K20: Organisational Approaches to Incorporating Different Digital Applications Across Business Functions and the Implications for Their Stakeholders

Assessment Method: Professional Discussion underpinned by a portfolio

Plain-English Explanation

K20 is about understanding how organizations use different digital applications across departments (e.g., HR, Finance, Customer Service) and what this means for the people who use them. It’s about integration, compatibility, and ensuring that changes or new tools don’t disrupt workflows.

Examples of How Apprentices Demonstrate This at Work

• Supporting the rollout of a new application and explaining its impact on different teams

• Helping integrate data between two systems using Power Automate or built-in connectors

• Advising a colleague on how to use a new tool without affecting their existing processes

• Setting up mailbox rules to manage communications during an application migration

• Documenting how different applications interact and sharing this with stakeholders

Common Gaps and Misconceptions

• Thinking each department works in isolation—changes in one system often affect others

• Ignoring the need for training when introducing new applications

• Believing integration is automatic—manual configuration or automation may be needed

• Not considering data security and compliance when linking systems

Links to Resources and Tools

• Microsoft Learn: Application Integration Basics

• Intro to Power Automate for Cross-System Workflows

• How to Create Outlook Mailbox Rules

• Podcast: Managing Digital Change Across Business Functions (Insert your podcast link here)

Why It Matters

• Ensures smooth operations across departments

• Reduces duplication and errors by integrating systems

• Improves user experience and productivity

Portfolio Evidence Ideas

• Screenshots of:

  • A Power Automate flow linking two applications

  • Documentation showing how applications interact

  • Mailbox rules for managing migration-related emails

• A short write-up explaining how you supported a cross-functional application change

EPA-Style Questions

• Why is it important to consider stakeholders when introducing new applications?

• Can you give an example of how you helped integrate or support multiple systems?

• What are the risks of poor application integration?

Embedded Topics

• Equality & Diversity: Ensuring all stakeholders receive training and support

• Sustainability: Reducing duplication and waste through integrated systems

• British Values: Promoting fairness and transparency during digital change