SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Manage the capture, storage and retrieval of business unit information 
SAQA US ID UNIT STANDARD TITLE
243268  Manage the capture, storage and retrieval of business unit information 
ORIGINATOR
SGB Generic Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Generic Management 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 5  Level TBA: Pre-2009 was L5  12 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard does not replace any other unit standard and is not replaced by any other unit standard. 

PURPOSE OF THE UNIT STANDARD 
This unit standard deals with the effective management of information in a business unit, where decision-making and goal-setting is based on having accurate information about customers' preferences, markets, changes and trends.

This unit standard reflects the skills required to:
  • Manage the collection, capture and storage of relevant information.
  • Manage the retrieval of the information based on specific needs and requirements.
  • Ensure the accuracy, security and relevance of the information.
  • Understands Information systems, their requirements and protocols. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that the learner is competent in:
  • Communication at NQF Level 4.
  • Mathematical Literacy at NQF Level 4. 

  • UNIT STANDARD RANGE 
  • Business unit refers to a branch or department in a larger business.
  • Information systems include hard and soft systems.
  • Information relates to: warranties, financial information, maintenance plans, customer details, debtors and creditors, stock, assets, service level agreements, manuals, quality systems, products, human resources, business activities, legal requirements, etc. 

  • Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Organise, control and monitor the collection and capturing of information required to manage a motor retail business unit. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The collection and capturing of the information is done to meet legal, business or business unit needs and requirements. 

    ASSESSMENT CRITERION 2 
    The methods used to collect information are effective, efficient, and in line with organisational values and policies. 

    ASSESSMENT CRITERION 3 
    Information obtained is verified and where information is inadequate or incorrect, prompt and effective action is taken to rectify deficiencies. 

    ASSESSMENT CRITERION 4 
    Information is processed and recorded accurately, consistently and within agreed timeframes. 

    SPECIFIC OUTCOME 2 
    Organise, control and monitor the storing and maintenance of information required to manage a business unit. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Resources are developed and utilised efficiently and effectively for storing and maintaining information. 

    ASSESSMENT CRITERION 2 
    Information is stored and maintained in accordance with organisational policies and legal requirements. 
    ASSESSMENT CRITERION RANGE 
    Maintenance includes the timely transfer of inactive records, records with long-term value or records required for legal purposes, and includes privacy and confidentiality.
     

    ASSESSMENT CRITERION 3 
    Access to the information system is controlled in accordance with organisational policies and legal requirements. 
    ASSESSMENT CRITERION RANGE 
    Organisational policies and legal requirements includes privacy and confidentiality.
     

    SPECIFIC OUTCOME 3 
    Organise, control and monitor the retrieval of information in a business unit. 
    OUTCOME RANGE 
    Retrieval includes retrieval of reports and individual records; retrieval includes access to retrieved information. Authenticity and validity of retrieved information is monitored and controlled. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Resources are developed and utilised efficiently and effectively for the retrieval of information on demand. 

    ASSESSMENT CRITERION 2 
    Access to and retrieval of stored information is controlled in accordance with organisational policies and legal requirements. 

    ASSESSMENT CRITERION 3 
    Retrieval and submission of retrieved information meets agreed deadlines. 

    SPECIFIC OUTCOME 4 
    Monitor and maintain the information system. 
    OUTCOME RANGE 
    Maintaining the system includes the optimal use of human and physical resources; the regular updating of critical information; the upgrading of software, etc. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Users and operational staff are trained in accordance with technical, organisational and legal requirements. 

    ASSESSMENT CRITERION 2 
    The information processing work is monitored and improvements are implemented where necessary. 

    ASSESSMENT CRITERION 3 
    Conflicting information and deficiencies in the information or information system are identified and dealt with. 
    ASSESSMENT CRITERION NOTES 
    Deficiencies in the information are recognised. 

    ASSESSMENT CRITERION 4 
    The integrity of the information and of the information system is monitored and maintained. 
    ASSESSMENT CRITERION RANGE 
    Integrity means that the information reflects reality and that the outputs are consistent.
     

    SPECIFIC OUTCOME 5 
    Implement, monitor and evaluate activities to secure the information and the information system. 
    OUTCOME RANGE 
  • Security of information includes back up, storage, archiving, confidentiality, privacy.
  • Evaluation includes making recommendations. 

  • ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Activities are appropriate and efficient in terms of economic and resource limitations and organisational and system needs. 

    ASSESSMENT CRITERION 2 
    The evaluation findings are discussed and explained, and recommendations are made. 
    ASSESSMENT CRITERION RANGE 
    Discussions and explanations demonstrate an understanding of the principles and concepts related to security of information and their application in practice based on specific issues and examples.
     

    ASSESSMENT CRITERION 3 
    Information processing related procedures and practices are audited in accordance with company procedures. 

    ASSESSMENT CRITERION 4 
    Deficiencies are identified and corrected. 

    SPECIFIC OUTCOME 6 
    Extract, analyse and use information for a defined purpose. 
    OUTCOME RANGE 
  • A defined purpose includes solving problems, developing strategies and plans, identifying trends and patterns, quantifying the performance of the business unit, etc.
  • Analysing the information includes using statistical techniques, using graphical depictions, summarising, comparing and reporting.
  • Use includes distributing relevant information. 

  • ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The purpose of analysing the information is clearly defined. 

    ASSESSMENT CRITERION 2 
    Appropriate methods are selected from a range of methods to process information. 
    ASSESSMENT CRITERION RANGE 
    Processing includes evaluating, verifying and organising information.
     

    ASSESSMENT CRITERION 3 
    The results of the analysis are clearly presented in an accessible format. 

    ASSESSMENT CRITERION 4 
    The extracted information is used to support and assist decision making. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    Assessment will be governed by the policies and guidelines of a relevant Education and Training Quality Assurance body (ETQA), which has jurisdiction over this field of learning. The policies and procedures of the relevant ETQA will also determine:
  • How the assessment is moderated.
  • How a learner can appeal against the outcome of the assessment.

    Any institution or company which offers learning to achieve the purpose of this unit standard must be accredited as a provider through the relevant ETQA.

    The integrated assessment should be based on a summative assessment guide. The guide will specify how the assessor will assess different aspects of the performance and will include:
  • Evaluating evidence in a portfolio of evidence, particularly projects which integrate various aspects of the unit standard and which demonstrate the integration of knowledge and skills and values, and the development of the critical outcomes.
  • Observing and listening to the learner at work, both in primary activities as well as in other interactions, or in relevant simulations.
  • Asking questions and initiating short discussions to test understanding and to verify other evidence.
  • Looking at records and reports.
  • Formative assessment.

    Assessment of competence for this qualification is based on experience acquired by the learner in the workplace, within the particular business context. The assessment process should cover the explicit tasks required for the qualification as well as the understanding of the concepts and principles that underpin the management process.

    The assessment process should also establish how the learning process has advanced the Critical Cross-Field Outcomes.

    Assessors should also evaluate evidence that the learner has been performing consistently over a period of time.

    The assessment for this unit standard can be done in conjunction with the assessment of other unit standards related to a qualification, and in conjunction with the assessment for the qualification as a whole. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    Names and functions of:
  • Types of information.
  • Information systems.
  • Security systems.

    Purpose of:
  • Information.
  • Information systems.
  • Security systems.
  • Confidentiality.
  • Privacy.
  • Access and access control.

    Attributes, descriptions, characteristics and properties:
  • Of various categories of information, information systems and security programmes.

    Processes and events:
  • Collecting, capturing, storing, maintaining and retrieving information.
  • Organising, analysing and applying information.

    Causes and effects, implications of:
  • Not verifying information.
  • Not preserving confidentiality and privacy.
  • Inadequate security.
  • Non-compliance with legal and company requirements.

    Procedures and techniques:
  • Collecting, capturing, storing, maintaining and retrieving information.
  • Organising, applying and distributing information.
  • Maintaining security of information and the information system.
  • Evaluating information and information systems.
  • Consolidating, analysing, auditing and validating information.
  • Interpreting, organising and presenting information.

    Sensory cues:
  • Related to working with the information and the information system.

    Regulations, legislation, agreements, policies, standards:
  • Relevant legislation.
  • Organisational policies and requirements.
  • Technical, quality and industry standards.

    Theory: rules, principles, laws:
  • Ethics related to storage, retrieval and use of information.
  • Privacy, confidentiality.
  • Information processing systems and logic.

    Categories:
  • Information.

    Relationships, systems:
  • The relationship between the accuracy, timeliness, non-compliance and completeness of the information collected and the value of the information stored, retrieved and used. 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems:
  • Use information to identify business unit problems and to solve them.
  • Identify problems related to the collection, storage, maintenance and retrieval of business unit information and solve them. 

  • UNIT STANDARD CCFO WORKING 
    Work effectively with others:
  • Interact with others to ensure that business unit information is collected, stored, maintained and retrieved to meet business unit needs. 

  • UNIT STANDARD CCFO ORGANISING 
    Organise and manage myself and my activities:
  • Organise own activities related to managing the business unit's information and information system. 

  • UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information:
  • Extract, analyse and organise relevant information for a variety of organisational purposes.
  • Identify conflicting information and deal with it.
  • Select and apply appropriate methods to process information for defined purposes. 

  • UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively:
  • Present information in a suitable format for the purpose. 

  • UNIT STANDARD CCFO SCIENCE 
    Use science and technology effectively and critically:
  • Use applicable technology to manage the information and the information system. 

  • UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of related systems:
  • Explain the importance of comprehensive, accurate and relevant information for making decisions. 

  • UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    N/A 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Elective  59201   National Certificate: Generic Management  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  As per Learning Programmes recorded against this Qual 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    1. Equal Career Services (Pty) Ltd (CENTURION) (TP) 
    2. Ronald Sewell & Associates SA (Pty) Ltd T/A Sewells (BRYANSTON) (TP) 



    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.