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Manage Operational Plan Assignment -

Assessment Task 1 - Develop operational plan project

Task summary - This assessment task requires you in the role of the Operations Manager for King Edward VII College to develop an Operational Plan for College.You will then need to consult with and gain approval from the CEO and management team for the Operational Plan.

Solution - Manage Operational Plan

Introduction

An operational plan is an elaborate study that aims in providing a deeper insight about the way an employee, department or a section operates towards achieving organisational goals. This plan maps out the tasks which are carried out on a regular basis for running a business. An operational plan covers the tasks and strategies to be completed, the individuals who are responsible for performing a task, the provisioned time for which the tasks or strategies are to be achieved and available financial resources for completing a task. The main purpose for developing this plan is to implement the strategies which are devised within strategic plan. It is basically a management tool which enhances coordination between resources within an organisation such that objectives and goals mentioned within strategic plan can be achieved. This study will shed its light on developing a draft risk management and operational plan for attaining the objectives set within the college. Moreover, the selection and recruitment policy of King Edward VII College are reviewed and actions are implemented for ensuring that appropriate staffs are recruited.

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1. Develop a draft Operational Plan.

Operational Plan

Strategies

Actions

Details of resources required to achieve actions

Timelines

Who

KPIs and process for checking

Enhancing website information for attracting more learners

Management of college are required to review their email communication strategy for prospective learners and a series of prospect emails are to be sent for making sure that they have all the information required.

Online portals, internet and skilled personnel's

One month

Tech savvy staffs

Enrollment of learners increased by 10% by June 2016 and 5% increases in market share. This can be checked by carrying an annual review of the educational institution.

Establish and implement workforce plan (Staffing Requirements)

Acquiring appropriate leadership and talent

Ensuring growth and development of talent

Predicting and closing gaps between talent availability and requirement

Employees, Materials like paper, stationary, and non perishable like wood, steel and equipment like office, telecommunication

2-3 months

Human Resource Manager

A well developed workforce plan and key strategies are informed to staffs

Establish and implement a cultural awareness and sensitivity program for employees

 Establish effective communication channels for staffs

Email, webcams or a skilled translator

3-4 months

Human Resource Manager

Staff within college are culturally aware

Implementing a review system for performance management of staff (Marketing requirement)

 Evaluating current process of performance appraisal and identifying goals of an organisation

Employee information database, performance management tool

1-2 months

Human Resource Manager

Staff were informed about systems developed and performance reviews were conducted throughout the college

Developing an online platform for studies (Equipment requirements)

Selecting an adequate online platform, devising pricing and setting up payments and creating an experience for seamless checkout

Online platform, internet connection and unique ideas

2-3 months

Technically savvy staff

By the end of 2016,  all the courses were offered on online platform and 12% more learners were enrolled

Provision of information sessions presenting the college (Fitting out of campus)

Conducting a review of the college's website and contacting admissions office for any change in plans

Well skilled staffs and finance

1-2 months

Human Resource Manager

50 potential sign ups would be identified

Identification of suitable location for setting up Sydney Campus (Renting suitable projects)

Several potential sites were inspected for identifying a location for campus setting

Capital, Manpower

5-6 months

Operations manager and investors

Identification of location and lease taken out

Rating index

1

Worst

2

Bad

3

Neutral

4

Good

5

Excellent

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2. Develop a draft Risk Management Plan.

Scope of assessment:

 

Critical success factors:

 

Internal & external stakeholders:

College authority, learners and educational governing bodies

Risk

Consequences

Severity Rating

Likelihood Rating

Treatment or control methods

Person responsible

Timelines

Priority rating

Monitoring process

 Changing policies of Australian Government in relation to industry

Variation in the regulation and have chances to create confusion in rules pattern

 2

 4

Establishing effective communication channels with its stakeholders and developing range of products

CEO and Administration Officer

One months

5

Taking feedback from different governmental institutes

Significant drop in flow of cash

Dismal debt collection and dipping sales

 3

 3

Planning of scenario and projecting accurate incomes

Administration officer and CEO

Four months

3

Effective cash flow within institution

Failure to acquire number of clients planned

Slow business expansion

4

 2

Enhancing service quality and conducting an effective research of market

CEO

Eight months

2

Number of clients increased by 10%

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Assessment Task 2 - Complete the following activities.

1. Implement strategies for recruiting staff - Review the King Edward VII College Recruitment and Selection Policy and Procedures and implement the actions to ensure the required staff are recruited.

i. Reviewing Selection and Recruitment policy and Procedures of King Edward VII College

Recruitment procedures, policies and strategies define the way in which staff is recruited by an organisation. As opined by Van Berkel et al. (2017), policies and procedures of recruitment of its policy and are driven by legal requirements, policies and position they are recruiting. An educational institution uses these procedures for identifying knowledge and skill gaps, preparing description of positions, advertising and analysing requirements of jobs. King Edward College VII is a Registered Training Organisation which provides management and business training to its learners. Their main objective is to make sure that learners are provided with high quality training services which cater to their needs. Their process of training is nationally recognised and accredited and meets educational as well as vocational needs. Hence, it is essential for them to recruit efficient and skilled staff that possess an effective understanding of the areas of training for its learners and provide them with effective training. The college has developed effective marketing strategies on the basis of several factors like employment options, reputation of organisation and various other factors.

Effective Recruitment policies

The college, they have are having an effective recruitment policy which enables them in attracting the best possible employees for all positions which are vacant. These policies are related to employment of all its employees. It can be established that they provide best career growth opportunities for their employees and advertise on various platforms for attracting potential talents who are able to contribute towards attaining organisational goals. Moreover, the management of college ensures that its employees feel safe during their course of operations.

Effective management

The management of King Edward College VII makes sure that its employees are not discriminated on the basis of their gender, age and other aspects which ensures that employees belonging to minority groups does not feel discriminated and candidates are not overlooked from diverse circumstances. Moreover, the college advertises vacant positions within college for making sure that employees are aware of the skills and responsibilities they need to possess which ensures the appropriate candidates are appearing for the interview. Before recruiting appropriate candidates for any position, the recruiting manager is needed to take permission from the CEO which ensures that upper management is aware of recruited candidates.

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ii. Implementing the actions for ensuring that required staff are recruited

It is essential for an organisation to acquire and recruit skilled and talented employees which suits best to the position and plays a vital role in organisational success. As per the views put forward by Patel et al. (2017), with increasing competitiveness of the job market and more diverse skills, it has become essential for recruiters to become more selective with their choices as poor process of recruitment can produce long term negative impacts and huge cost for their training and development are involved.

Effective recruitment process

King Edward VII College are having an effective recruitment process which enables them to attract potential talents who are able to contribute more towards achieving organisational objectives. It has become essential for organisations to advertise their vacant positions mentioning skills and educational requirements. Hence, the candidates are aware of the skills which are required by the institution and appropriate candidates attend the interview process. When candidates appear for the interview, the panel is required to ask appropriate questions for determining whether the candidate is suitable for the position. It is advised to the college that they should conduct a multi stage interview process which will allow them to identify the most suitable candidate for the particular position. As opined by Wu et al. (2017), the managers of the college is to ensure to conduct a minimum of two reference checks before offering employment to candidates.

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2. Write the text of an email to the CEO (your assessor).

Text of an email to the CEO

To,

The Chief Executive Officer

King Edward College VII, Melbourne

Dated: 17th June 2019

Subject: Requesting approval for recruiting employees

Respected Sir,

I hereby beg to state that this is Mr. XYZ, chief Recruiting manager of King Edward College VII, responsible for advertising the vacancies and recruiting skilled and eligible employees who are able to contribute towards organisational success. I would like to inform you that there have been a few vacant positions for trainers which requires immediate filling up. Being a reputed institution within Australia, it is our responsibility to recruit right candidates who are able to understand the needs of learners and provide them with effective training program. In recent times, with more learners getting enrolled in the college, it has become a dire requirement that we recruit more trainers within our institution. As a result, a single staff will be able to lay emphasis on a selected group of learners which would result in increased efficiency of the training program.

I would be very thankful if you please approve recruitment of candidates so that we will be able to initiate the recruitment process as soon as possible.

Thanking You

Your obediently

Mr. XYZ

Chief Recruiting Manager

3. Write the text an email to the Human Resources Manager (your assessor).

Text of an email to the Human Resource Manager

To,

Human Resource Manager

King Edward College VII, Melbourne

Subject: Requesting details of new positions

Respected Sir,

I hereby beg to state that this is Mr. XYZ, Chief Recruiting manager of King Edward College. I have been informed that various vacant positions are created due to sudden exit of few trainers. As trainers serves as one of potential assets of our institutions who are responsible for ensuring that learners are receiving the best training and development sessions. Due to the presence of limited number of trainers, every student is not receiving equal attention which has hampered their training process. Moreover, the trainers are experiencing huge workload which is affecting their performances. Hence, it has emerged as a dire need for the institution to recruit adequate number of trainers within the institution.

I would be very thankful if you provide me with a detailed list of new vacancies which are created within our institution so that we are able to initiate the recruitment process as soon as possible.

Thanking You

Yours faithfully,

Mr. XYZ

Chief Operating Manager

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4. Implement strategies for purchasing equipment - Review the King Edward VII College Purchasing Policy and Procedures, which has just been developed due to the expansion of the College.

Implement strategies for purchasing equipment

A procurement process can be a complex one and the institution is needed to obtain inputs from all of its departments. In accordance to Millar et al. (2016), a strategic procurement team is needed to be established by the institution. The team will be responsible for setting procurement direction aligned with the strategies within the business. The data gathered from the process of data procurement will be used to develop and implement a plan.

Step 1: Initially, the educational institution is needed to create a benchmark for current performance and then targets and needs are identified before devising a procurement strategy. The main purpose of setting a benchmark is to collect initial data for creating a benchmark current performance of the institution for forecasting the growth,

Step 2: In this step, potential countries from where raw materials, finished goods and components are identified by the team. As opined by Wilcox et al. (2016), for any specific requirements, the choice for number of countries might get limited.

Step 3: This step involves choosing suppliers carefully. If the supplier is unable to meet the criteria for selection, the institution might incur heavy losses. During this step, it is essential to analyse the reputation and performance of supplier and credit reports, financial statements are needed to be distributed in an appropriate manner.

Step 4: Prior to that, the educational institution is needed to develop sourcing strategies involving strategic partnerships or acquisitions.

Step 5: The responses provided by the suppliers are needed to be evaluated by the team and its evaluation criteria is needed to be applied.

Step 6: In this step, it is essential to develop a communication plan for analysing and measuring performance by utilising Key Performance Indicators.

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Assessment Task 3 - Complete the following activities.

1. Write an operational performance report.

Operational performance report

Profit and Loss six months to Dec 2020 Sydney

Income

Budget

Actual

Variance

Sales

$450,000

$475,000

($25,000)

Expenses




Electricity and gas

$1,500

$3,000

($1,500)

Internet

$1,000

$1,100

($100)

Office supplies

$700

$1,200

($500)

Rent

$225,000

$220,000

$5,000

Stationary

$800

$1,300

($500)

Wages and salaries

$115,000

$117,000

($2,000)

Superannuation

$15,000

$16,000

($1,000)

Travel and accommodation

$2,500

$2,700

($200)

Water

$2,000

$2,600

($600)

Work cover insurance

$900

$900

$0

Total expense

$364,400

$365,800

($1,400)

Net Profit

$85,600

$109,200

($23,600)





Profit and Loss six months to Dec 20 Brisbane

Income

Budget

Actual

Variance

Sales

$350,000

$410,000

($60,000)

Expenses




Electricity and gas

$1,200

$2,800

($1,600)

Internet

$1,100

$1,100

$0

Office supplies

$650

$1,300

($650)

Rent

$185,000

$190,000

($5,000)

Stationary

$700

$1,250

($550)

Wages and salaries

$115,000

$117,000

($2,000)

Superannuation

$15,000

$16,000

($1,000)

Travel and accommodation

$2,100

$2,300

($200)

Water

$1,900

$2,100

($200)

Work cover insurance

$870

$870

$0

Total expense

$323,520

$334,720

($11,200)

Net Profit

$26,480

$75,280

($48,800)





It has been observed from the operational performance report that there is a significant difference in the annual budget and expenditure of the two campuses of King Edward VII College in Sydney and Brisbane. In case of Sydney, it has been seen that the budget and expenditure has huge difference of $25,000, thus the institution is facing loss. The sectors in which the budget has exceeded the most are wages and salary, electricity and gas bills along with superannuation. In Brisbane, the variance of budget and expenditure is $60,000 and the most differences have been observed in case of rent, wages, salaries, electricity, gas and superannuation.

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2. Write the text of an email memo to all staff (your assessor).

Text of an email memo to all staff

(Refer to memo) 

To: The Staff of King Edward VII College

Cc:

Bcc:

Subject: Efficient use of resources

It has been observed that the expenditure of King Edward VII College has been more than the targeted budget. In Sydney, the budget was $450,000 whereas the expenditure after evaluation of current pricing has increased by $50,000. The same situation has been observed in Brisbane where the estimated budget has been $350,000 but the expenditure after evaluation become $410,000. Thus, the employees of the aforementioned college have been informed to use the available resources in an efficient manner.

Systematic usage of resources

The systematic usage of resources is the main purpose in the institution. The usage of the materials should be used in an effective manner which will decrease the expenditure and the budget will be met.

Water efficiency

In the performance information, it has been observed that the water bill has exceeded by $600 and $200 respectively. The workers need to use water in an efficient manner by closing the tap tightly when it is not used (Wilcox et al. 2016).

Waste reduction

It has been noticed that the waste production from the office has increased, such as throwing away half used pens and abusing other office supplies which are non biodegradable in nature. Thus, by efficient use of the materials both waste and expenditure will reduce considerably.

Energy efficiency

In both Sydney and Brisbane, it has come to notice that both electricity and gases has been misused. Thus, more attention must be paid to use the energy in an efficient manner (García et al. 2017). Simple actions like switching of lights and computer systems can make a lot of difference in conservation of energy.

Sustainability practices

The sustainability includes actions like constructing recycling base around the college campus along with taking initiative to organise a community garden. The sustainability practice includes replacing paper with electronic devices.

Energy management system

The energy management system needs to be implemented in the college campuses to reduce intake of non renewable energy and decrease carbon footprint. Thus, the employees needs to practice sustainability and make an impact among the college.

Heating and cooling

The global warming has made the usage of heating and cooling systems compulsory due to which a lot of energy is consumed in air conditioners and heaters. The usage of automated systems will help to use the energy in an efficient manner.

Energy efficiency skills and training

The skills for using energy efficiently needs to expanded among the workers and students by establishing a training camp (Cohen and Bannister, 2017). The training will focus on the use of energy as well as overseeing the procedures that needed to be practiced in order to reduce the overall expenditure.

Transport technologies

It has been observed that the transportation costs have exceeded the budget in both the campus. Thus, it is important if the staffs create an example by walking or cycling to the campus which will encourage students to follow in their footsteps.

Reducing carbon footprints

The efficient use of energy by the staff will help in the reduction of carbon footprints (Schandl et al. 2016). This reduction will contribute in reduction of the overall expenditure and estimated budget will be followed in 2020.

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Conclusion

In this management operational plan, the concentration has been on how King Edward VII College is managing the institution and dealing with factors like financial performance this year as well as a comparison has been established about among the performance of the campuses. This plan are aiming to achieve better outcome by implementing tactics like enhancement of the website to garner the attention of the potential students along with appreciating and playing an active role in case of different cultures. The higher officials have decided to implement review system to understand and evaluate the performance of the teaching staff along with office staff. It has been decided that an online platform or a site will be launched for the students, thus they can study some courses online. The management sector in the King Edward VII College has been analysing the risk factors and various modules has been put on affect to minimise the perils. The risk management will help the institution to keep probable threats away and if the institution is in a perilous situation, the sector of risk management will provide aid to the campus of the aforementioned college. The college authorities have recruitment based on both requirements and quality of teaching.

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