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.
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.
Read the scenario carefully. Everything in this assessment connects back to Open AI Academy.
You will complete five written tasks and record one video. Each task has a minimum word count — check the assessment document before you submit.
Identify the problems and research a solution
Compare your options and check they are legal to use in Australia
Set up the tools and create two real documents
Write the rules that staff will follow
Plan how you will train and support your team
A three-minute unscripted reflection on what you have learned
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.
A platform where all staff can communicate, share files and stay connected across all three campuses. Think Microsoft Teams, Slack or Google Chat.
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.
200 words total across both tables. Include your sources at the bottom of Task 1.
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.
Two platforms for the AI Digital Agent and two for the Internal Communication Tool
Complete a comparison table for each tool covering features, cost, security and compliance
Write a recommendation explaining which option you would choose and why
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.
Check the tool's official privacy policy page or search oaic.gov.au — the Office of the Australian Information Commissioner.
Your recommendation is worth just as much as the comparison table itself.
"I would choose Microsoft Teams because it is popular and easy to use."
"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.
Complete a planning table describing how each tool will be set up. Cover:
Minimum 200 words for the written plan. Both Part B documents must also be completed. Include sources at the bottom of Task 3.
Part B is your most important evidence. These documents show you can actually implement a digital solution, not just describe one.
Name the platform and describe in one line what it does. State the agent's purpose at Open AI Academy.
Describe how the agent should speak to students — its voice, style and approach.
At least two things the agent must never do or say.
A clear note that every response must be reviewed by a staff member before it is sent.
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:
What is this space called and what is it used for?
Who can see this space?
One rule that people in that space must follow.
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.
Intellectual property rules for using the AI Digital Agent
How files must be named and saved
How information is kept safe in the AI Digital Agent and in the Communication Tool
How staff must communicate using the Communication Tool
How intellectual property incidents are formally recorded
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.
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 staff can and cannot upload, how AI output must be handled, and what happens if something goes wrong.
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.
When did the incident occur?
Name of the staff member who flagged the issue
What happened?
What was done in response?
How was it resolved?
The tools are live — but your job doesn't end there. It ends when every single person on the team can use them well.
Plan the initial training sessions for both tools
Describe three things you will put in place to support staff during the first month
Explain how you would mentor a staff member who is struggling
Describe how you will collect feedback and make improvements
Minimum 200 words total. Include your sources at the bottom of Task 5.
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.
Part 3 is not about fixing a technical problem. It is about helping a person feel confident.
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.
Use these four points as a guide. You do not need to go through them in order — let your thinking flow naturally.
Three things you learned about digital solutions and how they are used in workplaces
How the skills you built in this unit might help you in your future study or career
Any digital trends you noticed while doing your research across the five tasks
Why it is important to follow Australian laws, workplace policies and IP rules when working with digital tools
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.
BSBTEC403 – Your Project Explained