Managing Business Design and Development: Case Study Analysis

This case study analysis focuses on managing business design and development for Excel Group. It covers organizational policies and procedures for documentation, impact of template development and review quality on evaluation of the quality of the documents, development of incident and injury report form, measurement of the form with the current WHS legislation and other information, developing questionnaire for gathering feedback about the usability of the information, and more.

Running head: MANAGING BUSINESS DESIGN AND DEVELOPMENT
Case study analysis
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Table of Contents
Organizational policies and procedures for documentation............................................................2
Documents used...............................................................................................................................2
Impact of template development and review quality on evaluation of the quality of the
documents........................................................................................................................................3
Development of incident and injury report form.............................................................................4
Measurement of the form with the current WHS legislation and other information.......................5
WHS legislative requirements for storing incident information......................................................5
Developing questionnaire for gathering feedback about the usability of the information..............6
Description of a situation related to amendment of document template.........................................7
Development of draft invoice..........................................................................................................8
Explanatory notes for the staffs.......................................................................................................9
Verbal presentation of the information............................................................................................9
Planning for the invoice draft........................................................................................................10
Financial benefits from the plan....................................................................................................10
Evaluation of the quality of documents.........................................................................................11
Implementation of improvements..................................................................................................11
References......................................................................................................................................13

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Organizational policies and procedures for documentation
Information management policy is a crucial document for companies like Excel Group.
This is in terms of enhancing the parameter of corporate governance. As a matter of
specification, this policy provides guidance of the staffs regarding the fulfillment of the needs,
demands and requirements of the stakeholders. This is through the efficient and effective
measurement of the information (naa.gov.au, 2018). Using policy template would ease the
burden of the staffs in terms of including the key aspects and components within the agency
policy. Moreover, the template would enhance the clarity of the staffs regarding the purpose,
scope, legislation and effective maintenance of the information. Development of strategies,
stating the principles and context, objectives and recommendations, would be beneficial.
Inclusion of the Incident and Injury Report Form in the strategy would be one of the crucial
steps for managing the information (naa.gov.au, 2018).
Documents used
At the initial stage, I would be requiring a manual consisting of the policies and
procedures. This manual would enrich my preconceived knowledge about the policies and
procedures, which can be applied to the management of the information in the workplace issues.
This manual would help in preparing the strategies for managing and measuring the information
in efficient and effective manner. Along with the manual, forms such as Incident and Injury
Report Form, contract form would be beneficial for me in terms of gaining the feedback from
the clients regarding the effectiveness of the levied services (legislation.act.gov.au, 2018). Apart
from this, latest version of Microsoft Word and Excel would play an integral part for me in
terms of contributing to the management of the information. Moreover, evaluation templates

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would enhance the appropriateness, effectiveness and feasibility of my performance towards
information management.
Impact of template development and review quality on evaluation of the quality of the
documents
“Template development and review procedure” consists of various aspects. Systematic
adherence to these aspects is assistance for the personnel of companies like Excel Group in terms
of reviewing the quality of the documents. Within this, thorough research of the beneficial
sources and channels broadens the perspectives of the personnel regarding the prospective
contracts. Use of the templates enhances the clarity of the staffs about the drafts and the
estimates of the production time (Coronel & Morris, 2016). Swapping the filled templates acts as
an evaluation of the developed information and data. This evaluation checks whether the
developed strategies are in alignment with the standards and protocols of the legislations.
Sending the templates for tests is the direct step towards ensuring the effectiveness of the
documents used. Comments from the users and managers are reverted to the project managers.

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Development of incident and injury report form
The above is an example of incident and injury report form. This form would enhance the
awareness of Excel Group staffs regarding the details of the incidents and injury. The boxes
would inform the staffs about the purpose for documentation. Details of the injured person are
essential in terms of preparing the records. Event details would help the police and the law
personnel to investigate the matter. Explanation of the incident would play an important role in
seeking solutions and suggesting recommendations (legislation.act.gov.au, 2018). The boxes
regarding the provision of first aid would help the managers to assess the approach of the
personnel towards the instances occurring with the employees in the workplace. Signature of the
employees and the supervisors with the dates validates and authenticates the information
provided by the injured persons.

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Measurement of the form with the current WHS legislation and other information
Work Health and Safety Act plays a crucial role in ensuring the safety and security of the
employees. In this, incident and injury report form is crucial in terms of achieving positive
results. Ensuring the presence of legislative requirements would help the staffs of Excel Group
personnel to match the form details with the provided details (Brones, Carvalho & Senzi, 2014).
The typical components here are the following:
 Subordinate laws
 Instruments which can disallow the form
 Notification instruments
 Notices regarding the commencement of the form related activities
 Appointment
 Fees of printing the forms and holding the meetings for developing and implementing
strategies
The form revolved around the type of incident and the provision of first aid. Recording
the statements of the witness aligns with one of the legislative requirements. Detailed description
about the incident helps the staffs to assess its intensity and adopt appropriate solutions. The
option of “persons involved” eases the process of investigation and data collection about the
incident and injury if any (Hammer, 2015).
WHS legislative requirements for storing incident information
One of an important component of WHS legislation is Employee Records, which is
operated under Commonwealth Privacy Act (1988). Within this, the aspects, which are relevant
for storing the information are- practices adopted by the employers for providing training to the

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employees; relationship between the employer and employee, records of personal information
of the employees and the contracts in which the employers involve for completion of the
projects. As Excel Group is an IT company storage is crucial in terms of preventing the instances
of virus attacks, malfunctioning and hacker intervention (Rosemann & Brocke, 2015). Therefore,
Data Protection Act (1998) is more relevant in this direction in terms of managing the safety and
security of the company data and information. Storing the information in separate files and
folders would help the personnel of Excel Group in this regards. If privacy cookies and policies
are introduced, maintenance of the privacy can be additionally monitored.
Developing questionnaire for gathering feedback about the usability of the information
Feedbacks enhance the knowledge of the managers regarding the staffs’ approach
towards the levied services. As a matter of specification, the questions for feedback needs to be
general, which do not hurt the individual sentiments of the staffs. Focus needs to be placed on
judicious utilization of the documents (Peltier, 2016). The following can be some of the
questions:
Questions
 How flexible is the net connection?
 Are the Microsoft Word and Excel latest version?
 What steps have been taken for adopting legal compliance of the proposed draft
regarding the invoice with high volume and discounted price?
 How far have the incident and injury report form have been reviewed?
 Has the manager given signed approval for giving feedbacks regarding the upgradation of
latest version in 15 PCs used by the departments?

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 Are the monthly reports being sent to the managers regarding the expenditures of the
documents?
Description of a situation related to amendment of document template
Once, I took the initiative of adding the box of emergency contact numbers in the
incident and injury report form. The major drive behind this was the feedback provided by the
staffs. The process was complicated. First, I had to brief the managers regarding the purpose and
scope of this addition. After this, I was instructed to hold a meeting for informing the clients
regarding the benefits of adding the option of emergency contact numbers. After this meeting, I
was requested to send a draft about the minutes of the meeting. After receiving the signed
approval of the manager, I went to the printing department for specifying the staffs about the
change in the form template. After receiving the first copy of the change, I levied it to the
departments. As a final touch, I instructed the head of the departments of revert me on the
approaches of the staffs towards the implemented change.

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Development of draft invoice
Figure 2: Sample draft invoice
Company name is of utmost importance in terms of developing a valid draft for the
invoice. Mention of the word invoice in bold italics would safeguard the personnel from the
instances of illegal instances and scandals. Mentioning the particulars of the invoice is one of the
vital steps, which the staffs need to perform in terms of gaining an insight into the area for which
the invoice is being developed. Clarity and accuracy in the address, where the billing would be
done and the delivery would be received, would enable the personnel of the Excel Group to
make exact payment as well as the orders to the clients at right time (Jacobs, Chase & Lummus,
2014). Herein lays the appropriateness of Consumer Protection Act. Usage of segmented tables
would enhance the knowledge of the staffs regarding the expenditures. The total payment
amount also includes the tax deductions, which is an important component of Minimum Wage
Act. The basic information of the salespersons would ensure the safety and security of the staffs,

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which relates with Data Protection Act (1998). Adopting MySmartMoney app would help the
staffs to develop the budget automatically. Rational approach in utilizing the budget would
stabilize the financial parameter of Excel Group.
Explanatory notes for the staffs
Holding lecture sessions for the staffs would provide them with better understanding
regarding the specifications of the draft invoice. Taking into consideration projectors with high
quality lights would enhance the visual clarity of the personnel regarding filling up the forms
accurately (Chang, 2016). For this, the staffs need to be encouraged towards recording the
information from beforehand. Keeping the information ready would save much time of the
employees, as they just have to enter the data into the excel sheets. The managers, employers and
trainers need to take special care for encouraging the employees about maintaining accuracy in
filling the details in the excel. Incorrect information would compel them to get less salary.
Preparing lecture notes would result in an effective knowledge transfer between the manager,
trainer and the staffs. The font of the lectures needs to be simple and straight forward, so that it is
visible till the last benches of the auditorium. The tone of the invoice needs to be simple yet
catchy and attractive. This is in terms of providing the employees with an easy understanding of
the contents of the form (Kavanagh & Johnson, 2017).
Verbal presentation of the information
Notice can be one of the methods for disseminating the lecture notes to the staffs.
However, notice would not result in verbal communication between the managers, trainers and
staffs. On the contrary, holding lecture sessions and meetings would enable the managers,
trainers and employers to deliver the essential information to the staffs of companies like Excel

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Group. Along with this, face-to-face discussions could also be one of the beneficial methods for
enhancing the confidence of the staffs, who are not sure of their IT skills. Taking practical tests
would also enable the managers to assess the capability of the staffs to make practical application
of the learnt skills for executing the workplace operations (Harmon, 2015). Calling the teams
separately and informing them about the lecture notes would also result in positive outcomes.
Planning for the invoice draft
At the initial stage, taking the feedback from the staffs would be a wise step in terms of
gaining an understanding regarding the changes, which needs to be implemented. The responses
provided in the feedback would enhance the awareness regarding the areas, in which the changes
need to be made. Holding meetings with the stakeholders would make the employees acquainted
with the aspects, which needs to be covered for preparing the draft invoice. Involving the press
agency members in the meetings would prove beneficial for preparing the draft invoice in an
innovative manner (Moss & Marvin, 2016). Planning before taking the actions is a wise step
towards systematizing the business activities according to their deadlines.
Financial benefits from the plan
Consciousness towards financial stability is one of an important aspect in the business.
Therefore, while planning, the personnel of Excel Group need to make estimates regarding the
expenditure for each activity. After this, the current financial condition needs to be reviewed for
gaining an insight into the need for extra financial resources if any. In case of additional financial
requirements, the personnel of the organization need to indulge in partnerships with the members
of trade union. This is in terms of averting the instances of inflation, fluctuation in the prices of
the spare computer parts and high exchange rates for importing and exporting the computer parts

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to neighboring countries (Frow et al., 2015). Using latest and modern software like
MySmartMoney would help the personnel to develop exact and accurate budget automatically.
Evaluation of the quality of documents
Quality is the keystone for luring the customers towards the brand. Evaluating the quality
of the produced items before packaging makes the personnel aware of the presence of defective
items. For this, latest and modern scanner needs to be used, which would automatically discover
the defective items. The line managers need to be conscious towards this scanning process. This
is in terms of preventing the instance of delivering poor quality goods to the customers. The
managers need to install good quality CCTV cameras for monitoring the ways through which the
line managers are performing the allocated duties and responsibilities (Kokubu & Kitada, 2015).
Implementation of improvements
The proposed changes need to be evaluated in order to ensure that they are in alignment
with the legal standards. For this, meetings with the stakeholders and shareholders are a wise
step towards assessing the effectiveness, appropriateness and feasibility of the proposed changes.
Group discussions between the board of directors, managers, employers and employees would
result in positive outcomes. Involving the employees in this discussion would help the managers
to assess their approach towards the proposed changes (Tyagi et al., 2015).
Planning is also important in terms of implementing the proposed changes. In this also,
meetings prove fruitful in terms of implementing the changes efficiently and effectively. This is
because considering the opinions of the employees would act as a good organizational practice.
Evaluation is an integral part of any implementation. This is because evaluation brings to the

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forefront the drawbacks in the proposed changes. Maintenance of consistency in the execution of
evaluation is the gradual progress towards upgrading the standard and quality of the performance
exposed by companies and organizations like Excel Group (Kokubu & Kitada, 2015).

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References
Brones, F., de Carvalho, M. M., & de Senzi Zancul, E. (2014). Ecodesign in project
management: a missing link for the integration of sustainability in product
development?. Journal of Cleaner Production, 80, 106-118.
Chang, J. F. (2016). Business process management systems: strategy and implementation. CRC
Press.
Coronel, C., & Morris, S. (2016). Database systems: design, implementation, & management.
Cengage Learning.
Frow, P., Nenonen, S., Payne, A., & Storbacka, K. (2015). Managing co‐creation design: A
strategic approach to innovation. British Journal of Management, 26(3), 463-483.
Hammer, M. (2015). What is business process management?. In Handbook on Business Process
Management 1 (pp. 3-16). Springer, Berlin, Heidelberg.
Harmon, P. (2015). The scope and evolution of business process management. In Handbook on
business process management 1 (pp. 37-80). Springer, Berlin, Heidelberg.
Jacobs, F. R., Chase, R. B., & Lummus, R. R. (2014). Operations and supply chain
management (pp. 533-535). New York, NY: McGraw-Hill/Irwin.
Kavanagh, M. J., & Johnson, R. D. (Eds.). (2017). Human resource information systems: Basics,
applications, and future directions. Sage Publications.
Kokubu, K., & Kitada, H. (2015). Material flow cost accounting and existing management
perspectives. Journal of Cleaner Production, 108, 1279-1288.

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Legislation.act.gov.au (2018), About us, Retrieved 10th February 2018 from
http://www.legislation.act.gov.au/sl/2011-36/default.asp
Moss, T., & Marvin, S. (2016). Urban infrastructure in transition: networks, buildings and
plans. Routledge.
Naa.gov.au (2018), Information strategy on corporate governance, Retrieved 10th February
2018 from http://www.naa.gov.au/information-management/information-governance/
governance-framework/information-strategy/index.aspx
Naa.gov.au (2018), Policy on corporate governance, Retrieved 10th February 2018 from
http://www.naa.gov.au/information-management/information-governance/governance-
framework/information-policy/index.aspx
Peltier, T. R. (2016). Information Security Policies, Procedures, and Standards: guidelines for
effective information security management. CRC Press.
Rosemann, M., & vom Brocke, J. (2015). The six core elements of business process
management. In Handbook on business process management 1 (pp. 105-122). Springer
Berlin Heidelberg.
Tyagi, S., Choudhary, A., Cai, X., & Yang, K. (2015). Value stream mapping to reduce the lead-
time of a product development process. International Journal of Production
Economics, 160, 202-212.