BSBSTR601 Project Portfolio

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Nov 24, 2024

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PROJECT PORTFOLIO BSBSTR601 MANAGE CONTINUOUS IMPROVEMENT AND INNOVATION STUDENT VERSION
First published 2021 RTO Works www.rtoworks.com.au hello@rtoworks.com.au 0452 157 557 © 2021 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 . Business Works is a series of training and assessment resources developed for qualifications within the Business Services Training Package.
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Contents Section 1: Continuous improvement and innovation review 6 Section 2: Plan and implement continuous improvement and innovation 12 Section 3: Continuous improvement and innovation monitoring and evaluation 18 BSBSTR601 Manage continuous improvement and innovation | 4
Student name: Assessor: Date: 1 June 2023 Business (and work area if relevant) this assessment is based on: Worlducation Role: What role will you assume? How does this role contribute to the broader work goals? Project Manager This particular job role would contribute to the organizational work goals of distributing and providing a tablet for the students that would support their learning process by supporting its distribution and promotion. BSBSTR601 Manage continuous improvement and innovation | 5
Section 1: Continuous improvement and innovation review Summarise the business or work area. Review organisational documentation Which documents did you read? Which policies and procedures will guide your approach to approvals, project management and change management? Attach the documents (including the notes you made as you read them) to this section of the portfolio. Attach the policy and procedures (including the notes you made as you read them) to this section of the portfolio. For this section, I have gone through the company’s Internal Communication policy and procedures. In this part of the policy, we have seen which communication channel they use for internal Products and services What are the products and services? Worlducation manufactures tablet computer for primary school students. BSBSTR601 Manage continuous improvement and innovation | 6
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Objectives List the key business objectives. Worlducation's key objective is to change the way children learn at school by Key decision makers Who are the key decision makers (stakeholders to whom you will report or seek advice from)? The company’s Chief Executive Officer Lucas Lopez and general manager is the company's key Operational processes Describe key operational processes. There are four stages of Worlducation's operational process. Those are: Product Development Manufacturing Logistics Distribution (by staffs) BSBSTR601 Manage continuous improvement and innovation | 7
Supply chain Summarise the supply chain associated with the work area or organisation. Worlducation's supply chain is an integral aspect of its operations. Like that of any other organization, its supply chain begins with sales, which are often conducted through sales agents. An internal Performance Improvement Which strategies are currently used to monitor and evaluate the performance and sustainability of key systems and processes? Discuss the current continuous improvement systems, processes, and innovations being used. The company has recently decided to start working with cloud-based solutions and continue applying its existing business model. It is currently using different strategies to monitor and evaluate the performance and sustainability of key systems and processes. Those are: Policies and procedures What are the organisational requirements for approvals, change management, project management and knowledge management? For approvals, change management, project management, and knowledge management, Worlducationi’s employers discuss BSBSTR601 Manage continuous improvement and innovation | 8
Summarise and analyse current performance to identify changes and improvement opportunities. Analyse performance to identify performance variances from existing plans. Summarise the performance outcomes of your business. Include mathematical information in your summary How has the current business performance varied from what was planned? Attach documents showing performance information as evidence that you’ve collected the information. The company’s core strategic objectives were to achieve profits of at least 10% per annum along with other strategic objectives like to be high Identify and analyse trends and opportunities Describe current trends and opportunities associated with industry in which the business operates. Analyse how these trends and opportunities impact the business. Current trends of Worlducation: Education is basic fundamental rights The ongoing Covid19 pandemic The Analyse supply chains and operational and service systems to identify changes, improvements, and new ideas Perform Gap Analysis using the table provided to describe the current state of the supply chain and operational and service systems and the desired state of the supply chain and operational and service systems. Also identify solutions to bridge any gaps and the cost-benefit calculations of the solutions. You may identify more than one solution per issue BSBSTR601 Manage continuous improvement and innovation | 9
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Set objectives What are the objectives for improving how things work? What are the continuous improvement objectives and desired outcomes? As an emerging It-based education platform, they have continuously Identify team members and seek their input. Identify at least two team members Who in the team do you believe is instrumental to ensuring continuous improvement and innovation? Give your rationale for this. 1. CEO: Lucas Lopez 2. General Manager: Zolzaya CEO - The company's CEO always concentrates on managing the company’s Best practices Describe best practice ways of working that teams can use to achieve continuous improvement and to be innovative. Give at least four examples. To make the project team innovative for achieving continuous improvement, the company needs to obverse some activities. For example: Conduct employee training activities BSBSTR601 Manage continuous improvement and innovation | 10
Learning opportunities What learning opportunities exist for the team to improve their skills and knowledge in relation to continuous improvement and innovation? Describe at least two. The education industry is vast; when IT is involved with it, there opens a lot of room for innovation and learning at the same time. Along with the process, employees also learn. Seek input Insert a screen shot of your email to the team members or attach it as evidence to this section of your portfolio. Attach: Documents and policies and procedures Performance information Email to team members (if relevant) Documents and policies and procedures Strategic Plan 2021 – 2023 Welcome Welcome to the Strategic Plan for Worlducation. This document sets out our vision for the next two years and how we hope to achieve it. We hope you enjoy reading this document. BSBSTR601 Manage continuous improvement and innovation | 11
Lucas Lopez CEO Worlducation Executive Summary Founded in 2016, Worlducation is a social startup that manufactures tablet computers for primary school students. Our focus is not only on the hardware, but also creating software, content, and activities to better engage and educate primary school students. Worlducation aims to change the way children learn at school by implementing artificial intelligence technology that can follow up on each child’s progress and adjust to their needs as they learn, creating the optimal path learning experience. Worlducation envisions a world in which every child learns how to read and write – a world without illiteracy. Therefore, for each classroom that buys our product, we donate and train a classroom somewhere around the world that can’t afford the same technology. We then connect the classrooms together so that they can grow and collaborate throughout their learning cycle. Vision Statement To see a world without illiteracy. Mission Statement To be the change and facilitate a world without illiteracy by changing the way children learn at school and the number of schools that have access to technology. Our values are: Core values underpinning our activities are: Ethical principles Innovation Collaboration. Strategic Priorities To be well led, high performing, profitable and accountable. Ensure that all financial operations, performance indicators and results support the strategic policies Identify new and expand existing sources of revenue and ways to help more classrooms in need Achieve profits of at least 10% per annum. Increase our reach Increase range of products and services offered to reach a larger target market Increase sales to increase donations to needy classrooms. Continue building deeper customer relationships BSBSTR601 Manage continuous improvement and innovation | 12
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Customer-centred practice, with a focus on meeting their total needs for high-quality technology Strengthen the skills of our people, to better support customers Have an effective help desk function to meet customer needs Strengthen the effectiveness of internal customers through provision of effective systems within each team Drive innovation to better meet customer demands. Attract, engage, and develop the best staff Continuing the drive to a customer centred, high-performance workforce and culture Strengthening the skills of our people, to better support customer needs Empowering innovation and responsiveness to change Continuing to enhance the diversity of our workforce Exploring the use of technology in human resources. Our organisation structure Senior Management consisting of the CEO and General Manager heads up the overall organisation. The company consists of key teams as follows: Sales Team consisting of the Sales Manager and 3 x Sales Representatives Operations Team consisting of the Operations Manager, Administration Officer and Accounts Officer. IT Team consisting of the IT Manager, IT Support Officer and Help Desk Officer. Each team develops its own performance plan each year for the upcoming 12 months. Each team is expected to: Set its overall objectives to align with its key function and our strategic directions. Define overall responsibilities according to the function within the company. Set outcomes. The Market The technology market is a growing and ever-changing industry due to the rapid rate that technology is being updated. Emerging technologies include artificial intelligence and the Internet of Things (IOT). There is an increasing focus on cyber security. Due to the global pandemic, the issues with the manufacturing industry have impacted on the supply of hardware components. The trend for consumer spending during the pandemic has taken a downturn but this has not affected the ICT industry as due to more people working from home, consumer appetite for tablets has increased. Situation Analysis BSBSTR601 Manage continuous improvement and innovation | 13
Marketing Strategies Our marketing strategies aim to: build our brand generate leads now convert those leads quickly have every part of the business supporting each other. We plan to develop our market share by: improving our marketing and advertising continually improving the quality of service given to clients maintaining effective communication channels with all stakeholders to ascertain industry requirements and then develop products and manage services accordingly continually improving communication channels with all our stakeholders, ensuring a flow of timely and accurate information to facilitate effective planning and decision making targeting identified growth markets with planned, market appropriate campaigns employing a variety of promotional strategies and advertising mediums offering attractive fee structures to our clients continually improving the skills, knowledge and effectiveness of our team through our commitment to training and development regularly reviewing the effectiveness of all our operations and making improvements when and where necessary. Collaboration As a company we focus on collaboration both within and outside of the company. Currently our external partners are: Lion Marketing – our marketing agency. IT Biz Solutions – Internet Service Provider and web hosting. Oz Aid – informs of us education projects in need. Key innovation and continuous improvement approach Due to global economic conditions, a wait and watch attitude is being adopted while we brainstorm and provide cost estimates for future business models. All policies and procedures should be reviewed and updated to represent best practices. Key strategies to monitor and evaluate performance and sustainability of key systems and processes include team meetings, staff surveys and the use of financial reports and regular performance reports. BSBSTR601 Manage continuous improvement and innovation | 14
Section 2: Plan and implement continuous improvement and innovation Select most appropriate changes/opportunities/new ideas. Select most appropriate changes, opportunities, and new ideas. Choose three solutions (from your Gap analysis) to focus on as part of your continuous improvement efforts. These should be the best solutions based on your Gap analysis and cost-benefit calculations. Say why you chose these three issues (consider resources, needs and constraints) The most appropriate change or innovation of Worlducation is to Plan for continuous improvement. BSBSTR601 Manage continuous improvement and innovation | 15
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Continuous improvement systems and processes Establish the continuous improvement systems and processes that will be followed as you implement changes, opportunities, or new ideas. Key actions, resources, constraints and timeframes Describe key actions, resources, constraints, and timeframes to achieve continuous improvement and innovation as you implement your chosen changes/opportunities/new ideas. List at least six key actions. Change/Opportunity/new idea Key actions related to continuous improvement and innovation (e.g., brainstorming, implementing improvement registers, updating policies etc.) Resources Constraints Time frames Expand business to the international arena Doing market research before entering those potential market Manpower Global competition 1 year Increase profit 12% per annum Increase company’s overall profitability Manpower Competition and political, economic and environmental factors 1 year Increase brand value Increase company’s social media presence and familiarize the company with a global audience Social media Competitors and inefficiency 6 months Impact Describe the impact the changes/opportunities/new ideas and associated actions will have on the BSBSTR601 Manage continuous improvement and innovation | 16
organisation or work area as well as the consequences for people. If these strategies are being implemented correctly, the company will earn 12% profit per annum and build a strong brand image for the global audience, which will ultimately help the company achieve its profitability. But at the same time, they have to main the quality of their contents and protect other intellectual property rights. Describe actions or transition plans (following the policies and procedures that address approvals, project Risk management Plan to manage the risks associated with your Continuous Improvement plan. One risk should be Non- performance of staff members. Communication Describe how the continuous improvement and innovation plan will be communicated. Rewards Outline the rewards that will be put in place for staff for achievements in relation to continuous improvement, innovation, and learning. Upon successful compilation of tasks and responsibilities, employees will be given the following incentives: Increase salary Provide incentives like transportation, Medical facility, better working environment, etc. Give bonus on different occasions Knowledge management Select which of the activities below are used as part of your organisation’s knowledge management system to capture learnings from continuous improvement and innovation. Knowledge management item Have learnings been captured and managed? Knowledge sharing: ensuring there is a culture of sharing information in the company Yes BSBSTR601 Manage continuous improvement and innovation | 17
Sharing of best practices Yes Establishing communities of practice within the organisation, as well as with other organisations Yes Cross-project learning, as well as post project reviews Yes Mentoring and coaching Yes Performance management Yes Social software such as blogs, wikis Yes Shared documents in cloud-based storage Yes Mentor and coach team members. Plan for team meeting Who will you meet with? How will you facilitate effective group interaction? How will you build rapport with the team members to ensure positive working relationships? What questions will you ask about team member’s vision for continuous improvement and innovation to guide you mentoring? How will you coach the team in innovation? Attach your questionnaire to this section of the portfolio. I will meet with the employees as well as customers of the company BSBSTR601 Manage continuous improvement and innovation | 18
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Team meeting What feedback did you receive about how you ran the meeting? How can you improve your performance in future? If not viewed in person by your assessor, attach proof of the team meeting to this section of your portfolio. Meeting Minutes Role Play CEO, General Manager, IT Manager, Operational Manager Pre-meeting notes Implement innovative processes. Implement continuous improvement Which change/opportunity/new idea did you implement? Attach proof to this section of your portfolio. The company will increase its social media presence and maintain smooth internal and external communication for better operation of the company. The implemented change in the company: Address impact of change/opportunity/new idea How did you address the impact? Attach proof to this section of your portfolio. The new ideas will help the company to achieve: 10% profit per annum Increase brand awareness Generate sales Ensure quality education Attach: Performance questionnaire Team meeting (if not already viewed in person by your BSBSTR601 Manage continuous improvement and innovation | 19
assessor) Proof of implemented change Proof of how you addressed the impact of change Performance questionnaire Team meeting Meeting Minutes Role Play CEO, General Manager, IT Manager, Operational Manager Pre-meeting notes Meeting Date: 05 June 2023 Agenda: To discuss about company’s future plans Number of attendees: 4 Venue: Meeting Room 2 Dress Code: Casual Role Play Description: The plan was clear, precise and brief. It was a face-to-face meeting. There was a good outcome based the agenda. Sales Manager took the meeting minutes. Agenda and Outcome: Agenda Outcome 1. Introduce cloud-computing technology It will reach its services to children all across the world, which is one of its strategic objectives BSBSTR601 Manage continuous improvement and innovation | 20
2. A wait and watch attitude is being adopted It will analyse other competitors first and then make decisions accordingly. Adressed the impact of change Proof of implemented change 2021 Performance Overview Sales Worlducation started 2021 with a huge sale to a school in Portugal. Although it was a great start, the context for the rest of the quarter was highly uncertain due to COVID-19. The drastic increase in the number of customers is great news for sales, but we do not have a dedicated Customer Relationship Management (CRM) system in place. It is estimated the ongoing costs for such a system are around $12.50 per user and will help maintain and personalise customer service. 2020 2021 Number of customers 186 254 Operations Surprisingly the pandemic brought hundreds of new leads and that led to an unprecedented growth that brought alongside dozens of operation and production problems. The factory in Hong Kong closed for 1 month due to government restrictions limiting supply and the sales team was overwhelmed with sale meetings over ZOOM (as opposed to face-to-face meetings with customers). Sales have requested that an animated video be made to demonstrate the product, rather than them having to try and do it via Zoom. The Sales Manager has estimated that such a video will cost $5,000 to develop (and can be developed in house). BSBSTR601 Manage continuous improvement and innovation | 21
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The tech-support team had to re-adapt the software on an ongoing basis to accommodate remote learning for many of the schools. Simple software errors due to the variation between the requirements of different schools has resulted in several customer complaints. Logistics Since COVID-19 and the closure of the factory due to government restrictions, of the 2000 tablets due to be shipped by April 21, only 500 were completed on schedule. For the remainder of the year, shipments were delayed on average by 3 weeks. The team estimate the continued shipment delays will cost the business $45,000 per year. Staff There has been no movement in staff numbers. Administration staff are overworked due to the increased demand and have requested that a dedicated financial team is established. Recruitment costs average at $20,000 per employee, but the costs of replacing lost knowledge and experience due to staff resigning is $25,000 per employee. It has also been suggested that the automation of financial processes will ease the workload (Robotic Process Automation costs around $40,000 to introduce). BSBSTR601 Manage continuous improvement and innovation | 22
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Financial 2021 $ Revenue 5,000,000 Expenses 4,500,000 BSBSTR601 Manage continuous improvement and innovation | 23
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Section 3: Continuous improvement and innovation monitoring and evaluation Monitor and evaluate performance. Continuous improvement systems, processes and innovation evaluation How well you are the continuous improvement systems, innovations and processes are working? The company’s initiative of introducing a cloud-based solution is significantly helping Recognise successes What continuous improvement successes can be celebrated? Insert a screen shot of your email to team members or attach proof of the draft email to this section of the portfolio. The company has adopted a wait & watch attitude to take action regarding future business Continuous improvement or innovation failure (non- performance) Describe the failure and analyse the causes. Attach proof of implemented contingency measures. Because of this global pandemic, the company entirely could not reach its target audience all across the world. The world has been in lockdown for quite some time. Many businesses were shut down and unable to BSBSTR601 Manage continuous improvement and innovation | 24
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New challenges and opportunities What are new challenges and opportunities? New Challenges: Increased competition Globalization Covi19 Manage new challenges and opportunities. Update Continuous Improvement plan to show new challenges or opportunities. Also confirm that knowledge management systems have been used as planned. Updated Continuous Improvement Plan for Worlducation Objectives and KPIs of the plan List the Continuous improvement systems and processes Establish the continuous improvement systems and processes that will be followed as you implement changes, opportunities, or new ideas. Key actions, resources, constraints and timeframes Describe key actions, resources, constraints, and timeframes to achieve continuous improvement and innovation as you implement your chosen changes/opportunities/new ideas. List at least six key actions. Impact Describe the impact the changes/opportunities/new ideas and associated actions will have on the organisation or work area as well as the consequences for people. If these strategies are being implemented correctly, the company will earn 12% profit per annum and build a strong brand image for the global audience, which will ultimately help the company achieve its profitability. And they will be able to provide quality education to underprivileged students worldwide through cloud-computing. BSBSTR601 Manage continuous improvement and innovation | 25
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They will introduced cloud-computing services Risk management Plan to manage the risks associated with your Continuous Improvement plan. One risk should be Non- performance of staff members. Communication Describe how the continuous improvement and innovation plan will be communicated. Rewards Outline the rewards that will be put in place for staff for achievements in relation to continuous improvement, innovation, and learning. Upon successful completion of tasks and responsibilities, employees will be given the following incentives: Increase Salary Provide incentives like transportation, medical facility, better working conditioned. Give bonus on different occasions Knowledge management Select which of the activities below tare used as part of your organisation’s knowledge management system to capture learnings from continuous improvement and innovation. Knowledge management item Have learnings been captured and managed? Knowledge sharing: ensuring there is a culture of sharing information in the company Yes Sharing of best practices Yes Establishing communities of practice within the organisation, as well as with other organisations Yes Cross-project learning, as well as post project reviews Yes Mentoring and coaching Yes BSBSTR601 Manage continuous improvement and innovation | 26
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Performance management Yes Social software such as blogs, wikis Yes Shared documents in cloud-based storage Yes Attach: Email to celebrate successes Implemented contingency measures Email to celebrate successes Implemented contingency measures Operational Plan 2022 Supply chain background Worlducation has a complex supply chain that begins when a sale is made usually via a sales representative or through an online enquiry that is handled by the sales team. Sales are recorded in an internal Enterprise Resource Planning System (ERP System) which notifies the operations team that an order needs to be delivered. The operations team verify the sales order and authorise the delivery of a manufacturing request to the factory in Hong Kong. Manufacturing team in Hong Kong notes the order specifications and delivery details and incorporates this within its production schedule. The order is manufactured, and the operations team arrange freight and shipping directly to the customer. Operational alternatives Innovative business models have been brainstormed by senior management and include establishing a second manufacturing facility (estimated cost $5 million), outsourcing manufacturing to a third party (lost margin of $200 per unit sold or $2 million per year assuming 10 000 units are sold), developing a cloud based solution where customers can access the software remotely on their own devices (estimated cost of $2 million), purchasing off the shelf tablets (lost margin of $300 per unit sold or $3 million per year) or repurposing used tablets ($100 per unit sold or $1 million). Operational Activities Recently a decision has been made to start working on a cloud-based solution but continuing with the existing business model. Operational activities for 2022 are indicated. Responsibility for each area is to be determined based on staff member skill sets or potential. BSBSTR601 Manage continuous improvement and innovation | 27
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