)

parameters for tracking of technical data and information

retrieval and access (security and access rules, response to request time limits, service levels for requests)

Data management responsibilities may include:

established systems framework

organisation's responsibility and accountability analysis

system's rules, standards and procedures

Identified and documented may include:

established systems framework

organisation's responsibility and accountability analysis

system's rules, standards and procedures

Means of surveillance may include:

examination of results (technical data and information)

form/s of reporting

real-time observation (security of process)

statistical reports

selected snapshots of the system

Appropriate authority may include:

chief executive officer

delegated individual

external public authority

nominated senior management representative

senior management team

technical/engineering authority

Monitoring may include:

number of systems

single data management system

Variation may include:

increases or decreases in the use of particular technologies/standards

variations from the data management system's performance or capacity

variations within the agreed limit but which are consistent

Reports may include:

technical data and information capture

technical data and information compliance

technical data and information creation

technical data and information maintenance

technical data and information use

Problems and changes may include:

changes in administrative changes to functions/activities

changes to organisational structures

legislative or technical regulatory changes

technological change and implementation

Systemic may include:

current technical data management systems

technical systems (which generate technical data and information)

storage facilities systems

systemic changes which may include:

amendment to the classification system

bulk movement of technical data and information to control

migration of systems

new classification and control language

new disposal classes or retention periods

new organisational or business unit functions

Revisions may include:

access rules and procedures

classification and indexing schemes

disposal schedules

storage projections and requirements

technical data and information specifications

Recommendations for system amendments may include:

changes to/enforcement of procedures

counselling of non-conforming individuals/business units

disciplinary action