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BSBSUS501 Develop Workplace Policy and Procedures For Sustainability Assessment 1 Project 1

Assessment Information

TASK SUMMARY

In this task you will be developing processes for sustainability initiatives.This task is divided into four parts:

  • Part A: In this part, you will be identifying the scope and stakeholders for sustainability initiatives
  • Part B: In this part, you will be gathering sustainability information from multiple sources
  • Part C: In this part, you will be developing a Sustainability policy
  • Part D: In this part, you will be developing a Sustainability Plan to support sustainability initiatives The instructions for each part are provided

RESOURCES AND EQUIPMENT REQUIRED TO COMPLETE THIS TASK:

Personnel

  • Three (or more) additional students for role play activities

Resources

  • Access to textbooks and other learning materials
  • Access to a computer with the Internet and email
  • Access to Microsoft Word or a similar program.
  • CBSA Policies and Procedures (accessible via the CBSA website)
  • CBSA Business Plan (accessible via the CBSA website)

Templates

  • Policy & Procedure Template (accessible via the CBSA website)
  • Sustainability Plan Template (provided in Part D)

PART A– IDENTIFY SUSTAINABILITY LEGISLATION, SCOPE AND STAKEHOLDERS

To begin this part, read the following email and then complete the tasks that follow:

TASK

Refer to the CBSA Business Plan including the Org Chart, and CBSA policies and procedures (all accessible via the CBSA website) to get an understanding about the organisation and its processes. Then using a word processor, provide your answers to the following questions:

  1. Define a scope for the sustainability
  2. Define who the likely stakeholders will be for this
  3. Outline one environmental or sustainability legislation, one regulation and one code of practice applicable to sustainability for the organisation and explain how they can be used to plan and develop the organisation’s sustainability
  4. To begin this partB, read the following email and its attachment, then complete the tasks that follow:

To:

You

From:

Henry Thomas

Date/time:

Tuesday 11:01AM

Subject:

Sustainability Data

Attachment:

Sustainability Audit Report.docx

To You,

Thanks for confirming the scope and the stakeholders for the sustainability project.

About four weeks before you were employed, we hired a sustainability consultancy company to deo an audit of our current sustainability practices. I have attached this for your review. While the audit contained some interesting observations from a third-party, I would also like you to undertake a consultation session with some of the stakeholder representatives to get their thoughts and observations. Can you please met with them to get their feedback in regard to how sustainability can be improved?

Kind Regards, Henry Thomas

Attachment

Sustainability Audit Report.docx

Sustainability Audit Report

Auditor name

Jane Powers (Sustainable Edge Pty Ltd)

Date of audit

XX/XX/20XX

Location

CBSA head office, 300 Fictional Way, Sydney, NSW 2000

Energy Audi

Fluorescent lighting is used across the ceilings and yellow downlights in other rooms. Not sure if they are energy saving bulbs but checked with my manager who said some of them are energy saving.

The office equipment uses high amounts of energy to run computers, printers, photocopier, fax machine, radio as well as additional monitors. Staff also leave their computers running even if they are away from them for more than a few hours. These currently don’t have any power saving programs running so the computers and monitors are using full power while not being used.

The staff kitchen has a dishwasher and standard kitchen appliances and white goods for food preparation and storage. There is a coffee machine which is used regularly throughout the day including a microwave which is also used quite a bit.

The air conditioner/heater is used quite a lot during the day and some staff bring in their own portable fans/heaters. These are the resources which probably use the most energy. The oven and fridge have low star ratings to indicate they are not very energy efficient, and the dishwasher has a reasonably energy star rating.

Lights are required to be turned on as soon as the workplace opens and they are left on all day until close, staff do not turn off room lights when not in use and they are often left on. Sometimes lights are left on overnight in some of the rooms by mistake. All power points are left on after the day and over weekends/closed days as there is no requirement in place for this to be turned off. In fact, some equipment is left on and people are discouraged from turning them off because it tends to reset the equipment and change original settings.

Wateraudit

A high level of water is used. This is usually from the kitchen where the dish washer is used frequently throughout the day. While the dishwasher has a high energy star rating, it has also has a high-water consumption rating.Staff also use a lot of water for the coffee machine and electric jugs. On occasion I have noticed that staff will pour out water in the kettle and re-fill and re-boil it

Staff are seen turning off water appropriately most of the time, though sometimes taps are left slightly dripping. The bathrooms have normal taps which have been known to not be turned off on occasion until the next person comes in and notices.

There is a water tank/fountain which is used by staff and clients who visit. The paper cups provided with them are made of recyclable material. Often cups are left with wasted water sitting in them and thrown out.

Waste audit

There are separate bins in the kitchen area to distinguish between recyclable material and general rubbish. There is no green/food waste bin for food scraps.

The office uses recyclable paper for printing. There are also whiteboards to minimise the amount of

paper printed and wasted. There is a waste bin to dispose papers which staff will use. There is a separate bin to safely dispose printer ink and cartridges. In the kitchen there is a specific container to

dispose of coffee pods. Some staff follow this but others have not seen the container because they were not told. There are also no reminders around the kitchen to encourage recycling practices.

They use re-usable material bags when shopping for supplies to minimise using and throwing out plastic bags. I’ve noticed that when it comes to printing, the workplace doesn’t utilise double sided printing and print in colour. Some staff also print when it is not required, just because it is easier for them to look at something in hard-copy form.

There are hand towels in the bathrooms which are regularly washed.

Staff tend to drink a lot of coffee in the mornings and I’ve noticed they will come in with cups of coffee made out of paper from local cafes. These paper cups and trays often accumulate in the rubbish bin and sometimes are not properly recycled and disposed of.

Chemical audit

All the cleaning products contain chemicals. Some are multipurpose products so they are used for different cleaning tasks/jobs. Others are specific to the cleaning or washing task required. Staff are always responsible when managing cleaning products and follow correct work health and safety processes to ensure safe access, storage and maintenance. When empty, they are correctly disposed of or recycled.

Some of the products have a high level of toxicity and there is a large supply of these products in stock.

The washing detergents are environmentally friendly products which state they are safe for the environment. The washing products in the bathrooms are also environmentally friendly.

TASK

Review the sustainability audit report attached with the email to get an idea of what current sustainability practices are taking place. Then you are to consult with representatives of the stakeholders. To undertake the consultation session, review the CBSA Communication Policy & Procedures (accessible via the CBSA website) for the delivery of presentations, and then undertake a consultation session with stakeholder representatives (role played by your assessor and classmates) in line with workplace procedures. The consultation session should be no longer than 15 – 20minutes and you will need to:

  • Gain feedback in regard to waste and how it can be improved
  • Gain feedback in regard to chemical usage and how it can be improved
  • Gain feedback in regard to energy and water consumption and how it can be improved
  • Take feedback notes which can be used for later assessment tasks

To begin this part C, read the following email and then complete the tasks that follow:

To:

You

From:

Henry Thomas (henry.thomas@cbsa.com.au)

Date/time:

Thursday 9:29AM

Subject:

Sustainability Policy

To You,

Thanks for undertaking the sustainability consultation session. I hope it was worthwhile. Now that you have some feedback in regard to current sustainability processes, I think the first step to get staff on-board with sustainability is to develop a Sustainability Policy. The policy must include:

§ What the purpose of the policy is

§ The sustainability goals

§ The legislation relevant to the policy

§ Employee responsibilities

§ Sustainability strategies Kind Regards,

Henry Thomas

TASK

Using your notes gathered from the consultation session and the Sustainability Audit Report from the previous assessment part, use the Policy & Procedure Template (accessible via the CBSA website) to develop a Sustainability Policy that documents:

  • The purpose of the policy
  • At least four sustainability goals for the organisation
  • Relevant legislation for the policy
  • At least five employee responsibilities
  • At least six sustainability strategies that should be undertaken
  • To begin this part D, read the following email and its attachment, then complete the tasks that follow:

To:

You

From:

Henry Thomas (henry.thomas@cbsa.com.au)

Date/time:

Thursday 9:01AM

Subject:

Consultation Process

Attachment:

Sustainability Plan Template

To You,

Thanks for developing the Sustainability policy.This will be a good guide for our organisation and our staff members in supporting sustainability initiatives. To further support these initiatives, I would like you to draw on your knowledge and the data you have gathered about current sustainability practices to identify three sustainability strategies that you believe will have the best impact on our organisation. For each, you need to consider the likely effectiveness, timeframes and cost compared to other possible strategies. I would also like you to specify how these strategies should be evaluated and how continuous improvement processes can be implemented so that sustainability outcomes are steadily improved.

Please document your plan using the attached template. Kind Regards,

Henry Thomas

Sustainability Plan Template.docx

Strategy

Actions steps

Resources required

Responsibility

Date to be completed

Performanc e indicators

TASK

Based on the data you have gathered in the previous assessment tasks, and the goals you have documented in the Sustainability Policy, develop a Sustainability Plan using the given template.

The plan must document:

  • The purpose of the plan
  • Three sustainability strategies to be implemented including:
  • Individual actions needed to implement the strategy
  • Any resource requirements (both human and physical) for the strategy
  • Who is responsible to ensure management and completion (you should refer to the Org Chart in the Business Plan on possible responsibility)
  • Timeline of when it must be completed
  • The performance indicator on how it will be measured (for success or failure)
  • How performance will be evaluated
  • Methods that can be employed for continuous improvement ofsustainability practices

BSBSUS501– Develop workplace policy and procedures

For sustainability ASSESSMENT 2 – Project 2

To begin this part, read the following email and then complete the tasks that follow:

To:

You

From:

Henry Thomas (henry.thomas@cbsa.com.au)

Date/time:

Monday3:13PM

Subject:

Promoting Sustainability

To You,

Now that you have developed the Sustainability Policy and a Sustainability Plan to implement sustainability initiatives, I want you to promote these to staff by presenting the main components of these documents.

Hopefully this will energise all our employees to get onboard with the sustainability initiatives. Kind Regards,

Henry Thomas

TASK

You are to lead a presentation with representatives of the staff members affected by the sustainability initiatives explaining the Sustainability Policy and Sustainability Plan details. Review the CBSA Communication Policy & Procedures (accessible via the CBSA website) for the delivery of presentations, and then undertake a meeting with representatives of CBSA’s staff in line with workplace procedures. The presentation should be no longer than 10 – 15 minutes and you will need to:

  • Provide an outline of the Sustainability Policy including its goals
  • Provide an outline of the Sustainability Plan with a focus on the three strategies and the actions and responsibility associated with each strategy
  • To begin this part, read the following email and its attachment, then complete the tasks that follow:

To:

You

From:

Henry Thomas (henry.thomas@cbsa.com.au)

Date/time:

Tuesday 4:18PM

Subject:

Sustainability Monitoring and Communication

Attachment:

Monitoring and Communication Plan.docx

To You,

Can you please develop a Monitoring and Communication Plan using the attached template for the sustainability initiatives to ensure that responsibility is assigned for monitoring and record-keeping purposes?

This should allow us to have a system where results are recorded and communicated to relevant parties so that remedial actions can be undertaken if performance doesn’t meet expectations. The communication records will also serve as record-keeping documentation which can be reviewed during the later evaluation process.

Kind Regards, Henry Thomas

Attachment

Monitoring and Communication Plan.docx

When

Who to

From

Format

Contents

TASK

Based on the email you are to develop a Monitoring and Communication Plan using the given template. For each sustainability strategy you are to identify one way that the results can be monitored including how it can be recorded and communicated including:

  • When the performance result should be communicated
  • Who it should be communicated to
  • Who should send the communication
  • The format that the result should be communicated in
  • What the contents of the communication should be
  • To begin this part, read the following email and its attachment, then complete the tasks that follow:

To:

You

From:

Henry Thomas (henry.thomas@cbsa.com.au)

Date/time:

Friday7:59AM

Subject:

Sustainability Implementation

Attachment:

Sustainability Performance Results.docx

To You,

Each of the sustainability strategies you have planned have been implemented and I have attached some interim results for your review.

Kind Regards, Henry Thomas

ATTACHMENT

§ Sustainability Performance Results.docx

Sustainability Performance Results

Strategy

Result

1

Is way behind schedule or not performing as expected.

2

Is performing as expected.

3

Is exceeding its expected performance.

TASKS

For the purpose of this task, you will role-play the person/people you have assigned responsibility for monitoring and reporting in the Monitoring and Communication Plan created in the previous activity. Based on this you are to document the communication for each strategy interpreting the results in the Sustainability Performance Results attachment in line with the three strategies you have in your Sustainability Plan.

For each of the three communications you must develop a communication that:

  • Uses the specified format for the communication as per the Monitoring and Communication Plan
  • Addresses it to the appropriate person/people as per the Monitoring and Communication Plan
  • Document the contents of the communication

You are free to make up any details based on your strategies in line with the results for each. Depending on what your first strategy is, the results indicate that it ‘is way behind schedule or not performing as expected’ so you should communicate this. Repeat this process for the other two communications. As an example, if the first strategy is to ‘Reduce power consumption by 20%’, you could interpret the result of ‘is way behind schedule or not performing as expected.’ As that power consumption has actually increased and communicate this. You are free to make any interpretation that you like, as long as it is in keeping with the performance results for each strategy.

If your communication is to be specified as email format, you must use the organisation’s Email Template (accessible via the CBSA website). If you have selected other methods, you are free to develop the communication in line with the method selected.

To begin this part, read the following email and then complete the tasks that follow:

To:

You

From:

Henry Thomas (henry.thomas@cbsa.com.au)

Date/time:

Monday8:30AM

Subject:

Sustainability Continuous Improvements

To You,

Based on the communication on how the sustainability initiatives are performing, I want you to implement a continuous improvement process to ensure that the current success or failure is investigated and that appropriate improvements are undertaken in the Sustainability Policy and Sustainability Plan. Please analyse the performance communications, and then undertake updates as appropriate to ensure that continuous improvement is implemented for these documents.

Kind Regards, Henry Thomas

TASK

Based on the performance results given in the attachment in the previous assessment task, and the communications you addressed in line with these, you must modify the Sustainability Policy and Sustainability Plan to ensure that improvements can be implemented in future. Ensure that you modify:

  • Any sustainability goals, employee responsibilities, and/or sustainability strategies in the Sustainability Policy that you believe can be improved upon in line with the performance results
  • Any strategies and associated actions in the Sustainability Plan that you believe can be improved upon in line with the performance results

You must make at least two modifications to the Sustainability Policy and the one modification to the Sustainability Plan that will improve these documents.

BSBSUS501– Develop workplace policy and procedures for sustainability

ASSESSMENT 3- WRITTEN QUESTIONS

QUESTIONS

  1. Identify the Australian Government’s central piece of environmental legislation and discuss its
  2. Explain the appropriate process for developing a policy and procedure.
  3. Who are the types of people that should be consulted with during policy development?
  4. What strategies can you implement for monitoring and reviewing policies?
  5. Explain how you would approach each of the following barriers and challenges when implementing policies and procedures.

Challenge

Response

An employee does not believe the new policy will be a benefit to the workplace. They are too stuck in their old ways and are resistant to change.

New policies and procedures are too complex to follow so employees avoid using it.

Most of the policies and procedures have not been updated for some time because management do not want to allocate resources for the updates.

1. Over the next quarter they would like to see how the change in light bulbs impacts their usage and overall costs on the business. Explain how they could monitor costs and encourage staff usage over the next

2. Before implementing a new energy saving policy, the manager must identify the responsibilities of everyone This will help keep people accountable. Outline the roles and responsibilities for management and employees involved in the policy.

Role

Responsibilities

Management

Employee

3. Over the next quarter the small business received their Examine the usage against the same quarter in the previous year and calculate the total usage.

· Last year

· This year

· Months

· Kilowatts

· Months

· Kilowatts

· February

· 736

· February

· 604

· March

· 1240

· March

· 962

· April

· 1259

· April

· 817

· Total kilowatts

· 3,235

· Total kilowatts

The small business manager is proud of the strong results they have attained on their energy use and staff engagement after the last quarter and would like to share their achievements with the wider community. Identify some ways the small business could promote their sustainable practices.

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