- BSBINM501A - Manage an information or knowledge management system
Manage an information or knowledge management system
This unit applies to managers who have responsibility for seeing that key information and corporate knowledge are retained, accessible to others and improve business outcomes.
The unit does not address the requirement to select the technical system (software or hardware), which is seen as the role of an information technology specialist, although in some smaller organisations this may be a part of the manager's role.
Elements and Performance Criteria
1. Organise learning to use information or knowledge management system
1.1. Identify learning needs of relevant personnel and stakeholders for input into, and use of, an information or knowledge management system
1.2. Identify and secure human, financial and physical resources required for learning activities to use an information or knowledge management system
1.3. Organise and facilitate learning activities
1.4. Promote and support use of the system throughout the organisation
1.5. Monitor and document effectiveness of learning activities
2. Manage use of information or knowledge management system
2.1. Ensure implementation of policies and procedures for the information or knowledge management system are monitored for compliance, effectiveness and efficiency
2.2. Address implementation issues and problems as they arise
2.3. Monitor integration and alignment with data and information systems
2.4. Collect information on achievement of performance measures
2.5. Manage contingencies such as system failure or technical difficulties by accessing technical specialist help as required
3. Review use of information or knowledge management system
3.1. Analyse effectiveness of system and report on strengths and limitations of the system
3.2. Review business and operational plan and determine how effectively the system is contributing to intended outcomes
3.3. Make recommendations for improvement to system, policy or work practices
analytical and problem-solving skills to ensure the system is working in accordance with organisational expectations and to deal with contingencies
technology skills to work with and manage the use of the information or knowledge management system.
legislation, codes of practice and national standards, for example:
privacy and confidentiality legislation
freedom of information legislation
AS 5037:2005 Knowledge management - A guide
organisational policies and procedures, for example:
organisational operations, and existing data and information systems.
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:
analysis of the strengths and weaknesses of information or knowledge management system/s and evaluation of suitability for a particular work or organisational context
knowledge of relevant legislation, codes of practice and national standards.
Context of and specific resources for assessment
Assessment must ensure:
access to system
access to system user feedback.
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 reviewing and evaluating information or knowledge management systems
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
oral or written questioning to assess knowledge of relevant organisational policies and procedures
review of identified learning needs personnel and stakeholders regarding the information or knowledge management system
evaluation of monitoring and documentation about the effectiveness of learning activities
analysis documentation reporting on the strengths and limitations of the system
review of recommendations made for improvements to the system, policy or work practices.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:
other units from the Diploma of Management.
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.
Relevant personnel include:
managers, leaders, supervisors and coordinators
staff, team members and colleagues
clients and customers
industry, professional and trade associations
regulatory bodies and authorities
tenderers, suppliers and contractors
Information or knowledge management is defined as:
equipment, strategies, methods, activities and techniques used formally and informally by individuals and the organisation to identify, collect, organise, store, retrieve, analyse, share and draw on information and knowledge valuable to the work of the organisation
An information or knowledge management system:
comprises policies, protocols, procedures and practices to manage information or knowledge within the organisation and among relevant stakeholders
Learning activities include:
coaching and mentoring programs
information sessions, briefings, workshops and training programs
paper-based or electronic (including intranet) learning opportunities
use of expert workers such as coaches and mentors to help other personnel use the system
Policies and procedures for the information or knowledge management system cover:
complying with legislative requirements (such as privacy, confidentiality and defamation requirements) and other policies and procedures
ensuring accuracy and relevance of knowledge input into the system
mechanisms, formats and styles of input to system, including appropriate alternative formats for people with a disability
permissions for input
removing out-of-date, inaccurate and content that is no longer relevant
selecting, maintaining and disposing of knowledge in the system
sharing knowledge in the system
Performance measures include:
key performance indicators
other systems and measures to enable assessment of how, when, where and why outcomes are being achieved
performance standards (including codes of conduct)
qualitative or quantitative mechanisms to measure individual performance
Management and Leadership - Management
This unit contains employability skills.