BSBSTR502 - Facilitate continuous improvement Practical Assessment

Task 1: Identify Current Continuous Improvement Systems and Processes

ASSESSMENT INSTRUCTIONS
This task will require you to identify your workplace/organisation’s current systems and processes for facilitating continuous improvement. This information will be used to improve your
workplace organisation’s continuous improvement processes.
To complete this task, you must:

• Review organisational documents that are relevant to each of the following that are
  currently used in your organisation to facilitate continuous improvement:
  • Decision-making processes
    • This refers to step-by-step procedures that helps your workplace/organisation come into deliberate and thoughtful conclusions to facilitate continuous improvement.
  • Strategies for continuous improvement
    • This refers to ongoing processes used by the organisation to ensure continual improvement of products, services and procedures.
  • Knowledge management systems
    • This refers to platforms or tools that your workplace/organisation uses to gather, store and access information about your team’s progress, insights and experiences.
  • Organisational documents can include:
    • Briefings
    • Organisational policies and procedures
    • Reports
• Complete the table below about your organisation’s current systems and processes for facilitating continuous improvement .

           Ensure to identify the title of the organisational document you used to answer each question below.

Review the Workplace Project Task 1 – Assessor’s Checklist before starting this task. This form outlines the following:

•  Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

Your assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.
After completing this task, you must submit organisational documentation used to complete this task. This can include:

• Organisational documents relevant to decision-making processes and continuous improvement such as vision and mission statements, operational plans, business plans, quality assurance policies and procedures, etc.
• Documents containing knowledge management systems such as, WHS Management Plans, business plans, record systems

Task 2: Identify and Define Continuous Improvement Needs and Opportunities

ASSESSMENT INSTRUCTIONS 

This task will require you to identify and define continuous improvement needs and opportunities in your workplace/organisation. 

To complete this task, you must: 

• Complete the table below:
  • Conduct a SWOT analysis for your organisation

This will require you to outline at least one item for each of the following: 

• Strengths
• Weaknesses
• Opportunities
• Threats

• Based on the results of your SWOT analysis, identify at least two of each of the following:
  • Improvement needs

This refers to products, services and procedures that need to be improved in the workplace/organisation to address an issue or problem (e.g. upgrading to a newer version of a software after discovering that the current version will no longer be supported) 

• Improvement opportunities

This refers to products, services and procedures that can be improved in the workplace/organisation to allow the organisation to gain a competitive advantage or edge. (e.g. switching to another software that is faster and more efficient than the one currently in use)

Review the Workplace Project Task 2 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

Your assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Task 3: Develop Decision-Making Processes for Continuous Improvement

ASSESSMENT INSTRUCTIONS

This task will require you to develop decision-making processes that will assist continuous improvement in your workplace/organisation. 

To complete this task, you must: 

• Review the following:
  • Decision-making processes currently used in your organisation as outlined in Workplace Project Task 1
  • The following information identified in Workplace Project Task 2
    • Improvement needs
    • Improvement opportunities
  • Your organisation’s requirements for sustainability 

This will require you to access organisational documents with procedures and guidelines to maintain sustainability. 

• Develop new decision-making processes for assisting continuous improvement in your workplace/organisation 

This must include procedures to:

• Identify what decision must be made
• Gather information relevant to the decision
• Identify what options are available
• Evaluate evidence for and against each option
• Choose among the options
• Take action based on the decision made
• Review the decision made

Review the Workplace Project Task 3 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

Your assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Review the template you will use to complete this task. Discuss with your assessor to ensure that the template from your workplace/organisation covers all requirements that apply to this task.

After completing this task, submit your developed decision-making processes to your assessor.

This can include:

• Decision-making policies and procedures 
• Operation plans
• Quality assurance plans 

You must also submit a copy of the organisational document with information on requirements for sustainability that you reviewed as supplementary evidence for this task. This document will also be used in Workplace Project Task 5 and Workplace Project Task 6.

You must also submit organisational documents with information on your organisation’s sustainability requirements

Organisational documents can include: 

• Policies and procedures
• Sustainability development checklists
• Sustainability plans

Task 4: Communicate Decision-Making Processes

ASSESSMENT INSTRUCTIONS

Your assessor will observe you as you communicate decision-making processes developed in Workplace Project Task 3 to at least two team members. 

You will be assessed on your practical skills to: 

• Communicate decision-making processes to at least two team members

During the communication, you must:

• Discuss each set of procedures outlined for decision-making processes developed in Workplace Project Task 3 
• Encourage team members to participate in the implementation of decision-making processes 
• Use structure and language appropriate to your audience
• Use active questioning and listening to confirm understanding of information presented

Before communicating with your team members, review the decision-making processes developed in Workplace Project Task 3.

Review Workplace Project Task 4 – Observation Form before starting this task. This form outlines all the practical skills you need to demonstrate to satisfactorily complete this task. Your assessor will also discuss with you the practical skills outlined in this form prior to the assessment.

Task 5: Develop Strategies for Continuous Improvement 

ASSESSMENT INSTRUCTIONS 

This task will require you to develop continuous improvement strategies to address improvement needs and opportunities identified in Workplace Project Task 2.

To complete this task, you must:

• Review the following: 
  • The following information from your workplace/organisation:
    • Existing key performance indicators
    • Business objectives
  • The following information identified in Workplace Project Task 2
    • Improvement needs
    • Improvement opportunities
  • Your organisation’s requirements for sustainability identified in Workplace Project Task 3 

This will require you to review the organisational document submitted as supplementary evidence in Workplace Project Task 3.

• Develop at least two continuous improvement strategies to address the improvement needs and opportunities 

This must include the following information:

• Scope of continuous improvement
• Continuous improvement objectives
• General strategies for continuous improvement 

• Key performance indicators
• Action items for each of the following:

• Coaching
• Mentoring
• Providing additional support
• Implementing continuous improvement systems and processes

Continuous improvement strategies developed must adhere to organisational sustainability requirements. 

Review the Workplace Project Task 4 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

Your assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Review the template you will use to complete this task. Discuss with your assessor to ensure that the template from your workplace/organisation covers all requirements that apply to this task.

After completing this task, submit your developed continuous improvement strategies. 

This can include:

• Continuous improvement plan
• Continuous improvement policies and procedures 
• Continuous improvement register 

You must also submit the organisational documents accessed with information relevant to your organisation’s key performance indicators and business objectives.

Task 6: Develop Knowledge Management Systems

ASSESSMENT INSTRUCTIONS 

This task will require you to develop knowledge management systems that will capture your team’s progress, insights and experiences.

To complete this task, you must:

• Review the following information:
  • Tools for record-keeping used in your organisation as identified in Workplace Project Task 1 
  • Your organisation’s requirements for sustainability 

This will require you to review the organisational document submitted as supplementary evidence in Workplace Project Task 3. 

• Develop new knowledge management systems for assisting continuous improvement in your workplace/organisation 

Knowledge management systems must:

• Capture the following information about your team:
  • Progress 

This refers to the extent of completion of the tasks and projects assigned to the team.

• Insights

This refers to the team’s opinions, feedback and inputs regarding specific topics within the workplace/organisation.

• Experiences

This refers to the knowledge and skills that each team member and the team as a whole can contribute to the workplace/organisation’s efforts.

• Include the following information:
  • Goals for record-keeping
  • Procedures to:
    • Gather relevant information
    • Maintain relevant information
  • Tools for record-keeping
• Adhere to organisational sustainability requirements

Review the Workplace Project Task 6 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

You assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Review the template you will use to complete this task. Discuss with your assessor to ensure that the template from your workplace/organisation covers all requirements that apply to this task.

After completing this task, submit your developed knowledge management systems.

This can include:

• Customer relationship management plan 
• Human resources policies and procedures
• Work health and safety management plan

Task 7: Develop Processes to Ensure Communication of Continuous Improvement Outcomes

ASSESSMENT INSTRUCTIONS 

This task will require you to develop processes to ensure team members are informed about continuous improvement outcomes.

To complete this task, you must:

• Develop processes to communicate continuous improvement outcomes to team members

This must include:

• Tools to communicate continuous improvement outcomes
• Procedures to communicate continuous improvement outcomes

Review the Workplace Project Task 7 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

You assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Review the template you will use to complete this task. Discuss with your assessor to ensure that the template from your workplace/organisation covers all requirements that apply to this task.

After completing this task, submit the developed processes to communicate continuous improvement outcomes.

This can include:

• Continuous improvement plans 
• Organisational policies and procedures

Task 8: Support Individuals and Teams

ASSESSMENT INSTRUCTIONS 

This task will require you to provide support to your work team and at least two team members to implement and support continuous improvement systems and processes.

Continuous improvement systems and processes can refer to either of the following: 

• The following continuous improvement systems and processes developed in this assessment:
  • Decision-making processes from Workplace Project Task 3
  • Continuous improvement strategies from Workplace Project Task 5
  • Knowledge management systems from Workplace Project Task 6
• Existing continuous improvement systems and processes in your workplace/organisation

To complete this task, you must:

• Review the continuous improvement strategies that you will implement to support your team

This can refer to either of the following:

• Continuous improvement strategies developed in Workplace Project Task 5
• Existing continuous improvement strategies in your workplace/organisation

• Implement the action plan for the following outlined in your continuous improvement strategies: 
  • Coaching for your team as a whole to:
    • Implement continuous improvement systems and processes
    • Support continuous improvement systems and processes
  • Mentoring for at least two team members to:
    • Implement continuous improvement systems and processes
    • Support continuous improvement systems and processes
  • Additional support required by team members 
• Update your continuous improvement strategies based on the outcomes of your implementation

Review the Workplace Project Task 8 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

You assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

After completing this task, you must submit an updated continuous improvement strategies document.

You must also submit at least one evidence for each of the following:

• Providing coaching to the team as a whole
• Providing mentoring to at least two team members
• Providing additional support required by team members

Evidence can include:

• Photos of team receiving support
• Certification showing support provided
• Video recording of support provided

IMPORTANT:

If you use existing continuous improvement systems and processes in your workplace/organisation, you must submit at least one organisational document relevant to each of the following:

• Decision-making processes
• Strategies for continuous improvement
• Knowledge management systems

Task 9: Ensure Progress, Insights and Experiences are Captured and Accessible

ASSESSMENT INSTRUCTIONS 

This task will require you to ensure that your team’s progress, insights and experiences are captured and accessible using knowledge management systems. 

This can refer to:

• Knowledge management systems developed in Workplace Project Task 6
• Existing knowledge management systems used in your organisation.

To complete this task, you must:

• Review the knowledge management system that was used to record the following relevant information about your team:
  • Progress 

This refers to the extent of completion of the tasks and projects assigned to the team.

• Insights

This refers to the team’s opinions, feedback and inputs regarding specific topics within the workplace/organisation.

• Experiences

This refers to the knowledge and skills that each team member and the team as a whole can contribute to the workplace/organisation’s efforts.

• Ensure that relevant information is recorded according to the knowledge management system
• Implement processes to communicate continuous improvement outcomes developed in Workplace Project Task 7

This is to check that relevant stakeholders can access information about your team using the knowledge management system 

Relevant stakeholders refer to individuals or groups that require information on your team’s progress, insights and experiences.

Review Workplace Project Task 9 – Assessor’s Checklist before starting this task. This form outlines the following: 

• Resources you are required to access to complete the task.
• All criteria your submission must address to satisfactorily complete this task.

You assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Submit the following to your assessor:

• At least one evidence showing that each of the following information about your team has been recorded in the knowledge management system:
  • Progress
  • Insights
  • Experiences 
• At least one evidence showing that relevant stakeholders can access each of the following information about your team from the knowledge management system:
  • Progress
  • Insights
  • Experiences

Evidence can include: 

• Screenshots of the knowledge management system used
• Video recording of the knowledge management system being used 

IMPORTANT:

If the knowledge management system used in this task is different to the knowledge management system developed in Workplace Project Task 6, submit organisational documents with information on the knowledge management system as supplementary evidence for this task.

Task 10: Identify and Evaluate Improvements to Planning and Operations

ASSESSMENT INSTRUCTIONS 

This task will require you to identify and evaluate improvements to continuous improvement planning and operations. 

Continuous improvement planning and operations can refer either of the following:

• The development and implementation of continuous improvement systems and processes conducted in this practical assessment
• The development and implementation of existing continuous improvement systems and processes in your workplace/organisation within your assessment period

To complete this task, you must:

• Review the development and implementation of continuous improvement systems and processes
• Determine recommendations for the improvement of the development and management of continuous improvement systems and processes

This must include:

• Identifying at least two ways to improve each of the following:
  • Development of any of the following: 
    • Decision-making processes
    • Continuous improvement strategies
    • Knowledge management systems
  • Implementation of any of the following:
    • Decision-making processes
    • Continuous improvement strategies
    • Knowledge management systems

• Evaluation of each identified way to determine at least one recommendation for improvement for each of the following:
  • Development of any of the following: 
    • Decision-making processes
    • Continuous improvement strategies
    • Knowledge management systems
  • Implementation of any of the following:
    • Decision-making processes
    • Continuous improvement strategies
    • Knowledge management systems

• Update your continuous improvement strategies based on the identified recommendations for improvement

Continuous improvement strategies can refer to:

• Continuous improvement strategies developed in Workplace Project Task 5
• Existing continuous improvement strategies in your workplace/organisation

Review Workplace Project Task 10 – Assessor’s Checklist before starting this task. This form outlines the following:

• Resources you are required to access to complete the task. Discuss these resources with your assessor prior to starting this task
• All criteria your submission must address to satisfactorily complete this task. You assessor will also discuss with you the criteria outlined in this form prior to the assessment

You assessor will discuss these resources with you, and the criteria outlined in this form prior to this assessment.

Review the template you will use to complete this task. Discuss with your assessor to ensure that the template from your workplace/organisation covers all requirements that apply to this task.

After completing this task, submit the following to your assessor:

• Recommendations for improvement

This can include:

• Continuous improvement register
• SWOT analysis

• Updated continuous improvement strategies

IMPORTANT:

If you refer to the development and implementation of existing continuous improvement systems and processes in your workplace/organisation, you must submit organisational documents relevant to their development and implementation. This must include a copy of the continuous improvement strategies before they were updated.

Task 11: Recommend Improvements to Planning and Operations

ASSESSMENT INSTRUCTIONS 

Your assessor will observe you as you recommend improvements to planning and operations to at least two relevant stakeholders.

Relevant stakeholders refer to individuals/groups who will be directly impacted by the changes to continuous improvement planning and operations.

You will be assessed on your practical skills to:

• Communicate recommendations for improvements to continuous improvement planning and operations identified in Workplace Project Task 10

During the communication, you must:

• Discuss each recommendation for improvement for each of the following:
  • Development of any of the following: 
    • Decision-making processes
    • Continuous improvement strategies
    • Knowledge management systems
  • Implementation of any of the following:
    • Decision-making processes
    • Continuous improvement strategies
    • Knowledge management systems
• Discuss changes made to continuous improvement strategies updated in Workplace Project Task 10

• Use structure and language appropriate to your audience
• Use active questioning and listening to confirm understanding of information presented

Before communicating with at least two relevant stakeholders, review the following documents submitted in Workplace Project Task 10: 

• Recommendations for improvement
• Updated continuous improvement strategies

Review Workplace Project Task 11 – Observation Form before starting this task. This form outlines all the practical skills you need to demonstrate to satisfactorily complete this task. Your assessor will also discuss with you the practical skills outlined in this form prior to the assessment.

Task 12: Seek Feedback on Continuous Improvement Systems and Processes

ASSESSMENT INSTRUCTIONS  

Your assessor will observe you as you consult at least two clients to identify improvements on continuous improvement systems and processes.

Continuous improvement systems and processes can refer to either of the following: 

• The following continuous improvement systems and processes developed in this assessment:
  • Decision-making processes from Workplace Project Task 3
  • Strategies for continuous improvement from Workplace Project Task 5
  • Knowledge management systems from Workplace Project Task 6
• Existing continuous improvement systems and processes in your workplace/organisation

You will be assessed on your practical skills to:

• Identify at least one area of improvement for the following from each client’s feedback:
  • Decision-making processes
  • Continuous improvement strategies
  • Knowledge management systems

Areas of improvement refer to procedures, action items or other parts of a system or process that must be modified or adapted to ensure efficiency, accuracy and sustainability.

• Identify at least two other areas of improvement for the following: 
  • Decision-making processes
  • Continuous improvement strategies
  • Knowledge management systems

Identified areas of improvement must be different from those identified in clients’ feedback

• Use structure and language appropriate to your audience
• Use active questioning and listening to confirm understanding of information presented

Before seeking feedback from clients, review the continuous improvement systems and processes that you will seek feedback for.

Review Workplace Project Task 12 – Observation Form before starting this task. This form outlines all the practical skills you need to demonstrate to satisfactorily complete this task. Your assessor will also discuss with you the practical skills outlined in this form prior to the assessment.