BSBMGT402: Implement Operational Plan - Assessment Tasks and Project

This article covers the assessment tasks and project for BSBMGT402: Implement Operational Plan. It includes questions and scenarios related to turning operational plan objectives into KPIs, consulting for resource requirements, procurement of physical resources, contingency planning, monitoring performance, and managing resources. The project includes identifying KPIs, resource planning, and proposal for required resources.

BSBMGT402:
Implement operational
plan
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Issue Date – June 18 2015
Doc Name – BSBMGT402
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Participant Assessment

Assessment task 1: Questions
Question 1: List and explain the three steps in turning operational plan
objectives into clear and meaningful KPI’s to measure performance.
In order to measure the performance of the project manager and associate project
team members it is mandatory for the project executives to consider potential
meaningful knowledge performance indicators for each and individual project related
factors. In order to turn the operational plan to the meaningful KPI certain steps are
there that are to be followed. Whether the project is reaching its objectives and goals
or not can be measured with the help of professional KPI. The steps considered for
setting the KPI are as follows:
Step 1: Review progress for achieving the strategic plan
The KPI setting approach should start with setting the project goal and other
assumptions. An organization may have different measures some of them are
applicable for specific organizations only. Therefore, based on the project
requirements the managers should design strategic operational planning.
Step 2: selection of the most crucial KPI
Based on the organizational strategy the project manager should select the most
necessary KPI. Considering the profitability and project revenue the manager of the
non profit organizations should make this selection.
Step 3: Mathematical determination of five years KPI target
The most important KPI has professional ability to double the profit margin of the
business organizations. Statistical determination is very important to measure the
target of KPI so that the operational plan can successfully converted into consistent
profit for the organization.
Question 2: Describe methods you could use to consult with others on
resources requirements and acquisition for an operational plan.
There are different ways through which the project manager will be able to consult
with the other about the project resource requirements and operational plan
acquisition. Good professional communication can increase the business efficiency
and overall effectiveness o the business organization. The methods of consulting are
elaborated in the below section:
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Open communication method: This is one of the best ways of communication that
helps the project manager and the project team members to communicate with each
other without any hesitation. Through this approach the members can share their
ideas and views with the others. An effective employee communication as well as
consultation has the ability to improve the existing management structure and
decision making. It can also involve all the members together to evolve team
management.
Email: This is another way of consulting through which the project manager can
deliver his or her idea to the others. It is the role of the members to follow the given
instruction.
Video conference: Video conference is the other way of communication through
which the managers can consult with rest of the members. Generally two way or
bidirectional communications is the best suited option for the organizations but video
conference is also applicable for organizational communication.
Question 3: Detail the steps to procure physical resources for an operational
plan.
The steps for procure physical resources for the operational plans are as follows:
 Specific need for the recognition
 Approving the list of vendors
 Investigation on relevant information gathered from the resources
 Purchase orders and delivery or acknowledgement
Question 4: Outline the steps involved in contingency planning.
 Design and development of contingency planning statement
 Conducting business impact analysis
 Creating contingency strategy
 Developing information system contingency planning and testing the plan
accordingly
Question 5: Describe how you could monitor performance to assess progress.
Whether the project is processing forward or not can be measured with the help of
successful monitoring approach. The progress of any project is dependent on the
performance delivering by individuals. The four different quadrants considered for
monitoring the performance are impact, efforts, leverage and input. The input should
be done based on the project requirements. Initially, an evaluation form should be
developed. Then the performance measures should be measured accordingly. In
order to get effective feedback a guidelines should be set. An evaluation schedule
must be evaluated and based on that a disciplinary and termination procedure must
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be prepared by the project or organization head to make sure that the project s
meeting the requirements.
Question 6: Explain how you would manage the safe, economic and effective
use of resources.
In order to manage the safe, economic as well as effective usage of resources the
safety approaches that are to be followed accordingly are as follows:
 Thoroughly, the objectives of the company should be prepared
 Then the capability of the resources are needed to be evaluated
 Current resource capabilities should be checked
 Future resource requirements estimation
 Determining needful tools
 Implementation of the strategies and adoption of the corrective actions
Assessment task 2: Scenario
Read the following scenario
You’re the manager of Cafe Maxwell’s you have the main coffee shop that is
managed by Jim Stynes and a satellite store that is managed by Sue Dixon. On a
regular basis you monitor operational performance across both outlets by reviewing
the financials.
Each outlet has the same financial KPI’s to be in line with organisational plans they
are:
 Combined cost of labour (COL) to be under 22% of sales.
 Cost of goods (COG) to be within 26% of sales.
The quarter results are in analyse the following financials and answer the
questions that follow.
Department
Manager
Month Sales COL
($)
COL (%) COG ($) COG (%)
Jim Stynes 1 46000 11500 25% 11960 26%
2 42500 8200 19% 12000 28%
3 34000 6700 20% 10200 30%
Qtr. Total 12,2500 26,400 22% 34, 160 28%
Sue Dixon 1 42917 11166 26% 12445 29%
2 45083 9500 21% 13225 29%
3 44250 9667 22% 11365 26%
Qtr. Total 132,250 30,333 23% 37,035 28%
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Answer the following questions
Question 1: Analyse the cost of labour figures and comment on overall productivity
to sales. Ensure you provide detail on each outlet for each month and the overall
quarter.
The combined cost of labours needs to be fewer than 22% sales on the other hand
the cost of goods needs to be in between 26% sales. In thus section the two different
outlets that are chosen include Jim Stynes and Sue Dixon. The costs of labours are
calculated for three different months. After analysing the cost figures it is determined
that, in Jim Stynes, for the first month the percentage of COL has been increase to
25% from 22% whereas; in the second and third month the COL is below 22%. The
total quarterly percentage is though estimated as to be 22%. In Sue Dixon except
first month the COL% are accurate respectively 21% and 22% and the total quarterly
percentage is 23% which is beyond estimation.
Question 2: Identify what you would deem as unsatisfactory performance and
outline the action you would take.
In order to resolve the unsatisfactory performance level issue the actions that are to
be taken include the following:
 Defining the problem
 Collection and analysis of data
 Clarification and prioritization of the issues
 Goal statement development for each possible solution
 Evaluating new monitoring approach
Question 3: Detail how you will consult with both Jim and Sue.
The most suitable approach of consultation for any project or organizational
consultant includes open communication instead of any kind of upward and
downward communication. This type of communication allows both Jim and Sue
become more familiar to the business strategies and other functional aspects. This is
how managers should consult with the rest of the members.
Question 4: Outline what mentoring and coaching you would provide to each outlet
on controlling cost of labour and cost of goods.
In order to control the cost of investment in both of the outlets the monitoring and
control techniques that are adopted include proper estimation, planning, earned
value analysis and feasibility study. It is expected that if professional feasibility study
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is done by the project manager they will be able to measure the success of the
project that is whether the project will be successful or not.
Question 5: List the records you would keep regarding performance status and
plans for both outlets.
The list of records that are to be stored in the server regarding performance of status
for both the outlets mainly all the confidential finance and personnel data are
required to be stored in the server. For each of the information a security prospect
should also be considered to make sure that none of the data are getting hijacked by
the externals without proper permission.
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Assessment task 3: Project
This project is designed to take the underpinning knowledge you have gained
throughout this unit and apply it to industry.
Read the following project outline:
If you are currently in the workforce you should apply this to your organisation by
using your organisations operational plan. If you are unable to apply this to a current
organisation you must simulate the evidence required using the information provided
in ‘Cafe Maxwell Operational Plan’ and make assumptions where necessary.
a) Key Performance Indicator (KPI)
The first step in implementing the operational plan is to identify the objectives that
apply.
Using the table below identify:
 The KPI’s that you will use to measure your departments progress towards
the organisations objectives. (These should directly link to the operational
plan).
 The measure you will use to ascertain your progress.
 The method you will adopt to monitor your departments progress towards the
KPI’s.
KPI Measure Monitoring method
Cost per acquisition Based on the requirement
the project manager
should estimate the
acquisition cost. It is
expected that successful
acquisition cost will help
the organization to avoid
extra charging cost
Feasibility study
Task completion rate The large task should be
breakdown into small
segments and for each
segment resources are to
be assigned. With the
completion of each and
every task the progress
and needful feedback
should be gathered so that
required changes can be
implemented
Direct observation
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Revenue per acquisition Per acquisition with quality
analysis and stakeholder
analysis the rate of
revenue that may
generate from the project
progress should be
measured. It will help the
project manager and team
members of Jim and Sue
to check whether the
revenue is well balanced
with the sponsored
amount and investment
Cost benefit analysis
and Return on
Investment are the two
different monitoring
methods that helps the
owners to measure the
rate of revenues in
each month.
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b) Resource plan
It is important to ensure there are resources available to reach the KPI’s you’ve set.
Use the space provided to indicate the resources required and their purpose.
Resource Purpose
Project manager
To monitor and control the progress of the project
and function of the company
Finance manager
To make feasibility study for checking that
whether the project is meeting the success
measures after its implementation or not
Operation manager
To check the organizational operations are
running appropriately
Marketing manager
The marketing manager is responsible to promote
the [products and services offered by Jim and Sue
to their consumers
Now that all resources required have been identified use the template below to
create a proposal for the resources required.
Department: <Please fill>
Prepared by: <Please fill> Date: 02/04/2018
Resource summary
In order to accomplish the project both the human and physical resources are
needful. It is mandatory for the heads to make sure that all the resources are
utilized by the project heads without any error. The hired human resources
should have experience, skills and knowledge as well so that their dedicated
work engagement can help the organization to meet the objectives within time
frame.
Human:
Project manager, finance manager, operation and marketing manager are the
human resources required for managing the services offered by Jim and sue
both of the outlets.
The project manager will motivate the members to keep them engaged t their
job role
The operation manager will arrange on job training program for the team
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members
The marketing manager will promote the product and services
Physical:
Hardware: To operate overall services the hardware service needs to be
extremely high quality
Software: To bring the applications altogether with security software solution is
necessary for the
Suppliers: Third party service providers are the suppliers to the company
(vendors)
Financial: based on the project requirements it is defined that the total cost
needed for the project is $120,000. This amount of financial support will help the
project manager to accomplish the objectives and goals.
Resource information
Resource Cost estimate Availability
Project manager $30,000 Available
Finance manager $30,000 Available
Hardware $22,000 Available
Licence cost $12,000 Not all Available
Software cost (satellite
support)
$60,000 Available
Internet cost $25 Available
Operation manager $25 Not all available
Resource plan signatures
Department
manager:
<please fill>
I have reviewed the information contained in this Resource plan and agree.
Name Role Signature Date
Steve smith Internal (project
manager)
S. smith 2/11/2018
William Watson Inter (finance
manager)
William Watson 5/11/2018
John Andrews Internal (operation J. Andrews 5/11/2018
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manager)
Gerry Lee Sponsor Gerry Lee 20/10/2018
c) Resource Acquisition
Physical resource Source fro
Location of the coffee
store and satellite
service providers
Collaborative
Hardware Open source hardware
Software Open source software and other customized secured
software
Recruitment needs:
Based on the project and some of the surrounding requirements Jim and Sue
should recruit their employees. Skilled, knowledgeable and experienced
employees are needed to be hired for the company so that they can provide
needful innovate and creative ideas to the working heads. It will also help them
to promote the actual needs of the company.
d) Contingency plan
In order to deliver satisfactory products and services to retain and gain more
consumers throughout the project manager should design and develop proper
contingency planning. Initially, policy statement should be prepared and then
business impact analysis should be conducted by the project manager. A prevention
control approach will be identified and accordingly contingency strategy also must be
prepared. However, before final implementation of the design, project heads should
test and develop a maintenance program also.
Risk Likelihood Impact Contingency
Lack of experts
 Possible  Some impact
Will fail to process and design
accurate needful structure for
Jim and Sue
Improper
budget
planning
 Not likely  Some impact
Over allocated budget will
interrupt the regular success of
the company
Improper
resource
management  Very likely  Plan stopper
Interrupt the project success
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Lack of
supportive
infrastructure  Very likely  Plan stopper
Interrupt the project success
Lack of time
management
 Possible  Some impact Over allocation of budget
e) Change recommendations
Department: <Please fill>
Prepared by: <Please fill> Date: <Please fill>
Recommendation summary
As after analysing the project requirements and goals in details it has been
found that, though the infrastructure of the coffee store is accurate but some of
the features of the satellite store are missing. Therefore the project manager
should design the infrastructure in such a way so that all the requirements can
meet within estimated time and budget.
Issues identified:
Non supportive satellite infrastructure
Scope creep
Design issues
Recommendations:
Change management is recommended to resolve the issues of no supportive
infrastructure
Technical solution can combat the scope creep challenge
Proper system integration
Benefits of adopting recommendations:
 Improve the overall quality, productivity and profit
 Increase the intra organizational collaboration
 Will deliver effective resource management
Change detail
Resources required:
 System developers
 System designer
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 System tester
 Business analyst
 Financial and social support
Time frame for completion:
In order to accomplish the total project the total needed time frame is 18 months
Training requirements (if applicable):
On job training
Technical training and workshop
Recommendations signatures
Department
manager:
<Please fill>
I have reviewed the information contained in these recommendations and
agree.
Name Role Signature Date
Steve smith Internal (project
manager)
S. smith 2/11/2018
William Watson Inter (finance
manager)
William Watson 5/11/2018
John Andrews Internal (operation
manager)
J. Andrews 5/11/2018
Gerry Lee Sponsor Gerry Lee 20/10/2018
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Assessment task 4: Portfolio of evidence
As part of your assessment you are required to provide a portfolio to your assessor
to demonstrate your skills and knowledge. Below is a list of suggested evidence, if
you’re unsure of your ability to provide the evidence outlined below please speak
with your assessor.
Please note all evidence must be completed by you.
Suggested evidence:
Document Document attached:
1 Purchase orders No 
2 Recruitment interview notes or Job advertisement No 
3 Budget analysis Yes 
4 Coaching notes on resource use No 
5 Resource proposal Yes 
Describe the purpose of each document provided and how you apply and use this to
your role within the organisation.
Document purpose
1 The purchasers order document is needed to be kept by the project head as
it is the commercial document and also the very first official offer issues by
seller. It will help to indicate the types, quantities as well as agreed price for
each of the products.
2 The document of recruitment interview notes are very much import as it
holds the skills and knowledge details of all the recruited employees who
are working in the organization.
3 The budget analysis report will store the budget details like the investment
details and the timely revenue that are obtaining from the services and
products offered by the company.
4 In order to avoid over allocation cost and time the designer and developers
should utilize the resources accurately. This document is necessary to keep
for development of a future focused learning growth of the business
organization.
5 The proposed resource list will store resource details and needful other
requirements.
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