SITXFIN009 PROJECT PORTFOLIO

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PROJECT PORTFOLIO SITXFIN009 manage finances within a budget

First published 2022 Version 1.0 RTO Works www.rtoworks.com.au hello@rtoworks.com.au © 2022 RTO Works This resource is copyright. Apart from any fair dealing for the purposes of private study, research, criticism or review as permitted under the Copyright Act 1968, no part may be reproduced by any process without written permission as expressed in the RTO Works License Agreement. The information contained in this resource is, to the best of the project team’s and publisher’s knowledge true and correct. Every effort has been made to ensure its accuracy, but the project team and publisher do not accept responsibility for any loss, injury or damage arising from such information. While every effort has been made to achieve strict accuracy in this resource, the publisher would welcome notification of any errors and any suggestions for improvement. Readers are invited to write to us at hello@rtoworks.com.au . Hospitality Works is a series of training and assessment resources developed for qualifications within the Tourism, Travel and Hospitality Training Package.

Contents Introduction 4 Assessment for this unit 4 Assessment Task 1: Knowledge questions 5 Information for students 5 Questions 6 Assessment Task 1: Checklist 13 Assessment Task 2: Project 14 Information for students 14 Activities 15 Assessment Task 2: Checklist 28 Final results record 31 SITXFIN009 Manage finances within a budget 3

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Introduction Welcome to the Student Assessment Tasks for SITXFIN009 Manage finances within a budget . These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course. Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Hospitality Works Student User Guide . The Student User Guide provides important information for you relating to completing assessment successfully. Assessment for this unit For you to be assessed as competent, you must successfully complete two assessment tasks:  Assessment Task 1: Knowledge questions – You must answer all questions correctly.  Assessment Task 2: Student Logbook – You must manage finances within a budget for a case study organisation and then report on your findings. SITXFIN009 Manage finances within a budget 4

Assessment Task 1: Knowledge questions Information for students Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:  review the advice to students regarding answering knowledge questions in the Hospitality Works Student User Guide  comply with the due date for assessment which your assessor will provide  adhere with your RTO’s submission guidelines  answer all questions completely and correctly  submit work which is original and, where necessary, properly referenced  submit a completed cover sheet with your work  avoid sharing your answers with other students. Assessment information Information about how you should complete this assessment can be found in Appendix A of the Hospitality Works Student User Guide . Refer to the appendix for information on:  where this task should be completed  the maximum time allowed for completing this assessment task  whether or not this task is open-book. Note : You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that. SITXFIN009 Manage finances within a budget 5 i

Questions Provide answers to all of the questions below. 1. Provide a description of each of the types of financial records in the table. Financial record type Description Bank deposit slip Bank statement Business activity statement Credit card statement Invoice Journal entry SITXFIN009 Manage finances within a budget 6

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Financial record type Description Payroll / wages report Merchant statement Transaction report 2. Provide a description of each of the type of budgets in the table. Budget type Description Cash budget Cash flow budget Department budget SITXFIN009 Manage finances within a budget 7

Budget type Description Project budget Purchasing budget Sales budget Wages budget Master budget (i.e., organisation wide budget) 3. Explain each of the terms in the table that are factors to consider in preparing financial and statistical reports for a business. Term Explanation of the term Cash flow SITXFIN009 Manage finances within a budget 8

Term Explanation of the term Covers Expenditure Occupancy rates Sales performance Stock (inventory) level Staff costs Variances SITXFIN009 Manage finances within a budget 9

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Term Explanation of the term Wastage Yield Income Commercial account activity Commission earnings Daily, weekly and monthly transaction reporting 4. Explain the importance of a budget and budget control for a business. SITXFIN009 Manage finances within a budget 10

5. List two techniques a business can use for maximising budget performance. 6. Outline the term budget variance. 7. Document the reporting that is completed for the following cycles/periods and write down a procedure for each that is relevant to a hospitality business. Cycle What reporting should happen A relevant procedure Monthly Quarterly Annually 8. For two different accounting software programs of your choice, write down at least one function and one feature of each and how these can help in monitoring budgets. SITXFIN009 Manage finances within a budget 11

9. What information does an annual financial report contain and how should it be presented? 10. Discuss how a business will show the findings of the projected budget versus the actual budget and how this might be presented. SITXFIN009 Manage finances within a budget 12

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Assessment Task 1: Checklist Student’s name: Did the student provide a sufficient and clear answer that addresses the suggested answer for the following? Completed successfully? Comments Yes No Question 1 Question 2 Question 3 Question 4 Question 5 Question 6 Question 7 Question 8 Question 9 Question 10 Task outcome:  Satisfactory  Not satisfactory Assessor signature: Assessor name: Date: SITXFIN009 Manage finances within a budget 13

Assessment Task 2: Project Information for students You are required to manage finances within a budget for a case study organisation and then report on your findings. You will need access to:  your learning resources and other information for reference  software such as an accounting program or Microsoft Excel or similar  your Café Quarterly Budget  your Budget Report Template . Ensure that you:  review the advice to students regarding responding to written tasks in the Hospitality Works Student User Guide  comply with the due date for assessment which your assessor will provide  adhere with your RTO’s submission guidelines  answer all questions completely and correctly  submit work which is original and, where necessary, properly referenced  submit a completed cover sheet with your work  avoid sharing your answers with other students. Assessment information Information about how you should complete this assessment can be found in Appendix A of the Hospitality Works Student User Guide . Refer to the appendix for information on:  where this task should be completed  how your assessment should be submitted. Note : You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that. SITXFIN009 Manage finances within a budget 14 i

Activities Complete the following activities. 1. Carefully read the following information. Successful completion of this unit requires that you complete the range of tasks listed above. It is important that you provide evidence that you have successfully completed each task. Below is a guide to the skills and knowledge you must demonstrate when you are completing each activity step. We have provided several documents to assist you and you will find these in the student resources. You will need access to:  your learning resources and other information for reference  software such as an accounting program or Microsoft Excel or similar  your Café Quarterly Budget  your Budget Report Template .  space for a meeting. What do I need to demonstrate? During this task, you will be required to demonstrate a range of the skills and knowledge that you have developed during your course. These include:  managing a budget for a business over a three-month period that meets the specific business’ needs and including reviewing operating procedures and sourcing new suppliers.  Allocating budget resources including: o allocating funds according to budget and agreed priorities. o discussing changes to income and expenditure priorities with colleagues prior to implementation. o consulting with, as well as informing staff about resource decisions. o promoting awareness of the importance of budget control. o Maintaining resource allocation records.  Monitoring financial activities against a budget over the three-month period including: o identifying and using financial records to check actual income and expenditure against budget. o making sure that the reference records used are accurate. o Identifying and reporting significant deviations SITXFIN009 Manage finances within a budget 15

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o Investigating options for more effective management of deviations. o advising colleagues of budget status in relation to targets.  Identifying and evaluating options for improved budget performance including: o Assessing existing costs and resources and proactively identifying areas for improvement including:  discussing desired budget outcomes with colleagues.  undertaking research to investigate new approaches to budget management.  defining and communicating the benefits and disadvantages of new approaches.  factoring in the impacts on customer service levels and on colleagues when developing new approaches.  presenting clear and logical recommendations for budget management.  Completing financial reports relating to the budget including: o completing the required financial and statistical reports according to required timelines. o preparing and presenting clear and concise information to enable informed decision making. How will I provide evidence? Your assessor will provide you with templates to complete each task. You will find some detailed information about providing evidence; this will include:  a completed Café Quarterly Budget  a completed Budget Report. You will need to complete each activity and submit the completed templates at the end of each step completed. 2. Carefully read the following scenario. You are the café manager of a popular café within the Blue Healer Hotel and Spa. The owner has provided you with the budget for the next quarter and it is part of your responsibility to allocate resources and manage the finances within the budget. The budget has been increased in month three as this is a popular month where lots of visitors stay at the Blue Healer and neighbouring guest houses as there is a music festival on. As such, additional wait staff will be hired on a casual basis and less private catering jobs will be booked in as the café will be at its peak. SITXFIN009 Manage finances within a budget 16

Additional information:  The business uses local suppliers but due to a recent drought the cost of meat with the usual supplier, Fresh Farms, went up by 7% last month.  The café serves breakfast, light meals, light dinners and sharing plates, smoothies, coffee, pastries and is a local favourite for its homemade iced tea.  Due to the clientele of the hotel and health spa, and the area within which the Blue Healer is located, there have been a number of requests for more vegetarian and vegan options.  Apart from you and the owner (you also cook and prepare food) there is full- time chef named Navneet, two part-time kitchen porters and casual wait staff employed.  There has been a pattern of food wastage in the past two months with too much fruit purchased that spoiled before it could be used as the iced tea became so popular that not as many smoothies were made and sold.  The food budget has blown out over the past three months, but the owner can’t increase it as the profit from the café is being invested into building and landscaping works to create an outside undercover area that will double the capacity of the café.  The business uses Wave Accounting free online software for recording income and expenditure but makes use of Excel spreadsheets for budgeting and planning purposes. SITXFIN009 Manage finances within a budget 17

3. Review past information and future budget and plan fund allocation. Review the following:  Case study and additional information above  Café Quarterly Budget – budget page  Café Quarterly Budget – past information page Look at the cost of sales figures related to food and beverage purchases which is the food and beverage budget that is allocated to you. Do some research and source some local meat suppliers in your area and check out the costs of menu items you have planned for previously in the past, or meals you are familiar with and see what that 7% could look like and the impact over a three-month period. Bring this information with you to the meeting in the next activity step to provide recommendations to the owner. Think about how you can work effectively with the budget allocated to you and the changes you could make to manage the finances more effectively. Make notes on your research and findings for use in the following activity. SOLUTION: Supplier Food/Beverage Cost Increase 7% TOTAL Meat Food $8500 $595 $9095 Cakes & Pastries Food $2000 $140 $2140 Coffee beans & Flavoured syrups Beverages $4000 $280 $2480 Soft Drinks Beverages $1200 $84 $1284 Fruits for smoothies Beverages $1000 $70 $1070 Baking supplies Food $500 $35 $535 Milk & Sundries Food $1500 $105 $1605 Vegetable crates Food $2000 $140 $2140 TOTAL $20,700 $22,149 SITXFIN009 Manage finances within a budget 18

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The increase in 7% of the total cost would create a difference of $1149, pushing the budget beyond the allocated food and beverage the solution to prevent such further discrepancies and mitigate any factors the company should prepare a contingency plan and add 10% + or – room for discrepancy into the budget so that the overall cost wouldn’t go beyond the allocated budget. SITXFIN009 Manage finances within a budget 19

4. Have a meeting with the owner to discuss the budget and fund allocation. Now that you have reviewed all the information, have a meeting with the manager (your assessor) at the date and time advised to discuss any concerns, priorities and changes you would like to make before you allocate the funds. Review the new suppliers you have sourced with your assessor. During the meeting, you will need to demonstrate effective communication skills including:  speaking clearly and concisely  using non-verbal communication to assist with understanding  asking questions to identify required information  responding to questions as required. SOLUTION: Meeting with the owner: Me: Hello, how are you? Prop: I’m doing great, let’s talk about the assets and spending portion Me: Sure, as you know that since there was a dry spell the ranchers have extended their costs by 7% which increment our general costs on new food, diary and meat. Prop: What do you suggest for the present situation? Me: Since there has been an increment of consumption and we can adapt to expanding our own costs of cooking charges, food and refreshment to cover the extra costs or we could bring down our working costs. Anyway, bringing down working costs would mean an abatement in our general ability to work during such active occasions and lead to decrease in income and net benefits. Prop: Are there any other choices close to that? Me: Additionally, we can likewise decide on another provider who will offer us in lower costs that coordinates with our financial plans. Prop: OK, that sounds reasonable, proceed with it. Me: Thank you for your time SITXFIN009 Manage finances within a budget 20

5. Allocate funds. Using the Café Quarterly Budget template – Fund allocation page, allocate the funds for the quarter to the relevant areas and what you will purchase from existing or new suppliers. Make notes in the relevant column to support your choice and rationale. Add or delete rows as necessary and apply cell formatting and the use of formula functions as necessary. Submit to your assessor. SOLUTION: This document is Quarterly budget for the unit SITXFIN009 Fund allocation Food Type Month 1 Month 2 Month 3 Food Sales 36000 36000 52000 Total 1,34,000 Beverages Type Month 1 Month 2 Month 3 Beverages Sales 24000 24000 40000 Total 52,000 Combined total 1,84,000 SITXFIN009 Manage finances within a budget 21

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6. Meet with your team. Briefly meet with Navneet (your assessor) to discuss the resource allocations and the planning for the next quarter in relation to fresh produce, reduction of wastage and recipe variation. Make sure that you discuss the importance of sticking to the budgeted allocations and discuss ways that food wastage can be avoided to ensure the budget is met. During the meeting, you will need to demonstrate effective communication skills including:  speaking clearly and concisely  using non-verbal communication to assist with understanding  asking questions to identify required information  responding to questions as required. SOLUTION: Welcome to the present meet where we will examine the significance of planning and how wastage of food in the bistro additionally contributes towards inability to remain inside the financial plan. Since planning grant to makes a going through course of action for cash. It ensures that bistro will reliably have adequate money for the things that are basic for bistro. Following a spending plan or spending plan will moreover keep the bistro free monetarily or help it work directly free monetarily if the bistro is by owning borrowers. Estimates that can diminish the food inside the bistro: 1. Avoiding buying past food 2. Efficient stockpiling of food 3. Maintain FIFO in food revolution 4. Implement temperature control 5. Adequate marking of food 6. Invest in good stock administration programming On the off chance that there are to be any wastage prior to sending them into the landfills. Talk to the nearby association and give the food as good cause to the poor individuals. The anticipation of wastage is likewise critical for remaining under spending plan and decreasing the costs. SITXFIN009 Manage finances within a budget 22

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7. Monitor activities – month 1. It is the end of month 1. You have kept to the budget and the funds have been allocated as you planned for. Using relevant software (such as an accounting program or Microsoft Excel or similar) and the exact figures from your fund allocation document, enter the expenses you have incurred over the first month exactly as they are represented in your fund allocation page of your spreadsheet. Print a report of the entries or take a screenshot and submit to your assessor. SOLUTION: SITXFIN009 Manage finances within a budget 23

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8. Monitor activities – month 2. It is the end of month 2. You have kept to the overall budget, but funds have had to be rearranged in the following ways:  There was an accident when unloading the vegetable crate one week and all the produce was spoiled. You had to purchase a second crate which pushed your amount spent with the vegetable supplier up by 10%.  To accommodate for the overspend, you reduced the amount spent on cakes and pastries by that same amount and baked inhouse. Enter the expenditure figures into the software you are using as outlined in your fund allocation document but consider the information above and work out the variances. Print a report of the entries or take a screenshot and submit to your assessor. SOLUTION: 10% increase on the vegetables crates which is compensated through 10% decrease in baking supplies. FOOD TYPE MONTH - 2 Cakes and pastries $1800 Vegetable crates $2200 Meat $7800 Milk and Sundries $1350 Baking supplies $450 TOTAL $13,600 SITXFIN009 Manage finances within a budget 24

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9. Monitor activities – month 3. It is the end of month 3. The following has happened: Due to recent environmental conditions, less people came to the local area than planned for and many people cancelled their accommodation at Blue Healer. Some of the food for the first week had already been ordered and as such – there was a lot that went to waste. The figures have been calculated for the month based on 4 weeks. $6000 was spent on food in preparation for the increased numbers but during the first week there was a total waste of 35%. Many items were able to be frozen, and as such the budget can be amended for the next quarter to try and recoup some of the losses. The following three weeks the same amount was spent as budgeted for the two prior months, being $3,750 per week and a total of $6000 for the month was spent on beverages. Enter the expenditure figures into the software you are using as outlined in your fund allocation document but consider the information above and work out the variances. Print a report of the entries or take a screenshot and submit to your assessor. SOLUTION: SITXFIN009 Manage finances within a budget 25

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10. Develop an actual budget from the past three months. Develop an actual budget using the past information and your financial records you complied and submitted in the previous activity steps. Make a new page in the Café Quarterly Budget spreadsheet and name it ‘Actual Budget’. Assume the following information:  Variances of 10% are not considered unusual.  The actual income is as follows: Account Month 1 Month 2 Month 3 Income Food sales 36,500 35,800 34,000 Beverage sales 23,000 24,500 21,000 Catering fees 10,000 10,200 7,200 Total income 69,500 70,500 62,200  The operating expenses are all correct. Submit to your assessor. Your assessor will provide you timelines for completing this task which you must adhere to, and you will be assessed on this. 11. Conduct research and write a budget report. Compile a report to the owner about what has occurred over the past three months. You will also need to conduct some research when writing this report as outlined below. Submit in the timeframe as provided to you by your assessor. Include the following in your report:  The status of the budget and the variations in relation to what was projected – use percentages and figures to discuss a detailed account of what has occurred in the overall actual budget in relation to projections.  Lessons learned from what has occurred in the past quarter and ideas for how you can prevent similar situations in the future by improvements that can be made.  Undertake research to investigate new or different approaches to budget management and then outline the benefits and advantages of different approaches you could take and how these approaches may impact on customer service levels or staff.  Provide recommendations for budget management for the next quarter and provide estimates for this period. SITXFIN009 Manage finances within a budget 27

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BUDGET REPORT Introduction In the Blue Healer Hotel and Spa, I am the café manager of a popular café. It's my job to distribute resources and manage finances in the budget and I have presented you with a next quarter budget. This is a busy month in which many people stay at Blue Healer and other guest homes during a music festival and the budget has increased in Month Three. As a result, further waiting employees are recruited casually and as the café is at its peak, less private catering jobs are booked. The purpose of this budget report is Allocate funds Develop actual budget for past three months. Present all the changes happened for each month and the last three months and the time period took is 3 months. Findings and Presentation Month 1, the funds allocated and budgeted was $70,000 Month 2 there was changes and that is There was an accident when unloading the vegetable crate one week and all the produce was spoiled. I had to purchase a second crate which pushed your amount spent with the vegetable supplier up by 10%. And, to accommodate for the overspend, I reduced the amount spent on cakes and pastries by that same amount and baked inhouse. But the allocated funds didn’t change and remains to $70,000. Month 3 , allocated funds and budget changed. Because of current environment, less people have been there than had been intended and many individuals cancel their lodging in Blue Healer. Some of the food had already been ordered for the first week, and as such, much was wasted. Data were calculated on the basis of 4 weeks for the month. $6 000 was spent on food for increasing numbers, yet a total waste of 35% was spent during the first week. Many things were blocked and the budget can thus be changed to try to recover the losses for the next quarter. Three weeks later on, $3,750 a week and total $6,000 a month was spent on drinks in the same amount as was estimated for the last two months and the changes Fresh farms by 9.05% Cakes and pastries by 18.18% Coles by 40%, Vegetables crates by 12%, Fizzy Lizzy by 16.67% Combined total changes by 10.15% SITXFIN009 Manage finances within a budget 28

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Assessment Task 2: Checklist Student’s name: NIDA FATIMA – DC00888 Has the following been completed? Completed successfully? Comments Yes No The student has satisfactorily reviewed the relevant information and consulted with the owner to assess and discuss budget priorities, concerns and changes prior to allocating funds. Y During the meeting to discuss the budget and fund allocation, the student has satisfactorily demonstrated effective communication skills including:  speaking clearly and concisely  using non-verbal communication to assist with understanding  asking questions to identify required information  responding to questions as required  using active listening techniques to confirm understanding. Y The student has satisfactorily allocated funds according to the budget and agreed priorities. Y The student has satisfactorily consulted with Navneet about the resource allocations and the planning for the next quarter in relation to fresh produce, reduction of wastage and recipe variation and stress the importance of budget control. Y During the meeting with personnel, the student has satisfactorily demonstrated effective communication skills including:  speaking clearly and concisely Y SITXFIN009 Manage finances within a budget 30

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 using non-verbal communication to Yassist with understanding  asking questions to identify required information  responding to questions as required  using active listening techniques to confirm understanding. The student has satisfactorily monitored financial activities over a three-month period and used software to keep track of financial expenses. Y The student has satisfactorily developed an actual budget from the past three month’s activity to provide an accurate and complete picture for the quarter. Y The student has satisfactorily identified and reported deviations of the projected versus actual budget and discussed impacts. Y The student has provided the budget within the timeline provided. Y The student has satisfactorily investigated and reported on appropriate options for future budget management to avoid a report of month three’s situation. Y The student has satisfactorily outlined the benefits and disadvantages of researched approaches. Y The student has satisfactorily presented the information to the owner using correct budget terminology and in a neatly presented report using clear and concise language with the use of statistical representations and in the timeframe provided to them. Y The student has completed the report within the timeline provided. Y SITXFIN009 Manage finances within a budget 31

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Task outcome:  Satisfactory  Not satisfactory Assessor signature: Assessor name: Mrs. Simran Date: 13-03-2024 SITXFIN009 Manage finances within a budget 32

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Final results record Student name: Assessor name: Date: Unit name: SITXFIN009 Manage finances within a budget Qualification name: Final assessment results Task Type Result Satisfactory Unsatisfactory Did not submit Assessment Task 1 Knowledge Questions S U DNS Assessment Task 2 Project S U DNS Overall unit results C NYC Feedback  My performance in this unit has been discussed and explained to me.  I would like to appeal this assessment decision. Student signature: _________________________________________ Date: _________________  I hereby certify that this student has been assessed by me and that the assessment has been carried out according to the required assessment procedures. Assessor signature: _______________________________________ Date: _________________ SITXFIN009 Manage finances within a budget 33

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