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This document is Operational Performance Report Template.

It is part of the supporting assessment resources for Assessment Task 4 of BSBMGT517.

Assessment Task 1

1.1.

The purpose of strategic plan is to help the business determine the best way to achieve the future ambitions by connecting the mission and the vision. The operational plan is used to outline the activities and the targets that must be carried out for the organization to achieve the set objectives within the short-term. It helps the organization to achieve its operational objectives by providing a framework for the day-to-day operations within a period of one year.

1.2.

The operational plan modelled for use by the organization as a whole can be used again and again. However, an operational plan that is for a particular goal or department can only be used to address the one-time project or event.

1.3.

The operational plan can be developed by the strategies method where the organization lays out the approaches that are necessary to achieving the given goals. It can also be developed using the actions approach where the right steps to achieving the objectives is set.

1.4.

A budget is used to provide a practical model on how the business is supposed to perform financially. It stipulates the strategies and events that when carried out can be used to enhance performance using the available resources. A budget forecasts income and the expenditure and hence the profitability of a venture.

1.5.

Budgeting processes are the financial planning approaches a company takes to ensure it remains profitable. The typical approaches are top down approach which is where the budgeting decisions are taken solely by the senior management. The bottom up approach is where the budgeting decisions are first made at the departmental level before the senior management can take the final decision.

1.6.

KPI helps the organization to define and measure the progress towards the set organizational goals. It is a tool that ensures that the poorly performing areas or where the KPI goals are not being met are improved. Therefore, using KPI it is easier to understand the trajectory of a company in terms of performance.

1.7.

Chaotic approaches

Ad hoc approaches

Frameworks

Methodologies

1.8.

Balanced scorecards are designed to provide a framework that is used to manage resources. The balanced scorecard with KPI can either take the financial, customer, internal process, and learning and growth perspectives. Using KPI balanced scorecard can help drive the operating efficiency and hence improve performance.

1.9.

Benchmarking is the process of measuring the performance of a business against a competitor. It helps to identify the specific areas of opportunity to enhance the competitiveness of a business. It helps to set the standards of operation through scientific and business methods to benefit the business.

1.10.

PCBU is a person usually an employer who has a primary duty of care and to ensure that the health and safety of the workers in the workplace is assured. The primary responsibility of PCBU is to ensure that the health of the workers is not put at risk. They also have a responsibility of maintaining and providing a safe work environment. Safe plants and structures are also a responsibility of PCBU.

1.11.

Fair Work Act governs the employment of mature age workers. It gives the terms and conditions and the right and responsibilities of the employees, the employers and the organization. It serves the role of assisting the employees to have fair and productive workplaces.

1.12.

SWOT analysis is used to determine the strengths, weaknesses, opportunities, and threats that a business is facing in its operating environment. It is an important tool in operational planning because it helps to identify the internal and the external influences on performance. Proper use of this tool helps to build an operational plan that is able to meet the goals, improve their operations and keep the business relevant.

1.13.

PEST model is used as a method of assessing the major external factors influencing the operations of a business. The main aim is to develop competitive advantage over the other competitors. The PEST model analyses the political, economic, social and technological factors affecting operations. With such analysis, the business is able to identify the threats and opportunities that are associated with operational planning.

Assessment Task 2

2.1.

From:

To: CC:

BCC:

Subject: Reviewing the contents of the operational plan and contingency plan

Hello sir,

Following the development of the operational plan and contingency plan, I now request that we have a meeting to review and approve them. The two plans have taken into consideration the requirements of the new campuses and the risks present.

I have attached the plans for you to review beforehand. I also request for a meeting on 20th of February at 12:00 PM so that we can deliberate on the details and make the necessary changes to the plans.

Yours Sincerely,

NAME

2.2.

From:

To: CC:

BCC:

Subject: Outcome of the Operational and Contingency Plan Review Meeting

Following the meeting we had on 20th of February, the entire team deliberated on the operational and contingency plans. We discussed the various strategies that have been set to ensure successful operations of the campuses. This was to ensure that the strategies were in line with the objectives of the college. We also discussed the issues of cost variations in the different cities and agreed that it would be prudent to increase the budget as opposed to moving to the suburbs. This is because we are targeting more students who are likely to come from the urban areas.

The operational plan has stipulated the strategies that must be met before the onset of the next year to ensure that the goal of having them operational is met. The contingency plan contains the alternative actions that will be undertaken in case there is a difficulty achieving each strategy.

Following the agreement with the management, I therefore seek your approval to continue to the next step of the process.

Thank you.

Yours Sincerely

NAME

Assessment Task 3

3.1

From:

To: CC: The CEO

BCC:

Subject: Approval for Recruitment

Following the completion of the two campuses, it is important that the recruitment process begins. Bearing in mind that the two campuses are outside Melbourne, I request that the recruitment be carried out externally. The candidates should come from the respective cities to make it easier for them to work.

The two positions that need to be filled are the students’ service officer and the receptionist in the two campuses. I therefore, request for an approval to recruit and select the four staff members.

Thank you

Yours sincerely,

NAME

3.2.

From:

To: CC: The Human Resource Manager

BCC:

Subject: Recruitment and Selection Policy

The completion of the two other campuses requires that some recruitment be carried out. I therefore, request for the details of the positions of receptionists and the student service officers. This is necessary so as to adhere to the set recruitment and selection policy and procedures.

The human resource department also needs to consider the issue of intellectual property especially because the trainers from the Melbourne campus will be developing the training and assessment contents. The school wants to retain the intellectual property of all the materials developed. Therefore, the department should find the right way of ensuring that there is proper handling of information in the two campuses.

Yours sincerely,

NAME

3.3.

After the employees have been successful selected, they will need to be trained on the vision and the mission of the college. From the first week the employees will be trained on;

· Mission, values and the corporate culture of the college

· Discussion of the safety policies. This will be done in a conversation setup and feedback. to test the level of understanding and listening for the employees informal tests should be given

· Educating the employees on compensation and benefit plans. The issues of pay raises and bonuses should be discussed at this point.

· Review the company goals and the departmental goals to ensure the new employee understand.

· Stipulate the administrative details and ensure that the employees understand their job responsibilities.

· Giving the employees the important contacts of the people who can offer them help in the organization.

· Encourage participation of the new employees through questions and

3.4.

From:

To: CC: The CEO

BCC:

Subject: Approval for the Induction Plan

In the beginning, the college had no induction plan. However, we have developed an induction plan that shows how the employees should be trained from the first day they come. The plan includes the basic requirements such as making the employees familiar with the mission to departmental training.

Therefore, I am writing to request for the approval of the induction plan for use in the training of the new employees.

Thank you.

Yours Sincerely,

NAME

3.5.

From:

To: CC: The Human Resource Manager

BCC:

Subject: Induction Plan

The CEO has approved the attached induction plan for use in the training of the employees. The induction policy and procedures are the guidelines that will be used in training the employees in the first week they report to work. The induction program provided will be used in the coming training which includes the employees for the other two campuses.

It is important that all the department managers will be provided with these documents so that they can be prepared for the new employee training. All employees from now must be given the checklist as provided in the program to ensure they understand. All the current employees must also complete the induction as per the new program.

For any clarifications, the departmental managers can directly contact my office.

Thank you.

Yours sincerely,

NAME

3.6.

From:

To: CC: The Administration Team

BCC:

Subject: Procurement of Equipment

It is approved that the two campuses need to be equipped with all the necessary equipment. It is important that all the purchases are made as per the purchasing policy. All the documents that must be provided should be made available to ensure that the policy is adhered to.

All the equipment being procured is less than $150,000 since there is no major equipment being bought at this time. Therefore, it is expected that there will be no tender process. For the items that will be valued at $5,000 should have the quotation record form. For those that have the cost of $50,000 to 150,000, then the documents such as the detailed specifications, declaration of interests, quotation record forms, and the detailed documentation process must be provided. The purchasing policy is attached together with this email to ensure that there will be compliance and understanding in the whole process.

As stated earlier, the equipment being purchased are the normal items needed in the campuses. These include cordless telephones, printers, staff computers, student computers, office chairs, student desks and chairs, and the A4 paper sheets. The equipment list is attached so that the right quantities will be captured. These are the same equipment for all the two campuses. This equipment should be purchased before the opening dates for the campuses in January for Sydney and April for Brisbane.

All the quotes will be received and approved by the operations and financial manager as per the authority of the CEO. Therefore, all the procedures outlined in the purchasing policy must be adhered to. For the small purchases such as the staplers and pens, the acquisition can be made directly but should be within the market prices.

Thank You.

Yours Sincerely,

NAME

Assessment Task 4

4.10.

The two campuses have been operation for the last six months. Therefore, an analysis of the performance has been performed and below is the report.

The Sydney campus has performed beyond the expectations of the college. The expected sales were $450,000. However, the college exceeded this limit and a total of $475,000 was registered in the six months. The expenses were however, higher than budgeted exceeding the budget with $1,400. This is the reason why the campus was able to make a profit of $109,200 compared to the projected $85,600.

Brisbane campus on the other hand performed better but not as well as the Sydney one. The total sales were projected to be about $350,000 but the campus has exceeded this and reported $410,000. The net profits were also high reporting $75,280 compared to the budgeted $26,480. This was irrespective of the fact that the actual expenses were high at $334,720 compared to the budgeted $323,520. Comparing the two campuses, Sydney performed better. It had a higher net profit of $33,920. This can be attributed to the high sales that were registered compared to Brisbane campus. However, both campuses performed above the expectations of the management.

The variations in the expenses were all found to be high apart from the water bill in Brisbane. The others were so high showing that the operational costs were increasing. However, Sydney experienced the greatest variations and this could affect the ability to control the costs for enhanced profitability. Therefore, it is important to ensure that there is proper control of the utilities. This will ensure proper control of the expenses which must be minimized to achieve the set objectives and goals. The operational plan should thus be amended to ensure that it incorporates the need to control the utilities.

4.20.

From:

To: CC: The CEO

BCC:

Subject: Approval for Changing the Operational Plan

I hope this finds you well.

Following the analysis of the performance in both campuses for the last six months, it is important for us to amend the operational plan to ensure it incorporates some of the changes. This will ensure that the campuses continue to perform as per the objectives of the college.

I have attached the performance information and the operational performance report for your reviewing. This will show that there is a need to control some of the costs that may affect the performance in the future.

I therefore, request for approval to make changes in the operational plan.

Thank you.

Yours faithfully,

NAME

4.30.

From:

To: CC: The CEO

BCC:

Subject: Changing the Operational Plan

Dear Sir,

Following the response received concerning the changes to be made in the operational plan, I understand that there will be a need to make changes that might affect some operations. However, it is important to note that the utilities are taking more than 50% of the budgeted amounts. This will reflect at the end of the year and reduce the profitability.

The problem is that these utilities are high at a time when the students have not reached the 50% target. Therefore, when the campuses will be operating in full capacity, these expenses will be too high. It is thus important to control them at this time.

Thank you.

Yours sincerely,

NAME

4.40.

From:

To: CC: All employees

BCC:

Subject: Proper use of Resources

Greetings to you all.

It has come to our attention that there is a high use of the resources especially water, office supplies, and electricity. The bills paid in the last six months have been double the budgeted amounts.

The following are some suggestions on how to effectively use electricity and water.

· Switch off all the devices before leaving the office

· Avoid leaving chargers and other equipment on when not in use because when left on they use energy

· Adopt a paperless approach to work to avoid wasting papers

· Do not leave any water flowing and use water efficiently

· All leakages should be repaired immediately

· Always remind the employees in the department to switch off the devices and lights when leaving work

· Recycle materials such as coffee cups and water bottles

· Conduct group energy assessment to determine improvements and any areas that can be changed.

When you observe the above measures, you will be contributing to effective use of resources.

Thank you.

Yours faithfully,

NAME

4.50.

Mentee Information

First name

Last name

MI Rank

Department

College

Email

Mentor Information

First name

Last name

MI Rank

Department

College

Email

Goals	Action Plan

Need	Acquisition Date

4.60.

From:

To: CC: The CEO

BCC:

Subject: Approval of Monitoring Plan

Greetings.

It has come to our attention that some employees are falling out of following the set safety standards and efficient use of resources. This is a trend that can take us back to the same problem of high expenses. This is the reason why we developed a mentoring plan. This is supposed to be used by the mentees to ensure the employees not meeting the standards undergo some retraining to bring them back

I therefore, seek for permission to implement the mentoring plan. I have attached a sample to indicate the structure which the plan will be taking.

Kind regards.

Yours faithfully,

NAME

4.70.

From:

To: CC: The Human Resources

BCC:

Subject: Implementing the Monitoring Plan

I hope that this finds you well. It is now official that the CEO has approved the mentoring plan. Therefore, it is important that the HR department ensures that the document is provided to all the departmental managers.

It is important that the managers are informed of the need to identify the sustainability champions who will be used to promote the needs of efficient resource management and safety. This process should be carried out throughout this month but ensure that the names are ready by the next management meeting for approval. The meeting will be held on 13th March 2021.

I have attached the mentoring plan for the purposes of distribution to all departments.

Thank you.

Yours sincerely,

NAME

4.80.

4.8.9

From:

To: CC: The CEO

BCC:

Subject: Document Attachment

I hope this finds you well. I have attached all the files from the entire project. The operational planning draft includes the information that showed the short-term goals before the project began. The final draft contains information of the actions to be taken in case there are variations. The contingency plan contains all the activities planned for, the possible risks to affect the course of action and the possible remedies or actions to be taken to ensure the project remains on course.

The profit and loss file contains information on the performance of the two campuses within the period of six months. The variations file contains the information on the discrepancies of actual values from the budgeted values.

I have attached the performance information in this email for further details.

Yours faithfully,

NAME

Appendix

King Edward VII College

Profit and Loss six months to Dec 2020Sydney

Income	Budget	Actual
Sales	$450,000	$475,000
Expenses
Electricity and gas	$1,500	$3,000
Internet	$1,000	$1,100
Office supplies	$700	$1,200
Rent	$225,000	$220,000
Stationary	$800	$1,300
Wages and salaries	$115,000	$117,000
Superannuation	$15,000	$16,000
Travel and accommodation	$2,500	$2,700
Water	$2,000	$2,600
Work cover insurance	$900	$900
Total expense	$364,400	$365,800
Net Profit	$85,600	$109,200

Profit and Loss six months to Dec 20Brisbane

Income	Budget	Actuals
Sales	$350,000	$410,000
Expenses
Electricity and gas	$1,200	$2,800
Internet	$1,100	$1,100
Office supplies	$650	$1,300
Rent	$185,000	$190,000
Stationary	$700	$1,250
Wages and salaries	$115,000	$117,000
Superannuation	$15,000	$16,000
Travel and accommodation	$2,100	$2,300
Water	$1,900	$2,100
Work cover insurance	$870	$870
Total expense	$323,520	$334,720
Net Profit	$26,480	$75,280

King Edward VII College

Operational Plan Draft

Strategies	Actions	Details of resources required to achieve actions	Timelines	Who	KPIs and monitoring plan	Monitoring actions
Identifying the suitable locations for both campuses in Brisbane and Sydney at the approximated cost	· Identifying the right sources of information on rental spaces in Sydney and Brisbane · Establishing the agents and property information from the identified sources · Narrowing down to the agents with properties in the cost range · Contacting the agents on the availability of the rental spaces · Identifying the properties that are most appropriate within the cost range.	· https://www.commercialrealestate.com.au/ · https://www.realestate.com.au/buy ·	December 19	Operations and finance manager
Identify the right staff for the two posts and matching the existing staff with the campus requirements	· Advertise for the position of receptionists and students service officer in both cities · Select from the pool of applicants depending on qualifications · Carry out skill analysis from the pool in Melbourne · Matching the teachers with the requirements in both campuses	· Campus websites · Local print media	November 20	Operations and finance manager
Finding cost effective contractors to fit out the campus as per the requirements	· Advertising for opportunity in campus fitting in the newspapers · Selecting the best contractors from the list of applications made · Awarding the contract to the best priced and affordable contractor.	· Brisbane News · Brisbane Times · The Sydney Morning Herald	December 19	Operations and finance manager
Finding the right suppliers for the necessary equipment in both campuses at an affordable cost	· Advertise in the website on the need to have equipment supplied · Select the best suppliers from the list · Negotiate with the suppliers to get cheap and quality furniture.	Campus websites	December 19	Operations and finance manager
Market the campuses in the respective areas to achieve the maximum number of students targeted	Advertise on the social media, local newspapers, and the website on the availability of positions in the two campuses	· Facebook · Website · Brisbane News · Brisbane Times · The Sydney Morning Herald	January 20	Operations and finance manager

King Edward VII College

Updated Operational Plan

Strategies	Actions	Details of resources required to achieve actions	Timelines	Who	KPIs and monitoring plan	Monitoring actions
Identifying the suitable locations for both campuses in Brisbane and Sydney at the approximated cost	· Identifying the right sources of information on rental spaces in Sydney and Brisbane · Establishing the agents and property information from the identified sources · Narrowing down to the agents with properties in the cost range · Contacting the agents on the availability of the rental spaces · Identifying the properties that are most appropriate within the cost range.	· https://www.commercialrealestate.com.au/ · https://www.realestate.com.au/buy ·	December 19	Operations and finance manager	Capital maximization. Is it possible to acquire property within the budget?	Comparing different choices in the set locations Settling for the cheapest amongst all
Identify the right staff for the two posts and matching the existing staff with the campus requirements	· Advertise for the position of receptionists and students service officer in both cities · Select from the pool of applicants depending on qualifications · Carry out skill analysis from the pool in Melbourne · Matching the teachers with the requirements in both campuses	· Campus websites · Local print media	November 20	Operations and finance manager	Employee performance	Measuring the performance of the employees after a specified period
Finding cost effective contractors to fit out the campus as per the requirements	· Advertising for opportunity in campus fitting in the newspapers · Selecting the best contractors from the list of applications made · Awarding the contract to the best priced and affordable contractor.	· Brisbane News · Brisbane Times · The Sydney Morning Herald	December 19	Operations and finance manager	Cost optimization	The lowest quoted contractors are considered
Finding the right suppliers for the necessary equipment in both campuses at an affordable cost	· Advertise in the website on the need to have equipment supplied · Select the best suppliers from the list · Negotiate with the suppliers to get cheap and quality furniture.	Campus websites	December 19	Operations and finance manager	Performance efficiency	Acquiring the suppliers with high quality equipment at affordable costs.
Market the campuses in the respective areas to achieve the maximum number of students targeted	Advertise on the social media, local newspapers, and the website on the availability of positions in the two campuses	· Facebook · Website · Brisbane News · Brisbane Times · The Sydney Morning Herald	January 20	Operations and finance manager	Social media efficiency	Managing the social media accounts for proper response

This document is Operational PlanTemplate.

It is part of the supporting assessment resources for Assessment Task 2 of BSBMGT517.

© 2020 RTO Works

King Edward VII College

Profit and Loss six months to Dec 2020Sydney

Income	Budget	Actual	Variance
Sales
Expenses
Electricity and gas	$1,500	$3,000	$1,500
Internet
Office supplies	$700	$1,200	$500
Rent
Stationary
Wages and salaries
Superannuation
Travel and accommodation
Water	$2,000	$2,600	$600
Work cover insurance
Total expense	$4,200	$6,800	$2600
Net Profit

Profit and Loss six months to Dec 2020Brisbane

Income	Budget	Actuals	Variance
Sales
Expenses	$1,200	$2,800	$1,600
Electricity and gas
Internet
Office supplies	$650	$1,300	$650
Rent
Stationary
Wages and salaries
Superannuation
Travel and accommodation
Water	$1,900	$2,100	$200
Work cover insurance
Total expense	$3,750	$6,200	$2,450
Net Profit

King Edward VII College

Contingency Plan

The contingency planning process will be used by the management team to ensure that we plan for contingencies related to meeting the goals of the operational plan.

It will be done so in the form of a risk management plan with the risks specifically related to the goals of the operational plan.

Definitions

The following definitions are based on the Australian and New Zealand Risk Management Standard AS/NZS 4360:2004.

Risk

The chance of something happening which will have an impact upon objectives. It is measured in terms of consequence and likelihood.

Likelihood

A qualitative description or synonym for probability or frequency.

Consequence

The outcome of an event or situation, expressed qualitatively or quantitatively, being a loss, injury, disadvantage or gain. There may be a range of possible outcomes associated with an event.

Risk assessment

The overall process of risk analysis and risk evaluation.

Risk treatment/control methods

Selection and implementation of appropriate options for dealing with risk.

Conceptually, treatment options will involve one or a combination of the following five strategies:

· Avoid the risk.

· Reduce the likelihood of occurrence.

· Reduce the consequences of occurrence.

· Transfer the risk.

· Retain/accept the risk.

Risk management process

The systematic application of management policies, procedures and practices to the tasks of establishing the context, identifying, analysing, evaluating, treating, monitoring and communicating risk.

Risk assessment legend

This document is Contingency planTemplate.

It is part of the supporting assessment resources for Assessment Task 2 of BSBMGT517.

© 2020 RTO Works Page 21

Risk assessment

Scope of assessment:	Contingency planning for the achievement of the operational plan objectives
Critical success factors:	Successful running of the campuses at Brisbane and Sydney and achievement of 60 students in each campus within a year
Internal & external stakeholders:	King Edward VII college management, suppliers, contractors,
Risk	Consequences	Risk rating As calculated from above	Contingency	Person responsible	Priority rating	Monitoring process
Suitable location for the campuses cannot be secured	Delay in the opening of campuses	8	If the cost of securing the rental spaces is higher than the budgeted amounts, the management should consider adding more to the budget or changing the location from the CBD to the suburbs.	Operations and finance manager	High	Weekly reports on the real estate performance
Few staff and fatigue	Inability to meet the students’ needs in the three campuses	8	If the staff available are unable to keep up with the work in the three campuses, the management should consider having more staff in the Brisbane and Sydney campus	Operations and finance manager	Medium	Monitoring staff to student ratio and ensure it does not go beyond 20
Above budget contractors	Inability to work within the established budget	12	The management should ensure there are emergency funds to meet a rise in cost when it comes to fitting.	Operations and finance manager	High	Comparison of the different contractors to determine the range
Expensive suppliers or low quality cheap suppliers	Low quality products will be a high cost for the campuses and the equipment will serve a shorter time	12	The management should go back and add more money to the budget to ensure better services or consider procuring from other areas that may be considered cheap.	Operations and finance manager	High	Comparing the suppliers and ensuring that the best quoted are selected.
Inadequate reach to the people	Poor student registration in the new campuses	16	The management should use advertising channels that are common with the locals such as television, social media, and personal selling	Operations and finance manager	Low	Weekly social media analysis of the performance and response from the students.

King Edward VII College

Induction Policy and Procedures

Purpose

To successful train the new employees on the vision and the mission of the college

Policy

Every new employee must be conveniently guided on the mission, vision and the performance needs of the company.

Procedures

· Educate the employees on Mission, values and the corporate culture of the college

· Discuss the safety policies. This will be done in a conversation setup and feedback. to test the level of understanding and listening for the employees informal tests should be given

· Educate the employees on compensation and benefit plans. The issues of pay raises and bonuses should be discussed at this point.

· Review the company goals and the departmental goals to ensure the new employee understand.

· Stipulate the administrative details and ensure that the employees understand their job responsibilities.

· Give the employees the important contacts of the people who can offer them help in the organization.

· Encourage participation of the new employees through questions and

Timeframe for completion

Mission and values 1 day

The goals and administrative details 1 week

Compensation plans and company plan 2 days

Retraining the employees 3 days

Recordkeeping

For the purposes of training, the following details must be recorded

· Employee names

· Department of the employee

· The training sessions undertaken

· The level of understanding depicted

Responsibilities

The Human resource management is tasked with ensuring proper training takes place

The finance department should provide the necessary resources for training

All training must be authorized by the CEO upon completion

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© 2020 RTO Works