Facilitate continuous improvement | My Assignment Tutor

Assessment Task 2 Facilitate continuous improvement BSBSTR502 Student Declaration To be filled out and submitted with assessment responses ◻ I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s) ◻ I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me ◻ I have correctly referenced all resources and reference texts throughout these assessment tasks. ◻ I have read and understood the assessment requirements for this unit ◻ I understand the rights to re-assessment ◻ I understand the right to appeal the decisions made in the assessment Unit Title Unit CodeStudent nameStudent ID numberStudent signatureDateTask Number ——OFFICE USE ONLY—– For Trainer and Assessor to complete:◻ Student requested reasonable adjustment for the assessment Marking SheetCompleted successfullyDid the student satisfactorily:CommentsYNDNSThe student has satisfactorily completed and submitted the following:PowerPoint presentation in Task 2.1 Observation checklist in Task 2.1 Summary of the outcome of the session in Task 2.1.1 Plan-Do-Check-Act approach for one of the initiatives in Task 2.1.2 Updated CI register in Task 2.1.3 Email to Project Sponsor in Task 2.1.4 Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. In Task 2.2A A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. In Task 2.2B A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. In Task 2.2C Strategies to ensure that systems and processes are used to monitor operational progress and identify ways to improve planning and operations. In Task 2.2D A process to ensure that project team members are informed of outcomes of continuous improvement efforts. In Task 2.2E Social media post in Task 2.3A Record of feedback from consultation with the Project Sponsor in Task 2.3B☐☐☐The student attended the consultation meeting with the Project Sponsor in week 4:Consulted on CI strategies, systems and processes Gathered relevant feedback and inputs Engaged actively in the consultation Adjusted strategy, systems and processes as per the outcome of the consultation Applied a collaborative approach Answered questions promptly Listened actively Presented information clearlyFeedback provided in comments.☐☐☐Demonstrated ability to: Identify current systems and processes that facilitate continuous improvement Identify and define improvement needs and opportunities for the organisation Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities Establish processes that confirm team members are informed about continuous improvement outcomes Confirm relevant systems and processes meet organisation sustainability requirements Confirm team progress, insights and experiences are captured and accessible using knowledge management systems Coach individuals and teams to implement and support continuous improvement systems and processes Identify and evaluate ways in which planning and operations could be improved Make recommendations and communicate strategies to relevant stakeholders Seek feedback from relevant stakeholders on systems and processesThis is evidenced by: PowerPoint presentation in Task 2.1 Observation checklist in Task 2.1 Summary of the outcome of the session in Task 2.1.1 Plan-Do-Check-Act approach for one of the initiatives in Task 2.1.2 Updated CI register in Task 2.1.3 Email to Project Sponsor in Task 2.1.4☐☐☐Demonstrated ability to: Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders Develop strategies for continuous improvement and encourage team members to participate in decision-making processes Develop knowledge management systems to capture team progress, insights and experiences from business activities Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities Establish processes that confirm team members are informed about continuous improvement outcomes Confirm team progress, insights and experiences are captured and accessible using knowledge management systemsThis is evidenced by: Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. In Task 2.2A A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. In Task 2.2B A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. In Task 2.2C Strategies to ensure that systems and processes are used to monitor operational progress and identify ways to improve planning and operations. In Task 2.2D A process to ensure that project team members are informed of outcomes of continuous improvement efforts. In Task 2.2E☐☐☐Demonstrated ability to: Establish processes that confirm team members are informed about continuous improvement outcomes Make recommendations and communicate strategies to relevant stakeholders Evaluate outcomes and identify opportunities for improvement Seek feedback from relevant stakeholders on systems and processes Identify other areas for improvement and document feedback for future planningThis is evidenced by: Social media post in Task 2.3A Record of feedback from consultation with the Project Sponsor in Task 2.3B Participation in the consultation and feedback session with the project sponsor (refer to Marking Sheet)☐☐☐When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task.☐☐☐Task Outcome: Satisfactory ☐Not Yet Satisfactory ☐Student Name:Assessor Name:Assessor Signature:Date: Table of Content Student Declaration 2 Task 2 – Establish continuous improvement systems and processes 9 Task 2.1 Ci initiatives and practices 15 Task 2.2 CI strategies, processes and systems 18 Task 2.3 Communication 19 Appendix 1 – CI Policy 20 Task 2 – Establish continuous improvement systems and processes Task summary and instructionsWhat is this assessment task about?Refer to and read the documents saved in a separate folder:MMI company profile and project task Policies and ProceduresYou have been recently engaged by XYZ Pty Ltd trading as MMI as a Project Manager (PM) to develop and implement a project to open a new campus in Sydney (refer to MMI strategic objectives).The Board of Directors (BoD) has allocated 3 million dollars to the project. Project duration: 1 year. You can employ four new staff members to be part of the project team for its duration. Source the rest of the project team from existing MMI personnel (flexible work arrangements will be needed)The project includes:Finding premises in Sydney CBD ( 800-1000 square metres, onsite parking for staff, natural light) Ideally, there will be enough room for 5-7 classes, one meeting room, one computer lab, 1 x student kitchen, student lounge, 1 x staff kitchen, three offices for staff, toilet facilities Rent the premise Obtain necessary permits Source architect and building company Source and buy furniture and equipment Liaise with the architect and building companyThe project steering committee is composed of:Mr Eli Brown – Non-executive Director Mr Leonard Black – CFO Academic Manager (Jacob Graham)The project sponsor is Taylor Varin (Client Service Manager), played by the trainer and assessor.You will have to:Determine the project requirements Work in collaboration with pertinent stakeholders Scope the project Cost and resource the project Develop the project plan Execute the project Finalise the projectEach unit covered in your Diploma of Project Management will address a part of the project:Scope Time Quality Cost Human Resources Information system and communication Risk Project Integration Communicate with influence Facilitate continuous improvement in project work Develop project workplace policy and procedures for sustainability Lead and manage project team effectivenessBSBSTR502 addresses continuous improvement in project work.Having a clear vision of the project and its structure will help you plan and implement it in simulated work conditions.Your trainer and assessor will provide support and mentorship in the role of Project Sponsor (PS).You will work in a project team of max four students. You will both lead the team and be a part of it to experience different project roles in the simulated work environment, project manager being the main one. Take turns playing the role of PM when the task requires project team collaboration. The trainer and assessor will observe project work and provide feedback on the Marking Sheet.Form or join a project team (3-4 students in the team). Document the name of the students in the table below:Student NameStudent NameStudent NameStudent NameYou will collaborate with the project team in a simulated work environment to carry out the responsibility of your role as a PM relevant to continuous improvement.Although you will lead and collaborate with the project team in some of the tasks as instructed, your assessment’s work must be individual, and it will be marked as such.This task comprises of the following assessment methods: Product-based ☒ Direct observation of Role-Play ☒ Case Study ☐ Other (specify) ☐It has been designed to evaluate your ability to/competency in:Identify current systems and processes that facilitate continuous improvement Identify and define improvement needs and opportunities for the organisation Develop decision-making processes to assist continuous improvement and communicate to relevant stakeholders Develop strategies for continuous improvement and encourage team members to participate in decision-making processes Develop knowledge management systems to capture team progress, insights and experiences from business activities Develop new systems and processes that facilitate continuous improvement according to improvement needs and opportunities Establish processes that confirm team members are informed about continuous improvement outcomes Confirm relevant systems and processes meet organisation sustainability requirements Confirm team progress, insights and experiences are captured and accessible using knowledge management systems Coach individuals and teams to implement and support continuous improvement systems and processes Identify and evaluate ways in which planning and operations could be improved Make recommendations and communicate strategies to relevant stakeholders Evaluate outcomes and identify opportunities for improvement Seek feedback from relevant stakeholders on systems and processes Identify other areas for improvement and document feedback for future planning Your assessor will be looking for demonstrated evidence of your competency in the above.You are required to address the following: Task 2.1 CI initiatives and practices Meet with the team, deliver a training session, brainstorm ideas for the CI initiatives and conduct a planning session with the team Task 2.2 CI strategies, processes and systems Develop CI strategies, processes and systems Task 2.3 Communication Announce one CI initiative to all MMI staff Consultation with the Project SponsorAlthough the assessment requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such.What do I need to do to complete this task satisfactorily?submit the completed assessment tasks, according to instructions, complete the tasks with sufficient detail and present them in a professional manner, use your own words and reference sources appropriately, meet the word count where required, use the scenario provided, use the templates provided where required, for your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all of the assessment criteria, if part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate satisfactory performance.SpecificationsYou must deliver/participate in:Training, coaching and brainstorming session with the project team in week 3 (Role-Play) Consultation and feedback session with the project sponsor in week 4 (Role-Play)You must submit to GOALSPowerPoint presentation Observation checklist Summary of the outcome of the session Plan-Do-Check-Act approach for one of the initiatives Updated CI register Email to Project Sponsor Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. Strategies to ensure that systems and processes are used to monitor operational progress and to identify ways in which planning and operations could be improved. A process to ensure that project team members are informed of outcomes of continuous improvement efforts. Social media post Record of feedback from consultation with the Project SponsorResources and equipmentComputer with Internet access Access to Microsoft Office suites or similar software Learning material Scenario for assessment as provided Appendices as provided Relevant policies and procedures as provided Templates as providedRe-submission opportunitiesYou will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment. Complete the following activities: As a Project Manager, you have decided to improve sustainable workplace practices and would like to introduce the following initiatives in project work: Encourage sustainable eating habits by minimising the use of disposable containersGo paperlessManage food waste at work using brown bin solutionsImplement energy savings policiesEncourage the use of sustainable transportation to work To do so, you will: Apply continuous improvement (CI) processes and systemsEncourage team members to participate in the decision-making process and commit to the improvementsCoach and mentor team members on CIEnsure that insights and experience from the sustainability activities are captured and shared Develop strategies, systems and processes to implement and sustain a continuous improvement culture Task 2.1 Ci initiatives and practices Meet with the project team and use part of the meeting to deliver a coaching and mentoring session to ensure that the team understands what CI is and its value for a business. This will ensure that team members will implement and support the CI initiatives and participate in the decision-making process. Review the learning material and undertake independent research. Prepare a training session for the team to cover: Definition of continuous improvementThe benefits of implementing continuous improvement systems and processes in the workplaceContinuous improvement models that may be suitable for project work, such as the Plan Do Check Act, DMAIC or TQM approach to continuous improvement. Select two models for the training session.Current CI policy at MMI and proposed improvementsPrepare to conduct a brainstorming activity on what actions could be taken to: Encourage sustainable eating habits by minimising the use of disposable containersGo paperlessManage food waste at work using brown bin solutionsImplement energy savings policiesEncourage the use of sustainable transportation to work Prepare to facilitate a collaborative planning session to plan the implementation of the brainstormed activities using a Plan Do Check Act approach.Prepare to obtain commitment to the CI initiatives from the team and agree on responsibilities. Schedule a time with the trainer and assessor in week 3 of class and conduct the meeting with the project team. All team members will have to take turns to present, facilitate and train as Project Managers (instructions provided below). The trainer and assessor will evaluate your performance during the training session. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to perform the Role-Play. Duration: 60-90 minutes Before the training session Prepare a PP presentation to cover all the required points. Submit the PP with your assessment.Review the current CI policy and identify improvementsPrepare the coaching sessionPrepare to facilitate the brainstorming and planning session During the training session Present: Definition of continuous improvementThe benefits of implementing continuous improvement systems and processes in the workplaceContinuous improvement models that may be suitable for project work, such as the Plan Do Check Act, DMAIC or TQM approach to continuous improvement. Select two models for the training session.Current CI policy at MMI and proposed improvements. Ask the team for feedback and inputs. Note: each student must present to the rest of the project team as the Project Manager. Lead a brainstorming session on what actions could be taken to implement the following CI initiatives: Encourage sustainable eating habits by minimising the use of disposable containersGo paperlessImplement energy savings policiesEncourage the use of sustainable transportation to work Note: each student in the project team must lead one brainstorming session on one of the initiatives listed above. All initiatives must be covered, so split the topics among the group. Additionally, during the brainstorming session, evaluate how each initiative would meet sustainability requirements. Select three key actions/initiative in collaboration with the team.Facilitate a collaborative planning session for the implementation of the CI initiatives using a Plan-Do-Check-Act approach. Note: all team members must demonstrate the ability to facilitate a planning session, take the lead in turns. Obtain commitment to the CI initiatives from the team and agree on responsibilities. After the training session Summarise the outcome of the session in the table below. CI initiativeKey actions (Three/initiative)How organisational sustainability requirements are metEncourage sustainable eating habits by minimising the use of disposable containersGo paperlessImplement energy savings policiesEncourage the use of sustainable transportation to work Document the Plan-Do-Check-Act approach for one of the CI initiatives (your choice of initiative). CI Initiative: Plan Recognise the opportunity and plan a changeDo Test the change.Check Review the test, analyse the results, and identify what you’ve learned.Act Take action based on what you learned in the study step. Update the Project CI register adding the improvements that were discussed during the training session: CI initiatives to improve sustainability practicesImprovements to the CI Policy DateSuggested ImprovementCI CategoryActionsTimelineResponsibilityCompleted Y/N CI Categories: Industry Engagement Feedback; Audit Feedback; Complaint Feedback; Staff Feedback Write an email to the Project Sponsor. The email must address the following: Inform the Project Sponsor about the CI initiatives to improve sustainability practices in the project team. Suggest testing the practices in the project environment and then implement them across the organisation.Inform the Project Sponsor of the proposed improvements to the existing CI policy.Explain how change and improvement processes meet sustainability requirements.Attach the CI Register to the email. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. (100-150 words) Template 1 -Email Email to Project SponsorTo:Cc:Bcc:Subject:Date email is sent:Attachments: Task 2.2 CI strategies, processes and systems Develop CI strategies, processes and systems: Strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate. Two strategies, 50-100 words. A system to ensure that the organisation’s continuous improvement processes are communicated to stakeholders. Describe the communication channel, technology used and process. Include who the information needs to be communicated to and when. (50-100 words) A process to ensure that insights and experiences from business activities are captured and accessible through knowledge management systems. Step by step process. Indicate who is responsible for each step. Strategies to ensure that systems and processes are used to monitor operational progress and to identify ways in which planning and operations could be improved. Three strategies (30-50 words each), consider using project monitoring and controlling system. A process to ensure that project team members are informed of outcomes of continuous improvement efforts. Step by step process. Indicate who is responsible for each step. Document your work below: ABCDE Task 2.3 Communication Social media post Prepare a social media post to announce one of the CI initiatives from the project team to improve sustainability practices in the workplace to all MMI staff. Note: the post could be as simple as a text with a picture. Record the post in the space provided below: Consultation Schedule a brief consultation session (5-10 minutes) time with the trainer and assessor ( playing the role of the Project Sponsor in the simulated work environment) in week 4 of class, and discuss the CI strategies, processes and systems developed in Task 2.2. Record the feedback from the Project Sponsor in the space provided below: Apply the feedback received to the CI strategies, processes and systems developed in Task 2.2 before submitting the assessment. The trainer and assessor will check that the feedback was applied when marking the assessment. The trainer and assessor will evaluate your performance during the consultation session and provide feedback on the marking sheet. If you are absent from class, you are responsible for making alternative arrangements with the trainer and assessor to attend the consultation session. Appendix 1 – CI Policy Continuous Improvement Purpose This policy provides details of XYZ Pty Ltd (XYZ) approach to continuous improvement. The purpose of the policy is to provide principles to guide the continuous improvement practices of XYZ staff to: encourage continuous improvement in the workplaceensure that all XYZ activities, processes and systems support our focus on quality This policy applies to all XYZ staff. Policy and Procedures Continuous improvement (CI) is at the core of the management strategy of XYZ, and it is recognised as a competitive factor in the marketplace. CI covers all aspects of the operation of XYZ driving organisational excellence to improve value delivery to all XYZ stakeholders, including both clients and employees. By implementing a culture of continuous improvement, the company will: focus on understanding and satisfying the clients;regularly review approaches and methods with improvement cycles and conclusions implemented;benchmark and regularly measure the performance of key processes;manage business using facts rather than opinion;maintain a culture of clear, open communication;work to reduce cycle-time in all aspects of the business;promote active teamwork as a normal way of achieving outcomes;recognise and promote improvement efforts;develop a culture where continuous improvement involves everyone, and the process of change becomes routine; anddevelops and values key partnerships with employees, clients and other stakeholders. Several processes are used by XYZ to implement and maintain a system of continuous improvement: Every area Manager is responsible for conducting a performance audit once/year and to present its findings to the CEOClient and employees surveys are conducted regularly, and the results of the surveys are presented to the CEO to be discussed in the monthly management meetingComplaints are an opportunity for constructive feedback to improve performance standardsThe Marketing department is responsible for conducting external business environment analysis to monitor trends, technology and standards relevant to the industryAttendance to conferences and networking events is encouraged to gather ideas for improvementProfessional development of staff on quality management practices is part of the management development plansQuality Circle groups work cross-functionally in the organisation (with meetings scheduled each month) The HR Manager is responsible for coordinating the CI program and its initiatives.

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