Reference no: EM133127887

BSBLDR601 Lead and manage organisational change

Task 1 - Knowledge Questionnaire

Question 1

List and outline four (4) events or trends that may impact on the achievement of organisational objectives.

Question 2

Consider the policies and procedures provided for the assessment scenario in Task 2. You will find them in a separate folder.
Select three (3) policies and practices and explain how they guide organisational change.

Question 3

Explain how to conduct a cost-benefit analysis for high priority change requirements and opportunities.
(50-100 words)

Question 4

Explain how to conduct risk management from risk identification to risk treatment.
(80-120 words)

Question 5
Outline the content of communication and education plan when implementing organisational change. Include promotion of benefits of organisational change in your answer.

Question 6

Company X is a successful restaurant operating in Sydney. They have decided to strengthen their vegan menu choices and give their establishment a clear direction to become a leader in modern vegan cuisine.
• Describe the change management process approach from change identification to implementation that company X will have to follow.
• Describe how company X could communicate and embed the change at all levels of the organisation.
(100-150 words)

Question 7

Select and outline three (3) theories of organisational behaviour and dynamics that are relevant to the planning and implementation of organisational change.

Question 8
Explain why and how the internal and external business environment can impact on change strategies.
Provide a practical example using Company X from question 6.
(80-120 words)

Question 9

List and describe four (4) components of a change management project plan.

Question 10

List four (4) barriers to change.
For each barrier that you have listed, outline possible strategies to overcome the barrier.
Component
Description (40-80 words/component)

Task 2 - Develop a change management strategy

You are a change management practitioner contracted by MMI Professional Education as Program Manager to:

a) Identify change requirements and opportunities to take MMI from the current business state to a desired future state
b) Develop a change management strategy and plan for two change initiatives (projects). The two change initiatives (projects) will form the program (change plan) that will deliver the identified change needs to achieve the desired future state
c) Implement the change management strategy (program)
d) Evaluate the change management strategy

It has been designed to evaluate your ability to/competency in:

• Identify major operational change requirements according to organisational objectives, performance gaps, business opportunities or threats, and management decisions
• Assess risks and opportunities presented by operational change requirements
• Consult stakeholders, specialists and experts to confirm the change management opportunities and process
• Assign resources to the project and confirm reporting protocols with relevant stakeholders
• Develop communication or education plan, in consultation with relevant personnel
• Arrange activities for delivery of communication or education plans

Your assessor will be looking for demonstrated evidence of your competency in the above.

You are required to address the following:
• Task 2.1 Identify change requirements and opportunities
o Develop a Change Initiative Opportunity Report
o Consult with stakeholders
• Task 2.2 Develop a change management strategy
o Develop a Change Management Plan
o Obtain approval for the Change Management Plan

Summary of changes to the Change Management Plan

Complete the following activities:

Task 2.1 Identify change requirements and opportunities

This task requires you to:
1. Assess the company's strategic and operational needs to identify change requirements.
2. Develop a draft report to summarise your analysis concerning change requirements and opportunities for the company.
3. Consult with pertinent stakeholders to gather critical inputs into the finalisation of the report and prioritise change requirements in collaboration with relevant managers.

4. Finalise the report.

A) Change Initiative Opportunity Report

Read the Assessment Scenario (Appendix 1) to understand company's market and operational position and strategies, review the company's policy and procedures provided in a separate folder and conduct independent research about the external business environment.

Draft a change initiative opportunity report (Template 1).

You will finalise the report after consulting with relevant stakeholders (see Task 2.1B).

Executive Summary
Write this section last. This is a summary of what the report addresses. (80-120 words)

Purpose of the Report and Background
• Write a brief statement on the purpose of the report.
• Write a brief paragraph to outline how the report was developed. For example, what type of analysis has been used, what documents have been consulted, and what stakeholders were consulted (including specialists and experts)

Business Situation Analysis
Investigate the company and provide information about the business environment:
• Internal business environment (organisational structure, leadership, the status of operations, known issues and opportunities)
• External business environment (for example industry status, review of current client base, suppliers, any relevant change and trend in technology, legislation and society)

Collect the data and information about your investigation to:
1. Analyse the external business environment through a PESTLE analysis
2. Perform a SWOT analysis
3. Conduct a review of the current policies and practices in the organisation. (Are the policies and practices relevant and current? Would you change any work practice? Would you add or improve any existing policy?)
Complete the sections below.

PESTLE Analysis - Overview
Summarise the PESTLE analysis with a focus on trends, innovation, constraints, and competitive landscape. Include two (2) points of analysis for each PESTLE category. Be specific (for example, do not just mention tax policy under economic, specify what tax policy you refer to)

SWOT Analysis - Overview
Summarise the SWOT analysis with a focus on factors and issues related to opportunities for change to improve/solve problems/ exploit organisational strengths. The SWOT builds on the analysis undertaken for the internal and external business environment in this document. Identify four (4) factors/section.

Policies and Practices
Perform a review of the current policies and practices in the organisation. (Are the policies and practices relevant and current? Would you change any work practice? Would you add or improve any existing policy?).
Summarise the outcome of the review and evaluate existing policies and practices.
(80-120 words)

Change Initiative Analysis
Once you have a clear understanding of the business and its environment, you can identify opportunities for the change initiatives.
Review:
• The PESTLE and SWOT analysis
• The company's policies and practices
• The company's strategic objectives (is there any change needed in the strategic direction of the company? Can the company achieve the strategic objectives in the current situation? Is any change required?)
Perform a GAP analysis.

Gap Analysis
Once you have completed your business situation analysis, you can identify:
• What opportunities the business could harvest
• What problems the business should resolve
and you can define:
• The desired future state of the company in clear business outcomes
Complete the following gap analysis:
• Identify the company's desired future state (for example, strategic direction/goals, opportunities that should be considered for business growth). - Four (4) items.
• Summarise the current state of the company based on your business situation analysis. - Four (4) items.
• Identify what gaps are there between the desired future state and the company's current state (for example, current inadequate/insufficient capabilities and resources, obsolete technology, operational issues, lack of organisational leadership, ineffective organisational culture etc.).
Four (4) gaps to be identified- all described in enough details (example: just saying that the existing technology is inadequate is not enough. You should be more specific: what technology? Why is the technology inadequate?)

Recommendations
Based on the gap analysis, address the following:
• Provide a detailed list and description, including the rationale for change, of the changes needed due to performance gaps, business opportunities, threats, or management decisions.
Five (5) changes.

• Based on your evaluation, provide recommendations on the top 3 change opportunity initiatives, ranked in order of urgency/importance. It is recommended that you consider cost Vs benefits for each recommended change initiative to inform decision-making when prioritising the change initiatives. Explain the reasons for prioritisation.

B) Consultation
Schedule a time with the trainer and assessor in week 3 of class and consult with:
• The CEO of the company (played by the trainer and assessor)
• A group of pertinent stakeholders: subject matter experts and operational managers in the organisation (played by a group of classmates)
in simulated work conditions.
This is a Role-Play.
Duration: 15-20 minutes.
The trainer and assessor will evaluate your performance during the consultation and provide feedback on the marking sheet.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.
Before the consultation
• Prepare the draft Change Initiative Opportunity Report
• Prepare a list of questions to ask the stakeholders to gather inputs and feedback
During the consultation
• Present the report and explain each part, focusing on the outcome of your internal and external business environment analysis to justify your recommendations
• Seek feedback and inputs from stakeholders
• Determine if there are additional change requirements that you did not identify in your report
• Review and prioritise the change requirements in collaboration with the group of stakeholders
• Communicate effectively using techniques such as summarising, rephrasing, questioning and active listening
• Clarify and confirm understanding
• Facilitate the consultation meeting and engage with the group
• Use this opportunity to build and maintain effective working relationships
• Use negotiation techniques if needed:
o Compromise, collaborate, compete or accept
o Be prepared to negotiate and identify the non-negotiable

o Be soft on the person and hard on the problem
o Leave behind your ego
o Listen actively
o Offer and expect commitment
After the consultation
1. Complete the meeting minutes (Template 2) according to instructions.

2. Summarise the changes to the Change Initiative Opportunity Report agreed on during the consultation.Record the changes in the space provided below.

Finalise the Change Initiative Opportunity Report (Template 1) based on the agreed on changes before submitting your assessment.

Task 2.2 Develop a change management strategy

This task requires you to:
1. Develop a change management strategy
2. Obtain approval from relevant authorities to confirm the change management process

A. Change Management Plan
Draft a Change Management Plan (Template 3).
You will finalise the plan after meeting with relevant stakeholders (see Task 2.2B).
Develop a change management plan to implement two of the change initiatives identified in the report in Task 2.1A.
The change management plan must include the following:
• Purpose
• Key roles and responsibilities
• Scope
• Rationale for the change initiative
• Cost-benefit analysis
• Stakeholder analysis and engagement strategy
• Communication strategy to promote the benefits of the plan and to keep stakeholders informed on progress regarding the change initiative
• Organisational readiness for change analysis
• Schedule
• Risk analysis
• Monitoring and control
• Human Resources
• Reporting Protocol
• Costs
• Training strategy
• Evaluation
A template for the change management plan is provided below (Template 3). Use the template and follow the instructions.

Template 3 -Change Management Plan
Write a brief statement on the purpose of the change management plan (20-30 words).

Organisational background and rationale for change
Address the following:
• Summarise the findings/outcome of the change initiative opportunity report. In your summary, include the rationale for change (reasons for change) as identified in the report.
• Develop a clear statement that explains how the two change initiatives link to the organisational objectives.
(50-100 words)

Scope and objectives of the change initiative
Address the following:
• Develop a scope statement that identifies the changes that will be addressed by the plan (what is included and what is not included in the change initiatives).
• Identify key objectives of the change management plan (Three (3) SMART objectives).
• Include a statement of work about the key tasks that need to be performed to execute the plan successfully (what needs to be done to initiate and complete the plan - five key (5) tasks).

Resources
Address the following:
• Identify critical resources needed to implement the change management plan (human, physical, services, technological). Specify if the resource will be sourced internally (I) or externally (E).
• Estimate the cost of each resource item that you have identified.

Budget and cost-benefit analysis
Address the following:
• Estimate the overall budget for the change management initiatives. Consider any contingency budget that has been planned to manage unforeseen circumstances.
• Conduct and summarise a cost-benefit analysis for the change initiatives. The summary should include:
o List of critical costs with a total $ estimate
o List of key benefits with a total $ benefits
o Formula: Total $ Benefits- Total $ Costs

Stakeholders and communication strategy
Develop a register of the stakeholders that will be involved in the planning and implementation of the change initiative. Five (5) stakeholders must be identified.
• For each stakeholder, perform an analysis of their interest and power in the change project and summarise the outcome of your analysis in the table provided.
• For each stakeholder, provide a brief summary of your strategy to engage them in the change initiative.

Develop a strategy to communicate the benefits of the change initiative and the progress towards implementing the plan. The strategy will contribute to promote the benefits of the change to the organisation and to minimise loss.

Reporting protocols and decision-making
Identify reporting protocols and decision-making lines for the change initiative
Produce a RACI chart to identify reporting and decision-making lines to be agreed upon clearly. A RACI chart template is provided below.
Remember:
o Responsible R: a person who performs an activity or does the work.
o Accountable - A: person who is ultimately accountable and has Yes/No/Veto.
o Consulted - C: a person that needs feedback and contribute to the activity.
o Informed - I: a person that needs to know of the decision or action.

Schedule and Operational Activities
Develop a schedule for the implementation of the change plan that includes:
• Major deliverables (outputs) against each identified change
• Major actions associated with each deliverable
• Responsibility for each action or deliverable
• Timeline for completion (a completion date of a time range needed to complete the task -example 3 months).

Risk Management Strategy
Identify high and medium level risks of the change plan to plan for risk response. Please note that the risk response should be detailed (for example, just saying: mitigation of risk, is not satisfactory). Include risk/s relevant to barriers to change.
Identify seven (7) risks. Use the table below to document your analysis.

Support
Identify and describe what support and training activities will be provided to staff to:
• Support them through the change process (think about fatigues, stress, keep them motivated and involved)
• Provide them with the necessary competency, knowledge and skill to implement and carry on the change initiative (consider what is needed to implement the change and what is needed after the change is implemented)
Additionally
• Identify and outline key educational activities to promote the benefits of the change effort to groups and individuals
• Develop a training plan (four (4) training initiatives ), using a template like the table below:

Monitoring and control - Evaluation
1. Identify ad describe the key monitoring and control activities for the implementation of the change plan.
Consider:
• What needs monitoring

• How to monitor
• Who will monitor
• How the monitoring activities will be reported to the project (change) manager.
2. Identify how the implemented changes will be evaluated concerning the planned objectives, when the evaluation will occur, and how evaluation outcomes will be circulated and promoted to stakeholders.
(80-120 words)

B. Consultation and approval
Schedule a time with the trainer and assessor in week 4 of class and :
• Present the Change Management Plan for the two chosen change initiatives.
• Discuss the plan gathering feedback and inputs into the plan
• Agree on changes/refinements/adjustments to the plan
• Obtain approval for the plan confirming the change management process
Present the plan to a group of classmates who will play the executive and operational managers' role in simulated work conditions.
Duration: 20-30 minutes.
The trainer and assessor will evaluate your performance during the meeting (Role-Play).
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.
Before the meeting
• Prepare the draft Change Management Plan
• Prepare a list of questions to ask the stakeholders to gather inputs and feedback
During the meeting
• Present the plan and explain each part
• Seek feedback and inputs from stakeholders
• Determine and agree on any change/refinements/adjustments to the plan
• Communicate effectively using techniques such as summarising, rephrasing, questioning and active listening
• Clarify and confirm understanding
• Facilitate the meeting and engage the group of stakeholders
• Use this opportunity to build and maintain effective working relationships

• Use negotiation techniques:
o Compromise, collaborate, compete or accept
o Be prepared to negotiate and identify the non-negotiable
o Be soft on the person and hard on the problem
o Leave behind your ego
o Listen actively
o Offer and expect commitment
After the meeting
• Summarise the changes to the Change Management Plan agreed on during the meeting. Record the changes in the space provided below.

• Finalise the Change Management Plan (Template 3) based on the agreed on changes before submitting your assessment.
Please be advised that the trainer and assessor will check that the changes have been applied to and included in the Change Management Plan when marking your submission.

Task 3 - Implement and evaluate the change management strategy

You are a change management practitioner contracted by MMI Professional Education as Program Manager to:

a) Identify change requirements and opportunities to take MMI from the current business state to a desired future state
b) Develop a change management strategy and plan for two change initiatives (projects). The two change initiatives (projects) will form the program (change plan) that will deliver the identified change needs to achieve the desired future state
c) Implement the change management strategy (program)
d) Evaluate the change management strategy

It has been designed to evaluate your ability to/competency in:

i) Manage activities for the delivery of communication or education plans
j) Assess the performance of communication or education plan against objectives
k) Identify and respond to barriers to the change according to risk management plans and organisational objectives
l) Modify communication or education plan according to change program objectives

You are required to address the following:

m) Task 3.1 Implementation

n) Develop documents relevant to the implementation of the change initiative
o) Task 3.2 Case Study
p) Address a Case Study
q) Task 3.3Evaluation
r) Develop a lessons learned report

Complete the following activities:

Task 3.1 Implementation

Develop, populate, and submit the following documents:
a) Develop a Facebook (FB) post to publish on the company's FB page where the change initiative is announced. The content of the post must highlight the benefits of the change initiatives.
The post can be as simple as content+picture.
Document/add the post in the space provided below:

b) Write an email directed to a key stakeholder (your choiceof stakeholder - group or individual-, based on the scenario used for the assessment) to:
• Announce a significant achievement in the implementation of the change management plan (specify which achievement based on your Change Management Plan)
• Explain why this achievement is important.
Use Template 1 to write the email.
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

c) Develop a staff survey (five -5- questions) to ask employees impacted by the change initiative for feedback on how the change initiative has been implemented so far. Make sure that the questions gather useful feedback to:
• Evaluate response to change
• Assess the effectiveness of the change management plan (focus on one or two key deliverables from your plan)

Document the five (5) questions in the space provided below.

d) Develop a meeting agenda for the monthly senior management meeting where you will discuss issues that have occurred during the implementation of the plan.
Assume that the following issues occurred:
• 45% of surveys staff does not feel supported by line managers during the change process
• The quality of reporting needs improvement to gather more data about the progress of the implementation of the change management plan
• Delegation arrangements: you will be away for a week and you will delegate tasks to Jacob Black, your assistant
e) Prepare program outline for a training initiative (mention which one) designed to support employees during the change process. Include:
• Topic
• Date of training
• Participants (target audience)
• Training format
• Cost

f) Develop a code of conduct to support embedding the change in the organisation.
Develop:
• Two (2) ethical principles
• Two (2) workplace behaviour)
• Three (3) values)

Task 3.2 Case Study

Address the following Case Study.
Assume that the following has occurred when implementing the change management plan.

For each scenario:
• Outline what monitoring and control procedure/process was applied to identify the change/s in circumstances and/or issue
• Evaluate the impact of each scenario on the progress of the implementation of the change initiative
• Outline the strategy to respond to the scenario to mitigate the impact on the implementation of the change management initiative
• Outline the strategy to respond to barriers to change
• Determine what changes/adjustments are needed to the Change Management Plan

BSBPMG633 Provide leadership for the program

Assessment Task 1:
Question 1

Select three (3) behavioural models that may assist a Program Manager when leading a program. Explain how they would benefit the program and the Program Manager.
(50-100 words)
Question 2

Define program benefits and provide three (3) examples of program benefits.
(50-100 words)

Question 3
Outline 4 styles of communication and negotiating styles and techniques.

Question 4

Describe four (4) current ethics, equity and norms, regulations and legislations that are relevant to program management.

Question 5

Outline three (3) learning and development methods and strategies that you could use in a program.

Question 6

Address the following:
• Explain the importance of risk management in programs
• List four (4) inclusions of a risk management plan
• Summarise the risk management process, including strategies to trat risks
(100-150 words)
Question 7

Select two types and formats of program vision and compare them (effectiveness, clarity, similarities and/or differences).
(40-80 words)

Assessment Task 2

Task - Establish program vision and leadership environment

Task 2.1 Establish program vision and environment

Formulate and negotiate the program vision with the program board.
Schedule a time with the trainer and assessor in week 2 of class to present and negotiate the program vision with the program board, played by a group of classmates (Role-Play).
The trainer and assessor will validate your participation in the meeting and provide feedback on how you led and facilitated it on the marking sheet meeting.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.
Duration: 15-20 minutes.
Before the meeting
Develop a program vision statement for the program. Document the vision statement in the space provided below.
Explain how the program vision statement aligns with the organisation mission and values.
(30-50 words)
Explain how you will support relevant stakeholders to develop and sustain the program vision in your role as Program Manager.

During the meeting
• Greet the program board
• Explain the aim of the meeting
• Illustrate the program and present the program vision statement
• Identify key stakeholder objectives and expectations. Document them using the table provided below:

• Negotiate the vision statement with the program board
• Promote a commitment to the vision statement
• Respect differences of opinion
• Identify and manage differences in views and expectations. Document the identified differences in views and expectations (2-3) and how you managed them during the meeting in the table provided below:

• Use appropriate conventions and protocols to engage and interact with the board
• Use active listening and questioning techniques to confirm understanding
• Agree on any changes/refinements and finalise the vision statement
• Document the finalised program vision statement in the space provided below:

• Explain how the vision statement aligns with the mission and values of the sponsoring organisation
• Confirm how the vision statement aligns with the sponsoring organisation's mission and values with the program board. Document the outcome of the discussion in the space provided below:

• Discuss how you will support relevant stakeholders to sustain the program vision in your role as Program Manager. Confirm the approach in consultation with stakeholder and document it in the table provided below (3-4 approaches/activities):

• Develop a communication strategy to communicate and promote the program vision across the organisation.
Use the communication matrix provided in Template 1.
(6-8 stakeholder groups or individuals)

Task 2.2 Manage risks

A. Planning

Plan for socially responsible practice in the program. Address all the following:
• Determine and formulate explicit expectations for socially responsible practice in the program. (5-7)

B. Communication

Write an email (Template 2) to the project managers' team to communicate the explicit expectations for socially responsible practices.
Remind them of the importance of adhering to those practices and encourage them to promote them in their project teams.

The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.
(50-100 words)

C. Policy and procedures

Develop a high-level policy and procedures for individuals to safely report breaches of socially responsible practices within the program without fear of retaliation.
A policy must include, at a minimum:
• Title
• Purpose of the policy
• Scope of the policy
• Policy content with key performance indicators and high-level procedures
• Version control

D. Address threats to socially responsible practices

Assume that the following ethical issues have occurred when managing the program.
Address the issues in your role as Program Manager.

For each scenario:

• Detail what monitoring and control systems were applied to identify the issue
• Outline how each issue is addressed to ensure socially responsible practices are adhered to in the program.

E. Develop a brief risk management plan

Develop a brief risk management plan to manage risks pertinent to :
• Socially responsible practices within the program
• Stakeholder expectation management
• Issue resolution management
(5-7 key risks in total)
Use the risk register below to document risk analysis and treatment:

Assessment Task 3

Task 3.1 Support staff learning

Schedule a meeting with the project managers in week 5 of class.
The project managers will be played by a group of classmates (Role-Play). The meeting will be an opportunity to:
• Reinforce the program vision
• Identify learning needs and opportunities
• Communicate and agree on individual program roles
• Present plans for knowledge management
• Encourage learning as a key to program success

• Demonstrate leadership
• Coach the program managers to work towards the attainment of program benefits
• Answer questions from the program team and provide the information required

Duration: 20-30 minutes
The trainer and assessor will evaluate your performance during the Role Play.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play.
Before the meeting
• Prepare a detailed PowerPoint presentation to address ALL the following:

1. Explain what the team can expect from you as a leader and as an experienced Program Manager (3-4 expectations).
Include an explicit commitment to leading them effectively (you could use an inspirational quote).
List your behavioural expectations for constituent project managers.

2. Structure and illustrate the program roles (4-5 key roles in total).
During the meeting you will ask if the team agrees or if they would change anything.
Use the table below for this slide.

3. Develop a list of identified learning needs and opportunities.During the meeting you will ask if the team agrees or if they would add/change anything.

4. Develop and present a training plan for project managers. You will negotiate and finalise the plan during the meeting.
(4-5 formal training opportunities and two informal)

5. Develop and present a knowledge management strategy: what knowledge is essential to the program, how it will be collected, shared, and recorded.
Use the table below for this slide.

6. Plan for the involvement of project managers in program planning and implementation.
Mentor the project managers by explaining when they will be involved in program planning and implementation for feedback and inputs, and outline how this is a crucial learning process.
Use the table below for this slide.

7. Coach the project managers by explaining how errors can be a learning opportunity, encourage project managers to be open about the errors they make. Explain how learning supports working towards the attainment of program benefits. You could use an example from your own experience, a case study or a quote to illustrate your point.

8. Encourage the project managers to reflect on and review practice as a basis for learning.
Ask them to complete the stinky fish reflection exercise (adapted for the presentation); see the template below to use in this slide.

9. Prepare a Q&A slide.
• Prepare to ask the project managers who attended the meeting to complete the review form below (Template 1).
You will have to make sure that the participants complete the form and give it back to you to be submitted with your assessment.

Task 3.2 Evaluate leadership

Reflect on the learning in this unit, the work performed in the assessment, and your role as a program manager. Address all the following in the form of personal notes:
• Describe what leadership style, skills and behaviours are needed to manage the program effectively

• Describe what leadership style/s and skills you possess and what leadership style/s and skills you wish to develop
• Review the feedback received by the project managers and ask the project sponsor (trainer and assessor) for further feedback.
• Outline a plan to address improvement needs for future leadership roles and opportunities.
(80-150 words)

Attachment:- Lead and manage organisational change.rar