You are required to prepare a written report to the CFO covering section 1 and 2 as per below.

Section 1

Describe the organisation, including details of:

a) Its core business

b) The industry in which it operates

c) Number and type of employees

d) Current information systems and specifications, including:

 database design
 networking capacities
 system size
 speed
 software
 Financial function

Section 2

For the organisation, analyse and describe:

a) The user requirements for information systems

Include in your analysis:
 the processes and methods in place to monitor and record ongoing internal enquiries
and feedback from users of information systems (‘users’ could include employees,
customers or management)
 any constraints of the current information systems, as obtained from the user
feedback.

b) The hardware and software needs of the organisation

Include in your analysis:
 hardware and software requirements based on the user requirement analysis in step
above. This can include information on type/number, display, peripherals, functionality,
security, memory, interfaces, accessibility, operating system, non- functional
requirements

 consideration of available products and services in the market (give two possible
different product or service options).

c) Accounting data and security

 Include in your analysis:
 three different types of accounting data users of information systems handle. Accounting
data can be all the data that support the financial statements; can be hard copy or
machine-readable
 security requirements that need to be considered for this accounting data.
d) Name one policy and procedure document (separate document for each point below) and briefly
describe the main purpose of each that the organisation has in place to address:
I. risks faced by the organisation and the management of those risks
II. controls and processes for expenditure (on capital and expense items)
III. compliance with legislative and statutory requirements.

Note: These documents may cover information systems and also wider aspects of the
organisations operations.

Part B - Written Report 2:

You are required to prepare a written report to the CFO covering the areas noted in points 1-
9 below.

Report on the following elements of the improvement program:

1) Identify two short-term (1-5 years) and two long-term (i.e. five years or greater) objectives
the improvement program aims to achieve for the organisation in regard to:
a) improving the financial position of the organisation
b) improving the use of organisational resources.
The objectives should adhere to the S.M.A.R.T. criteria.

2) Impact of external factors and trends

Include in your analysis:
 use of a PESTLE analysis to identify external factors and trends
 based on the findings of the PESTLE analysis, produce a SWOT analysis and
evaluate the organisation against its external relationships and environmental
factors
 also include in the SWOT analysis an assessment of the financial and resource
management implications for the improvement program.

3) Review of internal control systems

Include in your analysis:
 name the five components of internal control
 for each component of internal control, identify one strength and one
weakness for the organisation that could impact on the improvement
 program.

4) Analysis of the improvement program:

a) Identify two viable options for restructure of the organisation’s information
technology systems to achieve the objectives noted in question 1 above. Using
cost benefit analysis, identify two costs and two benefits for each option. Based
on this analysis, select the preferred option.
b) Identify two financing options to fund the improvement program. Identify the option
which will best help achieve the objectives noted in question 1 above.

c) Complete the Appendix D: Program budget, covering budgeted costs of the

program and expected impact of the program on revenues and costs of the
organisation.
d) Note one financial analysis technique that could be used to evaluate the
outcomes of the improvement program against the objectives noted in question
1 above.

Appendix D: Program budget

(The table below can be used as a guide to analyse expected program costs and savings.)

Year 1 ($) Years 2-5 ($) Years 6 + ($)

Budgeted program costs
Cost 1
Cost 2
Cost 3
Cost 4
Total budgeted program costs

Organisational savings from

program implementation (i.e.
increase in
revenue/decrease in costs)

Saving 1
Saving 2
Saving 3
Saving 4
Total organisational savings
 5) Develop a schedule to implement the improvement program. The schedule should be
designed to:
 meet the short- and long-term objectives for the improvement program (as
identified in question 1 above)
 include a periodic review of the program outcomes and assess against
factors impacting achievement of the program objectives
 assign responsibility for each phase of the program

 record the start date and end date of the project and the dates of any
significant milestones.

6) Prepare a brief outline of the main features of a contingency plan that might be
established to deal with:
 any implementation problems or delays in the improvement program

 causes of variations in meeting the programs objectives.

7) For two of the procedures noted in the implementation schedule per question 5 above:
 document one internal audit test (one test for each procedure) that could be
included in the Internal Audit program, to test the improvement program has
achieved the procedure. The test should use an appropriate audit testing technique
and sample size technique
 note how the audit test you have documented complies with the Internal Audit
Policies and Procedures (refer to Appendix E: Extract from Internal Audit
Policies and Procedures).

8) Document an internal organisational memo to communicate to staff the main elements and
potential impacts of the improvement program. Include this memo as an Appendix to your
report.
a. Document a procedure guideline which outlines one organisational practice that will
change because of the improvement program. The guideline should include:

a. main heading
b. who will be impacted (department/which personal etc.)
c. when changes will take effect
d. include no more than 10 procedures in the guideline.
b. Note where you will store the procedure guideline, so it is easily accessed and
available for staff to use.
9.
a. Document a procedure guideline which outlines one organisational practice that will
 change as a result of the improvement program. The guideline should include:
 main heading
 who will be impacted (department/which personal etc.)
 when changes will take effect
 include no more than 10 procedures in the guideline.
b. Note where you will store the procedure guideline so it is easily accessed and
available for staff to use.

Presentation:
Instructions:
You are now to present a summary of your written report at the Board meeting of your
selected organisation using PowerPoint (maximum of six slides). Also present at the Board
meeting will be a Board Member and the CFO. The presentation will need to be recorded as
audio or video recording and must be approximately five minutes in length.
You will require the help of two people to complete this assessment: one to play the role of
the Board Member and another to play the role of the CFO. These two people can be drawn
from colleagues, family or friends. You will be interacting with both people in this
presentation, so they will be working from the Appendix A: Briefing notes. Each of the
participants must ask the questions that have been allocated to them (i.e. different questions
have been allocated for Participant 1 and Participant 2).

At the end of your presentation, each of the participants must then complete the Appendix B:
Template to gather feedback. This provides feedback on how clearly you have conducted the
presentation. You must also ensure you obtain appropriate approvals to conduct and record
a presentation in this setting so meeting participants must sign the Appendix C: Audio/Video
recording consent form and you must submit the signed form as part of your assessment
evidence for this activity.

Before you commence your presentation, review the ‘Briefing notes’ to ensure you will have
the appropriate information to provide in your verbal responses to the participants’
questions.

The responses you provide to the participants’ questions in the Briefing notes must be
completed and submitted as part of the assessment evidence for this activity.
When you have finished your audio or video recording, you will need to submit this file to your
trainer/assessor as evidence.

In your presentation, you need to:

Summarise the main issues from your written report (in Part A). This summary will be documented in the
slides. Use headings and bullet points to format and present your summary of the main issues.
Answer the questions asked by the Board Member and the CFO (see Appendix A: Briefing notes). These
questions can be asked at the end of your presentation.
When you are preparing your presentation, make sure that you have dealt with the following points:
Student name: Student ID: