Coordinate business resources

Coordinate business resources

Organisational resource requirements
Answer the following questions:
Q1. What are some of the resource requirements your organisation has?
Q2. Why is it important for staff to be encouraged to contribute to requests for resources?

Other resources considerations
Occupational health and safety considerations Eg ergonomic requirements
Environmental requirements Eg Recycling

Organisation-specific requirements Eg letterhead

Roles and responsibilities
What are the roles people in your organisation play in relation to any aspect of acquiring resources?
Position of person Role/s and responsibilities in resource acquisition
Pros and cons of consultation methods
Consider the different methods of ascertaining people’s resource needs in your organisation. Identify when you would use it and then 2 advantages and 2 disadvantages of the following methods:
1. Informal discussion with an individual
When could you use it?

Advantages Disadvantages

2. Staff meeting
When could you use it?
Advantages Disadvantages

3. Survey/questionnaire
When could you use it?

Advantages Disadvantages

Using acquisition methods
List 3 different types of resources that an organization might consider hiring or leasing. Explain why they might choose these options instead of outright purchase.

Give examples with reasons of when it would be more cost-effective for an organization to obtain resources by:

• Hiring
• Leasing
• Outsourcing
• Buying
The purchasing (procurement) process

Flowchart the purchasing process in your organization

Costing

.Answer the following questions:

1. What is your team’s budget? How much is set aside for acquisition of resources?

2. What would you do if you need to obtain resources and there is no provision in the budget?

3. You need to purchase the latest fancy laser pointer for training purposes. You consider this is critical to professional appearance. The cheapest quote is $700 and you have not allowed for this purchase in your budget. Write a short memo to your supervisor requesting the purchase, its cost, and justifying the expenditure.

Acquiring and allocating resources
You have been advised that your organisation has won a major contract. This will involve the recruitment of 4 additional staff members and new office space that will need to be set up before the new staff members commence work. You have a budget of $35,000.

Your organisation has plenty of space to establish this new section. While the space is available, all other equipment, furniture, consumables, etc will need to be acquired (you should also consider alternative ways other than direct purchase). This team will need their own printer/ photocopier due to the confidential nature of their work ie they are not permitted to use the main copier/printer everyone else uses. This also applies to storage.

You have 12 weeks to get your procurement activity in place. Complete the following questions:

What’s required?
Be specific eg 4 chairs How will it be acquired?

• What do you need to plan for?
• How will you source the market?

• What method/s of acquisition are you most likely to use? Assume there is no existing contract.

• What maintenance and support (if any) will you need to consider?

• How will you make sure you have value for money?

• Develop a time schedule for this activity. Make sure you include everything.
Time What needs to be done?

Week 1

Week 2

Week 3

Week 4

Week 5

Week 6

Week 7

Week 8

Week 9

Week 10

Week 11

Week 12

Week 13 New section needs to be ready for business

• One of your suppliers has just given you tickets to an expensive show. How will you handle this situation?

• Two of the items of furniture you have ordered will not be here before week 13. What will you do?

• Some of the consumables you have ordered have arrived in poor condition. What will you do?
• A new supplier in town has heard about the project and is not happy he wasn’t asked to quote. Your manager has sent you a “please explain” email. How will you reply?
Final questions

Answer the following questions:

1. What are 3 external factors that affect resource planning?

2. What could be 2 reasons your organisation would run out of stock? How would you handle this situation?

3. What could be 2 reasons your organisation would have a surplus of stock? Do you consider this to be weakness in the planning process? Explain your answer giving examples.

4. What are some common equipment faults that your organisation faces? How do (or would) you deal with these?

5. Evaluate the effectiveness of your stock monitoring system. Suggest at least 3 ways it might be improved.

6. You have noticed discrepancies in stock levels that you think might be due to theft. What investigations would you conduct? How would you report your findings?

Workplace assessment – Journal

Just a reminder that you need to complete your workplace journal demonstrating how you are applying your skills and knowledge for each unit of competency in your workplace.

If you are not currently working in a resource coordination role, you are still an end-user whatever role you play in the organisation.

If this is so, review your organisations’ procurement policies and procedures and think about (and write down) how you think they are working, if there are any opportunities for improvement and how you would improve them.
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