Student Guide BSBMGT515: Manage operational plan Units of Competency This module is comprised of the following unit of competency: BSBMGT515: Manage Operational Plan Elements of competence 1. Develop operational plan. 2. Plan and manage resource acquisition 3. Monitor and review operational performance.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 2 Contents Module description.......................................................................................................................... 4 Learning outcomes...................................................................................................................... 4 Teaching program....................................................................................................................... 4 Course requirements................................................................................................................... 4 Assessment methods and tasks.................................................................................................. 4 Assessment details ..................................................................................................................... 5 Assessment Task 1: Develop an operational plan ..................................................................... 6 Performance objective ................................................................................................................ 6 Assessment description .............................................................................................................. 6 Procedure ................................................................................................................................... 6 Specifications.............................................................................................................................. 6 Assessment Task 2: Develop a recruitment strategy................................................................. 7 Performance objective ................................................................................................................ 7 Assessment description .............................................................................................................. 7 Procedure ................................................................................................................................... 7 Specifications.............................................................................................................................. 7 Assessment Task 3: Acquire physical resources ...................................................................... 8 Performance objective ................................................................................................................ 8 Assessment description .............................................................................................................. 8 Procedure ................................................................................................................................... 8 Specifications.............................................................................................................................. 8 Assessment Task 4: Monitor and review operational performance ........................................ 10 Performance objective .............................................................................................................. 10 Assessment description ............................................................................................................ 10 Procedure ................................................................................................................................. 10 Specifications............................................................................................................................ 10 Assessment Task 5: Make recommendations .......................................................................... 11 Performance objective .............................................................................................................. 11 Assessment description ............................................................................................................ 11 Procedure ................................................................................................................................. 11 Specifications............................................................................................................................ 11 Assessment Task 6: Coaching plans ........................................................................................ 12 Performance objective .............................................................................................................. 12 Assessment description ............................................................................................................ 12 Procedure ................................................................................................................................. 12 Specifications............................................................................................................................ 12 Assessment Task 6: Coaching plans: Learner Evaluation Form............................................. 13 References ................................................................................................................................... 15 Weekly schedule........................................................................................................................... 15 Appendix 1.................................................................................................................................... 17BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 3 Appendix 2.................................................................................................................................... 20 Appendix 3.................................................................................................................................... 21BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 4 Module description In this module, skills and knowledge as well as the performance outcomes required to develop and monitor implementation of the operational plan to provide efficient and effective workplace practices within an organisation’s productivity and profitability plans are covered. Management at a strategic level requires systems and procedures to be developed and implemented to facilitate the organisation’s operational plan Learning outcomes Upon successful completion of this module, students will have an understanding of how to develop and implement an operational plan to ensure that the objectives and strategies outlined in the strategic and/or business plan may be developed by a strategic planning unit Teaching program This module consists of eighty (80) hours of class. Eight (8) hours per week for one term of ten (10) weeks. Course requirements To be assessed as competent for this unit of competency you must be able to do the following:  Demonstrate understanding of all learning outcomes  Successfully complete and submit all assessment tasks as requested Assessment methods and tasks Methods of assessment Through consultation with industry, the following assessment methods have been deemed appropriate for this unit. Project work Learners are required to review an organisation’s business plan to complete an operational plan. Then develop a recruitment strategy to meet the human resource requirements of the operational plan It requires learners to identify areas of non-performance of an operational plan and make recommendations to improve performance, and requires learners to identify a coaching need, develop a plan and implement that coaching plan. Written report This assessment requires learners to develop a strategy to monitor and review and report on the performance of an operational plan within an organisation. Learners are required to complete an analysis of physical resources and their acquisition methods and make recommendations for changes to acquisition methods where a more beneficial option is identified.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 5 Assessment details Assessment Due Assessment Task 1 Develop an Operational Plan - project Week 1 Assessment Task 2 Develop a Recruitment Strategy - project Week 3 Assessment Task 3 Acquire Physical Resources – written report Week 3 Assessment Task 4 Monitor and Review Operational Performance – written report Week 4 Assessment Task 5 Make Recommendations – written report Week 5 Assessment Task 6 Coaching Plans - project Week 5BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 6 Assessment Task 1: Develop an operational plan Candidate’s Name Phone No. Assessor’s Name Phone No. Assessment Site Assessment Date/s Time/s The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective To develop an operational plan to deliver organisation business goals and objectives Assessment description Learners are required to review an organisation’s business plan to complete an operational plan using a case study. Procedure 1. To complete this assessment you will use the simulated organisation information provided in Appendix 1 2. Use the simulated business plan provided and review the information contained in the plan. 3. Complete a consultation strategy that details who you would consult with, why you would consult with them and the method of consultation. 4. Complete an operational plan using the provided template/format or your own template/format. 5. Obtain sign off from key stakeholders by obtaining their signature on the completed operational plan. (Who in the business would need to sign off the plan) Specifications What the assessor is looking for;  copy of a consultation strategy that details all of the people you would consult with, why you would consult with them and the proposed method of the consultation  The operational plan must include the following information: o Business goal: demonstrating an understanding of the organisations business goals and objectives. o Objectives: understanding of what will be achieved through the implementation of the operational plan. o Strategy: clear vision of the overall strategy for achieving the objective.  Key actions: understanding of the key tasks required for implementing the plan including: o deliverables o person responsible o timeline o budget o resource requirements  Key performance indicators: demonstrated use of SMARTT KPIs.  Contingency plans: demonstrated understanding of risks and identification of appropriate solutions.  Outcome: clear vision of the expected outcome that demonstrates achievement of the strategy.  Approvals: demonstrated understanding of the organisations operational plan approval process.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 7 Assessment Task 2: Develop a recruitment strategy Candidate’s Name Phone No. Assessor’s Name Phone No. Assessment Site Assessment Date/s Time/s The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective Develop a recruitment strategy; to meet the human resource requirements, of the organisational operational plan. Assessment description Learners are required to develop a recruitment strategy to acquire the human resources identified in their operational plan completed in Assessment 1 Procedure 1. Review the operational plan completed for Assessment 1 to determine the human resource requirements. 2. Review the organisation’s recruitment and selection policies and procedures. 3. Develop a recruitment strategy that adheres to the organisation’s recruitment and selection policies and procedures, to acquire the required human resources. Specifications Your assessor will be looking for:  Identification of human resource requirements including: o number of resources required o full time or part time hours o permanent or casual employment o required start date o expected length of employment o skills required to perform in the role o training you are able to provide o qualifications required o pay levels  A documented strategy for each of the following: o sourcing candidates o assessing candidates o inducting and training candidatesBSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 8 Assessment Task 3: Acquire physical resources Candidate’s Name Phone No. Assessor’s Name Phone No. Assessment Site Assessment Date/s Time/s The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective The candidate is to complete an analysis of the organisation’s physical resources and acquisition methods. Assessment description Learners are required to complete an analysis of physical resources and their acquisition methods and to make recommendations for changes to acquisition methods where a more beneficial option is identified. Procedure 1. Identify ten physical resources within your organisation or another organisation. See Appendix 2 2. Complete the table provided below 3. Make recommendations for changing acquisition methods where you identify a change could be beneficial to the organisation. Specifications Your assessor will be looking for:  Demonstrated understanding of the types of physical resources.  Demonstrated understanding of the different methods of acquiring resources.  Evidence of understanding the different organisational situations that impact the decision as to which acquisition method should be used.  Ability to analyse physical resources and how they have been acquired and to make recommendations that could benefit the organisation.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 9 Organisational physical resources analysis Learner Name: Organisation: The Office Assistant Resource Current method of acquisition Recommended method of acquisition Comment as to why no change is recommended or why you recommend a change in the acquisition methodBSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 10 Assessment Task 4: Monitor and review operational performance Candidate’s Name Phone No. Assessor’s Name Phone No. Assessment Site Assessment Date/s Time/s The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective Monitor and review the performance of operational plans. Assessment description This assessment requires learners to develop a strategy to monitor and review and report on the performance of an operational plan within an organisation. Procedure 1. Using the operational plan you completed in Assessment Task 1 develop a review strategy for monitoring the performance of the plan. 2. Identify the appropriate personnel you would be required to consult to obtain all of the information you require to complete the review. 3. Develop a template for recording the performance of the plan and describe how this template will assist you with monitoring the performance of the plan. Specifications What the assessor is looking for:  A brief description of the operational plan that you are reviewing including: ○ an overview of the plan ○ a description of the type of plan and the objective ○ KPIs used to measure the performance of the plan.  A consultation strategy that demonstrates an understanding of others that need to be consulted with to obtain the information required to complete a comprehensive review. ○ A report template that demonstrates a review of the performance of the operational plan with regards to the following questions: ○ Is the plan on track to achieve milestones on time? ○ Is the plan spending to date within budget? ○ Are the milestone activities being completed as per the plan detail? ○ Are the KPIs on track to being achieved? ○ Are resources being utilised effectively, economically and safely?  A report template that clearly identifies areas of non-performanceBSB51915 Diploma of Leadership and Management BSBFIA401 Prepare financial reports - Assessor Guide - Reviewed October 2015 11 Assessment Task 5: Make recommendations Candidate’s Name Phone No. Assessor’s Name Phone No. Assessment Site Assessment Date/s Time/s The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective Make recommendations to improve the performance of an operational plan. Assessment description This assessment requires learners to identify areas of non-performance of an operational plan and make recommendations to improve performance. Procedure 1. Using the simulated organisation information provided in Appendix 3 identify three areas of non-performance. 2. Develop recommendations to address these areas of non-performance. 3. Prepare a report to be submitted to have your recommendations approved Specifications What the assessor is looking for:  Identification of areas of non-performance.  Recommendations are appropriate for the area of non-performance.  Recommendations clearly state: o what the issue is o how you identified the issue o what course of action you are recommending o how your recommendations specifically addresses the issue  A report that clearly presents the areas of non-performance and recommendations.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 12 Assessment Task 6: Coaching plans Candidate’s Name Phone No. Assessor’s Name Phone No. Assessment Site Assessment Date/s Time/s The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective Develop and implement a coaching plan to develop the skills of an individual. Assessment description This assessment requires learners to identify a coaching need, develop a plan and implement that coaching plan. Procedure 1. Identify a coaching need either inside or outside of the workplace. 2. Develop a coaching plan to address that need. 3. Coach an individual using that plan. 4. Have the individual complete the evaluation form provided. Specifications What the assessor is looking for:  Completion of coaching plan.  Feedback from learner regarding whether or not the session was: o well planned and structured o easy to follow o adequate time to practice was allowed o and that feedback provided by facilitator was useful and assisted in the learning process.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 13 Assessment Task 6: Coaching plans: Learner Evaluation Form To be completed by the individual that the coaching session is completed for. Learner name: Coach name: Coaching skills Y/N Comments Introduction Introduced self and qualifications. Introduced the purpose of the coaching session (clear objective determined). Explained the learning process. Demonstration Presented in a logical order. Delivery method appropriate to the subject. Content relevant to the achievement of the objective. Content matched to learner’s level of skill and experience. Learner’s interest levels maintained. Practice Learner given appropriate time to practice. Provided tips throughout the practice phase. Feedback Relevant and meaningful feedback provided. Encouragement provided. Timing Session delivered in required time frame. Voice/language Tone varied and interesting to listen to. Pace – too fast/too slow? Used appropriate language/grammar.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 14 Body language Maintained eye contact. Used gestures to emphasise key points. Avoided distracting mannerisms. Looked comfortable and in control. Resources Used resources effectively to assist with the learning and understanding. Used notes appropriately. General commentsBSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 15 References  Sampson, D. & Daft, R. (2012) “Fundamentals of Management Asia Pacific Edition”. 4th edition. Cengage Learning.  Bartol, K. Tien, M. Matthews, G & Sharma, B (2010) “Management, A Pacific Rim Focus” 6th edition. McGraw Hill Students should also use resources such as “The Age” newspaper, Financial Review as well as magazine publications such as “BRW Weekly schedule WEEK TOPICS 1 Course Introduction (PowerPoint Lesson 1) ● What is an operational plan Develop Operational plan • The main aspects of a plan • Summary of sections Assessment 1 – Develop Operational Plan 2 Develop Operational plan (PowerPoint Lesson 2 – Slides 1-11)  Key performance indicators  Contingency plans Assessment 1 – Develop Operational Plan 3 Develop Operational plan (PowerPoint Lesson 2 – Slides 12-16)  Presentation options  Approval process Assessment 1 – Develop Operational Plan – due Assessment 2 – Develop a Recruitment Strategy 4 Plan and manage resource acquisition (PowerPoint Lesson 3)  Human resources needs, recruitment, induction Assessment 2 – Develop a Recruitment Strategy Assessment 3 – Acquire physical resources 5 Plan and manage resource acquisition (PowerPoint Lesson 4)  Physical resources, needs, methods of acquiring,  Prioritising resource requirement - budgeting Assessment 2 – Develop a Recruitment Strategy Assessment 3 – Acquire physical resources 6 Monitor and review (PowerPoint Lesson 5 – Slides 1-12)  Develop systems to assess progress Assessment 2 – Develop a Recruitment Strategy - due Assessment 3 – Acquire physical resources – due Assessment 4 Monitor and review operational performanceBSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 16 7 Monitor and review (PowerPoint Lesson 2 – Slides 13-34)  Analyse and review budget to actual cost  Identify areas of underperformance – recommend solutions Assessment 4 Monitor and review operational performance Assessment 5 Make recommendations 8 Monitor and review (PowerPoint Lesson 6 – Slides 1-12)  Mentoring and coaching  Support teams and individuals to perform tasks Assessment 4 Monitor and review operational performance - due Assessment 5 Make recommendations Assessment 6 Coaching plan 9 Monitor and review (PowerPoint Lesson 6 – Slides 13-24)  Negotiate variations to operational plan Policies and procedures for record management Assessment 5 Make recommendations Assessment 6 Coaching plan 10 Review and complete assessments Assessment 5 Make recommendations - due Assessment 6 Coaching plan - dueBSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 17 Appendix 1 Case study business information: The Office Assistant The Office Assistant’ is a retail store that sells office products and services. The company has 25 stores around Australia. Key products include:  office supplies  ink and toner needs  electrical equipment  office furniture Key services include:  photocopying  printing  equipment hire  packaging and posting services Business plan The organisation has a strategic objective to grow the services component of their business in the next twelve months. Their objective is to increase services sales by 10% by 30 June 201X. The senior management team has advised all store managers that they are responsible for developing and implementing an operational plan that will deliver this increase in sales for their store. The business has advised the store managers that they must complete an operational plan to achieve sales growth of 10% and submit this plan for approval before implementing.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 18 Additional information Your operational plan should include:  The expansion of services to include graphic design services.  Acquisition of additional printer, photocopier and delivery van to provide for the increase in sales.  Reorganisation of fixtures and fitting within the store to make space for the new equipment.  Multi-skilling of current retail product staff to include service knowledge.  Increase in human resource requirements as follows: Number of additional resources required. Ten full time equivalent employees. Full time or part time hours. Full time and part time hours. Permanent or casual employment. Permanent and casual. Required start date. 1 February 201X. Expect length of employment. On-going. Skills required for the role.  customer service  communication  numeracy  knowledge of office products and services  graphic design (for 4 FTE only) Training to be provided. Product and service knowledge. Qualifications required. Formal graphic design qualifications for 4 FTE. Pay levels. Retail assistant – $14 - $20 per hour (plus 25% loading for casual employees). Graphic designer - $22 – 25 per hour (plus 25% loading for casual employees). Note: as this is a simulated activity you are permitted to make up additional information to complete your operational plan. Recruitment and selection policies and procedures This policy covers the way in which recruitment and selection is to be conducted at The Office Assistant. It provides information about how we recruit, including our employment value proposition and legal requirements. Who does this policy apply to? This policy applies to all employees in both the support office and stores across Australia. Responsibilities When recruiting new hires you must ensure that you treat all candidates fairly throughout each step of the process. There are also specific legal requirements you must comply with, including equal employment opportunity and anti-discrimination legislation.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 19 Permanent recruitment All permanent employees are to be recruited as per the following process: Develop a job description All vacancies must have a documented job description prior to advertisement. Advertise the vacancy All vacancies are to be advertised internally. External advertisements can occur at the same time as internal advertisements. Approved company branding must be used on all external advertisements. Short list applicants An applicant short list must be completed within one week of application closing date. All unsuccessful external applicants must be advised of the outcome of their application via email or letter with two weeks of the application closing date. All unsuccessful internal candidates must be provided with feedback as to why their application did not progress to the interview stage within two weeks of the application closing date. Conduct interviews All interviews must be conducted at support office or in the store. All interviews must be completed using a behavioural interview guide. All unsuccessful candidates, internal and external, must be advised verbally regarding the outcome of their interview. Unsuccessful internal candidates must be given feedback as to why their application has been unsuccessful. Testing All retail service assistants and support office administration applicants are to complete the company aptitude test and must score 80% or more to be employed. All support office management and store management staff must complete the company psychometric test and must score 90% or more to be employed. Reference checks All applicants must have two reference checks, from employment in the last three years, prior to hire. Privacy You must keep all information about candidates confidential and store the information in a secure place. Also, you must only use the information you collect from a candidate to help you make a decision about whether or not to recruit a candidate. Recruiting people with a disability For some people with a disability, we may need to make changes to our workplace so that they can perform their job to their full potential. We may need to adjust the workplace or provide a special tool or technology. You should contact human resources should you have a requirement to make modifications to the workplace or equipment. Information for employees applying for roles All opportunities are advertised on the company intranet home page and are updated weekly. You are encouraged to be responsible for your own career development and apply for roles you are interested in.BSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 20 Appendix 2 Organisational physical resources analysis Learner Name Organisation: The Office Assistant Resource Current method of acquisition Recommended method of acquisition Comment as to why no change is recommended or why you recommend a change in the acquisition method Assessor comments Office computer Purchase Office desk and chair Purchase Office stationery Purchase Registers Finance lease Delivery van Finance lease Store colour photocopiers x 5 Operating lease Store colour printers x 5 Operating lease Staff room fridge Rent Staff room table and ten chairs Rent Store stock PurchaseBSB51915 Diploma of Leadership and Management BSBMGT517 Manage Operational Plan – Student Guide – reviewed January 2016 21 Appendix 3 The Hillsdale store Karen is the store manager of the Hillsdale store. When completing her operational plan for her store to achieve 10% sales growth she identified the following KPIs to measure the performance of her plan. 1. Services sales increase by at least 10% by 30 June 201X. 2. All staff to be trained in selling services program by 31 March 201X. 3. All new employees to have completed the store two day induction program within one month of commencement of employment. 4. Customer feedback forms, for customers who use store services, to be developed and implemented by 31 January 201X. 5. Services sales review and reporting tool to be developed and implemented by 31 January 201X. After completing her monthly monitoring activities for the month of January 201X Karen has recorded the following achievement against the KPIs:  Sales to date have increased by 5%.  Ten out 45 staff have completed selling services program. Upon investigation Karen finds that the program is only run Monday to Friday between 9am and 5pm. Most of Karen’s staff are part time and casual and work the afternoon, evening and weekend shift and therefore they are not able to attend the session.  All new employees have completed the store induction however it has resulted in Karen’s wages budget being consistently overspent to cover the wages of staff when attending the induction.  Customer feedback forms have not been developed and implemented.  Service sales review and reporting tool has been developed and implemented and is provided very useful information regarding services sales. For example most sales occur outside of business hours and with the average sales value $25.00.