BSB40215

CERTIFICATE IV BUSINESS

BSBADM409
Coordinate Business Resources

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ASSESSMENT TASK 1–Operational Plan Analysis

1. Resource List and Analysis for Operational Plan

Fill in the implementation actions or goals that the organization wants to achieve
and what combination of resources will be needed to do so. Also justify why you
think those particular resources will be needed by the organization for that specific
purpose.

Implementation Action Resources

S No. Applicability
/ Goal required
1 Conduct a number of Staff time Identify suitable dates
promotional days $10,000 Meet with team to workshop suitable
throughout year promotions

2 Conduct special event days Staff time Identify suitable dates

for girls Meet with team to workshop suitable
event

3 Create interesting Staff time Build media relationships through

promotional events for the regular phone calls.
media to report on Send in details of events

4 Conduct a gala event each Staff time Identify suitable dates

year aimed at fund raising $4,000 Meet with team to workshop suitable
and awareness raising promotions

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ASSESSMENT TASK 2 - Project: Develop a Resource Management System

STAGE ONE:

Tasks:

Form an “Administration Team” responsible for reviewing and planning resource

requirements and acquisitions for an organisation. Your role is to streamline its budgetary
and operational requirements.
Fill in the table:

Name of members Role and Responsibilities

(Partner with two other (Assign each one a task to do eg. in-charged, resource research
classmates) area, etc)
Marketing Officer We find out more about who plays soccer and target those groups to
improve participation

Marketing We achieve positive trends in participation in soccer

Manager/Marketing Officer

Our customer survey tells us members are pleased with the services we offer
Promotions Assistant

Team Goals and Objectives

1. To review and plan resource requirements and acquisitions for .....................(name

of organisation)

2. To streamline its budgetary and operational requirements

3. Each member to .......(look at Stage One Task 5)

4. To ......(look at Stage One Task 6)

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ASSESSMENT TASK 2 - Project: Develop a Resource Management System

STAGE TWO:

Resource Management Plan

1. The organisation and its areas of operation

A business plan should not be something you prepare once, then put on a shelf and forget.
Dynamic planning should be an integral part of managing your business.. This involves
updating last year’s business plan by comparing the planned figures and goals with results
achieved and taking into account changes.

The steps involved in the business planning process are the following:

a. Assessing the situation: This should be an assessment of how your customers, partners,
competitors and suppliers view your business. It should answer the question “where are we
now?” It should also be an honest and self-critical exercise trying to answer the important
questions.

b. Developing a mission: Before proceeding further you should formulate a clear mission
statement for your enterprise. Developing your mission is often the most valuable part of
the dynamic planning process since it can change or reconfirm the direction of your
business. Shareholders, employees and business partners can be better motivated and
support the mission

c. Getting ready: After the mission and the philosophical basis have been defined, you need
to start the actual work of preparing the business plan. Some important matters you need
to address when getting ready are:

• Appointing a coordinator.

• Hiring a facilitator.

• Defining tasks.

• Identifying team members.

• Gathering information.

d. Setting goals. Setting goals for the future development of the business is a prerequisite
for the preparation of the business plan. Although these goals will have to be adjusted in the
iterative planning process,

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e. Working out the business plan: It involves synthesizing and harmonizing your marketing,
sales, development, manufacturing, operations and financing targets in such a way as to
enable the enterprise to meet its overall objectives.

f. Setting employee objectives. One of the most important actions after your business plan
has been completed is to use it as a basis for setting the objectives of units and individuals in
your firm. The production manager has to meet the quality standards and production rates
anticipated.

g. Monitoring the process. Systematic monitoring of the implementation of your plan is a

very important factor for the success of your business. Action plans, monitoring systems and
constant feedback should be integrated to ensure successful implementation of the plan
and achievement of its objectives.

2. List the area of business that are affected by legal and ethical requirements (e.g.
payment terms, privacy policy)

Information has always been an organization’s central resource. Without it, the modern
organization simply could not function. Business records are operational—and sometimes
strategic—assets. They have economic, legal, fiscal, risk-management, and competitive
values.

It is necessary to maintain records concerning equipment and resource purchases because

of the following reasons:

 Legal requirements: The most important reason for keeping good records is that
it’s a legal requirement. By law, you must keep business records.

 Tax requirements: If you are carrying on a business, you need to keep records
explaining all transactions that relate to your tax affairs. These records include:
sales and expense invoices, sales and expense receipts, cash register tapes, credit
card statements.

 Profit and loss analysis: Recording of data will clearly helps in calculating
organization's profit or loss by considering all expenses incurred and income
generated from the equipment or machinery.

 Audit requirements: sometimes it is important to record the data for audit

purpose.

 Forecast future expenditure: The proper maintenance of data will clearly helps
in calculating future expenditure and will give effective results in budgeting.

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  Appropriateness: once the record is maintained, from that record, the business
can easily calculate the appropriateness of equipment .i.e. is equipment is useful
or it is only cost bearing.

3. Internal consultation procedure with various departments/personnel to ascertain

resource requirements and obtaining authorisations

The human resources department can have a huge impact on employee satisfaction. As
such, it's important for HR leaders to set goals that support a business' goals

Human resources professionals have many roles within an organization. Most human
resources departments control the overall operations of a business, making the department
a key component of a company’s success in achieving its objectives.

It is important to the achievement of objectives, targets and goals are the management of
human resources because:

i) To secure integration of individual and groups in securing organizational effectiveness.

(iii) To create opportunities, to provide facilities, necessary motivation to individual and

group for their growth with the growth of the organization by training and development,
compensation etc.

(iv) To employ the skills and ability of the workforce efficiently, i.e., to utilise human
resources effectively.

(v) To increase to the fullest the employee’s job satisfaction and self-actualization; it tries to
prompt and stimulate every employee to realize his potential.

4. Purchase policy and procedure

Introduction: Continuous quality improvement is a fundamental requirement of all quality

management systems. The core principle is that quality improvement is not a one-time
effort; it is an ongoing process that lasts for the life of an enterprise.

The role of continual improvement is one of the most important principles and enables a
core goal for all improvement practices within the organisation.

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The human resource management plays vital role in quality management and to continuous
improvement. It is critical to an employee-oriented, productive workplace in which
employees are energized and engaged. The various points are as:

 Resource management is responsible for the overall recruiting of a superior

workforce.

 It helps in providing responsible employees who are having different qualities such
as, leadership, training, scheduling assistance.
 Resource management is also responsible for controlling costs and considering
various options which will further responsible for gaining good returns.
 HR makes sure that workplace activities, events, celebrations, ceremonies, field trips,
are occurring. The resource management is generally responsible for monitoring the
budget and providing committee oversight.
 The Resource management also helps in resolving issues or conflict with
management and coaches managers and executives who seek a more effective
approach to working with particular employees.

Above all points clearly show that how resource management is important in
controlling quality and providing goods and services. When all activities will perform
effectively and efficiently, the quality of goods and services will be increased. The
resource management also helps in continuous improvement by taking feedbacks
from employees, customers and suppliers.

It means when human resources are used efficiently, means of good quality, they
will get good quality output, which will return high quality outcomes.

4. Criteria for resource purchase (Quality vs. Quantity)

Resource acquisition is important in quality outputs. Quality outputs lead to quality

products otherwise known as output only. Quality output also helps in positive reputation
from consumers. Without good quality raw material, the output will also not be of good
quality.

To monitor and manage high quality input is very important, because it involves
various important steps such as: budgets, customer's expectations, suppliers and
skilled staff with appropriate training.

5. Policy and procedure for checking quality of acquired products

It is for these reasons that human resources (HR) policies and procedures were developed.
They encapsulate a broad field of information, requirements, and restrictions that assist
employees in doing their jobs well; assist management in training, managing, and
disciplining employees; ensure consistency in how companies interact with employees; and
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ensure that companies are following the law when it comes to the treatment of their
employees.
Human resource policies and procedures are a very important aspect of the workplace. They
offer protection to employees, provide guidance to management, and ensure that
organizations comply with government regulations and mandates. They offer protection by
ensuring consistency and eliminating subjectivity. When policies are followed appropriately,
an employee can be sure that s/he is being treated the same way that all other employees
are being treated for each scenario that develops.
The different points are:

 Physical resources and services are acquired as and when they are needed
As a team leader always helps in understanding how to acquire and use physical
resources.
Whenever resources are acquired, it is important that the organization's policies and
procedures are followed. Some organizations have preferred supplier of physical
resources or services.
Often an organisation will have specific order forms, such as Purchase Order forms, that
need to be completed when ordering physical resources. Using these forms will reduce
the time and cost involved in processes.

 Resources are checked to ensure quality

Human resource policies and procedures help in ensuring quality of products and
services by checking all the resources. The various points are as:
 Developing effective and compliant processes and procedures.
 Measuring and continually improving processes and procedures.
 Enhancing Client and Candidate satisfaction.

So human resource policies and procedures not only helps in achieving business goals but
also helps in smooth functioning of business by coordinating all activities effectively and
efficiently.

6. Re-order policy and procedures

Introduction: Stock control is important because it prevents retailers from running out of
products, according to the Houston Chronicle. Stock control also helps retailers keep track
of goods that may have been lost or stolen.

Inventory management, or inventory control, is an attempt to balance inventory needs and

requirements with the need to minimize costs resulting from obtaining and holding
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inventory. Inventory may be kept "in-house," meaning on the premises or nearby for
immediate use; or it may be held in a distant warehouse or distribution center for future
use.

Stock must be controlled and, if required, rationalized because of the following reasons:

1) Meet variation in Production Demand

Production plan changes in response to the sales, estimates, orders and stocking patterns.
Holding inventories at a nearby warehouse helps issue the required quantity and item to
production just in time.

2) Cater to Cyclical and Seasonal Demand

Market demand and supplies are seasonal depending upon various factors like seasons;
festivals etc and past sales data help companies to anticipate a huge surge of demand in the
market well in advance. Accordingly they stock up raw materials and hold inventories to be
able to increase production and rush supplies to the market to meet the increased demand.

3) Economies of Scale in Procurement

Buying raw materials in larger lot and holding inventory is found to be cheaper for the
company than buying frequent small lots. In such cases one buys in bulk and holds
inventories at the plant warehouse.

4) Take advantage of Price Increase and Quantity Discounts

If there is a price increase expected few months down the line due to changes in demand
and supply in the national or international market, impact of taxes and budgets etc, the
company’s tend to buy raw materials in advance and hold stocks as a hedge against
increased costs.

5) Reduce Transit Cost and Transit Times

In case of raw materials being imported from a foreign country or from a far away vendor
within the country, one can save a lot in terms of transportation cost buy buying in bulk and
transporting as a container load or a full truck load. Part shipments can be costlier.

6) Long Lead and High demand items need to be held in Inventory

Often raw material supplies from vendors have long lead running into several months.
Coupled with this if the particular item is in high demand and short supply one can expect
disruption of supplies. In such cases it is safer to hold inventories and have control.

7. Resource allocation procedure and relevant documents (e.g. sign-off sheet)

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To achieve the main goal of an organization, it is very important to break down it into
various sub-goals. Resource planning supports operations and also helps in achieving long-
term and short-term goals.

An organization can determine when action supports it actions in terms of effective

resource management if it involves proper employee training and management. Actions
would support effective HRM when they support the training of the employees, effective
selection and the long-term management of the employees in the organization. The actions
should be aligned to the sound HRM policies within the organization. The actions will be
inclined on growing the employee skills and abilities within the organization. Human
resource planning is a process through which the right candidate for the right job is
ensured. For conducting any process, the foremost essential task is to develop the
organizational objective to be achieved through conducting the said process.

The various steps for effective human resource planning are as follows:

1. Analysing Organizational Objectives: The objective to be achieved in future in various

fields such as production, marketing, finance, expansion and sales gives the idea about the
work to be done in the organization.

2. Inventory of Present Human Resources: From the updated human resource information
storage system, the current number of employees, their capacity, performance and
potential can be analysed. To fill the various job requirements, the internal sources (i.e.,
employees from within the organization) and external sources (i.e., candidates from various
placement agencies) can be estimated.

3. Forecasting Demand and Supply of Human Resource: The human resources required at
different positions according to their job profile are to be estimated. The available internal
and external sources to fulfill those requirements are also measured. There should be
proper matching of job description and job specification of one particular work, and the
pro-file of the person should be suitable to it.

4. Estimating Manpower Gaps: Comparison of human resource demand and human

resource supply will provide with the surplus or deficit of human resource. Deficit
represents the number of people to be employed, whereas surplus represents termination.
Extensive use of proper training and development programme can be done to upgrade the
skills of employees.

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5. Formulating the Human Resource Action Plan: The human resource plan depends on
whether there is deficit or surplus in the organization. Accord-ingly, the plan may be
finalized either for new recruitment, training, interdepartmental transfer in case of deficit of
termination, or voluntary retirement schemes and redeployment in case of surplus.

6. Monitoring, Control and Feedback: It mainly involves implementation of the human

resource action plan. Human resources are allocated according to the requirements, and
inventories are updated over a period. The plan is monitored strictly to identify the
deficiencies and remove it. Comparison between the human resource plan and its actual
implementation is done to ensure the appropriate action and the availability of the required
number of employees for various jobs.

8. Procedure for review of resource usage (e.g. feedback system)

The customers, employees, stakeholders all are play an important role in achieving the
organizational goal.

The different methodologies that can be used to consult with customers, other stakeholders
and employee in planning resource use and acquisition are as:

1. Customer surveys: Customer surveys helps in understanding your customers likes,

dislikes, and where you need to make improvements. It gives the insights for better
decision making.
2. Project groups: Leading effective projects requires not only strong general
leadership skills, but also a methodological and responsive set of core processes and
abilities. Setting clear phases for work to be completed, initializing teams, and having
budget in place before work begins are vital for strong start.
3. Asset/Resource target groups: A resource target is the definition or specification of
a group of resources. A resource target begins as a group of all the resources to
which the current user has security access.
4. Brainstorming sessions: It is a very helpful tool for generating as many ideas or
solutions as possible to a problem or issue.
5. Stakeholders feedback analysis : It is a systematic way to analyze stakeholders by
their power and interest.

9. Resource utilisation and cost control strategies

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Resource management is the efficient and effective development of organizational
resources. Such resources can be financial, inventory, human skills etc. The resource
management is important to organizational health because:

 Minimize cost: When optimum utilization of resources, the more efficiently will be
there which results into minimization of cost.
 Maintained cash flow: Resource management identifies, manages and controls risk.
Risk is a fundamental part of business strategy. However, risk needs to be managed.
 Managing quality: Quality is the value of what you produce. Resource management
helps to know availability of resources and manages and controls quality.
 Increase productivity: resource management is very much helpful in increase
productivity by using the resources effectively and efficiently.

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