Reference no: EM132514716

BSBMGT516 Facilitate Continuous Improvement - Australian Centre of Further Education

Assessment Part 1 Questions
Problem 1: Research an organisation and list five (5) strategies they use to actively encourage and support staff to make decisions, assume responsibilities and exercise initiative as appropriate.

Problem 2a: Explain why it is crucial to communicate the organisation's continuous improvement processes to stakeholders? Answer must be at least 25 words
Problem 2b: As a manager, explain your role in establishing the system to ensure the continuous improvement processes are communicated to stakeholders. Answer must be at least 25 words.

Problem 3a: Explain why it is important for organisations to meet sustainability requirements when making changes and improvements. Answer must be at least 25 words
Problem 3b: Give examples of where sustainability practices can be implemented in the workplace. Answer must be at least 25 words

Problem 4a: Briefly example the difference between coaching and mentoring by completing the following table. Problem 4b: Explain how you see coaching and mentoring working as a management style that will assist the implementation of continuous improvement processes. Answer must be at least 25 words

Problem 5a: Describe the purpose of a knowledge management system (KMS). Answer must be no fewer than 25 words
Problem 5b: Explain why it is essential that an organisation captures information on continuous improvement processes and incorporates them into its knowledge management system
Problem 5c: A recent staff meeting to discuss the formation of a green office program elicited a number of suggestions and insights into sustainability practices. Explain how these can be captured in the organisation's various knowledge management systems. Answer must be no fewer than 25 words

Problem 6a: List four (4) strategies that you could use to ensure systems and processes are used to monitor operational progress and identify ways for planning and operational improvements.
Problem 6b: Outline the four (4) steps that managers need to take when monitoring operational progress in a continuous improvement environment.

Problem 7: Use the following table to prepare an action plan to adjust and communicate strategies to relevant stakeholders for each of the following scenarios. An example has been given to assist you to complete this table.
Scenario A: Your organisation is to implement a process for monitoring the use of consumables such as paper, envelopes and other stationery. All staff will be required to complete documentation on a daily basis in relation to the use of these resources.
Scenario B: Your organisation has chosen to modify and extend the goods receivable area for the factory. This involves changed traffic flow, new scheduling procedures for deliveries, electronic scanning of delivery docket and changes in the emergency procedures for the goods receivable area.

Problem 8: List three (3) methods you would use to keep team members informed of the outcome of continuous improvement efforts.

Problem 9: Explain the importance of record keeping of work team performance in helping you and your team identify further opportunities for improvement. Answer must be at least 50 words

Problem 10: Once the various areas for further improvement have been discussed and evaluated, actions plan for future initiatives and how to implement them are developed and agreed so that successful undertakings are repeated and mistakes are avoided. Outline the seven (7) steps of the planning process which incorporates the areas for further improvement.

Problem 11: Explain how systems and procedures can support effective continuous improvement? Answer must be no fewer than 25 words.

Problem 12: When considering areas that have been identified for further improvement, explain how continuous improvement systems relate to other systems in an organisation. Answer must be no fewer than 25 words

Problem 13: Describe what a quality system is and its role in maintaining continuous improvement. Answer must be no fewer than 25 words

Assessment Part 2 - Project

Task overview You are required to complete a scenario based project and prepare a set of documents accordingly.

This is an open book assessment. You will do this task in the classroom or as homework. There is no time limit in completing this assessment.

Project Scenario
ABC Company's business plan has set some challenging goals and objectives for the year between 2018-2013 and the management team would like to implement some improvements to help achieve these outcomes.
One of the goals in the business plan is to focus on having the right people in the company. One identified strategy for supporting this goal is to "provide the financial, physical, human and time resources to support an annual professional development program for all ABC Company's employees". The senior managers have decided that this would be achieved through a continuous process improvement (CPI)
As the Human Resources Manager for ABC Company, you are required to manage this continuous improvement project.

You will need to access the following ABC Company plans, procedures and templates:
• Company Business Plan (Attachment 1)
• Continuous improvement procedures (Attachment 2)
• Organisational charts (Attachment 3)
• Sustainability environment policy (Attachment 4)
• Professional development policy (Attachment 5)

Prepare two documents by addressing all the requirements listed by bullet points:

1. (P1) Access and read the "Vision, Mission and Values Statement" and other parts in the Company Business plan (Attachment 1). Prepare a one-page information document that can be used across the company to promote what the CPI Project is attempting to achieve. The document should address the following:
• Encourage staff to exercise initiative and participate in the decision-making process of this project.
• Explain what Continuous Process Improvement (CPI) means and why this method is appropriate for achieving the company's goal. You may need to refer to and use extracts from Continuous Improvement Procedures (Attachment 2)
2. (P2) Use the Continuous Improvement Procedures (Attachment 2) as a framework, prepare a detailed implementation plan for this CPI project.
• (P2a) Address all dot-points under each of the major headings (Define, Measure, Analyse, Improve, Control).
• (P2b) Establish a project team that includes managers from across the organisation and a representation of team leaders. The project team will report to Sayo Yoshida. You may need to refer to the Organisational Charts (Attachment 3).
• (P2c) Identify the tools that will be used at each stage of the project and what information they will contribute towards the objectives of each stage.
• (P2d) Address sustainability requirements. In particular, senior managers are keen to see that a majority of professional development programs that emerge from this project are conducted via e-learning. This would also reduce the amount of travel that staff undertake in attending professional development programs. You may need to access the Sustainability Environmental Policy (Attachment 4) and the Professional Development Policy (Attachment 5).
• (P2e) Outline how mentoring, coaching and other support will be used to enable people across the organisation to participate effectively in this CPI project.
• (P2f) Provide a framework for capturing and communicating information on the progress, outcomes, insights and experiences from the CPI project. This framework should outline what information is to be captured and how it is to be presented.
• (P2g) Develop key performance indicators (KPIs) that can be used to measure the achievements of the CPI project. For each KPI, provide an outline and samples of the records to be collected and explain how these support the measurement of the KPIs that have been set.

You are required to address all the bullet points and meet all the requirements in each task in order to be deemed satisfactory for this project.

Assessment Part 3- Simulated Observation (Practical)

Purpose To demonstrate the ability to:
- Establish systems and procedures for continuous improvement that facilitate effective contribution to and communications about continuous improvement processes and outcomes
- Conduct training to support staff to participate effectively in continuous improvement processes
- Adjust and communicate strategies to managers and team members
- Communicate continuous improvement processes to managers and team members
- Present information to a range of audiences using appropriate language
- Listen and comprehended information from a variety of stakeholders: managers, senior managers, team members
- Confirm understanding through questioning and active listening
- Use appropriate conventions and protocols when communicating with stakeholders
- Collaborate with others to achieve joint outcomes, playing an active role in facilitating effective group interaction and influence direction.
The student will demonstrate the skills required in BSBMGT516 Manage Continuous Improvement.

Task overview Role Play (Observation). You will be completingthree role plays relating to Assessment Part 2 Project Scenario in a simulated office environment.

Task
# Task to be performed

O1 Role Play 1 (Group of three, three retail outlet mangers from different districts are conducting a video conferencing (informal).

Students take part in the meeting, brainstorm and come out with a good continuous improvement system to be implemented in retail outlet to facilitate effective contributions and communication about continuous improvement processes and outcomes.

Students must discuss the importance of the inclusion of both outlet staff and customer in the continuous improvement of customer service. Each student has to give at least one reason.

Students must discuss and come out with three strategies to be used to facilitate staff and customers' contributions in the continuous improvement for customer service

Students then discuss how to implement the strategies in a systematic way (establish a good continuous improvement system)

Students must cover all the above areas in discussion as well as demonstrating ability to:
- use appropriate language
- confirm and clarify understanding through questioning and active listening
- use appropriate conventions and protocols when communicating with each other
- collaborate with each other to achieve joint outcomes
- play an active role to facilitate effective group interaction and influencing direction
O2 Role play 2 (Related to Role Play 2)- Retail outlet managers and Senior manager. Student plays the role of retail outlet managers.

The senior manager (played by Assessor) would like to check the result of your discussion in Role Play 2. He is going to ask each of the three students questions regarding the following areas:
- the importance of inclusion of staff and customers in the continuous improvement process
- the strategies to facilitate this
- the processes to implement this in a systematic way

The senior manager may disagree or ask for clarification of some parts. Students have to respond appropriately by giving more details or examples.

Students must cover all the above areas in the above interview as well as demonstrating ability to:
- use appropriate language
- confirm and clarify understanding through questioning and active listening
- use appropriate conventions and protocols when communicating with senor manager
- making adjustment according to Senior manager's advice
O3 Role play 3 (Related to Role play 1 and 2) - An retail outlet manager and outlet staff. Student play the role of retail outlet manager.

Student gives a briefing of the continuous processes agreed by the senior manager to outlet staff (played by assessor) and asks questions to make sure every staff understands the processes.

Staff may show that they still have trouble understanding the process. Student has to identify the difficulty and provide appropriate support by giving more details or example.

Student must cover all the above areas in this task as well as demonstrating the ability to:
- use appropriate language
- confirm and clarify understanding through questioning and active listening
- use appropriate conventions and protocols when communicating with team members

Attachment:- Facilitate Continuous Improvement.rar