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Appendix 2 – Templates

BSBMGT605 Provide Leadership across the organisation – Appendix 2 LAST UPDATED: April 2015, Version No. 1

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Table of Contents
Assessment Task 1 Templates 3
Incident report 3

Injury report 5

Risk assessment form8

Risk register 10

Assessment Task 2 Templates 11


Action/implementation plan 11

Budget 12

Communication plan (example) 13

Assessment Task 3 Templates 14


Roles and responsibilities 14

Budget 15

Assessment Task 4 Templates 16


Professional development plan 16

Third party report 21

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Assessment Task 1 Templates

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Incident report

1. DETAILS OF PERSON MAKING REPORT

Name:_____________________________________________________________________

Position:____________________________________________Job Title:_________________
2. DETAILS OF INCIDENT

Date:__________________________________________ Time:___________________

Location:___________________________________________________________________
Describe what happened and how:

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

SUGGEST CORRECTIVE ACTIONS

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

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__________________________________________________________________________

3. DETAILS OF WITNESSES

Name: ____________________________________ Job title: _________________________

Name: ____________________________________ Job title: _________________________

Name: ____________________________________ Job title: _________________________

Sign: ______________________________________ Date: ___________________________

Injury report

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Status:  Employee  Contractor  Other

Outcome:  Near miss  Injury


1. DETAILS OF INJURED PERSON

Name:______________________________ Phone: (H) (W)

Address:________________________________________Sex:  M  F

_______________________________________________Date of birth:_________________

Job Title:___________________________________________________________________

Start time:__________________________________________ am  pm
Work arrangement:  Casual  Full-time  Part-time  Other

2. DETAILS OF INCIDENT

Date:____________________________________ Time:________________________

Location:___________________________________________________________________

Describe what happened and how:______________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________
3. DETAILS OF WITNESSES

Name: ______________________________ Phone: (H) ______________ (W)_____________

Address: ___________________________________________________________________

__________________________________________________________________________
4. DETAILS OF INJURY

Nature of injury (e.g. burn, cut, sprain)___________________________________________

Cause of injury (e.g. fall, grabbed by person)_______________________________________

Location on body (e.g. back, left forearm)_________________________________________


5. TREATMENT ADMINISTERED

First aid given  Yes  No

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First aider name:_____________________________________________________________

Treatment:_________________________________________________________________

Referred to:_________________________________________________________________
SECTIONS 6–9 MUST BE COMPLETED BY EMPLOYER

6. DID THE INJURED PERSON STOP WORK?

 Yes  No If yes, state date:____________________ Time:______________

Outcome:

 Treated by doctor  Hospitalised  Workers compensation claim

 Returned to normal work  Alternative duties  Rehabilitation


7. INCIDENT INVESTIGATION (comments to include causal factors):

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________
8. RISK ASSESSMENT

Likelihood of recurrence:______________________________________________________

Severity of outcome:_________________________________________________________

Level of risk:________________________________________________________________
9. ACTIONS TO PREVENT RECURRENCE

Action By whom By when Date completed

10. ACTIONS COMPLETED

Signed (Manager):___________________________________________________________

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Title: Date:__________________

 Feedback to person involved Date:__________________


11. REVIEW COMMENTS

WHS committee / staff meeting: ________________________________________________

Reviewed by site Manager (signed):____________________________ Date:_____________

Reviewed by Health & Safety Rep.(signed):_______________________ Date:_____________

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Risk assessment form

Details

Name: ____________________________________________________________________

Position: ___________________________________________________________________
Risk details

Risk ID: ___________________________________Number allocated to this risk.

Raised by: _________________________________Name of person who has raised the risk.

Date raised: ________________________________Date of completion of this form.

Description of risk:
Briefly describe the identified risk and its possible impact.

Likelihood of risk: Impact of risk:


Describe and rank the likelihood of the risk occurring Describe and rank the impact if the risk occurs (i.e. low,
(i.e. low, medium or high). medium or high).

Risk mitigation

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Preventative actions recommended:
Briefly describe any action that should be taken to prevent the risk from occurring.

Contingency actions recommended:


Briefly describe any action that should be taken, should the risk occur, to minimise its impact.

Approval details

Supporting documentation:
Details of any supporting documentation used to substantiate this risk.

Signature: ________________________________________ Date: _____/_____/______

Risk register

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This template is used to record identified risks associated with
your project, analyse the impact and determine resultant action to be taken.

Risk response
Likelihood Impact
Risk (contingency Responsible
(H/M/L) (H/M/L)
strategies)

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Assessment Task 2 Templates

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Action/implementation plan

Item Milestone date Responsibility

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Budget

Project Name:

Income Incl. GST Excl. GST

Total income

Expense Incl. GST Excl. GST

Subtotal

Contingency (+10%)

TOTAL

Signature: ________________________________________ Date: _____/_____/______

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Communication plan (example)

What Who Purpose When/frequency Type/methods


Initiation All stakeholders. Gather information for FIRST Meeting.
meeting initiation plan. Before project start
date.
Distribute All stakeholders. Distribute plan to alert Before kick-off Project snapshot
project stakeholders of project meeting. distributed via
initiation scope and to gain Before project start hard copy or
plan support. date. electronically.
May be posted on
project website.
Project All stakeholders. Communicate plans At or near project start Meeting.
kick-off and stakeholder roles/ date.
responsibilities.
Encourage
communication
among stakeholders.
Status All stakeholders and Update stakeholders Regularly scheduled. Distribute status report
reports project officer. on progress of the Weekly is electronically and post
project. recommended for via website.
small-medium
projects.
Team Entire project team. To review detailed Regularly scheduled. Meeting: detailed
meetings Individual meetings plans (tasks, Weekly is plan.
for sub-teams as assignments, and recommended for
appropriate. action items). entire team. Weekly
or bi-weekly for
sub-teams as needed.
Sponsor Sponsor/s and Project Update sponsor/s on Regularly scheduled. Meeting.
meetings Manager. status and discuss Recommended
critical issues. bi-weekly or monthly
Seek approval for and also as needed
changes to project when issues cannot be
plan. resolved or changes
need to be made to
project plan.
Media and Marketing team. Promote benefits of As determined by Internet
community the project to marketing team. Magazine
promotion community.
Radio.

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Assessment Task 3 Templates

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Roles and responsibilities
Role Name/s Responsibilities Signature/s
(if required)

Budget

Project Name:

Income Incl. GST Excl. GST

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Total income

Expense Incl. GST Excl. GST

Subtotal

Contingency (+10%)

TOTAL

Signature: ________________________________________ Date: _____/_____/______

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Assessment Task 4 Templates

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Professional development plan

Name

Date of development Date to be reviewed

 Discussed with mentor/colleague


 Discussed with manager

Name: Name:

Goals
Timeframe My personal goals are: My professional goals are:
These should relate to or support professional goals These should relate to objectives to maintain current
competence in the job role or future career paths.

Next 12 months
This will depend on type
of activity priority/
importance of
undertaking it

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My personal goals are: My professional goals are:
Timeframe These should relate to or support professional goals These should relate to objectives to maintain current
competence in the job role or future career paths.

Next 5 years

This will depend on type


of activity priority/
importance of
undertaking it

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Strengths and Weaknesses
Timeframe Personal Professional

Required knowledge/
skills

Consider:

required competencies
job description
service plans and
frameworks.

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Personal Professional
Timeframe

Strengths
Consider:

your views
recent tests/appraisals
other people’s views.

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Personal Professional
Timeframe

Gaps/barriers/obstacles
and solutions

gaps in knowledge/
skills
changes to systems/
services requiring
new skills
what will help you to
progress in your role,
profession?

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Professional Development and Networking Activities
Identified gap Development activity Details (provider, Objective of development/ networking
Timeframe Cost
location, etc.) activity
1.

2.

3.

4.

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Details (provider, Objective of development/ networking
Timeframe Cost
Identified gap Development activity location, etc.) activity
5.

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Third party report

Name of observer: __________________________________________________________

Position: ___________________________________________________________________

Contact details: _____________________________________________________________

__________________________________________________________________________

Skill Description of how candidate demonstrated


skill/knowledge. Provide example
Demonstrates
interpersonal skills to
communicate and inspire
trust and confidence of
others and to ensure
their cooperation and
support.

Demonstrates networking
skills to ensure support
from key groups and
individuals for
concepts/ideas/
products/services.

Applies business ethics.

Ensure performance is
continuously improved
through participation in
professional
development,
networking, etc.

Signature: ________________________________________ Date: _____/_____/______

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Chapter 7 – Work Health and Safety (WHS) Policy

Max Lionel Realty WHS policy

Max Lionel Realty recognises its responsibility to provide a healthy and safe working environment for
employees, contractors, clients and visitors. Max Lionel Realty is committed to the continued
wellbeing of its employees and to ensuring that all employees are safe from injury and health risks
whilst undertaking work-related duties, including home-based work.

Purpose The purpose of this policy is to ensure the acquisition of resources is


carried out consistently, fairly and transparently and in accordance
with organisational requirements.

In order to ensure a healthy and safe working environment, Max


Lionel Realty will (in accordance with the WHS management system):

 undertake risk assessments and implement procedures to


adequately manage any risks in the working environment
 provide written procedures and instructions for safe working
practices
 ensure compliance with all relevant legislation
 maintain safe systems of work including the work premises and
environment
 provide appropriate support, instruction, training and supervision
to employees to ensure safe working practices.

Scope The scope of this policy covers employees and contractors of Max
Lionel Realty (MLR).

Resources Specific procedures for the implementation of this policy are available
below and on the company intranet.

Max Lionel Realty management and employees are ultimately


Responsibility
responsible for ensuring that safe systems of work are established,
implemented and maintained.

Management is responsible for:

 the effective implementation and regular review of WHS


procedures
 consultation with employees regarding health and safety issues
and changes to legislation and/or working practices which may
affect the health, safety or welfare of employee
 providing and maintaining a safe system of working practices

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 providing support, training, and supervision to employees to
ensure safe and healthy workplace practices are carried out,
including relevant first aid training where appropriate
 the provision of adequate resources for employees to meet the
WHS commitment, including an up-to-date first aid kit.
Individual employees are responsible for:

 following all WHS policies and procedures


 ensuring they report all potential and actual risks to partners or
managers/supervisors
 taking care to protect their own health and safety and that of
their colleagues at work
 ensuring their own or others health and safety is not adversely
affected by the consumption of drugs or alcohol
 encouraging others to follow healthy and safe working practices
in the workplace.
This policy has been established and implemented through the
Policy
human resource functions of the organisation and will be reviewed
Implementation
regularly in consultation with MLR management and employees to
and Review
ensure compliance with legislation, industry standards and
organisational changes.

 Privacy Act 1998 (Cwlth)


Relevant
 Estate Agents Act 1980
legislation, etc.
 Equal Opportunity Act 2010 (Vic)
 Occupational Health and Safety Act 2004
 Dangerous Goods Act 1985
 AS/NZS 4804:2001 Occupational health and safety management
systems – General guidelines on principles, systems and
supporting techniques

Updated/ 10/2012 – Riz Mehra, CFO


authorised

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Chapter 8 – Anti-discrimination policy

Max Lionel Realty Anti-discrimination Policy

The purpose of this policy is to ensure transactions with clients, tenants and
Purpose
other employees is handled fairly and transparently and in accordance with
organisational and legal requirements. Generally it is unlawful to discriminate
on the basis of the following 16 characteristics:
 sex  political belief or activity
 relationship status  trade union activity
 pregnancy  lawful sexual activity
 parental status  gender identity
 breastfeeding  sexuality
 age  family responsibilities
 race  association with, or relation
 impairment to, a person identified on
 religious belief or religious the basis of the above.
activity

Scope The scope of this policy covers all employees and contractors of Max Lionel
Realty (MLR).

Resources Specific procedures for the implementation of this policy are available below
and on the company intranet.

Responsibilit Responsibility for the implementation of this policy rests with all employees,
y contractors and management of Max Lionel Realty.

 Privacy Act 1998 (Cwlth)


Relevant
 Equal Opportunity Act 2010 (Vic)
legislation,
 Age Discrimination Act 2004
etc.
 Australian Human Rights Commission Act 1986
 Disability Discrimination Act 1992
 Racial Discrimination Act 1975
 Sex Discrimination Act 1984.
 Estate Agents Act 1980

Updated/ 10/2012 – Riz Mehra, CFO


authorised

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Chapter 9 – Procurement policy and procedures

Max Lionel Realty procurement policy

Purpose The purpose of this policy is to ensure the acquisition of resources


is carried out consistently, fairly and transparently and in
accordance with organisational requirements.

Scope The scope of this policy covers the purchasing and acquisition of
resources by employees and contractors of Max Lionel Realty
(MLR).

Resources Specific procedures for the implementation of this policy are


available below and on the company intranet.

Responsibility Responsibility for the implementation of this policy rests with


employees and management of Max Lionel Realty with
responsibility for purchasing resources.

 Privacy Act 1998 (Cwlth)


Relevant legislation
 Estate Agents Act 1980
etc.
 Equal Opportunity Act 2010 (Vic)
 Australian Securities and Investments Commission Act 2001
(Cwlth)
 Corporations Act 2001 (Cwlth)
 A New Tax System (Goods and Services Tax Administration)
Act 1999 (Cwlth)
 A New Tax System (Goods and Services Tax) Act 1999 (Cwlth)
 Income Tax Assessment Act 1997 (Cwlth)
 Fair Work Act 2009 (Cwlth)
 Occupational Health and Safety Act 2004 (Vic)

Updated/ 10/2012 – Riz Mehra, CFO


authorised

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14 Principles governing the Max Lionel Realty procurement process

1. Probity and ethical behaviour


The principle of probity and ethical behaviour governs the conduct of all procurement activities.
Employees who have authority to procure goods and services must comply with the standards of
integrity, probity, professional conduct and ethical behaviour. Employees or directors must not seek
to benefit from supplier practices that may be dishonest or unethical.

2. Value for money


Value for money is the core principle underpinning procurement. Contracted organisations must be
cost effective and efficient in the use of resources whilst upholding the highest standards of probity
and integrity. In general, a competitive process carried out in an open, objective and transparent
manner can achieve the best value for money in procurement.

3. Non-discrimination
This procurement policy is non-discriminatory. All potential contracted suppliers should have the
same opportunities to compete for business and must be treated equitably based on their suitability
for the intended purpose.

4. Risk management
Risk management involves the systematic identification, analysis, treatment and, where possible, the
implementation of appropriate risk-mitigation strategies. It is integral to efficiency and effectiveness
to proactively identify, evaluate, and manage risks arising out of procurement related activities. The
risks associated with procurement activity must be managed in accordance with the organisation’s
risk management policy.

5. Responsible financial management


The principle of responsible financial management must be applied to all procurement activities.
Factors that must be considered include:

 the availability of funds within an existing approved budget


 staff approving the expenditure of funds strictly within their delegations
 measures to contain costs of the procurement without compromising any procurement principles.

6. Procurement planning
In order to achieve value for money, each procurement process must be well planned and
conducted in accordance with the principles contained in this document and comply with all of the
organisation’s policies and relevant legal and regulatory requirements.

When planning appropriate procurement processes consideration should be given to adopting an


approach that:

 encourages competition
 ensures that rules do not operate to limit competition by discriminating against particular suppliers
 recognises any industry regulation and licensing requirements
 secures and maintains contractual and related documentation for the procurement which best
protects the organisation

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 complies with the organisation’s delegations policy.

7. Buy Australian Made/support for Australian industry


Employees who are involved in procurement activities must make a conscious effort to maximise
opportunities for Australian manufacturers and suppliers to provide products where there is
practicable and economic value. In making a value for money judgement between locally-made and
overseas-sourced goods, employees are to take into account:

 whole-of-life costs associated with the good or service


 that the initial purchase price may not be a reliable indicator of value
 the quality of locally made products
 the record of performance and delivery of local suppliers
 the flexibility, convenience and capacity of local suppliers for follow on orders
 the scope for improvements to the goods and ‘add-ons’ from local industry.

8. Pre-registered list of preferred suppliers


Max Lionel Realty shall maintain a pre-registered list of preferred suppliers, following a request for
expressions of interest and an evaluation of the submissions. Suppliers can request to be evaluated
for inclusion on the existing pre-register list at any time.

All purchases under $5,000 may be made from preferred suppliers without undertaking a
competitive process. Purchases above $5,000 where a preferred supplier exists should include a
competitive process if practicable.

This list is reviewed at regular intervals with admission of interested parties on a rolling basis. Care
should be taken to ensure that such lists are used in an open and non-discriminatory manner. Max
Lionel Realty encourages new contractors to provide information on their experience, expertise,
capabilities, pricing, fees, and current availability. It is in the interest of the organisation that the
pool of potential suppliers is actively maintained and updated. Employees should be encouraged to
provide reports of their experiences in working with each contractor/consultant to assist future
decisions concerning commissioning suitable contractors and consultants.

9. Avoid conflict of interest


Employees and directors are required to be free of interests or relationships in all aspects of the
procurement process. Employees and directors are not permitted to personally gain from any aspect
of a procurement process.

Employees and directors shall ensure that to the best of their knowledge, information and belief,
that at the date of engaging a contractor no conflict of interest exists or is likely to arise in the
performance of the contractor’s obligations under their contract.

Should employees or directors become aware of potential conflicts of interest during the contract
period, they must advise the CEO and the Board of Directors immediately.

Prior to any situation arising with potential for a conflict of interest, complete disclosure shall be
made to the CEO and the Board of Directors to allow sufficient time for a review.

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10. Report collusive tendering
Employees should be aware of anti-competitive practices such as collusive tendering. Any evidence
of suspected collusion in tendering should be brought to the attention of the CEO and the Board of
Directors.

11. Competitive process


It is a basic principle of procurement that a competitive process should be used unless there are
justifiable circumstances. For purchases under $5,000, the list of preferred suppliers may be used.
The type of competitive process can vary depending on the size and characteristics of the contract to
be awarded.

12. Direct invitation (selective or restricted tendering)


A process of direct sourcing to tender may be used. This may involve:

 an invitation to organisations deemed appropriately qualified for a particular product or service


(this may be appropriate for specialised requirements in markets where there is a limited number
of suppliers or service providers)
 an invitation to tender to organisations on MLR’s pre-registered list of preferred suppliers if
applicable.

13. Evaluation and contract award


For projects being awarded, consideration will be given not only to the most economically
advantageous tender, but also to the track record of the tender respondent and the degree of
confidence that the panel has in the quality if the bid. It will be the normal practice to have the
evaluation of tenders carried out by a team with the requisite competency.

14. Results of tendering process


All tender respondents should be informed in writing of the result of a tendering process
immediately after a contract has been awarded.

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Summary of procurement policy delegations

Authority Purchase amount Required number Comment


of quotes
CEO and one Authority to sign Two or more Detailed services
Director contracts for competitive quotes contract required.
products and for contracts over
services over $75,000.
$75,000.

CEO Authority to sign Two or more Detailed services


contracts for competitive quotes. contract required for
products and contracts over
services up to $20,000.
$75,000.

General Managers Authority to sign One or more Provided they are


contracts for competitive quotes within the approved
Delegated products and preferred. budget and
authority only services under consistent with
through CEO $30,000. business/operational
and strategic
planning.

Managers Authority to sign One or more Follow MLR


contracts for competitive quotes purchasing
products and preferred. procedures.
services under
$10,000.

Agents Authority to sign Must use preferred Follow MLR


contracts for suppliers list. purchasing
products and procedures.
services under
$5,000.

Contractors and No authority. One or more Contractors and


external competitive quotes external consultants
consultants preferred. must follow MLR
purchasing
Must use preferred procedures and
suppliers list. must seek approval
for purchases from
person holding
relevant authority.

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Chapter 10 – Max Lionel Realty current tenants list

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Chapter 11 – List of pre-approved suppliers

Max Lionel Realty

List of preferred suppliers and contractors

Ace Consultants: Project managers, IT technicians, technical writers,


marketers, subject matter experts for short or long term human resourcing
needs.
Innovative Travel: Business travel bookings
Melbourne Car World: Fleet sales and service
Ready Office Supplies: Computers, photocopiers, etc.
Coffeeville: Business function catering
Catering menu: <http://simulations.ibsa.org.au/coffeeville/menu.php>.

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