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BSBMGT402 Implement operational plan Assessment Details Qualification Code/Title Assessment Type Assessment – Time allowed Due Date Locati on Term / Year Unit of Competency National Code/Title Student Details Student Name Student ID Student Declaration: I declare that the work submitted is my own, and has not been copied or plagiarised from any person or source. Signature: ____________________________ Date: _____/_/_________ Assessor Details Assessor’s Name RESULTS (Please Circle) SATISFACTORY NOT SATISFACTORY Feed Feedback to student: Student Declaration: I declare that I have been assessed in this unit, and I have been advised of my result. I am also aware of my appeal rights. Signature___________________________ _______ Date: ______/_______/_________ Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback. Signature: _____________________________________ Date: ______/_______/___________ © Sydney City College of Management Pty Ltd RTO: 45203 CRICOS: 03620C Date Revision date Versi on Page 1 of 45 File Name: BSBMGT402-Assessment Tool Nov 2018 Nov 2019 1.1
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BSBMGT402 Implement operational plan

Assessment DetailsQualification Code/Title

Assessment Type Assessment – Time allowed

Due Date Location Term / Year

Unit of Competency

National Code/TitleStudent DetailsStudent Name Student IDStudent Declaration: I declare that the work submitted is my own, and has not been copied or plagiarised from any person or source.

Signature: ____________________________Date: _____/_/_________

Assessor DetailsAssessor’s NameRESULTS (Please Circle) SATISFACTORY NOT SATISFACTORY

Feed Feedback to student:

Student Declaration: I declare that I have been assessed in this unit, and I have been advised of my result. I am also aware of my appeal rights.

Signature__________________________________Date: ______/_______/_________

Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback.

Signature: _____________________________________Date: ______/_______/___________

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Instructions to the Candidates

This assessment is to be completed according to the instructions given below in this document. Should you not answer the tasks correctly, you will be given feedback on the results and gaps in knowledge. You will

be entitled to one (1) resubmit in showing your competence with this unit. If you are not sure about any aspect of this assessment, please ask for clarification from your assessor. Please refer to the College re-submission and re-sit policy for more information. If you have questions and other concerns that may affect your performance in the Assessment, please inform the

assessor immediately. Please read the Tasks carefully then complete all Tasks. To be deemed competent for this unit you must achieve a satisfactory result with tasks of this Assessment along

with a satisfactory result for another Assessment. This is an Open book assessment which you will do in your own time but complete in the time designated by your

assessor. Remember, that it must be your own work and if you use other sources then you must reference these appropriately

Submitted document must follow the given criteria. Font must be Times New Roman, Font size need to be 12, line spacing has to be Single line and Footer of submitted document must include Student ID, Student Name and Page Number. Document must be printed double sided.

This is Individual Assessments. Once you have completed the assessment, please provide the Hard copy of the Assessments to your Trainer/ Assessor.

Plagiarism is copying someone else’s work and submitting it as your own. Any Plagiarism will result in a mark of Zero.

Learner Instructions 1 (Implement operational plan)

Submission details

Students Name

Student ID

Group

Assessor’s Name

Assessment Date/s

The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for details.

Performance objective

You will demonstrate the ability to implement operational plans.

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Assessment description

In response to the scenario provided, you will consult with your manager (assessor) to determine resource requirements, develop a detailed action plan for the implementation of an operational plan, identify and use KPIs to monitor performance, develop a contingency plan, and develop a written proposal (simple business case) for fulfilling resource requirements in accordance with organisational policies and procedures.

Procedure

1. Consider the scenario, task and supporting documents provided in the appendices.

2. Prepare to consult with your manager (assessor) and agree on a time.

3. Consult with your manager. Discuss:

a. resource requirements

b. options for implementing operational plan

c. performance indicators

d. possible risks to implementation of operational plan and potential control measures and reporting – ensure you discuss possible impact on work teams and your proposals for providing information and consultation with workers to ensure they are included in the planning process

e. problem-solving methods.

4. Develop a plan for implementing operational plan with respect to one resource (personnel, physical resource); include monitoring and reporting activities.

5. Develop a balanced scorecard for use in performance management of a team leader.

6. Develop a contingency plan for managing a risk to implementation. Include consultative activities.

7. Develop a one-page draft business case to propose resourcing. Include:

a. approximate cost for each item

b. explanation of benefit for organisation

c. summary of delegation authority and organisational procurement process.

8. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of all work submitted for your records.

Specifications

You must:

● meet with manager to discuss resourcing

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● submit action plan for implementation

● submit balanced scorecard for use in performance management of team leader

● submit contingency plan

● submit a one-page draft business case.

Your assessor will be looking for:

● oral communication and literacy skills to access and use workplace information, and to prepare draft recommendations

● numeracy skills to organise supply of resources and to use budgetary information to monitor performance

● knowledge of principles and techniques associated with:

○ contingency planning

○ methods for monitoring and reporting on performance

○ monitoring and implementing operations and procedures

○ resource planning and acquisition

○ tactical risk analysis including identification and reporting requirements.

Candidate: I declare that this work has been completed by me honestly and with integrity and that I have been assessed in a fair and flexible manner. I understand that the Institute’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks.

Signature: ___________________

Date: ____/_____/_____

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Appendix 1: Scenario – StorPlus Pty Ltd

StorPlus consists of three large supermarket distribution warehouses, which supply over 50 small to medium-sized independent supermarkets and convenience stores throughout southeast Queensland.

StorPlus warehouses trade seven days a week from 5 am to 5 pm. Each warehouse comprises a customer car park, delivery dock, dispatch dock, warehouse dry goods area, frozen goods area, five checkouts and an office complex and staff room. The business wholesales supermarket lines including dry food products, chemical cleaners, refrigerated foods, fresh and frozen produce, cigarettes, alcohol, etc.

The business uses a computerised resource management, distribution and point-of-sale system to monitor and control stock levels at each of three warehouses (Brisbane, Gold Coast and Caboolture). The main warehouse in Brisbane has an attached office space that accommodates senior management and head office administration staff.

Each warehouse employs approximately 20–30 people. Typically, the workforce of each warehouse comprises the following:

● one warehouse business manager

● picking and packing team, including manual loaders and unloaders, forklift drivers, etc.

● distribution team, including drivers

● checkout team.

Each team has one team leader. Payroll and accounting functions are managed at the Brisbane head office.

TaskIt is the beginning of the 2012/2013 financial year. You are the warehouse business manager for the Caboolture warehouse. Market research has indicated your warehouse has a great potential for growth this financial year. According to operational plans, the business plans to lift distribution capacity by 15% overall to meet projected demand. The target for your warehouse is 20%.

You will need to consult with the operations general manager to discuss:

● resource requirements

● options for implementing operational plan

● performance indicators for team leaders to adhere to operational plan

● possible risks to implementation of operational plan, control measures and consultative process.

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Your manager possesses the information you need; however, you will need to plan your meeting carefully and consider questions you will need to ask in order to gather necessary information to complete this task.

Your budget for HR resourcing is $300,000 per annum and your budget for new plant and equipment is $250,000.

In order to raise distribution capacity by 20%, all resourcing measures will need to be in place by the end of the first quarter and show 20% improvement in distribution capacity by the end of the second quarter.

You will need to:

● develop an implementation plan

● use performance measures to develop a balanced scorecard for use in performance management of a team leader in your team

● undertake a risk assessment and develop a contingency plan for identified risks

● develop a one-page draft business case for resourcing that the operations general manager may use to make proposal to the board of directors.

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Appendix 2: Business plan (excerpt)

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From StorPlus business plan FY 2012/13

Mission● To provide the highest quality supermarket service to our valued

wholesale customers.

Vision ● To establish, within five years, the reputation of StorPlus as the

premier supplier of independent supermarkets in southeast Queensland.

Values ● customer satisfaction and quality● innovation and continuous improvement● teamwork● high-performance● health and safety.

Strategic directionsThe strategic context in which StorPlus will achieve its mission and vision is through:

● engaging with customers ● maintaining superior product line● increasing market share● increasing profitability through growth● growing distribution capacity● supporting innovative thinking, management and leadership skills● creating a high-performing organisation.

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Appendix 3: Budget

StorPlus 2012–13 Budget

Income:

Revenue $10,896,432 Sales of all products for the period.

Interest $187,000 Interest earned.

COGS $3,047,850 Cost of goods sold.

Total income $8,035,582 Gross profit.

Expenses:

Wages, salaries $3,567,890 Wages, salaries, superannuation, workcover insurance, payroll tax.

Consultancy fees $67,000 Development and maintenance of IT systems, accounting system, ERM system.

Communication expenses $56,000 Telephone, ISP costs, IT support.

Staff travel, transport and accommodation

$45,500 Cost of staff travel and associated costs for sales, etc.

Premises expenses $350,000 Rent, electricity, maintenance, cleaning.

Capital expenditure $589,000 Purchase of warehouse plant and equipment, vehicles, etc.

Depreciation and amortisation

$277,569 Capital equipment that is depreciated.

Office supplies $78,068 Printing and stationery, postage, amenities.

Professional fees (consultants, legal and audit), insurances, taxes and charges, subs and memberships

$22,187 Audit fees, external accounting costs, bank charges, insurance except workers comp.

Total expenses $5,053,214

Surplus $2,982,368 Net income before tax.

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Appendix 4: Operational plan

StorPlus operational plan

StorPlus operational plan (summary) FY 2012/2013

Objectives Performance measures Tasks

1 Engage with customers:

● raise organisational profile by 20%

● improve customer satisfaction performance by 10%.

● Percentage of wholesale customers with overall positive view of StorPlus.

● Number of wholesale customer complaints (delivery times, product quality).

● Conduct quarterly wholesale customer surveys.

● Training needs analysis and training of employees, especially sales employees.

● Continue to collect information from wholesale customers on desired/required:

o stock items

o delivery timelines.

● Reduce quality variation.

2 Increase distribution capacity by 15% overall within financial year.

● Productivity figures for individuals/teams:

o time spent picking order

o average time spent building skills/building skills of others

o time loading/unloading vehicles

o number of accidents spoiling goods

o average delivery times from order to delivery.

● Investigate resourcing needs for StorPlus: personnel, plant and equipment.

● Fulfil resourcing needs in accordance with policies and procedures.

● Development of contingency planning.

3 Control direct and ● General ledger accounts; financial ● Renegotiate with suppliers.

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BSBMGT402 Implement operational planindirect costs of operations within budget.

statements:

o wages

o cost of goods sold

o $ value of wasted or spoiled items.

● Research potential new suppliers.

● Reduce expenses due to wastage.

● Encourage management engagement with employees to achieve greater employee support of organisational goals.

● Greater use by managers of budgets to encourage restraint in work teams.

4 Engage workers with strategic goals of business and support professional development in line with strategic goals. (Targets to be set by individual managers.)

● Percentage completion of performance plans and performance management process.

● Numbers of coaching sessions completed.

● Numbers of operational-related training programs completed.

● Management engagement with employees to achieve greater buy-in of organisational goals.

● Regular coaching.

● Training needs analysis and training.

● Strategic goals included in induction program.

● Employee incentives for improved performance and leadership (development of other employees in line with strategic goals of organisation).

5 Improve health of employees (range of specific areas).

● Numbers of injuries (Target = 0)

● Numbers of absentees (Target = <3% of total hours).

● Training need analysis and training on machinery.

● OHS committee meetings.

● OHS risk assessment conducted regularly.

● Research possible introduction of OHS management system and employee wellness program.

● Research incentives for safe work achievement, healthy lifestyle.

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Appendix 5: Organisational structure

StorPlus organisational structure

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Board of Directors and CEO

Chief Financial Officer

Mary Zhang

Operations General ManagerPat Ellis

Warehouse Business Manager

1?

Warehouse Business Manager

2Silvio Fera

Warehouse Business Manager

3Alex Carron

Sales General Manager

Ahmed Khan

Sales Team Leader North

Sal Menez

Sales Team Leader South

Calvin Boothe

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Appendix 6: Procurement policy and procedures

StorPlus procurement policy

Purpose: The purpose of this policy is to ensure that the acquisition of resources is carried out consistently, fairly and transparently and in accordance with organisational requirements.

Scope: The scope of this policy covers the purchasing and acquisition of resources by employees and contractors of StorPlus.

Resources: Specific procedures for the implementation of this policy are available below and on the company intranet.

Responsibility Responsibility for the implementation of this policy rests with employees and management of StorPlus with responsibility for purchasing resources.

Relevant legislation, etc.:

● Privacy Act 1988 (Cwlth)

● Anti-Discrimination Act 1991 (Qld)

● Australian Securities and Investments Commission Act 2001 (Cwlth)

● Corporations Act 2001 (Cwlth)

● A New Tax System (Goods and Services Tax Administration) Act 1999 (Cwlth)

● A New Tax System (Goods and Services Tax) Act 1999 (Cwlth)

● Income Tax Assessment Act 1997 (Cwlth)

● Fair Work Act 2009 (Cwlth)

● Work Health and Safety Act 2011 (Qld)

● Work Health and Safety Regulation 2011 (Qld)

Updated/authorised:

8/8/2011 – Mary Zhang CFO

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14 Principles governing procurement process

1. Probity and ethical behaviourThe principle of probity and ethical behaviour governs the conduct of all procurement activities. Employees who have authority to procure goods and services must comply with the standards of integrity, probity, professional conduct and ethical behaviour. Employees or directors must not seek to benefit from supplier practices that may be dishonest or unethical.

2. Value for moneyValue for money is the core principle underpinning procurement. Contracted organisations must be cost-effective and efficient in the use of resources whilst upholding the highest standards of probity and integrity. In general, a competitive process carried out in an open, objective and transparent manner can achieve best value for money in procurement.

3. Non-discriminationThis procurement policy is non-discriminatory. All potential contracted suppliers should have the same opportunities to compete for business and must be treated equitably based on their suitability for the intended purpose.

4. Risk managementRisk management involves the systematic identification, analysis, treatment and, where possible, the implementation of appropriate risk mitigation strategies. It is integral to efficiency and effectiveness to proactively identify, evaluate, and manage risks arising out of procurement related activities. The risks associated with procurement activity must be managed in accordance with the organisation’s risk management policy.

5. Responsible financial managementThe principle of responsible financial management must be applied to all procurement activities. Factors that must be considered include:

● the availability of funds within an existing approved budget

● staff approving the expenditure of funds strictly within their delegations

● measures to contain costs of the procurement without compromising any procurement principles.

6. Procurement planningIn order to achieve value for money, each procurement process must be well planned and conducted in accordance with the principles contained in this document, and comply with all of the organisation’s policies and relevant legal and regulatory requirements.

When planning appropriate procurement processes, consideration should be given to adopting an approach which:

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● encourages competition

● ensures that rules do not operate to limit competition by discriminating against particular suppliers

● recognises any industry regulation and licensing requirements

● secures and maintains contractual and related documentation for the procurement which best protects the organisation

● complies with the organisation’s delegations policy.

7. Buy Australian made/support Australian industryEmployees who are involved in procurement activities must make a conscious effort to maximise opportunities for Australian manufacturers and suppliers to provide products where there is practicable and economic value. In making a value for money judgment between locally made and overseas sourced goods, employees are to take into account:

● whole of life costs associated with the good or service

● that the initial purchase price may not be a reliable indicator of value

● the quality of locally made products

● the record of performance and delivery of local suppliers

● the flexibility, convenience and capacity of local suppliers for follow-on orders

● the scope for improvements to the goods and ‘add-ons’ from local industry.

8. Pre-registered list of contractors panelStorPlus shall maintain a pre-registered list of contractors, following a request for expressions of interest and an evaluation of the submissions. New contractors can request to be evaluated for inclusion on the existing pre-register list at any time.

This list is reviewed at regular intervals, with admission of interested parties on a rolling basis. Care should be taken to ensure that such lists are used in an open and non-discriminatory manner. StorPlus encourages new contractors to provide information on their experience, expertise, capabilities, areas of interest, fees, and current availability. It is in the interest of the organisation that the pool of potential suppliers is actively maintained and updated. Employees should provide reports of their experiences in working with each contractor/consultant to assist future decisions concerning commissioning suitable contractors and consultants.

9. Avoid conflict of interestEmployees and directors are required to be free of interests or relationships in all aspects of the procurement process.

Employees and directors are not permitted to personally gain from any aspect of a procurement process.

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Employees and directors shall ensure that to the best of their knowledge, information and belief, that at the date of engaging a contractor, no conflict of interest exists or is likely to arise in the performance of the contractor’s obligations under their contract.

Should employees or directors become aware of potential conflicts of interest during the contract period, they must advise the CEO and directors immediately.

Prior to any situation arising with potential for a conflict of interest, complete disclosure shall be made to the CEO and directors to allow sufficient time for a review.

10. Report collusive tenderingEmployees should be aware of anti-competitive practices such as collusive tendering. Any evidence of suspected collusion in tendering should be brought to the attention of the CEO and directors.

11. Competitive process It is a basic principle of procurement that a competitive process should be used unless there are justifiably exceptional circumstances. The type of competitive process can vary depending on the size and characteristics of the contract to be awarded.

For purchases of low-value products and services (less than $50,000), less formal procedures may be appropriate. Purchases might be procured on the basis of quotes from one or more competitive suppliers.

For purchases of higher value products and services ($50,000 or more) under a formal arrangement, contracts may be awarded based on responses to specifications by at least two suppliers or service providers. Where there are justifiably exceptional circumstances, the CEO must first gain written approval from the board before procurement of goods or services on the basis of only one quote where the value meets or exceeds $100,000.

12. Direct invitation (selective or restricted tendering)A process of direct sourcing to tender may be used. This may involve:

● an invitation to organisations deemed appropriately qualified for a particular product or service (this may be appropriate for specialised requirements in markets where there is a limited number of suppliers or service providers)

● an invitation to tender to organisations on StorPlus’s pre-registered list of suppliers established on an open and objective basis. Where direct invitations are issued, organisations from which tenders are sought should be a good representative of all potential bidders in the market concerned. The number invited to tender should be sufficient to ensure adequate competition, and be no less than two where the value of the product or service is $50,000 or more, and should not be restricted for reasons of administrative convenience. Where there are justifiably exceptional circumstances, the CEO must first gain written approval from the chair of the board of directors before procurement of goods or services on the basis of only one quote where the value meets or exceeds

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$50,000. Selection from the list can be made in accordance with specified criteria. Selection may be based on factors such as overall suitability for the particular project by reference to experience, competence, and capability. The selection process should have particular regard to the need for equal treatment and reasonable distribution of opportunities.

13. Evaluation and contract awardFor projects being awarded, consideration will be given not only to the most economically advantageous tender, but also to the track record of the tender respondent and the degree of confidence that the panel has in the quality if the bid. It will be the normal practice to have the evaluation of tenders carried out by a team with the requisite competency.

14. Results of tendering processAll tender respondents should be informed in writing of the result of a tendering process immediately after a contract has been awarded.

Summary of procurement policy delegations

Purchase amount Required number of quotes

Comment

CEO and one director

Authority to sign contracts for products and services over $100,000.

Two or more competitive quotes for contracts over $50,000.

Detailed services contract required.

CEO Authority to sign contracts for products and services up to $100,000.

Two or more competitive quotes, or approval from board of directors.

Detailed services contract required for contracts over $20,000.

General managers

Delegated authority only through CEO

Authority to sign contracts for products and services under $50,000.

Two or more competitive quotes unless contractor appears on list of preferred suppliers.

Detailed services contract required for contracts over $20,000.

Warehouse business

Authority to sign contracts for

Two or more competitive

Provided they are within the approved

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managers products and services under $30,000.

quotes unless contractor appears on list of preferred suppliers.

budget and consistent with business/operational and strategic planning.

Detailed services contract required for contracts over $20,000.

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Expenditure payment approval form

For completion by person verifying payment

Date Invoice date:

Payee name:

Job/project number: Project title:

Description of payment:

Payment amount: $ ex GST inc GST

Signature of person verifying payment Signature of delegated manager

For completion by finance:

Account number Account name Amount

Total Payable: $

Approved: Date:

Director:

CEO:

Finance Manager:

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Appendix 7: Recruitment and induction policy and procedures

StorPlus recruitment and induction policy

Purpose: The purpose of this policy is to establish guidelines for the recruitment and selection of employees. StorPlus aims to attract and employ the most suitable person for the position who will support the organisation’s values, culture and goals in order to achieve its strategic directions. Recruitment and selection of employees will comply with all legal requirements, and with relevant equal opportunity, affirmative action and human resource management principles, policies and guidelines adopted by the organisation.

Scope: The scope of this policy covers the recruitment and induction by employees and contractors of StorPlus.

Resources: Specific procedures for the implementation of this policy are available below and on the company intranet.

Responsibility

Responsibility for the implementation of this policy rests with employees and management of StorPlus with responsibility for participating in the recruitment and induction process.

Relevant legislation, etc.:

● Privacy Act 1988 (Cwlth)

● Anti-Discrimination Act 1991 (Qld)

● Income Tax Assessment Act 1997 (Cwlth)

● Superannuation Guarantee (Administration) Act 1992 (Cwlth)

● Fair Work Act 2009 (Cwlth)

● Work Health and Safety Act 2011 (Qld)

● Work Health and Safety Regulation 2011 (Qld).

Updated/authorised: 8/8/2011 – Mary Zhang CFO

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PrinciplesThe following principles guide decision-making in relation to recruitment and selection of employees.

● The aim of the recruitment and selection process is to appoint the most suitable person to the position.

● Recruitment of new employees will only be undertaken after capabilities of existing workforce have been taken into account and training options sufficiently explored.

● Recruitment and selection will be informed by the organisation’s strategic directions and priorities and will take place following an evaluation of the need for the role given the staffing requirements to achieve these directions and priorities.

● Recruitment and selection will be guided by requirements of relevant legislation and other relevant human resource management policies in use by the organisation such as equal opportunity and anti-discrimination policies.

● Recruitment and selection processes will be conducted on the basis of fair, equitable and respectful treatment of all applicants.

● Positions will be advertised on a range of sites including print and web media (where appropriate), which are most likely to maximise the field of suitably qualified applicants.

● All appointments will be made on the basis of careful and consistent application of the principle of merit, and adherence to the key selection criteria and requirements of the position as outlined in the position description.

● Appointments will be made in open competition from the widest field of applicants attracted by both internal and external advertising.

● Recruitment and selection processes will be transparent, consistent, professional and timely. Accountability will be achieved by recruitment and selection processes being open and subject to appropriate scrutiny and review, having regard to the confidentiality of the applicants.

● All recruitment and selection processes will be conducted so as to ensure the confidentiality of the applicants and to preserve the integrity of the process.

● Decision-making is the responsibility of the chief executive officer or as delegated to the senior management team and/or nominee.

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To recruit employees

1. New jobs and job vacanciesThe occurrence of a vacancy is an opportunity to review the necessity for the post and its duties, responsibilities and grade.

Where the duties of a post have changed significantly, the manager must ensure that the job description is reviewed.

When a vacancy arises, consideration must be given, prior to open advertising, to any employee for whom redeployment is being sought on the grounds of redundancy or disability.

For vacancies of less than three months, the manager may choose to fill the post by means other than advertising, for example by word of mouth or the use of agency staff.

2. Job descriptionA job description is a key document in the recruitment process, and must be finalised prior to taking any other steps. It must include:

● the job title (which must be gender neutral)

● the location of the job

● wage or salary scale for the position

● the line manager to whom the incumbent is responsible

● any posts reporting to the incumbent

● main purpose of the job

● main duties and responsibilities

● any special working conditions (e.g. evening or weekend work).

Items that should be included in job descriptions are:

● a note that indicates that, as duties and responsibilities change, the job description will be reviewed and amended in consultation with the incumbent

● an indication that the incumbent will carry out any other duties as are within the broad scope and purpose of the job as requested by the line manager.

3. Person specificationThe person specification is of crucial importance and informs the selection decision. The person specification details the knowledge (including necessary qualifications), skills and abilities, experience and aptitudes required to do the job. The person specification should be specific, related to the job, and not unnecessarily restrictive, for example, only qualifications strictly needed to do the job should be specified.

Great care must be taken if physical requirements are specified. Anti-discrimination legislation requires employers to make reasonable adjustments to jobs to make them suitable for people with a disability. It is therefore important that any physical

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requirement is stated in terms of the job that needs to be done. For example, a job may require that the appointee ‘must be able to travel to a number of different locations’. In this instance, it will be necessary to consider if an ability to drive is required, or whether or not reasonable adjustments can be made for non-drivers.

4. Publicising the vacancyAll posts must be advertised internally, unless a post is under three months’ duration, or the manager has designated a particular post as potentially suitable for a person for whom the organisation is seeking redeployment.

The majority of posts will also be concurrently advertised externally to maximise the chances of attracting the best candidate. Consideration should also be given to advertising in locations/publications likely to increase diversity in the workforce.

5. The application packApplicants will be able to request a recruitment pack by phone or email. Packs should also be made available to be downloaded directly from the organisation’s website. A log of the names and addresses of all individuals requesting an application pack will be taken for tracking and monitoring purposes.

The application pack will always include:

● applicant cover letter – includes closing date

● application form

● guidance notes for completing the application form

● equal opportunities monitoring form

● equal opportunities policy/statement

● criminal convictions declaration form

● job description

● person specification.

The pack may also include further information relevant to the particular post – e.g. annual report, organisational structure chart as appropriate.

6. Processing applicationsStaff must be aware that when dealing with enquiries about vacancies it is unlawful to state or imply that applications from one gender or from a particular racial group, age group, sexual orientation or religion/belief would be preferred (unless a genuine occupational qualification or requirement applies), and to do so may lead to a complaint of unlawful discrimination.

Care must also be taken that all applicants are treated in the same way, for example with regard to invitations to visit the department, informal meetings to discuss the vacancy, and provision of information. However, it is acceptable to respond to requests from individual candidates who demonstrate initiative in their preparation.

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The confidentiality of applications must be respected by all of those involved in the selection process.

7. Short-listingAfter the closing date has passed, applications from candidates may be short-listed. This decision should be based on evidence that the applicant has met the requirements of the person specification.

The original applications from all applicants, together with a written note of reasons for short-listing or rejection, must be retained for a minimum of six months from the date that an appointment decision is notified, in case of complaint to an employment tribunal. All photocopies of application forms must be shredded.

8. Criminal conviction declaration formsCriminal declaration forms belonging to candidates who have not been short-listed for interview will remain sealed and will be shredded. Short-listed candidates’ forms will be opened and checked for relevant convictions. If it is deemed that a conviction is relevant to the post, the candidate may be withdrawn from the list of interviewees. Further guidance on this can be found in the rehabilitation of offenders policy (and the application pack guidance notes).

9. Arrangements for interviewsLetters or emails to short-listed candidates should include:

● date, time and place of their interview

● travel directions to the interview venue

● a request that they contact the author of the letter/message if they have any special requirements in relation to the interview (related to access to the venue or any other special need related to a disability)

● if appropriate, details of any test or presentation they will be required to do, or anything that they should bring with them (e.g. examples of work or proof of qualifications that are essential to the post).

It is best practice to write to candidates who have not been short-listed, but if this is not possible due to limited resources, the application pack should make clear that if not notified after a certain date or period, applicants should consider themselves not to have been short-listed.

10. InterviewingInterviews should be scheduled as soon after the closing date as reasonably possible.

The structure of interviews should be decided in advance by determining whether an interview panel will be assembled and what areas of questioning are required to cover all of the elements of the person specification. The question areas to be explored by each panel member should be agreed in advance to avoid overlap or repetition.

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The same areas of questioning should be covered with all candidates. Interview questions should be phrased so that they do not favour any one candidate and should be designed to seek evidence of how the interviewee meets the criteria on the person specification. Supplementary questions should be used to probe for further information or clarification where answers are incomplete or ambiguous. Care must be taken to avoid questions that could be construed as discriminatory (e.g. questions about personal circumstances that are unrelated to the job).

Interviewers (or interview panels if used) act for the organisation in making selection decisions and are accountable for them. Interview notes must be taken to help make an informed decision based on the content of the interviews. Such notes must relate to how candidates demonstrate their knowledge, skills, experience and abilities in relation to the person specification. Applicants can request disclosure of such notes in the event of a complaint. Obviously, any inappropriate or personally derogatory comments contained within the notes could be considered discriminatory and are unacceptable.

Disabled applicantsWhere the candidate being interviewed has a disability for which adjustments may need to be considered, the candidate’s requirements should be discussed with him/her once the planned questioning is complete. The outcome of these discussions must not influence the consideration of the candidate’s application. If the disabled candidate best meets the person specification, consideration must be made regarding what would be ‘reasonable adjustments’ to accommodate the needs of the person in question. On considering these, if it is considered that the adaptations needed would not be deemed to be ‘reasonable’ under anti-discrimination legislation, the manager will draft a letter to the applicant explaining why the adaptations cannot be made. Reasons for not making adjustments to the working environment must be both material and substantial, and must be documented.

11. Making a decision after interviewThe information obtained in the application, the interview, and in any selection tests will allow candidates to be assessed against the person specification and a selection decision to be made. The manager or panel chair must ensure that a written note of the reasons for selecting the successful candidate and rejecting others is made and placed on the recruitment file, together with the original applications and notes of all panel members, for a minimum of six months after the appointment decision has been notified to the candidates.

Interview proceedings are confidential and interviewers are free to divulge to others the decision reached only once the appointee has accepted the post.

The manager will make a provisional offer to the preferred candidate subject to satisfactory references and disclosures (if appropriate) being received.

12. FeedbackIt is good practice to offer applicants feedback after interviews and it is our policy to respond if requested. Feedback should be specific and honest. Panel members giving feedback must ensure that any feedback they give relates to the selection

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criteria for the post and that the words they use could not be taken to infer unlawful discrimination.

13. Pre-employment checksA number of employment checks are required to be undertaken before a formal offer of employment can be made. It must be ensured that any offer of employment given is a ‘provisional’ one, subject to receipt of documentation as shown below.

ReferencesReferences should only be used after the interview to confirm, but not influence, a decision. Candidates’ permission must be sought prior to seeking references.

Appropriate referees are those who have direct experience of a candidate’s work, education or training, preferably in a supervisory capacity, and a reference must be obtained from the current or previous employer.

References are confidential and must be sought ‘in confidence’. Panel members must return all copies of any references with the application forms and their interview notes to the manager on completion of the recruitment process. References must only be kept in the personal file.

Asylum and immigrationIt is a criminal offence to employ someone who does not have the permission to work in Australia. All external candidates at interview must therefore be asked to provide proof of citizenship, e.g., a passport or birth certificate. Note that it will be unlawful racial discrimination to carry out checks only on potential employees who by their appearance or accent seem to be other than Australian. Checks must be carried out on all external applicants.

Criminal conviction informationThe organisation will seek a disclosure (police check) for all posts. It should be noted that this may delay the offer of a position until the disclosure process is complete.

Pre-employment health check The organisation requires certain information prior to an individual commencing employment, to ensure that they will be able to perform the requirements of the job and give reliable service, and to ensure compliance with relevant health and safety regulations. The information is also required in order to establish whether any reasonable adjustments may need to be made to assist them in performing their duties.

QualificationsProof of trade or academic qualifications, and any other qualifications considered essential for the post, must be verified.

14. AppointmentOnly the manager can issue letters of appointment and place individuals on the payroll.

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15. Induction and probationAll new staff will undergo a probationary period during which they will be introduced to the main duties and responsibilities of their post. An induction program will be set out which covers information about the organisation and the employee’s post. An induction checklist can be found at the end of this policy.

16. RecordkeepingAll records relating to the recruitment and selection procedure will be retained only for as long as is necessary (generally six months), and will be securely destroyed thereafter.

Induction checklist

Item Responsible Officer Completed (Sign-off and date)

Hand out new employee folder, payroll documents and organisational policies

Team Leader/Manager

Introductions to all employees within team Team Leader/Manager

Role, responsibilities and performance expectations

Position description Team Leader/Manager

Mission, values and relevant areas of business plan/objectives

Team Leader/Manager

Work plan/performance expectations Team Leader/Manager

Performance evaluation Team Leader/Manager

Reporting relationships Team Leader/Manager

Organisational overview

History of the organisation Team Leader/Manager

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Item Responsible Officer Completed (Sign-off and date)

Organisational structure Team Leader/Manager

Office facilities and equipment

Bathroom, kitchen, etc. Team Leader/Manager

Introduction to work environment and tools Team Leader/Manager

IT system set up, logon and password, if applicable

Team Leader/Manager

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Appendix 8: Performance management policy and procedures

StorPlus performance management policy

Purpose: The purpose of this policy is to ensure performance management is carried out consistently, fairly and transparently and in accordance with organisational requirements.

Scope: The scope of this policy covers the performance management process by employees and contractors of StorPlus

Resources: Specific procedures for the implementation of this policy are available below and on the company intranet.

Responsibility Managers/team leaders will:

● carry out biannual formal performance review discussions

● monitor individual performance throughout the year, recording key events, observations of importance which relate to the performance, both positive and negative

● refer to the performance management guidelines when carrying out tasks related to the performance management system

● use the performance management documentation to record formal and informal performance reviews

● provide employees with the opportunity to participate and contribute to their professional and personal development

● provide employees with access to training and development, as reflected in the individual’s development plan

● provide employees with coaching and development throughout the review period

● provide employees with an opportunity to communicate their career development goals

● ensure employees complete their responsibilities in accordance with the performance management policy and process.

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Relevant legislation, etc.:

● Privacy Act 1988 (Cwlth)

● Anti-Discrimination Act 1991 (Qld)

● Fair Work Act 2009 (Cwlth)

Updated/authorised:

8/8/2011 – Mary Zhang CFO

To conduct performance reviewThe employee’s performance will be monitored and evaluated regularly throughout the year. The performance review encompasses three elements:

● an annual formal review discussion

● a six month follow-up discussion

● continuous monitoring of the employee’s performance.

1. Annual discussion

The annual discussion is a key step in the performance review process. Essentially, this step involves compiling all the information collected and assessed throughout the year relating to the employee’s performance. However, there should be no surprises in this discussion; it is merely a summary and review of the informal and formal reviews conducted throughout the year.

The key elements of the annual discussion are to:

● reflect on performance during the year

● clarify key responsibilities of the role and review the job description

● discuss successes as well as areas for improvement

● set agreed targets and performance standards for the next six months

● agree on key areas of development for effective performance in the role.

2. Documentation

The performance review documentation provides an important guide to record standards set, targets and development plans. It is important to use the correct forms to maintain the integrity of the information, and to help the manager and employee ensure the review is completed correctly.

3. Timing

Employee performance is to be formally reviewed every 12 months with a follow-up review in six months. A new plan should be completed at each annual appraisal discussion.

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4. Six month follow-up discussion

The follow-up review provides an opportunity for managers and employees to revisit targets, standards and development plans to:

● establish that progress is on track

● identify changes impacting on the achievement of targets and standards set

● discuss development plan progress or establish development plan

● modify standards and targets, if required.

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To implement performance review process

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Performance management plan template

Name/position: Manager: Review period:

Reference from operational plan (objective)

Key result area(strategic direction)

Indicator of success/performance

By when

Done/reported

Manager’s comments: Signature:

Date:

Staff member’s comments: Signature:

Date:

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