This presentation walks you through every part of your summative assessment for BSBTEC403 Apply Digital Solutions to Work Processes. You will step into the role of Digital Solutions Manager at Open AI Academy, complete five tasks and one video reflection — each building on the one before.
This is not a test of memory. It is a test of whether you can research, think and apply what you have learned to a real situation.
Who Are You in This Assessment?
Your Role
You are the Digital Solutions Manager at Open AI Academy — a private training organisation running digital skills programs across three Australian campuses with around 20 staff.
The Two Problems You're Hired to Fix
Student enquiries arrive through individual email inboxes — responses are slow, inconsistent and untracked
Staff have no single communication hub — they use personal apps, email and text, causing missed updates and lost files
Read the scenario carefully. Everything in this assessment connects back to Open AI Academy.
What You Need to Produce
You will complete five written tasks and record one video. Each task has a minimum word count — check the assessment document before you submit.
01
Task 1
Identify the problems and research a solution
02
Task 2
Compare your options and check they are legal to use in Australia
03
Task 3
Set up the tools and create two real documents
04
Task 4
Write the rules that staff will follow
05
Task 5
Plan how you will train and support your team
06
Video Task
A three-minute unscripted reflection on what you have learned
The Two Tools You Are Working With
Tool 1 – AI Digital Agent
A platform your organisation configures itself — not a pre-built chatbot. You decide the purpose, tone and rules. Think platforms like OpenAI, Google Gemini or ElevenLabs.
Tool 2 – Internal Communication Tool
A platform where all staff can communicate, share files and stay connected across all three campuses. Think Microsoft Teams, Slack or Google Chat.
You do not need prior experience with these tools. All you need to do is research them well and show your thinking.
Task 1 – Research
Spot the Problem and Research a Solution
You are preparing a summary for the Director of Open AI Academy. She wants to understand the two problems clearly and see genuine research into what types of tools could fix them.
What the Task Asks
Complete a research table for each of the two work processes
Identify the current problem and why it matters
Name a specific digital tool you researched that could help
Explain how you verified your information was reliable
Describe a current digital trend that supports using this type of tool
Minimum Requirement
200 words total across both tables. Include your sources at the bottom of Task 1.
Task 1 – Research
How to Do Task 1 Well
What Makes a Strong Answer
Be specific. Name a real tool and explain exactly what it does
Verify your information. Check the official website, a review site or an industry article — not just one source
Connect the trend to the tool. Link your finding back to why the Academy would benefit now
Common Mistakes to Avoid
Describing the problem vaguely without linking it to Open AI Academy
Listing a tool without explaining why it fits the specific problem
Leaving the sources section blank
Re-read the scenario before filling in the table. Everything you write should feel specific to Open AI Academy, not just any business.
Tasks 2 & 3 – Selection & Setup
Task 2 – Compare Your Options and Check Compliance
The Director wants a proper recommendation. She needs to see that you looked at more than one option, thought critically about both, and confirmed both tools are legal to use in Australia.
Research
Two platforms for the AI Digital Agent and two for the Internal Communication Tool
Compare
Complete a comparison table for each tool covering features, cost, security and compliance
Recommend
Write a recommendation explaining which option you would choose and why
For the AI Digital Agent, look for platforms that let you build and configure an agent yourself. Minimum 200 words total. Include sources at the bottom of Task 2.
Tasks 2 & 3 – Selection & Setup
Task 2 – Understanding Compliance
The Privacy Act 1988
Australia's Privacy Act sets out how businesses must collect, store and handle personal information. Any digital tool your organisation uses must handle information in a way that follows this law.
What to Look For
Does the platform store data on Australian servers or overseas?
Does the platform have a clear privacy policy?
Does the provider have a data breach response process?
Check the tool's official privacy policy page or search oaic.gov.au — the Office of the Australian Information Commissioner.
Tasks 2 & 3 – Selection & Setup
Task 2 – How to Write a Strong Recommendation
Your recommendation is worth just as much as the comparison table itself.
❌ Weak Recommendation
"I would choose Microsoft Teams because it is popular and easy to use."
✅ Strong Recommendation
"I would choose Microsoft Teams because it offers channel-based communication separated by campus, directly addressing missed updates. It stores data in Australian data centres, complying with the Privacy Act 1988. The main limitation is cost, but the education pricing plan suits Open AI Academy's size."
A strong recommendation names the tool, gives at least two specific reasons, mentions any risks or limitations, and confirms compliance with Australian privacy law.
Tasks 2 & 3 – Selection & Setup
Task 3 – Set Up the Tools and Show Us What You Built
Part A – Your Setup Plan
Complete a planning table describing how each tool will be set up. Cover:
Account creation and access levels
How the tool connects to daily work
Where information will be stored
How you will test it before launch
Part B – Two Documents Ready for Day One
Document 1: AI Digital Agent Platform Setup and Configuration Brief
Document 2: Communication Tool Organisation Plan
Minimum 200 words for the written plan. Both Part B documents must also be completed. Include sources at the bottom of Task 3.
Tasks 2 & 3 – Selection & Setup
Task 3 – Document 1: Configuration Brief
Part B is your most important evidence. These documents show you can actually implement a digital solution, not just describe one.
1
Platform Name & Purpose
Name the platform and describe in one line what it does. State the agent's purpose at Open AI Academy.
2
Tone & Personality
Describe how the agent should speak to students — its voice, style and approach.
3
Restrictions
At least two things the agent must never do or say.
4
Human Review Requirement
A clear note that every response must be reviewed by a staff member before it is sent.
Write this as if you are handing it to the person who will build the agent tomorrow. It must be ready to use.
Tasks 2 & 3 – Selection & Setup
Task 3 – Document 2: Communication Tool Organisation Plan
When setting up a communication platform, businesses first decide how it will be structured. Without a clear structure, staff have no idea where to go or who to talk to.
Plan two spaces for Open AI Academy before the tool goes live. For each space, your table must include:
Name & Purpose
What is this space called and what is it used for?
Access
Who can see this space?
One Rule
One rule that people in that space must follow.
Tasks 4 & 5 – Rules & Support
Task 4 – Set the Rules
Before the tools go live, staff need rules clear enough that a brand new staff member could read them and know exactly what is expected — without asking anyone.
01
Rule 1
Intellectual property rules for using the AI Digital Agent
02
Rule 2
How files must be named and saved
03
Rules 3a & 3b
How information is kept safe in the AI Digital Agent and in the Communication Tool
04
Rule 4
How staff must communicate using the Communication Tool
05
Rule 5
How intellectual property incidents are formally recorded
Include your sources at the bottom of Task 4. A model answer is in the assessment document — you do not need to match it word for word.
Tasks 4 & 5 – Rules & Support
Task 4 – Intellectual Property Explained Simply
What Is Intellectual Property?
IP is the legal ownership of something someone created. In a digital workplace it matters because it is easy to use someone else's work without realising you needed permission.
The Copyright Act 1968
Protects original creative works — text, images, videos, music and software. Using these without permission, even in a digital workplace, can be a legal issue.
What This Means at Open AI Academy
Uploading a competitor's training material into the AI agent = IP breach
Publishing AI-generated content without review = a risk
Using images or text without checking for a licence = IP breach
For Rule 1, think about:
What staff can and cannot upload, how AI output must be handled, and what happens if something goes wrong.
Tasks 4 & 5 – Rules & Support
Task 4 – Rule 5 and the IP Register
Rule 5 asks you to create an IP incident register — a formal record kept whenever something goes wrong with intellectual property. Without it, incidents get forgotten or handled inconsistently.
Date
When did the incident occur?
Who Reported It
Name of the staff member who flagged the issue
Description
What happened?
Actions Taken
What was done in response?
Outcome
How was it resolved?
You must fill in two example entries. They can be fictional but must be realistic — think about IP issues that could actually arise at a digital training organisation like Open AI Academy.
Tasks 4 & 5 – Rules & Support
Task 5 – Support Your Team
The tools are live — but your job doesn't end there. It ends when every single person on the team can use them well.
1
Part 1
Plan the initial training sessions for both tools
2
Part 2
Describe three things you will put in place to support staff during the first month
3
Part 3
Explain how you would mentor a staff member who is struggling
4
Part 4
Describe how you will collect feedback and make improvements
Minimum 200 words total. Include your sources at the bottom of Task 5.
Tasks 4 & 5 – Rules & Support
Task 5 – What Good Training Looks Like
A Strong Training Plan Includes
A realistic session length — 30 to 60 minutes is enough; two hours is too much
A demonstration of the most important features, not every single one
Time for staff to actually practise using the tool, not just watch
At least one take-away support material such as a quick reference guide
Why Practice Matters
People do not learn digital tools by watching. They learn by doing. A session that gives staff time to try things, make mistakes and ask questions in a low-pressure environment will always produce better results than a demonstration alone.
Think about how you have learned new tools in your own life. What actually helped you feel confident?
Tasks 4 & 5 – Rules & Support
Task 5 – Mentoring Someone Who Is Struggling
Part 3 is not about fixing a technical problem. It is about helping a person feel confident.
✅ Strong Mentoring Approach
Check in privately — do not draw attention to their difficulty in front of the group
Sit one-on-one and go through steps together at their pace
Give one small specific thing to practise — build confidence through a small win
Follow up a few days later to see how they are going
❌ What to Avoid
Telling them to watch a tutorial and figure it out themselves
Only helping once and assuming the problem is solved
Making them feel embarrassed for needing support
Everyone learns differently and at a different pace. A good manager adjusts their approach to suit the person, not just the task.
Video Task & Close
The Video Task – Knowledge in Action
What You Need to Do
Record a three-minute video of yourself speaking
Your face must be visible throughout the entire video
The video must be completely unscripted — do not read from a script
Do not use AI tools to generate your words
Speak naturally, the way you would talk to a teacher or a friend
What You Are Assessed On
You are not being assessed on how polished or confident you sound. You are being assessed on whether you can clearly talk about what you have learned from this unit in your own genuine words.
A phone camera in a quiet space is completely fine. You do not need a professional setup.
Video Task & Close
The Video Task – What to Talk About
Use these four points as a guide. You do not need to go through them in order — let your thinking flow naturally.
Point 1
Three things you learned about digital solutions and how they are used in workplaces
Point 2
How the skills you built in this unit might help you in your future study or career
Point 3
Any digital trends you noticed while doing your research across the five tasks
Point 4
Why it is important to follow Australian laws, workplace policies and IP rules when working with digital tools
The best videos are the ones where you sound like yourself. If you stumble or pause, keep going. That is completely normal.
Video Task & Close
Before You Submit – Your Checklist
Written Tasks
Task 1 – Both research tables completed. Sources included.
Task 2 – Both comparison tables and both recommendations completed. Sources included.
Task 3 – Setup plan, Configuration Brief and Organisation Plan (two spaces) completed. Sources included.
Task 4 – All five rules written. IP register includes two completed example entries. Sources included.
Task 5 – Training table, three support strategies, mentoring response and feedback plan completed. Sources included.
Video Task
Video is at least three minutes long
Your face is visible throughout
Video is unscripted and in your own words
Video uploaded through the student portal
If you have any trouble uploading your video, contact your assessor before the due date.
A Final Word Before You Begin
This assessment is not designed to catch you out. It is designed to give you the chance to show that you have genuinely engaged with this unit and that the knowledge is yours.
You do not need prior work experience. Everything is researchable.
You are encouraged to use the internet. Just record every source you use.
Your own words are always better than copying. An assessor can tell the difference.
The scenario is your anchor. Keep coming back to Open AI Academy as you write.
The real goal: show that you can take what you have learned about digital solutions and apply it to a real situation in a way that would actually help a business and the people who work in it. Good luck. You have everything you need to do this well.