Bsbops501 - Manage Business Resources Assignment

Assessment Description

This assessment pack requires the learner to contribute to managing business resources. To complete this comprehensive assessment, the learner must complete 3 assessment tasks. For a task to be considered satisfactory, all elements of it must be complete.

On completion of the 3 tasks, the learner will demonstrate that they can:

• Analyse resource requirements

• Develop resource plans

• Allocate resources

• Review and report on resource usage

Introduction

• All students who have nominated a third party for their course must provide a completed third-party evidence collection form for this unit.

• You can nominate a third party here.

• Download the third-party evidence collection form.

• All documents must be:

  • Correctly named

  • Professionally presented and typed

  • Have your name in the footer of each page

  • Include a bibliography and in-text citations using the author-date method for more)

Assessment Task 1 – Manage Business Resources – Plan 1

Task 1 Specifications

• Screenshot of Business Plan reviewed

• System Requirements Outline – Admin System

• Email to Michael Singh, Head of Operations

• Resource Bid (including Action Plan, risk management, and evaluation procedures)

• Email to Michael Singh (with Resource Bid attached)

• Resource Plan

• Emails to 2 suppliers

• Resource Usage Monitoring Procedure

• Email to admin staff with Monitoring Report attached

• Administration System Review Procedure

• System Monitoring Report

• Administration System Evaluation Report

Part A: Develop and Present the Resource Plan

1. Review the John Readings Business Plan to ensure that all resources you acquire and manage align with John Readings’ objectives and goals.

   • Submit a screenshot of the business plan as evidence.

2. Create a report titled: System Requirements Outline – Admin SystemBased on the case study, outline the requirements and research suitable systems.

   •  Outline administrative requirements in finance, marketing, sales, and office administration. Use a table if helpful.

   •  Research at least four administrative systems available in Australia. Include:

     • Name and key details of each system with website links

     • Pros of each system

     • Cons of each system

     • Estimated costings

     • Summary of initial thoughts on each

3. Draft an email to Michael Singh (Head of Operations):

   •  Request specific information on resource needs for the new admin system

   •  Explain how the new system can streamline information and resource sharing

   •  Present clear, succinct information and seek input where required

   •  Ensure respectful, clear communication with appropriate tone and vocabulary

4. Develop the Resource Bid (Plan)Use Michael’s response (Appendix 1) and select the most suitable system based on your research. Your document must include:

   •  Company name and/or preferred system

   •  Company profile and capability statement

   •  Budget allocated for the system

   •  Costs including installation and delivery (use a table)

   •  Need for subcontracting (if any)

   •  Internal resourcing capabilities required

   •  Action Plan with at least five actions, milestones, and delivery dates

   •  Relevant intellectual property (IP) rights

   •  Resource acquisition process (refer to Procurement documents)

   •  Risk management procedure with at least two risks and contingencies

   •  Evaluation procedure for resource allocation

   •  Alignment of the above with business objectives and resource sharing opportunities

5. Draft another email to Michael Singh with the Resource Bid attached:

   •  State the purpose of the email and the attachment

   •  Highlight key bid elements

   •  Request approval to purchase the system and allocate it within the administration department

   •  Mention monitoring procedures

   •  Present clearly, seek input and apply a professional tone

Part B: Allocate the Resources

1. Develop the Resource PlanNow that Michael has approved your Resource Bid, create a Resource Plan for acquiring and implementing the administration system.

2. Draft an Email to Your Selected SupplierNegotiate the price and acquisition timeline in line with your Resource Plan.

   •  State the purpose of the communication

   •  Briefly describe the problem and how the supplier’s solution addresses it

   •  Initiate negotiations explain why the supplier might consider better pricing or added value

   •  State your required acquisition timelines clearly

   •  Use effective communication and negotiation techniques

   •  Maintain a professional tone and vocabulary

3. Create a Document Titled: Resource Usage Monitoring ProcedureWith the agreement negotiated with the supplier, you need to develop a system for monitoring usage of the new system to ensure that it is being accessed and used appropriately. You need to consider how the system will be monitored, how often, and by whom. For this task, create a document titled Resource Usage Monitoring Procedure and:

   •  Procedure for monitoring:

     1. System usage

     2. Security

     3. Privacy

     4. Output

     5. Legal and ethical compliance

   •  Outline the process to be followed when any improvements or modifications to the system are identified and need to be implemented.

4. Draft an Email to All Administration StaffAttach the Monitoring Procedure and notify the team of its immediate implementation.

   •  State the purpose of the communication and highlight the attachment

   •  Explain why the monitoring procedure is important (benefits to staff and company)

   •  Confirm the timeline for implementation

   •  Use clear, engaging communication (What’s in it for them?)

   •  Maintain professionalism and appropriate tone

Part C: Review and Report on Resource Usage

Create a Document Titled: Administration System Review Procedure

As with all areas of business operations, you need to have a procedure in place to review the resource allocation against business objectives established in the case study and business plan. Create a document titled: Administration System Review Procedure and detail the steps that will be taken to review the success and ongoing improvements for the system.

1. Create a Document Titled: System Monitoring ReportUse the following scenario to address identified issues:

   • File naming is inconsistent, making document retrieval difficult

   • Departments are uploading directly, reducing inquiries, but increasing inconsistency

   • This affects timelines and overall productivity

   Include:

   • Identified issues and how they impact operations

   • A consistent file naming convention for staff to follow (with an example)

   • Process for implementing this convention across departments

2. Create a Document Titled: Administration System Evaluation ReportMichael Singh has asked for a performance review of the new admin system. Your report must include:

   •  Results of the recent monitoring activities

   •  Corrective actions taken to resolve identified issues

   •  Key outcomes from the implementation:

     • How the system improved information sharing

     • Reduced inquiries from other departments

     • Saved time for admin staff

     • Alignment with the initial requirements discussed with Michael

Assessment Task 2 - Manage business resources - Plan 2

• Screenshot of Business Plan reviewed 

• Printer Requirements Outline 

• Email to Michael Singh (for consultation purposes)

• Resource Bid (including Action Plan, procedure for risk management, and the procedure for the evaluation of resource allocation)

• Email to Michael Singh (with Resource Bid attached) 

• Resource Plan

• Emails to suppliers x 2 

• Email to Michael Singh (with table included) 

• Email to departments

• Resource Usage Monitoring Procedure

• Email to the administration staff with the Monitoring Report attached

• Printer Evaluation Report

Part A: Develop and Present the Resource Plan

1. Review Business Plan

   • Ensure resource acquisition aligns with organisational goals

   • Submit a screenshot of the plan reviewed

2. Create a report titled: Printer Requirements Outline

   • a. Outline business and departmental printer needs (Admin, Finance, Warehouse)

   • b. Research and include three suitable printers:

     • Estimated costs (purchase or lease)

     • Links to supplier websites

     • Value-adds or extra services provided

     • Estimated annual costs (servicing, ink, etc.)

3. Draft an email to Michael Singh for consultation:

   •  Request specific info about resource needs and budget

   •  Explain benefits of the new printers (info sharing, streamlined workflow)

   •  Use clear, respectful communication

4. Create a document titled: Resource Bid using Michael’s response (Appendix 2)

   •  Company name, profile, and capability

   •  Budget allocated for printers

   •  Costs include installation, lease/purchase, etc.

   •  Internal resourcing capabilities (maintenance responsibilities)

   •  Action Plan with milestones and dates for purchase, implementation, and monitoring

   •  IP rights, insurance, and rental terms

   •  Resource acquisition process (per Procurement Process)

   •  Risk management procedure with at least two risks and contingencies

   •  Procedure for evaluation of resource allocation aligned to business goals

5. Draft an email to Michael Singh with the Resource Bid attached:

   • a. State the email’s purpose

   •  Highlight key bid details

   •  Request approval for purchase and allocation to departments

   •  Mention the monitoring procedure

   •  Use clear, respectful tone

Part B: Allocate the Resources

1. Develop the Resource Plan

   Complete the plan using your research and details from Part A.

2. Draft emails to two selected printer suppliers:

   •  State the purpose of communication

   •  Explain why this supplier and product were selected

   •  Provide proposed price, terms, and any discount/value-adds

   •  Include required delivery and installation timeframes

   •  Maintain clarity, negotiation, and professional tone

3. Copy and complete the table below in a draft email to Michael Singh:

   Include specifications and costs, and make a recommendation.

   Recommendation: Select the most economical and functional printer.

4. Draft emails to Admin, Finance, and Warehouse Departments:

   • Announce printer allocation

   •  State the timeframe for installation

   •  Mention department preparation (if any)

   •  Indicate who needs to be present during installation

Part C: Review and Report on Resource Usage

1. Create a document titled: Resource Usage Monitoring Procedure

   • Procedure for monitoring:

     • Printer usage

     • Security

     • Output

     • Compliance with organisational standards

   • Improvement/modification process for printers

2. Draft an email to all admin staff

   • Attach the monitoring procedure

   • Explain its importance and implementation deadline

   • Confirm responsibility for monitoring

3. Create a document titled: Printer Evaluation Report

   • a. Report recent monitoring results (e.g., paper consumption, colour usage)

   • b. Reflect on how new printers helped departments and the overall organisation

   • c. Outline corrective actions (e.g., print quotas, training)

Assessment Task 3 – Manage Business Resources – Plan 3

Task 3 Specifications

• Screenshot of Business Plan reviewed

• Laptop Requirements Outline

• Email to Michael Singh (consultation)

• Resource Bid (with Action Plan, risk management, evaluation procedure)

• Email to Michael Singh (with Resource Bid attached)

• Resource Plan

• Emails to suppliers x 2

• Email to Michael Singh (with table)

• Email to Business Consultants

• Resource Usage Monitoring Procedure

• Email to admin and IT staff with Monitoring Report

• Laptop Usage Evaluation Report

Part A: Develop and Present the Resource Plan

1. Review the Business Plan to ensure laptops align with organisational objectives.

2. Create a report titled: Laptop Requirements Outline

   • Identify laptop needs for business consultants

   • Research at least 4 laptops:

     • Prices

     • Specs

     • Supplier links

     • Value-adds and services

     • Estimated annual software/license costs

3. Draft email to Michael Singh:

   • Request detailed resource requirements

   • Explain how laptops enhance business development processes and collaboration

   • Communicate clearly and professionally

4. Create a document titled: Resource Bid

   1.  Company name and profile

   2.  Budget and costing details

   3.  Software/licensing charges

   4.  Internal resource responsibility (e.g., IT)

   5.  Action Plan with 5+ milestones

Allocate the resources

1. Michael has approved the resource bid you have submitted, and you can now develop the resource plan and allocate the resources needed to obtain the new printers. Using the research into the suppliers and printers you conducted in Part A, complete the Resource Plan located here.

2.  Based on the two selected suppliers for the printers you have researched, prepare a draft email for each supplier, and negotiate the price and timeframe for acquisition that aligns to your plan.

3. . Copy the table below into a draft email to Michael Singh and detail the different costs and specifications associated with each printer. Make your recommendation based on this table and seek Michael's approval to purchase the three printers.

   • Clearly outline the purpose of the communication (including the attachment)

   • Summarise why you have selected the company and their printers (be clear on why)

   • State the final price to be paid (include any conditions, discounts and/or valueadds etc., that might apply)

   • Outline the servicing arrangements

   • Highlight compliance with the acquisition timeframe

   • Apply effective communication skills i.e., present information clearly, clarify information and seek input as required

   • Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

4. The new printers have arrived and need to be allocated to each department. Draft an email to each department and inform them of the new resource that is to be allocated and include timeframes for installation.

   • Clearly outline the purpose of the communication

   • Highlight the pre-planned acquisition timeframe and the timeframe scheduled for each department

   • Outline what (if anything) the department needs to prepare in advance

   • State who needs to be on hand during the installation and to receive initial instructions etc.

   • Apply effective communication skills i.e., present information clearly, clarify information and seek input as required

   • Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

5. With the agreement negotiated with the supplier you need to develop a process for monitoring the usage of the new printers to ensure they are being used appropriately. You need to consider how the number of copies, toner and paper consumption will be monitored, how often and by whom. For this task create a document titled: Resource Usage Monitoring Procedure and:

   • Provide a procedure for monitoring printer usage, security and output and the organisational requirements that need to be met to ensure compliance

   • Outline the process that will be followed when any improvements or modifications to the printer are identified and need to be implemented.

6. The administration team is responsible for monitoring the usage and consumption of the new printers. Draft an email to all administration staff and attach the monitoring procedure. Notify all administration staff of the importance of the procedure and confirm that the monitoring procedure is to be implemented immediately.

   • Clearly outline the purpose of the communication

   • Highlight the attached monitoring procedure and why it’s important

   • Confirm responsibility for and that the procedure is to be implemented immediately

   • Apply effective communication skills i.e., present information clearly, clarify information and seek input as required

   • Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

Part C: Review and report on resource usage

1. Michael Singh has asked you to report on the performance of the new printers and any adjustments you have had to make. Create a document titled Printer Evaluation Report and:

   • Detail the results of the recent monitoring (scenario) including what was monitored and for how long etc.

   • Highlight the key outcomes of the implementation of this new resource to the organisation in general as well as each department and how it has addressed the issues raised by Michael during your initial consultation (this will be your own reflection on how the new printers have met Michael’s requirements)

   • Outline the corrective actions you will be taking to address the issues.

Assessment Task 3 – Manage business resources - Plan 3

Task 3 Specifications

• Screen shot of Business Plan reviewed

• Laptop Requirements Outline

• Email to Michael Singh (for consultation purposes)

• Resource Bid (including Action Plan, procedure for risk management and the procedure for the evaluation of resource allocation)

• Email to Michael Singh (with Resource Bid attached)

• Resource Plan

• Emails to suppliers x 2

• Email to Michael Singh (with table included)

• Email to Business Consultants

• Resource Usage Monitoring Procedure

• Email to administration staff with Monitoring Report attached

• Laptop Usage Evaluation Report

Part A: Develop and present the resource plan

1. Review the John Readings Business plan to ensure that the resources you acquire and manage are in line with the John Readings objectives and goals. Submit a screen shot of the plan you have reviewed as evidence.

2. Before you meet with Michael you must first undertake the planning for the acquisition and implementation of the laptops. For this task, conduct the necessary research into the requirements for the new laptops based on the needs outlined in the case study. Create a report titled, Laptop Requirements Outline and, based on your research into suitable laptops that address the criteria in the case study, complete the following:

   1. Outline the requirements for the new laptops to meet the needs of the business and specifically the sales department and business consultants who will use them

   2. Research suppliers and models for laptops and include:

      1. Details of the estimated costings for four suitable laptops that you have researched (note: if there is value to be had you may consider leasing as an alternative option)

      2. Include details/specifications of the laptops and the links to any websites etc., you have used to gather your information

      3. List any value adds and/or additional services (including software provided) that may be built-in and/or provided

      4. Identify any additional costs each laptop might incur (i.e., software updates etc.,) and estimate annual costs associated with this.

3. Draft an email to John Readings head of operations, Michael Singh. The purpose of this email is to consult. Specifically, to establish and confirm the resource requirements and budget allocation for this project. Your email you will need to:

   1. Request specific information from Michael about the resource needs for the new laptops so that you can develop a bid and resource plan

   2. Outline succinctly how the new laptops could provide opportunities to share and store information across the organisation and/or department and/or business development team – making it streamlined and more effective. You may also want to focus on any opportunities embedded in software to automate business development processes as well as the facility to produce top grade presentations

   3. Apply effective communication skills to present information clearly, clarify information and seek input as required

   4. Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

4. With all the additional information you have collected from Michael’s response email (that you can find at the end of this document in appendix 3), create a document titled: Resource Bid and address the points below in detail for the acquisition of the new laptops:

   1. The name of the company, its profile and capability statement

   2. The budget allocated for the laptops

   3. Details of the costs associated with the four laptops including any software purchases and/or configuration and delivery charges etc., (note: consider the options for purchasing outright and/or leasing laptops)

   4. Detail the internal resourcing capabilities required for the new laptops e.g., who will be responsible for configuring and updating software etc.

   5. Include an Action Plan indicating milestones including delivery dates for purchase, implementation and monitoring of the new laptops

   6. Outline any intellectual property rights where relevant along with insurance and other conditions related to purchase/rental etc.

   7. Detail the resource acquisition process you will follow (refer to the John Readings Procurement processes in the case study documents)

   8. Develop the procedure for risk management to be followed and include at least two potential risks with contingencies

   9. Develop a procedure for the evaluation of resource allocation and how this aligns to the business objectives in the business plan and opportunities to share the resource across the organisation.

5. Draft an email to Michael Singh and attach your Resource Bid. Your email must request approval to proceed with the purchase, allocate the laptops and prepare for monitoring once they are ready to go. Your email must:

   1. State the purpose of the email (and attachment)

   2. Highlight key elements

   3. Request approval to purchase the laptops and allocate them to the business consultants

   4. Briefly mention the procedure in place for monitoring performance once received

   5. Apply effective communication skills i.e., present information clearly, clarify information and seek input as required

   6. Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

Part B: Allocate the resources

1. Michael has approved the resource bid you have submitted, and you can now develop the resource plan and allocate the resources needed to obtain the new laptops. Using the research into the suppliers and laptops in Part A, complete the Resource Plan located here.

2. Based on the two selected suppliers for the laptops you have researched, email both suppliers, and negotiate the price and timeframe for acquisition which aligns to your plan.

   1. Clearly outline the purpose of the communication

   2. Briefly explain why you have selected the company and their laptops

   3. State the price to be paid (include any conditions, discounts and/or value-adds etc., that might apply)

   4. Outline the required acquisition timeframe and clearly state when delivery etc., must be completed

   5. Apply effective communication skills i.e., present information clearly, clarify information and seek input as required

   6. Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

3. The new laptops have arrived and need to be allocated to each recipient. Draft an email to the business consultants and inform them of the new resource that is to be allocated and include timeframes for receipt of same. Your email must:

   1. Clearly outline the purpose of the communication

   2. Highlight the pre-planned acquisition timeframe and the timeframe scheduled for each consultant to receive their new laptop

   3. Outline what training needs to be undertaken and when

   4. Apply effective communication skills i.e., present information clearly, clarify information and seek input as required

   5. Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

4. With the agreement negotiated with the supplier you need to develop a process for monitoring the usage of the new laptops to ensure they are being used appropriately. You need to consider what will be monitored, how often and by whom (e.g. consider here: security, access i.e., AH/WH, password protections & privacy, use of company proprietary data and access including remote access, data storage requirements etc.)

   1. Provide a procedure for monitoring usage and security to meet compliance and organisational requirements

   2. Outline the process that will be followed when any improvements or modifications to the laptops and/or laptop software are identified and need to be implemented.

5. Administration and IT are responsible for monitoring the usage and consumption of the new laptops. Draft an email to all administration and IT staff and attach the monitoring procedure. Notify them of the importance of the procedure and confirm that the monitoring procedure is to be implemented immediately. Your email must:

   1. Clearly outline the purpose of the communication

   2. Highlight the attached monitoring procedure and why it’s important

   3. Confirm responsibility for and that the procedure is to be implemented immediately

   4. Apply effective communication skills i.e., present information clearly, clarify information and seek input as required

   5. Be clear, respectful, contain the details necessary, and reflect the appropriate tone and vocabulary for the context.

Part C: Review and report on resource usage

1. Michael Singh has asked you to report on the performance of the new laptops and any adjustments you have had to make. Create a document titled Laptop Usage Evaluation Report and:

   1. Detail the results of the recent monitoring

   2. Outline the corrective actions you will be taking to address the issues 

   3. Highlight the key outcomes of the implementation of this new resource to the organisation and how it has addressed the issues raised by Michael during your initial consultation (this will be your own reflection on how the new laptops have met Michael’s requirements).