Policy and Procedure Analysis: Digital Records

This assignment delves into the complexities of managing digital records within South Africa's legislative and regulatory framework. It examines existing policies, procedures, and challenges associated with secure data storage, access, and compliance. Drawing upon relevant case studies and scholarly literature, the analysis aims to provide a comprehensive understanding of the current landscape and potential future directions for digital record management in the country.

Task 1: BBQfun’s operational plan
1.1 Legislative and Regulatory Context for BBQfun’s Operational Plan
BBQfun has decided to implement a new e-commerce strategy for the website
development and implication of the improved functional analysis. The deployment of the website
for BBQfun would help them in expanding their market further. The legislative and regulatory
context for the e-commerce website development strategy includes ‘Protecting Your Interests’,
‘Ecommerce Data Protection’, and ‘Protection of Customer’s Privacy Online’ (Katuu and
Ngoepe 2015). These are some of the legislative and regulatory context that would be required
for the development of the effective e-commerce strategy at BBQfun. The security and privacy
issues are the most prominent factor on which the legislative and regulatory context of BBQfun
would be formed.
1.2 BBQfun’s Policy and Procedure for E-commerce Deployment Operational Plan
BBQfun has to form some specific policy and procedure for implementing the
operational plan for e-commerce website. The integration of the activities would allow the
formation of the support and development of the operations in the organization. The implication
of the system developed activities would allow the formation of the ‘Shipping and Delivery
Policy’, ‘Refunds Policy’, ‘Online Advertising Compliance’, and ‘Online Tax Collection’
(Kassenboehmer et al. 2015). The deployment of the e-commerce operations would be helpful
for forming the improved list of the activities suitable for the development of the improved
activities. The policies and procedures developed would be helpful for forming the list of the
effective and improved activities of the operations. The policies and procedures are largely
related to the operations and functions of the organization.

1.3 Role of Operational Plan for Successful E-Commerce Strategy Implementation
Operational planning is done for forming a successive development of the activities that
can be deployed for forming the benefits of sequential arrangement of the project operations
(McKenzie 2017). The project of Implementation of E-commerce Websites for BBQfun would
require operational planning of successfully deploying the website for the users of the improved
functional and analysis. The operational planning would be helpful for forming the
implementation of e-commerce strategy with the following benefits of Proactive Operations,
Directional Operations, Efficiency of Operations, Market Share and Proficiency, and Durable
Business Development (Buettner, Reynolds and Rice 2016). The operational plan development
would allow the benefits of implementing the effective improved processing. The
implementation of the operations would be implied the development of the effective
management operations.
1.4 Explanation and Justification of Operational Plans
The Implementation of E-commerce Websites for BBQfun would have to employ
effective implementation model. The support and deployment of the activities would allow the
integration of the profound system development (Eskelin and Barclay 2015). The e-commerce
website development would require the formation of the new operational plan because the
existing facility does not consist of the facility suitable for implementation of e-commerce
website. The new strategies would consider the technical and operational requirement of the
operations.
The implementation of the operational plan can be done by following PDCA cycle or
Plan-Do-Check-Act cycle. The PDCA cycle would comprise of forming the accurate and

simplified plan for implementing the operational plan, implementing the plan, checking the plan
for any issues and acting the complete plan development (Koh and Choi 2016). The deployment
of the processes would be helpful for listing the successive operational plan activities at BBQfun.
2. Resource Requirements for Implementing E-Commerce Strategy
The resource requirements for the project of Implementation of E-commerce Websites
for BBQfun can be divided into human and material requirements. The human resource
requirements for the project are CEO, CFO, Operations General Manager, HR manager,
Marketing Manager, Brisbane Office Manager, Gold Coast Office Manager, Website
Developer, and Trainer (Goncalves et al. 2015). The materialistic resource requirements for the
project are computer system, network connection, promotion means, delivery trucks, forklifts,
office recruitment, and documentation. The implementation of the activities would form the
management and it would integrate the management process.
The analysis had provided the conclusion that the management of the operations for
listing the alignment of the functions (Romagnoli et al. 2016). The resource requirements for the
project are required for forming the integration of the activities to the plan for forming the
effective and improved outcomes from the project. The significant management of the activities
would comprise of using project team members for forming the management of the improved
functional operations. The deployment of the activities would allow the integration of the
operations. The analysis of the resources is yielded for listing the improvement of the acute
development.
3. Consultation and Communication Activities

3.1 Discussion of Human Resourcing Requirements
Sales and Marketing Manager would have to be communicated about the human
resourcing requirements for the development of the operations (Mijumbi et al. 2017). The
consultation and communication activities for the project are resulted in implementation of the e-
commerce website for developing the improvement of the operations and its simple modulation
for the formation of the improved functions. The development of the activities would be
generated for forming the operational and profound development of the influencing operations.
The activities of the communication would involve the characteristic analysis of the system
development (Toussaint et al 2015). The formation of the communication plan is helpful for
listing the activities and integration of the profound development.
3.2 Discussion of Physical Resourcing Requirements
The physical resourcing requirements are deployed for forming the improved functional
and occasional development of the operations (Parmenter 2015). The carrying out of the system
independent operations would be helpful for development of the improved activities. The
physical resourcing requirements of the project must be shared via system integration and
operations. The casual approach of implanting the management of the activities would allow the
integration of the effective and systematic approach for the development model. The analysis
would allow the system development and integration of the casual approach for the modification
of the effective support development.
4. Action plan for E-commerce Website Implementation
Milestone: Action
and/or objective
Date Person
responsible
Budget or resources

Approval of Project 19th
February,
2018
Project
Manager
Documents like PID and Charter
Principles of project management for
documentation, Documenter
Complete Development
of plans with approval
7th March,
2018
Planner Project Management Plan
methodology, planner
Feasible Design
Development
22nd March,
2018
Designer Design approach, designing tools and
system, and designer
Required Website is
formed
11th April,
2018
Website
Developer
Website development process, website
developer
Promotion of the
Website developed is
completed
9th May,
2018
Marketing
Team
Marketing team manager
Website is launched 9th May,
2018
Technical
Team
Website IP, Static configuration,
website developing technical team,
and network connection
Project is Completed 9th May,
2018
Project
Manager
Project Manager, Documentation
5. KPI for Project and Balanced Scorecard
5.1 Performance Indicators for e-commerce strategy
The performance indicators for implementing e-commerce strategy are helpful for
forming the management of the improved functional and operational activities. The indicators of
the project is aligned with the management of the activities include the Cost Benefit Estimation,
Turnover Calculation, and Improved Functions (Yonsel and Vural 2017). The cost benefit
analysis for the project of ‘Implementation of E-commerce Websites for BBQfun’ is for
deploying effective value benefit for BBQfun. The turnover calculations are being carried on for
listing the sales of the organization in a specified document so that the increase or decrease of

sales can be calculated. The improved functions of the project are aligned with the integration of
the activities and alignment of the effective development model.
5.2 Balanced Scorecard for e-commerce strategy
KRA (key
result area)
Target KPI (key
performance
indicator)
Result
Financial Gain profit from the
development of the e-
commerce strategy of the
organization
Cost-Benefit Increase in profit
Sales Increment in the annual
turnover of the sales of
BBQfun
Sales Turnover Sales revenue generation is
high
Human
Resource
Training of the staff for
getting benefit of appropriate
alignment of the activities of
the e-commerce
Competent Staff System is operated
successfully
Operational System functionality
alignment of the operations
for evaluating the factors of
timed actions
Time Evaluation Operations of the project
are aligned successfully and
timely
Technical Functionality of the system is
developed for forming the
cohesive deployment of the
operations
System
Functionality
The technical feasibility of
the operations are largely
responsible for correct
project activities

6. Contingency Plan Template
Contingency Plan
Company name: BBQfun
Name of person developing the plan: <<name of the student>>
Who was consulted as part of this plan?
Name Position
Les Goodale Human Resources (HR) Manager
Risk identified:
Delay in Operations
Strategies/activities to minimise the risk By when By whom
Time Management Plan implementation After
planning
Stage
Planner
Alignment of the improved methodology Initial
Stage
Analyst
Project management plan implementation Before
Planning
Phase
Project
Manager

Contingency Plan
Company name: BBQfun
Name of person developing the plan: <<name of the student>>
Who was consulted as part of this plan?
Name Position
Sam Lee Marketing Manager
Risk identified
Misuse of trade data
Strategies/activities to minimise the
risk
By when By whom
Data encryption should be used During
Database
integration
phase
Database
developer
System Integration can be used During
Data
developm
ent
System
Developer
Data modification and activities formation During
Data
developm
ent
System/
Database
Developer

Contingency Plan
Company name: BBQfun
Name of person developing the plan: <<name of the student>>
Who was consulted as part of this plan?
Name Position
Riz Mehra Chief Financial Officer
Risk identified
Network Infiltration
Strategies/activities to minimise the
risk
By when By whom
Network Security using IDS/IPS Network
Configuratio
n process
Network
Administra
tor
Firewall for network security Implementat
ion phase
Network
Administra
tor
Authentication and prevention of
unauthorised access
System
Implementat
ion phase
Network
Administra
tor
7. Proposal for Resourcing
7a. Proposed Implementation of Resourcing
The proposed resource implementation for ‘ecommerce website development for BBQfun’ is
given below,
 Office infrastructure supporting the e-commerce website operation would be implied
 6 delivery truck and 3 forklifts should be used

 4 additional warehouses for system activities would be implied
 8 employees would be employed for managing online sales and customer services
 6 drivers would be required
7b. Breakdown of costs
The cost breakdown can be done in 3 phase namely initial investment, additional
expenses, and operational costs. The tables showing the values is given below,
Initial Investment
Plant and equipment (6
Delivery Trucks 3 Forklifts) $330,000
Promotional costs $300,000
Website developers $100,000
Staff training $24,000
Recruitment costs $30,000
Management change
leadership training for store
managers and team leaders $27,000
Warehouse and office
reconfiguration $50,000
Total $861,000
Additional Expenses
Additional staff $400,000
Additional marketing $300,000
Additional training $51,000
Recruitment $30,000
Total $781,000
Operational Cost

Income
Sales $11,000,000
Investment
income $1,567,000
Cost of goods
sold (COGS) -$5,890,000
Gross profit $6,677,000
Outcomes
Wages, salaries
and on costs $2,567,890
Consultancy fees $50,000
Communication
expenses $42,000
Marketing $920,000
Premises
expenses $1,000,000
Insurance $120,000
Depreciation and
amortisation $177,569
Office supplies $65,068
Training $62,187
Total expenses $5,004,714
Net Profit $1,672,286
7c. Benefits to organization
The development of the ‘ecommerce strategy for BBQfun would allow the formation of
the Profit Generation Benefits, Sales Increment Benefits, and Improved Functionalities to the
organization.
7d. Approaches for Developing Key Performance Indicators

The financial and operational key performance indicators can be developed by using the
improved project management principles and functions as mentioned in PMBOK and Prince2
documentations.
7e. Risk Outline
The risk outline is developed for analysis of the factors of hindrances for the BBQfun and
the probable issues in implication of the activities. The risk can be technical or financial for
ecommerce system development. The outlining of the risk factor would allow the formation of
the system development operations and activities.
7f. Identified Risk and Contingency Planning
The identified risks of the project were Network Infiltration, Misuse of trade data, and
Delay in Operations. The contingency planning or mitigation strategies for the issues were time
management plan implementation, alignment of the improved methodology, project management
plan implementation, data encryption should be used, system integration can be used, data
modification and activities formation, network security using IDS/IPS, firewall for network
security, and authentication and prevention of unauthorised access.

References
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Eskelin, T. and Barclay, A.W., 2015. Operational Plan: Upper Cook Inlet Commercial Eastside
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H.M.F., dos Santos, C.M., de Menezes, F.G. and Correa, L., 2015. PDCA cycle reports: a quality
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Kassenboehmer, S., Davis, J., AM, H.H.G.L., Dawson, K., Haisken-DeNew, J., Oliver, S.,
Bettello, B., Harbaugh, C., Harbaugh, P., Karamoutzos, S. and Jackson, J., 2015. Submission to
the Parliament of Victoria Inquiry into the Legislative and Regulatory Framework Relating to
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McKenzie, J.B., 2017. Resilience Planning in a Coastal Urban Environment: An Analysis of
climate change planning policy and procedure in Charleston, South Carolina.

Mijumbi, R., Hasija, S., Davy, S., Davy, A., Jennings, B. and Boutaba, R., 2017. Topology-
aware prediction of virtual network function resource requirements. IEEE Transactions on
Network and Service Management, 14(1), pp.106-120.
Parmenter, D., 2015. Key performance indicators: developing, implementing, and using winning
KPIs. John Wiley & Sons.
Romagnoli, K.M., Boyce, R.D., Empey, P.E., Adams, S. and Hochheiser, H., 2016. Bringing
clinical pharmacogenomics information to pharmacists: a qualitative study of information needs
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RISK FROM ABUSE. Policy.
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K., Linehan, L., Walker, R.G. and Power, D.A., 2017. Introduction of renal key performance
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Appendices
Appendix I
ID Task
Mode
WBS Task Name Duration Start Finish
0 0 Implementation of
E-commerce Websites for
BBQfun
68 days Mon 2/5/18 Wed 5/9/18
1 1 Project Initialization 11 days Mon 2/5/18 Mon 2/19/18
2 1.1 Requirement Analysis 2 days Mon 2/5/18 Tue 2/6/18
3 1.2 Development of project charter3 days Wed 2/7/18 Fri 2/9/18
4 1.3 Project Initiation Documentation3 days Mon 2/12/18 Wed 2/14/18
5 1.4 Submission of documentation2 days Thu 2/15/18 Fri 2/16/18
6 1.5 Review and Sign up 1 day Mon 2/19/18 Mon 2/19/18
7 1.6 Project is approved 0 days Mon 2/19/18 Mon 2/19/18
8 2 Project Planning 12 days Tue 2/20/18 Wed 3/7/18
9 2.1 Human Resource Accumulation2 days Tue 2/20/18 Wed 2/21/18
10 2.2 Project Resource Planning2 days Thu 2/22/18 Fri 2/23/18
11 2.3 Schedule Development of plan2 days Mon 2/26/18 Tue 2/27/18
12 2.4 Risk Management Planning2 days Wed 2/28/18 Thu 3/1/18
13 2.5 Communication Planning 2 days Fri 3/2/18 Mon 3/5/18
14 2.6 Scope Management Planning2 days Tue 3/6/18 Wed 3/7/18
15 2.7 Plans are approved 0 days Wed 3/7/18 Wed 3/7/18
16 3 E-commerce website Deployment25 days Thu 3/8/18 Wed 4/11/18
17 3.1 Designing Phase 11 days Thu 3/8/18 Thu 3/22/18
18 3.1.1 Selection of design
methodology
1 day Thu 3/8/18 Thu 3/8/18
19 3.1.2 Design Platform is selected2 days Fri 3/9/18 Mon 3/12/18
20 3.1.3 Design outline is made 3 days Tue 3/13/18 Thu 3/15/18
21 3.1.4 Complete design is made5 days Fri 3/16/18 Thu 3/22/18
22 3.1.5 Design is approved 0 days Thu 3/22/18 Thu 3/22/18
23 3.2 Development Phase 14 days Fri 3/23/18 Wed 4/11/18
24 3.2.1 Database is developed 4 days Fri 3/23/18 Wed 3/28/18
25 3.2.2 Wesbite UI is formed 3 days Thu 3/29/18 Mon 4/2/18
26 3.2.3 Website Testing for
functionalities
3 days Tue 4/3/18 Thu 4/5/18
27 3.2.4 Website Security
Implementation
4 days Fri 4/6/18 Wed 4/11/18
28 3.2.5 Website Approval 0 days Wed 4/11/18 Wed 4/11/18
29 4 Training of staffs 15 days Thu 4/12/18 Wed 5/2/18
30 4.1 Training manuals are developed3 days Thu 4/12/18 Mon 4/16/18
31 4.2 Training program is formed2 days Tue 4/17/18 Wed 4/18/18
32 4.3 Training is provided 10 days Thu 4/19/18 Wed 5/2/18
33 5 Promotion of website 5 days Thu 5/3/18 Wed 5/9/18
34 5.1 Online promotion 1 day Thu 5/3/18 Thu 5/3/18
35 5.2 Youtube promotion 1 day Fri 5/4/18 Fri 5/4/18
36 5.3 Banner and Flyers promotion3 days Mon 5/7/18 Wed 5/9/18
37 5.4 Website is at Go live scenario0 days Wed 5/9/18 Wed 5/9/18
38 6 Project is closed 0 days Wed 5/9/18 Wed 5/9/18
BSR,Office Reconfiguration[1]
BTL1
BTL2
BTL3
BTL4
2/19
Staff Recruitment[1]
Delivery Trucks[6],Forklifts[3]
GCSM
GCTL1
GCTL2
GCTL3
3/7
Website Developer
Website Developer
Website Developer
Website Developer
3/22
Website Developer
Website Developer
Website Developer
Website Developer
4/11
Trainer
Trainer
Trainer
Promotional Cost[1]
Promotional Cost[1]
Promotional Cost[1]
5/9
5/9
S W S T M F T S W S T M
Jan 14, '18 Feb 11, '18 Mar 11, '18 Apr 8, '18 May 6, '18 Jun 3, '18
Figure 1: Gantt chart

Implementation of
E-commerce Websites for
BBQfun
Project Initialization
Requirement
Analysis
Development of
project charter
Project Initiation
Documentation
Submission of
documentation
Review and Sign up
Project is approved
Project Planning
Human Resource
Accumulation
Project Resource
Planning
Schedule
Development of plan
Risk Management
Planning
Communication
Planning
Scope Management
Planning
Plans are approved
E-commerce website
Deployment
Designing Phase
Selection of design
methodology
Design Platform is
selected
Design outline is
made
Complete design is
made
Design is approved
Development Phase
Database is
developed
Wesbite UI is formed
Website Testing for
functionalities
Website Security
Implementation
Website Approval
Training of staffs
Training manuals are
developed
Training program is
formed
Training is provided
Promotion of website
Online promotion
Youtube promotion
Banner and Flyers
promotion
Website is at Go live
scenario
Project is closed
Figure 2: WBS of the diagram