. They are expecting around 200 of their members from around Australia.

The event is being held at the Langham Hotel in your state in eight months’ time.

Date:        July 2019

Time:       8am – 5pm                           Conference Dinner: 6:30pm – 11pm

Location: The Langham Hotel

You are to organise the whole process of the event including but not limited to:

• Planning of event (consultation with client, theme of event)
• Guest registrations
• Hiring of equipment (sound and lighting)
• Catering requirements
• Research
• Design of décor
• Guest speakers
• Entertainment

Key Requirements

Using the Operation Plan Template provided, you are required to address all the items above and gather information to complete the following:

• Operational Plan
• Human Resource Acquisition
• Physical Resource Acquisition
• Gantt Chart
• Risk Management Plan

SECTION 1: DEVELOP AN OPERATIONAL PLAN

1.1    Develop and implement an operational plan using the templates provided to assist you.

• Operational Plan
• Gantt Chart
• Risk Management Plan

1.2    Write a short report on how you would communicate effectively with relevant stakeholders to explain the plan and supporting information, seek approvals, negotiate variations and engage work teams. You must address the following:

• Identify the key stakeholders (internal and external) in a table format.
• Communication objectives
• Communication medium (email correspondence, face to face, phone call, etc.)
• Level of priority and frequency
• Stakeholder Group (i.e. Inform, Consult, Involve or Collaborate)

• Conclusion – Discuss the benefits of effective communication with your stakeholders.

Stakeholder Groups

Inform – This Stakeholder Group contains individuals who require a broad level of awareness of the project. These stakeholders may also be influential/ important conduits of information to other stakeholders.

Consult – This Stakeholder Group contains individuals who have a requirement to possess a good understanding of the project and will be invited to provide input at critical points.

Involve – This Stakeholder Group contains individuals who have a high‐level of engagement with the project and are involved in the decision‐making process.

Collaborate – This Stakeholder Group contains individual stakeholders who are responsible for driving the project.

1.3    Develop and implement strategies to achieve the operational plan within the organisation’s policies, practices and procedures including:

Recruiting, inducting and developing personnel (Staff identified and recruitment process, induction and training elements, and how these are essential to the operational plan and event.)

Acquiring physical resources and services (Physical resources you will need to meet your objectives, the process of obtaining these resources and how these are essential to the operational plan and event. )

Protecting intellectual property (Identify the need for this. What security measures would you have in place? Do you require rights for copyright? Are there any Privacy and confidentiality provisions put in place? Are contracts and/or agreements required?)

Making variations to the plan (Describe your strategies for when making variations to the plan. Who would you consult/seek approval from? What type of variations would you need to consider? Think about how your risk management and contingencies will be relevant or have a connection to this

Monitoring and documenting performance What tools and methods would you use to monitor, evaluate and document the effectiveness of your operational plan?

How is it going to be monitored?

What information is needed to be able to determine level of performance?

Who is going to monitor it?

Why is this important and how is it beneficial to the operations and the actual plan)

Address the above items (1.3) in a report format.

SECTION 2: PLAN AND MANAGE RESOURCE ACQUISITION

Address the items below using the templates provided to assist you.

• Human Resource Acquisition
• Physical Resource Acquisition

SECTION 3: MONITOR AND REVIEW OPERATIONAL PERFORMANCE

ANSWER ALL QUESTIONS

Q1:    Why is it important to monitor and review performance systems and processes?

Q2:    List four sources of performance data you might use to monitor and review progress towards achieving targets.

Q3:    List four sources of financial information you might analyse when monitoring and reviewing profit and productivity performance.

Q4:    Briefly describe how budgets are used in operational plans.

Q5:    What type of report can you prepare to identify variances?

Q6:    In what situations is it favourable to be above budget?

Q7:    What should you do when you identify an area of underperformance?

Q8:    What can you do to support individuals and teams to effectively, economically and safely use resources?

Q9:    What is the difference between a mentor and a coach?

Q10:  List four things to consider when making recommendations for variations to operational plan

Q11:  List four tips for negotiating variations to operational plans.

Q12:  How should you manage performance records and documents?