BSBMGT517 Manage Operational Plan Assessments

BSBMGT517

Manage Operational Plan

INTRODUCTION

This assessment booklet and tools has been designed for students undertaking face to face mode of study to provide information before students take assessments and contains assessment tools to assess the skills and knowledge required from students to be deemed competent in this unit.

This booklet might not be suitable for students taking other modes of study e.g. online or work based.

Please read all the information given to you by the assessor and when you receive this assessment booklet. If you do not understand any part of this booklet, please inform your assessor/trainer.

This unit describes the skills and knowledge required to develop and monitor implementation of the operational plan to provide efficient and effective workplace practices within the organisation’s productivity and profitability plans. Management at a strategic level requires systems and procedures to be developed and implemented to facilitate the organisation’s operational plan. This unit applies to individuals who manage the work of others and operate within the parameters of a broader strategic and/or business plan.

No licensing, legislative or certification requirements apply to this unit at the time of publication.

Purpose of assessment

The purpose of assessment is to determine competency in the unit BSBMGT517 Manage Operational Plan

Elements

1. Develop operational plan
2. Plan and manage resource acquisition
3. Monitor and review operational performance

Performance evidence

Evidence of the ability to:

• develop and implement an operational plan using a variety of information sources and consultation (including using specialist advice if required) which includes:
• resource requirements
• key performance indicators
• monitoring processes
• contingency plans
• communicate effectively with relevant stakeholders to explain the plan and supporting information, seek approvals, negotiate variations, and engage work teams
• develop and implement strategies to achieve the operational plan within the organisation’s policies, practices and procedures including:
• recruiting, inducting, and developing personnel
• acquiring physical resources and services
• protecting intellectual property

• making variations to the plan
• monitoring and documenting

Knowledge Evidence

To complete the unit requirements safely and effectively, the individual must:

• describe models and methods for operational plans
• explain the role of an operational plan in achieving the organisation’s objectives
• explain budgeting processes
• list alternative approaches to developing key performance indicators to meet business objectives
• outline the legislative and regulatory context relevant to the operational plan of the organisation
• outline the organisation’s policies, practices and procedures that directly relate to the operational

Competency Requirements

To be judged competent in this unit, you will be required to demonstrate all indicators which are shown in the Marking Guide (assessor’s document).

You must satisfactorily complete all assessment tasks to be Competent (C) in the unit. Students with unsatisfactory completion of any of the assignment tasks will be deemed Not Yet Competent (NYC).

Assessors will ensure that the evidence collected meets the requirements of the Rules of Evidence (authentic, current, sufficient, and valid) prior to entering results into the competency record sheet.

Students unsuccessful at achieving “Satisfactory” for any assessment at the first attempt will be given two additional opportunities for reassessment. If the student is still deemed Not Yet Competent (NYC) after two reassessments in a unit of competency student will be required to re-enrol in the unit of competency as per the scheduled delivery of the course. For further details, refer to AIE Training and assessment policy and procedure.

Outline of evidence to be collected

You must submit the following evidence to be marked competent for this unit. Your assessor will ensure that the evidence submitted meets the Rules of Evidence which are valid, sufficient, current and authentic.

Assessment Tasks and Instructions

Assessment Guidelines

Assessment 1: Short Answers

• You are required to answer all
• Read each question Ensure you have provided all required information.
• On completion, submit your assessment via the LMS or to your
• These questions assess the knowledge evidence required for this
• Should you require ‘reasonable adjustment’ to complete this assessment, discuss the options with your assessor prior to attempting the Reasonable adjustment means modifications or changes that give you the same opportunities in training as a person without a disability.
• Your assessor will discuss the conditions of assessment, g., open or closed book, time limits for completion, etc., with you prior to attempting this task.
• To be deemed satisfactory in this task you are required to answer all questions Your assessor will determine how many attempts are allowed for each question.
• You will require access to the learner resource for this unit, the internet and a computer (if submitting via LMS) or a pen (if submitting hard copy).

Questions:

Q1: Write an eight-step process for developing a succinct and practical operational plan.

Q2: The model and method used for operational planning varies depending on the organisation and its goals. List four situations where an operational plan might be used to help the organisation achieve its objectives.

Q3: How does an operational plan benefit your business and help you achieve organisational objectives? List four benefits.

Q4: Why is setting KPIs an effective method of monitoring an operational plan? Give two reasons.

Q5: You can use performance data when developing key performance indicators and monitoring progress towards objectives. List four sources of information you might refer to.

Q6: List three internal personnel you might consult with when developing key performance indicators for your operational plan.

Q7: Your operational plan requires recruitment of five casual employees. What legislation impacts your plan?

Q8: What is a patent and how does it relate to intellectual property laws?

Q9: You’ve found an image on the internet you want to reproduce in your advertising material. Can you use it? Explain your answer.

Q10:  Fill in the blanks using the list of words provided.

Large organisations with formalised policies and procedures are likely to develop  plans and use a format.

Smaller organisations may use a format. These may be supported by other documentation such as and plans.

Some formats are designed to be used as a document throughout the  period of the plan.

budgets working complex structured implementation contingency simpler

Q11:  How can a flowchart assist your planning and organisation when developing an operational plan?

Q12: What physical resources might you need to include in your operational plan budget?

Q13:  There are a range of factors that affect how physical resources are procured. What is the strongest influence in your workplace or training environment?

Q14:  Most organisations have policies and procedures which control how resources are obtained; these are usually their purchasing policies and procedures. They may also have templates for key documentation such as specifications, selection criteria, purchase orders and requisitions. Record two examples of policy or procedural information your likely to find in each of the categories.

Purchasing policy and procedures

Financial policies and procedures

Q15:  Who approves purchase decisions in your workplace or training environment?

Q16:  Outline the features and budgeting processes for a cash flow budget.

Q17:  Briefly describe how budgets are used in operational plans.

Q18:  An establishment currently budgets $2,500 each month for printing and stationery. You want to increase this amount by 3%. How much will you allocate in the new budget?

Q19:  An operational plan details what you want to happen. However, things don’t always go to plan. List five examples of information you might include in a contingency plan to ensure you achieve the organisation’s objectives.

Q20:  Part of the budgeting process involves monitoring results and identifying variances. How are budget variances reported in your workplace or training environment?

In what situations is it favourable to be above budget?

What should you do when you identify an area of underperformance?

INSTRUCTIONS

ASSESSMENT 2 – Project

PART A

• You will require access to the learner resource for this unit, the internet, and a
• You are to answer all
• Read each task and question Ensure you have provided all required information.
• Should you require ‘reasonable adjustment’ to complete this assessment, discuss the options with your assessor prior to attempting the Reasonable adjustment means modifications or changes that give you the same opportunities in training as a person without a disability.
• Your assessor will discuss the conditions of assessment, g., open or closed book, time limits for completion, etc., with you prior to attempting this task.
• To be deemed satisfactory in this task you must complete each project correctly. Your assessor will determine how many attempts you are allowed for each task/question.
• On completion, submit your assessment to your assessor via the

Learner assessment guide and evidence

This assessment requires you to plan, acquire resources for and monitor an operational plan.

You are required to do the following.

• Complete all assessment tasks as listed in each
• Answer all

Learner instructions

This project is made up of three components – Part A, Part B & Part C (refer flow chart). The information provided within this assessment and responses to each assessment task will be used as a basis for completing tasks in Part B and Part C when directed (separate documents).

The whole project is broken down into 12 stages mirroring the process used when planning, implementing, and monitoring an operational plan.

In this assessment, you must complete Stages 1 to 7 (highlighted).

This assessment is based on the organisation Kingfisher Garden Centre. Information about the business is available on the Kingfisher intranet: www.didasko-online.com/kingfisher/index.php. If there is insufficient information about Kingfisher organisational or operational details to allow you to complete an assessment task to the depth of detail you wish, you may make assumptions about Kingfisher’s operations.

However, you must discuss this with your assessor and gain approval prior to commencing the relevant assessment task. Any assumptions about organisational policies or procedures or operational processes which affect the responses to an assessment task must be listed at the start of your assessment.

In this assessment you are required to do the following.

• Read the Project background information contained in your Course files, and the project information provided throughout the assessment and within task
• Access and read all supporting policies and procedures, documentation and templates as listed throughout the
• Complete all tasks in Stages 1 –
  • Stage 1

1.1 requires you to identify all strategies and activities required to achieve planned goals

• Stage 2
• requires you to identify physical resources required to undertake and complete operational plan activities
• requires you to identify consultation processes
• requires you to conduct research into potential suppliers of physical resources
• Stage 3
• requires you to identify human resources required to undertake and complete operational plan activities
• requires you to identify consultation processes
• Stage 4

4.1 requires you to prioritise and sequence the plan’s activities

• Stage 5

5.1 requires you to develop performance indicators for the operational plan’s activities

• Stage 6
• requires you to identify potential risks for an activity
• requires you to develop a contingency plan for one of the identified risks
• Stage 7
• requires you to develop a proposal for the acquisition of a physical resource
• requires you to answer questions about approval processes

• Answer all questions (where applicable) within each assessment task of the
• Submit the following assessment
  • A completed operational plan
  • Flow chart or Gantt chart
  • A contingency plan
  • A written proposal for one type of physical resource
  • Responses to all questions

Stage 1 – Identify operational plan tasks Task 1.1

• Go to your Course files and open Part A Operational plan. Based on the background and additional information provided, start planning how you are going to achieve the operational plan’s
• Save this template
• Complete initial details in Section 1: Overview. This section should be updated as relevant information becomes
• Identify the strategies and actions or activities required to achieve your planned goal and complete the appropriate columns in Section 2: Activities.
• Save your operational plan. You don’t need to submit it

Stage 2 – Identify, research and document physical resource needs Task 2.1 Question and answer

Q1: At this point in the planning process, who do you need to consult about physical resource

requirements needed for your operational plan? Why should they be consulted and what method(s) could you use to consult with them?

Task 2.2

• Using the Project background information provided, and the activities now listed in your operational plan, identify the physical resources required to undertake and complete each activity in the
• You have consulted with both the marketing manager and the team about their physical resource needs. Read the Team meeting consultation and Marketing manager resources email contained in your Project background information
• Then, complete the Resources required column in Section 2: Activities of your operational plan by listing the physical resources required for each
• Save your operational plan. You don’t need to submit it

Task 2.3

• Research potential suppliers of the required physical resources to gain an understanding of the following
  • Options available for each type of physical resource (e.g., types of office desks, photocopiers, computer hardware).
  • Timelines for delivery and installation (if required).
• Researched resource information will be used in 1 and Part B. Timelines for delivery and installation should be included in calculations for Stage 4.1.
• Save the information you have researched. You don’t need to submit anything at this

Stage 3 – Identify and document human resource needs Task 3.1

• Based on the Project background information and additional information provided, identify

the human resources required to undertake and complete each activity in the plan. Human resources can include internal employees and external contractors or service providers.

• Update your operational plan by adding human resource requirements to the Resources required column for each
• Save your operational plan. You don’t need to submit it

Task 3.2: Question and answer

Q1: At this point in the planning process, who do you need to consult about human resource requirements? Who can suggest resources, provide additional information about those you have already identified, or outline how or where they can be acquired? Why should they be consulted and what method(s) could you use to consult with them?

Stage 4 – Develop timelines and prioritise tasks Task 4.1

The National Marketing Manager has established a timeframe for planning, implementing and completing the operational plan. The manager wants all activities and expenses to be finalised by the end of the financial year (30th June) at the very latest.

• Develop a flow chart or Gantt chart which indicates all activities in the operational plan. Clearly identify the critical Refer to Section 1 of the learner guide material on how to develop these charts if unsure.
• Calculate the number of days each activity will take to complete using the weighted formula in your resource – O + (4 x M) + P / 6 = ET. Update Section 2: Activities of your operational plan to show the number of days calculated and anticipated completion dates for each
• Identify either start and completion dates or number of days allocated for each activity on the
• Save your operational plan. You don’t need to submit it

Stage 5 – Establish performance indicators Task 5.1

• Performance indicators allow you to monitor performance, progress towards goals and

outcomes from the operational plan.

• Develop milestones, objectives or key performance indicators (KPIs) for each of the activities in the They must be written using the SMART technique.
• Determine what data sources will be used to measure the KPIs and how they will be
• Update all columns under the Performance measurement heading of Section 3: Performance and risk management of your operational
• Save your operational plan. You don’t need to submit it

Stage 6 – Develop contingency plans Task 6.1

• Choose one activity within the operational plan and identify at least two potential risks which

could impair or disrupt the implementation or completion of the activity. Use the risk priority chart in your resource to determine its risk level.

• Provide details of the potential risks and their priority levels for the selected activity in the appropriate Risk management columns in Section 3: Performance and risk management.
• Save and submit your updated Part A Operational plan.

Task 6.2

• Go to your Course files and open Part A Contingency
• Using the template, develop a contingency plan for one of the risks identified in 1.
• Save and submit your updated Part A Contingency

Stage 7 – Obtain approval Task 7.1

• Develop a brief proposal for one type of physical resource required for the operational plan

(e.g., office equipment, computer hardware, one of the new marketing positions).

• The proposal should include the following
  • The resource’s role in the operational
  • Timelines for acquisition and installation or recruitment and
  • If it is permanent or temporary
  • A brief outline of how it will be

• How acquisition of the resource will benefit the operational plan or

• Attach relevant supporting information from the research conducted in Task 3 to your proposal.
• The proposal should be addressed to the marketing manager and saved as Part A Physical resource proposal.
• Save and submit your proposal when

Task 7.2: Question and answer

Q1: Look at the Kingfisher Garden Centre’s organisational chart: www.didasko- online.com/kingfisher/about-us.php#overview. Based on the organisational chart and Project background information provided, who do you have to present your operational plan to, or obtain approval from, before implementing the plan?

Q2: Describe who you need to communicate the contents of the operational plan to and the technique(s) you will use to do it.

PART B

INSTRUCTIONS

• You will require access to the learner resource for this unit, the internet, and a
• You are to answer all
• Read each task and question Ensure you have provided all required information.
• Should you require ‘reasonable adjustment’ to complete this assessment, discuss the options with your assessor prior to attempting the Reasonable adjustment means modifications or changes that give you the same opportunities in training as a person without a disability.
• Your assessor will discuss the conditions of assessment, g., open or closed book, time limits for completion, etc., with you prior to attempting this task.
• To be deemed satisfactory in this task you must complete each project correctly. Your assessor will determine how many attempts you are allowed for each task/question.
• On completion, submit your assessment to your assessor via the

Learner assessment guide and evidence

This assessment requires you to plan, acquire resources for and monitor an operational plan.

You are required to do the following.

• Complete all assessment tasks as listed in each
• Answer all

Candidate instructions

This project is made up of three components – Part A, Part B & Part C (refer flow chart). The project information and responses you completed in Part A should be used as a basis for completing this assessment (Part B) and later in Part C

The project is broken down into stages mirroring the process used when planning, implementing, and monitoring an operational plan.

In this assessment, you must complete 2B which contains Stages 8, 9 and 10 (highlighted).

As with Part A, this assessment is based on the organisation Kingfisher Garden Centre. Information about the business is available on the Kingfisher intranet. If there is insufficient information about Kingfisher organisational or operational details to allow you to complete an assessment task to the depth of detail you wish, you may make basic assumptions about Kingfisher’s operations.

Any additional details must reflect realistic industry standards, policies and procedures. They must be discussed with your assessor and approved prior to commencing the relevant assessment task. Any assumptions about organisational policies or procedures or operational processes which affect the responses to an assessment task must be listed at the start of your assessment.

In this assessment you are required to do the following.

• Read all project information provided throughout the assessment in each stage and within task
• Access and read all supporting policies and procedures, documentation and templates as listed throughout the
• Complete all tasks in Stages 8 –
  • Stage 8
  • requires you to prepare a specification for a physical resource
  • requires you to obtain quotations based on the specification’s requirements
  • requires you to answer questions on acquiring resources
  • Stage 9

9.1 requires you to answer questions on strategies for acquiring human resources

• Stage 10

10.1 requires you to answer questions on intellectual property rights and responsibilities

• Answer all questions (where applicable) within each assessment task of the
• Submit the following assessment
  • A specification for one physical resource
  • Quotations for the physical resource
  • Responses to all questions

Stage 8 – Acquire physical resources Task 8.1

Congratulations! The operational plan has been approved ‘in principle’. You now have one month to acquire the necessary physical and human resources. Use the Project background information, supplier information researched in Stage 2 of Part A and the operational plan developed in Part A to complete the assessment tasks in this assessment.

• Prepare a specification for one of the following types of physical resources identified in the operational
• The specifications should reflect the needs of your operational plan and other information provided in Part
• The specifications should be based on current industry standards and codes of practice and reflect physical resources currently available in the

• Choose one of the following physical
  • Staff workstations/office desks
  • Computer hardware for staff desks
  • Black and white photocopier
  • Colour printers
• Save and submit Part B Small equipment specification.

Task 8.2

• Obtain quotations based on the small equipment specification developed in 1.
• Quotations should be sourced from industry suppliers for real
• Policies and procedures relating to the number and format of quotations are outlined in Kingfisher Garden Centre’s purchasing policy which is available on the Kingfisher intranet, didasko-online.com/kingfisher/finance.php.
• Open the ‘Purchasing policy’ and follow the relevant policies and procedures for obtaining
• The quotations will be used in Part
• Save your research information and You don’t need to submit anything at this stage.

Task 8.3: Question and answer

Q1: Who will you consult with when planning the acquisition of physical resources? Briefly explain what you are conferring with them.

• Who

• What

Q2: Read the Kingfisher Garden Centre’s purchasing policy (same policy you referenced for 8.2). How does this organisational policy affect the acquisition of your physical resources?

Q3: Based on the quotations you have received, what purchasing threshold does this purchase fall under?

Stage 9 – Acquire human resources Task 9.1: Question and answer

• One of the activities in the operational plan is to recruit two new employees for the marketing team: a graphic designer and a web development and support
• General and specific information about the positions is provided in the Project background information in your Course files under the Positions vacant

Q1: Outline the strategies you (as project manager) will use to ensure the human resources department recruits the most suitable applicant for the position.

Q2: What organisational policies and procedures and legislative requirements govern the recruitment processes used to employ people for the vacant positions?

Q3: What strategies can you use to ensure the new employee is inducted according to organisational policies and procedures and is made to feel welcome in their workplace?

Stage 10 – Incorporate intellectual property requirements Task 10.1: Question and answer

Q1: Based on the operational plan’s goals and activities, the type of resources to be acquired, and the methods of acquisition, list at least two aspects of the operational plan that could be affected by intellectual property legal requirements, rights and responsibilities.

Q2: Sam, one of the marketing team members, discussed an idea they have for how to move the heavy pot plants in the marketing team’s office with Adrian, one of the maintenance staff. The idea is based on a trolley they made at home some time ago. During work time and using Kingfisher’s equipment, tools and materials, they worked together to alter one of the trolleys. The modified trolley worked exactly as hoped during the office relocation, making their job much easier. The marketing person decides to take the sketch and model he made to ABC Tools, one of Kingfisher Garden Centre’s suppliers, to see if they are interested in producing it.

To help you answer the questions, refer to the section on intellectual property in Section 2 of the learner guide resource. Further information is available in your Course files. Go to your Course files and read Part B Intellectual property.

Based on intellectual property laws, who has the rights to the original idea and potential new invention? Briefly explain why.

Q3: What steps can they take to protect their intellectual property rights and ownership of the invention?

PART C

INSTRUCTIONS

• You will require access to the learner resource for this unit, the internet, and a
• You are to answer all
• Read each task and question Ensure you have provided all required information.
• Should you require ‘reasonable adjustment’ to complete this assessment, discuss the options with your assessor prior to attempting the Reasonable adjustment means modifications or changes that give you the same opportunities in training as a person without a disability.
• Your assessor will discuss the conditions of assessment, g., open or closed book, time limits for completion, etc., with you prior to attempting this task.
• To be deemed satisfactory in this task you must complete each project correctly. Your assessor will determine how many attempts you are allowed for each task/question.
• On completion, submit your assessment to your assessor via the

Learner assessment guide and evidence

This assessment requires you to plan, acquire resources for and monitor an operational plan.

You are required to do the following.

• Complete all assessment tasks in Part C as listed in each
• Answer all

Learner instructions

This project is made up of three components – Part A, Part B & Part C (refer flow chart). The project information and responses you completed in Part A and B should be used as a basis for completing tasks in this assessment (Part C).

The project is broken down into stages mirroring the process used when planning, implementing, and monitoring an operational plan.

In this assessment, you must complete Part C which contains Stages 11 and 12 (highlighted).

As with Part A and B, this assessment is based on the organisation Kingfisher Garden Centre. Information about the business is available on the Kingfisher intranet. If there is insufficient information about Kingfisher organisational or operational details to allow you to complete an assessment task to the depth of detail you wish, you may make basic assumptions about Kingfisher’s operations.

Any additional details must reflect realistic industry standards, policies, and procedures. They must be discussed with your assessor and approved prior to commencing the relevant assessment task. Any assumptions about organisational policies or procedures or operational processes which affect the responses to an assessment task must be listed at the start of your assessment.

You are required to do the following.

• Read initial Project background information and project information provided throughout the assessment in the section and task
• Access and read all supporting policies and procedures, documentation and templates as listed throughout the
• Complete all tasks in Stages 11 and
  • Stage 11
  • requires you to answer questions about monitoring processes
  • requires you to prepare a purchasing budget report based on the outcomes of monitoring processes
  • requires you to interpret the budget report and answer questions
  • requires you to implement strategies for coaching and mentoring
  • Stage 12

12.1 requires you to answer questions about managing operational plan documentation

• Submit the following assessment
  • Purchasing budget variance report
  • Responses to all questions

Stage 11 – Monitor performance systems Task 11.1: Question and answer

• One of the plan’s major goals is that the relocation of the marketing team into their new office must be completed by 14th This deadline is rapidly approaching. You are monitoring your progress towards achieving the goal.
• Go to your Course files and open Purchasing report. The report summarises what office furniture purchases have been delivered and due dates for those still
• Evaluate the information in the Purchasing report and compare it against the KPIs and timelines listed in your operational plan developed in Part
• Answer the

Q1: Will you achieve the main goal of the office relocation completed by 14th June? Explain why/why not?

Q2: What recommendations (if any) would you make at this time?

Task 11.2

• Using the same file as you did in Task 11.1 go to the Purchasing budget variance report and calculate the information and complete the variance
• Using the information provided in the Purchasing report, calculate and enter the ‘actual’ cost for each piece of office furniture, then calculate the total $
• Using the variance % formula in your resource, calculate the variance % for each piece of furniture and enter the result in the variance % column, then calculate the total variance %.
• Round all variance figures to one decimal place (as shown in example provided – Miscellaneous).
• Save and submit Part C Purchasing report when

Task 11.3: Question and answer

Q1: Which categories in ‘office furniture’ are over budget and which are under budget?

• Under budget

• Over budget

Q2: Is the budget for office furniture under or over budget? Is this a favourable or unfavourable result?

Q3: Should these variances be investigated to determine the reason why they are under or over budget? If yes, which categories should be investigated? Explain why.

If no, why is it not necessary to investigate them?

Task 11.4: Question and answer

• One of the two maintenance staff you were relying on to assist with setting up the new office and transferring resources from the old office has taken sick leave and will not be

Q1: In this situation, who do you need to negotiate changes to the operational plan with? Select/write/circle ‘Yes’ if you do. Base your response on the information provided throughout this project and Kingfisher’s organisational charts. The charts are available on Kingfisher’s intranet at www.didasko-online.com/kingfisher/about-us.php#overview

Q2: Whom do you need to gain approval from for your recommendations or actions?

Select/write/circle ‘Yes’ if you do.

Q3: The new photocopier has arrived, and it is a different make, model, and format to the marketing team’s current machine.

What strategies would you implement to ensure everyone is able to use the new photocopier safely, effectively, and economically?

Q4: Who will participate in these program(s)?

Q5: When will it/they take place?

Q6: Who will deliver the required skills and knowledge during coaching, mentoring, or training sessions?

Q7: How can you monitor and evaluate the success of the program(s)?

Stage 12 – Manage documents Task 12. 1: Question and answer

• Throughout the development and implementation of the operational plan, planning and performance documentation must be managed and filed
• An extract of Kingfisher Garden Centre’s document administrative procedures outline how documents should be managed throughout their lifetime. Go to your Course files, open and read Part C Administrative Procedures Document maintenance.
• Answer the

Q1: Based on the administrative procedures, must operational plans be version controlled?

Q2: Where must all documentation associated with your operational plan be stored?