Reference no: EM133688313

Lead and manage organisational change

Petrolcorp Case  Study:

A. Purpose of assessment

This assessment will develop your skills and knowledge required to m lead and manage organisational change.

B. What you are required to do

For this assessment, you are required to complete 4 tasks:
Task A - Demonstrate change management knowledge
Task B - Identify change requirements and opportunities
Task C - Develop change management strategy
Task D - Implement change management strategy

Competencies being assessed

Elements
To achieve competency in this unit you must demonstrate your ability to:
Develop change management strategy
Implement change management strategy
Evaluate change management strategy

KNOWLEDGE QUESTIONS

Question A1
Explain the change management process or cycle and strategies for communicating and embedding change.
Answer in 150-200 words.

Question A2

Explain a range of strategies that can be used to communicate and embed change. Describe what these strategies are, and why they are important. Answer in 300-400 words.This was discussed in Chapter 2H of the Learner Guide.

Question A3

Outline organisational behaviours and external environments which can impact on change management. Explain how these factors can impact on change strategies, and why it's important to consider this when developing a change management plan.
Answer in 150-200 words.

Question A4
Outline the components of a change management project plan. Describe what each component is and why it's important.
Answer in 150-200 words.

Question A5
List a range of potential barriers to change. Outline why it is important to consider these barriers when planning and implementing change strategies and describe strategies to address them.
Answer in 150-200 words.

TASK B - IDENTIFY CHANGE REQUIREMENTS AND OPPORTUNITIES INSTRUCTIONS

Question B1
Identify Discount Petrol's strategic change needs by analysing its organisational objectives.
Answer in 150-200 words.

Question B2
Review and analyse Discount Petrol's strategic objectives in contrast with their current practices and policies outlined in the provided Case Study and Policies and Procedure documents. Then identify Discount Petrol's needs for a strategic change.
Answer in 200-300 words.

Question B3
Identify major operational change requirements due to performance gaps, business opportunities or threats, or management decisions for this change management initiative.
Answer in 200-300 words.

Question B4
It's now time to consult with others.

Now you have independently researched and analysed Discount Petrol's needs, it's time to consult with multiple people to further inform your understanding of change requirements.

IF YOU ARE USING THE CASE STUDY
You are to set up a meeting with the aim of identifying the major change requirements and opportunities for Discount Petrol. This meeting is a role play with you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played include:
The Sydney Metropolitan Area Manager*
A Customer Research Consultant*
The Head of People and Culture*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to consult with multiple Discount Petrol stakeholders to identify the major change requirements and opportunities. As you are acting as the Change Management Agent, you should play a leading role in driving the meeting. The meeting should last for up to 10 minutes.

IF YOU ARE USING YOUR OWN WORKPLACE
Set up a meeting with:
A team to work with the change.

Record notes of what was discussed during the meeting in the table provided.
Answer in 150-300 words.

Question B5
It's now time to consult with others.

How you have independently researched and analysed Discount Petrol's needs, it's time to consult with multiple people to further inform your understanding of change requirements.

IF YOU ARE USING THE CASE STUDY
You are to set up a meeting with the aim of identifying the major change requirements and opportunities for Discount Petrol. This meeting is a role play with you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played include:

The Sydney Metropolitan Area Manager*
A Customer Research Consultant*
The Head of People and Culture*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to consult with multiple Discount Petrol stakeholders to identify the major change requirements and opportunities. As you are acting as the Change Management Agent, you should play a leading role in driving the meeting. The meeting should last for up to 10 minutes

IF YOU ARE USING YOUR OWN WORKPLACE
Set up a meeting with:
At least two leaders able to discuss the changes with you

Record notes of what was discussed during the meeting in the table provided. Answer in 150-300 words.
Answer in 150-300 words.

Question B6

It's now time to review and prioritise the change requirements.

Now you have consulted with others on identifying Discount Petrol's major change requirements and opportunities, you need to set up another meeting. This meeting will focus on reviewing and prioritising change requirements.

IF YOU ARE USING THE CASE STUDY
This meeting is a role play between you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played by the 3 other

Candidates are those of relevant managers including:
The Sydney Metropolitan Area Manager*
The Country NSW Area Manager*
A Store Manager*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to review and prioritise change requirements. As you are acting as the Change Management Agent, you should play a leading role in driving the meeting. The meeting should last for up to 10 minutes.

IF YOU ARE USING YOUR OWN WORKPLACE
Set up a meeting with:
At least two members that will be affected by the changes.s

Record the prioritisation of change requirements and opportunities discussed during the meeting in the table provided. Answer in 150-300 words.
TASK C - DEVELOP CHANGE MANAGEMENT STRATEGY INSTRUCTIONS

Question C1

You now need to undertake a cost-benefit analysis of the high priority change requirements and opportunities you have identified. You may consider direct and indirect costs, such as training costs, equipment, and effects on employees. Use the template provided to outline:
Costs associated with high priority change requirements and opportunities
Benefits associated with high priority change requirements and opportunities
Return on Investment (ROI)
Answer in 200-300 words using the template provided.

Question C2

Complete a risk analysis. Review the provided chart below outlining risk scores.

Then use the information and table provided below to outline:

Description of risk identified
Likelihood of the risk
Risk consequence and impact
Risk score

Answer in 200-300 words, using the table provided below.

Description of risk identified Likelihood of the risk Risk consequence and impact Risk scoreWrite your answer here

Write your answer here Write your answer here Write your answer here

Question C3

You now need to meet to discuss your risk assessment.

You now need to meet to identify barriers to change and discuss risk mitigation strategies.

IF YOU ARE USING THE CASE STUDY
This meeting is a role play between you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played by the 3 other Candidates are those of:
The Sydney Metropolitan Area Manager*
The Country NSW Area Manager*
The Head of People and Culture*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to identify barriers to change and discuss risk mitigation strategies. As you are acting as the Change Management Agent, you should play a leading role in driving the meeting. The meeting should last for up to 10 minutes.

IF YOU ARE USING YOUR OWN WORKPLACE
Set up a meeting with:
At least 3 team members.
You need to identify barriers to change and discuss risk mitigation strategies.

The discussions of your meeting need to be documented. Use the templates provided to record your findings on barriers to change and mitigation strategies.
Answer in 200-300 words.

Identified barriers to change

Write your answer here

Record of risk mitigation strategies discussed

Write your answer here

Question C4

Develop your change management project plan for Discount Petrol. Your change management project plan should focus on priority changes and must include:
Objectives
Change management approach
Resource requirements
Budget
Risk managements plans
Change control processes
Project timetable and timelines, including interventions and activities

You may use the template provided below.
Answer in 550 - 1,000 words.

Change Management Project Plan Template

1. Change management objectives

Insert your content here

2. Change management approach

Insert your content here

3. Resource requirements

Insert your content here

4. Budget

Insert your content here

5. Risk management plans

Insert your content here

6. Change control processes

Insert your content here

7. Project timetable and timelines

Insert your content here. Be sure to include interventions and activities. You could showcase your schedule using a Gantt chart.

Question C5

You now need to discuss you plan and get it approved.

Now you have developed your Change Management Project Plan, you need to inform management and members of the leadership team of your change plan and process.

IF YOU ARE USING THE CASE STUDY
Now you have developed your Change Management Project Plan, you need to set up a meeting to inform the Petrolcorp CEO and members of the leadership team of your change plan and process.

This meeting is a role play between you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played by the 3 other

Candidates are those of relevant stakeholders including:
The Petrolcorp CEO, Mark Smith*
The Head of People and Culture*
The Sydney Metropolitan Area Manager*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to inform the Petrolcorp CEO and other members of the leadership team on your change management project plan and process. Once you have presented a summary of your plan, you then need to:
Obtain approval from the Petrolcorp CEO, Mark Smith, for your change management process
Discuss with the Head of People and Culture and the Sydney Metropolitan Area Manager which resources will be assigned to the project
Agree on reporting protocols with the Head of People and Culture and the Sydney Metropolitan Area Manager

IF YOU ARE USING YOUR OWN WORKPLACE
Set up a meeting with:
At least 4 members of the leadership team.
Use the meeting to inform the management of the leadership team on your change management project plan and process. Once you have presented a summary of your plan, you then need to:
Obtain approval for your change management process
Discuss which resources will be assigned to the project
Agree on reporting protocols

The discussions of your meeting need to be documented. Use the template provided to record your approvals and findings from the meeting.
Answer in 200-300 words

Obtained approval from Petrolcorp CEO, Mark Smith for your change management process

Write your answer here

Assigned resources to the change management project

Write your answer here

Reporting protocols for the change management project

Write your answer here

TASK D - DEVELOP CHANGE MANAGEMENT STRATEGY INSTRUCTIONS

Assessment Task D follows on from Task B and Task C.
Assessment Task D requires you to develop a communication plan, monitor implementation and action interventions.

IF YOU ARE STUDYING IN A CLASSROOM ENVIROMENT
Impressed by your change management project plan, the CEO of Petrolcorp has now asked you to implement your change management strategy. To achieve this, you need to:

Develop a communication plan
Arrange and manage activities to deliver the communication plan
Consult with others to gain input into the change process
Identify and respond to barriers to change, according to risk management plans
Action interventions and activities
Activate strategies for embedding the change
Conduct regular evaluation, and modify your project plan where appropriate

Before answering the questions below, ensure you have read the "BSBLDR601 Case study information" document provided on Moodle.
IF YOU ARE USING YOUR OWN WORKPLACE
You now need to implement your change management strategy. To achieve this, you need to:

Develop a communication plan
Arrange and manage activities to deliver the communication plan
Consult with others to gain input into the change process
Identify and respond to barriers to change, according to risk management plans
Action interventions and activities
Activate strategies for embedding the change
Conduct regular evaluation, and modify your project plan where appropriate

TASK D - DEVELOP CHANGE MANAGEMENT STRATEGY ACTIVITIES

Question D1
You now need to discuss what will be required in a communication plan.

Having developed your Change Management Project Plan, you now need to create a Communication Plan.

IF YOU ARE USING THE CASE STUDY
This plan will educate relevant Petrolcorp employees and other internal stakeholders on the benefits of the changes to Discount Petrol and to minimise loss.

You need to arrange a meeting to discuss the requirements of the communication plan. This meeting is a role play between you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played by the 3 other Candidates are those of relevant stakeholders including:
The Sydney Metropolitan Area Manager*
The Country NSW Area Manager*
The Head of People and Culture*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to discuss the requirements of the communication plan, including tactics to be used to promote the benefits of change. As you are acting as the Change Management Agent, you should play a leading role in driving the meeting. The meeting should last for up to 10 minutes.

IF YOU ARE USING YOUR OWN WORKPLACE
Set up a meeting with:
At least 3 team members.
Use the meeting to discuss the requirements of the communication plan, including tactics to be used to promote the benefits of change. You should play a leading role in driving the meeting. The meeting should last for up to 10 minutes.

Record the deliberations of your meeting using the table provided.
Answer in 200-300 words

Meeting notes

Write your answer here

Question D2
Once your meeting from Question C1 has been completed, use the documented feedback you have received to develop your Communication Plan. Use the template provided.
Answer in 500-750 words.

Communication Plant Template:

1. Introduction

INSTRUCTIONS: Summarise what your communication plan aims to achieves and how it will do this. Refer to your Communication and Engagement Plan and Stakeholder Matrix when completing this section.

2. Key challenges and opportunities

INSTRUCTIONS: Complete the table below to explain how your will manage challenges which may emerge, such as tight project timelines, potential stakeholder confusion about the project approach, potential dissatisfaction from stakeholders on how changes are communicated, potential anxiety from employees about the changes and lack of buy-in. Add and remove rows in the table below as needed.

Challenges/Opportunities Communication responses

3. Key Messages

INSTRUCTIONS: Use this section to outline the key messages to be communicated. Address the points below in
What are the changes?
Why are we making the changes?
What benefits will it deliver?
How will it affect me?
What are the answers to some frequently asked questions about the change?

4. Communication and engagement plans

INSTRUCTIONS: Use the table below to outline what information will be distributed to which stakeholders. Add and remove rows from the table as appropriate.

Key Stakeholder Communication Objective Communication Medium

5. Communication matrix

INSTRUCTIONS: Use the table below to outline in detail how you will distribute communications. Add and remove rows from the table as appropriate.

Communication Type Stakeholders Objective Medium & format Frequency Audience Responsibility

6. Timeline

INSTRUCTIONS: Outline below the timeline of key components of your communication plan.

Question D3
You now need to present your plan to management.
Now your Communication Plan has been developed, you are to arrange a presentation of the plan to a group of relevant internal stakeholders. The purpose of this meeting is to consult and gather feedback on your plan.

WHAT YOU NEED TO DO BEFORE YOUR MEETING
A meeting agenda, and document it in the space provided below. Answer in 75-100 words.
A 3-6 slide summary of your Communication Plan, to be presented during the meeting. This slide deck can be developed in PowerPoint, Google Slides, or another appropriate software.

Having developed your Change Management Project Plan, you now need to create a Communication Plan.

IF YOU ARE USING THE CASE STUDY
This meeting is a role play between you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played by the 3 other Candidates are those of relevant stakeholders including:
The Petrolcorp CEO, Mark Smith*
The Country NSW Area Manager*
The Head of People and Culture*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to present your Communication Plan and gather feedback on it. As you are acting as the Change Management Agent, you should play a leading role in driving the meeting. The meeting should last for 10-15 minutes.

IF YOU ARE USING YOUR OWN WORKPLACE
Set up a meeting with:
At least 3 team members.
Use the meeting to present your Communication Plan and gather feedback on it. You should play a leading role in driving the meeting. The meeting should last for 10-15 minutes.

The feedback received on your Communication Plan needs to be documented. Use the table provided to record this feedback.
Answer in 200-300 words.

Meeting agenda (to be completed prior to the meeting)

Write your answer here

Feedback received on communication plan

Write your answer here

Don't Forget to upload your slides.

Question D4

Sometime has now passed and it's time to see how your change management plan is going.

Having developed your Change Management Project Plan, you now need to create a Communication Plan.

IF YOU ARE USING THE CASE STUDY
It's now been 3 months since the launch of your change management plan. Organise a meeting with the key internal stakeholders to discuss the change process and gain their input. This meeting is a role play between you acting as the Change Management Agent and 3 other Candidates in your unit. The roles to be played by the 3 other Candidates are those of relevant stakeholders include:
The Head of People and Culture*
The Sydney Metropolitan Area Manager*
A Store Manager*

*For further instructions and details on these roles, please refer to the Case Study Document in particular "Role Play Instructions" provided in this unit on Moodle.

Use the meeting to:
Use the meeting to discuss the change process and gain input from key stakeholders.

IF YOU ARE USING YOUR OWN WORKPLACE
You are to review an ongoing change management plan you have implemented with:
At least 3 team members.
Use the meeting to discuss the change process and gain input from key stakeholders.

YOUR MEETING WILL BE OBSERVED
Your trainer will assess your meeting against the observation checklist provided in the marking guide document. Your trainer will be looking for your ability to:

Discuss the change process for the business?
Uses inclusive and collaborative techniques to seek feedback on the change process from all stakeholders in the meeting?
Use verbal and non-verbal communication appropriate for the meeting's participants?
Lead the meeting?
You may arrange a time for your trainer to observe your meeting in real-time - either virtually or in person.

Alternatively, you may record your meeting and provide a link to it. For example, you may upload your recording to YouTube as an unlisted video or provide a link to a Google Drive folder. If you are sharing a link, ensure you test your link to make sure it is working correctly.

Write a summary of your meeting.
Answer in 100-200 words.

Question D5

Incorporating feedback, you received while undertaking previous question (question C4), as well as any other feedback received in Part C, review and modify your Change Management Project Plan. Ensure you include strategies for embedding the change.
Your modified Change Management Project Plan should be between 700 - 1,200 words.

*Start by copying and pasting your plan here. Make your changes by highlighting the differences

Question D6

Read the scenario provided below:
It has now been close to 4 months since the start of the implementation of your change management project plan.

You visit and observe one of Discount Petrol's stores to gain insights into the change process. You notice the Store Manager appears less happy than they were before the change process started. Upon observing them and talking to their subordinates it becomes apparent that the Store Manager is still attempting to implement their own decisions on store operations, in a style unaligned with the change management plans. This Store Manager's approach is instead similar with the approach they previously able to take - acting with a degree of independence without having to comply with state-wide policies on customer service and operations.

You also notice the two Area Managers of Discount Petrol have different views on what should be included in the new NSW-wide Customer Service Policy. This is delaying the creation of a final version of this document. Other Discount Petrol employees have also picked up on the conflict between these mangers, and brought it to the attention of other members of the senior leadership team.

Identify the barriers to change described in the scenario above. Describe how you would respond to these barriers in alignment with the risk analysis you performed in Part B of this Assessment Task.
Answer in 200-300 words.

Question D7

Read the scenario provided below:

4 months into implementing your change management project plan, the Head of People and Culture at Petrolcorp suddenly leaves the company due a family emergency. No immediate replacement is available, and it is expected to take up to 7 weeks to find a replacement. This means all tasks relating to the change for which the Head of People and Culture was responsible for are now delayed.

Describe how you would action interventions and activities to address this issue, in line with your change management project timeline.