TASK 1: Reasons for collecting data and information

Regardless of the organisation type or size, managers need to understand the reasons for collecting data and information. Organisational decision making is dependent on access to good quality data and information.

To complete Task 1 you are encouraged to use well-chosen examples from an organisation/team you know well or have researched.

TASK 1 Using examples, explain THREE (3) reasons why organisations collect data and information.

(Refer to AC1.1 Explain reasons why organisations collect data and information and the Indicative Content for this AC)

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TASK 2: Use of data and information in organisations

Whilst accessing data and information has never been easier, managers need to dig below the surface to know the sources, types and uses of primary, secondary, qualitative and quantitative data and information.
To complete Tasks 2a, b and c you are encouraged to use well-chosen examples from an organisation/team you know well or have researched.

TASK 2a

The terms ‘data’ and ‘information’ are often used as if they mean the same thing, so it is important to understand the differences between them.
In your own words, explain the differences between data and information.

(Refer to AC2.1 Explain the differences between data and information and the Indicative Content for this AC)

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TASK 2b

Managers need to avoid making decisions based on misleading, inaccurate, false information and even ‘fake news’. One way to prevent this is by being able to use data and information from reliable sources that offer content that is accurate and timely.

Discuss TWO (2) primary and TWO (2) secondary sources of data and information that can be used by organisations.

(Refer to AC2.2 Discuss sources of primary and secondary data and information and the Indicative Content for this AC)

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TASK 3: Managing data and information

There is extensive legislation which governs the way.data, and information is collected, used, shared and stored. It is an organisation’s responsibility to ensure that these requirements are met in the workplace. Standard working practices can only be implemented effectively when staff are clear on the legal and organisational requirements they must work to and can recognise and address the many challenges associated with managing data and information.

SCENARIO

Your team accesses data and information on employees, products and customers, and managing data and information lawfully and in accordance with organisational policy is a key aspect of the work. Your manager has asked you to prepare information for a briefing on the legal and organisational requirements for managing data and information in the workplace.

There are four members in your team. The organisation operates in an industry sector of your choice. This scenario can be used to answer Tasks 3a, b, c and d. Alternatively, you may choose to use well-chosen examples from an organisation you know well or have researched.

TASK 3a

Using examples, explain TWO (2) legal and TWO (2) organisational requirements for managing data and information in the workplace.
(Refer to AC3.1 Explain the legal and organisational requirements for managing data and information and the Indicative Content for this AC)

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TASK 3b

Depending upon the sector and size of organisation, there are different roles and responsibilities individuals have for managing data and information. These roles may be operational on a day to day basis or managerial to ensure the organisation complies with legal and organisational requirements.

Using examples identify TWO (2) organisational roles and the responsibilities for managing data and information in an organisation.

(Refer to AC3.2 Identify organisational roles and responsibilities for managing data and information and the Indicative Content for this AC)

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TASK 3c

It is essential for individuals to know how to check the suitability of data and information. This is vital given the risk of receiving misleading, inaccurate, false and even fake information. A recognised approach for checking data and information is to test its accuracy, validity, currency, reliability, authenticity and completeness.

Complete the table using examples to outline the approaches that can be used for checking data and information to meet the needs of the organisation.
(Refer to AC3.3 Outline approaches for checking data and information against organisational needs and the Indicative Content for this AC)

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TASK 3d

In order to make use of data and information, it has to be organised and accessible. There are many ways to do this including the use of databases, spreadsheets, management information systems and data warehouses held on company servers or in the cloud, along with the use of handheld devices, CDs, reference retrieval systems, shared drives or the more traditional methods of paper based files, folders and filing cabinets.

Discuss THREE (3) methods that can be used to organise data and information, giving reasons for your choice. (Refer to AC3.4 Discuss methods used to organise data and information and the Indicative Content for this AC)

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TASK 3e

As a manager it is important for you to anticipate and plan for challenges which may occur when managing data and information.

Outline THREE (3) challenges of managing data and information and identify solutions to address each challenge.

(Refer to AC3.5 Outline challenges of managing data and information: AC3.6 Identify solutions to address key challenges of managing data and information and the Indicative Content for this AC)

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TASK 4: Interpreting data and information and communicating findings

Having collected and organised data and information, the next step for a manager is to interpret the output to identify trends and patterns to make sense of it before sharing the findings with others. This task focuses on how to interpret data and information and examine the tools that can be used to communicate findings.

To complete these tasks you are encouraged to use well-chosen examples from an organisation/team you know well or have researched.

TASK 4a

Managers are frequently faced with a range of data and information such as finance information (including salaries, costs for equipment and materials, travel and postage) along with customer data (including demographic information, responses and feedback to surveys) along with performance data (including sales information and key performance indicators). Analysing and interpreting data and information to produce reports, solve problems and to make decisions is an essential task in a management role.

Using examples summarise THREE (3) methods that can be used to examine and interpret data and information. (Refer to AC4.1 Summarise methods for examining and interpreting data and information and the Indicative Content for this AC)

COMPLETE THE TABLE:

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