Task 1 – Theory: Short Answer Questions
Task 1 requires the Learner to demonstrate their knowledge of managing operational plans. To enable you to do this, answer the following questions. If you require more space, use your own paper placing your name and group identifier at the top and the question number beside your answer.
1a Describe models and methods for operational plans.
1b Explain the role of an operational plan in achieving the organisation’s objectives
1c Explain the budgeting process.
1d Describe alternative approaches to developing key performance indicators to meet business objectives.
Task 1 – Theory: Short Answer Questions (continued)
1e Describe legislative and regulatory context relevant to the operational plan of the organisation.
1f List the policies, practices and procedures that you used from Bounce fitness that directly relate to Task 2.
Include copies of any documents to which you refer for your Assessor.
Case Study
Although Bounce Fitness is known in their local communities, it is seeking an extended presence and identity to promote the company’s unique approach and lifestyle vision to an older audience. The organisation tendered for, and won, a health initiative to conduct a three month pilot project involving older typical non-users to improve their fitness and lifestyle in each of the four (4) Bounce Fitness Centres.
The CEO and Board of Directors have asked you to manage the operational plan.
Bounce Fitness’s target clients for this project are those over 50 years of age. Starting from the initial contact and assessment, these individuals will be looking for innovative but comfortable, effective and convenient solutions for their needs. They may have already heard of Bounce Fitness, but will be referred and encouraged by their health providers and the staff of accommodation catering to a senior age group. Classes will cater for up to 30 and be held weekdays at 11am.
He / she may have weight or health issues or concerns (diabetes, depression, restricted mobility) and have an interest in improving their fitness, but rarely commences until advised by their health provider of the necessity and benefits. The advertising will be managed by the Health Department and the Tender covers all costs but catering. There is no cost to clients so it is expected there will be a good uptake.
Bounce Fitness will take pre- and post- weight, body mass and blood pressure measurements. They will supply a daily class on weekdays. Each class is designed to be encouraging and fun and also deal with weight, flexibility and diet. Those attending will be encouraged to stay and enjoy a free lunch that is healthy and light and to converse with others pre- and post- training. They will also be shown how to use the equipment and how to maintain their fitness through additional daily gentle exercise at home and diet changes. The lunch will cost Bounce Fitness $15 per head per class.
It is recognised that the emotional needs including managing depression, companionship and general interest in becoming more active in their lives generally should also be impacted positively.
Testing supplied by Bounce Fitness will include weight, body measurements and mass and blood pressure initially and monthly thereafter. This will require the purchase of 6 Mobile Mercury Sphygmomanometers for each Centre at a cost of $199 inc. GST each. All other testing will be undertaken by the Ministry of Health. So the outcomes for Bounce Fitness will be in terms of client physical success factors and profitability. As this is a government tender, complete and accurate record keeping is essential.
Current staff will be able to manage the new clients but will need to update their training in the monitoring and recording of the client physical markers and diet appropriate to that age group. This training cost will be budgeted in the infrastructure costs for one month before the commencement of the program at $1,500 for the month. Otherwise they need no further development. Infrastructure costs include use of the facility, wear and tear on carpet and equipment, cooling and administrative costs. This is $3,000 per Centre.
Case Study (continued)
There is a month to prepare and the plan will run as a pilot project for three months.
The budget for this pilot follows.
Cashflow Budget
! !
Planning Month !
Actual !
Pilot
October !
Actual !
Pilot
November !
Actual !
Pilot
December !
Actual ! Total
Beginning Cash
Balance !
$0 !
$139,224 $91,224 $43,224
! Cash Inflows (Income)
Total Cash Inflows $150,000 $0 $0 $0 $150,000
Available Cash
Balance !
$150,000 $139,224 $91,224 $43,224
! Cash Outflows
(Expenses) !
Infractructure costs 6,000 6,000 12,000 12,000 12,000 12,000 12,000 12,000 84,000
Sphygmomanometer 4,776 4,776 9,552
Light Lunch 36,000 36,000 36,000 36,000 36,000 36,000 216,000
!
! Total Cash Outflows
Ending Cash Balance $10,776 $48,000 $48,000 $48,000 $154,776
$91,224 $43,224 ($4,776) !
$139,224
Task 2 – Practical: Develop the Plan
This assessment requires that you demonstrate your ability to develop an operational plan with details of how it will be implemented and monitored and have knowledge of models and methods for operational plans. To allow you to demonstrate your skill, you must address the following Tasks using the Case Study provided.
Task 2 requires you to develop your plan. Examine the business planning on the Bounce Fitness website under the Infrastructure plan to get a clear picture of the expectations of plans entered into by Bounce Fitness.
On your own paper, address the following points:
2a Research, analyse and list the resources that you will require for this plan and where you intend to obtain them. Resources will include goods and services to be purchased and/or ordered, human, physical and current and future financial resources.
2b Discuss with whom you would consult in developing your plan and on an ongoing basis. Specifically, how and when will you conduct the consultations?
2c What are your key performance indicators so you can see if you are progressing toward the goals at the planned rate or not?
2d Looking at the plan you have developed, develop a contingency plan for each area where something could go wrong and how you will recover. You must provide at least one plan.
2e Prepare your plan for presentation to the CEO and Board of Directors to get approval for your resource requirements. Ensure these requirements are supported by information sources and specialist advice as appropriate and in the report format required by Bounce Fitness (Bounce Fitness website under the Procedures tab / Administrative Procedures / Style Guide).
Your plan should include:
• How the operational plan was developed and/or managed?
• How you have developed and used key performance indicators?
• How has contingency planning been undertaken?
• How have you implemented performance management systems within work teams?
• How have you formulated financial plans and budgets?
2f Discuss who will need to approve your plan, how you will obtain their approval and how you will inform the teams so that they understand and can implement the plan.
Print and include any documents you use from the Bounce Fitness website and reference any other information for your Assessor.
Task 3 – Theory: Managing Resources
3a Develop your strategies for recruiting and inducting staff to this Bounce Fitness project, if necessary. If you do not require new staff, how will you ensure that the staff who are currently employed are fully trained and know the expectations that must be met? On the Bounce website under the Policies and Procedures tab is the information relating to Human Resources recruiting, induction and personal development.
3b Referring to the Bounce Fitness Purchasing policies and procedures (Bounce Fitness website under the Policies tab / Finance and under the Procedures tab / Financial Procedures) describe your planned strategies for acquiring physical resources and services if necessary to the implementation of your plan.
3c How will you ensure that intellectual property rights are not breached during recruitment and acquisition of resources and services?
Print and include any documents you use from the Bounce Fitness website and reference any other information for your Assessor.
Task 4 – Theory: Monitoring and Reviewing
Assume your plan has been implemented and discuss the following on your own paper:
4a In 2c you developed systems and processes to measure the key performance indicators of your plan. Describe how you will monitor and review each in terms of expected productivity and profit plans and targets.
4b On the Bounce Fitness website, under the Infrastructure tab you will have accessed the financial information that describes the profitability expectations of Bounce Fitness. Comparing this to the budget supplied, review the plan in terms of what would ideally be expected and how it could be achieved.
4c Look again at all of the systems and processes and for each, detail how you will manage underperformance.
4d Detail how you would identify underperformance in staff and how you will manage this and support them.
4e If you see areas requiring variations to the plan, who would you refer this to and by what means? How will you record the performance of staff? If you are unable to find what you believe is necessary on the Bounce Fitness website, design your own and include a copy for your Assessor.
Print and include any documents you use from the Bounce Fitness website and reference any other information for your Assessor.
Task 5 – Practical: Coaching Role Play
Task 5 requires that you demonstrate your ability to coach individuals showing poor performance. To achieve this you will perform a role play with your Assessor acting as the underperforming staff member.
The Assessor will take some aspect of your assessment and act as a poor performer in their chosen circumstance. You must coach the individual (Assessor) exactly as you would in a real-life situation.
The Assessor will record their feedback and comments on your skills on the following chart.
! Was the Learner able to: !
Satisfactory Not Satisfactory
Communicate effectively to explain the problem and the plan for improvement? ! !
Use active listening techniques such as nodding, questioning and open body language? ! !
! Make you feel comfortable and willing to share information? ! !
Negotiate a resolution or provide sufficient clarification to satisfy your queries? ! !
! Show respect and give you the opportunity to express yourself? ! !
I
[Name of Assessor]
Verify that I consider the details ticked satisfactory / not yet satisfactory above to be, in my opinion, a true, fair and honest reflection of the consistently performance of the Learner named in relation to the performance criteria as noted in the table.
Signature of Assessor: Date:
Any other comments:
Task 6 – Evidence Record
This form provides verification and evidence that the Learner has demonstrated the skills and applies the 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 organistion’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.
The Assessor will observe aspects of this by the Learner as much as possible but will also require information from a Supervisor of the Learner to corroborate and verify their assessment. The Assessor will arrange a time to meet and complete this Evidence Record with Supervisor.
! Element 1 – Develop Operational Plan !
Satisfactory !
Not
Satisfactory
Is the Learner able to effectively research, analyse and document resource requirements and develop an operational plan in consultation with relevant personnel, colleagues and specialist resource managers? ! !
Is the Learner able to effectively develop and/or implement consultation processes as an integral part of the operational planning process? ! !
Is the Learner able to effectively ensure the operational plan includes key performance indicators to measure organisational performance? ! !
Is the Learner able to effectively develop and implement contingency plans for the operational plan? ! !
Is the Learner able to effectively ensure the development and presentation of proposals for resource requirements is supported by a variety of information sources and seek specialist advice as required? ! !
Is the Learner able to effectively obtain approval for the plan from relevant parties and explain the plan to relevant work teams? ! !
! Element 2 – Plan and Manage Resource Acquisition !
Satisfactory !
Not
Satisfactory
Is the Learner able to effectively develop and implement strategies to ensure that employees are recruited and/or inducted within the organisation’s human resources management policies, practices and procedures? ! !
Is the Learner able to effectively develop and implement strategies to ensure that physical resources and services are acquired in accordance with the organisation’s policies, practices and procedures? ! !
Is the Learner able to effectively recognise and incorporate requirements for intellectual property rights and responsibilities in recruitment and acquisition of resources and services? ! !
Task 6 – Evidence Record (continued)
! Element 3 – Monitor and Review Operational Performance !
Satisfactory !
Not
Satisfactory
Is the Learner able to effectively develop, monitor and review performance systems and processes to assess progress in achieving profit and productivity plans and targets? ! !
Is the Learner able to effectively analyse and interpret budget and actual financial information to monitor and review profit and productivity performance? ! !
Is the Learner able to effectively identify areas of under- performance, recommend solutions and take prompt action to rectify the situation? ! !
Is the Learner able to effectively plan and implement systems to ensure that mentoring and coaching are provided to support individuals and teams to effectively, economically and safely use resources? ! !
Is the Learner able to effectively negotiate recommendations for variations to operational plans and gain approval from designated persons/groups? ! !
Is the Learner able to effectively develop and implement systems to ensure that procedures and records associated with documenting performance are managed in accordance with organisational requirements? ! !
! Performance Evidence !
Satisfactory !
Not
Satisfactory
! Is the Learner able to effectively 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? ! !
Is the Learner able to communicate effectively with relevant stakeholders to explain the plan and supporting information, seek approvals, negotiate variations and engage work teams? ! !
Is the Learner able to effectively 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 performance? ! !
! !
! !
Task 6 – Evidence Record (continued)
! Knowledge Evidence !
Satisfactory !
Not
Satisfactory
Is the Learner able to effectively describe models and methods for operational plans? ! !
Is the Learner able to effectively explain the role of an operational plan in achieving the organisation’s objectives? ! !
! Is the Learner able to effectively explain budgeting processes? ! !
Is the Learner able to effectively list alternative approaches to developing key performance indicators to meet business objectives? ! !
Is the Learner able to effectively outline the legislative and regulatory context relevant to the operational plan of the organisation? ! !
Is the Learner able to effectively outline the organisation’s policies, practices and procedures that directly relate to the operational plan? ! !
I being
[Name of Supervisor] [Job title and company]
verify that I consider the details ticked satisfactory / not satisfactory above to be, in my opinion, a true, fair and honest reflection of the consistent performance of the Learner named in relation to the performance criteria as noted in the table.
Signature of Supervisor: Date:
Any other comments:
Thank you for supporting this Learner