3D30

Managing Data and

Information

TEAM LEADER/SUPERVISOR
CMI UNIT 318 MANAGING DATA AND INFORMATION
» LEARNER INFORMATION

Learner name: CMI membership No: Date:

Centre name: Qualification:

Learner statement of I confirm that the attached completed assignment is all my own work, and does not include
authenticity: any work completed by anyone other than myself. I have completed the assignment in
accordance with the Institute’s approved instructions.

 Tick here to opt out I consent for this assignment to be used for assessment standardisation and where
appropriate, for the dissemination of good practice, on the understanding that the content is
anonymised.

Signed: Date:

Centre statement of On behalf of <CENTRE NAME>, I confirm that the above mentioned learner is registered at the
authenticity: centre on a Chartered Management Institute (CMI) programme of study. The learner is, to the
best of my knowledge, the sole author of the completed assignment.

Name: Job Title:

Signed: Date:

» GUIDELINE WORD COUNT

The written word, however generated and recorded, is still expected to form the majority of assessable work produced by
Learners at Level 3. The amount and volume of work for this unit should be broadly comparable to a word count of 2000-
2500 words within a margin of +10%.

» AIM OF THE ASSESSMENT BOOKLET

High performing individuals impact on the performance of teams and the organisation. The aim of this assessment booklet is
to enable managers to evidence their understanding of how to use their knowledge, skills and abilities to support individuals,
not only to perform well, but to exceed expectations.
 Before you begin the assessment booklet, please read the CMI 318 unit specification thoroughly as only the content
related to the achievement of the assessment criteria will be assessed.
 Research the topics being assessed. Suggested reading/web resources are provided on the CMI 318 unit
specification. Your Facilitator may signpost you to relevant resources. Additionally, you may access excellent online
resources at ManagementDirect
 If you are enrolled on the Trailblazer Apprenticeship programme, you are encouraged to review the Apprenticeship
Standard for Team Leader/Supervisor

Completing the assessment booklet

 The assessment booklet contains a series of tasks which are clearly referenced to the relevant assessment criteria
and indicative content.
 An appropriate referencing system (such as Harvard Referencing) must be used to ensure the original source(s) of
quotations or models can be verified.
 Finally, you must sign the Learner Authenticity statement (an electronic signature is accepted) when submitting
evidence on Quals Direct.

CMI 318 Page 1 of 16 Version 1

» E-LEARNING

Further required learning to complete these Tasks, please log on to Management Direct
and complete the Learning Journey – Leading & Managing Change
Titles covered in this course:

 The future of better decision making

 The space between data and meaning
 Designing questionnaires
 Finders seekers
 Preparing statistics
 Interpret numbers with care
 Complying with the Data Protection Act
 Carrying out an information audit
 The data is out there, so use it
 Handling information avoiding overload
 Knowledge management
 Developing decision making skills
 Profiting from evidence-based management
 Effective communications – preparing presentations
 Connect with data
 Effective communications – delivering presentations

To help you to complete the tasks within this Assessment Book please
log onto your Video Arts eLearning Account and access the Level 3
Team Leader/Supervisor course. http://lighthouse.central-lms.com

Titles covered in this course:

CMI 318 Page 2 of 16 Version 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

AC1.1 Explain reasons why organisations collect data and information

For this answer you are required to explain three reasons that organisations collect data and information, these could include;
to inform decision making processes, to answers questions, solve problems, testing solutions, communication, legal purposes,
validate research, investigate, test hypotheses, business insight, audit and legal purposes.

INSERT YOUR ANSWER HERE:

1. Inform decision making process

2. Validate research

3. Engine repair data

CMI 318 Page 3 of 16 Version 1

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

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.

AC2.1 Explain the differences between data and information

For this answer you need to explain in your own words the differences between data and information, what do they look like,
how can they be used?

INSERT YOUR ANSWER HERE:

Data is raw, turns into information when drawn out

CMI 318 Page 4 of 16 Version 1

» TASK

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.

AC2.2 Discuss sources of primary and secondary data and information

Primary may include but are not limited to internal and external data and information (e.g. surveys, questionnaires, customer
feedback, focus groups, interviews, observations.
Secondary may include but are not limited to internal and external data and information (e.g. desk research, organisational
records, web-based records, historical research, reports, social media, search engines).

COMPLETE THE TABLE:

Example of primary source of data and Explanation of how it can be used by organisations
information

1. Customer feedback

2. Time sheets

Example of secondary source of data and Explanation of how it can be used by organisations
information

1. report

2. CRM

CMI 318 Page 5 of 16 Version 1

 » TASK

As a manager it is important to know the difference between quantitative and qualitative data and information. Both are
valuable and effective tools which can be used to support decision making but are different in type and nature.
 Quantitative includes but is not limited to facts, statistics, figures, numerical information, percentages
 Qualitative includes but is not limited to words, pictures, discussions, audio and video recordings, comments,
observations

AC2.3 Explain types and use of quantitative and qualitative data and information

COMPLETE THE TABLE:

Example of quantitative data and Explanation of how it can be used by organisations

information

i. FIGURES

ii.

Example of qualitative data and Explanation of how it can be used by organisations

information

i. COMMENTS

ii.

CMI 318 Page 6 of 16 Version 1

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

AC3.1 Explain the legal and organisational requirements for managing data and
information
For this answer you need to explain two legal and two organisational requirements for managing data and information.
Legal refers to Data Protection Act 1998, General Data Protection Regulation (applies from May 2018), Freedom of
Information Act 2000, Digital Economy Act (2017). Select two of these and then explain what you need to do to comply with
these legal requirements
Organisational may include communication and knowledge sharing policies, procedures and protocols, safety, security, risk,
reporting and audit. These can be specific to your workplace, explain what you are required to do and include the training
your received to ensure that you know the procedure.

COMPLETE THE TABLE:

Legal requirements

1. gdpr

2. Data protection act

CMI 318 Page 7 of 16 Version 1

Organisational requirements

1.

2.

» TASK

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.

AC3.2 Identify organisational roles and responsibilities for managing data and
information
For this question select two different roles within the organisation and explain their roles in managing data and information
what they must and must not do with data and information, you may want to refer to your organisational chart. Roles may
include data controller, data processor, roles such as human resources, marketing, sales, IT

INSERT YOUR ANSWER HERE:

1.

2.

CMI 318 Page 8 of 16 Version 1

» TASK

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.

AC3.3 Outline approaches for checking data and information against organisational
needs
COMPLETE THE TABLE:

Approach Outline how this would be used for checking data and information against organisational needs

Accuracy

Validity

Currency How current data is – not money

Reliability

Authenticity

Completeness

» TASK
CMI 318 Page 9 of 16 Version 1
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.

AC3.4 Discuss methods used to organise data and information

For this answer you must identify three different ways of organising data and information used at the workplace and describe
how these are used. Methods databases, spreadsheets, management information systems, cloud, handheld devices, CD,
reference retrieval systems, filing cabinets, folders, shared drives/servers, data repositories, data lakes, data warehouse, and
naming convention.

INSERT YOUR ANSWER HERE:

1. CRM Databases

2.

3.

CMI 318 Page 10 of 16 Version 1

» TASK

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

AC3.5 Outline challenges of managing data and information; AC3.6 Identify solutions to
address key challenges of managing data and information
For this answer you must explain three different challenges to managing data and information which may include structured
and unstructured data and information, compatibility, corrupt files, indexing, size, legal, integration, migration of data sets,
cost, availability, access, analysis, resources, skills, viruses, volume, absence of document control, confidentiality. Then explain
your solution to managing these challenges

COMPLETE THE TABLE:

Explanation of challenge Solution to address challenge

1. Corrupt files Backup

2.

3.

CMI 318 Page 11 of 16 Version 1

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

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.

AC4.1 Summarise methods for examining and interpreting data and information
Methods refer to the collation and analysis of data, production of reports and use of different problem solving and decision
making techniques to make decisions and solve problems and may include statistical analysis, identifying trends and patterns,
anomalies, benchmarking, observation, discussions, review groups.

COMPLETE THE TABLE:

Method Explanation of how this is used to examine and interpret data and information

1.

2.

3.

CMI 318 Page 12 of 16 Version 1

» TASK

A key part of the first line manager’s role is to present findings from the analysis and interpretation of data and information
to others in a format which they can easily understand. This will involve the ability to use a range of tools and technologies
to present data and information to support problem solving and decision making.

AC4.2 Explain the advantages and disadvantages of tools used to communicate findings
to a target audience
Tools refer to use of different technologies in business, the production of reports and the use of data and information to solve
problems and support decision making and may include but are not limited to presentations, graphs, charts, graphics,
infographics, tables, dashboards, data visualisation tools, maps and timelines

COMPLETE THE TABLE:

Communication tool Advantages Disadvantages

1.

2.

CMI 318 Page 13 of 16 Version 1

» APPLYING THE LEARNING – OFF THE JOB ACTIVITIES

Recognising your Off the Job Learning Activities

Workshop (lighthouse logs this) 7 Hours

Post Course CMI Management Direct Resources 5 Hours
LMS resources 0 Hours

Following the completion of your workshop there are some activities that we ask you to
complete to build your portfolio of skills evidence. Please complete these activities and
submit the evidence with your assessment book.

Post Workshop Activities 19 Hours

TASKS
The tasks required to demonstrate your use of data and information are within your
project management assessment book.

The research and time you have spent completing these tasks can be used as your Off the
Job hours to be added to your Learner Journal on Quals Direct. Remember it is the time
you spend doing the activities within the workplace and not how long you have spent
writing them up. In addition to the work for your assessment evidence we have some
suggestions of areas you could add to your Learner Journal on Quals Direct to contribute
towards your hours these are listed below:
 Complete your reflections of Action Logs from workshop.
 Complete reflections on the types of data and information you use within the
workplace, what are effective types of data and information and why do you use
them?
 How do you communicate data and information to other stakeholders within the
organisation, what methods of communication do you use and what are the
barriers, what are effective?
 From analysing information and data how does this demonstrate the performance
of your team or your organisation, what does this information show you?
 When there are data and information issues what leadership styles do you need to
demonstrate to ensure that the operation continues to function?
 Identify behaviours of self and others, how have the following been demonstrated;
taking responsibility, agility, professionalism and inclusivity. Give examples of the
situations that demonstrate these behaviours.

CMI 318 Page 14 of 16 Version 1