ICTDBS605 - Student Assessment Pack(1)

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Unit Result Sheet This form is to be completed by the assessor and is used to record the student assessment Outcome/result for each Unit of Competency. All student submissions (Outlined below) are to be attached to this sheet before placing on the student academic file. Student results are not to be entered into the Student database unless all relevant paperwork is completed and attached to this sheet. Students must complete all assessment tasks as satisfactory (S) to be Competent (C) Student Use Student ID No NTCA230483 Student Name Mandeep Kaur Unit Code ICTDBS605 Unit Ti t le Develop knowledge management strategies A s s es s or U s e O n l y  Initial Submission  Re-Submission Please attach the following documentation to this sheet Assessment Outcome Re Assessment Outcome Assessment 1 Written Assessment S NS NA S NS NA Assessment 2 Project S NS NA S NS NA Assessment 3 Project S NS NA S NS NA Final Assessment Result for this uni t: C / NYC Comments: A s s ess o r : I declare that I have conducted a f air , valid, reliable and flexible assessment with t his student, and I have provided appropriate f eedback. Assessor Name: Signature: Date: Student Declaration: I declare that I have been assessed in this unit, and I have been advised of my result. I am also aware of my appeal rights. Name: Mandeep Kaur Signature Mandeep Kaur Date: Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au ICTDBS605 Develop knowledge management strategies Assessment Tool Assessment Resource Summary Assessment Type This is a summative assessment, which requires the assessment to be conducted in conditions that are safe and replicate the workplace Assessment Tasks Assessment Task 1: Written questions Assessment Task 2: Project Assessment Task 3: Project Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Assessment Task 1: Written Assessment Task instructions  This is the first (1) unit assessment task you have to successfully complete to be deemed competent in this unit of competency.  The Written Assessment is comprised of Eight (8) written questions.  You must respond to all questions and submit them to your Trainer/Assessor.  You must answer all questions to the required level, e.g. provide the number of points, to be deemed satisfactory in this task.  You will receive your feedback within two weeks - you will be notified by your Trainer/Assessor when results are available.  This is an individual assessment.  To make full and satisfactory responses you should consult a range of learning resources, other information such as handouts and textbooks, learners’ resources and slides.  All questions must be answered in order to gain competency for this assessment. Questions: Q1: Answer the following questions regarding “knowledge management”: 1.1. What is “Knowledge management (KM)”? Explain in your own 150-200 words. 1.2. How does “Knowledge management (KM)” help contemporary organisations? Explain in your own 150-200 words. Q2: Answer the following questions regarding “the culture of the business versus traditional business models”: 2.1. How the culture of an organisation is a challenge to build knowledge management systems? Explain in 50- 100 words. 2.2. How contemporary organisation’s culture is different from the traditional business models? Answer in 100- 150 words. 2.3. Explain the knowledge management framework “Paradigm shifts” in your own 100-150 words. Q3: Answer the following questions regarding “database design concepts”: 3.1. List and explain the three main database design phases in your own words (Answer each in 50-100 words). 3.2. Explain “Normalization” and the anomalies that may occur when the database is not normalised. (Answer each in 50-100 words). 3.3. Explain the types of table relationships to help organising the data within a database. 3.4. Explain “data modelling” and list and explain three of its types. Answer in 150-250 words. 3.5. Briefly explain “database integrity” and each of its categories. Answer in 150-250 words. Q4: Answer the following questions regarding “internal and external sources of information”: 4.1. Explain the two primary sources of business information. Answer each of them with providing examples. Answer in 150-200 words. 4.2. What are the main risks for organisations exclusively relying on the internal source of information? Answer in 40-80 words. Q5: Answer the following questions regarding “legal, ethical, and security issues relating to knowledge management”: 5.1. Outline and explain two (2) legal issues related to the knowledge management (KM). 5.2. Outline and explain two (2) ethical issues related to the knowledge management (KM). 5.3. Outline and explain two (2) security issues related to the knowledge management (KM). Q6: Answer the following questions regarding “the records management principles”: 6.1. What are the elements of an effective records management system? 6.2. List and explain eight (8) basic principles of records management in the knowledge management (KM) stream. Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Q7: Answer the following questions regarding “the government legislation that may affect the business operation”: 7.1. What legislation covers workplace health and safety (WHS) in your state? 7.2. Identify and explain the legislation that refers to the environmental issues and can affect operations of an organisation. (Answer in 50-100 words) 7.3. What legislation governs anti-discrimination and equal opportunity in your state? 7.4. What is the name of the federal legislation that regulates industrial relations? 7.5. Which Commonwealth legislations prohibits discrimination? List five (5). Q8: Answer the following questions regarding “structures of organisations and their business goals”: 8.1. What is an organisational structure and how it helps the organisation? (Answer in 50-100 words) 8.2. List and explain four (4) organisational structures that rely on a company. Assessor Checklist: Assessment Task 1 (Written Assessment) Questions Satisfactory Q1.  Yes  No Q2.  Yes  No Q3.  Yes  No Q4.  Yes  No Q5.  Yes  No Q6.  Yes  No Q7  Yes  No Q8.  Yes  No Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Assessment Task 2: Project Task instructions  This is an individual assessment.  To ensure your responses are satisfactory you should consult a range of learning resources and other information such as handouts, textbooks, learner resources etc.  You are required to read the scenario, business plan and introduction sections and participate in a role play to analyse knowledge management system in this assessment task.  Your assessor must assess the performance as per the performance criteria and checklist provided.  The student must be concise, to the point and write answers according to the given word limit to each question and not provide irrelevant information.  You must write your responses in your own words.  You will be required to complete all parts of this assessment task. Project Tasks: This assessment task requires you to read the scenario, business plan and introduction sections and complete a number of assessment activities. Introduction: Knowledge is one of the critical assets to leverage when pursuing enterprise competitive advantage (Sang and Soongoo, 2002; Lee and Choi, 2003; Sharkie, 2003). The key knowledge-management (KM) challenges facing companies today are determining what robust knowledge-management systems (KMS) to implement, which user friendly processes and practices to institute that are not cumbersome, and what added value intellectual capital to capture. Organizations have traditionally identified knowledge with a repository of information that is leveraged judiciously (Gupta et al., 2000), however, it is well known that knowledge is a fluid mix of framed experience, values, contextual information, and expert insight (Davenport and Prusak, 1998). Furthermore, knowledge activities are dynamic as well as humanistic with active and subjective natures created by social interactions dependent on individuals, their community and organization interactions, and applicability to needs (Holsapple and Joshi, 2002). Scenario: DELTA is a public sector organisation providing its services to both the small and medium enterprises. With a futuristic approach and professional management structure it has focus on providing an enabling environment and business development services to small and medium enterprises. DELTA is not only an policy-advisory body for the government but also facilitates other stakeholders in addressing their development agendas. DELTA’s organisational vision and aim is in providing quality services to all their clients, employees and other stakeholders. The organisation follow ISO 9001:2015 standards for compliance and quality assurance. DELTA has also implemented the in house developed knowledge management system to facilitate the small and medium enterprises. The knowledge management system contains the feasibility reports of more than 200 businesses and all the data that can help the enterprises to efficiently manage their businesses. The knowledge management system also contains the information of the internal information of the organisation. The knowledge management system also contains the databases used within the organisation of different departments and the employees of the organisation use the same knowledge management system to retrieve their desired information. Jack is the MIS Manager in the organisation and is responsible for the management and the implementation of the knowledge management system in the organisation under the supervision of the Adam-the IT Manager. Due to the immense reliability of the organisation on the knowledge management system, it has been observed by the IT Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au department to implement improvements to the knowledge management system to provide a more efficient and reliable services to not only the small and medium enterprises but also the staff members. Also, a monitoring mechanism needs to be implemented on the system to have an evaluation and review of the system. There are a number of gaps identified in the knowledge management system such as: 1. Processes (There is no attempt to understand and address the knowledge intensive business or operational processes) 2. Succession Planning 3. No common operational picture 4. On-boarding 5. Job Transitioning Continuity Other identified gaps The employees of the organisation indicated that organisation usually import a substantial part of their knowledge from outside sources. Relationships with customers, suppliers, competitors and partners in cooperative ventures have considerable potential for providing knowledge. Upper management’s understanding of the consumer depends largely on the extent and types of communication received from customer-contact. Knowledge development is anchored in the firm’s market research and research and development (R&D) departments. A concise summary of the other gaps is described as follows:  failure to understand the enterprise’s position;  failure to consider the cost-saving options;  difficulty in acquiring valuable information due to the communication barriers between the upper management and line employees; and  lack of awareness on what core knowledge the firm possesses. A number of staff members are responsible for managing the same or similar tasks and this create an unnecessary layer of duplication work and ineffective use of time, budget and other resources. In a recent survey, it is identified that employees of the organisation have little or no faith on the management because of termination of a number of staff members. These staff members have been removed from work so that the computers and other machines can replace them, automate the work and related processes. People in the organisation would like to be treated with respect and not resources for knowledge management systems. A number of key staff members have already left the organisation because of uncertainties in the work environment. The job descriptions of the MIS Manager are as follow:  Analyse the existing knowledge management arrangements to capture and use of knowledge, and information, from both internal and external sources  Evaluating the effectiveness of procedures and systems in meeting the needs of clients, organisational aims, objectives, and standards. Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au  Running and sharing regular operation system reports with senior staff  Overseeing and determining timeframes for major IT projects including system updates, upgrades, migrations and outages  Managing and reporting on allocation of IT budget  Providing direction for IT team members  Identifying opportunities for team training and skills advancement Business plan and financial plan extracts Please refer to the attached business plan and financial plan extracts for more information. Activity 1: Task 1: Role Play on the analysis of already implemented knowledge management system For the monitoring and evaluation of the already implemented knowledge management system options you need to have a discussion with both the external and internal stakeholders about its operations and also needs to analyse, if there are any changes required you need to identify those. You will act as Jack the MIS Manager and will review the already implemented knowledge management system under the supervision of the IT Manager. Roles and responsibilities The trainer/assessor will act as the IT Manager and will also supervise and administer the role play. The job responsibilities of the IT Manager are outlined above. Three more students will be required to complete this role play task activity. Two of the students will act as the representatives of the small and medium enterprises (clients) and will discuss and share:  Their views on the usage of the knowledge management system  Selecting and evaluating the knowledge management options  Investigating the methods for capturing and using knowledge held by people within the organisation  Their views on the knowledge management strategy  Costing the technology requirements for the implementation of the strategy While one student will act as the staff member of the organisation and will discuss:  The knowledge management system as per his requirements and usage of information  Determining non-technical business requirements for maintaining and accessing an integrated knowledge database  Ensuring the knowledge management strategy meets the organisational requirements In the absence of student numbers, trainer will organise the staff or other trainers to participate in this role play. Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au In the role play you need to discuss the following: 1. Use different interviewing techniques to analyse the existing knowledge management arrangements from all parties involved. 2. Identify existing arrangements for the capture and use of knowledge, and information, from both internal and external sources 3. Analyse the existing knowledge management arrangements to capture and use of knowledge, and information, from both internal and external sources 4. Evaluating the effectiveness of procedures and systems in meeting the needs of clients, organisational aims, objectives, and standards. 5. Identifying the improvements in the organisation’s strategic use of knowledge and preparing a cost-benefit analysis. 6. Evaluating the knowledge management softwares and make recommendations. 7. Investigating the incentives and reward systems to support knowledge management for their relevance to the organisation. 8. Develop and maintain the knowledge management strategy plan. 9. Selecting the knowledge management option that meets organisational requirements. 10. Develop and maintain broad knowledge of company’s’ business and technology requirements and needs. 11. Develop and maintain system plan including operational requirements, budget requirements and schedules. 12. Develop and implement MIS policies to ensure data accuracy and security. 13. Develop and implement standardized MIS procedures across all business applications. 14. Develop process improvements for increased efficiency and cost effectiveness. 15. Plan and manage software and hardware installations. 16. Perform periodic maintenance and servicing of MIS system to improve operational efficiency. 17. Monitor MIS performance regularly to avoid unplanned outages and down times. 18. Provide customer support for OS issues, network problems and software installations, etc. 19. Conduct training on MIS activities to increase staff expertise. 20. Supervise and motivate MIS team to work collectively and efficiently. 21. Coordinate with MIS team to ensure that technology, infrastructure and operational requirements are met. 22. Plan and manage upgrades of hardware and software systems. 23. Track and monitor security of hardware and software systems. Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Your task must address the following performance criteria/ performance checklist. To be assessed as satisfactory (S) in this assessment task the participant needs to demonstrate competency in the following critical aspects of evidence S N/S Trainer/Assessor to complete (Comment and feedback to students) a) Got Approval from IT Manager   b) Distributed the Knowledge Management Documents (Minutes of meetings)   c) Used different interviewing techniques to analyse the existing knowledge management arrangements from all parties involved.   d) Identified existing arrangements for the capture and use of knowledge, and information, from both internal and external sources   e) Analysed the existing knowledge management arrangements to capture and use of knowledge, and information, from both internal and external sources   f) Evaluated the effectiveness of procedures and systems in meeting the needs of clients, organisational aims, objectives, and standards.   g) Identified the improvements in the organisation’s strategic use of knowledge and preparing a cost-benefit analysis.   h) Evaluated the knowledge management softwares and make recommendations.   i) Investigated the incentives and reward systems to support knowledge management for their relevance to the organisation.   j) Developed and maintained the knowledge management strategy plan.   k) Selected the knowledge management option that meets organisational requirements.   l) Developed and maintained broad knowledge of company’s’ business and technology requirements and needs.   m) Developed and maintained system plan including operational requirements, budget requirements and schedules.   n) Developed and implemented MIS policies to ensure data accuracy and security.   Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au o) Developed and implemented standardised MIS procedures across all business applications.   p) Developed process improvements for increased efficiency and cost effectiveness.   q) Planned and managed software and hardware installations.   r) Performed periodic maintenance and servicing of MIS system to improve operational efficiency.   s) Monitored MIS performance regularly to avoid unplanned outages and down times.   t) Provided customer support for OS issues, network problems and software installations, etc.   u) Conducted training on MIS activities to increase staff expertise.   v) Supervised and motivated MIS team to work collectively and efficiently.   w) Coordinated with MIS team to ensure that technology, infrastructure and operational requirements are met.   x) Planned and managed upgrades of hardware and software systems.   y) Tracked and monitored security of hardware and software systems.   z) Recommended and implemented new technology solutions to improve productivity.   aa) Discussed the feedback obtained from the clients and staff members relating to the monitoring and the improvements to the knowledge management options.   bb) Discussed and reviewed with the IT Manager, the implementation of the a knowledge management strategy.   Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Assessment Task 3: Project Task instructions  This is the third (3) assessment task you must successfully complete to be deemed competent in this unit of competency.  This assessment task requires you to complete a project.  You are required to select a knowledge management option and develop a knowledge management strategy in this assessment task.  You will receive your feedback within two weeks, and you will be notified by your trainer/assessor when results are available.  You must attempt all activities of the project for your trainer/assessor to assess your competency in this assessment task. Project Tasks: Task – Selecting a knowledge management option and developing a knowledge management strategy This activity is a continuing from the previous assessment task. Context of the assessment task: Once the analysis of the already existed knowledge management arrangements is done, you need to evaluate knowledge management options and develop a knowledge-management strategy to improve the knowledge management system. Assessment task activities This assessment is divided in the following activities:  Evaluating the knowledge management options  Developing a knowledge-management strategy Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Activity 1: Evaluate the knowledge management options In this assessment activity, you are required to evaluate the knowledge management options available to the organisation. The previous assessment task would help you to complete this assessment activity. You are required to:  research, implement, monitor and modify a knowledge management strategy for the business  analyse and document the effectiveness of existing knowledge management systems  research knowledge management options in the marketplace You must answer the following questions before designing the strategy: How internal and external sources are used to capture and use of knowledge and information in the organisation? Ans.  Internal Sources : Employee expertise, internal databases, and intranet forums are used to gather and share knowledge.  External Sources : Industry trends, customer feedback, and competitor analysis inform organizational strategies and training content. Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au Who is already or is likely to be a senior management champion for KM? Ans. The Chief Information Officer (CIO) or the Head of Training and Development are typically the champions for Knowledge Management (KM). Their roles naturally align with the goals of KM, focusing on optimizing information flow and enhancing organizational learning. Which person or committee can commit resources for KM? What are their current views? Ans.  Responsible Party : The Chief Financial Officer (CFO) or a dedicated Budget Committee usually has the authority to allocate resources for KM initiatives.  Current Views : They may be focused on cost-benefit analysis, seeking assurance that investment in KM will lead to tangible improvements in efficiency and effectiveness. Who are the sceptics that need to be persuaded of the benefits of investment in KM? Ans.  Potential Sceptics : Department heads or managers who are unfamiliar with KM benefits might be sceptical. They may view KM as a non-essential expense or are concerned about the disruption of existing processes.  Persuasion Strategy : Demonstrating past successes of KM in similar organizations, showcasing tangible benefits like improved efficiency, or presenting a pilot project might help in persuading them. What are the motivations, personalities and preferences of the key decision makers? Hence, what form and type of communication will get them on board? Ans.  Motivations : Key decision-makers are often motivated by organizational efficiency, competitive advantage, and return on investment.  Communication Preferences : They likely prefer data-driven communication with clear metrics and ROI analyses. Formal presentations or well-documented proposals might be effective forms of communication. What would be the attitude if we brought in external consultants to implement the strategy, instead of doing it ourselves? Ans.  Possible Attitude : There might be mixed feelings. Some may see it as an opportunity to gain external expertise and ensure objectivity, while others may prefer in-house development due to cost concerns or fear of losing control over the process.  Managing Attitudes : Clear communication about the benefits of external expertise, along with assurance of collaborative involvement, can help in addressing concerns. Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2

Level 11, 190 Queen St, Melbourne, 3000 Tel: 03 9606 0032 | Web: www.ntca.edu.au What are the non-technical business requirements for maintaining and accessing an integrated knowledge database, according to the organisational standards? Ans. Requirements Include :  User Accessibility : Easy access for all relevant employees, regardless of department or geographical location.  Data Security and Privacy : Ensuring that sensitive information is protected in line with organizational and legal standards.  Usability : The database should be user-friendly, with intuitive navigation and search capabilities.  Compliance : Adherence to relevant laws and standards, such as data protection regulations.  Scalability : The database should be scalable to accommodate organizational growth and the evolving volume of knowledge. Activity 2: Completing a knowledge management strategy In this assessment activity, you are required to evaluate the knowledge management options available to the organisation. The previous assessment task would help you to complete this assessment activity. You are required to:  Consult with all staff involved for the capture and strategic use of organisational knowledge  Develop processes to support the knowledge management according to the organisation’s knowledge management strategy and budget  Plan and execute the support system as part of the knowledge management strategy  Cost the technology requirements for the implementation of the strategy and include this costing in knowledge management budgeting  Designing, or redesigning, processes for periodic review of knowledge management within the organisation  Making sure that the knowledge management strategy meet the organisational requirements identified in its overall business plan and knowledge management strategy.  Evaluate all responses provided and collected as part of assessment task 2 and assessment task 3 activity 1.  Recommend an approach to knowledge management that meets organisational needs including a business case. You must use the attached template to complete your knowledge management strategy Using the responses to the questions and your other information gathering, create the knowledge management Document: ICTDBS605 - Student Assessment Pack | Version: 1.1 | Page 1 of 2