BSBMGT517 Manage Operational Plan

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Task 3: Plan and Manage Resource Acquisition 

 

Submission Detailed of Assessment

 

The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.

 

Save your completed work with the following naming procedure:

 

Name_studentID_UnitCode_TaskNumber (e.g. JohnSmith_123456_BSBSUS501_T1)

 

Submit your assessment to WSC Moodle.

 

Purpose of the Assessment

 

This task provides you with the opportunity to demonstrate that you have the skills and knowledge to plan and manage resource acquisition.

 

Assessment Description

 

This assessment task requires you to implement the operational plan by organising human resources and equipment requirements in accordance with organisational policy and procedures.

 

Instructions

 

  1. Implement strategies for recruiting staff

 

Review the King Edward VII College Recruitment and Selection Policy and Procedures and implement the actions to ensure the required staff are recruited (Appendix 1 of this Assessment Task).

 

This will include liaising with the human resources department as set out in the Recruitment and Selection Policy and Procedures to ensure that the required staff are recruited.

 

You must submit:

 

  • A list of the positions required for the expansion as per the scenario information
  • An outline of the position descriptions for all required positions
  • A report detailing the recruitment, selection, induction and ongoing training requirements relevant to all positions

 

  1. Implement strategies for purchasing equipment.

 

Review the King Edward VII College Purchasing Policy and Procedures (Appendix 2 of this Assessment Task), which has just been developed due to the expansion of the College

 

Also review the Equipment List (Appendix 3 of this Assessment Task). This shows what equipment needs to be purchased for each campus.

 

  1. Draft a memo to the Administration Team ensuring that the administration team procures the equipment required for the new campuses.

 

The memo should, as a minimum, outline:

 

  • The purpose of the purchasing policy and the need to ensure that all purchases are made accordingly. You should summarise the key messages of the policy as per the purchasing principles.
  • The required information for purchase of equipment for new campuses as follows:
  • Description of equipment requirement and number and type to be made as per existing campus, which will include reference to the attachment.
    • Required timelines for the purchase of the equipment.
    • Requirement to receive and approve quotes as per purchasing policy – you should ensure you clearly refer to the procedure required as relevant to the budget for the equipment.

 

What your assessor will be looking for as evidence:

 

Evidence checklist:

 

Evidence MUST be submitted Tick off Items When Submitted
  • List of required positions
 
  • Outline of position descriptions for all the positions
 
  • Report detailing recruitment, selection, induction and ongoing training requirements
 
  • Resource acquisition memo containing all requirements
 

 

Your assessor will be looking for:

 

  • Reading skills to identify and interpret information from organisational documentation
  • Writing skills to address context, purpose and audience when creating documents and communications
  • Numeracy skills to recognise and interpret numerical information related to timeframes and budgets
  • Get the work done skills to take responsibility for developing and implementing systems and processes to achieve organisational objectives

 

Appendix 1 Recruitment and Selection Policy and Procedures

 

Purpose

 

The Staff Recruitment Policy has been established to ensure that King Edward VII College Australia attracts the best possible staff and contractors or all vacant positions. This policy relates to employment of all staff and contractors.

 

Policy Statement

 

King Edward VII College is committed to providing high quality programs and services to our community. To support the achievement of this objective we recognise the importance of employing the most suitable applicant for all vacant positions.

 

King Edward VII College will ensure that it has the best opportunity to attract the best available staff by broadly advertising all vacant positions.

 

King Edward VII College will take all appropriate precautions to ensure that applicants may be safely entrusted with the duties of their position.

 

King Edward VII College will internally advertise all vacant positions to current staff to encourage career advancement and increase participation.

 

King Edward VII College is an equal opportunity employer, and is committed to providing a work environment that is free from harassment and discrimination.

 

All recruitment and selection procedures and decisions will reflect King Edward VII College’s commitment to providing equal opportunity by assessing all potential candidates according to their skills, knowledge, qualifications and capabilities.

 

King Edward VII College never discriminates on the basis of age, gender, marital status, race, religion, physical impairment or political opinions.

 

Responsibilities

 

It is the responsibility of the CEO to implement this policy and to monitor its performance.

 

It is the responsibility of Managers and Supervisors to ensure that:

 

  • They are familiar with the recruitment policies and procedures, and that they follow them accordingly;
  • Staffing levels for their department are determined and authorised;
  • All roles have current position descriptions that specify role requirements and selection criteria.

 

It is the responsibility of the Human Resources Team to ensure that:

 

  • All Managers are aware of their responsibilities in the recruitment and selection process;
  • Managers are given continuous support and guidance in regards to recruitment and selection issues.

 

Procedures

 

Pre-Recruitment Activities

 

Prior to commencing the recruitment process, the Recruiting Manager is required to indicate approval from the CEO for the positions.

 

When describing recruitment requirements, Managers should also indicate specific requirements regarding the position, including:

 

  • Required timelines: when does the position holder need to be in place?
  • Location: where will be the position holder be based?

 

Managers will also need to indicate where there is a requirement to withhold the College’s name in the recruitment advertisement so as keep the organisation’s recruitment plans secret.

 

Direct Internal Appointments and Promotions

 

In situations where a Manager wishes to promote an employee who meets the specific selection criteria for the vacant position into the internal vacancy, the appointment must be authorised by the CEO and the approval is to be forwarded to the Human Resources Team.

 

King Edward VII College Australia will ensure that all of employees who possess the relevant skills and who have expressed interest in the position have been appropriately considered.

 

Internal Advertising

 

Where appropriate, King Edward VII College Australia will advertise all vacancies internally.

 

Exceptions to this rule may occur when:

 

  • The position is of such a specialised nature, and appropriate skills are not available within the organisation
  • There is a need to make a direct appointment or promotion into the vacant position

 

On receiving approval for the vacant position, Human Resources will advertise the available position internally. Internal advertisements should include the following:

 

  • Position title
  • Outline of the position
  • Skills required for the role
  • Closing date for applications

 

All internal applicants should forward a current copy of their resume, together with covering letter, to the applicable manager for acknowledgement, consideration and processing.

 

Internal applicants who possess the required skills, qualifications and work-related experience, as specified in the internal advertisement, should be interviewed for the position by the relevant Manager or Supervisor.

 

External Advertising

 

Where a position cannot be filled internally, or where it is appropriate to conduct concurrent internal and external recruitment campaigns, the available position should be advertised externally.

 

All such positions will be advertised through relevant networks, on relevant websites, or through recruitment consultants.

 

The Human Resources Team will prepare an appropriate recruitment advertisement for the position and submit it for review and approval by the appropriate Manager, as well as the CEO.

 

The Human Resources Department will administer the placement of the advertisement and monitor and compile applications received.

 

Screening Applicants

 

Once all applications have been received, the HR team will forward them to managers for shortlisting.

 

Resumes must be screened against the position description so that assessments can be made of their suitability for the specific role. Applicants who are assessed as suitable will then be selected for interview and informed in writing of the date and time for the interview.

 

Candidates who are not successful will be informed in writing.

 

Conducting Interviews

 

The interview process is conducted by a selection panel, which will include the CEO or their nominee and the relevant manager or supervisor for the position.

 

The Human Resources Manager or Human Resources Officer may also be involved in the selection panel if required.

 

A list of questions based on the position requirements must be drawn up prior to interviews. The HR team can assist with this.

 

All candidates are interviewed and the selection panel identifies the most suitable candidate based on their responses to the questions.

 

Reference Checking

 

Managers are to ensure that, where possible, a minimum of two reference checks are conducted prior to an offer of employment being extended to a candidate.

 

Details of the reference checks should be attached to the candidate’s application for future reference.

 

The Federal Privacy Legislation applies to such records held by an organisation.

 

New Starter Paperwork

 

If an internal candidate is selected, the Manager is required to notify the successful candidate and their Manager. If an external candidate has been selected, the Manager is to make a verbal offer to the candidate.

 

To authorise the commencement or transfer of an internal employee, the Recruiting Manager must notify the Human Resources Team and provide confirmation of the CEO’s approval. The Recruiting Manager should ensure that all recruiting documents are completed and returned to the Human Resources Team for filing.

 

The Human Resources Department will prepare a written letter of offer for the successful candidate. A standard letter of offer will be used for all offers of employment, and will confirm the start date, salary, position and the terms and conditions of employment pertaining to the employee.

 

Once the Human Resources Team has received the candidate’s signed letter of offer, the HR Team will notify all unsuccessful candidates. If an external recruitment agency has been used, the HR team will notify the agency, who will notify the unsuccessful candidates.

 

The Recruiting Manager is responsible for liaising with the Human Resources Department to ensure that the necessary documentation, equipment and access privileges are prepared for the new employee.

 

The Human Resources Team will forward an induction kit to the new employee for their completion.

 

Records and Correspondence

 

All contact regarding the position is to be directed through reception, with all applications marked “Confidential” and posted to the HR Team.

 

Basic records of the recruitment process are to be maintained. Records should include information about position descriptions sent, applications received (including applicants’ names, addresses and contact numbers), a list of applicants short-listed and interviewed, and a record that applicants have been notified of outcomes.

 

Letters or emails of acknowledgment should be posted to all applicants prior to the short-listing of final suitable applicants.

 

At the conclusion of the recruitment process, all applications will be filed for five years in the Staff Recruitment File in the CEO’s officer.

 

Appendix 2 Purchasing Policy and Procedures

 

Policy Purpose

 

The purpose of this policy is to provide clear guidelines for the procurement of goods and services, valued at under $150,000. This policy will assist King Edward VII College in ensuring the best value for money, good management practices, legislative compliance, transparency, probity and environmental performance.

 

Policy Objectives

 

This policy applies to all employees of King Edward VII College and to any external entity overseeing, or having any involvement in, the procurement of goods and services for the College.

 

Staff authority to requisition, order and approve purchases is governed by Staff Delegations of Authority made by the CEO. This includes the specific upper limits on purchasing approvals permitted by individual staff positions. No staff must act outside their delegation of authority.

 

Purchasing Principles and Procedures

 

The first consideration in procurement is determining whether or not it is necessary to purchase, or if it is possible to use or share existing resources within the College.

 

Consider:

 

  • Have both recycling and surplus stores (if appropriate) been checked to ensure that no comparable product is available internally?
  • Is it possible to share existing resources with other departments?
  • Is the quantity requested appropriate and sure to be used?
  • Will the product be used to the end of its useful life? If not, can it be easily reallocated to another department and how will this cost be borne?

 

If the answer is yes to the all of the above, then proceed.

 

Basic Purchasing Principles

 

Purchasing must be governed by the following principles;

 

  • The purchasing system should be designed to provide the best value for money;
  • The procedures used must be, and must be believed to be, able to withstand public scrutiny;
  • Purchasing procedures should ensure open competition and no individual supplier should be given advantage over others; and
  • Purchasing procedures should comply with all of the College’s policies, including sustainability.
  • When quotations have been requested of suppliers, all unsuccessful bidders will be notified in writing.

 

Value for Money

 

The best way of obtaining value for money is to ensure that there is a strong element of competition in the allocation of orders or awards of contracts. This is ensured by obtaining competitive quotations wherever practicable.

 

The degree of detail with which procurement is performed depends on the value, complexity and sensitivity of the goods and services being purchased. It is not good practice to use excessive time and paperwork on simple purchases of low value. ‘Best value for money’ does not imply that the lowest quotation must be selected uncritically. Other criteria such as the degree of compliance with specified quality standards, known performance and capacity of suppliers as well as maintenance, impact on the environment and whole of life costing must be taken into account.

 

Conflict of interest

 

Staff engaging in procurement, for even small purchases, must be mindful of any conflict of interest. Information provided to the College should be treated as commercial, in confidence, restricted to persons concerned with the specific purchase or contract. Care should be taken that it is not inadvertently displayed or otherwise communicated to competitors in the course of supplier evaluation.

 

Environmental sustainability

 

The College requires that procurement decisions incorporate environmentally sound policies. Staff must carefully consider environmental issues when planning both service levels and the required standards of goods. Expected and desired environmental performance and outcomes is to be documented, where practical, in the specifications and evaluation of contracts.

 

Procedures in procurement by financial category

 

These categories apply to the cost of individual products or services, not the total cost of a group purchase.

 

Goods and Services up to $5,000

 

Minimum of 2 verbal or internet-based quotations are to be sought except:

 

  • Where goods or services are needed immediately in an emergency situation
  • Where rates are considered reasonable and consistent with normal market rates and these are tested from time to time.

 

The Administration officer will complete a Quotation Record Form which includes:

 

  • A description of the goods or services required
  • A list of organisations submitting quotations, costs, details and delivery details
  • In any instance where the quotation accepted is other than the lowest received, the reason or reasons for accepting that quotation.

 

The Quotation Record Form must be provided to, and signed by, an approving officer, usually the relevant Manager, with delegated authority to approve purchases at this value.

 

Although it is not obligatory to obtain written quotations when purchasing under the $5,000 threshold, circumstances will arise when it may be advantageous to call written quotations to put the procurement on a more formal footing and/or eliminate any ambiguity about process.

 

Goods and Services over $5,000 and up to $10,000

 

The following procedures are to be applied when calling for quotations:

 

  • Minimum of three written quotations obtained and filed. Where 3 written quotes cannot be obtained the reasons are to be documented.
  • Quotation Record Form with written quotations attached to be completed by Admin and provided to Manger for approval and then filed.
  • Reasons for passing over any lower price bids must be documented.

 

The Quotation Record Form must be signed by an approving officer, usually relevant Manager, with delegated authority to approve purchases at this value.

 

Goods and services over $10,000 and up to $50,000

 

The following procedures are to be applied when calling for quotations:

 

  • Minimum of three written quotations obtained and filed. Where 3 written quotes cannot be obtained, the reasons are to be documented.
  • Specifications must be supplied to persons providing quotations.
  • Declaration of Interest Form must be completed and signed by staff involved in the procurement process. Staff with an interest in this procurement are to be excluded from the process.
  • Quotation Record Form with written quotations and associated documentation including specification, process requirements, Declaration of Interest Forms and reasons for passing over any lower price bids to be completed and filed.

 

The Quotation Record Form must be signed by an approving officer with delegated authority to approve purchases at this value, usually the relevant Director.

 

Goods and Services over $50,000 and up to $150,000

 

The following procedures are to be applied to formal quotation process:

 

  • A Purchasing Officer should be identified. This will usually be one of the Senior Managers. A signed Declaration of Interest Form must be completed prior to commencement of the formal quotation process. Staff with an interest in this procurement are to be excluded from the process.
  • Detailed specifications must be prepared and provided to suppliers. In addition to the specific goods or services requirements, specifications may call for response to organisational capacity and risk management, environmental performance, maintenance, whole of life costing and requests for ‘referees’.
  • Official “Requests for Written Quotation” may be issued, either selectively to a list of suppliers and/or opened to a broad range of suppliers by advertisement in the local press.
  • At least 3 written quotations must be received unless this is not possible. If so, the reasons must be documented.
  • Quotations must be delivered or forwarded to the specified Purchasing Officer and by a specified date. A schedule of quotations received will be prepared.
  • The quotations are to be evaluated by the Purchasing Officer. Evaluation must be made against the elements included in the specification and fully documented including reasons for passing over any lower price bids.
  • The evaluating officer or committee will complete a Quotation Record Form and attach associated documentation, including the Schedule of Quotations, signed Declaration of Interest Forms, detailed deliberations and final recommendation.

 

The approving officer (usually the CEO) may either accept or reject the recommendation. If the recommendation is approved, a written offer can be made to the successful supplier. If the recommendation is rejected and an alternative supplier approved, then full justification for the decision of the approving officer must be documented or the process of procurement can recommence. The Quotation Record Form must be signed by an approving officer with delegated authority to approve purchases at this value, usually the relevant Director.

 

Formal tender processes may be used for purchases under $150,000. This is advisable in circumstances where the value of the procurement is reaching the upper limit of $150,000; goods and services being sought are of significant public interest; or where the procurement is complex. In these circumstances the accountability and best value benefits of a formal tender process should be considered.

 

Goods and Services over $150,000

 

This will be a formal tender process as per the Tender Process Policy and Procedure.

 

Summary of Threshold values

 

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

 

 

Appendix 3 Equipment List

 

Equipment requirements for Sydney and Brisbane campuses

 

One-off purchases:

 

  • 8 cordless telephones
  • 10 staff computers for staff cubicles
  • 20 student computers for workstations
  • 4 printers with scanning capability and Wi Fi connection
  • 10 staff desks
  • 10 office chairs
  • 50 student desks (2 seater)
  • 100 student chairs
  • 100 pens (with College logo)
  • 5 staplers

 

Yearly purchases:

 

  • 50 packs of 500 sheets A4 paper
  • 20 sets of printer cartridges

 

Reference ID: #getanswers2001197

 

 

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