Reference no: EM132376894

BSBFIM501 Manage Budgets and Financial Plans Assignment -

Assessment Task 1 - Plan financial management approaches

Performance objective - The candidate will demonstrate the ability to plan financial management approaches.

Assessment description - In response to the scenario provided, you will clarify budget plans with your manager and negotiate changes to the budget. You will then identify and analyse a risk to the budget and prepare a contingency plan to prevent or minimise the risk.

Procedure -

1. Read the scenario provided in Appendix 1 to this assessment task and tasks A and B.

2. Prepare to meet with your manager (assessor) to clarify budget and negotiate changes:

a. identify areas of the budget that are not achievable, inaccurate or unclear

b. prepare to negotiate necessary changes to the budget

c. set up a time with your manager to meet.

3. Meet with your manager (assessor) to clarify budget and negotiate changes:

a. identify at least two issues for clarification

b. negotiate at least two changes

c. include discussion of basic accounting principles

d. refer to relevant legislation and ATO requirements

e. refer to principles and techniques of managing budget items.

f. take and keep notes of agreed changes.

4. Use the template provided in Appendix 3 to this assessment task to prepare a contingency plan document for persistent risks after budget changes

5. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of all work submitted for your records.

Specifications - You must:

• meet with your assessor to clarify budget and negotiate changes
• provide a contingency plan
• submit your notes.

Your assessor will be looking for:

• numeracy skills to read and understand a budget and negotiate budget re-allocations
• knowledge of basic accounting principles to identify and use account balances
• knowledge organisational requirements related to financial management such as contained in organisational policies and procedures
• knowledge of principles and techniques involved in budgeting.

Adjustment for distance-based learners

• No variation of the task is required.
• Documentation can be submitted electronically or posted in the mail.

Task A -

The Sales General Manager, Sam Gellar, has asked you to review the master budget and cost centre budgets prepared by the Senior Accountant. She would like you to meet with her to discuss the whether the budget projections are achievable, accurate, understandable and fair.

She would like you to look closely at the budget for your cost centre, note any changes you think are necessary, develop an argument for the changes and negotiate those changes with her.

Information you are aware of includes:

• Sales in the first quarter (Q1), third quarter (Q3), and the fourth quarter (Q4) are generally 30% less than the second quarter (Q2).
• Sales in Q2 depend on completion of 90% of repair and maintenance.
• Sales for Q2 have been estimated to be $1,000,000.
• Commission negotiated with members of the sales team is now at 2.5%.

Task B -

It has come to the attention of the Managing Director, Tom Copeland, that due to the current economic climate, sales volume may be 20% below target this financial year. Tom is worried that this may severely impact profit projections. The company can accept as much as a 10% variance in profit projections; however, more than this could severely affect the company's ability to pay obligations and invest. Reliable data to determine whether the risk has eventuated should be available by mid Q2, when sales data for the company's product are in.

As a special project, the Managing Director has asked you to perform a risk assessment and develop a contingency plan to manage the risk of sales falling 20%.

As per organisational policy you should use the contingency plan template provided.

Assessment Task 2 - Implement financial management approaches

Performance objective - The candidate will demonstrate the ability to implement financial management approaches.

Assessment description - In response to the scenario provided, you will access and communicate details of budget to a team member (assessor). You will then support the team member to perform their required role with respect to software resources and systems.

Procedure -

1. Read the scenario provided in Appendix 1 to this assessment task and tasks A and B.

2. Prepare to meet with your team member (assessor) to communicate budget and then coach and train them in new role:

a. access required budget information from assessor

b. determine organisational needs

c. identify coaching/training needs of team member.

d. plan coaching/training session:

i. outcome: team member produces spreadsheet to meet management requirements

ii. include activities/elements to instruct, practice, test, motivate

iii. keep notes

e. Set up a time with your team member to have a coaching/training session.

3. Meet with your team member (assessor) to coach them in role:

a. Explain budget and relevance to team member's accountabilities

b. Use appropriate coaching techniques or models such as GROW

c. Use appropriate motivational theory

d. Train learner in required spreadsheet techniques, include elements of instruction, practice and testing/feedback

e. Include recordkeeping requirements for Australian Taxation Office (ATO) and auditing purposes, for items such as petty cash, and GST.

4. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of all work submitted for your records.

Specifications - You must:

• meet with your assessor to role-play support of team member
• submit coaching/training plan.

Your assessor will be looking for:

• numeracy skills to read and understand a budget and to communicate a budget
• technology skills to use software associated with financial recordkeeping
• knowledge of basic accounting principles to identify and use account balances in communication and training
• knowledge of organisational requirements related to financial management, such as those contained in organisational policies and procedures
• requirements for organisational recordkeeping and auditing with respect to petty cash
• knowledge of principles and techniques involved in budgeting and electronic spreadsheets.

Adjustment for distance-based learners

• No variation of the task is required.
• Documentation can be submitted electronically or posted in the mail.

Task A -

You have determined that you will need to access budget information from the Senior Accountant to explain to your team. You will explain the overall financial objective of the business, provide an overview of the budget and explain how the budget translates to expense allocations for the team.

Task B -

You have determined that one team member, Bill Goodale, will be responsible for tracking expenses and petty cash throughout the financial year. To meet organisational needs, this duty will need to be performed in accordance with policies and procedures. You have determined that expenses will need to be divided equally and tracked by quarter. Bill will need to develop a spreadsheet to keep track of actual expenditure by account. To help control expenses, the spreadsheet will need to provide an ongoing tally of expense by account.

Bill's skills include basic accounting. Bill needs to be informed of Big Red Bicycle policies and procedures for petty cash. Bill is familiar with Microsoft Excel but does not know how to use formula and functions to sum columns or rows of figures.

Assessment Task 3 - Monitor and control finances

Performance objective - The candidate will demonstrate the ability to monitor and control finances.

Assessment description - In response to the scenario provided, you will create a simple spreadsheet budget to capture monitoring information. Using information provided to you by your assessor, you will then use the budget spreadsheet to produce a report on expenditure in accordance with organisational policies and procedures. You will also modify a contingency plan.

Procedure -

1. Read through the scenario provided in Appendix 1 to this assessment task and tasks A and B.

2. Design and develop a spreadsheet to capture budgeted and actual figures to produce a variance report.

3. Access actual budget figures from relevant managers and accounting systems (assessor).

4. Monitor and record actual figures.

5. Consider feedback from team members.

6. Produce a variance report as per organisational requirements.

7. Consider the scenario information and contingency plan provided and analyse the variance report.

8. Modify the contingency and implementation plans provided in the scenario to improve effectiveness.

9. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of all work submitted for your records.

Specifications - You must provide:

• a budget variance report
• a modified contingency plan and modified implementation plan
• your notes on procedures.

Your assessor will be looking for:

• numeracy skills to read and understand a budget and to produce a variance report
• technology skills to use software associated with financial recordkeeping
• knowledge of basic accounting principles to identify and use account balances
• knowledge of organisational requirements related to financial management
• knowledge of organisational requirements for records and reports
• knowledge of principles and techniques involved in budgeting, profit and loss statements, electronic spreadsheets.

Adjustment for distance-based learners

• No variation of the task is required.
• A follow-up interview may be required (at the discretion of the assessor).
• Documentation can be submitted electronically or posted in the mail.

Task A -

The Managing Director, Tom Copeland, has asked you to implement a process to monitor expenditure and income. He has asked you to prepare a spreadsheet to capture and compare actual income and expenditure to budgeted figures. Your spreadsheet must contain columns for each of the four quarters of the financial year. You are required to gather data from the relevant managers (your assessor) to complete a budget variance report.

The report should conform to organisational requirements in policies and procedures and contain:

• columns to show actual account values
• absolute variance
• percentage variance.

Task B -

It has come to the attention of the Managing Director, Tom Copeland, that due to the current economic climate, sales volume may be 20% below target this financial year. Tom is worried that this may severely impact profit projections. The company can accept as much as a 10% variance in profit projections; however, more than this could severely affect the company's ability to pay obligations and invest. Reliable data to determine whether the risk has eventuated should be available by midway through the second quarter (Q2), when sales data for the company's product are in. Consider the contingency plan and the implementation plan for the contingency below. You have already implemented a portion of the contingency plan, namely the monitoring of budget performance in the variance report you have prepared. You should now analyse the report to determine the effectiveness of the contingency plan and its implementation. You have received the following feedback from team members:

• Full-time workers and sales people are resentful of time wasting and distracting contract employees.
• Overtime not used but employees resentful of suggestion it might not be approved if needed.
• Training suited the needs of many sales team members but was not relevant to about half the team members.
• Sales team members were happy with the incentives program and tried hard to make sales in the third quarter (Q3); however, they were also resentful at the threatening tone of emails and soon lost enthusiasm.
• Effect of one-day training wearing off.
• Fifty percent of direct wages costs are attributable to short-term contract employees whose contracts have expired and who are no longer needed.
• Employees concerned about lack of attention paid to wastage: water; electricity: paper; raw materials.
• Employees feel left out of budgetary decision-making in general.

The Managing Director would like you to submit a revised contingency plan and contingency implementation plan to bring income and expenses under more effective control.

Assessment Task 4 - Review and evaluate financial management processes

Performance objective - The candidate will demonstrate the ability to review and evaluate financial management processes.

Assessment description - Using the scenario information supplied, you will respond to a number of scenario tasks. You will collect and analyse financial data and make recommendations to improve existing processes. You will also create a plan to implement and monitor solutions.

Procedure

1. Consider the scenario, tasks and financial information contained in the appendices of this assessment task.

2. On a separate electronic document, provide written responses to the following five tasks (i.e. tasks A to E).

3. Submit a document containing your responses to your assessor as per the specifications outlined below. Ensure you keep a copy of all work submitted for your records.

Specifications - You must:

• provide responses to the five tasks provided in this assessment task
• submit answers on an electronic document such as Microsoft Word.

Your assessor will be looking for:

• numeracy skills to read and understand a budget and perform cost accounting calculations
• knowledge of basic accounting principles to identify and use account balances
• knowledge of organisational requirements related to financial management
• knowledge of current requirements of the Australian Taxation Office with respect to GST
• knowledge of principles and techniques involved in: budgeting, cash flow, electronic spreadsheets, GST, ledgers and financial statements, profit and loss statements.

Adjustment for distance-based learners

• No variation of the task is required.
• A follow-up interview may be required (at the discretion of the assessor).
• Documentation can be submitted electronically or posted in the mail.

Task A -

As you are aware, one risk to the strategic plans of Big Red Bicycle (BRB) is bad debt and poor cash flow due to large trade debtor balances. Consider the following:

• According to its policies, BRB offers 30 day terms to debtors.
• BRB does not currently train sales staff on credit terms.
• There is currently no enforcement of credit terms.
• Warehousing of stock is expensive at current leased premises.
• Many bicycles need to be thrown out if parts rust; this problem exacerbates the problem of waste expense.

You have the following information from the Statement of Financial Position and current ledger accounts in the electronic accounting system (MYOB AccountRight).

Account -

Trade debtors 362,500

Trade creditors 80,000

Opening stock 100,000

Closing stock 300,000

Purchases 1,000,000

Complete the following.

1. Review the Statement of Financial Performance in Appendix 2 to calculate:

a. The average debtor days _____________________

b. The average creditor days ____________________

c. The average stock turnover ___________________

d. Show calculations and results on your response document for this assessment task.

2. Consider the existing BRB ageing debtors budget in Appendix 2. On your response document, make two written recommendations for improvement to existing financial management processes to improve cash flow. To support your recommendations, refer to data sources, organisational needs, and analytical techniques, for example:

a. Statement of Financial Performance

b. ledger accounts

c. scenario information

d. ageing debtors budget

e. ratios.

3. On your response document, list three sources of information of use to complete this activity.

Task B -

In addition to its Australian business, Big Red Bicycle is considering manufacturing a new range of cheaper bicycles in Indonesia. The following information is available:

• The Indonesian plant has capacity to manufacture 8,000 units.
• Big Red Bicycle's strategic goal is to generate a pretax profit of $1,000,000 for the next financial year for Indonesian operations.
• Clients will pay a maximum of $500 per bicycle
• Possibility exists for move to Indian plant with capacity for 10,000 units.
• Market for bicycles is growing rapidly and BRB will be able to sell all units produced.
• Limited ability to renegotiate costs with suppliers.
• Pricing and cost information is as follows - Bicycle price per unit $500 (excl. GST), Current variable costs per unit $250 and Fixed costs $1,280,000.

Complete the following.

1. On your response document, work out:

a. how many units at current variable cost would need to be produced to achieve profit target (show calculations).

b. what the variable costs per unit would need to be to achieve profit target at current manufacturing capacity (show calculations).

2. On your response document, make one written recommendation based on your analysis. To support your recommendation ensure you refer to the organisational needs or situation, and any analytical techniques used. You may also suggest possible actions for BRB to take depending on possible future scenarios.

3. On your response document, list three sources of information of possible use to complete this activity.

Task C -

Soon you will need to prepare a Business Activity Statement (BAS) for the first quarter on 2012/13.

Complete the following.

1. State how many years you will need to keep GST records in order to satisfy ATO requirements.

2. Complete the GST budget on the following page to anticipate GST liability.

Task D -

Choose one of the recommendations from Task A or B and develop an action plan to implement and monitor the recommendation. Ensure you include appropriate activities, monitoring, timelines and accountabilities.

Task E -

Reflecting on the tasks you have undertaken and on your knowledge of financial management and planning principles:

1. describe basic accounting principles

2. describe cash flows

3. describe ledgers and financial statements

4. describe profit and loss statements.

Summarise your reflections in a short, written statement and submit this to your assessor.

You may revisit the five fundamental principles of accounting. For example, the list is said to be crucial to effective management decision-making:

1. Control - managers need to control and monitor the business.

2. Relevance - decision-makers need information that is timely, useful etc.

3. Compatibility - the accounting systems should match the aims of a company.

4. Flexibility - the accounting systems need to adapt to the company's needs.

5. Cost-benefit - the benefits of the accounting information system need to outweigh the cost.

What do you think?

Attachment:- Manage Budgets and Financial Plans Assignment Files.rar