-28575-9905900453075356515PROJECT PORTFOLIO
-28575-9905900453075356515PROJECT PORTFOLIO
020000PROJECT PORTFOLIO
03322955STUDENT VERSION
020000STUDENT VERSION
05887106MANAGE BUSINESS RESOURCES
00MANAGE BUSINESS RESOURCES
05212008BSBOPS501
020000BSBOPS501
First published 2021
RTO Workswww.rtoworks.com.auhello@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 teams and publishers 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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012619000
Contents
TOC o "1-3" h z t "RTO Works Heading 1,1" Section 1: Analyse resource requirements PAGEREF _Toc68007055 h 6Section 2: Planning for resources PAGEREF _Toc68007056 h 10Section 3: Resource acquisition PAGEREF _Toc68007057 h 22Section 4: Evaluation PAGEREF _Toc68007058 h 29
Student name: Assessor: Date: Business this assessment is based on: Documentation reviewed as preparation:
Section 1: Analyse resource requirementsComplete this section before the stakeholder meeting/s.
Provide an overview of the business and its strategic objectives and goals.
Describe the regulatory and legislative context of the business that relates to managing resources. Outline the specific objectives of the business unit/s that you are basing this project on.
E.g., business unit, project or department that requires these resources. Resource 1
Which resource are you going to focus on for this project and which activity does it relate to? Resource 2
Which resource are you going to focus on for this project and which activity does it relate to? Resource 3
Which resource are you going to focus on for this project and which activity does it relate to? Describe the stakeholders you need to meet with to discuss the nature and level of resource planning for all three resources.
Why are these stakeholders part of the consultation process?
These may be separate stakeholders or the same ones for all three resources depending on the size and nature of the business When is this meeting/s set for?
Provide the details of when and where this meeting/s is occurring What are the internal capabilities of the business in relation to the resourcing requirements? What are the external resourcing requirements?
Outline any supplier or purchasing considerations, budget or anything else relevant to obtaining quotations here. Provide an outline of the agenda / main discussion points for this meeting/s.
Copy and paste this row if you are having more than one meeting and fill one out for each meeting. Complete this section after the stakeholder meeting/s.
Summarise the outcomes of the meeting/s.
Include any decisions that were made and next steps.
Copy and paste this row if you are having more than one meeting and fill one out for each meeting. 61859414351000 Attach: Business documentation reviewed
Recording of meeting/s if not observed in person or online by your assessor
Section 2: Planning for resourcesYou need to complete all three of the plans in this section for three different resources.
Resource Plan 1
Description of resource bid. Options.
Outline suitable options that may suit Budget and costs.
Outline the total budget and provide a break down of the costs associated with this resource What are the timelines for identifying suitable resources and the acquisition of this resource? Explain how the resource will be obtained/purchased following policy and procedures.
Explain the approval process for this resource. Resource monitoring usage system
Develop a monitoring system that can be used to monitor the usage and success of this resource in meeting business or project objectives.
Establish a measurable Key Performance Indicators (KPI).
Show how you approached establishing the KPI in a mathematical way using problem-solving.
List ways to monitor the KPI including a timeframe for evaluation.
Develop a formal policy and procedure document and attach to this section (note you can develop just one Resource Usage Policy with different sections for all three resources if you would like to do it this way). Risk and contingency planning
Complete the table to assess risks and develop contingencies for resources you are planning for.
Potential risks Planned Response
Risk associated with the acquisition or implementation of the resource How will you mitigate the risk?
61859414351000 Attach: Scope of Requirements document
Approval request for proposal (email)
Resource Evaluation Policy and procedures developed
Relevant policies and procedures related to the resource (workplace documentation or from the simulation pack)
Resource Plan 2
Description of resource bid. Options.
Outline suitable options that may suit Budget and costs.
Outline the total budget and provide a break down of the costs associated with this resource What are the timelines for identifying suitable resources and the acquisition of this resource? Explain how the resource will be obtained/purchased following policy and procedures.
Explain the approval process for this resource. Resource monitoring usage system
Develop a monitoring system that can be used to monitor the usage and success of this resource in meeting business or project objectives.
Establish a measurable Key Performance Indicators (KPI).
Show how you approached establishing the KPI in a mathematical way using problem-solving.
List ways to monitor the KPI including a timeframe for evaluation.
Develop a formal policy and procedure document and attach to this section (note you can develop just one Resource Usage Policy with different sections for all three resources if you would like to do it this way). Risk and contingency planning
Complete the table to assess risks and develop contingencies for resources you are planning for.
Potential risks Planned Response
Risk associated with the acquisition or implementation of the resource How will you mitigate the risk?
61859414351000 Attach: Scope of Requirements document
Approval request for proposal (email)
Resource Evaluation Policy and procedures developed
Relevant policies and procedures related to the resource (workplace documentation or from the simulation pack)
Resource Plan 3
Description of resource bid. Options.
Outline suitable options that may suit Budget and costs.
Outline the total budget and provide a break down of the costs associated with this resource What are the timelines for identifying suitable resources and the acquisition of this resource? Explain how the resource will be obtained/purchased following policy and procedures.
Explain the approval process for this resource. Resource monitoring usage system
Develop a monitoring system that can be used to monitor the usage and success of this resource in meeting business or project objectives.
Establish a measurable Key Performance Indicators (KPI).
Show how you approached establishing the KPI in a mathematical way using problem-solving.
List ways to monitor the KPI including a timeframe for evaluation.
Develop a formal policy and procedure document and attach to this section (note you can develop just one Resource Usage Policy with different sections for all three resources if you would like to do it this way). Risk and contingency planning
Complete the table to assess risks and develop contingencies for resources you are planning for.
Potential risks Planned Response
Risk associated with the acquisition or implementation of the resource How will you mitigate the risk?
61859414351000 Attach: Scope of Requirements document
Approval request for proposal (email)
Resource Evaluation Policy and procedures developed
Relevant policies and procedures related to the resource (workplace documentation or from the simulation pack)
Section 3: Resource acquisition
Resource 1 acquisition
Summarise the process you went through to receive quotations for this resource. Organisational compliance
How did you adhere to your organisational procurement policy and procedures when receiving quotations? Timelines
How did you meet the timelines you planned for? Quotations
List the suppliers/vendors you received quotations from
Attach these quotations to this section of your portfolio Supplier preference and recommendation
Which supplier do you prefer and why? Summarise your reasons here.
Develop an email outlining your recommendations to the relevant manager and attach this. Describe how you arranged the delivery / receival of the resource and the processes followed for allocation.
Attach any evidence here as part of the process E.g., emails / receipts or delivery documentation, internal communication to staff.
If using the case study you dont actually need to purchase and receive the resource but you can make assumptions and develop emails or internal communications about allocation as part of the simulation. 61859414351000 Attach: Quotations obtained
Email recommending preferred supplier
Evidence of resource allocation
Resource 2 acquisition
Summarise the process you went through to receive quotations for this resource. Organisational compliance
How did you adhere to your organisational procurement policy and procedures when receiving quotations? Timelines
How did you meet the timelines you planned for? Quotations
List the suppliers/vendors you received quotations from
Attach these quotations to this section of your portfolio Supplier preference and recommendation
Which supplier do you prefer and why? Summarise your reasons here.
Develop an email outlining your recommendations to the relevant manager and attach this. Describe how you arranged the delivery / receival of the resource and the processes followed for allocation.
Attach any evidence here as part of the process E.g., emails / receipts or delivery documentation, internal communication to staff.
If using the case study you dont actually need to purchase and receive the resource but you can make assumptions and develop emails or internal communications about allocation as part of the simulation.
Resource 3 acquisition
Summarise the process you went through to receive quotations for this resource. Organisational compliance
How did you adhere to your organisational procurement policy and procedures when receiving quotations? Timelines
How did you meet the timelines you planned for? Quotations
List the suppliers/vendors you received quotations from
Attach these quotations to this section of your portfolio Supplier preference and recommendation
Which supplier do you prefer and why? Summarise your reasons here.
Develop an email outlining your recommendations to the relevant manager and attach this. Describe how you arranged the delivery / receival of the resource and the processes followed for allocation.
Attach any evidence here as part of the process E.g., emails / receipts or delivery documentation, internal communication to staff.
If using the case study you dont actually need to purchase and receive the resource but you can make assumptions and develop emails or internal communications about allocation as part of the simulation.
Section 4: Evaluation
Resource 1 evaluation
Provide an overview of the level of performance of the resource according to the data reviewed. Has the resource been used in line with the product specifications and product/service standards? How has the resource usage been used according to the budget for this resource? Were there any budget overruns? Explain reasons if this was the case. Suggest improvements to work practices that could increase efficiency of this resource. Does a corrective action need to be taken in relation to this resource? If yes, summarise this here and then implement it. Attach evidence of this implementation in this section.
Note: There only needs to be one corrective action taken for one resource. Write NA here if you have taken this for another resource. 61859414351000 Attach: Evidence of corrective action (1 only in total)
Formal report developed for management
Resource 2 evaluation
Provide an overview of the level of performance of the resource according to the data reviewed. Has the resource been used in line with the product specifications and product/service standards? How has the resource usage been used according to the budget for this resource? Were there any budget overruns? Explain reasons if this was the case. Suggest improvements to work practices that could increase efficiency of this resource. Does a corrective action need to be taken in relation to this resource? If yes, summarise this here and then implement it. Attach evidence of this implementation in this section.
Note: There only needs to be one corrective action taken for one resource. Write NA here if you have taken this for another resource. 61859414351000 Attach: Evidence of corrective action (1 only in total)
Formal report developed for management
Resource 3 evaluation
Provide an overview of the level of performance of the resource according to the data reviewed. Has the resource been used in line with the product specifications and product/service standards? How has the resource usage been used according to the budget for this resource? Were there any budget overruns? Explain reasons if this was the case. Suggest improvements to work practices that could increase efficiency of this resource. Does a corrective action need to be taken in relation to this resource? If yes, summarise this here and then implement it. Attach evidence of this implementation in this section.
Note: There only needs to be one corrective action taken for one resource. Write NA here if you have taken this for another resource. 61859414351000 Attach: Evidence of corrective action (1 only in total)
Formal report developed for management
Case Study WORLDUCATION
Background information
Worlducation is a social startup that manufactures tablet computers for primary school students. They not only focus on the hardware, but they also have a competitive team creating software, content and activities to better engage and educate the students.
Worlducation aims to change the way children learn at school by implementing artificial intelligence technology that can follow up on each childs progress and adjust to their needs as they learn, creating the optimal path learning experience.
So far, Worlducation only sells their tablet computers business to business (B2B) as they realised that their content and hardware proved most effective when a whole classroom was using it, and a teacher was coordinating the activities. Also, this helped the sales team focus on larger sales, and minimised the potential number of problems that could arise from individual customers. However, the long-term plan is to also tackle a business to consumer strategy (B2C).
What makes Worlducation completely different from their competition is that they envision a world in which every child learns how to read and write a world without illiteracy. Given this vision, for every classroom that buys their products, they donate and train a classroom somewhere around the world that cant afford the same technology. Furthermore, they connect the two classrooms (those who bought the products and services and those who received the donation) so that they can grow together and collaborate throughout their learning cycle.
Worlducation was founded in 2016, and by the end of 2019 they had sold over 35,000 tablets to over 550 schools in 23 countries, generating revenue in hardware sales and software subscriptions.
Worlducation headquarters are in Sydneys CBD but they have a development team in Bulgaria, a manufacturing team in Hong Kong, and operation and marketing staff in Colombia, Egypt, Iceland, Russia and the Philippines.
Worldcation has a complex supply chain that begins when a sale is made usually via a sales representative or through and 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.
Information specific to this project
At a recent board meeting, the Board of directors approved the development of a cloud-based solution where customers can access the software remotely on their own devices.
The CEO asked every manager to create an operational plan to implement this model in their department.
The Sales manager has decided to address the objectives increase sales to increase donations to needy classrooms and strengthen the skills of our people, to better support customers.
Activities that need to be implemented that relate to the first objective include:
Activity 1: Create an online advert for the new product (quoted price of $25,000)
Activity 2: Arrange a live demonstration for existing customers
Activity 3: Create rewards program to reward school based on number of downloads
Activities related to the second objective include:
Activity 1: Train sales staff to use new product
Activity 2: Organise school visits
Activity 3: Sponsorship program to develop personal relationships between less fortunate children and sales staff
A dedicated new in-house trainer will be required to provide training on the new product to staff and clients and an advertising consultant is needed to create a multi-media advert.
An operational plan extract has been provided on the following page.
Objective Activity/
strategy to achieve objective Person responsible for completion Timeline Resources required KPI Budget
Increase sales to increase donations to needy classrooms Create an online advert for the new product Marketing team leader 2 weeks Advertising specialist
Production equipment
Advert Host Delivered within budget and specified timeframe $400,000
Arrange a live demonstration for existing customers Sales consultant 4 weeks Device and internet
Online demonstration platform
Internal staff For every 3 demos there is a sale $100,000
Create rewards program to reward school based on number of downloads Financial Manager 8 weeks Management system
Internal staff
Marketing information sheet Downloads increase by 2% per school. $200,000
Strengthen the skills of our people, to better support customers
Train sales staff to use new product: Sales Manager 6 weeks Trainer
Training material
Location for training session All staff can use the new product and explain it to another staff member. $180,000
Organise school visits Sales Manager 4 weeks Internal staff
Transport to schools (new vehicle)
Wristband gifts for students 10 school visited per sales consultant. $80,000
Sponsorship program to develop personal relationships between less fortunate children and sales staff HR Manager 12 weeks Legal consultant
Management system
Vehicle
50 children are matched with sales personal by FYE. $250,000
Strategic Plan 2021 2023
WelcomeWelcome 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.
Lucas Lopez
CEO
WorlducationExecutive SummaryFounded 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 childs 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. This is why, for each classroom that buys our product, we donate and train a classroom somewhere around the world that cant 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 StatementTo 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
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
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.
The MarketThe 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 form home, consumer appetite for tablets has increased.
Situation AnalysisStrengths Weaknesses
Value and quality
Strong management
Customer loyalty
Friendly organisational culture
Level of available finance for investment Brand name not developed as well it could be
Growing organisation
Opportunities Threats
Schools needing to upgrade technology
Opportunities to offer a range of services
Opportunities for synergies across all services and products High level of competition
Economic downturn meaning less spent generally
Failing to satisfy clients demands
Marketing StrategiesOur marketing strategies aim to:
Build our brand
Generate leads now
Convert those leads quickly
Have every part of the business supporting each otherWe 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
Finance Authorisation Policy and Procedures
Purpose of the Policy
All finance transactions as noted in this policy are to be authorised by the noted authorised person prior to the transaction being undertaken.
This policy is to be read in conjunction with other specific finance policies where relevant.
ProceduresPrior to any finance transactions being undertaken, Anna Armstrong must authorise the transaction.
Use of Business Credit Card Purpose of the PolicyThis policy provides guidelines for the issue and use of business credit cards.
ProceduresAn employee will only be issued a credit card once the Credit Card Authorisation Form has been completed.
The business credit card can only be used for travel, authorised entertainment and purchases of small value expenses or equipment up to the value of $500.
No cash advances are to be taken using the business credit card unless authorised by Anna Armstrong.
Where a business credit card is lost or stolen, the owner of this card is to notify the Business Manager, who is responsible for notifying the issuing agency and ensuring the card is cancelled.
The business credit card is not to be used for personal expenses.
All holders of business credit cards are required to reconcile the monthly credit card statement to the expense form, attach all receipts for payments made on the credit card and have the expense statement authorised by Anna Armstrong.
Upon completion and authorisation of the monthly expense statement, these documents are to be forwarded to the Business Manager for payment of the credit card statement.
All business credit cards are to be returned to the business when the person is requested to by the Business Manager or where they are no longer an employee of the business.
New supplier policy
Purpose of the PolicyAll new suppliers to the business must be reviewed and accepted in accordance with this policy to ensure that the supplier service is aligned with the business objectives.
ProceduresChoosing a New SupplierA new supplier must provide our business with quality products, great service, competitive pricing and efficient delivery.
The following information table must be completed prior to agreeing to services
Supplier Selection Background InformationBusiness Name of Supplier:
Location of Supplier:
Products/Services provided by supplier: (Attach a list if necessary)
Name of business owner/ sales representative:
For how many years has the supplier been trading?
Supplier Selection Review ChecklistFor each new supplier being considered the following checklist must be completed:
Is the supplier pricing competitive? Attach list to this checklist:
What are the payment terms for this supplier?
What is the return policy for this supplier?
Does the supplier provide warranties, guarantees etc.?
Are the suppliers representatives knowledgeable of the products/ services and industry?
Is there an alternative to this supplier, has the alternative supplier been considered?
What are the delivery services of the supplier?
Has a credit check been undertaken for the supplier? (attach to this checklist)
Has the Personal Property Securities Register (PPSR). been reviewed?
Has the supplier been trade checked? (attach this to this checklist)
insert relevant additional information to assist in the decision of appointing a new supplier
Appointment of SupplierThe appointment of a new supplier will be authorised by the Business Manager.
The Business Manager will independently verify the bank account or other payment details of the supplier to ensure payments made are to the correct supplier
Supplier Payment Terms
All purchases from suppliers must be supported by a purchase order.
Payment terms for all suppliers must be reviewed by the Business Manager at least once a year.
All supplier payment terms must be a minimum of 30 days.
Any variation to the above must be authorised by the Business Manager.
All supplier payments are to be reviewed once a quarter to ensure that payment terms are adhered to. For payments made to any suppliers earlier or later than the agreed terms.
Privacy Policy and Procedures
Scope
This privacy policy outlines how Worlducation protects and handles personal information in accordance with its obligations under the National Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (Privacy Act).
Collection of information
Worlducation collects personal information relating to individual creators, publishers, licensees and IT professionals as part of the normal course of its business.
Where possible, Worlducation collects personal information directly from the individuals themselves.
Third party collection: Worlducation may also collect personal information from third parties in accordance with the requirements of the APPs, including:
From other rightsholders of a work, including the publisher. This is restricted to information which will assist in member recruitment or payment to rightsholders, such as contact and entitlement information. If Worlducation cannot collect that personal information from other rightsholders, its ability to efficiently recruit and pay rightsholders will be restricted;
Worlducation has agreements with similar organisations in other countries that enable the use of foreign text and images in Australia, and the collection of fees and royalties for the use of Australian works overseas and may collect information in this process;
From the public domain from third party sources such as social networking services, industry directories, industry guides, and the Internet; and
Through purchased mailing lists and business database lists which are used for sending Worlducation marketing material, where recipients have consented to receiving such communications or it would be reasonably expected of us to use or disclose the information for that purpose.
Websites and online services: a variety of information is collected by users of our Websites and online services.
Emails and electronic forms: our servers may record an email address if a message is sent online. An email address will only be used for the purpose for which it has been provided and it will not be added to a mailing list or used for any other purpose without consent.
Google Analytics: Worlducation uses Google Analytics to collect data about users usage and behaviour on Websites. This information is used to improve the Websites and is not used by Worlducation to personally identify users of the site. All tracked data is anonymously collected in accordance with Google Analytics privacy policy. Refer to Googles privacy policy for further information: http://www.google.com.au/policies/privacy/
Cookies: Worlducation uses session cookies to help analyse how users use their Websites. The cookie-generated information generated about the use of the website (including IP address) will be transmitted to and stored by our service providers on servers hosted in Australia. By using our website, users consent to the processing of data about them in the manner and for the purposes set out above.
Anonymity
2.1 We provide the option for individuals to not identify themselves, or of using a pseudonym when dealing with us. In some circumstances, if a choice is made not to provide the information requested we may not be able to provide certain services.
2.2 We do not provide this option in circumstances where it is impracticable to do so or where Worlducation is legally required to deal with identified individuals only.
Use and disclosure of personal information
3.1 Worlducation uses and discloses personal information for the primary business purposes for which it is collected (set out above) and related management purposes.
3.2 Worlducation uses and discloses personal information for any other purposes to which consent has been given.
3.3 Worlducation will not otherwise use or disclose personal information without consent being given unless otherwise required or authorised by law.
3.4 Subject to the requirements of the APPs, Worlducation may also use and disclose personal information for any other related purpose that one would reasonably expect the information to be used or disclosed.
Marketing material
4.1 Worlducation may use personal information, from time to time, to send to marketing material that we consider will be useful, or other material about our activities.
4.2 Worlducation will only do this if we collected the information and one would reasonably expect us to use or disclose the information for that purpose, or if consent has been given to receiving such communications.
Personal information storage and security
5.1 Worlducation takes reasonable steps to protect personal information from loss, unauthorised access, modification, disclosure, interference or other misuse. These steps include electronic access restrictions for electronic files that contain personal information, securing paper files containing personal information in locked cabinets and physical access restrictions.
5.2 Once collected, Worlducation holds personal information in a number of different formats, including on servers (located both onsite and offsite, including in the cloud), databases, filing systems and in offsite backup storage.
5.3 Worlducation only retains personal information for as long as it is required for its business purposes or for as long as required by law. Any information that we no longer require is destroyed securely. An exception to this may be retention of the information for data analysis. However, if this occurs, the information will be retained in a form that does not allow you to be identified from that information.
5.4 Worlducation undertakes not to disclose your personal information in any manner that would be considered direct marketing.
Digital security
6.1 Input devices such as thumb drives or other external memory devices should only be used if they come from a trustworthy source.
6.2 Before opening a thumb drive folder, ensure that a malware scan is run on it.
6.3 Files that are to be modified should first be saved to the computers desktop and the thumb drive ejected before beginning work on the files.
6.4 All files should be saved to the relevant folder, and not left on the desktop.
6.5 Back up of data should be performed at the end of every week. The data should be backed up onto an external memory device, which will be stored in the security cupboard in the Administration office.
Internet security
7.1 A mailbox should be created for each email sender so they can be accessed efficiently.
7.2 Before logging off from your inbox, ensure that it is empty. All emails should be placed in their senders mailbox.
7.3 Suspicious or potentially dangerous emails should be deleted immediately. Attachments should not be opened.
7.4 Personal emails should not be opened at work, or on King Edward VII Colleges computers. If an email of a personal nature is received on a King Edward VII Colleges email address, forward it immediately to a private email address, and open it outside work. Delete the original email from the inbox once it has been forwarded.
7.5 Returned email should be examined to ensure that the address in correct. If in doubt as to the correct address, contact the source of the address and ask for verification.
7.6 Email attachments should only be opened if they come from a trusted source. Attachments are to be stored and sent only as pdf, Word, PowerPoint or Excel files. If trustworthy emails are received in other formats, they should be converted before filing.
7.7 New staff must be assessed on their email competence by their manager before they are given access to their company email address and access to company files. This assessment is to be carried out on an external email account.
Employee Training and Development Policy and Procedures
Policy brief & purpose
This policyrefers to Worlducations learning and development programs and activities for all staff members. Worlducation aims to help employees extend their knowledge and acquire new skills to do their jobs better. We want our employees to feel confident to find new ways towards personal development and success.
Scope
This policy applies to all permanent, full-time or part-time, employees of the company. Employees with temporary/short-term contracts might attend trainings at their managers discretion.
Employees, managers and executives should collaborate to build a continuous professional development (CPD) culture:
The employee is responsible to seek new learning opportunities
The manager is responsible to coach their teams and identify employee development needs
Training and development includes:
Formal training sessions (individual or corporate)
Employee Coaching and Mentoring
Participating in conferences
On-the-job training
Job shadowing
Job rotation
Subscriptions or educational material
Individual training programs
All employees that have worked for the company more than four months are eligible to participate in external training programs individually or in teams.
Employees can choose to attend as many training programs as they want, provided they dont exceed the budget and day limit.
All trainings should consider what employees need and how they can learn best. This is why, we encourage employees and managers to consider multiple training methods like workshops, e-learning, lectures and more.
Corporate training programs.
Expert training
Experts (internal or external) may be required at certain times, for example:
Equal employment opportunity training
Diversity training
Leadership training for managers
Conflict resolution training for employees
Training new employees
Training teams in company-related issues (e.g. new systems or policy changes)
Training employees to prepare them for promotions, transfers or new responsibilities
Other types of training
Both employees and their managers are responsible for continuous learning. Employees should show willingness to improve by asking their managers for direction and advice. Managers should do the same with their own superiors, while encouraging and mentoring their subordinates.
Employees and managers are responsible for finding the best ways to approach learning. They can experiment with job rotation, job shadowing and other types of on-the-job training (without disrupting daily operations). We also encourage employees to use their rights for self-paced learning by asking for educational material and access to other resources within allocated budget.
General guidelines:
Managers should evaluate the success of training efforts. They should keep records for reference and better improvement opportunities.
All employee development efforts should respect cost and time limitations, as well as individual and business needs.
Employees should try to make the most out of their trainings by studying and finding ways to apply knowledge to their work.
Internal Communication Policy and Procedures
Worlducation aims to enhance and streamline communications (internal and external) to reinforce the vision and strategic priorities. As such, we will continue to develop and trial new communication platforms, channels, and tools to improve information sharing and collaboration between all staff members.
This policy is to be implemented in a way that ensures compliance with relevant legislative requirements and standards of best practice.
Worlducation expects that staff will use the channels and for business purposes only and comply with all relevant policies and procedures, the Code of Conduct.
Communication channels
Worlducation has a number of internal communication channels available, including:
Channel Purpose
Staff bulletin This contains Information from the executive to staff which is important and relevant to their interests, including training, employment vacancies and important announcements.
Contributions for the Staff Bulletin must be approved in advance by the contributors relevant manager before being sent to the communications officer for review and inclusion.
Staff surveys These are used to gather information and feedback from all staff members. Surveys should be sent to staff via email link.
Worlducation intranet The intranet provides important information for staff in an easily accessible location.
The intranet is to be used for conveying information which is important and relevant from the executive team to staff. It is the responsibility of the person contributing the content to ensure the content is factually correct. All contributions must be approved in advance by the contributors relevant manager.
Enterprise social networks (e.g. Yammer, Facebook) These may be used by groups of staff to collaborate and communicate on projects online (e.g. to share and comment on work-related ideas, news and activities). Personal use of these platforms may not be used during work hours. Use of these networks must comply with the Social Media Policy.
All Staff emails Emails are used for messages to and between staff. Staff are required to read all their work-related emails. Approvals must be sought via email with relevant documents attached or a link to the document provided.
Email distribution lists Email distribution lists may only be used by the executive team and should adhere to the Privacy policy.
External Communication Policy and Procedures
This policy is adheres to national laws and regulations where Worlducation does business. It applies to any information that is material and proprietary. Information is material if it is likely to have an impact on the financial performance Information is proprietary, if it provides Worlducation with a competitive advantage.
This includes annual and quarterly reports, news releases, verbal communication (with external people such as analysts, investors, and the media), senior management presentations and information on the web site and intranet.
Employees must not discuss material, non-public matters or developments with outsiders (including family members, relatives or friends).
Spokespersons
There are three main groups of designated spokespersons for Worlducation Corporation:
National and international media The Chairman, Chief Executive Officer, Chief Financial Office
Local media Managers
Trade media Marketing managers, Sales managers
Any news release being issued to the media or public must be approved by Worlducation's executive management team. This includes (but not limited to) blogs, newspapers, magazines, adverts, social media and press statements.
Emergency communication
Crisis and emergency situations that may affect Worlducation and its employees include items such as fires, explosions, accidents, floods, hazardous material emissions, acts of violence or terrorism and many others. In the event of a crisis, safety should be your immediate concern. Employees should notify their direct manager and/or facilities manager, who will in turn notify the executive team as soon as possible. When dealing with the media during a crisis make sure you are available for comment and:
state the facts truthfully
do not from disclose names of the injured or deceased
show empathy - express concern for employees and the community as appropriate
do not offer personal opinion or speculate
describe steps you are taking to manage the crisis
Say "I need to confirm that information first" if you are unsure.
Communication of Financial, Market, and Customer Information
Any reports, slides, presentations, or any other written material that contains Worlducation financial information must be accurate and complete.
Social networking policy
Worlducation employees must use these forums appropriately and responsibly, especially when discussing or disclosing any information related to Worlducation or to their employment at Worlducation.
While social networking opens up new opportunities to have a positive impact on our brand reputation and business growth, it also carries significant business risk when used inappropriately. Failure to follow Worlducation's social media and networking policy or other abuse of social media and networking tools may result in disciplinary action up to and including termination of employment.
In the event anything in the policy may conflict with local law concerning internet use and data privacy, local law will control the interpretation and application of the policy.
Documentation Policy and Procedures
All employees are required to use Worlducations templates for all workplace documentation.
Documents should be named [Department_Type_Detail_Version]
Documents are to be saved using Worlducations cloud-based storage system.
In-built software review functionality should be used, and all comments recorded in a feedback register. Feedback register should contain the date, project number, name of reviewer, person receiving feedback, comments and action required.
Procurement Policy and Procedures
This policy outlines how Worlducation manages its purchasing activities to maximise value, minimise cost and support company strategies.
The policy applies to all employees who have the delegated authority to procure goods, services and/or works on behalf of the company.
For the purpose of this Policy, the term supplier includes all suppliers, contractors and consultants engaged to provide goods, services and/or works to the company.
Procurement Practices
The procurement of goods, services and/or works must be consistent with the Health and Safety Policy.
All procurement activities must take into consideration the environmental impact and value for money over the whole-of-life of the goods and/or services.
Consideration needs to be given to ongoing operational costs including the use of water and energy, greenhouse performance, disposal, recyclability and other relevant factors.
CFO holds the overall responsibility for procurement, including compliance and drives business initiatives that help manage risk, control optimal spend, achieve vendor consolidation and cost efficiency.
The authority to approve expenditure must be in accordance with the companys Delegation and Sub-Delegation of Authority and limited to the cost centres and/or activities within control of the position.
Procurement activities should be delivered or overseen by the position or Business Unit with the appropriate expertise in that field.
Procurement Principles
Employees should first check if the goods and/or services can be provided through one of the companys current preferred or contracted suppliers, or a supplier that has already been set up to do business with the company.
For one-off or simple price-based purchases with a supplier, credit cards are a low cost and efficient means of purchasing, rather than setting up a new supplier in the finance system. Employees should confirm with the supplier that a credit card is an acceptable method of payment, prior to committing the company to the purchase.
The aggregate spend over the year should be considered - if the procurement is for repeated volumes, a fixed term contract should be negotiated to secure favourable price, service and conditions over an extended term.
Records that are created or received during the procurement process should be maintained in line with the companys current document and records management practices and systems.
Sound judgement and discretion should be exercised in determining the most appropriate sourcing strategies.
The purchase value will determine the bidding process:
Value <$2000 $2000 - $5000 $5000 - $15000 $15000 - $30000 >$30000
Method Direct purchasing Written quote More than one written quote 3 or more written quotes Proposal or tender required
Approval Team leader Team manager Department manager Senior executive CFO
Recruitment Policy and Procedures
The Staff Recruitment Policy has been established to ensure Worlducation has the opportunity to attract the best available staff and volunteers for all vacant positions. This policy relates to employment of all staff and volunteers other than the CEO.
Worlducation is committed to providing high quality programs and services to our community. To support the achievement of this objective we recognise the importance of employing the most suitable applicant for all vacant positions.
Principles
Worlducation will ensure it has the best opportunity to attract the best available staff by broadly advertising (internally and externally as deemed appropriate) all vacant remunerated positions and volunteer vacancies.
Worlducation will take all reasonable steps to ensure that applicants may be safely entrusted with the duties of their position.
Worlducation will internally advertise all vacant positions to current staff and volunteers to encourage career advancement and increase participation.
Worlducation is committed to providing a work environment that is free from harassment and discrimination.
All recruitment and selection procedures and decisions will reflect Worlducations commitment to providing equal opportunity by assessing all potential candidates according to their skills, knowledge, qualifications and capabilities.
No regard will be given to factors such as age, gender, marital status, race, religion, physical impairment or political opinions.
Responsibilities
The CEO (or a delegated authority) is responsible to implement this policy and to monitor its performance.
It is the responsibility of Managers and Supervisors to ensure that:
They are familiar with the recruitment policies and procedures, and that they follow them accordingly;
Staffing levels for their department are determined and authorised;
All roles have current position descriptions that specify role requirements and selection criteria.
It is the responsibility of the Human Resources Department to ensure that:
All Managers are aware of their responsibilities in the recruitment and selection process;
Managers are given continuous support and guidance in regards to recruitment and selection issues.
Procedures
Managers should carefully consider the requirements for the position, and the key selection criteria including skills, experience and qualifications.
If no position description exists for the available position, or if it requires revising, this is the responsibility of the appropriate Manager.
Once the new position description or amendments have been drafted, it should be forwarded on to Human Resources and, if appropriate, approved by the CEO and/or Board.
Prior to commencing the recruitment process, the responsible Manager is required to gain approval from the CEO / Board or delegated authority and forward this to the Human Resources Officer.
In situations where a Manager wishes to promote an employee who meets the specific selection criteria for the vacant position into the internal vacancy, the appointment must be authorised by the appropriate Manager, and the approval is to be forwarded to the Human Resources Department.
Where appropriate, Worlducation will advertise all vacancies internally.
Where a position cannot be filled internally, the available position should be advertised through relevant networks, on relevant websites, and through local employment services. All advertisements must be approved by the CEO. If required, the Human Resources Department will prepare an appropriate recruitment advertisement for the position and submit it for review and approval by the relevant Manager. The Human Resources Department will administer the placement of the advertisement and monitor applications received.
Resumes must be screened by relevant managers against the position description so that assessments can be made of their suitability for the specific role.
Applicants who are assessed as suitable will then be selected for interview.
Previous employers and referees shall be contacted, and transcripts, qualifications, publications and other certification or documentation shall be validated.
If an internal candidate is selected, the Manager is required to notify the successful candidate and their Manager. If an external candidate has been selected, the Manager is to make a verbal offer to the candidate.
The Human Resources Department will prepare a written letter of offer for the successful candidate.
Once the Human Resources Department or Manager has received the candidates signed letter of offer, the Human Resources Department is to notify all unsuccessful candidates.
The Manager is responsible for liaising with the Human Resources Department to ensure that the necessary documentation, equipment and access privileges are prepared for the new employee.
The Human Resources Department will forward an induction kit to the new employee for their completion.
