Organizational Policies & Procedures for Sustainability | MacVille Pty Ltd

This document discusses the organizational policies and procedures for sustainability implemented by MacVille Pty Ltd. It covers resource usage, efficiency, waste management, and more.

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MacVille Pty Ltd Simulated Business
Report
2/7/2019

MacVille Pty Ltd.
Table of Contents
Task 1....................................................................................................................................................2
Organizational Policies & Procedures...................................................................................................2
Scope for Policy................................................................................................................................2
Policies & Procedures for Sustainability...........................................................................................2
Notes to Plan & Implement Sustainability Policy..................................................................................3
Agreed Outcomes..............................................................................................................................3
Performance Indicators......................................................................................................................3
Activities to be undertaken................................................................................................................4
Assigned Responsibilities..................................................................................................................4
Record Keeping & Review................................................................................................................4
Improvement Processes.....................................................................................................................5
Consultancy & Communication with Stakeholders...............................................................................5
Communication of Workplace Sustainability Policy.........................................................................5
Reporting Structure........................................................................................................................5
Communications Tools & Methods...............................................................................................6
Implementation of Workplace Sustainability Policy..........................................................................7
Communication Procedure............................................................................................................7
Implementation Strategies for Continuous Improvement..............................................................7
Tracking of Continuous Improvement Processes...........................................................................7
Notes to Review & Improve Sustainability Policy................................................................................7
Task 2....................................................................................................................................................7
Environment/Sustainability Legislation, Regulations & Code of Practice.........................................7
Internal & External Sources of Information.......................................................................................8
Policy Development Processes & Practice........................................................................................8
Organizational Systems & Procedures that Relate to Sustainability..................................................9
Barriers to Implementation & Countermeasures................................................................................9
Conclusion...........................................................................................................................................10
References...........................................................................................................................................11
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MacVille Pty Ltd.
Task 1
Organizational Policies & Procedures
Scope for Policy
The scope for policy is spread across organizational sustainability that shall be maintained
and enhanced by MacVille Pty Ltd. The scope covers the organizational sustainability goals
in the areas as resource usage, resource efficiency, reduction of toxic materials & hazardous
chemicals, waste management, lifecycle management, and overall continuous improvement
of the organization.
Policies & Procedures for Sustainability
The following policies and procedures shall be implemented in the organization to enhance
the overall organizational sustainability.
 To develop a hierarchy chart for the organization and allocate the resources as per the
skills and requirements. The use of automated tool shall be done for resource tagging,
billing, and availability check. The bottom-up resource effort estimation shall be done
in advance for the resources and the usage shall be done accordingly.
 To make use of performance reviews and ratings systems in the project at regular
intervals to understand the resource efficiency and contribution (Laurian and
Crawford, 2016).
 To make it mandatory for the resources to attend a minimum of 80 hours of training in
a quarter.
 To install automated plants and water tank for the purpose of water conservation and
optimum utilisation.
 To install dual-flush toilets at the site.
 To use tele-conferencing modes of meetings to allow the resources to work remotely
if the physical presence is not necessary.
 To make use of Energy Start certifications for all the electrical equipment and use 4-
star or above equipment only.
 To classify the waste products as biodegradable and non-biodegradable at the site and
the disposal shall be accordingly carried out.
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 To carry out stakeholder mapping for enhanced contribution from the stakeholders
and follow reporting structure to share the updates and progress at regular intervals.
 To include Total Quality Management (TQM) as the quality standard for quality
assurance and control (Perego and Kolk, 2012).
 To adhere with the Worker Health & Safety (WHS) regulations and provide safe work
environment to the resources.
 To follow change management process for risk handling, change management, and
continuous improvement.
 To include information security and privacy as a primary concern for the project.
 To implement ACS code of ethics in the organization and its entire projects.
 To comply with the legislations as Privacy Act 1988, Spam Act 2003, Competition &
Consumer Act 2010, Anti-Discrimination Act 1991, e-marketing & e-commerce best
practices, and ADMA.
Notes to Plan & Implement Sustainability Policy
Agreed Outcomes
The implementation of the above sustainability goals shall be done in a phase by phase
manner. There shall be five phases involved as initiation, planning, execution, control, and
closure. The overall cost for the project must not exceed AUD 85,000 and the total duration
shall not be more than 220 days.
The following deliverables shall be provided during the implementation of these goals.
 List of sustainability goals
 Sustainability Plan
 Compliance Reports
 Change Management & Risk Management Plan
 Quality Reports
 Defect Reports
 Closure Report
Performance Indicators
 Schedule Variance: Shall be zero or positive.
 Cost Variance: Shall be zero or positive.
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 Ethical Compliance Rate: Shall be 99% or more.
 Security Compliance Rate: Shall be 99% or more.
 Legal Compliance Rate: Shall be 99% or more.
 Quality Compliance Rate: Shall be 99% or more.
 360-degree feedback: Feedback collected from all the internal and external
stakeholders and it shall be positive.
Activities to be undertaken
The organizational sustainability shall be developed and improved by following a phased
approach.
The first phase shall be the initiation phase in which the definition of these goals shall be
done along with the approval on the goals. The second phase shall include planning of each
area in terms of schedule, budget, risks, resources, communication, stakeholders, quality, and
changes. The execution for the implementation of these goals shall then be done beginning
with the development of the infrastructure followed by the migration and integration
processes (Fairfield, Harmon and Behson, 2011). The control and monitoring activities shall
be carried out next followed by the closure phase.
Assigned Responsibilities
Role Responsibility
Project Manager Listing of sustainability goals, planning, estimations,
reviews
WHS Analyst Implementation and monitoring of WHS regulations
Legal Advisor Adherence to the legal standards and codes
Quality Analyst Quality assurance, control, and improvement
Technical expert Monitoring of the technology involved and implementation
of the technical controls
Environmental Specialist To carry out environment-friendly processes and activities
Record Keeping & Review
The record-keeping process shall include the reporting of status reports on a weekly and daily
basis. The compliance reports, quality reports, change reports, risk reports, and closure report
shall also be developed and stored.
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The use of SharePoint location shall be done for storage and document handling. The review
and approval shall be provided by the Project Management internally and the senior
management externally (Moldovan, 2015).
There shall be regular review and audits procedures carried out at regular intervals to
determine and fulfil the gaps.
Improvement Processes
Improvement Process
The improvement process that shall be followed in the project is shown in the figure above.
Consultancy & Communication with Stakeholders
Communication of Workplace Sustainability Policy
Reporting Structure
Report Frequency Stakeholders Mode of
Communication
Progress Report Daily Internal Stakeholders SharePoint
Status Report Weekly Report Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Ethical
Compliance
Report
Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
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MacVille Pty Ltd.
Legal
Compliance
Report
Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Quality
Compliance
Report
Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Security
Compliance
Report
Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
WHS
Compliance
Report
Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Change Report Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Risk Report Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Defect Report Weekly Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Closure Report At the end Internal Stakeholder, MacVille
Stakeholders, and External
Stakeholders
SharePoint
Communications Tools & Methods
The internal members assigned with the responsibility to develop and implement the
sustainability goals shall have a weekly meeting using the tele-conferencing mediums. The
use of internal communicators and emails shall be done for exchange of information. There
shall also be use of notice boards and memos that shall be done.
The SharePoint location shall be reserved for the project for uploading the files and
documents.
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Implementation of Workplace Sustainability Policy
Communication Procedure
Report structure shall be followed for communicating the information to the internal and
external stakeholders along with the use of emails, internal communicator, SharePoint, and
memos.
Implementation Strategies for Continuous Improvement
The continuous improvement shall be done in four steps as Process, Performance,
Commitment, and Strategy. It shall be integrated with risk, quality, and change management
processes. The use of reports and communication mechanisms shall be done so that the
updated information is shared with the stakeholders (Perez-Batres et al., 2012).
Tracking of Continuous Improvement Processes
The tracking of continuous improvement processes shall be done by sharing of the quality
reports and risk reports on a weekly basis.
The reports shall identify the gaps and the status of continuous improvement processes to
understand the steps of action to be followed.
Notes to Review & Improve Sustainability Policy
The review of sustainability policy in terms of its development and implementation shall be
done on the basis of the performance indicators and the reporting structure.
The gaps identified shall be highlighted and the suitable action to fulfil these gaps shall be he
sksttaken.
Task 2
Environment/Sustainability Legislation, Regulations & Code of Practice
 Optimum resource utilization and enhancement of resource efficiency
 Waste management processes and tools
 Reduction of toxic materials, hazardous chemicals, and e-waste
 Lifecycle management processes
 Information security and privacy
 Ethical and professional codes of conduct
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 Local and industrial legislations and organizational policies
 Worker Health & Safety (WHS) policies and legislation
 Quality management and continuous improvement in the project
Internal & External Sources of Information
There are various internal and external sources of information available with the
organization.
The internal sources include the historical and legacy data of the organization, organizational
policies, and plans. The internal sources also include the employees of the organization that
may provide the information on the business operations and practices that are used along with
the associated challenges and gaps. There may also be online sources, such as organizational
website and web portals that may be used. The external sources of information include the
customers, business partners, and market sources (Batista and Francisco, 2018).
There are different techniques that may be used to acquire information from the internal and
external stakeholders. The primary and most effective technique could be face-to-face
interviews with the candidates. There may be use of surveys and questionnaires that may also
be done to reach out to a wider audience. The exploration of new ideas and concepts may be
done through Group Discussions and brainstorming sessions (Sueldo, 2016). The observation
of the current systems and documents may be done to gather enhanced and relevant
information. Domain analysis is another technique that may be used for the purpose of
information collection.
The data sets that are collected from the sources listed above can be used in the process of the
development and implementation of sustainability goals. The identification of the gaps,
practices, nature of operations, issues, industry trends, and patterns may be done by
automatically analysing the data sets. The listing of the goals and the implementation of the
same may then be done.
Policy Development Processes & Practice
The policy development processes and practice is usually carried out in a series of phases.
There is a lot of planning and analysis that is involved in the process. The usual lifecycle
includes the phases as initiation, planning, execution, control, and closure.
It is necessary to develop the goals adequately which is done in the initiation phase after the
data collection and analysis procedures are carried out. Once the list of goals is present, the
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planning on the policy development and determination of the policy is done along with the
calculation of estimates and effort (Horak, Arya and Ismail, 2018). The execution of the
defined goals and policies is carried out thereafter along with the implementation and
migration processes. There are also reviews, audits, inspections, and walkthroughs that are
carried out for control and monitoring. The process ends with the closure phase.
Organizational Systems & Procedures that Relate to Sustainability
The organizational systems and procedures that relate to sustainability include the definition
of the roles for the resources. It provides the resources with the clarity on the activities that
they need to perform and also provide them with a chance to connect with the organization
structure. Another process that relates to sustainability is the site planning and preparation
processes (Kiesnere and Baumgartner, 2019).
The WHS policies and adherence to the same for worker safety is another procedure that falls
in line with the sustainability goals. Ethical and quality compliance, professional
development, and performance excellence are also the procedures that relate to sustainability.
Barriers to Implementation & Countermeasures
The typical barriers that may come up in the process of implementation of the sustainability
goals and procedures include resistance of the employees towards the change, lack of
stakeholder cooperation, information security risks, budget constraints, and technical
challenges.
It is necessary that the communication and reporting structure is implemented to explain the
resources and stakeholders about the possible benefits and to achieve enhanced cooperation
(Dekay, 2014). The use of security controls and measures shall also be done to get rid of the
barriers. The use of cost-benefit analysis and budget estimation techniques shall be done to
have an idea of the associated budget.
The technical challenges shall be avoided and resolved with the involvement of technical
experts and guidance.
Conclusion
Organizational sustainability is one of the necessary and significant parameters that shall be
achieved and enhanced by all the business firms. The enhancement of organizational
sustainability provides the organizations with several benefits. Competitive edge and
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enhancement of the market shares is one such benefit that is associated with the process.
There shall be extensive planning and analysis involved in the development and
implementation of the sustainability goals and policies for the organizations. There shall also
be monitoring and control processes that must be carried out.
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References
Batista, A. and Francisco, A. (2018). Organizational Sustainability Practices: A Study of the
Firms Listed by the Corporate Sustainability Index. Sustainability, 10(1), p.226.
Dekay, B. (2014). Communication, Communication, Communication!. Oncology Issues,
29(6), pp.5-5.
Fairfield, K., Harmon, J. and Behson, S. (2011). Influences on the organizational
implementation of sustainability: an integrative model. Organization Management Journal,
8(1), pp.4-20.
Horak, S., Arya, B. and Ismail, K. (2018). Organizational Sustainability Determinants in
Different Cultural Settings: A Conceptual Framework. Business Strategy and the
Environment, 27(4), pp.528-546.
Kiesnere, A. and Baumgartner, R. (2019). Sustainability Management in Practice:
Organizational Change for Sustainability in Smaller Large-Sized Companies in Austria.
Sustainability, 11(3), p.572.
Laurian, L. and Crawford, J. (2016). Organizational Factors of Environmental Sustainability
Implementation: An Empirical Analysis of US Cities and Counties. Journal of Environmental
Policy & Planning, 18(4), pp.482-506.
Moldovan, L. (2015). Sustainability Assessment Framework for VET Organizations.
Sustainability, 7(6), pp.7156-7174.
Perego, P. and Kolk, A. (2012). Multinationals’ Accountability on Sustainability: The
Evolution of Third-party Assurance of Sustainability Reports. Journal of Business Ethics,
110(2), pp.173-190.
Perez-Batres, L., Doh, J., Miller, V. and Pisani, M. (2012). Stakeholder Pressures as
Determinants of CSR Strategic Choice: Why do Firms Choose Symbolic Versus Substantive
Self-Regulatory Codes of Conduct?. Journal of Business Ethics, 110(2), pp.157-172.
Sueldo, M. (2016). The impact of integrated organizational communication on organizational
sustainability. Management of Organizations: Systematic Research, 75, pp.121-140.
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