Management

 

Contents
Assessment 2

Introduction

The assessment tasks for BSBOPS502 Manage business operational plans are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course.
Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Business Works Student User Guide. The Student User Guide provides important information for you relating to completing assessment successfully.
Assessment for this unit
BSBOPS502 Manage business operational plans describes the performance outcomes, skills and knowledge required to This unit describes the skills and knowledge required to undertake a minor project or a section of a larger project. It covers developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application to future projects.
For you to be assessed as competent, you must successfully complete two assessment tasks:
⦁ Assessment Task 1: Knowledge questions – You must answer all questions correctly.
⦁ Assessment Task 2: Project – You must work through a range of activities and complete a project portfolio.

Assessment Task 2: Project Portfolio

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.
You will need access to:
⦁ a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access
⦁ your learning resources and other information for reference
⦁ Project Portfolio template
⦁ Simulation Pack (if you need a case study).
Ensure that you:
⦁ review the advice to students regarding responding to written tasks in the Business Works Student User Guide
⦁ comply with the due date for assessment which your assessor will provide
⦁ adhere with your RTO’s submission guidelines
⦁ answer all questions completely and correctly
⦁ submit work which is original and, where necessary, properly referenced
⦁ submit a completed cover sheet with your work
⦁ avoid sharing your answers with other students.

Assessment information
Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:
⦁ where this task should be completed
⦁ how your assessment should be submitted.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.

Activities
Complete the following activities:
⦁ Carefully read the following:
This project requires you to develop and manage an operational plan for one business or work area by:
⦁ sourcing information relevant to your work area/business and its related operational plan.
⦁ consulting with others to develop and approve an operational and contingency plan.
⦁ managing resource acquisition and performance according to organisational policies and procedures.
⦁ addressing underperformance.
⦁ negotiating and approving variations to the operational plan.
Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, we are giving you the choice to base this project on your own business, one you work in or a familiar with, or you can use the case study provided. This will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way to your own situation!
It is important that you are able to access enough information for your chosen business in order to be able to do your assessment. As a minimum this should include organisational policies and procedures related to operational plans. You will also need data to review and assess operational progress in step 5.
Relevant policies and procedures may include:
⦁ Recruitment, Induction and Development
⦁ Procurement and Suppliers
⦁ Reporting and Documenting
⦁ Hierarchy of control/ Approval
⦁ Any other relevant policies and procedures.
You will need to communicate with people who work for, or are involved, in this business or work area several times. Your communication may be either directly with actual staff members or fellow students/your assessor can play the roles of relevant people/parties. Communication can be in any appropriate format (e.g. face to face, video conference, email) as long as it meets the requirements outlined in the Project Portfolio.
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below.
⦁ Preparation
Make sure you are familiar with the organisation you are basing this assessment on and have read through the necessary background information. For the case study business, this is all of the documents included in the Simulation Pack.
If it’s your own business or a business where you are working or are familiar with, have your business approved by your assessor and identify a work area to develop an operational plan for.
If you are using the case study, you will assume the role of sales manager and develop an operational plan for the approved business model “develop a cloud-based solution”.
Complete Page 4 of your Project Portfolio for this unit.
Read through the requirements of Section 1, 2 and 3 of your Project Portfolio.
⦁ Planning for an operational plan
Complete Section 1 of your Project Portfolio.
To complete Section 1, you need to:
⦁ source information relevant to the development of an operational plan for your work area, including stakeholders, legislative, organisational, financial and intellectual property requirements.
⦁ identify potential activities and resource requirements (including their financial implications and KPIs) for the operational plan (include at least one human resource and one physical resource).
⦁ identify data security issues.
Make sure you have answered all questions in Section 1. Submit to your assessor for review.
You are also required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in Section 1 of the Project Portfolio and make sure you attach these upon submission.
You will use the work done in this section of the Portfolio to consult with others and lead teamwork to develop an operational plan in the next activity. In preparation, read through step 4.
⦁ Developing an operational plan
Meet with at least two of the stakeholders you identified as part of Section 1 of your Project Portfolio. One of the stakeholders must be a client.
Consult with stakeholders to agree on activities, resources, timeframes, KPIs and monitoring processes.
This meeting should take 20 minutes.
This meeting may take place with actual people who work for/are associated with your chosen business. Alternatively, classmates or your assessor may play the role of one or more team members.
This can either be viewed in person by your assessor or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions below and meet the timeframes allocated. If this session is not viewed in person by your assessor, you will attach proof of the meeting to Section 2 of your Project Portfolio.
As part of this meeting, you are required to demonstrate your ability to:
⦁ take a leadership role in the meeting
⦁ facilitate effective group interaction
⦁ influence the direction of the discussion
⦁ present information using appropriate style, language, register and vocabulary
⦁ listen to others and comprehend what they’re saying
⦁ seek advice, feedback and support.
You will be assessed on this.
Complete Section 2 of your Project Portfolio.
To complete Section 2, you need to:
⦁ develop and approve an operational and contingency plan.
⦁ document resource requirements.
Approval can be sought in any way as long as you adhere to any organisational communication and approval requirements.
Approval may for example be:
⦁ question and answer session (each stakeholder has a copy of the operational plan)
⦁ executive team meeting
⦁ email requesting approval
⦁ updated project schedule
Explain your operational plan to relevant work team(s). Meet with at least one stakeholder who is a co-worker and part of a team who will be responsible for an activity in the operational plan.
This meeting should take 20 minutes.
This meeting may take place with actual people who work for/are associated with your chosen business. Alternatively, classmates or your assessor may play the role of one or more team members.
This can either be viewed in person by your assessor or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions below and meet the timeframes allocated. If this session is not viewed in person by your assessor, you will attach proof of the meeting to Section 2 of your Project Portfolio.
As part of this meeting, you are required to demonstrate your ability to:
⦁ take a leadership role in the meeting
⦁ present information using appropriate style, language, register and vocabulary
You will be assessed on this.
Make sure you have answered all questions in Section 2. Submit to your assessor for review.
You are also required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in Section 2 of the Project Portfolio and make sure you attach these upon submission.
⦁ Managing operational performance
Assume a period of time has passed.
If you are basing this on your own business, make sure you have data (that shows underperformance) available for the activity/KPI you selected to monitor.
If you are basing this on the case study, assume:
⦁ invoices show that the advertising consultant has spent more than what was budgeted for.
⦁ a project schedule shows the advertising consultant is still delivering within agreed timeframes.
Complete Section 3 of your Project Portfolio.
To complete Section 3, you need to:
⦁ confirm resources were acquired following organisational policy, practices and procedures.
⦁ incorporate intellectual property rights and responsibilities (e.g. via memo to staff).
⦁ plan and implement the monitoring and documentation of the performance for one activity.
⦁ assess the progress performance of the activity (using relevant data).
⦁ address the underperformance of a human or physical resource (at least one resource) and confirm support.
Meet with relevant stakeholders to discuss underperformance and negotiate variations to the operational plan. Meet with at least one of the stakeholders you identified as part of Section 1 of your Project Portfolio who is associated with the underperformance.
Negotiate with stakeholder(s) to:
⦁ establish reasons and solutions for underperformance.
⦁ negotiate variations to the operational plan required due to the underperformance.
⦁ establish support requirements.

This meeting and negotiation should take 10 minutes.
This meeting and negotiation may take place with actual people who work for/are associated with your chosen business. Alternatively, classmates or your assessor may play the role of one or more team members.
This can either be viewed in person by your assessor or you may like to video record the session for your assessor to watch later. Your assessor can provide you with more details at this step. Make sure you follow the instructions below and meet the timeframes allocated. If this session is not viewed in person by your assessor, you will attach proof of the meeting to Section 3 of your Project Portfolio.
As part of this meeting, you are required to demonstrate your ability to:
⦁ take a leadership role in the meeting
⦁ facilitate effective group interaction
⦁ influence the direction of the discussion
⦁ present information using appropriate style, language, register and vocabulary
⦁ listen to others and comprehend what they’re saying.
You will be assessed on this.

Make sure you have answered all questions in Section 3.
You are also required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in Section 3 of the Project Portfolio and make sure you attach these upon submission.
⦁ Submit your completed Project Portfolio
Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments as indicated.

Student name:
Assessor:
Date:
Name of project:

Task 1: Planning for an operational plan

About the organisation
Provide an overview of the organisation and product/services/programs. Insert a screenshot from the Mural activity we did in class for this section, or paste the Google Drive link to the image of your Mural screenshot.

 

 

 

 

 

 

 

Describe the key functions and activities of the work area you will develop an operational plan for.
Briefly describe at least two objectives outlined in the strategic plan (if there is no strategic plan for your business, develop two objectives for your work area or business).

Describe your job role.
Explain how your job role contributes to the broader goals of the business or work area.
Source information
Identify stakeholders who will contribute to the operational plan and provide relevant approvals:
⦁ Who are they (consider escalation, specialist resource manager, colleague, client)?
⦁ What contribution will they make?
⦁ What will they approve (if relevant)?
Identify and summarise any legislation relevant to the operational plan you develop.
Identify and summarise any organisational policies and procedures relevant to the operational plan you develop.
Summarise the financial information (e.g. budget and forecast) that will inform spending. List at least 5 stakeholders in your operational plan.
Who? What – contribution will they make? What – will they approve (if relevant)?

List at least 2 legislations relevant to the operational plan you develop.

Legislations
1.
2.

Insert Google Drive links to any policies & procedures relevant to your operational plan below.

 

Insert Google Drive links or a screenshot to your financial reports below.

 

Identify potential activities
What potential activities are required to address the objectives (at least three per objective)?
What are your suggested time frames for each activity?
Who will be responsible for the completion of each activity?
Establish potential human resource requirements
For each potential activity in the operational plan, list the human resources required (at least one new human resource should be required).
For each human resource:
⦁ research and summarise information on resource options and how the resource may be sourced (e.g. can internal staff do the job, are consultants required etc.?).
⦁ analyse options and choose one.
⦁ explain how the resource will be recruited and inducted following policy and procedure.
⦁ explain any financial implications (e.g. approval required, amount to be budgeted for etc.).
⦁ explain any Intellectual Property (IP) requirements, rights and responsibilities linked to the resource.
Establish potential physical resource requirements
Use the information from your research and knowledge of your work area.
For each potential activity in the operational plan, list the physical resources required (identify at least one).
For each physical resource:
⦁ research and summarise information on resource alternatives (e.g. RPA vs human input)
⦁ analyse options and choose best one
⦁ explain how the resource will be obtained/purchased following policy and procedures
⦁ explain any financial implications (e.g. approval required, amount to be budgeted for etc.)
⦁ explain any Intellectual Property (IP) requirements, rights and responsibilities linked to the resource (other than those already considered).
Establish potential KPIs
For each activity, establish measurable KPIs.
Show how you approached establishing the KPIs in a mathematical way using problem-solving.
How do the KPIs reflect financial requirements?
List ways to monitor the KPIs.
Identify data security issues
Identify any data security requirements or issues associated with the activities.
Attach: Proof of policies and procedures relevant to work area and/or operational plan ☐
Proof of financial information and relevant calculations (e.g. budget, graphs) ☐

Task 2: Developing an operational plan

Consult with others
Summarise the outcomes of your meeting with relevant stakeholders:
⦁ Which stakeholders did you consult with?
⦁ Why were these stakeholders part of the consultation process?
⦁ Were any changes to your suggested activities, resources, timeframes, KPIs and monitoring processes requested?
Describe how you collaborated to achieve joint outcomes.
How did you seek feedback, advice and support?

Develop an operational plan.
Use the information you’ve completed in this section so far to develop your operational plan (if your organisation has specific templates or document requirements follow those and attach proof of your operational plan to this section of the portfolio otherwise use the table below).

Objective Activity/
strategy to achieve objective Person responsible for completion Timeline Resources required KPI Budget
Objective selected from strategic plan Activity required to realise objective
Person responsible for the activity’s successful completion When must the activity be completed by or during which period is it to be completed Human and physical resources required to complete activity KPI to measure and monitor success of the activity

Develop a contingency plan.
Activity/strategy to achieve objective Potential risks Planned Response
Activity required to realise objective Risk associated with the activity How you will mitigate the risk

 

Approve plan
Follow organisational policies and procedures to seek approval for your operational plan:
⦁ Who will you seek approval from?
⦁ How will you seek approval?
Attach proof of approval (e.g. minutes of executive team meeting, draft email) to this section of the portfolio.
Document resource requirements
Document the resource requirements (following organisational policy and procedures).
Attach proof to this section of the portfolio.
Explain plan to team
Attach proof to this section of the portfolio (if not already viewed in person by the assessor).
Attach: Proof of stakeholder meeting (if relevant) ☐
Documented resource requirements ☐
Operational plan (if you did not use the provided table) ☐
Contingency plan (if you did not use the provided table) ☐
Proof of operational plan approval ☐
Explanation to team (if relevant) ☐

Task 3: Managing operational performance

Confirm human resource acquisition
Confirm that any new staff members required to complete the activities in the operational plan were recruited and inducted according to the organisation’s policies, practices and procedures (e.g. via email, face-to-face conversation, survey etc.)
Attach proof to this section of the portfolio.
Confirm physical resource acquisition
Confirm that any new physical resources and services required to complete the activities in the operational plan were acquired according to the organisation’s policies, practices and procedures (e.g. via email, face-to-face conversation, invoices, quotes etc.)
Attach proof to this section of the portfolio.

 

 

Incorporate Intellectual Property (IP) requirements
Take necessary steps to ensure any IP requirements (established in Section 1 of your Project Portfolio) are incorporated in the execution of activities (e.g. memo to staff, contractual agreement, email to include it in induction process etc.)
Plan and implement monitoring
Choose one activity and its related KPI.
Establish a process that can be used to monitor and document performance of the KPI (either using a flowchart or words).
Implement the process (e.g. by placing a poster in the office, sending an email etc.)
Attach proof of your implementation to this section of your portfolio.
Assess progress
Assess and document the progress of the activity you selected to monitor in the previous step (use the data showing underperformance).
You may consider:
⦁ Is it likely to be completed within the timeframe set?
⦁ Will it meet the budget?
⦁ Are any additional resources required?
⦁ Are any resources under-performing (identify at least one)?
Attach relevant data/proof of progress to this section of your portfolio.
Attach documented performance to this section of your portfolio.
Negotiate and approve variations
Summarise the outcomes of your negotiations with relevant stakeholders:
⦁ Who was part of the negotiation?
⦁ What are reasons for underperformance and how can it be solved?
⦁ What did you negotiate (e.g. adjusted timeframe to allow for additional training)?
⦁ How can you support the resource going forward?
⦁ Which variations were approved?
Attach proof of your negotiation to this section of your portfolio (if not already viewed in person by your assessor).
Approve variations.
Gain approval from relevant stakeholders for the negotiated variation(s).
Attach proof to this section of your portfolio (e.g. minutes of executive team meeting, email etc.).
Address underperformance
Confirm that support is provided where necessary according to policy and procedures (e.g. email to arrange training).
Attach proof of confirmed support to this section of your portfolio.
Attach: Proof to confirm recruitment and induction processes ☐
Proof to confirm physical resource acquisition processes ☐
Proof of incorporated IP requirements ☐
Proof of implementation of monitoring process ☐
Proof of data/progress (if relevant) ☐
Documented performance ☐
Proof of negotiation (if relevant) ☐
Proof of approval ☐
Proof to confirm additional support ☐