HI5019 STRATEGIC INFORMATION SYSTEMS FOR BUSINESS AND ENTERPRISE TUTORIAL ASSIGNMENT TRIMESTER T2, 2021 Assessment Weight: 50 total marks Instructions: • All questions must be answered by using the answer boxes provided in this paper. • Completed answers must be submitted to Blackboard by the published due date and time. Submission instructions are at the end of this paper. Purpose: This assessment consists of six (6) questions and is designed to assess your level of knowledge of the key topics covered in this unit
Adapted Harvard Referencing Holmes has now implemented a revised Harvard approach to referencing:
Reference sources in assignments are limited to sources which provide full text access to the source’s content for lecturers and markers.
The Reference list should be located on a separate page at the end of the essay and titled: References.
It should include the details of all the in-text citations, arranged alphabetically A-Z by author surname. In addition, it MUST include a hyperlink to the full text of the cited reference source. For example; P Hawking, B McCarthy, A Stein (2004), Second Wave ERP Education, Journal of Information Systems Education, Fall, http://jise.org/Volume15/n3/JISEv15n3p327.pdf
All assignments will require additional in-text reference details which will consist of the surname of the author/authors or name of the authoring body, year of publication, page number of content, paragraph where the content can be found. For example; “The company decided to implement an enterprise wide data warehouse business intelligence strategies (Hawking et al, 2004, p3(4)).”
Non – Adherence to Referencing Guidelines Where students do not follow the above guidelines:
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Students who submit assignments which do not comply with the guidelines may be required to resubmit their assignments or incur penalties for inadequate referencing.
Late penalties will apply per day after a student or group has been notified of a resubmission requirements. • Students whose citations are identified as fictitious will be reported for academic misconduct. Note. References are not mandatory for this assessment. However, please follow the Adaptive Harvard Referencing guidelines if you use any reference(s) to explain any concept or theory. Question 1 (11 marks) The role of internal audit is to provide independent assurance that an organisation’s risk management, governance and internal control processes are operating effectively. ABCD Limited is concerned about its Internal Audit (IA) function. Recently, ABCD Limited is expanding and reorganizing its Internal Audit (IA) function. Currently the Director of Internal Audit, Shuja Mehboob, reports to the corporate controller, who receives and reviews all internal audit reports. Mehboob forwards copies of the internal audit reports to the audit committee of the board of directors and to the manager directly responsible for the function being audited. An issue of contention among the management team pertains to which department or function the Director of Internal Audits should report. Martin Stevens the CEO wants to ensure that ABCD Limited complies with the SOX and that the internal audit department is structured such that it strengthens the company’s internal control system. Also, an overarching objective for the reorganized audit function is that the external auditors are able to rely on the work performed by the internal audit department to a substantial degree. Arguments put forth by interested parties as to where the IA department should be organizationally located are presented below: Chief Operations Officer (COO). Robert, the COO of ABCD Limited, believes that the Director of IA should report to him. Under this arrangement the IA staff members would be involved in the preparation of policy statements on internal control regarding safeguarding of assets and in the design of business processes. Chief Information Officer (CIO). Marry, the CIO, has pushed hard to have the IA function report to him and take on an active role in the design, installation, and initial operation of a new computerized systems. IA staff will be primarily concerned with the design and implementation of internal accounting controls and conduct the evaluation of these controls during the test runs and audits. Corporate Controller. The controller Bailey Eder, believes the IA group should remain within her functional area. Currently the IA staff performs a number of controller related tasks. These include: o Internal auditors reconcile bank statements of the corporation each month. The controller believes this strengthens the internal control function because the internal auditor is not involved in either the receipt or the disbursement of cash. o Internal auditors review the annual budget each year for relevance and reasonableness before the budget is approved. At the end of each month, the controller’s staff analyzes the variances from budget and prepares explanations of these variances. These variances and explanations are then reviewed by the internal audit staff. o Lastly, the internal auditors make accounting entries for complex transactions when employees of the accounting department are not adequately trained to handle such transactions. The controller believes this gives an added measure of assurance to the accurate recording of such transactions. Required: We have discussed internal audit independence during our interactive tutorials. Your answer should be based on our discussion. Please answer the following questions. a) For each of the proposed tasks to be performed by the IA function, explain whether ABCD Limited’s internal audit independence will be materially impaired. For this explanation, consider each manager’s arguments independently. [6 Marks. Word Limit: Up to 300 words] b) To maintain independence, where should the Director of Internal Audits report? Explain your answer. [5 Marks. Word Limit: Up to 200 words] ANSWER: ** Answer box will enlarge as you type Question 2 (11 marks) Richard has been a highly regarded employee of the Brier Corporation for almost 20 years. Her loyalty to the company is reflected in her dedication to her job as general accounting clerk from which she has not taken a vacation in almost 12 years. Because of her dedication and long tenure, she has acquired many related responsibilities, which has allowed the Brier Corp to reduce its work force through attrition, control salary expenses and become more efficient and competitive. The following describes Richard’s responsibilities. Richard receives copies of credit sales orders from the sales department. From these documents she accesses the AR subsidiary ledger from her office computer and records the AR. She then records the sale in the sales journal and posts the transactions to the general ledger accounts. Cash receipts in payment of customer AR come directly to her office. She records the cash receipts in the GL cash and AR accounts and updates the AR subsidiary ledger. She then endorses the checks “for deposit only” and deposits them in the bank at the end of each day. Required: a. Identify any control problems in the procedures described above. [3 Marks. Word Limit: Up to 200 words] b. Based on the control problems identified above, what sorts of fraud are possible in this system? [4 Marks. Word Limit: Up to 200 words] c. What controls are needed to reduce the risk of fraud? [4 Marks. Word Limit: Up to 200 words] ANSWER: Question 3 (7 marks) Paul Williams recently joined XYZ2 Limited as the head of accounting department. Williams spent the first few weeks to analyse the account information system. Based on this analysis, Williams is concerned about the purchase system of XYZ2 Limited. Here is the details of purchase system. The purchasing agent of XYZ2 Limited periodically checks inventory levels from a computer terminal, which is connected to a central accounting system. The agent searches the inventory file for items that need to be ordered. He then selects a supplier, prints a hard copy of the purchase order, and mails it to the vendor. The clerk files one copy of the PO in the department and sends a second copy to the AP Clerk. When the inventories arrive at the receiving department, a receiving clerk reconciles the items with the packing slip, inspects them for condition, and manually prepares a three-part receiving report. The clerk sends one copy to the purchasing department to close out the open PO, files one copy along with the packing slip in the receiving department, and sends one copy with the inventory to the warehouse. In the purchase system, account payable clerk performs some key roles. When the accounts payable clerk receives a hardcopy invoice from the vendor, she reconciles the invoice with the purchase order, records the liability in the AP Subsidiary Ledger from the terminal in her office, and assigns a due date for payment. The warehouse clerk receives the inventory, reconciles it with the receiving report, and updates the inventory subsidiary ledger from a terminal in the warehouse. Required: Describe the uncontrolled risks in the system of XYZ2 Limited. Against each identified risk, describe the physical controls needed to reduce the risks. [7 Marks. Word Limit: Up to 600 words] ANSWER: Question 4 (7 marks) Part (a). During the week 10 and 11, we have discussed different feasibility studies, including technical, economic, legal, operational and schedules feasibility. Based on this discussion, elaborate cost-benefit analysis as it is performed in the economic feasibility. [4 Marks. Word Limit: Up to 200 words] Part (b). The system experts perform the design and implementation phases of the system development life cycle. However, the accountant’s role in these phases cannot be ignored. Comment on the statement. [3 Marks. Word Limit: Up to 150 words] ANSWER: Question 5 (7 marks) Miss Anglea recently joined A2A Limited as an accounting clerk. As a part of financial reporting process, she receives the following source documents to prepare journal vouchers for general ledger entries.
purchase orders,
sales invoices, and
vendor invoices At the end of each day, Angela posts the journal vouchers to the general ledger and the related subsidiary ledgers. Each month the clerk reconciles the subsidiary accounts to their control accounts in the general ledger to ensure that they balance. Required: Discuss any control weaknesses and risks associated with the accounting information system of A2A Limited. [7 Marks. Word Limit: Up to 400 words] ANSWER: Question 6 (7 marks) You have been working in the accounting department of AAA Limited since 2000. During this period, you have performed various roles, including:
Evaluating the purpose and role of accounting information systems in achieving the overall objectives of the organisation,
Articulating the various transaction cycles, financial reporting, management reporting systems and ecommerce systems to technical and non-technical stakeholders,
Evaluating systems development methodologies and the role of accountants in system development projects,
Appraising the risks inherent in computer-based systems/ERP, including the role of ethics and the various internal control processes that need to be in place, and
Critically evaluating the range of cultural, security, privacy and ethical issues. Recently, you joined another company for a senior role as a chief information officer. You are excited to perform this senior role. David is the chief executive officer (CEO) of your organisation, and he is excited to implement an Enterprise Resource Planning (ERP) system. Recently, your CEO has met with a consulting ERP firm based on a friend’s recommendation at his club. During a recent meeting, David invited the chief consultant who is charming, personable, and seemed very knowledgeable. The CEO’s first instinct was to sign a contract with the consultant, but he decided to hold off until he had received your input. Required: David wants your opinion on this issue. In particular, he asked you to write a memo presenting the issues and the risks associated with consultants. Your discussion should be based on the relevant, interactive tutorial. Further, outline a set of procedures that could be used as a guide in selecting a consultant. [7 Marks. Word Limit: Up to 200 words] ANSWER: END OF TUTORIAL ASSIGNMENT Submission instructions: • Save submission with your STUDENT ID NUMBER and UNIT CODE e.g. EMV54897 HI5019 • Submission must be in MICROSOFT WORD FORMAT ONLY • Upload your submission to the appropriate link on Blackboard • Only one submission is accepted. Please ensure your submission is the correct document. • All submissions are automatically passed through SafeAssign to assess academic integrity
TUTORIAL ASSIGNMENT TRIMESTER T2, 2021 Assessment Weight: 50 total marks Instructions: • All questions must be answered by using the answer boxes provided in this paper. • Completed answers must be submitted to Blackboard by the published due date and time. Submission instructions are at the end of this paper. Purpose: This assessment consists of six (6) questions and is designed to assess your level of knowledge of the key topics covered in this unit
Adapted Harvard Referencing Holmes has now implemented a revised Harvard approach to referencing:
Reference sources in assignments are limited to sources which provide full text access to the source’s content for lecturers and markers.
The Reference list should be located on a separate page at the end of the essay and titled: References.
It should include the details of all the in-text citations, arranged alphabetically A-Z by author surname. In addition, it MUST include a hyperlink to the full text of the cited reference source. For example; P Hawking, B McCarthy, A Stein (2004), Second Wave ERP Education, Journal of Information Systems Education, Fall, http://jise.org/Volume15/n3/JISEv15n3p327.pdf
All assignments will require additional in-text reference details which will consist of the surname of the author/authors or name of the authoring body, year of publication, page number of content, paragraph where the content can be found. For example; “The company decided to implement an enterprise wide data warehouse business intelligence strategies (Hawking et al, 2004, p3(4)).”
Non – Adherence to Referencing Guidelines Where students do not follow the above guidelines:
Students who submit assignments which do not comply with the guidelines may be required to resubmit their assignments or incur penalties for inadequate referencing.
Late penalties will apply per day after a student or group has been notified of a resubmission requirements. • Students whose citations are identified as fictitious will be reported for academic misconduct. Note. References are not mandatory for this assessment. However, please follow the Adaptive Harvard Referencing guidelines if you use any reference(s) to explain any concept or theory. Question 1 (11 marks) The role of internal audit is to provide independent assurance that an organisation’s risk management, governance and internal control processes are operating effectively. ABCD Limited is concerned about its Internal Audit (IA) function. Recently, ABCD Limited is expanding and reorganizing its Internal Audit (IA) function. Currently the Director of Internal Audit, Shuja Mehboob, reports to the corporate controller, who receives and reviews all internal audit reports. Mehboob forwards copies of the internal audit reports to the audit committee of the board of directors and to the manager directly responsible for the function being audited. An issue of contention among the management team pertains to which department or function the Director of Internal Audits should report. Martin Stevens the CEO wants to ensure that ABCD Limited complies with the SOX and that the internal audit department is structured such that it strengthens the company’s internal control system. Also, an overarching objective for the reorganized audit function is that the external auditors are able to rely on the work performed by the internal audit department to a substantial degree. Arguments put forth by interested parties as to where the IA department should be organizationally located are presented below: Chief Operations Officer (COO). Robert, the COO of ABCD Limited, believes that the Director of IA should report to him. Under this arrangement the IA staff members would be involved in the preparation of policy statements on internal control regarding safeguarding of assets and in the design of business processes. Chief Information Officer (CIO). Marry, the CIO, has pushed hard to have the IA function report to him and take on an active role in the design, installation, and initial operation of a new computerized systems. IA staff will be primarily concerned with the design and implementation of internal accounting controls and conduct the evaluation of these controls during the test runs and audits. Corporate Controller. The controller Bailey Eder, believes the IA group should remain within her functional area. Currently the IA staff performs a number of controller related tasks. These include: o Internal auditors reconcile bank statements of the corporation each month. The controller believes this strengthens the internal control function because the internal auditor is not involved in either the receipt or the disbursement of cash. o Internal auditors review the annual budget each year for relevance and reasonableness before the budget is approved. At the end of each month, the controller’s staff analyzes the variances from budget and prepares explanations of these variances. These variances and explanations are then reviewed by the internal audit staff. o Lastly, the internal auditors make accounting entries for complex transactions when employees of the accounting department are not adequately trained to handle such transactions. The controller believes this gives an added measure of assurance to the accurate recording of such transactions. Required: We have discussed internal audit independence during our interactive tutorials. Your answer should be based on our discussion. Please answer the following questions. a) For each of the proposed tasks to be performed by the IA function, explain whether ABCD Limited’s internal audit independence will be materially impaired. For this explanation, consider each manager’s arguments independently. [6 Marks. Word Limit: Up to 300 words] b) To maintain independence, where should the Director of Internal Audits report? Explain your answer. [5 Marks. Word Limit: Up to 200 words] ANSWER: ** Answer box will enlarge as you type Question 2 (11 marks) Richard has been a highly regarded employee of the Brier Corporation for almost 20 years. Her loyalty to the company is reflected in her dedication to her job as general accounting clerk from which she has not taken a vacation in almost 12 years. Because of her dedication and long tenure, she has acquired many related responsibilities, which has allowed the Brier Corp to reduce its work force through attrition, control salary expenses and become more efficient and competitive. The following describes Richard’s responsibilities. Richard receives copies of credit sales orders from the sales department. From these documents she accesses the AR subsidiary ledger from her office computer and records the AR. She then records the sale in the sales journal and posts the transactions to the general ledger accounts. Cash receipts in payment of customer AR come directly to her office. She records the cash receipts in the GL cash and AR accounts and updates the AR subsidiary ledger. She then endorses the checks “for deposit only” and deposits them in the bank at the end of each day. Required: a. Identify any control problems in the procedures described above. [3 Marks. Word Limit: Up to 200 words] b. Based on the control problems identified above, what sorts of fraud are possible in this system? [4 Marks. Word Limit: Up to 200 words] c. What controls are needed to reduce the risk of fraud? [4 Marks. Word Limit: Up to 200 words] ANSWER: Question 3 (7 marks) Paul Williams recently joined XYZ2 Limited as the head of accounting department. Williams spent the first few weeks to analyse the account information system. Based on this analysis, Williams is concerned about the purchase system of XYZ2 Limited. Here is the details of purchase system. The purchasing agent of XYZ2 Limited periodically checks inventory levels from a computer terminal, which is connected to a central accounting system. The agent searches the inventory file for items that need to be ordered. He then selects a supplier, prints a hard copy of the purchase order, and mails it to the vendor. The clerk files one copy of the PO in the department and sends a second copy to the AP Clerk. When the inventories arrive at the receiving department, a receiving clerk reconciles the items with the packing slip, inspects them for condition, and manually prepares a three-part receiving report. The clerk sends one copy to the purchasing department to close out the open PO, files one copy along with the packing slip in the receiving department, and sends one copy with the inventory to the warehouse. In the purchase system, account payable clerk performs some key roles. When the accounts payable clerk receives a hardcopy invoice from the vendor, she reconciles the invoice with the purchase order, records the liability in the AP Subsidiary Ledger from the terminal in her office, and assigns a due date for payment. The warehouse clerk receives the inventory, reconciles it with the receiving report, and updates the inventory subsidiary ledger from a terminal in the warehouse. Required: Describe the uncontrolled risks in the system of XYZ2 Limited. Against each identified risk, describe the physical controls needed to reduce the risks. [7 Marks. Word Limit: Up to 600 words] ANSWER: Question 4 (7 marks) Part (a). During the week 10 and 11, we have discussed different feasibility studies, including technical, economic, legal, operational and schedules feasibility. Based on this discussion, elaborate cost-benefit analysis as it is performed in the economic feasibility. [4 Marks. Word Limit: Up to 200 words] Part (b). The system experts perform the design and implementation phases of the system development life cycle. However, the accountant’s role in these phases cannot be ignored. Comment on the statement. [3 Marks. Word Limit: Up to 150 words] ANSWER: Question 5 (7 marks) Miss Anglea recently joined A2A Limited as an accounting clerk. As a part of financial reporting process, she receives the following source documents to prepare journal vouchers for general ledger entries.
purchase orders,
sales invoices, and
vendor invoices At the end of each day, Angela posts the journal vouchers to the general ledger and the related subsidiary ledgers. Each month the clerk reconciles the subsidiary accounts to their control accounts in the general ledger to ensure that they balance. Required: Discuss any control weaknesses and risks associated with the accounting information system of A2A Limited. [7 Marks. Word Limit: Up to 400 words] ANSWER: Question 6 (7 marks) You have been working in the accounting department of AAA Limited since 2000. During this period, you have performed various roles, including:
Evaluating the purpose and role of accounting information systems in achieving the overall objectives of the organisation,
Articulating the various transaction cycles, financial reporting, management reporting systems and ecommerce systems to technical and non-technical stakeholders,
Evaluating systems development methodologies and the role of accountants in system development projects,
Appraising the risks inherent in computer-based systems/ERP, including the role of ethics and the various internal control processes that need to be in place, and
Critically evaluating the range of cultural, security, privacy and ethical issues. Recently, you joined another company for a senior role as a chief information officer. You are excited to perform this senior role. David is the chief executive officer (CEO) of your organisation, and he is excited to implement an Enterprise Resource Planning (ERP) system. Recently, your CEO has met with a consulting ERP firm based on a friend’s recommendation at his club. During a recent meeting, David invited the chief consultant who is charming, personable, and seemed very knowledgeable. The CEO’s first instinct was to sign a contract with the consultant, but he decided to hold off until he had received your input. Required: David wants your opinion on this issue. In particular, he asked you to write a memo presenting the issues and the risks associated with consultants. Your discussion should be based on the relevant, interactive tutorial. Further, outline a set of procedures that could be used as a guide in selecting a consultant. [7 Marks. Word Limit: Up to 200 words] ANSWER: END OF TUTORIAL ASSIGNMENT Submission instructions: • Save submission with your STUDENT ID NUMBER and UNIT CODE e.g. EMV54897 HI5019 • Submission must be in MICROSOFT WORD FORMAT ONLY • Upload your submission to the appropriate link on Blackboard • Only one submission is accepted. Please ensure your submission is the correct document. • All submissions are automatically passed through SafeAssign to assess academic integrity
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1. What are the three major economic systems that nations utilize, and what is the role of each? How does each affect and influence individuals, multinational managers, and corporations? Your response should be at least 200 words in length.
2. How would you define ethical convergence? What are the four basic reasons for ethical convergence? Which might be the most difficult for multinational companies to follow, and why? Your response should be at least 200 words in length.
3. Describe the four major world religions. What are the impacts of each religion type on an economic environment? What do you think makes religion a concern in societies? Your response should be at least 200 words in length.
4. If you were a multinational manager, and you encountered an ethical dilemma within the multinational company, what heuristic questions would you use to decide between ethical relativism and ethical universalism? Of the different heuristic questions, which one do you think is most important? Explain your reasoning. Your response should be at least 200 words in length
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Project: You will finish your Key Assignment project in this last week, which was to develop an Operating Systems Design Document with your proposal for an enterprise that you selected by looking at emerging technologies and architectures to see how they might support future requirements.
In the previous 4 weeks, you were first asked to select a real or fictitious enterprise that plans to upgrade its operating systems for movement to a distributed and virtual environment. Each week, you contributed with proposals for particular components of the operating system that culminated in an overall Key Assignment operating systems design report as follows:
Part 1 Tasks (Objectives from Week 1–4):
Week 1: Description of the enterprise operating system’s overall technical challenge and the proposed solution as it relates to the processor and core in a distributed environment
Week 2: Description of the proposed solutions as they relate to scheduling algorithms
Week 3: Description of the proposed solution as it relates to an operating system concurrency mechanism
Week 4: Identification of security risks and mitigation strategies to deal with the risks
Part 2 Tasks (Objectives for Week 5):
finally, you are given the assignment to explore emerging computing technology and computer system architectures to assist you in making recommendations on how to extend present operating system functions to support new requirements. This is your final assignment, which is a proposal based on what you perceive are the present operating system challenges as well as near future challenges for the enterprise you selected.
The project deliverables are the following:
Update the Operating Systems Design Document title page with the new date and project name.
Update the previously completed sections based on instructor and peer review feedback.
Add the following new content:
Future considerations using emerging technology
Identify and describe at least 3 emerging technologies or architectures that have the potential for supporting future requirements.
Discuss the specific current or future enterprise strategic requirements that could benefit from the emerging technologies
Discuss the potential benefits for adopting these emerging technologies.
Name the document “YourName_CS_IP5.doc.”
Submit the document for grading.
Please submit your assignment.
For assistance with your assignment, please use your text, Web resources, and all course materials
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Assignment 1: Industry Analysis and Report Submission: Please submit this assignment to provided links in Canvas Type: Individual Value: 30% of the total mark Word Limit 2500 ± 10% words (excluding references) Aim: The assignment is designed to demonstrate your: • understanding and knowledge of enterprise systems principles • understanding of issues that contribute to current debates in enterprise systems • use of analytical skills in reviewing academic and practitioners’ sources • ability to draw meaningful conclusions from your research Industry Research and Analysis Read the following case study about the Southern Cross Travel Agency (SCTA) company. You are required to:
Analyse the case study, identify the problems and opportunities for the company in the case study and create a needs assessment.
Market Assessment: Critically review some possible and suitable Cloud ERP solutions. Collect data about different Cloud ERP vendors (8-10) that you believe could be suitable for the company in the case study and research their ERP products. You may base your argument on following criteria: o Point(s) of difference (how is the product different from other vendors?) o Niche market (if any, and do they target a particular market?) o ERP services (what ERP services does the suite offer?) o What sized organisations are supported by this suite/solution? o Business Continuity (does the vendor offer any plan for business continuity during a crisis (for example, during the COVID-19 pandemic)? o Analytics (does the product provide Analytics features or services?) o And other dimensions/criteria that you could use in order to make your argument richer
Recommendation: Recommend the product that is the most suitable for the company to address its challenges and requirements. Clearly explain how the selected product does this. You should draw on your analysis in step 2 to help justify and support your recommendation. In your report, you need to use quality references to argue that your choice of ERP is a suitable solution(s) for problems identified in the case study. Your arguments should make explicit links between the technological and organisational solutions of the ERP of your choice, and the short and long-term requirements of SCTA. For instance, issues like the efficiency of the business processes, business continuity, security, and running costs are important issues to be considered. At the end of your report, you should offer relevant recommendations to SCTA. You can also make assumptions wherever needed, for prices, after-sales support, etc. Case Study: Travelling in the time of the global pandemic The international tourism industry is taking a major hit as COVID-19 circulates into more countries – and fear about it – spreads across the world. Governments around the world have warned and continue warning would-be travelers to stay away from outbreak hotspots, and in some cases, enacting travel bans to forbid travelers from going to high-risk areas. Photos of empty tourist destinations around the world, emptied-out festivals, vacant churches and temples, and quarantined luxury hotels – show the impact of the coronavirus outbreak on the tourism industry has been devastating. A new report from consulting firm Tourism Economics has put some estimated numbers to this ravaging situation. The report suggests that for example, it expects the US economy to lose over 3.5 million visitors from Asian countries, translating to a 38% drop for 2020. The report also estimates that around the same number of tourists will not be visiting countries like Australia and New Zealand. The report tallied expected losses from the Asian visitors spending at $US35.7 billion – more than half of which are expected to occur this year. Venice Carnival was cancelled because of the coronavirus. Venice, Italy, February 23, 2020. Source: Reuters. In such a tough and uncertain business climate, many companies who are involved in tourism are seeking reliable ways of accessing accurate information about their operation and the state of COVID-19 and its impact around the world. Many of them are exploring new ways to redesign their business processes and make them more efficient and cheaper. One of the Australian based companies that also has been affected by the spreads of the coronavirus is the Southern Cross Travel Agency (SCTA) company. Empty streets of the Naviglio Grande canal in Milan, Italy, on February 24, 2020. Source: AP SCTA was established in 2002 and since then has enjoyed steady growth in Australia and the neighbouring countries. As a result, currently, the company has multiple offices across the Australasia region. Its corporate headquarters are in Melbourne but it has more than 10 offices across Australia and 5 in China, 2 in Vietnams, 2 in New Zealand, 2 in Indonesia, 2 in Thailand, 2 in Malaysia and 1 in Nepal. It employs 400 employees and annual sales of $240 million. The company’s administrative structure consists of departments for Sales and Marketing, Human Resource Management, Operations, IT, Research and Development, Accounting and Finance, and Public Relations. SCTA offers first-class and affordable holiday 5 experiences, mostly to international students and their families. SCTA initially had a manual booking system in each office, but changes and advances in technology have enabled SCTA to transform its business by using an online booking and communication system in 2010. However, the current system can only perform basic functionalities of maintaining current listings of the resorts (uploaded as a PDF file) and student enquiries. Further, during the upgrade the company experienced project delayed and budget overturn. This experience made the company’s board of director hesitate to implement new system. However, the general manager of SCTA is aware that the company needs to have a better comprehension of the current business environment and it is clear that the existing system does not provide them with necessary functionalities that enable them to capture and analyse different types of information from their geographically distributed offices. At the moment, different departments in order to satisfy their own needs, tried to develop their own systems or databases to facilitate their work- this is known as “feral or shadow systems”. A lack of trust in the ERP, ineffective training methods and complexity in extracting the data from the ERP were identified as a problem which lead to the development of “Feral Systems” (Kerr, 2007). This causes reductions in the effectiveness and accuracy of business analytics such as data mining and forecasting. Furthermore, SCTA not only needs to enhance their current system to promote their business but also needs to inform their clients and partners (resorts, airlines, hotels, Airbnb) about the latest developments concerned with the spread of COVID-19. In a recent board meeting, it was discussed that different types of information should be gathered, analysed, and shared with clients and partners to enhance the travel safety and experience of their clients before, during and after the trip. In addition, at this stage, SCTA‘s main clients are international students. However, with the emergence of new challenges, SCTA has to diversify its clients and offer new services. This change demands the provision of further information to different groups of new stakeholders. The current system does not provide expandable functionalities for making timely and multi-way communications with new clients and partners during and after trips. SCTA also wants its partners to be able to update all their information online. (End of the case study) Some guidelines The report is to be written to reflect your understanding of enterprise systems. It is up to you as to what aspects, issues or arguments you put forward, but they must be relevant to the enterprise systems field, and they must be grounded in current literature. The report is a piece of academic writing, and all claims and assertions must be adequately substantiated with appropriate evidence. Thus, you are expected to use other literature and references, preferably from other journal papers, to substantiate and justify your arguments. All sources used in the report must be appropriately cited and referenced. The research report must be critical and relevant academically, and where appropriate, it should indicate implications for practice. If you are unsure how to write a report, please consult with the resources that are available in the library. Please be aware of the plagiarism and collusion policies established by Swinburne University. Submission Requirement: All students must agree to the Declaration and Statement of Authorship. In addition, students should also be aware of the plagiarism and collusion policies established by FBL and Swinburne University of Technology. Links to this policy are in the Unit Outline. Extensions: Links to the extension policy are in the Unit Outline. Please note that any request for an extension on or after the due dates will not be considered. Assessments A detailed assessment guide will be available on Canvas. In general, the assessment criteria will be based on • The originality of the work • Clarity of the analysis • Ability to synthesise ideas and literature, and reflect on relevant issues in enterprise systems • Depth and breadth of your analysis and reflections • Use of current literature • Relevance of references • Layout, structure, spelling, etc. and adherence to style guides • Adherence to citation and reference standards
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Assessment Task 1 Facilitate continuous improvement BSBSTR502 Student Declaration To be filled out and submitted with assessment responses ? I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s) ? I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me ? I have correctly referenced all resources and reference texts throughout these assessment tasks. ? I have read and understood the assessment requirements for this unit ? I understand the rights to re-assessment ? I understand the right to appeal the decisions made in the assessment Unit Title Unit Code Student name Student ID number Student signature Date Task Number ——OFFICE USE ONLY—– For Trainer and Assessor to complete: ? Student requested reasonable adjustment for the assessment Question Marking Sheet – Assessor to complete. Did the student satisfactorily address each question as instructed: Completed satisfactorily S NYS DNS Comments Question 1 Question 2 Question 3 Question 4 Task Outcome: Satisfactory ? Not Yet Satisfactory ? Student Name: Assessor Name: Assessor Signature: Date: Table of Content Student Declaration 2 Task 1 – Knowledge Questionnaire 5 Question 1 6 Question 2 6 Question 3 7 Question 4 7 Task 1 – Knowledge Questionnaire Task summary and instructions What is this assessment task about? This assessment is a written questionnaire with a mix of objective and subjective questions. The questionnaire is designed to meet the knowledge required to meet the unit requirements safely and effectively. The questions focus on the knowledge evidence required for this unit of competency: • systems and processes facilitating continuous improvement • common decision-making processes • organisational policies and procedures relating to digital systems, decision-making processes and continuous improvement systems • business systems and requirements, including: o knowledge management o quality o sustainability o performance management. Your assessor will be looking for demonstrated evidence of your ability to answer the questions satisfactorily, follow instructions, conduct online research and review real or simulated business documentation as instructed. What do I need to do to complete this task satisfactorily? • submit your answers to the questions within the set timeframe, • answer all questions as instructed, • answer all questions using your own words and reference any sources appropriately, • all questions must be answered satisfactorily. It is advisable to: • review the questions carefully, • answer the questions using online research and the learning material provided for the unit and by reviewing real or simulated relevant business documentation (such as policies and procedures), • further research the topics addressed in each question. Specifications You must submit to GOALS the • assessment coversheet, • answers to all questions, • references. Resources and equipment • computer with Internet access, • access to Microsoft Office suites or similar software, • learning material. Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you with written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the task. Answer all the questions below: Question 1 Outline three (3) systems and processes facilitating continuous improvement. (150-200 words in total) Systems and processes facilitating continuous improvement Outline Question 2 Outline a process of choice for decision-making. (50-100 words) Question 3 List four (4) organisational policies and procedures that relate to digital systems, decision-making processes and continuous improvement systems. Choose three (3) from your list and outline them: importance, general structure, summary of content. (50-100 words/policy and procedure) List of organisational policies and procedures Policy and Procedures Outline Question 4 Explain how continuous improvement systems and processes relate to other business systems and requirements. Consider knowledge management, quality, performance management and sustainability. Relation to Explanation (40-80 words/business system and requirements) Knowledge management Quality Performance management Sustainability Assessment Task 2 Facilitate continuous improvement BSBSTR502 Student Declaration To be filled out and submitted with assessment responses ? I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s) ? I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me ? I have correctly referenced all resources and reference texts throughout these assessment tasks. ? I have read and understood the assessment requirements for this unit ? I understand the rights to re-assessment ? I understand the right to appeal the decisions made in the assessment Unit Title Unit Code Student name Student ID number Student signature Date Task Number ——OFFICE USE ONLY—– For Trainer and Assessor to complete: ? Student requested reasonable adjustment for the assessment Marking Sheet Completed successfully Did the student satisfactorily: Comments Y N DNS The student has satisfactorily completed and submitted the following: • PowerPoint presentation in Task 2.1 • Observation checklist in Task 2.1 • Summary of the outcome of the session in Task 2.1.1 • Plan-Do-Check-Act approach for one of the initiatives in Task 2.1.2 • Updated CI register in Task 2.1.3 • Email to Project Sponsor in Task 2.1.4 • Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. In Task 2.2A • A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. In Task 2.2B • A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. In Task 2.2C • Strategies to ensure that systems and processes are used to monitor operational progress and identify ways to improve planning and operations. In Task 2.2D • A process to ensure that project team members are informed of outcomes of continuous improvement efforts. In Task 2.2E • Social media post in Task 2.3A • Record of feedback from consultation with the Project Sponsor in Task 2.3B ? ? ? The student attended the consultation meeting with the Project Sponsor in week 4: • Consulted on CI strategies, systems and processes • Gathered relevant feedback and inputs • Engaged actively in the consultation • Adjusted strategy, systems and processes as per the outcome of the consultation • Applied a collaborative approach • Answered questions promptly • Listened actively • Presented information clearly Feedback provided in comments. ? ? ? Demonstrated ability to: • Identify current systems and processes that facilitate continuous improvement • Identify and define improvement needs and opportunities for the organisation • Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders • Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities • Establish processes that confirm team members are informed about continuous improvement outcomes • Confirm relevant systems and processes meet organisation sustainability requirements • Confirm team progress, insights and experiences are captured and accessible using knowledge management systems • Coach individuals and teams to implement and support continuous improvement systems and processes • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Seek feedback from relevant stakeholders on systems and processes This is evidenced by: • PowerPoint presentation in Task 2.1 • Observation checklist in Task 2.1 • Summary of the outcome of the session in Task 2.1.1 • Plan-Do-Check-Act approach for one of the initiatives in Task 2.1.2 • Updated CI register in Task 2.1.3 • Email to Project Sponsor in Task 2.1.4 ? ? ? Demonstrated ability to: • Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders • Develop strategies for continuous improvement and encourage team members to participate in decision-making processes • Develop knowledge management systems to capture team progress, insights and experiences from business activities • Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities • Establish processes that confirm team members are informed about continuous improvement outcomes • Confirm team progress, insights and experiences are captured and accessible using knowledge management systems This is evidenced by: • Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. In Task 2.2A • A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. In Task 2.2B • A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. In Task 2.2C • Strategies to ensure that systems and processes are used to monitor operational progress and identify ways to improve planning and operations. In Task 2.2D • A process to ensure that project team members are informed of outcomes of continuous improvement efforts. In Task 2.2E ? ? ? Demonstrated ability to: • Establish processes that confirm team members are informed about continuous improvement outcomes • Make recommendations and communicate strategies to relevant stakeholders • Evaluate outcomes and identify opportunities for improvement • Seek feedback from relevant stakeholders on systems and processes • Identify other areas for improvement and document feedback for future planning This is evidenced by: • Social media post in Task 2.3A • Record of feedback from consultation with the Project Sponsor in Task 2.3B • Participation in the consultation and feedback session with the project sponsor (refer to Marking Sheet) ? ? ? When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task. ? ? ? Task Outcome: Satisfactory ? Not Yet Satisfactory ? Student Name: Assessor Name: Assessor Signature: Date: Table of Content Student Declaration 2 Task 2 – Establish continuous improvement systems and processes 9 Task 2.1 Ci initiatives and practices 15 Task 2.2 CI strategies, processes and systems 18 Task 2.3 Communication 19 Appendix 1 – CI Policy 20 Task 2 – Establish continuous improvement systems and processes Task summary and instructions What is this assessment task about? Refer to and read the documents saved in a separate folder: • MMI company profile and project task • Policies and Procedures You have been recently engaged by XYZ Pty Ltd trading as MMI as a Project Manager (PM) to develop and implement a project to open a new campus in Sydney (refer to MMI strategic objectives). • The Board of Directors (BoD) has allocated 3 million dollars to the project. • Project duration: 1 year. • You can employ four new staff members to be part of the project team for its duration. Source the rest of the project team from existing MMI personnel (flexible work arrangements will be needed) The project includes: • Finding premises in Sydney CBD ( 800-1000 square metres, onsite parking for staff, natural light) Ideally, there will be enough room for 5-7 classes, one meeting room, one computer lab, 1 x student kitchen, student lounge, 1 x staff kitchen, three offices for staff, toilet facilities • Rent the premise • Obtain necessary permits • Source architect and building company • Source and buy furniture and equipment • Liaise with the architect and building company The project steering committee is composed of: • Mr Eli Brown – Non-executive Director • Mr Leonard Black – CFO • Academic Manager (Jacob Graham) The project sponsor is Taylor Varin (Client Service Manager), played by the trainer and assessor. You will have to: • Determine the project requirements • Work in collaboration with pertinent stakeholders • Scope the project • Cost and resource the project • Develop the project plan • Execute the project • Finalise the project Each unit covered in your Diploma of Project Management will address a part of the project: • Scope • Time • Quality • Cost • Human Resources • Information system and communication • Risk • Project Integration • Communicate with influence • Facilitate continuous improvement in project work • Develop project workplace policy and procedures for sustainability • Lead and manage project team effectiveness BSBSTR502 addresses continuous improvement in project work. Having a clear vision of the project and its structure will help you plan and implement it in simulated work conditions. Your trainer and assessor will provide support and mentorship in the role of Project Sponsor (PS). You will work in a project team of max four students. You will both lead the team and be a part of it to experience different project roles in the simulated work environment, project manager being the main one. Take turns playing the role of PM when the task requires project team collaboration. The trainer and assessor will observe project work and provide feedback on the Marking Sheet. Form or join a project team (3-4 students in the team). Document the name of the students in the table below: Student Name Student Name Student Name Student Name You will collaborate with the project team in a simulated work environment to carry out the responsibility of your role as a PM relevant to continuous improvement. Although you will lead and collaborate with the project team in some of the tasks as instructed, your assessment”s work must be individual, and it will be marked as such. This task comprises of the following assessment methods: o Product-based ? o Direct observation of Role-Play ? o Case Study ? o Other (specify) ? It has been designed to evaluate your ability to/competency in: • Identify current systems and processes that facilitate continuous improvement • Identify and define improvement needs and opportunities for the organisation • Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders • Develop strategies for continuous improvement and encourage team members to participate in decision-making processes • Develop knowledge management systems to capture team progress, insights and experiences from business activities • Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities • Establish processes that confirm team members are informed about continuous improvement outcomes • Confirm relevant systems and processes meet organisation sustainability requirements • Confirm team progress, insights and experiences are captured and accessible using knowledge management systems • Coach individuals and teams to implement and support continuous improvement systems and processes • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Evaluate outcomes and identify opportunities for improvement • Seek feedback from relevant stakeholders on systems and processes • Identify other areas for improvement and document feedback for future planning Your assessor will be looking for demonstrated evidence of your competency in the above. You are required to address the following: • Task 2.1 CI initiatives and practices o Meet with the team, deliver a training session, brainstorm ideas for the CI initiatives and conduct a planning session with the team • Task 2.2 CI strategies, processes and systems o Develop CI strategies, processes and systems • Task 2.3 Communication o Announce one CI initiative to all MMI staff o Consultation with the Project Sponsor Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such. What do I need to do to complete this task satisfactorily? • submit the completed assessment tasks, according to instructions, • complete the tasks with sufficient detail and present them in a professional manner, • use your own words and reference sources appropriately, • meet the word count where required, • use the scenario provided, • use the templates provided where required, • for your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all of the assessment criteria, • if part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate satisfactory performance. Specifications You must deliver/participate in: • Training, coaching and brainstorming session with the project team in week 3 (Role-Play) • Consultation and feedback session with the project sponsor in week 4 (Role-Play) You must submit to GOALS • PowerPoint presentation • Observation checklist • Summary of the outcome of the session • Plan-Do-Check-Act approach for one of the initiatives • Updated CI register • Email to Project Sponsor • Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. • A system to ensure that the organisation”s continuous improvement processes are communicated to stakeholders. • A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. • Strategies to ensure that systems and processes are used to monitor operational progress and to identify ways in which planning and operations could be improved. • A process to ensure that project team members are informed of outcomes of continuous improvement efforts. • Social media post • Record of feedback from consultation with the Project Sponsor Resources and equipment • Computer with Internet access • Access to Microsoft Office suites or similar software • Learning material • Scenario for assessment as provided • Appendices as provided • Relevant policies and procedures as provided • Templates as provided Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment. Complete the following activities: As a Project Manager, you have decided to improve sustainable workplace practices and would like to introduce the following initiatives in project work: • Encourage sustainable eating habits by minimising the use of disposable containers • Go paperless • Manage food waste at work using brown bin solutions • Implement energy savings policies • Encourage the use of sustainable transportation to work To do so, you will: • Apply continuous improvement (CI) processes and systems • Encourage team members to participate in the decision-making process and commit to the improvements • Coach and mentor team members on CI • Ensure that insights and experience from the sustainability activities are captured and shared • Develop strategies, systems and processes to implement and sustain a continuous improvement culture Task 2.1 Ci initiatives and practices Meet with the project team and use part of the meeting to deliver a coaching and mentoring session to ensure that the team understands what CI is and its value for a business. This will ensure that team members will implement and support the CI initiatives and participate in the decision-making process. • Review the learning material and undertake independent research. Prepare a training session for the team to cover: o Definition of continuous improvement o The benefits of implementing continuous improvement systems and processes in the workplace o Continuous improvement models that may be suitable for project work, such as the Plan Do Check Act, DMAIC or TQM approach to continuous improvement. Select two models for the training session. o Current CI policy at MMI and proposed improvements • Prepare to conduct a brainstorming activity on what actions could be taken to: o Encourage sustainable eating habits by minimising the use of disposable containers o Go paperless o Manage food waste at work using brown bin solutions o Implement energy savings policies o Encourage the use of sustainable transportation to work • Prepare to facilitate a collaborative planning session to plan the implementation of the brainstormed activities using a Plan Do Check Act approach. • Prepare to obtain commitment to the CI initiatives from the team and agree on responsibilities. Schedule a time with the trainer and assessor in week 3 of class and conduct the meeting with the project team. All team members will have to take turns to present, facilitate and train as Project Managers (instructions provided below). The trainer and assessor will evaluate your performance during the training session. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to perform the Role-Play. Duration: 60-90 minutes Before the training session • Prepare a PP presentation to cover all the required points. Submit the PP with your assessment. • Review the current CI policy and identify improvements • Prepare the coaching session • Prepare to facilitate the brainstorming and planning session During the training session • Present: o Definition of continuous improvement o The benefits of implementing continuous improvement systems and processes in the workplace o Continuous improvement models that may be suitable for project work, such as the Plan Do Check Act, DMAIC or TQM approach to continuous improvement. Select two models for the training session. o Current CI policy at MMI and proposed improvements. Ask the team for feedback and inputs. Note: each student must present to the rest of the project team as the Project Manager. • Lead a brainstorming session on what actions could be taken to implement the following CI initiatives: o Encourage sustainable eating habits by minimising the use of disposable containers o Go paperless o Implement energy savings policies o Encourage the use of sustainable transportation to work Note: each student in the project team must lead one brainstorming session on one of the initiatives listed above. All initiatives must be covered, so split the topics among the group. Additionally, during the brainstorming session, evaluate how each initiative would meet sustainability requirements. • Select three key actions/initiative in collaboration with the team. • Facilitate a collaborative planning session for the implementation of the CI initiatives using a Plan-Do-Check-Act approach. Note: all team members must demonstrate the ability to facilitate a planning session, take the lead in turns. Obtain commitment to the CI initiatives from the team and agree on responsibilities. After the training session 1. Summarise the outcome of the session in the table below. CI initiative Key actions (Three/initiative) How organisational sustainability requirements are met Encourage sustainable eating habits by minimising the use of disposable containers Go paperless Implement energy savings policies Encourage the use of sustainable transportation to work 2. Document the Plan-Do-Check-Act approach for one of the CI initiatives (your choice of initiative). CI Initiative: Add Plan Recognise the opportunity and plan a change Do Test the change. Check Review the test, analyse the results, and identify what you”ve learned. Act Take action based on what you learned in the study step. 3. Update the Project CI register adding the improvements that were discussed during the training session: • CI initiatives to improve sustainability practices • Improvements to the CI Policy Date Suggested Improvement CI Category Actions Timeline Responsibility Completed Y/N CI Categories: Industry Engagement Feedback; Audit Feedback; Complaint Feedback; Staff Feedback 4. Write an email to the Project Sponsor. The email must address the following: • Inform the Project Sponsor about the CI initiatives to improve sustainability practices in the project team. Suggest testing the practices in the project environment and then implement them across the organisation. • Inform the Project Sponsor of the proposed improvements to the existing CI policy. • Explain how change and improvement processes meet sustainability requirements. • Attach the CI Register to the email. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. (100-150 words) Template 1 -Email Email to Project Sponsor To: Cc: Bcc: Subject: Date email is sent: Attachments: Task 2.2 CI strategies, processes and systems Develop CI strategies, processes and systems: A. Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. Two strategies, 50-100 words. B. A system to ensure that the organisation”s continuous improvement processes are communicated to stakeholders. Describe the communication channel, technology used and process. Include who the information needs to be communicated to and when. (50-100 words) C. A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. Step by step process. Indicate who is responsible for each step. D. Strategies to ensure that systems and processes are used to monitor operational progress and to identify ways in which planning and operations could be improved. Three strategies (30-50 words each), consider using project monitoring and controlling system. E. A process to ensure that project team members are informed of outcomes of continuous improvement efforts. Step by step process. Indicate who is responsible for each step. Document your work below: A B C D E Task 2.3 Communication A. Social media post Prepare a social media post to announce one of the CI initiatives from the project team to improve sustainability practices in the workplace to all MMI staff. Note: the post could be as simple as a text with a picture. Record the post in the space provided below: B. Consultation Schedule a brief consultation session (5-10 minutes) time with the trainer and assessor ( playing the role of the Project Sponsor in the simulated work environment) in week 4 of class, and discuss the CI strategies, processes and systems developed in Task 2.2. Record the feedback from the Project Sponsor in the space provided below: Apply the feedback received to the CI strategies, processes and systems developed in Task 2.2 before submitting the assessment. The trainer and assessor will check that the feedback was applied when marking the assessment. The trainer and assessor will evaluate your performance during the consultation session and provide feedback on the marking sheet. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to attend the consultation session. Appendix 1 – CI Policy Continuous Improvement Purpose This policy provides details of XYZ Pty Ltd (XYZ) approach to continuous improvement. The purpose of the policy is to provide principles to guide the continuous improvement practices of XYZ staff to: • encourage continuous improvement in the workplace • ensure that all XYZ activities, processes and systems support our focus on quality This policy applies to all XYZ staff. Policy and Procedures Continuous improvement (CI) is at the core of the management strategy of XYZ, and it is recognised as a competitive factor in the marketplace. CI covers all aspects of the operation of XYZ driving organisational excellence to improve value delivery to all XYZ stakeholders, including both clients and employees. By implementing a culture of continuous improvement, the company will: • focus on understanding and satisfying the clients; • regularly review approaches and methods with improvement cycles and conclusions implemented; • benchmark and regularly measure the performance of key processes; • manage business using facts rather than opinion; • maintain a culture of clear, open communication; • work to reduce cycle-time in all aspects of the business; • promote active teamwork as a normal way of achieving outcomes; • recognise and promote improvement efforts; • develop a culture where continuous improvement involves everyone, and the process of change becomes routine; and • develops and values key partnerships with employees, clients and other stakeholders. Several processes are used by XYZ to implement and maintain a system of continuous improvement: 1) Every area Manager is responsible for conducting a performance audit once/year and to present its findings to the CEO 2) Client and employees surveys are conducted regularly, and the results of the surveys are presented to the CEO to be discussed in the monthly management meeting 3) Complaints are an opportunity for constructive feedback to improve performance standards 4) The Marketing department is responsible for conducting external business environment analysis to monitor trends, technology and standards relevant to the industry 5) Attendance to conferences and networking events is encouraged to gather ideas for improvement 6) Professional development of staff on quality management practices is part of the management development plans 7) Quality Circle groups work cross-functionally in the organisation (with meetings scheduled each month) The HR Manager is responsible for coordinating the CI program and its initiatives. Assessment Task 3 Facilitate continuous improvement BSBSTR502 Student Declaration To be filled out and submitted with assessment responses ? I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s) ? I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me ? I have correctly referenced all resources and reference texts throughout these assessment tasks. ? I have read and understood the assessment requirements for this unit ? I understand the rights to re-assessment ? I understand the right to appeal the decisions made in the assessment Unit Title Unit Code Student name Student ID number Student signature Date Task Number ——OFFICE USE ONLY—– For Trainer and Assessor to complete: ? Student requested reasonable adjustment for the assessment Marking Sheet Completed successfully Did the student satisfactorily: Comments Y N DNS The student has satisfactorily completed and submitted the following: • Meeting minutes in Task 3.1A • Updated CI Register in Task 3.1B • Email to Project Sponsor in Task 3.1C ? ? ? Demonstrated ability to: • Identify and define improvement needs and opportunities for the organisation • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Identify other areas for improvement and document feedback for future planning This is evidenced by: • Meeting minutes in Task 3.1A • Updated CI Register in Task 3.1B • Email to Project Sponsor in Task 3.1C • Active participation in the meeting with the team (refer to Marking Sheet) ? ? ? Demonstrated ability to: • Evaluate outcomes and identify opportunities for improvement This is evidenced by: • Meeting minutes in Task 3.1A • Updated CI Register in Task 3.1B ? ? ? Demonstrated ability to: • Seek feedback from relevant stakeholders on systems and processes This is evidenced by: • Meeting minutes in Task 3.1A • Active participation in the meeting with the team (refer to Marking Sheet) ? ? ? The student conducted the meeting with the team in week 5: • Facilitated discussion on the progress reports about the implementation of the CI initiatives • Encouraged team members to reflect on the reports and problem-solve • Encourage team members to participate in determining areas for further improvement and make decisions • Used communication techniques effectively • Lead by example • Collaborated effectively with the team Feedback in comments. ? ? ? When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task. ? ? ? Task Outcome: Satisfactory ? Not Yet Satisfactory ? Student Name: Assessor Name: Assessor Signature: Date: Table of Content Task 3 – Manage opportunities for further improvement 6 Task 3.1 Manage opportunities for further improvement 8 Task 3 – Manage opportunities for further improvement Task summary and instructions What is this assessment task about? This task builds on Task 2. Work with the same team established for Task 2. You will collaborate with the project team in a simulated work environment to carry out the responsibility of your role as a project manager relevant to continuous improvement management. Although you will lead and collaborate with the project team, the work on your assessment must be individual, and it will be marked as such. This task comprises of the following assessment methods: o Product-based ? o Direct observation of Role-Play ? o Case Study ? o Other (specify) ? It has been designed to evaluate your ability to/competency in: • Identify and define improvement needs and opportunities for the organisation • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Evaluate outcomes and identify opportunities for improvement • Seek feedback from relevant stakeholders on systems and processes • Identify other areas for improvement and document feedback for future planning You are required to address the following: • Task 3.1 Manage opportunities for further improvements o Address reports on progress of the implementation of the CI initiatives Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such. What do I need to do to complete this task satisfactorily? • submit the completed assessment tasks, according to instructions, • complete the tasks with sufficient detail and present them in a professional manner, • use your own words and reference sources appropriately, • meet the word count where required, • use the scenario provided, • use the templates provided where required, • for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria, • if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance. Specifications You must deliver/participate in: • Meeting with the team in week 5 You must submit to GOALS • Meeting minutes • Updated CI Register • Email to Project Sponsor Resources and equipment • Computer with Internet access • Access to Microsoft Office suites or similar software • Learning material • Scenario for assessment as provided • Appendices as provided • Relevant policies and procedures as provided • Templates as provided Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment. Complete the following activities: Task 3.1 Manage opportunities for further improvement The project team has now implemented CI initiatives planned for in Task 2 to improve sustainable work practices. Consider the following data and information: 1 Overall satisfaction with the implementation: • 50% Totally satisfied • 50% Somewhat satisfied 2 You have received the following feedback: • The Project Sponsor wants all reports printed out; this is against the paperless initiative • It would be a good idea to provide project team members with Ipads to facilitate paperless work • Some team members still use disposable coffee cups when buying take away coffees • All team members bring food from home using reusable containers • Food is often left in the fridge for days, and it is always the same team member who has to empty the food containers and wash them • When the order for LED lights bulbs was placed, it was denied by the CFO. He thinks that they are expensive. • The advice to put computers in hibernation mode if taking a break or go to a meeting was successful; however, sometimes team members still forget. • It would be a good idea to introduce the use of brown bins to recycle food waste. • The CI register is not regularly updated. 3 The Project Sponsor is impressed with the implementation of the CI initiatives and would like to extend the improvements across the business. However, the Board of Directors does not quite understand sustainability, and they may think that improving sustainable work practices may come at a price. A. Review Feedback Meet with the project team in week 5 of class and review the feedback received on the implementation of the continuous improvement initiatives. In collaboration with the team: • Determine how to address the feedback (all feedback must be addressed: how to improve the implementation of the CI initiatives based on feedback). • Determine how the planning and operations of CI initiatives could be improved. • Identify areas for further improvement. For example, work arrangements to improve work-life balance, engagement with the community to support non-for-profit work, reduce water consumption, consider how to improve the supply chain to work with sustainable suppliers, change the procurement policy to only buy energy-efficient products etc.… • Identify key actions and assign responsibility for the implementation. Duration: 30-45 minutes. The trainer and assessor will validate your participation in the meeting and provide feedback on the Marking Sheet. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to review the feedback and identify areas for further improvements. Complete the meeting minutes (Template 1). Template 1 -Meeting Minutes Date Location Participants Review of feedback 100-150 words Improvement of CI planning and operations Opportunities for further improvement (2-3 opportunities, 50-100 words) Action Items (10-12) B. CI register Update the CI register adding the opportunities for further improvements. Date Suggested Improvement CI Category Actions Timeline Responsibility Completed Y/N C. Email to Project Sponsor Write an email (Template 2) to the Project Sponsor addressing the following: • Summarise the outcome of the meeting with the project team (Ref: a review of feedback) • Suggest opportunities for further improvements (as discussed with the team) • Suggest 2-3 talking points to positively influence the Board of Directors to implement the CI initiatives to improve sustainability in the workplace across the business (100-150 points) The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. Template 2 -Email Email to Project Sponsor To: Cc: Bcc: Subject: Date email is sent: Attachments:
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Assessment Task 1 Facilitate continuous improvement BSBSTR502 Student Declaration To be filled out and submitted with assessment responses ? I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s) ? I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me ? I have correctly referenced all resources and reference texts throughout these assessment tasks. ? I have read and understood the assessment requirements for this unit ? I understand the rights to re-assessment ? I understand the right to appeal the decisions made in the assessment Unit Title Unit Code Student name Student ID number Student signature Date Task Number ——OFFICE USE ONLY—– For Trainer and Assessor to complete: ? Student requested reasonable adjustment for the assessment Question Marking Sheet – Assessor to complete. Did the student satisfactorily address each question as instructed: Completed satisfactorily S NYS DNS Comments Question 1 Question 2 Question 3 Question 4 Task Outcome: Satisfactory ? Not Yet Satisfactory ? Student Name: Assessor Name: Assessor Signature: Date: Table of Content Student Declaration 2 Task 1 – Knowledge Questionnaire 5 Question 1 6 Question 2 6 Question 3 7 Question 4 7
Task 1 – Knowledge Questionnaire Task summary and instructions What is this assessment task about? This assessment is a written questionnaire with a mix of objective and subjective questions. The questionnaire is designed to meet the knowledge required to meet the unit requirements safely and effectively. The questions focus on the knowledge evidence required for this unit of competency: • systems and processes facilitating continuous improvement • common decision-making processes • organisational policies and procedures relating to digital systems, decision-making processes and continuous improvement systems • business systems and requirements, including: o knowledge management o quality o sustainability o performance management. Your assessor will be looking for demonstrated evidence of your ability to answer the questions satisfactorily, follow instructions, conduct online research and review real or simulated business documentation as instructed. What do I need to do to complete this task satisfactorily? • submit your answers to the questions within the set timeframe, • answer all questions as instructed, • answer all questions using your own words and reference any sources appropriately, • all questions must be answered satisfactorily. It is advisable to: • review the questions carefully, • answer the questions using online research and the learning material provided for the unit and by reviewing real or simulated relevant business documentation (such as policies and procedures), • further research the topics addressed in each question. Specifications You must submit to GOALS the • assessment coversheet, • answers to all questions, • references. Resources and equipment • computer with Internet access, • access to Microsoft Office suites or similar software, • learning material. Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you with written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the task. Answer all the questions below: Question 1 Outline three (3) systems and processes facilitating continuous improvement. (150-200 words in total) Systems and processes facilitating continuous improvement Outline Question 2 Outline a process of choice for decision-making. (50-100 words) Question 3 List four (4) organisational policies and procedures that relate to digital systems, decision-making processes and continuous improvement systems. Choose three (3) from your list and outline them: importance, general structure, summary of content. (50-100 words/policy and procedure) List of organisational policies and procedures Policy and Procedures Outline Question 4 Explain how continuous improvement systems and processes relate to other business systems and requirements. Consider knowledge management, quality, performance management and sustainability. Relation to Explanation (40-80 words/business system and requirements) Knowledge management Quality Performance management Sustainability Assessment Task 2 Facilitate continuous improvement BSBSTR502 Student Declaration To be filled out and submitted with assessment responses ? I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s) ? I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me ? I have correctly referenced all resources and reference texts throughout these assessment tasks. ? I have read and understood the assessment requirements for this unit ? I understand the rights to re-assessment ? I understand the right to appeal the decisions made in the assessment Unit Title Unit Code Student name Student ID number Student signature Date Task Number ——OFFICE USE ONLY—– For Trainer and Assessor to complete: ? Student requested reasonable adjustment for the assessment Marking Sheet Completed successfully Did the student satisfactorily: Comments Y N DNS The student has satisfactorily completed and submitted the following: • PowerPoint presentation in Task 2.1 • Observation checklist in Task 2.1 • Summary of the outcome of the session in Task 2.1.1 • Plan-Do-Check-Act approach for one of the initiatives in Task 2.1.2 • Updated CI register in Task 2.1.3 • Email to Project Sponsor in Task 2.1.4 • Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. In Task 2.2A • A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. In Task 2.2B • A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. In Task 2.2C • Strategies to ensure that systems and processes are used to monitor operational progress and identify ways to improve planning and operations. In Task 2.2D • A process to ensure that project team members are informed of outcomes of continuous improvement efforts. In Task 2.2E • Social media post in Task 2.3A • Record of feedback from consultation with the Project Sponsor in Task 2.3B ? ? ? The student attended the consultation meeting with the Project Sponsor in week 4: • Consulted on CI strategies, systems and processes • Gathered relevant feedback and inputs • Engaged actively in the consultation • Adjusted strategy, systems and processes as per the outcome of the consultation • Applied a collaborative approach • Answered questions promptly • Listened actively • Presented information clearly Feedback provided in comments. ? ? ? Demonstrated ability to: • Identify current systems and processes that facilitate continuous improvement • Identify and define improvement needs and opportunities for the organisation • Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders • Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities • Establish processes that confirm team members are informed about continuous improvement outcomes • Confirm relevant systems and processes meet organisation sustainability requirements • Confirm team progress, insights and experiences are captured and accessible using knowledge management systems • Coach individuals and teams to implement and support continuous improvement systems and processes • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Seek feedback from relevant stakeholders on systems and processes This is evidenced by: • PowerPoint presentation in Task 2.1 • Observation checklist in Task 2.1 • Summary of the outcome of the session in Task 2.1.1 • Plan-Do-Check-Act approach for one of the initiatives in Task 2.1.2 • Updated CI register in Task 2.1.3 • Email to Project Sponsor in Task 2.1.4 ? ? ? Demonstrated ability to: • Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders • Develop strategies for continuous improvement and encourage team members to participate in decision-making processes • Develop knowledge management systems to capture team progress, insights and experiences from business activities • Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities • Establish processes that confirm team members are informed about continuous improvement outcomes • Confirm team progress, insights and experiences are captured and accessible using knowledge management systems This is evidenced by: • Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. In Task 2.2A • A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. In Task 2.2B • A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. In Task 2.2C • Strategies to ensure that systems and processes are used to monitor operational progress and identify ways to improve planning and operations. In Task 2.2D • A process to ensure that project team members are informed of outcomes of continuous improvement efforts. In Task 2.2E ? ? ? Demonstrated ability to: • Establish processes that confirm team members are informed about continuous improvement outcomes • Make recommendations and communicate strategies to relevant stakeholders • Evaluate outcomes and identify opportunities for improvement • Seek feedback from relevant stakeholders on systems and processes • Identify other areas for improvement and document feedback for future planning This is evidenced by: • Social media post in Task 2.3A • Record of feedback from consultation with the Project Sponsor in Task 2.3B • Participation in the consultation and feedback session with the project sponsor (refer to Marking Sheet) ? ? ? When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task. ? ? ? Task Outcome: Satisfactory ? Not Yet Satisfactory ? Student Name: Assessor Name: Assessor Signature: Date: Table of Content Student Declaration 2 Task 2 – Establish continuous improvement systems and processes 9 Task 2.1 Ci initiatives and practices 15 Task 2.2 CI strategies, processes and systems 18 Task 2.3 Communication 19 Appendix 1 – CI Policy 20
Task 2 – Establish continuous improvement systems and processes Task summary and instructions What is this assessment task about? Refer to and read the documents saved in a separate folder: • MMI company profile and project task • Policies and Procedures You have been recently engaged by XYZ Pty Ltd trading as MMI as a Project Manager (PM) to develop and implement a project to open a new campus in Sydney (refer to MMI strategic objectives). • The Board of Directors (BoD) has allocated 3 million dollars to the project. • Project duration: 1 year. • You can employ four new staff members to be part of the project team for its duration. Source the rest of the project team from existing MMI personnel (flexible work arrangements will be needed) The project includes: • Finding premises in Sydney CBD ( 800-1000 square metres, onsite parking for staff, natural light) Ideally, there will be enough room for 5-7 classes, one meeting room, one computer lab, 1 x student kitchen, student lounge, 1 x staff kitchen, three offices for staff, toilet facilities • Rent the premise • Obtain necessary permits • Source architect and building company • Source and buy furniture and equipment • Liaise with the architect and building company The project steering committee is composed of: • Mr Eli Brown – Non-executive Director • Mr Leonard Black – CFO • Academic Manager (Jacob Graham) The project sponsor is Taylor Varin (Client Service Manager), played by the trainer and assessor. You will have to: • Determine the project requirements • Work in collaboration with pertinent stakeholders • Scope the project • Cost and resource the project • Develop the project plan • Execute the project • Finalise the project Each unit covered in your Diploma of Project Management will address a part of the project: • Scope • Time • Quality • Cost • Human Resources • Information system and communication • Risk • Project Integration • Communicate with influence • Facilitate continuous improvement in project work • Develop project workplace policy and procedures for sustainability • Lead and manage project team effectiveness BSBSTR502 addresses continuous improvement in project work. Having a clear vision of the project and its structure will help you plan and implement it in simulated work conditions. Your trainer and assessor will provide support and mentorship in the role of Project Sponsor (PS). You will work in a project team of max four students. You will both lead the team and be a part of it to experience different project roles in the simulated work environment, project manager being the main one. Take turns playing the role of PM when the task requires project team collaboration. The trainer and assessor will observe project work and provide feedback on the Marking Sheet. Form or join a project team (3-4 students in the team). Document the name of the students in the table below: Student Name Student Name Student Name Student Name You will collaborate with the project team in a simulated work environment to carry out the responsibility of your role as a PM relevant to continuous improvement. Although you will lead and collaborate with the project team in some of the tasks as instructed, your assessment’s work must be individual, and it will be marked as such. This task comprises of the following assessment methods: o Product-based ? o Direct observation of Role-Play ? o Case Study ? o Other (specify) ? It has been designed to evaluate your ability to/competency in: • Identify current systems and processes that facilitate continuous improvement • Identify and define improvement needs and opportunities for the organisation • Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders • Develop strategies for continuous improvement and encourage team members to participate in decision-making processes • Develop knowledge management systems to capture team progress, insights and experiences from business activities • Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities • Establish processes that confirm team members are informed about continuous improvement outcomes • Confirm relevant systems and processes meet organisation sustainability requirements • Confirm team progress, insights and experiences are captured and accessible using knowledge management systems • Coach individuals and teams to implement and support continuous improvement systems and processes • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Evaluate outcomes and identify opportunities for improvement • Seek feedback from relevant stakeholders on systems and processes • Identify other areas for improvement and document feedback for future planning Your assessor will be looking for demonstrated evidence of your competency in the above. You are required to address the following: • Task 2.1 CI initiatives and practices o Meet with the team, deliver a training session, brainstorm ideas for the CI initiatives and conduct a planning session with the team • Task 2.2 CI strategies, processes and systems o Develop CI strategies, processes and systems • Task 2.3 Communication o Announce one CI initiative to all MMI staff o Consultation with the Project Sponsor Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such. What do I need to do to complete this task satisfactorily? • submit the completed assessment tasks, according to instructions, • complete the tasks with sufficient detail and present them in a professional manner, • use your own words and reference sources appropriately, • meet the word count where required, • use the scenario provided, • use the templates provided where required, • for your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all of the assessment criteria, • if part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate satisfactory performance. Specifications You must deliver/participate in: • Training, coaching and brainstorming session with the project team in week 3 (Role-Play) • Consultation and feedback session with the project sponsor in week 4 (Role-Play) You must submit to GOALS • PowerPoint presentation • Observation checklist • Summary of the outcome of the session • Plan-Do-Check-Act approach for one of the initiatives • Updated CI register • Email to Project Sponsor • Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. • A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. • A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. • Strategies to ensure that systems and processes are used to monitor operational progress and to identify ways in which planning and operations could be improved. • A process to ensure that project team members are informed of outcomes of continuous improvement efforts. • Social media post • Record of feedback from consultation with the Project Sponsor Resources and equipment • Computer with Internet access • Access to Microsoft Office suites or similar software • Learning material • Scenario for assessment as provided • Appendices as provided • Relevant policies and procedures as provided • Templates as provided Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment. Complete the following activities: As a Project Manager, you have decided to improve sustainable workplace practices and would like to introduce the following initiatives in project work: • Encourage sustainable eating habits by minimising the use of disposable containers • Go paperless • Manage food waste at work using brown bin solutions • Implement energy savings policies • Encourage the use of sustainable transportation to work To do so, you will: • Apply continuous improvement (CI) processes and systems • Encourage team members to participate in the decision-making process and commit to the improvements • Coach and mentor team members on CI • Ensure that insights and experience from the sustainability activities are captured and shared • Develop strategies, systems and processes to implement and sustain a continuous improvement culture Task 2.1 Ci initiatives and practices Meet with the project team and use part of the meeting to deliver a coaching and mentoring session to ensure that the team understands what CI is and its value for a business. This will ensure that team members will implement and support the CI initiatives and participate in the decision-making process. • Review the learning material and undertake independent research. Prepare a training session for the team to cover: o Definition of continuous improvement o The benefits of implementing continuous improvement systems and processes in the workplace o Continuous improvement models that may be suitable for project work, such as the Plan Do Check Act, DMAIC or TQM approach to continuous improvement. Select two models for the training session. o Current CI policy at MMI and proposed improvements • Prepare to conduct a brainstorming activity on what actions could be taken to: o Encourage sustainable eating habits by minimising the use of disposable containers o Go paperless o Manage food waste at work using brown bin solutions o Implement energy savings policies o Encourage the use of sustainable transportation to work • Prepare to facilitate a collaborative planning session to plan the implementation of the brainstormed activities using a Plan Do Check Act approach. • Prepare to obtain commitment to the CI initiatives from the team and agree on responsibilities. Schedule a time with the trainer and assessor in week 3 of class and conduct the meeting with the project team. All team members will have to take turns to present, facilitate and train as Project Managers (instructions provided below). The trainer and assessor will evaluate your performance during the training session. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to perform the Role-Play. Duration: 60-90 minutes Before the training session • Prepare a PP presentation to cover all the required points. Submit the PP with your assessment. • Review the current CI policy and identify improvements • Prepare the coaching session • Prepare to facilitate the brainstorming and planning session During the training session • Present: o Definition of continuous improvement o The benefits of implementing continuous improvement systems and processes in the workplace o Continuous improvement models that may be suitable for project work, such as the Plan Do Check Act, DMAIC or TQM approach to continuous improvement. Select two models for the training session. o Current CI policy at MMI and proposed improvements. Ask the team for feedback and inputs. Note: each student must present to the rest of the project team as the Project Manager. • Lead a brainstorming session on what actions could be taken to implement the following CI initiatives: o Encourage sustainable eating habits by minimising the use of disposable containers o Go paperless o Implement energy savings policies o Encourage the use of sustainable transportation to work Note: each student in the project team must lead one brainstorming session on one of the initiatives listed above. All initiatives must be covered, so split the topics among the group. Additionally, during the brainstorming session, evaluate how each initiative would meet sustainability requirements. • Select three key actions/initiative in collaboration with the team. • Facilitate a collaborative planning session for the implementation of the CI initiatives using a Plan-Do-Check-Act approach. Note: all team members must demonstrate the ability to facilitate a planning session, take the lead in turns. Obtain commitment to the CI initiatives from the team and agree on responsibilities. After the training session 1. Summarise the outcome of the session in the table below. CI initiative Key actions (Three/initiative) How organisational sustainability requirements are met Encourage sustainable eating habits by minimising the use of disposable containers Go paperless Implement energy savings policies Encourage the use of sustainable transportation to work 2. Document the Plan-Do-Check-Act approach for one of the CI initiatives (your choice of initiative). CI Initiative: Add Plan Recognise the opportunity and plan a change Do Test the change. Check Review the test, analyse the results, and identify what you’ve learned. Act Take action based on what you learned in the study step. 3. Update the Project CI register adding the improvements that were discussed during the training session: • CI initiatives to improve sustainability practices • Improvements to the CI Policy Date Suggested Improvement CI Category Actions Timeline Responsibility Completed Y/N CI Categories: Industry Engagement Feedback; Audit Feedback; Complaint Feedback; Staff Feedback 4. Write an email to the Project Sponsor. The email must address the following: • Inform the Project Sponsor about the CI initiatives to improve sustainability practices in the project team. Suggest testing the practices in the project environment and then implement them across the organisation. • Inform the Project Sponsor of the proposed improvements to the existing CI policy. • Explain how change and improvement processes meet sustainability requirements. • Attach the CI Register to the email. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. (100-150 words) Template 1 -Email Email to Project Sponsor To: Cc: Bcc: Subject: Date email is sent: Attachments: Task 2.2 CI strategies, processes and systems Develop CI strategies, processes and systems: A. Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. Two strategies, 50-100 words. B. A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. Describe the communication channel, technology used and process. Include who the information needs to be communicated to and when. (50-100 words) C. A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. Step by step process. Indicate who is responsible for each step. D. Strategies to ensure that systems and processes are used to monitor operational progress and to identify ways in which planning and operations could be improved. Three strategies (30-50 words each), consider using project monitoring and controlling system. E. A process to ensure that project team members are informed of outcomes of continuous improvement efforts. Step by step process. Indicate who is responsible for each step. Document your work below: A B C D E Task 2.3 Communication A. Social media post Prepare a social media post to announce one of the CI initiatives from the project team to improve sustainability practices in the workplace to all MMI staff. Note: the post could be as simple as a text with a picture. Record the post in the space provided below: B. Consultation Schedule a brief consultation session (5-10 minutes) time with the trainer and assessor ( playing the role of the Project Sponsor in the simulated work environment) in week 4 of class, and discuss the CI strategies, processes and systems developed in Task 2.2. Record the feedback from the Project Sponsor in the space provided below: Apply the feedback received to the CI strategies, processes and systems developed in Task 2.2 before submitting the assessment. The trainer and assessor will check that the feedback was applied when marking the assessment. The trainer and assessor will evaluate your performance during the consultation session and provide feedback on the marking sheet. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to attend the consultation session. Appendix 1 – CI Policy Continuous Improvement Purpose This policy provides details of XYZ Pty Ltd (XYZ) approach to continuous improvement. The purpose of the policy is to provide principles to guide the continuous improvement practices of XYZ staff to: • encourage continuous improvement in the workplace • ensure that all XYZ activities, processes and systems support our focus on quality This policy applies to all XYZ staff. Policy and Procedures Continuous improvement (CI) is at the core of the management strategy of XYZ, and it is recognised as a competitive factor in the marketplace. CI covers all aspects of the operation of XYZ driving organisational excellence to improve value delivery to all XYZ stakeholders, including both clients and employees. By implementing a culture of continuous improvement, the company will: • focus on understanding and satisfying the clients; • regularly review approaches and methods with improvement cycles and conclusions implemented; • benchmark and regularly measure the performance of key processes; • manage business using facts rather than opinion; • maintain a culture of clear, open communication; • work to reduce cycle-time in all aspects of the business; • promote active teamwork as a normal way of achieving outcomes; • recognise and promote improvement efforts; • develop a culture where continuous improvement involves everyone, and the process of change becomes routine; and • develops and values key partnerships with employees, clients and other stakeholders. Several processes are used by XYZ to implement and maintain a system of continuous improvement: 1) Every area Manager is responsible for conducting a performance audit once/year and to present its findings to the CEO 2) Client and employees surveys are conducted regularly, and the results of the surveys are presented to the CEO to be discussed in the monthly management meeting 3) Complaints are an opportunity for constructive feedback to improve performance standards 4) The Marketing department is responsible for conducting external business environment analysis to monitor trends, technology and standards relevant to the industry 5) Attendance to conferences and networking events is encouraged to gather ideas for improvement 6) Professional development of staff on quality management practices is part of the management development plans 7) Quality Circle groups work cross-functionally in the organisation (with meetings scheduled each month) The HR Manager is responsible for coordinating the CI program and its initiatives.
Student Declaration To be filled out and submitted with assessment responses ? I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s) ? I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me ? I have correctly referenced all resources and reference texts throughout these assessment tasks. ? I have read and understood the assessment requirements for this unit ? I understand the rights to re-assessment ? I understand the right to appeal the decisions made in the assessment Unit Title Unit Code Student name Student ID number Student signature Date Task Number ——OFFICE USE ONLY—– For Trainer and Assessor to complete: ? Student requested reasonable adjustment for the assessment Marking Sheet Completed successfully Did the student satisfactorily: Comments Y N DNS The student has satisfactorily completed and submitted the following: • Meeting minutes in Task 3.1A • Updated CI Register in Task 3.1B • Email to Project Sponsor in Task 3.1C ? ? ? Demonstrated ability to: • Identify and define improvement needs and opportunities for the organisation • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Identify other areas for improvement and document feedback for future planning This is evidenced by: • Meeting minutes in Task 3.1A • Updated CI Register in Task 3.1B • Email to Project Sponsor in Task 3.1C • Active participation in the meeting with the team (refer to Marking Sheet) ? ? ? Demonstrated ability to: • Evaluate outcomes and identify opportunities for improvement This is evidenced by: • Meeting minutes in Task 3.1A • Updated CI Register in Task 3.1B ? ? ? Demonstrated ability to: • Seek feedback from relevant stakeholders on systems and processes This is evidenced by: • Meeting minutes in Task 3.1A • Active participation in the meeting with the team (refer to Marking Sheet) ? ? ? The student conducted the meeting with the team in week 5: • Facilitated discussion on the progress reports about the implementation of the CI initiatives • Encouraged team members to reflect on the reports and problem-solve • Encourage team members to participate in determining areas for further improvement and make decisions • Used communication techniques effectively • Lead by example • Collaborated effectively with the team Feedback in comments. ? ? ? When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task. ? ? ? Task Outcome: Satisfactory ? Not Yet Satisfactory ? Student Name: Assessor Name: Assessor Signature: Date: Table of Content Task 3 – Manage opportunities for further improvement 6 Task 3.1 Manage opportunities for further improvement 8
Task 3 – Manage opportunities for further improvement Task summary and instructions What is this assessment task about? This task builds on Task 2. Work with the same team established for Task 2. You will collaborate with the project team in a simulated work environment to carry out the responsibility of your role as a project manager relevant to continuous improvement management. Although you will lead and collaborate with the project team, the work on your assessment must be individual, and it will be marked as such. This task comprises of the following assessment methods: o Product-based ? o Direct observation of Role-Play ? o Case Study ? o Other (specify) ? It has been designed to evaluate your ability to/competency in: • Identify and define improvement needs and opportunities for the organisation • Identify and evaluate ways in which planning and operations could be improved • Make recommendations and communicate strategies to relevant stakeholders • Evaluate outcomes and identify opportunities for improvement • Seek feedback from relevant stakeholders on systems and processes • Identify other areas for improvement and document feedback for future planning You are required to address the following: • Task 3.1 Manage opportunities for further improvements o Address reports on progress of the implementation of the CI initiatives Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such. What do I need to do to complete this task satisfactorily? • submit the completed assessment tasks, according to instructions, • complete the tasks with sufficient detail and present them in a professional manner, • use your own words and reference sources appropriately, • meet the word count where required, • use the scenario provided, • use the templates provided where required, • for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria, • if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance. Specifications You must deliver/participate in: • Meeting with the team in week 5 You must submit to GOALS • Meeting minutes • Updated CI Register • Email to Project Sponsor Resources and equipment • Computer with Internet access • Access to Microsoft Office suites or similar software • Learning material • Scenario for assessment as provided • Appendices as provided • Relevant policies and procedures as provided • Templates as provided Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment. Complete the following activities: Task 3.1 Manage opportunities for further improvement The project team has now implemented CI initiatives planned for in Task 2 to improve sustainable work practices. Consider the following data and information: 1 Overall satisfaction with the implementation: • 50% Totally satisfied • 50% Somewhat satisfied 2 You have received the following feedback: • The Project Sponsor wants all reports printed out; this is against the paperless initiative • It would be a good idea to provide project team members with Ipads to facilitate paperless work • Some team members still use disposable coffee cups when buying take away coffees • All team members bring food from home using reusable containers • Food is often left in the fridge for days, and it is always the same team member who has to empty the food containers and wash them • When the order for LED lights bulbs was placed, it was denied by the CFO. He thinks that they are expensive. • The advice to put computers in hibernation mode if taking a break or go to a meeting was successful; however, sometimes team members still forget. • It would be a good idea to introduce the use of brown bins to recycle food waste. • The CI register is not regularly updated. 3 The Project Sponsor is impressed with the implementation of the CI initiatives and would like to extend the improvements across the business. However, the Board of Directors does not quite understand sustainability, and they may think that improving sustainable work practices may come at a price. A. Review Feedback Meet with the project team in week 5 of class and review the feedback received on the implementation of the continuous improvement initiatives. In collaboration with the team: • Determine how to address the feedback (all feedback must be addressed: how to improve the implementation of the CI initiatives based on feedback). • Determine how the planning and operations of CI initiatives could be improved. • Identify areas for further improvement. For example, work arrangements to improve work-life balance, engagement with the community to support non-for-profit work, reduce water consumption, consider how to improve the supply chain to work with sustainable suppliers, change the procurement policy to only buy energy-efficient products etc.… • Identify key actions and assign responsibility for the implementation. Duration: 30-45 minutes. The trainer and assessor will validate your participation in the meeting and provide feedback on the Marking Sheet. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to review the feedback and identify areas for further improvements. Complete the meeting minutes (Template 1). Template 1 -Meeting Minutes Date Location Participants Review of feedback 100-150 words Improvement of CI planning and operations Opportunities for further improvement (2-3 opportunities, 50-100 words) Action Items (10-12) B. CI register Update the CI register adding the opportunities for further improvements. Date Suggested Improvement CI Category Actions Timeline Responsibility Completed Y/N
C. Email to Project Sponsor Write an email (Template 2) to the Project Sponsor addressing the following: • Summarise the outcome of the meeting with the project team (Ref: a review of feedback) • Suggest opportunities for further improvements (as discussed with the team) • Suggest 2-3 talking points to positively influence the Board of Directors to implement the CI initiatives to improve sustainability in the workplace across the business (100-150 points) The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. Template 2 -Email Email to Project Sponsor To: Cc: Bcc: Subject: Date email is sent: Attachments:
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Modeling can be a very difficult topic and is as much an art as a science. When making decisions or solving business problems it can be helpful to construct a diagram that can aid a decision maker with a model of a situation even solving it. In this assignment you will construct diagrams of time-proven models and methodologies related to optimization, search methods, heuristic programming, and simulation.
In many cases, results of predictive models or even optimization models get simplified as rules that are then implemented in other applications. You will also analyze how your models can be supported by applications of automated rule systems and expert system technologies.
Directions
In a 5–6 page paper (including graphics), create either an influence diagram or a flow-diagram for the following:
Construct an analytical model for a linear programming problem.
Construct an analytical model using the analytic hierarchy process.
Formulate a model for a heuristic search method.
Formulate a model using a simulation method for decision support.
In your paper you should create and explain a business situation for each model, develop a graphic, and discuss the relevant aspects of the model. You should conclude your paper with a discussion on how automated rule systems and expert system technologies can be used in your models.
Submission Requirements
As you complete your assignment, be sure your paper meets the following guidelines:
Written communication: Writing is free of errors that detract from the overall message.
Scholarship: Use at least four outside sources to support your main points and analysis.
APA formatting: All resources and citations should be formatted according to current APA style and formatting guidelines.
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You have been placed on a committee in your health care organization. The committee has to create a set of cost containment strategies that will positively impact (decrease) operating expenses. The committee is also challenged with increasing reimbursement.
Provide 5 cost-cutting strategies that the committee could recommend to the executive board.
Describe how these cuts will benefit patient care or business systems.
Provide 5 ideas on how to increase revenue or reimbursement. This answer can include short-term and long-term goals.
Describe how these revenue or reimbursement systems benefit patient care or the business systems.
Provide at least 4 references within the last five years that reinforce the strategies you have chosen. APA style with 5-6 pages not including title page and reference page
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Describe how these cuts will benefit patient care or business systems.