Operational Plan for King Edward VII College

Question

Task: Prepare a detailed and well-researched operational plan forKing Edward VII College whois considering expansion to establish 2 more campuses.

Answer

Introduction
King Edward VII College is considering expansion, to establish 2 more campuses. As the Operations and Finance Manager for the college, an operational plan needs to be developed liaison with the CEO. The operational plan for the two campuses will include the service delivery plan, financial plan, human resources plan, physical resources plan, information technology plan and time plan. These plans are covered in different sections of this report in detail and in-depth to understand the progress of the operational plan in the additional 2 campuses.

Part 1
Plan And Manage Resource Acquisition
PART 1: REVIEW THE HUMAN RESOURCE REQUIREMENTS
Post review of the HR policies and procedures, in liaison with the CEO and the Human Resource Manager, the required number of staffs needs to be approved for the expansion as per the required scenario. The table below indicates the number of staffs needed to be recruited to fulfil the strategic plan of the organization.

The College’s name will not be included in the initial recruitment advertisement. Initially there will be a recruitment of receptionist, 4 trainers, student services officers. But later on, these colleges will require additional staffs for Operations and Finance Officer, Administration Manager, Office Assistant and more trainers.

Part 2: Review The King Edward Vii College Purchasing Requirements
Memorandum
TO: Administration Team
FROM: Operations and Finance Manager
DATE: 20th March 2020
SUBJECT: Purpose of the purchasing policy & need to make all purchases accordingly
It is hereby informed that due to the expansion of the college, there are a lot of equipment that needs to be procured. The administration team is informed to adhere to the newly developed purchasing policy for placing any new requisition for new equipment for the campus. As per the new purchasing policy, the following principles should be followed while placing requisition of purchase for the new campus as stated below;

• Equipment description provided in brief
• Number/ quantity and type of the equipment as per the existing equipment in the campus
• Timelines that is required while making purchase of the equipment
• All supplier names along with their list of tenders stating prices of the equipment
• The requirement of the equipment to be received and approval of quotes will take place as per the purchasing policy

Part 3: Intellectual Property Rights And Responsibility
While recruiting and acquisitioning resources and services, the rights and responsibilities needs to be recognised and incorporated.Reviewing the HRand purchasing policy reveals that intellectual property rights and responsibilities guidelines and policy needs to be developed.

a) Intellectual Property guidelines:
New policy for King Edward college states that the intellectual property is the asset of the college. It will hence maximise its value, impact, accessibility and benefit in accordance to the interest of the college.The intellectual property has been acquired in a transparent manner with regards to the law and managing risks in an appropriate manner. The intellectual property rights will be treated in the same manner as any other law in the college. This guideline states ways to approach IP arrangements and encourage its usage in an appropriate manner. Any individual conducting any operation in regards to the IP needs to obtain prior permission.

b) The strategies to plan to incorporate or implement these rights and responsibilities in purchasing procedures and recruitment procedures includes,communicating with team members internally and also handing them out print out/ brochures of these rights. Another strategy includes holding small training sessions to make employees aware regarding the rights and responsibilities, then obtaining feedback for the same.

Operational Plan Template

Activity/ Project Summary
The operational plan will be to prepare a Service Delivery Plan, Financial Plan, Human Resources Plan, Physical Resources Plan, Information Technology Plan and Time Plan for the two campuses. The service delivery plan aims at service delivery to all the centre participants as well as internal services. It will also include individual and team work plans along with project plans for individuals. The financial plan includes planning for the annual budget, making cash flow projections, and cash management plan. The human resources plan includes any changes to the proposed volunteer or staff changes and professional development plan for management committee, volunteers, staffs and so on. Physical resources plan includes asset purchase or replacement plans, lease or purchase or buildings or vehicles, and capital works. The information technology plan includes forming a suitable plan such that administration and services can be rendered accordingly. Time plan will include a calendar comprising of all events and deadlines. This will ensure making management committee, staffs along with volunteers get a hint of such timelines.

Goals
S – The goal of the operational plan is to set up operations in 2 additional campuses such
that it can function in a smooth manner
M – Following will be the KPI measurement of the operation plan; Service Delivery Plan – Achieve at least 60% in organization work plan/ individual/team
work plan/ individual project plans
Financial Plan – Achieve at least 65% of annual budget/ cash flow projection/ cash
management plan
Human Resource Plan – Attain proposed staff or volunteer related changes and
professional development plan to 55%
Physical Resources Plan – Attain 60% of asset purchase/ replacement/ purchase or
leasing vehicles/ buildings/ capital works
Information Technology Plan – Achieve a minimum of 50% of the operational

IT plan
Time Plan–Attain goals within 70% timeline
A – The laid down operational plan is almost 60% attainable
R – The SMART goals is highly realistic in nature and can be achieved
within designated timeframe
T – The timeframe for achieving the SMART goals is 3 months

1. SWOT Analysis of Proposed Activity

2. Management & Organisation
The CEO of the organization is the head of the organization and will provide major direction for the operational plan.
Key staffs and personnel of the organization includes Marketing Manager, Human Resources Manager, Marketing Assistant, Operations and Financial Manager, Administration Manager, Office Assistant, Academic Manager, Receptionist, Student Service Officers along with 14 trainers.
Additional staffs to be hired for the 2 additional campuses includes student service officer, receptionists and 4 trainers.

Operational Plan
3. Human Resources
For operating the new 2 branches of the college a review of the HR policies and procedures, in liaison with the CEO and the Human Resource Manager, the required number of staffs needs to be approved for the expansion as per the required scenario. The table below indicates the number of staffs needed to be recruited to fulfil the strategic plan of the organization. Timeline for recruitment will comprise of 6 months maximum. The location for the various position will be either at Sydney or at Brisbane. The number of staffs needed to recruit will be 40 in total.

The College’s name will not be included in the initial recruitment advertisement. Initially there will be a recruitment of receptionist, 4 trainers, student services officers. But later on, these colleges will require additional staffs for Operations and Finance Officer, Administration Manager, Office Assistant and more trainers.

4. Equipment/ Resources
It is hereby informed that due to the expansion of the college, there are a lot of equipment that needs to be procured. The administration team is informed to adhere to the newly developed purchasing policy for placing any new requisition for new equipment for the campus. As per the new purchasing policy, the following principles should be followed while placing requisition of purchase for the new campus as stated below;

Equipment description provided in brief Number/ quantity and type of the equipment as per the existing equipment in the campus
Timelines that is required while making purchase of the equipment All supplier names along with their list of tenders stating prices of the equipment
The requirement of the equipment to be received and approval of quotes will take place as per the purchasing policy

The equipment for Sydney and Brisbane will consists of the following;
Telephones – 8 in number, staff computers – 10, printers, student computers – 20, iPads – 4, 2 scanners, staff desks and office chairs 10 in number, 100 chairs for students, 50 2-seater desks for students, 50 packs of A4 paper, 100 pens with the College logo and 10 staplers.

5. Estimated Budget

6. Intellectual Property Rights and Responsibilities
While recruiting and acquisitioning resources and services, the rights and responsibilities needs to be recognised and incorporated. Reviewing the HR and purchasing policy reveals that intellectual property rights and responsibilities guidelines and policy needs to be developed.

a) Intellectual Property guidelines:
New policy for King Edward college states that the intellectual property is the asset of the college. It will hence maximise its value, impact, accessibility and benefit in accordance to the interest of the college. The intellectual property has been acquired in a transparent manner with regards to the law and managing risks in an appropriate manner. The intellectual property rights will be treated in the same manner as any other law in the college. This guideline states ways to approach IP arrangements and encourage its usage in an appropriate manner. Any individual conducting any operation in regards to the IP needs to obtain prior permission. While each individual has the right to use IP, they need to obtain permission beforehand to do so. Moreover, every member using IP needs to do so in a responsible manner, to ensure it is not misused or misinterpreted.

b) The strategies to plan to incorporate or implement these rights and responsibilities in purchasing procedures and recruitment procedures includes, communicating with team members internally and also handing them out print out/ brochures of these rights. Another strategy includes holding small training sessions to make employees aware regarding the rights and responsibilities, then obtaining feedback for the same.

7. Key performance Indicators

8. Action Plan

9. Communication Plan

10. Risk Management
DepartmentPhysical assets and equipment
Date10th April 2020
Details of the Risk:
Location of the hazard

Description of the Risk

1. What is the likeliness of the risk to occur: Likely
2. If the risk was to occur what would be the consequences of it occurring:Severe
3. Using the included Risk Matrix chart and your responses from questions 1 and 2, what would you rate your overall risk as: High
4. Recommended Action to be taken includes frequent checking of electrical wires frequently to assure any electricity leakage. Conducting checks of chairs and computers frequently to make sure there are no defaults present.
5. In order to manage specific risk, steps of evaluation and monitoring needs to be taken. These steps of monitoring and evaluation will ensure that the risks will be managed, also document for such risk monitoring has to be maintained.

6. Referring to the hierarchy of control, engineering and administrative controls will be implemented as much as possible. When a hazard has taken place then engineering control will ensure that the people are isolated from the hazard, this will ensure saving accidents at the site of the hazard. Administrative controls will ensure way in which people work. Adopting evaluating and monitoring for staffs when they are working will ensure prevention of risks at the site of the hazard.

7. The responses identified are appropriate to the level of risk that areidentified from the matrix completed because it will enable mitigating the risks. Managing risks can be done in three ways either by avoiding it totally, transferring it or mitigating it. The responses such as engineering controls will allow preventing accidents when the risk has already taken place while administrative controls will allow mitigating such risks in the classroom or at the office of the college.

8. Post implementation of the new changes, evaluation and monitoring needs to be ensured so as to arrive at the intended results. By documenting cases of accidents taking place at these sites and comparing such results on the monthly basis, evaluation and monitoring will be possible. For example, comparing results of accidents of April related to the particular risks with that of May and June, might reveal details if the implementation of the new change has been successful or not. Another example is comparing accidents before and after implementation of the new changes will ensure whether the intended results have been arrived at or not. Third example includes comparing results of the administrative controls and getting results of engineering controls will reveal if the implementation has been appropriate or not. In case the accidents rates have dropped then the implementation have been successful otherwise necessary further actions will need to be planned.

11. Relevant Laws, Policy And Standards
Safe Work Australia established by the Safe Work Act 2008 relates to the project and activities in the case study. The operational plan complies with all possible relevant laws, standards and policy framework as provided by the King Edward VII College and external organizations. The operational plan caters to relevant laws such as Safe Work Australia, Health and Safety Work Standards Australia, and policy framework as designated by the college. Adhering to KPI score will enable adhering to standards, policies and laws as specified by external organizations.

This development of operational plan adheres with the King Edward VII College policies on Intellectual Property as in case of recruitment or advertisement the name of the college will not be disclosed. It is the responsibility of the employees to use IP of the organization with prior permission, though they reserve the right to use them.

12. CONTINGENT PLAN
3 Contingency Plans Alternative Plan

PART 2: ROLE PLAY
The operational plan is created will aim at achieving the strategic objectives. This role play will depict communication skills with relevant stakeholders, such as the administrative manager. This role play will explain the plan and provide information, get approvals, engage work teams and negotiate variations.

Operations and Finance Manager: The operational plan is designed to meet the operation of the 2 additional colleges to be set up.

Administrative Manager: Ok, what else. Operations and Finance Manager: You need to engage with your work teams and ensure that they understand their rights and responsibilities with regards to the plan. Service delivery plan and financial plan has been laid down along with respective KPIs which needs to be followed accordingly. Human ResourceManager:What are the rules for our department? Operations and Finance Manager: The college needs recruit, induct and develop personnel to meet its need. Recruitment needs to be conducted in line with policy and procedure of the organisation and abide by KPI score and perform to budget. Operations and Finance Manager: What are the process in regards to acquiring physical resources and services? Operations and Finance Manager: There is a contingency plan along with risk management plan laid down. In case of any suggestion, a variation in the plan can easily be accommodated. Each of the KPI scores and risk measures needs to be monitored frequently and performance needs to be documented.

PART 3

1. Calculation of profit and loss and variances
Profit and Loss- six months to Dec 16 – Year 1

2. Report to CEO
Dear Sir,
Kindly check the report below for evaluating the financial performance, variance performance and individual performance of each branch.
A) Financial Performance:The financial performance has been satisfactory in the actual figure reporting a positive of $22,600 in variance as against budgeted figure in Sydney Campus and $48,800 in Brisbane campus.

B) Variance Performance:The variance that are higher than 10% in the Sydney campus are Expense related to electricity and gas and office supplies in Sydney campus. For Brisbane campus it is for Electricity and gas, office supplies, and stationery.

C) Comparison of Performance:Performance of Brisbane campus is better in terms of profitability, however there are greater variances in expenses than anticipated.

D) Recommendation:In areas where expenditure is greater than 10%, measures needs to be taken to reduce costs. Such expenses needs to be monitored to ensure where it is getting overspend such that budgeted performance can be achieved.

E) New requirement:There will be variance in the original operational plan due to large enrolments for recruiting new Academic managers for each campus. This will lead to increase in wages and salaries and superannuation expenses.

3. MEMORANDUM
To: Staffs
From: Operational and Financial Manager
Date: 1st April 2020
Subject: Effective and economical use of resources
On the basis of review of expenditure on energy usage as documented in the profit and loss account, there needs to effective and economical use of resources. In order to conserve energy, one should;

• Adjusting regular behaviour to reduce energy consumption
• Replacing light bulb to LEDs
• Using smart power strips, such that it can be turned off during standby mode
• Purchasing making energy efficient appliances.
• Reducing water heating in office
• Using energy efficient windows
• Switching off lights and other appliances not in use
• Using drapes to keep rooms cool during daytime
• Insulting roof and windows
• Saving energy in the office kitchen

Role Play:
Operations and Finance Manager: Sir, we would really like to gain your approval regarding two Academic Managers. They will be effective in understanding requirement of the students and in conducting classes for them.

PART 4
1. Operational plan is important for business as it provides a clear understanding of all tasks and responsibilities corresponding with goals and objectives of the organization.

2. Four important Key result areas businesses should focus on are profitability, productivity, customer success rate and employee engagement score.

3. If a customer complaint regarding the quality of the product then I would ask the production department for quality check scores, distribution department for their distribution error rates, marketing department will be asked regarding the usp’s they are marketing and customer satisfaction consideration will be evaluated for the key factors of product quality.

4. Regulatory requirement necessary in an operational is Safe Work Act and Health and Safety Act.

5. The right staff will be recruited, selected and inducted by means of ascertaining his/ her qualification background and performance metrics in interview.

6. A contingency plan is a back up plan which is present when the original/ scheduled plan fails to take place.

7. A business’s valuable properties consists of brand names, trademarks and intellectual property; hence a business protects them.

8. Stakeholders who needs to be aware regarding the operational plan are the managers of varied departments, team managers, head of departments and staffs.

9. Key performance indicators helps performing in line with industry specific metrics, hence it is necessary to keep track of performance.

10. Financial data related to expenses and variance in expenses as contrasted to budgeted expenses will be needed for monitoring the implementation of the operational plan.

11. In order to measure success of a business plan KPIs which will be used are profit figures, productivity/output levels, cash flow figures and customer satisfaction rates.

12. Monitoring and evaluation will ensure all staff members are using every resource in a safe and economic manner as per the organizational policy.

13. The SIPOCC model reveals the process for transformation within a company which provides products or services. It is used for developing operational plan by process of input and output.

14. The operational plan will layout the organizational goals and objectives by complying with the policies and procedures of the organization.

15. A budget is aimed at defining the varied anticipated expenses and incomes of a company in future course of time. It allows the company to prepare and plan for such future expenses.

16. An operational plan usually includes policies and procedures of the organization.

17. In order to develop an operational plan, the various business processes are analysed and then a schedule of anticipated operation is drawn upon.

18. Budgeting process includes including all relevant incomes and expenses for a future time period and then jotting them down in form of financial statement with the head budgeted incomes/ expenses.

19. A balance scorecard is often adopted as an approach to measure business performance and it is much better when compared against KPIs. As balanced scorecards assigns separate scores against performance, it is much preferred method by varied businesses.

20. Benchmarking compares business performance against industry set benchmark as a way of measuring business performance.

21. The aim of Fair Work Act 2009 aims at resolving industry dispute and solving employee related problems.

22. PCBU is a “person conducting a business or undertaking” is a term that is used in the WHS Act to define working arrangements. Their key responsibilities is to ensure that the norms of the WHS act is followed.