Operational Plan and Contingency Plan for King Edward VII College

This document provides a draft operational plan and contingency plan for the establishment of new campuses for King Edward VII College in Brisbane and Sydney. It includes strategies, actions, key performance indicators, responsible persons, timeframes, and monitoring for various aspects such as renting of property, recruitment of staff, purchasing equipment, and marketing. The plans have been discussed and updated in consultation with the senior management team.

Manage operational plan
Contents
TASK 2: Develop operational plan project.....................................................................................3
Develop a draft Operational Plan...........................................................................................3
Develop a draft contingency plan...........................................................................................8
An email to the senior Management Team...........................................................................10
Consultation on draft Plans..................................................................................................11
Update your operational plan and contingency plan............................................................12
An email to the senior Management Team...........................................................................12
TASK 3: Manage acquisition of resources....................................................................................13
Implement strategies for recruiting staff..............................................................................13
An email to the CEO............................................................................................................14
An email to the Human Resources Manager........................................................................15
Implement strategies for purchasing equipment...................................................................16
An email to the Administration Team..................................................................................17
Update the Monitoring Actions section of your Operational Plan.......................................18
TASK 4: Operational planning monitoring and review project.....................................................18
An operational performance report......................................................................................18
An email memo to all staff...................................................................................................19

TASK 2: Develop operational plan project
Develop a draft Operational Plan
For facilitating the establishment of the campuses it is important for the King Edward VII
College to develop an operational plan which will help them in efficiently undertaking necessary
steps within the new campuses. While formulating the plan various aspects need to be
undertaken includes:
OPERATIONAL PLAN for Brisbane Campus
Strategies Actions KPI Who will be
responsible
Timeframe Monitoring
actions
Renting of
suitable
commercial
properties
The information for
the renting of the
property will be
gathered for the
campus of Brisbane
and Sydney through
the property data in
which the reports of
various real estate
properties will be
provided in term of
the value of the
property, growth
and the trends which
affect the purchase
of the property in
particular location.
The requirement of
the campus is of at
least 500 square
meters for the floor
The KPI for
this will the
prices of the
property and
the
accessibility to
the place as
well as its
attractiveness.
The lease will
also be taken
out for the
property.
The finance
manager will
be responsible
for
determining
the suitable
location for
the campus.
It is crucial
aspect which
has to be
analysed
efficiently
within a
period of 3
months i.e.,
till the month
of December
2019.
They will
provide the
quotation
with the help
of which as
per the
strategic plan
regarding the
budget the
decision will
be taken.

area. Various
sources that will be
taken into
consideration
include commercial
property sales and
leasing Australia,
the real estate
dealers and
companies will be
approached such as
Blocksidge Real
Estate Company in
Brisbane, Ray White
Residential in
Sydney etc.
Staffing
requirements
As per the strategic
plan it is identified
that for every 20
student a trainer is
required and the
expected number of
student for the first
year is 60 due to
which 3 trainers will
be required in both
the campuses
individually. In
addition to this
receptionist and
student service
The
qualifications,
experience and
communication
effectiveness
of the
candidate will
be the KPI for
this. The
cultural
awareness of
the employees
by trainings. A
system will be
developed for
The
responsibility
in this will be
of the human
resources
manager as
they will be
procuring the
staff and will
be arranging
various
turnings for
them.
The
recruitment
can be done
within a
period of 2
months.
The
performance
of the staff
will be
monitors
with the help
of
performance
management
system and
by comparing
the standard
performance
with actual
results.

officer will also be
appointed at both
the campuses. For
recruiting all of
them advertisement
must be given on
various job portals
and on the website
as well as on the
newspaper. The
referrals will be
considered from the
existing professors.
For the selection of
the candidates the
interviews will be
taken by the panel
constituting the
CEO, Academic
manager, senior
professors of the
Melbourne campus
etc. The
performance system
for the staff will also
be developed so that
their performance
can be evaluated.
efficiently
analysing the
performance of
the staff.
Fitting out of
the campus
With the help of the
Architecture the
design of the
The cost of the
fittings and the
similarity with
The operation
manager will
be responsible
It can
decided
within a
The
monitoring
can be done

building will be
finalised along with
the fitting to be done
for making the
campus attractive to
the students and to
others. The design
of the new campuses
will be similar to the
existing campus of
King Edward VII
College in
Melbourne. The
designing of
interiors will include
the setting of the
classroom,
designing of the
seminars hall,
conference halls,
etc.
the existing
campus of
King Edward
VII College in
Melbourne.
for the
procurement
of the
equipments.
period of 3
weeks from
the approval
of all.
by analysing
the timely
delivery of
the material
as well as
within the
allocated
cost.
Equipment
requirements
As the expected
student for the first
year is 100 in each
campus so the
required equipments
will be purchased
accordingly such as
furniture and
fixtures, study
material in terms of
The KPI in this
will be the
quality of the
equipments as
well as its cost
to the
management.
The operation
manager will
be responsible
for the
procurement
of the
equipments.
Within a
period of 3
weeks.
The
monitoring
can be done
by analysing
the timely
delivery of
the material
as well as
within the
allocated

books for the
library, procurement
of various
equipments related
to the cooling and
heating system for
managing the
temperature,
computers will be
purchased for the IT
centre in both
campuses, office
equipments for the
administration
department.
cost.
Marketing
requirements
As new campuses
will be designed so
it is crucial for them
to market their
courses and the
facilities that they
will be offering at
their campus. It can
be done through
advertisement
through newspaper,
through social
media, website of
the King Edward
VII College and
through blogs,
The KPI will
be number of
applications
for the
admission,
frequency of
the responses
on the
advertisement
etc. In
addition to this
the online
course will be
available
within the
same period
The academic
manager
along with the
administration
and marketing
teams will be
responsible
for
undertaking
the same.
Within a
period of 3
months.
The
evaluation
can be done
o\n the basis
of the
increasing
number of
students and
identifying
the
awareness
about the
programs
offered by
the both the
new

through personal
relations with the
students by
gathering data from
various sources.
For attracting more
and more students
towards the new
college campus
detailed information
will be provided on
the website of the
company as well as
online platforms will
be developed
through which
various courses will
be offered online.
i.e., the day
from which the
campuses will
come in
operation.
campuses.
Develop a draft contingency plan
With the help of this contingency plan the future events that may take place will be
identified. The contingency plan associated with the operation plan for new campus of King
Edward VII College in given below:
Contingency Plan
Risks Consequences Risk
rating
Person
responsible
Mitigating plan for the risk
Changing
policies by the
government of
Australia
The college
management has
to incorporate
the changes in
the policy.
Moderate CEO &
Administration
Manager
Such risk can be monitored by
developing the skills of
foreseeing and reacting to it in
a better way. Along with this
better communication can be
focused with the stakeholders

so that their interest does not
get impacted while any change
in introduced.
Recruitment
of the people
may not be
suitable in
context of
number of
staff and in
context of
their
capabilities
It can affect the
quality of the
trainings to the
students and
inefficiency of
the employees in
the operations
will affect the
overall
objectives of the
college.
High CEO and the
human
resource
department
To ensure the better
performance of the employees
they must be provided various
trainings either the campus of
Melbourne with the existing
staff or with the help of some
trainer so that they can develop
an understanding regarding the
process to be followed within
the new campus. Also the
monitoring of the performance
must be undertaken with
performance system so
developed by the human
resource department.
Over
committing
resources
It has direct
impact on the
total spending of
the organisation
due to which the
total cost of the
organisation will
also enhanced.
High Administration
manager
To ensure the quality of
furniture, fixtures and other
equipments the management of
the college must ask for the
samples such as tables and
chairs so that their quality can
be ensured.
Advertisement
may not be
informative
and attractive
This will affect
the number of
application for
the admission as
the prospects
High Operation and
Administration
manager
The content so used for the
advertisement must be
analysed and it must be tested
on small scale initially before
using it on a large scale. With

will not have
detailed
information
regarding the
programs so
offered by the
campus.
this the effectiveness of the
advertisement can be identified
and the necessary changes can
easily be introduced.
An email to the senior Management Team
Subject: In regards to the meeting for operational and contingency plan
To the Senior Management,
As we are planning to establish two new campuses for the King Edward VII College in Brisbane
and in Sydney, I have formulated an operational plan and the contingency plan on the basis of
the strategic planning done by the senior management for the establishment. The plan includes
all the aspects which are specified by the management to be taken into consideration. Before
putting the plans into action I want to discuss the plan with the senior management team so that
necessary changes required can be made in the plan. So for that I request you to please organise a
meeting in which the plan so formulated can be discussed in presence of each and every member
of the team.
Please notify us the date and timings for the meeting so that I can ensure my presence in the
meeting on time.
Thanks!
Operation and Finance Manager
King Edward VII College
Consultation on draft Plans
For the consultation of the Plan so develop the people that will be included in the meeting
includes the senior management team, the operation and finance manager of the King Edward
VII College. The discussion of the plan includes the following conversation:
Manager: I have formulated the plan in which I have included all the aspects related to the
establishment of the college. The details of them include the renting of the property which will

be done through the property data and with the consultancy of two companies differently in
Sydney and Brisbane. For procuring the equipments the exiting suppliers will be communicated
and sample will be taken from them accordingly the quality will be inspected, then final payment
will be made to them.
Senior Management: Quotations from other suppliers must be taken as well as this can lead to
saving the cost of the equipment for the college. The location of the college must be such where
all other related services and facilities are available. Also the lease agreements must be entered
into as with the time if the value of property increase then the rent may also increase.
Manager: I have planned various sources for recruiting the staff of the college with the help of
various sources as mentioned in the plan. This source is found appropriate as with these better
employees can be targeted. To ensure better performance of the staff the performance evaluation
system will be developed by the human resource management which will enable in ensuring that
better performance of the employees. While for the marketing all the new and attractive means
are selected such as social media promotion, advertisement through print media.
Senior Management: The marketing requirement is quite good but the recruitment must be done
with specification of the employees on the basis of the roles and responsibilities similar to that of
the employees has in Melbourne college campus. According to the contingency plan the
consideration must be on the changes in the marketing condition and the strategies that has been
adopted by the competitors in relation to the prices, the technology that they have adopted etc. as
with this they can ensure similar services with similar and competitive prices for the students. In
addition to this various legislation must be considered along with the changes in them so that the
practices at both the new campuses can be made ethical.
Update your operational plan and contingency plan
On the basis the discussion with senior management various updates are to be made in the
prepared operational and contingency plan. The changes so made include the following:
Recruitment requirements The specifications must be taken from the employees already
working in the Melbourne campus as with this the efficient
employees and competence to undertake all the required roles and
responsibility can be procured.
Renting the property The location must easily be accessible as well as other facilities
must be available to the students nearby or they must be arranged

within the campus in the area which has been identified in the
strategic plan.
Equipment requirement Instead of directly placing the order the quotations must be taken
from other suppliers so that the chances of reduction in cost can be
ensured.
Changes in the market The changes within the market must be ensured and be taken into
consideration so that they can ensure the management can ensure
the implementation of various changes within the fees of the course
for making it competitive as well as adoption new technology that
can facilitate them in attracting students.
Legislation All the legislation along with the compliance must be taken into
consideration for establishing new college as with this the ethical
practices are considered within the college. For ensuring and
monitoring this issue the CEO and the entire management of the
college will be held responsible.
An email to the senior Management Team
Subject: In regards to the changes in the operational and contingency plan
To the Senior Management,
On the basis of the discussion so done in the meeting various changes are made in the
operational plan and no change is recommended in the contingency plan. So the necessary
changes are made in the plan and are attached to the mails on the basis of which the
establishment of the new campuses will be facilitated.
Thanks!
Operation and Finance Manager
King Edward VII College

TASK 3: Manage acquisition of resources
Implement strategies for recruiting staff
For recruiting the staff within the college various selection process and policy will taken
into consideration by the management of the team. The policy of the King Edward VII College
will be taken into consideration for employing the new staff for both the new campuses includes
the following:
 The best opportunity will be provided to attract better staff by different sources of
advertisement so that career advancement and participation of the candidate can be
increased.
 All the precautions will be taken to ensure that applicants can easily be entrusted with the
duties of their position.
 Equal opportunity must be provided to each and every candidate and commitment of the
management to provide safe and free from discrimination environment.
The procedure for the selection of the employees that will taken into consideration by the
human resource team of the college will includes:
Pre-recruitment procedure: The approval will be taken by the human resource managers
from the CEO and the senior management for various designations along with the job description
so that necessary changes if any can be made. It will also include the allocation where the
process will be undertaken and the time frame within which it can be completed.
Selection procedure: While recruiting and selecting the candidate various things must be
considered such as the promotional activities and the methods for selection the candidate which
are discussed below:
 The King Edward VII College will be attracting the people with the help of various methods
direct and indirect methods such as advertisement through job portals; referrals from the
exiting employees etc. will be facilitated.
 The internal recruitment by way of promotion can be done the CEO and the management
from the existing staff in King Edward VII College in Melbourne campus on the basis of
their relevant skills. All the advertisement will be done internally but in case employees with
require skills is not available then external advertisement will be done through internet.

 The Internet advertisement will be done as part of external advertisement. To support both
the type of advertisement the things that must be declared includes- position title, outline of
the position, skills required for the role, closing date for applications.
 The candidate will asked to share their resume whether internally recruited or externally
recruited as on this the approval of CEO will be taken. Upon receiving the resume of the
candidates the eligible candidates will be communicated for the selection process. This will
include interview of the candidate which will be taken by the panel which will comprise of
the CEO of the college and the senior management team. To support this list of questions
will be developed so that the academic understanding can be judged by the college
management.
 Before making the selection and preliminary screening the qualification of the candidate
must be analysed as per the requirement of different job roles such as receptionist, trainer
etc.
An email to the CEO
Subject: For the approval of the recruitment and selection policy and procedure
To CEO,
As per the requirement of the establishing new college for the staff the recruitment and selection
policy and procedure are identified along with the sources from where such recruitment and
selection will be done. The policy and procedure includes the sources from which the candidate
will be procured by the organisation.
The policy and procedure for the recruitment and selection of the staff is enclosed for the
approval.
Thanks!
Recruiting Manager
King Edward VII College
An email to the Human Resources Manager
Subject: in regards to the recruitment of new employees
To Human Resource Manager
As per the requirement of employees for the new college on the basis of the strategic plan

various job roles along with their specifications. The roles for which the recruitment is to be
done includes the receptionist, student services officer and students trainers. For this the human
resource department has to perform various roils such as specifications are required from your
side for all the roles and responsibilities so performed by them in the Melbourne college campus.
Also they have to develop the questions which are to be asked to the candidate by discussing it
with the head of the department in the Melbourne campus. Various requirements of the
documentations has to met with such for the internal transfer and promotion various letter need
to be prepared while for the externally recruited staff offer letters need to be prepared.
The intellectual property rights of the employees must be taken into consideration while
recruitment process is undertaken as well as regarding the training of the employees. For
managing all these they are supported with the sources from where they have to attract people by
identifying their roles and responsibilities from the existing college. Also various training and
development sessions must be planned for the employees with the help of which they can be
motivated and their competence can be enhanced for the role that the new employee have
perform.
Please determine the specifications and develop job description for the candidates and plan
various training and development sessions for them as per the requirement of the job role. Also
consider various legal issues related to intellectual property rights of the candidates.
Thanks!
Recruiting Manager
King Edward VII College
Implement strategies for purchasing equipment
For establishing the campus various equipments need to be purchased and to support this
procurement policy will be developed which includes the list of the items and the sources for
each campus.
The procurement policy includes the purchasing of the products by dividing it into different
financial category which is given below:
Dollar Value Process Documentation
Up to $5,000 2 verbal quotes Quotation Record Form

$5,000 - $10,000 3 written quotations Quotation Record Form
3 written quotes
$10,000 -
$50,000 3 written quotations
Quotation Record Form
3 written quotes
Specification
Declaration of Interest Forms
Process Documentation
Letter notifying suppliers of outcome
$50,000 -
$150,000
3 written quotations or
Formal Tender Process
Quotation Record Form
3 written quotes
Detailed Specification
Declaration of Interest Forms
Schedule of Quotations
Quotation Evaluation
Detailed Process Documentation
Letter notifying suppliers of outcome
$150,000 and
above Formal Tender Process Tender process
 The quotations from different suppliers will be taken for different equipments such as
furniture and fixture, cooling and heating materials etc. so that the equipments can be
procured within the specified budget and with better cost benefit.
 As the products cannot be purchased from one supplier so different suppliers will be
contacted for the quotations. This will ensure better quality of the products and the delivery
of the product on time.
 Also for ensuring the quality of the products the samples will be taken from the suppliers so
that the approval can be taken from the management as well in context of their suitability for
the college.
An email to the Administration Team
Subject: Procurement of equipment for the new campus

To Administration team,
On the basis of the policy and procedure used in the King Edward VII College for purchasing the
policy for the new campuses if developed that can facilitated better procurement.
Policy purpose: The purpose of this policy is to ensure that the equipments are procured within
the allocated budget i.e., $150,000 so that best value can ensured for various aspects related to
the purchases such as money, good management practices, legislative compliance, transparency,
probity and environmental performance.
While making purchases various basic principles for making purchases will be taken into
consideration such as:
 Purchased product must provide the best value for money
 Procedure to be used for purchasing must be able to withstand the public scrutiny
 No suppliers must be given advantage while quotation will be taken from them
To support the procurement various considerations are to be taken such as quotation as per the
budget which are enclosed. The procurement must be undertaken accordingly.
Thanks!
Finance manager
Update the Monitoring Actions section of your Operational Plan
On the basis of the procurement and purchasing plan the changes which are to be made includes
the quotations for different classes of the equipments in terms of amount to be spent on them.
The monitoring of this can be done with the help of comparison between the budget and the
actual expenses made.
TASK 4: Operational planning monitoring and review project
An operational performance report
The operational performance report will be provided to the CEO for both the campuses on
the basis of which it can identified that both the campuses are performing well as per the
requirements specified in different plans. The statement reflects the cost undertaken by the

campuses on the basis of which their profits and losses will be determined.

The picture enclosed is of both the campuses where the first one is of campus of Brisbane
while the second one is one Sydney campus. With the help of comparison of the two it can be
identified that Sydney campus is performing better as it could attracts more students than the
other. Due to which the net profit of it is more than that of campus of Brisbane.
An email memo to all staff
Subject: In regards to effective use of resources
Hi,
As we are operating with new campuses thus we have limited resources so each and every
employee must consider the use of resources in such a manner that the resources are utilised
optimally. The simple actions which the employee must follow includes:
 Turn off the lights while leaving the room
 Shut down or keep the system on the sleep mode while leaving the seat
 Paper less work must be promoted which reduces requirement of stationary and saves paper
 Discourage the excessive use of the electricity
 Organise virtual meetings and seminars
 Control on heating and cooling within the campus
 Encourage the use of natural lights
 Updates in the system must be ensured
 Promote the use of solar panels within the campus
All the basic steps by the employees will enables the college to optimise the use of the resources
so that they cost can be saved.
Thanks!
Operation and Finance Manager

REFERENCES
Online
Useful Property Data and Information, 2018. [Online] Available through:<
https://www.blocksidge.com.au/property-data/>
Building 1 - interior fit-outs, 2019. [Online] Available through:<
https://www.uts.edu.au/partners-and-community/initiatives/city-campus-master-
plan/completed-projects/building-1-interior-fit-outs>
Internal and External Sources of Recruitment, 2020. [Online] Available through:<
https://myventurepad.com/internal-external-sources-recruitment/>
King Edward VII College, 2020. [Online] Available through:< https://www.kinged.org.uk/page/?
title=College+Aims&pid=116>