Reference no: EM133674534

Task - Case Study
The students are advised to carefully read the Case Scenario and complete the following activities.

The students are provided with the following templates to help completing the activities:
• Business Plan
• Change Management Plan Template
• Communication Plan template
• Contingency Plan template
• Case Study
Future Education Pty Ltd was established in the year 2016. This organization is the Registered Training Organization (RTO) which is providing the training to the students on the business courses. The college is delivering Certificate III in Business, Diploma of Business and Advanced Diploma of Business. Each course cost the students $10,000.
Currently, the College employs 12 staff members that include the CEO, Sales and Marketing Manager, Human Resources Manager, Operations Manager, Administration Manager, Office Assistant, Receptionist, Academic Manager, Student Services Officer and 3 trainers and assessors.
As per the one of the strategic objectives of the company (as mentioned in Business Plan) is making the Academic Processes digitalized. To start with, the organisation has introduced LMS (Learning Management System) for the students to upload their assessments online and for the Assessors to mark the work online as well.
However, in the initial first month of LMS implementation, the college has received number of complaints from students and Trainers & Assessors.
Following Feedback has been received by the students:
• Students are required to complete the declaration form to access every single document in LMS which is very time consuming.
• Students cannot see the feedback provided by Assessors
• The learning resources and deadlines are not easily located
You have been working as the Operations Managers and you have been advised by the CEO to conduct a meeting with Academic team including Academic Manager and Trainers and Assessors and identify the gaps as per feedback received from the students.

Task 3 - Case Study Activities

Activity 1 - Conduct research to find following information and develop a Brief report to discuss with the relevant stakeholders:
• Business Strategic Objectives
• Expectations from Students regarding assessments submission
• Expectations from Students regarding assessments marking and feedback to be provided to students
• Strategies to monitor and evaluate performance and sustainability of LMS and Assessors' performance
• How the Academic team could be more innovative
• How the students and staff members can contribute to continuous improvement

Activity 2 - Conduct a meeting with the Academic Manager and Trainers & Assessors.
During the meeting:

• Identify the opportunities for improvement
• Explain the team members the expectations from the students and trainers & Assessors
• Motivate and mentor the team how they can contribute to continuous improvement (Collect the information from internet on how the team members can contribute to continuous improvement)
• Coach team members how they can be innovative (Collect the information from internet on how the team members can be more innovative).
You should aim to add 15 minutes for mentoring and coaching session.
Assume that during the meeting, you have collected the following feedback along:
• Insufficient training provided to trainers on marking assessments online.
• The staff just got comfortable with cloud-based system that within two months LMS was introduced. The admin staff was not provided sufficient training on aXcelerate which was introduced one week after LMS for the admin processes. Staff finds it difficult to cope with the changes.
• As per Academic Manager, the LMS supplier does not respond to any questions or issues identified within the time frame
• As per Administration Manager, the results updated in LMS are not automatically updated in the admin system (aXcelerate) used.
• The LMS implementation success has been rated as 2/5
• No feedback area has been allocated in LMS

Activity 3 - Develop a Performance Report
Based on the feedback collected by staff during the meeting, develop the improvement report. The report must contain the following information at minimum:

• Purpose of the report
• Performance of LMS and Staff and variance from Organisational plan/Business plan
• Analysis of the changing trends in the workplace
• Analysis of areas of improvements in supply chain, and operational and service systems
• Gap analysis of supply chains, and operational and service systems and identify improvement needs and opportunities Learning opportunities for team members

Activity 4 - Write an email to all staff attaching the performance report
Introduce and summarize the content of the attachment. Write the details on what improvement needs and opportunities have been identified. Request the feedback and their agreement on the improvement needs and opportunities.
Make sure email structure and content is appropriate.
Assume that the relevant stakeholders are agreed to the identified improvement needs and opportunities. To implement the innovative processes, some of the improvements needs and opportunities have been identified as the changes of LMS functions (creating a separate folder for Learning Resources, adding the feedback space when marking assessments) and introducing Teams Lite to replace aXcelerate for the better compatibility to LMS and migration of data from LMS to Teams Lite and providing training to staff on the changes.
The change management plan should be implemented in next three months. You have provided with the budget of $10,000 for any activities to be added in the Change Management Plan.

Activity 5 - Develop the change management plan, communication plan and contingency plan for the changes as per scenario given above.
Use the Change management plan template, communication plan template and contingency plan template for this activity.

Activity 6 - Write an email to all staff advising them the changes to be made.
Attach the change management plan and communication plan with the email.
Introduce and summarize the content of the attachment. Advise the staff how the change will help organisation achieving its operational objectives and how the transition plan will be implemented.
Make sure email structure and content is appropriate.
Assume that LMS functions have been adjusted within the timeframe as requested, however, Teams Lite was supposed to be introduced in one month but 3 weeks have been passed and no confirmation from the Technician has been received yet on implementing this new system.

Activity 7 - Write an email to Technician.
You are required to write a follow up email to Technician about the confirmation and confirm the reason why there are delays in response.
Assume that the Technician has advised that an email had been sent to your organisation about two weeks delay in providing services and no response has been received by them yet.

Activity 8 - Write the email to CEO mentioning the above given issue.
Explain that your investigation to the issue shows negligence of the emails checked and you have lodged the issue in continuous improvement register.

Activity 9 - Report on continuous Improvement system and processes.
Write a short report on changes made for the continuous improvement purpose. Include the following in the report:
• Evaluation of continuous improvement systems and processes
• Establish Costs and Benefits of innovations and improvements
• Rewards you recommend should be provided to staff for continuous improvement, innovation, and learning
• How the feedback on continuous improvement, innovation, and learning would be provided to and received from the staff

Activity 10 - Write an email attaching the report developed in Activity 9 (Report on continuous Improvement system and processes)
Introduce and summarize the content of the attachments.
Make sure email structure and content is appropriate.