Develop an environment in which continuous improvement

Assignment Help Supply Chain Management

Reference no: EM133046428

BSBSTR601 Manage innovation and continuous improvement - York Business Institute

Assessment scenario

You are required to manage resources according to sustain and develop an environment in which continuous improvement, innovation and learning are promoted and rewarded. You are required to read and understand a predetermined issue and/or situation and participate in a number of assessment activities.

The following are the goals and objectives to complete this assessment task:

» Establish ways of working within team
» Identify relevant team members and communicate ways of working objectives, expectations and desired outcomes
» Identify and establish strategies to monitor and evaluate performance and sustainability of key systems and processes
» Consult and seek advice from stakeholders, to identify opportunities for improvement
» Communicate with and mentor team members on ways of working that contribute to continuous improvement
» Communicate with and coach team members how they can be innovative
» Identify improvements
» Analyse performance reports and variance from organisational plans within workplace
» Identify and analyse changing trends and opportunities relevant to the workplace
» Collect data and analyse areas for improvement in supply chains, and operational and service systems
» Conduct a gap analysis of supply chains, and operational and service systems and identify improvement needs and opportunities
» Communicate with and agree on team members identified improvement needs and opportunities
» Identify learning opportunities for team members
» Implement innovative processes
» Confirm objectives, timeframes, measures and communication plans are in place to manage implementation
» Address the impact of change and consequences for people and implement transition plans
» Implement contingency plans in the event of non-performance
» Follow up failure by investigation and analysis of causes and manage emerging challenges and opportunities
» Confirm that learnings from activities are captured and managed using relevant knowledge management system
» Develop workplace culture and tools for continuous improvement, innovation and learning
» Evaluate continuous improvement systems and processes and innovation on a regular basis
» Identify and communicate with stakeholders' costs and benefits of innovations and improvements
» Establish rewards for continuous improvement, innovation and learning
» Seek and respond to feedback from relevant stakeholders' systems and processes for
continuous improvement, innovation and learning

Roles and responsibilities

As part of your job role, you have the following job responsibilities:

» Analyses, evaluates and integrates facts and ideas to construct meaning from a range of text types
» Integrates information and ideas from a range of sources, utilising appropriate support materials
» Communicates complex relationships between ideas and information, matching style of writing to purpose and audience
» Selects and interprets mathematical information to analyse performance
» Performs calculations required to establish timeframes, cost-benefits and measures for continuous improvement and innovation processes
» Adheres to organisational policies and procedures and considers own role in terms of its contribution to broader goals of the work environment
» Recognises the importance of taking audience, purpose and contextual factors into account when making decisions about what to communicate, with whom, why and how
» Recognises that the current way is only one way of doing something and explores possibilities that challenge current approaches
» Facilitates a climate in which creativity and innovation are accepted as an integral part of achieving outcomes
» Plans and implements strategies to review and improve own performance
» Recognises the importance of building rapport to establish positive and effective working relationships
» Collaborates with others to achieve joint outcomes, playing an active role in encouraging innovation and facilitating effective group interaction
» Applies problem-solving processes to identify risks, evaluate options and determine solutions
» Uses lateral and analytical thinking to evaluate options against needs, resources and constraints before making decisions
» Actively identifies systems, devices and applications with potential to meet current and or future needs
» Plans, organises, implements or reviews organisational strategies, systems and processes

Task requirements

This assessment task requires you to sustain and develop an environment in which continuous improvement, innovation and learning are promoted and rewarded. The assessment activities are mentioned within the assessment task.

Simulated Environment
Assessment task instructions

» The purpose of this assessment task is to assess the students' skills and knowledge essential to sustain and develop an environment in which continuous improvement, innovation and learning are promoted and rewarded.
» The student will take on the role of the Operations Manager.
» The trainer/assessor will take on the role of the General Manager.
» The trainer/assessor will allocate the role of the Branch Managers to the staff member/students.
» The student will have the responsibility to manage the team members.
» For meetings:
o If the meeting is a face-to-face meeting
– The trainer/assessor will supervise/observe the meeting as well
– The student must complete meeting agenda, meeting minutes and associated templates
o If the meeting is conducted online
– The student must use video conferencing tools such as zoom
– The student must record the meetings and send the recorded meetings to the trainer/assessor.
– The student must complete meeting agenda, meeting minutes and associated templates
– The trainer/assessor will assess the meeting based upon the recorded meeting and the templates completed.
» The student must use the templates provided to document their responses.

Assessment task environment

This assessment task will be completed in a simulated environment prepared by your training organisation.

The simulated environment will provide you with all the required resources (such as the equipment and participants, etc.) to complete the assessment task. The simulated environment is very much like a learning environment where a student is able to practice, use and operate appropriate industrial equipment, techniques, practices under realistic workplace conditions.

Requirements for the simulated assessment environment

The trainer/assessor will ensure that the simulated assessment environment is sufficient to complete this assessment task.

The simulated environment consists of:

» The training organisation as the workplace where the student will be required to complete their job-related tasks and activities

» The standard operating/workplace procedures related to the training organisation

» The trainer/assessor will provide the student with assistance throughout the assessment activity.

Resources, tools, and equipment requirements

The following resources, tools and equipment will be made available by the training organisation at the simulated workplace to complete this assessment task:

» Workplace personnel/stakeholders to participate in the questioning session requires active participation in a range of creative thinking activities
o Please refer to the roles and responsibilities section for more information
» workplace documentation and resources.

Simulated assessment scenario

The following are the goals and objectives to complete this assessment task:

A supervisor will be assigned to you by your training organisation. The supervisor can answer your questions related to understanding the requirements associated with the assessment task. The supervisor will act according to job role and responsibilities.

Roles and responsibilities

As part of your job role, you have the following job responsibilities:

Task requirements

Workplace Environment

Assessment task instructions
» The purpose of this assessment task is to assess the students' skills and knowledge essential to sustain and develop an environment in which continuous improvement, innovation and learning are promoted and rewarded.
» The student will take on the role of the Operations Manager.
» The trainer/assessor will take on the role of the General Manager.
» The trainer/assessor will allocate the role of the Branch Managers to the staff member/students.
» The student will have the responsibility to manage the team members.
» For meetings:
o If the meeting is a face-to-face meeting
– The trainer/assessor will supervise/observe the meeting as well
– The student must complete meeting agenda, meeting minutes and associated templates
o If the meeting is conducted online
– The student must use video conferencing tools such as zoom
– The student must record the meetings and send the recorded meetings to the trainer/assessor.
– The student must complete meeting agenda, meeting minutes and associated templates
– The trainer/assessor will assess the meeting based upon the recorded meeting and the templates completed.

Workplace scenario

The following are the goals and objectives to complete this assessment task:

The supervisor can be your trainer or assessor or a different trainer or assessor or a staff member (including mentors) from the training organisation.

Roles and responsibilities

As part of your job role, you have the following job responsibilities:

» Communicates complex relationships between ideas and information, matching style of writing to purpose and audience
» Selects and interprets mathematical information to analyse performance
» Performs calculations required to establish timeframes, cost-benefits and measures for continuous improvement and innovation processes
» Adheres to organisational policies and procedures and considers own role in terms of its contribution to broader goals of the work environment
» Recognises the importance of taking audience, purpose and contextual factors into account when making decisions about what to communicate, with whom, why and how
» Recognises that the current way is only one way of doing something and explores possibilities that challenge current approaches
» Facilitates a climate in which creativity and innovation are accepted as an integral part of achieving outcomes
» Plans and implements strategies to review and improve own performance
» Recognises the importance of building rapport to establish positive and effective working relationships
» Collaborates with others to achieve joint outcomes, playing an active role in encouraging innovation and facilitating effective group interaction
» Applies problem-solving processes to identify risks, evaluate options and determine solutions
» Uses lateral and analytical thinking to evaluate options against needs, resources and constraints before making decisions
» Actively identifies systems, devices and applications with potential to meet current and or future needs
» Plans, organises, implements or reviews organisational strategies, systems and processes

Task requirements

Assessment Task 2: Skills Test

Case study

‘Aussie Rural Products Pty. Ltd' is focused on an online grocery retails business. The organisation only sells Australian rural products. ‘Aussie Rural Shop' is an online portal available 24 X 7 to interest friendly customers. It is a virtual online marketplace facilitating easy buying of groceries.

Current scenario

‘Aussie Rural Products' is committed to sustain and develop an environment in which continuous
improvement, innovation and learning are promoted and rewarded.

They want to address the issues identified based on the analysis of performance reports and variances from organisational plans. They have given the responsibility to the Operations Manager of the organisation to manage and promote innovation and continuous improvement throughout the organisation and find innovative solutions to the issues identified.

Your role and responsibilities

You are working as an Operations Manager in ‘Aussie Rural Products'. The management wants you to manage and promote innovation and continuous improvement throughout the organisation and find innovative solutions to the issues identified.

As part of your job role, you have the following responsibilities:

» Identifying opportunities for improvement

» Consulting with stakeholders and seeking advice to identify opportunities for improvement

» Promoting the value of creativity, innovation and sustainability and recognising successes

» Supporting testing and trialling of new ideas

» Undertaking risk management and cost-benefit analysis for options

» Planning for and implementing improvements using the organisation's processes for approvals, project management and change management

» Facilitating contributions to and communications about continuous improvement and innovation

» Capturing insights, experiences and ideas for improvements and incorporating them into the organisation's knowledge management systems and future planning.

Skills Test:

This assessment task requires you to demonstrate skills to manage and promote innovation and continuous improvement throughout the organisation and find innovative solutions to organisational issues.

In the course of the above, you must:

» Identify opportunities for improvement

» Consult with stakeholders

» Promote the value of creativity, innovation and sustainability and recognising successes

» Support testing and trialling of new ideas

» Undertake risk management and cost-benefit analysis for options

» Plan for and implement improvements using the organisation's processes for approvals, project
management and change management

» Facilitate contributions to and communications about continuous improvement and innovation

» Capture insights, experiences and ideas for improvements and incorporate them into the organisation's knowledge management systems and future planning.

To do so, you must complete the following activities:

» Activity 1: Identify opportunities for improvement

» Activity 2: Consult and seek advice from stakeholders regarding identified opportunities for improvement

» Activity 3: Implement innovative practices

» Activity 4: Develop workplace culture and tools for continuous improvement, innovation and learning

The roles and their responsibilities: Relationships with stakeholders such as employees and General Manager

The assessment task requires you to communicate with a number of organisational stakeholders. The main roles applicable to the assessment task includes:

Role number 1: General Manager: The General Manager is the individual who supervises or is in charge of the organisation. They belong to a higher rank or status. Their job role and responsibilities are:

» Assist you in understanding the task requirements

» Provide you information about job roles and responsibilities
» Supervise you completing the assessment task and requirements

Role number 2: Branch managers/Team members: The branch managers are student's co-worker or workfellow. They are associates that the candidate works with. Their job role and responsibilities are:

» Assist you in completing the project on time

» Participate in a healthy and open discussion

» Provide insights, experiences and ideas for improvements

» Communicate and collaborate with you to complete the required activities

Task requirements

» You will be assessed on your technical knowledge and skills to complete this project

» You will be assessed on meeting your job role and responsibilities

» You must follow the instructions provided by the General Manager.

» The task must be completed in the specified timeframe

Activity 1: Identify opportunities for improvement

This activity requires you to identify improvement needs and opportunities in supply chains and operational and service systems.

For this activity, you are required to review current systems and processes within the company to develop options for continuous improvement, as well as report back to the management team on your review.

To do this, you will need to thoroughly review the case study information provided above, as well as to conduct research as instructed. The outcome of this assessment task will be a briefing report that you will also present to the management team.

As indicated previously, as the Manager of the organisation, you have been tasked by the management team to review current systems and processes and to develop continuous improvement options to develop creative ways for the business to improve both internally and in its external environment.

Your report will need to be 1200-1500 words in length and be in the format of the ‘Template 1'
provided.

To complete the report, you must:

» Analyse performance reports and variance from organisational plans within the workplace based on the information given in the case study.

o Determine whether current systems used by the organisation needs improvement.
o If yes, what are the areas of improvement in the current systems?
» Identify relevant team members affected by the change to the existing or current systems.

» Collect data and analyse areas for improvement in supply chains and operational and service systems based on the information given in the case study.

» Conduct a gap analysis of supply chains and operational and service systems based on the information given in the case study and identify improvement needs and opportunities.

» For inventory management and distribution tracking, undertake a detailed analysis of supply chains and operational, product and service delivery systems and give recommendation on the inventory management system and distribution tracking system that would best suit the company given in the case study. State reasons as well.

» Conduct research; identify and analyse changing trends and opportunities relevant to the inventory management and distribution tracking system.

» Establish strategies to monitor and evaluate performance and sustainability systems and processes related to inventory management and distribution tracking. Include the following details:

o Key Result Areas (KRAs)
o Key performance indicators (KPIs)
o Performance review process
The key elements that the report must include:

» Two (2) areas of improvement.

» Relevant team members affected by the change to the existing or current systems

» Data and information supporting areas for improvement in supply chains and operational and service systems

» Improvement needs and opportunities based on the gap analysis conducted.

» Recommendation on the inventory management system and distribution tracking system based on the analysis of supply chains and operational, product and service delivery systems that would best suit the company. State reasons as well.

» Changing trends and opportunities relevant to the inventory management and distribution tracking system

» Strategies to monitor and evaluate performance and sustainability systems and processes related to inventory management and distribution tracking

Activity 2: Consult and seek advice from stakeholders regarding identified opportunities for improvement

Activity context:

As per the organisational policy and procedures, any change to be implemented in the organisation should be finalised in consultation with the Branch managers and the General managers.

Description of the activity:

This activity is a continuation of Activity 2.

This activity requires you to consult and seek advice from the following stakeholders regarding identified opportunities for improvement:

» General Manager

» Branch Managers (Any four) The purpose of this activity is to:
» Consult and seek advice from the Branch Managers and General Manager regarding the opportunities for improvement.

» Support testing and trialling of new ideas

» Capture insights, experiences and ideas for improvement.

To complete this activity, you are required to complete the following three (3) parts:

» Part A: Interactive presentation

» Part B: Discussion with the stakeholders
Part A: Interactive presentation

This part of the activity requires you to prepare an interactive presentation. The presentation will be delivered in part B of this activity.

Before preparing the presentation, you are required to:

» Analyse the requirements of the organisation based on the information given in the case study.

» Analyse the improvement needs and opportunities based on the outcomes of Activity 1.

» Conduct research and identify the inventory and distribution tracking that best suits the requirements of the organisation and improvement requirements.

When preparing the presentation, you must ensure:

» Set out your presentation in a clean, simple and not too fussy way.

» Add questions in the presentation to make it more interactive.

» Add visual effects.

» Follow the presentation guidelines.

Presentation guidelines:

» Prepare 15-20 slides.

» Include the following content in the presentation:

o Improvement needs and requirements
o Recommendation on the inventory management system and distribution tracking system
o Reason for choosing the inventory management system and distribution tracking system
o Changing trends and opportunities relevant to the inventory management and distribution tracking system

o Strategies to monitor and evaluate performance and sustainability systems and processes related to inventory management and distribution tracking

Part B: Discussion with the stakeholders

This part of the activity requires you to consult and seek advice from the following stakeholders regarding identified opportunities for improvement:

» General Manager

» Branch Managers (Any four)

Activity 3: Implement innovative practices

Activity context:

General Manager has developed a program to address the inventory management and distribution tracking issues.

The objective of this program is to:

» Track the delivery vehicles and ensure that the customers receive their orders on time.

» Manage the inventory effectively and reduce wastage by using an automated inventory management system.

» To maintain the forecasted profits by decreasing the costs associated with deliveries and inventory wastage.

The management has identified that communication with the branch manager and the distribution team supervisors will be centric to the success of the program.

Timeframe for the implementation of the program is two (2) months.

The management has further identified the potential impact of change and consequence for people. These are given below:

» Limited understanding of the change and its impact among the work teams

» Negative employee attitude

» Resistance to change and lack of commitment

Description of the activity:

This activity requires you to implement innovative processes related to the following :

» Process 1: Automated inventory management system

» Process 2: Distribution system tracking

The purpose of this activity is to plan for and implement improvements using the organisation's
processes for approvals, project management and change management.

To do so, you are required to follow the procedure provided below for each process:

» Review the ‘Activity context' provided above. Examine all aspects of the information given in the ‘Activity context'.

» Develop implementation plans (Template 4) to manage the implementation of the processes. Include the following details:

o Activities
o Objectives
o Key Performance Measures (KPIs)
o Timeframes
» Develop communication plans using (Template 5) to manage the implementation of the program. Include the following details:

o Communication activities during the implementation
o Communication medium
o The person responsible for communication
o Timeframe for communication
» Develop transition plans (Template 6) to manage the potential impact of change and consequence for people based on the information given in the case study.

o Actions to be taken

o Objectives

o Key Performance Measures (KPIs)

o Timeframes

» Develop at least two contingency plans (Template 7) related to possible implementation issues you foresee in relation to activities in your action plans. Include the following details:

o Potential contingencies

o The risk associated with each contingency

o Mitigation strategies
» Conduct risk management using ‘Template 8' and identify and address two (2) potential risks.
Include the following details:

o Risks
o Risk ratings
o Risk controls
» Undertake cost-benefit analysis for both processes using ‘Template 9'.

» Amend the following plans to address the potential implementation failures based on the risk management conducted.

o Implementation plans
o Transition plans
o Contingency plans
» Develop a schedule for evaluation and continuous improvement using ‘Template 10'. Include the
following details:

o Evaluation activities to evaluate systems and processes and innovation on a regular basis
o Timeframe for each evaluation activity
o Key Performance Measures (KPIs) to be assessed
» Capture and manage the learnings from the implementation activities above using a knowledge management system.

o Complete ‘Template 4' to ‘Template 10'.
o Create a ‘Google Drive' folder and name it ‘Knowledge management repository'.
o Upload the completed templates and share them with your trainer/assessor.
o Provide him with edit access.

Activity 4: Develop workplace culture and tools for continuous improvement, innovation and learning

Activity context:

The implementation of the following innovative processes is underway:

» Process 1: Automated inventory management system

» Process 2: Distribution system tracking

After evaluating the outcomes of continuous improvement systems, it was identified that the organisation is progressing in the right direction and on the path to achieve the desired objectives. However, there are certain areas of improvement that needs to be addressed based on the evaluation conducted in the following quarters:

» Quarter 1: Inefficiencies of the to operate the automated inventory management system

» Quarter 2: Difficulties for the Branch Managers to manage staff members in the implementation of the change.

However, the organisation wants to develop a workplace culture that supports continuous improvement, innovation and learning.

Description of the activity:

This activity requires you to develop workplace culture and tools for continuous improvement, innovation and learning.

To do so, you are required to complete the following two (2) parts:

» Part A: Establish systems and processes for continuous improvement, innovation and learning

» Part B: Consultation session

» Part C: Coach Branch Managers on innovative practices and create a learning plan

Part A: Establish systems and processes for continuous improvement, innovation and learning

This part of the activity requires you to establish systems and processes for continuous improvement, innovation and learning.

You must use ‘Template 11' to establish systems and processes for continuous improvement, innovation and learning.

To do so, you are required to:

» Evaluate the outcomes of the implementation of continuous improvement systems and processes and innovation for Quarter 1 and Quarter 2 given in the ‘Activity context' and identify areas of improvement.

» Establish two (2) new continuous improvement systems and processes that promote continuous innovation and learning. Include the following details:

o Proposed systems and processes

o Description of proposed systems and processes. Briefly explain how each proposed system and process will promote continuous innovation and learning

o KRAs and KPIs for each proposed system and process
» Establish rewards for continuous improvement, innovation and learning.

Part B: Consultation session

This part of the activity is a continuation of Activity 3 and part A of this activity.

This activity requires you to conduct a consultation session with the Branch Manager and seek and respond to feedback on systems and processes for continuous improvement, innovation and learning developed in part A of this activity.

The trainer/assessor will observe the student conducting the consultation session. To complete this part of the activity, you are required to:
Prepare to deliver a 20-30 minutes briefing and consultation session with the Branch Managers.

» Distribute the continuous improvement systems and processes to promote continuous innovation and learning. (Prepared in part A of this activity - Template 11)

» Ask the Branch Managers/Team members to evaluate the continuous improvement systems and processes, including.

o Merits and demerits
o Changes or improvements to continuous improvement systems and processes
» Agree on a time for a session with the Branch Managers and the trainer/assessor.

Lead the consultation session:

» Communicate with stakeholders costs and benefits of innovations and improvements (Based on the outcomes of Activity 3)

» Discuss the continuous improvement systems and processes developed.

» Communicate with, and mentor Branch Managers on ways of working that contribute to continuous improvement.

» Use creative techniques to generate ideas, capture insights, experiences and ideas for improvements. Discuss and analyse:

o Merits and demerits
o Changes or improvements to continuous improvement systems and processes
» Work through implications of suggestions to trial them

» Encourage Branch Managers to discuss issues of potential problems during trialling

» Finalise the changes to continuous improvement systems and processes.

» Incorporate results of the consultation session into revised continuous improvement systems and processes

Part C: Coach Branch Managers on innovative practices and create a learning plan Context:

Based on the outcomes of continuous improvement systems, it was identified that the Branch Managers are facing difficulties to manage staff members due to resistance in the implementation of the change.

General Manager wants you to coach Branch Managers on innovative practices to manage difficulties related to resistance to change and create a learning plan for them.

Description:

This part of the activity requires you to coach Branch Managers on innovative practices to manage difficulties related to resistance to change and create a learning plan for them.

Before the meeting, the student is required to:

» Create an agenda for the meeting using the template provided. The agenda of the meeting must discuss the key points of discussion.

» Plan for the coaching session:

o Identify learning opportunities for Branch Managers.
o Conduct research and identify innovative practices to manage difficulties related to resistance to change.

o Identify different ways they contribute to continuous improvement in the inventory management system

o Complete ‘Template 13: Coaching session plan'.
During the meeting, you must:

» Welcome the participants

» Provide an introduction to the meeting's purpose

» Communicate with, and mentor Branch Managers on ways of working that contribute to continuous improvement

» Communicate with and coach Branch Managers how they can be innovative

» Collaborate with them and prepare a learning plan that includes the following:

o Working objectives
o Learning activities
o Desired outcomes
o Expectations/Key Performance Indicators
» Provide an opportunity for discussion.

o Listen and comprehend information from a variety of spoken exchanges with the participants of the meeting

o Provide an opportunity for the audience to ask questions
o Respond to questions.
o Acknowledge and respond to differences in opinions.
Close the meeting:

» Summarise the agreed outcomes using the meeting minutes template provided.

Attachment:- Manage innovation and continuous improvement.rar

Reference no: EM133046428

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