MANAGE OPERATIONAL PLAN
TASK 1
Review and Analyse a Sample Operational Plan
Description:
An Operational Plan is a detailed action‐oriented plan that provides a clear picture of how a team, section or department will contribute to the achievement of the organisation's strategic goals (FLN). An operational plan could be part of a strategic or a business plan, addressing human resource, physical resource, action items, key performance indicators, and operational budget requirements to achieve the intended goals. A contingency plan often accompanies an operational plan that prepares for alternative actions in case the operational plan meets any obstacles.
With a view to develop an understanding of key components and use of operational plans, you will review and analyse a sample operational in this assessment task. The sample operational plans are actual plans obtained from public domain sources for the purpose of this assessment. Formats and contents of the plan differ from organisation to organisation. However, you will be required to analyse the plan within the context of the following areas;
§ Stated goals and objectives
§ Key performance areas
§ Key performance indicators
§ Human resource requirements
§ Physical and other resource requirements
§ Action plan/task/items
§ Budget/cost expectations
§ Key responsibilities
Ensure that your sample plan provides you with enough information to analyse the above components. Your analysis will essentially be based on your understanding and explanation of the plan – what you think about it, its key features, and how, in your view, this plan will help the organisation achieve their strategic objectives. You may also want to visit respective organisation’s website and gather further information to support your analysis/comments.
Please note
, merely reiterating the contents of the plan will not be construed as an analysis. Cambridge
dictionary defines analysis as the process of breaking up a concept, proposition, linguistic complex, or fact into its simple or ultimate constituents. Accordingly, it will be expected that you will write the analysis in your own words and understanding.
Plan analysis must be word processed and appropriately structured under headings/sub‐headings.
Word Limit: There is no work limit for this task. However, it is expected that the analysis will be contained within four to five single‐sided A4 sheets with a maximum spacing of 1.5.
This assessment task must be completed during an in‐house assessment session in presence of an assessor.
Assessment Criteria
The following criteria must be addressed for this task;
§ Selected an appropriate business or strategic plan for the task
§ Completed the task within a designated assessment session in presence of an assessor
§ Addressed all the required areas of analysis
§ Analysis reflects understanding of the concept and the components of an operational plan
§ Analysis contains a reasonable level of scrutiny and/or inquiry into specific aspects of the plan
§ Goals and objectives are analysed for their measurability and viability in the context of the plan
§ Explained how the operational plan may align with other strategic or organisational plans
§ Identified and analysed key performance areas of the plan
§ Where possible, reviewed, summarised and commented on KPIs (if provided in the sample plan)
§ Identified and analysed company’s human resource requirements to support the operations
§ Identified and analysed company’s physical and other resource requirements to support the operations
§ Action items are noted and analysed for their effectiveness
§ Budget and cost expectations are noted and explained for their relative influence on the plan
§ Expressed on viewed and summarised key aspects of the plan in own words
§ Analysis is appropriately structured and provides a clear and concise breakdown of the plan
TASK 2
Develop a Operational Plan
Description:
Operational plans provide an organisation with a mechanism to put their strategies in action and identify the resources required to achieve their stated goals and objectives. Operational plans may also be termed as action plans, annual plans, management plans or tactical plans. Separate operational plans are often prepared by different departments within an organisation to outline their specific tasks and priorities.
In Assessment Task1, you developed the understanding of the structure and components of an operational plan through an analysis of a sample operational plan. In this assessment task, given as a group project, your group will be required to develop an Operational Plan for a sample organisation based on its Strategic Plan. Your group will be provided with a sample strategic plan for this task. Your trainer/assessor will play the role of the Senior Manager for the purpose of this task.
A past or an existing organisation can also be used as an example to develop the required organisational context for this task. Alternatively, based on the sample strategic plan, research and collect some organisational information as a background to your plan.
Develop an operational plan that includes;
§ Executive summary
§ Stakeholders, consultation and approvals
§ Operational goals and expected outcomes
§ Action plan (convert strategies to actions)
§ Key performance indicators (KPIs)
§ Human resource requirements (including training or PD and strategies to address the requirements)
§ Physical and other resource requirements (including strategies to acquire the resources)
§ Resource conservation/waste management tactics
§ Budget/cost expectations
§ Key responsibilities; including intellectual property rights and responsibilities
§ Communication plan (how respective responsibilities and KPIs will be communicated)
§ Monitoring and evaluation
§ Contingency plan
An operational plan fundamentally addresses four questions:
§ Where are we now?
§ Where do we want to be?
§ How do we get there?
§ How do we measure our progress?
Contingency planning involves creating an alternative plan in the event of the original operational plan changing or facing obstacles due to unforeseen circumstances. It can be based on anticipated risks (e.g. non‐ availability of raw materials, government approvals etc.) and alternatives that can be used to keep the operational plan moving.
As part of assessment criteria for this task, equal and active participation from all groups will be required. Each group will need to submit a group statement, signed by all group members, outlining their respective role and contribution in the project. Any problems or non‐contribution from ant group members should be reported to the trainer/assessor at the earliest.
There is no word limit, but it is expected that each part will be articulated in sufficient detail to be able to form an analytical perspective. A sample plan or a template can be used as a guide. Ensure that you reference/cite all the external sources using an appropriate referencing system (e.g. Harvard Referencing System).
Further, once draft has been completed, your group will need to plan and develop additional documentation for performance review purpose (Assessment Task 3). Ensure that you retain copies of all the work.
Assessment Criteria
The following criteria must be addressed for this task;
Individual:
§ Participated in group formation process and joined a project group
§ Communicated effectively with the group members and clarified own roles and responsibilities
§ Actively participated and contributed in group discussion
§ Completed own tasks as delegated by the group
Group:
§ Successfully formed the group
§ Assessed available skills and knowledge of each group
§ Defined roles and responsibilities of each group member
§ Identified and itemised project tasks
§ Delegated tasks to group members based on their skill and knowledge sets
§ Used/developed a profile/introduction of the organisation used in the task
§ Developed an operational plan from the given strategic plan
§ The plan is appropriately structured and presented as an official document reflecting a real‐life example
§ Appropriate headings and sub‐headings are used to structure the contents
§ The content flow covers all the required elements of the plan and contains a logical sequence of the topics
§ An executive summary is included and provides an overview of the plan
§ Key stakeholders and consultation/approval processes are identified and defined
§ An effective communication plan is developed to communicate the plan and key responsibilities to respective personnel
§ Operational goals/aims and expected outcomes align with the stated organisational or strategic goals and objectives
§ Key action tasks are developed to help implement the strategies
§ The action plan addresses all the key strategic areas and establishes key responsibilities and time lines
§ Identified and defined human resource requirements to implement the plan
§ Strategies and processes to address human resource requirements are developed to support the implementation
§ Identified and defined physical and other resource requirements to implement the plan
§ Strategies and processes to address physical and other resource requirements are developed to support the implementation
§ Requirements for IP rights and responsibilities are identified and addressed in acquisition of resources
§ Key Performance Indicator (KPIs) are developed to measure the outcomes and plan effectiveness
§ KPIs are realistic and include both qualitative and quantitative measures
§ Budget and cost expectations for implementation of the plan/actions are estimated and provided in appropriate format
§ A risk‐based contingency plan is developed to cover unforeseen circumstances and address business performance issues
§ The plan includes a detailed evaluation plan that helps monitor the plan and its effectiveness over the stated duration
§ Measures to address performance and skill/training requirements are included as part of the implementation process
§ Appropriate resource conservation tactics are suggested to minimise waste and improve usage
§ Maintained a group portfolio and kept records of group meetings and communications
Submission Guidelines
Submit:
§ An Operational Plan for the given organisation in hard and electronic copies
§ Signed group statement
§ Group portfolio containing meet records, communication and draft work/references
TASK 3
Review Operational Performance
Description:
This task is a continuation of Assessment Task 2.
In a typical workplace environment, implementation and performance review of a plan would be a stepped process, monitored over a long period time. In a classroom environment, this process will be simulated for this task. Accordingly, for the purpose of this task, the class audience will play the role of the staff. Your trainer/assessor will play the role of the Senior Manager.
Assume that your plan has been implemented and is being reviewed for its performance. You will be provided with sample financial information (Balance sheet and Profit and Loss Statements). Review and analyse the financial data against the KPIs set in your plan and take notes for presentation
Next, your group will be emulating the organisational process by;
1. Calling and conducting a staff meeting
2. Summarising requirements for implementing the plan – Action plan stages
3. Review of key stakeholder and consultation process in implementation
4. Articulating the KPIs for measuring the success
5. Presenting an analysis of the actual performance (sample financial data) Vs the KPIs
6. Seeking feedback on KPIs and adjusting as per the feedback in view of the performance
7. Articulating KPI management process and protocols
8. Plans for reviewing and improving the system
9. Articulating requirements for improvements and seeking feedback
One of your group members will be tasked with taking minutes of the meeting. Ensure that you explain each step and seek feedback. Based on the discussion, articulate implementation process and assign responsibilities within the roleplay.
The group will, then, submit a final report summarising the meeting, audience suggestions, processes deployed for review and measures in place for continuous improvement.
All group members will be required to participate in the review session.
Assessment Criteria
The assessment will include both individual and group assessment. Both, individual and group criteria must be met for successful completion of this task. Group formation process must be completed in presence of an assessor. Group work and interaction completed during the sessions will be observed throughout the project duration. Your group must also maintain a group portfolio and keep records of all group meetings and communications.
The following criteria must be addressed for this task;
Individual:
§ Participated in group work as required
§ Actively participated and contributed in group discussion for this stage
§ Completed own tasks as delegated by the group
Group:
§ Called a meeting of stakeholders for the purpose of performance review and feedback
§ Prepared the required review documentation and a presentation to the stakeholders
§ Outlined and articulated implementation process and roles and responsibilities undertaken
§ Outlined organisational communication plan and consultation processes
§ Linked implementation to organisational policies and procedures as per the context developed within this and other tasks
§ Outlined and explained measures for evaluating plan performance
§ Analysed financial information to review performance against the KPIs
§ Analysis was succinct and relevant to the plan and its purpose
§ Members were able to emulate the organisational process by using the sample data and cohesively preparing and presenting plan performance information
§ Allowed for a robust discussion and simulated a performance review meeting and process
§ Captured and recorded audience comments and feedback
§ Described processes for improvements and assigned roles and responsibilities
§ Set processes for identifying improvement opportunities
§ Developed a report comprising of implementation activities, processes, and how consultations and delegations were made
Submission Guidelines
Submit:
§ Performance review report in hard and electronic copies
§ Copies/record of stakeholder feedback (classroom session)