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Manage Operational Plan Assignment -

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Introduction - Operation management involves ascertaining that a business runs effectively and efficiently through the implementation of certain activities for controlling business operations and production process. This paper reflects the case study of Bounce Fitness and the measures of assessing the effectiveness of the operations of the organization.

Task 1 - Theory: Short Answer Questions

Q1a. Describe models and methods for operational plans.

Major models and methods which are widely followed for effectively managing the operations of an organization can be cited as the Six Sigma approach, as well as the theory of operational management by Henri Fayol. Quality is regarded as one of the most important factors involved in operation management. The Six Sigma approach focuses on the quality of the services of Bounce Fitness (Dubey et al., 2017). However, the consideration of the operational management theory by Fayol can prove beneficial in case of developing the primary and rudimentary concepts of management of the organization. The interaction of the personnel and the management is outlined in the Fayol's theory, which serves as the basis for the organizational objectives of Bounce Fitness.

Q1b. Explain the role of an operational plan in achieving the organisation's objectives.

An operational plan is derived through the implementation of strategic plans, which in turn leads to accomplishing the organizational objectives. The operational plan serves as the basis for the development of the strategies outlining the Who, What, When and How much of the strategies to be implemented. Figure 1 illustrates the operational plan and the role of strategies, operational ideas and tactical planning involved in the overall execution of the process.

Manage Operational Plan.png

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Q1c. Explain the budgeting process.

The budgeting process entails performing a survey of the requirements of the organization, as well as the considering the resources needed to meet the requirements of the potential customers. A detailed operational plan is required to be in progress to undertake the budgeting process. The financial statements of Bounce Fitness are taken into consideration in this regards as well. The calculations for the risk management is also undertaken in order to plan the budget. A draft is prepared for the initial stages. However, the draft evolves into a budget plan as the process becomes more detailed.

Q1d. Describe alternative approaches to developing key performance indicators to meet business objectives.

It may be mentioned that Key Performance Indicators are the chief measures predominantly implemented in organizations to measure their performance as well as the performance of the employees. However, OKR or Objectives and Key Results can be considered as an alternative to KPIs in determining the organizational objectives for the improvement in the business activities. OKR is primarily a framework used for setting organizational goals for improving performance. In addition to that, it can be regarded as a set of metrics which determines the result for the objective formulated for the measurement of the performance.

Q1e. Describe legislative and regulatory context relevant to the operational plan of the organisation.

Taking regulatory and legislative context into consideration, it may be stated that the operational plans include the involvement of risk management procedures. Furthermore, the relevant stakeholders can be regarded as the regulatory and legislative bodies with respect to an operational plan or the risk management processes of an organization. The Board as well as the managers is the relevant stakeholders in this context.

Q1f. List the policies, practices and procedures that you used from Bounce fitness that directly relate to Task 2.

The policies of Bounce Fitness include relevant Code of Practice, which involves the promotion of appropriate standards of providing services to the clients in an ethical manner. In addition to that, appropriate standards for trading and conducting business activities are undertaken by Bounce Fitness. Moreover, compliance with the Australian Consumer Law is also practiced by Bounce Fitness (Piotrowicz & Cuthbertson, 2015). Furthermore, a pre-exercise screening system has been implemented by the organization for the clients to identify the requirements and priorities of the clients.

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Task 2 - Practical: Develop the Plan

Q2a. Research, analyse and list the resources that you will require for this plan and where you intend to obtain them. Resources will include goods and services to be purchased and/or ordered, human, physical and current and future financial resources.

The resources required for the development of the operational plan includes the physical materials as well as factors for influencing the strategies of the organization. For instance, the resources may involve the equipments required for the Fitness gym such as a squat station, a hammer strength machine, bench press, an incline bench press, pull-up bars and more. Additionally, investments for the development of strategies for the marketing and constructing the overall operational plan may prove beneficial. A supply chain management is to be undertaken in order to obtain the physical goods, while technicians and marketing executives can be recruited for helping with the strategic planning (Micheli & Mura, 2017).

Q2b. Discuss with whom you would consult in developing your plan and on an ongoing basis. Specifically, how and when will you conduct the consultations?

It may be mentioned in this context that the consultation for the development of the plan is conducted with the relevant stakeholders. For instance, the frequent meetings regarding the drafting of operational plans and budgeting as well as the financial statements have been undertake with the aid of the relevant managers during the weekly meeting with the supervisors (de Almeida, Vilas-Boas & Cabral, 2015). However, relevant consultations with the CEO and the Board are undertaken on certain occasions. Discussions can be undertaken during the monthly Board meetings.

Q2c. What are your key performance indicators so you can see if you are progressing toward the goals at the planned rate or not?

The KPIs which have been identified in this regards are:

  • What is the average increase in the number of clients?
  • To what extent are the clients being benefitted through Bounce Fitness?
  • Are the trainers being useful for aiding the clients?
  • Is the subscription plan for the client adequate or is it exceeding the budget?

Q2d. Looking at the plan you have developed, develop a contingency plan for each area where something could go wrong and how you will recover. You must provide at least one plan.

One of the flaws identified in the plan is the competition in the market and the lack of competitive strategic planning on behalf of Bounce Fitness. It may be covered up through promotion of the organization along with the offers of competitive promotion. Providing discounts for the promotion may also influence the competition. The use of advanced equipments along with the provision of providing a free consultation with a dietician may also be considered.

Q2e. Prepare your plan for presentation to the CEO and Board of Directors to get approval for your resource requirements. Ensure these requirements are supported by information sources and specialist advice as appropriate and in the report format required by Bounce Fitness (Bounce Fitness website under the Procedures tab / Administrative Procedures / Style Guide).

The plan for Bounce Fitness has been arranged for presenting to the Board in the following manner:

Table 1: Operational plan

(Source: Author's creation)

Budget: $100,000

Budget breakdown:

1. Fitness equipments: $50,000

2. Strategic planning: $20,000

3. Undertaking risk management plan: $5,000

4. Marketing and contingency plan: $25,000

Development and management of plan: The plan had been adequately managed through the risk management processes. Furthermore, a strategic planning had been undertaken as well. Consultations regarding financial as well as other matters of marketing and more had been undertaken by the relevant personnel.

Contingency plan: Offering promotional offers to compete in the market has been planned.

Development of KPIs: KPIs have been developed in order to assess the growth and development of the company. Additionally, customer satisfaction has been taken into account for evaluating the performance of the organization.

Implementation of performance management systems in work teams: The performance of the individuals has been assessed through the KPIs used for performance management. Underperformance can hence be easily identified.

Q2f. Discuss who will need to approve your plan, how you will obtain their approval and how you will inform the teams so that they understand and can implement the plan

Convincing the CEO and the Board of Directors of Bounce would be crucial to the approval of the plan. Explaining each of the factors for finance as well as marketing and promotions may yield fruitful results for the Board to approve the operational plan. The plan can therefore be implemented with the aid of the managers and the trainers at Bounce Fitness.

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Task 3 - Theory: Managing Resources

Q3a. Develop your strategies for recruiting and inducting staff to this Bounce Fitness project, if necessary. If you do not require new staff, how will you ensure that the staff who are currently employed are fully trained and know the expectations that must be met? On the Bounce website under the Policies and Procedures tab is the information relating to Human Resources recruiting, induction and personal development.

Strategy development - Hiring fitness advisors and consultants can be undertaken for training the existing employees as well as the new recruits. It may be mentioned in this regards that the focus on personal development is also to be taken into consideration (Riratanaphong & van der Voordt, 2015). Making the process of training interesting for the staff may be done. Providing employee benefits and other attractive incentives for high-performing employee may be undertaken by the organization.

Q3b. Referring to the Bounce Fitness Purchasing policies and procedures (Bounce Fitness website under the Policies tab / Finance and under the Procedures tab / Financial Procedures) describe your planned strategies for acquiring physical resources and services if necessary to the implementation of your plan.

Acquiring resources and services for the plan - Keeping in par with the existing Human Resource policies as well as the Purchase policies of Bounce Fitness, plans have been made to engage a certain supply chain, in order to validate the transactions for the company. Furthermore, formulating a contract and validating the quotation of the supply chain is to be ascertained as well.

Q3c. How will you ensure that intellectual property rights are not breached during recruitment and acquisition of resources and services?

Ensuring intellectual property rights - The breach of Intellectual property rights can be categorized under the Australian Intellectual Property laws. The inclusion of patents, specific designs and trademarks may ensure that no breach of IP rights had been performed by the organization (Subramanian & Gunasekaran, 2015).

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Task 4 - Theory: Monitoring and Reviewing

Q4a. In 2c you developed systems and processes to measure the key performance indicators of your plan. Describe how you will monitor and review each in terms of expected productivity and profit plans and targets.

Monitoring and review of each KPIs - One of the identified KPIs includes the consideration of the budget of the customers as previously mentioned in former sections. Considering the budget of the customer may be undertaken through the implementation of promotional offers which may result in the growth of the organisation, however, the financial aspects are to be disregarded in that matter. In addition to that, the average increase in the number of clients can be a performance indicator for the firm as well. Moreover, the performance of the trainers is evaluated for review the KPI (Towbin, Perry, Moskovitz & OConnor, 2018). Assessing how the trainers are being useful for the firm may be useful. Lastly, considering customer satisfaction and the benefits of the clients, may aid in the growth of the organisation. However, the financial profitability in this regards remains uncertain.

Q4b. On the Bounce Fitness website, under the Infrastructure tab you will have accessed the financial information that describes the profitability expectations of Bounce Fitness. Comparing this to the budget supplied, review the plan in terms of what would ideally be expected and how it could be achieved.

Analysis and evaluation of the budget planned and financial statement of Bounce Fitness - As per the budget set for this particular project of the development of the operational plan, a financial benefit is expected. However, taking the financial statements of Bounce Fitness into account, it becomes evident that the organisation expects a larger sum as the profit margin from the project. Regardless, it may be stated that the growth and potential of the organisation becomes limited when the compliance with the financial statements of Bounce Fitness is undertaken.

Q4c. Look again at all of the systems and processes and for each, detail how you will manage underperformance.

Managing underperformance - The following steps may be considered for managing underperformance:

  • Understanding the external factors involved
  • Avoiding emotional confrontation
  • Assessing the organizational activities
  • Planning for effective measures
  • Providing proper training

Q4d. Detail how you would identify underperformance in staff and how you will manage this and support them.

Identification of underperformance and support of staff - An employee performing poorly can be evaluated through the performance measures undertaken by the organization. For instance, KPI or OKR can be implemented for evaluation. Further, the area wherein the employee lags is to be identified and the cause for the underperformance is to be highlighted in this regards. Providing adequate and appropriate training to the employees may aid in the development of the employees, thereby providing support to the staff (Bisogno, Calabrese, Gastaldi & Levialdi Ghiron, 2016).

Q4e. If you see areas requiring variations to the plan, who would you refer this to and by what means? How will you record the performance of staff?

Accommodating areas requiring variation to the plan and recording the performance of the staff - Documenting the performance and maintaining records of the KPIs and other performance measures can be undertaken by Bounce Fitness. Additionally, there can be certain areas in the operational plan which may require further modifications. The scope and requirement of the modification is to be identified and discussed with the relevant superiors. Once a meeting with the respective manager is undertaken, the Board may be involved in the matter.

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Task 5 - Practical: Coaching Role Play

Role play -

Questions for assessment

Feedback

Comments

1. Communicate effectively to explain the problem and the plan for improvement?

The employee fails to communicate effectively

Training the employee regarding communication skills would be beneficial

2. Use active listening techniques such as nodding, questioning and open body language?

Poor demonstration of open body language and listening techniques is evident

Improving interaction with colleagues may be useful. Furthermore, making an effort regarding the listening skills would prove effective

3. Make you feel comfortable and willing to share information?

Does not always make a comfortable environment for information sharing

Improving the body language and interaction skills may improve the comfort level of the employee

4. Negotiate a resolution or provide sufficient clarification to satisfy your queries?

The Assessor often fails to demonstrate clarity for doubts which arise. Furthermore, resolutions provided are not satisfactory

Training for effective communication as well as clarity for doubt resolution is to be provided.

5. Show respect and give you the opportunity to express yourself?

Yes, but it is often not evident.

Demonstrating skills as a leader is essential in this regards. Letting the staff express oneself is one of the prime factors to be identified by the trainer.

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Task 6 - Evidence Record

Table 2: Element 1 - Develop Operational Plan

Criteria for assessment

Feedback

1. Is the Learner able to effectively research, analyse and document resource requirements and develop an operational plan in consultation with relevant personnel, colleagues and specialist resource managers?

Yes

2. Is the Learner able to effectively develop and/or implement consultation processes as an integral part of the operational planning process?

No

 

3. Is the Learner able to effectively ensure the operational plan includes key performance indicators to measure organisational performance?

Yes

4. Is the Learner able to effectively develop and implement contingency plans for the operational plan?

No

5. Is the Learner able to effectively ensure the development and presentation of proposals for resource requirements is supported by a variety of information sources and seek specialist advice as required?

Yes

6. Is the Learner able to effectively obtain approval for the plan from relevant parties and explain the plan to relevant work teams?

Yes

Table 3: Element 2 - Plan and Manage Resource Acquisition

Criteria for assessment

Feedback

1. Is the Learner able to effectively develop, monitor and review performance systems and processes to assess progress in achieving profit and productivity plans and targets?

Yes

2. Is the Learner able to effectively develop and implement strategies to ensure that physical resources and services are acquired in accordance with the organisation's policies, practices and procedures?

Yes

3. Is the Learner able to effectively recognise and incorporate requirements for intellectual property rights and responsibilities in recruitment and acquisition of resources and services?

Yes

Table 4: Element 3 - Monitor and Review Operational Performance

Criteria for assessment

Feedback

1. Is the Learner able to effectively develop and implement strategies to ensure that employees are recruited and/or inducted within the organisation's human resources management policies, practices and procedures?

Yes

2. Is the Learner able to effectively develop and implement strategies to ensure that physical resources and services are acquired in accordance with the organisation's policies, practices and procedures?

Yes

3. Is the Learner able to effectively identify areas of underperformance, recommend solutions and take prompt action to rectify the situation?

No

4. Is the Learner able to effectively plan and implement systems to ensure that mentoring and coaching are provided to support individuals and teams to effectively, economically and safely use resources?

No

5. Is the Learner able to effectively negotiate recommendations for variations to operational plans and gain approval from designated persons/groups?

Yes

6. Is the Learner able to effectively develop and implement systems to ensure that procedures and records associated with documenting performance are managed in accordance with organisational requirements?

Yes

Table 5: Assessment of performance evidence

Criteria for assessment

Feedback

Is the Learner able to effectively develop and implement an operational plan using a variety of information sources and consultation (including using specialist advice if required) which includes:      

  • Resource requirements
  • Key performance indicators
  • Monitoring processes
  • Contingency plans?

Yes

2. Is the Learner able to communicate effectively with relevant stakeholders to explain the plan and supporting information, seek approvals, negotiate variations and engage work teams?

Yes

3. Is the Learner able to effectively develop and implement strategies to achieve the operational plan within the organisation's policies, practices and procedures including:

  • Recruiting, inducting and developing personnel
  • Acquiring physical resources and services
  • Protecting intellectual property
  • Making variations to the plan
  • Monitoring and documenting performance?

No

Table 6: Assessment of Knowledge Evidence:

Criteria for assessment

Feedback

1. Is the Learner able to effectively describe models and methods for operational plans?

Yes

2. Is the Learner able to effectively explain the role of an operational plan in achieving the organisation's objectives?

Yes

3. Is the Learner able to effectively explain budgeting processes?

No

4. Is the Learner able to effectively list alternative approaches to developing key performance indicators to meet business objectives?

Yes

5. Is the Learner able to effectively outline the legislative and regulatory context relevant to the operational plan of the organisation?

Yes

6. Is the Learner able to effectively outline the organisation's policies, practices and procedures that directly relate to the operational plan?

Yes

Conclusion - This paper provides an insight into the development of an operational management plan of Bounce Fitness. Furthermore, the development of KPIs for measuring and assessing the performance of the organization and the employee has been mentioned in this regards. Lastly the financial budget for the plan had been presented as well.

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