BSBOPS502: Manage Business Resources Learner Assessment Pack

Assessment Task 1

Scenario: John Readings Administrative Processes

You are a manager in the administration department of John Readings.
The organisation has experienced rapid growth and requires a new administration system to manage staff, processes, and reporting efficiently. You are tasked with planning, implementing, and monitoring this system.

Develop and Present the Resource Plan

1. Review Business Plan

• Review the JohnReadingsBusinessplan to ensure all resource acquisition aligns with organisational objectives and goals.

• Submit a screenshot of the reviewed business plan as evidence.

2. System Requirements Outline – Admin System

• Requirements for Administration Processes:

Department Requirements Finance Budgeting, accounts payable/receivable, reporting, compliance tracking Marketing Campaign management, customer engagement tracking, reporting Sales Order tracking, CRM integration, sales reporting Office Admin Document management, scheduling, communications, internal workflow

• Research of Administrative Systems Available in Australia (example):

System Name Pros Cons Cost (AUD) Website System A Cloud-based, scalable High subscription fees $5,000 www.systema.com System B Easy integration with CRM Limited reporting features $4,500 www.systemb.com System C Comprehensive finance management Requires IT support $6,000 www.systemc.com System D User-friendly, good training Fewer customization options $4,800 www.systemd.com

• Initial Thoughts: Select the system with the best balance of cost, scalability, and usability for John Readings.

3. Draft Email to Head of Operations 

Purpose:

• Request resource needs for new administration system.

• Highlight opportunities for shared information and streamlined processes.

Key Points:

• Clear and concise communication.

• Seek input and approval for budget allocation.

• Maintain professional tone suitable for busy executive.

4. Resource Bid Document

• Company/Preferred System: [Selected System]

• Company Profile & Capability Statement

• Budget Allocated: [Insert Budget]

• Cost Breakdown:

Item Cost (AUD) System Purchase 5,000 Installation & Delivery 500 Software/Configuration 300

• Subcontracting Needs: Specify if external IT support is required.

• Internal Resourcing Capabilities: List staff responsible for system management.

• Action Plan:

Action Milestone/Date Purchase system 01/10/2025 Installation & setup 05/10/2025 Staff training 07/10/2025 System monitoring 10/10/2025 Evaluation & reporting 15/10/2025

• Intellectual Property Rights: Document ownership/licensing.

• Resource Acquisition Process: Refer to JohnReadingsProcurementProcesses.

• Risk Management Procedure:

Risk Contingency System downtime Backup procedures & IT support Staff misuse of system Training & monitoring

• Evaluation Procedure: Align resource allocation with business objectives and shared organisational access.

5. Email to Michael Singh with Resource Bid Attachment

• Purpose: Request approval for purchase and allocation.

• Highlight key elements of resource bid.

• Confirm monitoring procedure in place post-implementation.

Allocate Resources

• Develop Resource Plan for implementing system.

• Draft emails to suppliers to negotiate price and timeframe.

• Ensure emails clearly outline:

  • Purpose of communication

  • Problem & solution offered by supplier

  • Negotiation points (price, additional value)

  • Timelines for acquisition and delivery

Resource Usage Monitoring Procedure

• Monitor:

  • System usage

  • Security & privacy compliance

  • Output quality and organisational requirements

• Process improvements:

  • Implement changes when monitoring identifies issues.

Email to Administration Staff

• Attach monitoring report

• Explain importance of procedure

• Confirm immediate implementation

• Use clear and respectful tone

Review and Report on Resource Usage

Administration System Review Procedure

• Steps to review success of system and identify areas for improvement.

System Monitoring Report

• Address inconsistent file naming.

• Establish file naming conventions and provide example for staff to follow.

Administration System Evaluation Report

• Results from monitoring.

• Corrective actions taken.

• Key outcomes for organisation:

  • Reduced enquiries

  • Improved document storage and access

  • Alignment with business objectives

Assessment Task 2 

Scenario: John Readings Printers

• New printers required for Administration, Finance, and Warehouse.

• High-volume printing capabilities.

• Repeat process from Task 1: research, planning, acquisition, implementation, monitoring.

Develop Resource Plan

• Printer Requirements Outline:

Department Requirement Administration High volume, reliable, networked Finance High-quality print, secure document handling Warehouse High-speed, large paper capacity

• Research Suppliers and Models: Include cost, features, value-adds, annual costs.

• Draft email to Michael Singh for consultation:

  • Request resource needs

  • Explain how printers improve workflow and sharing of resources

Review and Report on Resource Usage

• Resource Usage Monitoring Procedure: Monitor printer usage, security, output.

• Draft email to administration staff attaching procedure.

• Printer Evaluation Report:

  • Monitor paper consumption, colour usage

  • Take corrective actions to align with budget and efficiency

  • Highlight key outcomes for departments

Assessment Task 3

Scenario: John Readings Laptop Acquisitions

• Purchase laptops for business consultants with remote access.

• Initial need: 4 laptops; potential future expansion.

• Repeat process from previous tasks: research, planning, acquisition, implementation, monitoring.

Develop Resource Plan

• Laptop Requirements Outline:

Requirement Detail Access Remote, Wi-Fi, server access Software Business apps, presentation tools Security Passwords, encryption, antivirus Scalability Additional laptops for future expansion

• Research suppliers/models, cost, specifications, value-adds.

• Draft email to Michael Singh for consultation: request requirements, highlight benefits for workflow and sharing.

Resource Bid Document

• Company Profile & Capability Statement

• Budget Allocated

• Cost Breakdown (purchase/lease, software, delivery)

• Internal Resources (responsible for configuration & updates)

• Action Plan:

• Risk Contingency Data security breach Encryption, IT monitoring Hardware malfunction Supplier warranty & support

• Evaluation Procedure: Align laptop use with business objectives and shared access.

Allocate Resources

• Develop Resource Plan for laptop acquisition.

• Draft emails to suppliers for negotiation (price, delivery).

• Email business consultants for allocation, training, and implementation.

Resource Usage Monitoring Procedure

• Monitor:

  • Usage, security, access

  • Compliance and organisational requirements

• Procedure for modifications and updates.

• Draft email to administration and IT staff attaching monitoring procedure.

Review and Report on Resource Usage

• Laptop Usage Evaluation Report:

  • Monitor data usage exceeding allocation

  • Identify corrective actions (increase data, adjust usage policies)

  • Summarize outcomes for business consultants and organisation

Assessment Requirements

The assessment involves three tasks focusing on resource planning, acquisition, implementation, monitoring, and evaluation for John Readings organisation. Key areas include administration systems, printers, and laptops.

Key Pointers to Cover:

1. Task 1 – Administration System

   • Review the business plan to ensure alignment with organisational goals.

   • Identify departmental requirements for Finance, Marketing, Sales, and Office Admin.

   • Research available administrative systems in Australia, weighing pros, cons, and costs.

   • Draft professional emails to Head of Operations and stakeholders for consultation and approval.

   • Develop a resource bid document including budget, cost breakdown, internal/external resourcing, action plan, intellectual property, and risk management.

   • Implement resource allocation and monitor system usage, security, output, and workflow efficiency.

   • Produce monitoring and evaluation reports, highlight corrective actions, and ensure alignment with business objectives.

2. Task 2 – Printers

   • Identify department-specific printer requirements (Administration, Finance, Warehouse).

   • Research suppliers, printer models, features, costs, and value-added services.

   • Draft emails for consultation and negotiation with key stakeholders.

   • Implement and monitor printer usage, security, output quality, and process improvements.

   • Prepare printer evaluation report highlighting cost-efficiency and departmental outcomes.

3. Task 3 – Laptops

   • Determine requirements for remote-access laptops for business consultants, including software, security, and scalability.

   • Research suppliers/models, cost, specifications, and value-adds.

   • Draft emails to stakeholders and suppliers for approval, negotiation, and allocation.

   • Develop resource plan, including action plan, risk management, and internal resourcing responsibilities.

   • Monitor laptop usage, security, compliance, and modifications.

   • Prepare laptop usage evaluation report summarizing outcomes and corrective actions.

Academic Mentor Approach 

The academic mentor guided the student through each task systematically to ensure clarity, structure, and adherence to assessment criteria:

1. Understanding Requirements:

   • Clarified objectives of resource planning, acquisition, monitoring, and reporting.

   • Emphasized alignment with organisational goals and shared access across departments.

2. Task Breakdown:

   • Task 1: Reviewed business plan, identified system requirements per department, researched administrative systems, and selected the best option considering cost, usability, and scalability.

   • Drafted professional emails to request approval, highlighting benefits, resource needs, and streamlined processes.

   • Created resource bid document with budget allocation, cost breakdown, action plan, risk management, and IP considerations.

   • Developed monitoring and evaluation procedures for system usage, file management, and process improvements.

   • Task 2: Followed the same structured process for printer acquisition.

   • Ensured department-specific requirements were documented, suppliers researched, emails drafted for negotiation and approval.

   • Developed monitoring procedures for output, paper consumption, security, and process efficiency.

   • Task 3: Applied similar approach for laptops.

   • Determined requirements for remote access, security, software needs, and scalability.

   • Drafted emails, created resource bid, action plan, and risk management procedures.

   • Developed usage monitoring and evaluation reports to ensure alignment with organisational objectives.

3. Implementation Guidance:

   • Mentor helped the student create timelines, allocate internal resources, and define responsibilities.

   • Ensured all emails, reports, and bid documents maintained professional tone and clear communication.

4. Review and Reporting:

   • Students were instructed to review system/printer/laptop usage, monitor outcomes, and document corrective actions.

   • Emphasis on data-driven evaluation and alignment with organisational goals.

Final Outcome

• Structured Resource Plans were prepared for administration system, printers, and laptops.

• Professional communications (emails to stakeholders and suppliers) were drafted.

• Monitoring and evaluation procedures were established, including reporting formats and corrective action guidelines.

• Resource acquisition, allocation, and risk management processes were clearly documented.

Learning Objectives Covered

1. Develop practical skills in resource planning and management.

2. Understand alignment of resource allocation with business objectives.

3. Learn to research, evaluate, and select systems or equipment based on cost, usability, and scalability.

4. Practice professional communication with executives, suppliers, and staff.

5. Apply risk management, monitoring, and evaluation procedures in a real-world scenario.

6. Gain experience in preparing reports, action plans, and documentation for organisational decision-making.

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