BSBADM311

Maintain business resources

As part of BSB30115 – Certificate III in Business

***IMPORTANT
INFORMATION***
Start Date :16.8.2020

End Date : 29.8.2020

Submissions due on Turnitin by 28.8.2021.

UNIT OF COMPETENCY
BSBADM311: Maintain business resources

This unit describes the skills and knowledge required to determine, administer and
maintain resources and equipment to complete a variety of tasks.
 Advise on • Calculate estimates of future and present business
resource needs

resource • Give clear and professional advice

• Provide advice on economical and effective

requirements equipment, material and suppliers choices

• Identify resource shortages

Monitor • Follow organisations policies as well as WHS for

resource usage handling resources

• Use business technology to monitor usage

and • Consult with teams for effective decision making

• Monitor and compare resource usage

maintenance
• Ensure acquisition and storage of resources adhere to

Acquire organisations policies and consistent with timelines

• Acquire resources within allocated timelines

resources • Review resource acquisition processes to identify

improvements in future resource acquisitions
BUSINESS RESOURCES
Limited availability
Used by an organisation to function properly
If not used correctly, organisation will fail
May include:
oEquipment/Machinery
oHuman resources
oSoftware and technologies
oStock and supplies
HUMAN RESOURCE
PLANNING
•Assessing Human Resources
•Demand forecasting
•Supply forecasting
•Matching demand and supply
•Plan of action
ORGANISATIONAL
REQUIREMENTS
These need to be considered when making estimates and can include:
•Business and performance plans
•Ethical standards
•Legal and organisational policies, guidelines and requirements
•OHS policies, procedures and programs
•Security and confidentiality requirements
GIVING ADVICE ON
RESOURCES
Relevant information needs to be given to the appropriate people. This could be
done by:
Emails
Written report
Verbal presentation
WHEN GIVING ADVICE,
REMEMBER TO
Sound professional
Use correct spelling, grammar and punctuation
Proofread or practice
Be concise
Be clear
Keep it relevant
CHOOSING EQUIPMENT
What will it be used for?
Where will it be kept?
Who will use it?
What training will be needed?
What risks may occur?
CHOOSING SUPPLIERS
Price
Value for money
Quality
Reliability
Speed and flexibility
Good communication and service
Security
SHORTAGES OF STAFF/SKILLS
This could happen when:
The staff cannot handle an increase in demands
There is a loss of experienced staff
The staff do not have the skills.
The existing staff do not have the required skills to keep up with
the organisational changes.
IMPACT OF STAFF SHORTAGES
The desired amount of products/services may not be met
You may lose potential sales and/or customers
The quality of the product/service may be compromised
Existing staff may have too much pressure
Over-worked staff may ‘burn out’
and leave.
SHORTAGE OF STAFF COULD
BE RESOLVED BY
Introducing extra shifts
Offering overtime
Employing temporary/seasonal staff
Reviewing current pay and reward systems
Offering incentives to staff
HANDLING RESOURCES
How efficiently resources can be used when needed
In accordance with OHS requirements, resource handling involves the physical act
of handling equipment within the workplace.
CORRECT MANUAL
HANDLING LIFTING
OHS LAWS
Under legislation, your organisation will be required to provide:
Information, instruction, training and supervision
Safe systems of work
Safe premises
Safe machinery and materials
A suitable working environment and
facilities
OHS REQUIREMENTS MAY
INCLUDE
Decision making delegations
Equipment use
First aid kit
Medical attention
Reporting requirements
Site access
EQUIPMENT USE
When handling equipment, it must be done so in the correct manner.
Make sure
 It is installed properly
 Employees can use it carefully
 It is maintained regularly
 Employees are trained to handle it
correctly

Compactor & baler safety - SUEZ Australia & New Zealand

Credit: SUEZ Australia and New Zealand (2018)
USING RESOURCES
EFFECTIVELY
To ensure you make optimum use of your business resources you should:
Learn everything about your resources
Use resources in an appropriate manner
Treat your resources with respect
Handle resources with care
Make sure to maintain your resources correctly
Turn off resources such as computers when not in use or put to sleep
Continuously analyse how you use your
resources and think of ways to be more
effective
MONITORING RESOURCE USE
Equipment – make sure trained staff are using it
Stock – keep stock records/Inventory control
Assets – keep log books for company cars
Staff – use timesheets or clocking in systems.
RESOURCE ALLOCATION
Using available resources in best possible way
Correct allocation and use of resources can:
olimit waste
osave money
ogenerate high production rates
oproduce more finished goods
obe the key to the success of your
organisation
EFFECTIVE RESOURCE
ALLOCATION
Through careful resource allocation, an organisation can ensure they can make exactly
what the customer wants in a cheap and efficient way. By establishing a strategic plan,
costly mistakes can be avoided.
The process of resource allocation includes:
Deciding on future goals and objectives
Outlining any critical deadlines
Creating an appropriate budget
Allocating tasks to staff appropriately
Training staff properly
Preventing over allocation or
staff burnout
STAFF INVOLVEMENT CAN
Lead to greater motivation all round
Save money
Increase productivity
Increase job satisfaction
Improve workplace relationships
CONSULTING WITH
INDIVIDUALS AND TEAMS
When allocating resources, employees should be involved as resources sometimes
need to be distributed among tasks and departments.
When involving employees in decision making, you should:
Encourage discussion
Have regular staff meetings
Trust and empower your employees
Offer regular training
Consider giving rewards for good decision making
OPERATIONAL TASKS
An operational task takes resources and transforms
them into the desired goods. It means converting raw
materials into final products.
They often involve one or more elements and are
considered to be critical.
These tasks should be valued as more important than ay
other organisational activity.
ORGANISATIONAL POLICIES
Budgeting limits
Ordering procedures
Purchasing authorities
Recruitment and personnel
Time management
Transport/travel policies.
MONITORING RESOURCE
USAGE
Resource usage within an organisation should be monitored regularly. Something
cannot be managed unless it is measured and monitored initially.
Things to consider:
 What are you monitoring?
 Why are you monitoring it?
 How will you gather data?
 How often will you collect data?
 How will you store your data?
 What will you do with the information
you find out?
BUDGET PLANS
A budget plan is used as a control mechanism to plan your spending in order to reach
the desired financial goal. A budget plan looks at the monthly income and
expenditure of an organisation in order to demonstrate where money is allocated.
Key points:
Control mechanism
Plan spending
Look at monthly income and expenditure
Need to be accurate
Need to stick to it
May need to split budget
BUDGET PLANS AND
RESOURCE USE
It is important to monitor resource usage and compare it to the requirements
within the budget plan because:
Any shortages will be identified and can be rectified
The cost of resources need to stay within the budget
Places in which savings can be made can be identified
RESOURCE ACQUISITION AND
STORAGE
A resources life cycle begins with the acquisition process. By defining what the
particular project needs in order to be completed, an estimate of the necessary
amount can be identified.
How much stock you keep will depend on:
The nature of your organisation
The type of stock involved
How much space you have
ACQUIRING AND STORING
RESOURCES
Acquiring and storing stock should be:
Cost effective
Consistent with the organisational timelines
In accordance with organisational requirements
TIMELINES
Plans future tasks
Uses a suitable scale that marks out specific tasks that need to be completed
Needs to followed and looked at regularly
Check tasks off when completed
Helps meet organisational requirements
ACQUIRING RESOURCES
Buying, obtaining, renting or borrowing resources
Use a variety of sources
Depend on the size, value and nature of the resources
May include materials, equipment, people and premises
Small items are easy to acquire
Large items are more complicated to
acquire
RESOURCE ACQUISITION
PROCESS
Resource acquisition processes need to be reviewed regularly in order to identify
improvements that can be made.
This Leads to:
omoney being saved
omore deadlines being met
omore sales
Contracted supplier ordering

Internal approvals RESOURC

E
Non-tendered forecasts
ACQUISIT
Periodic forecasts
ION
PROCESS
Tendered processes
RESOURCE ACQUISITION
PROCESS
Contracted supplier ordering
Contracted supplier ordering is the acquiring of resources using suppliers that you have a contract with.
A contract is a formal agreement and understanding and, in this case, concerns the process of acquiring
resources.
Internal approvals
Some processes of resource acquisition need to be approved by the appropriate person within the
organisation. This may vary between organisations, but the employees should know who this person is.
Non-tendered processes
Non-tendered processes of resource acquisition involve the organisation contacting potential suppliers
and asking for quotes. This process allows for the best deal to be sought out and can often include the
leasing of equipment and purchasing discounted resources. This process requires the use of a purchase
order form.
RESOURCE ACQUISITION
PROCESS
Periodic forecasts

Periodic forecasts can determine future trends using previous data. In relation to
resource acquisition, they can help to determine what resources to acquire in regards
to the organisation’s demand and the cost of production.

Tendered processes

The tendered process of resource acquisition includes the supplier contacting an

organisation in response to an advert. This is only appropriate for large organisations as
there needs to be a large amount of money involved in order to attract the suppliers.
ASSESSMENT TIME
 STUDENT ASSESSMENT
Assessment Task 1: Written Questions
 30 Short answer questions

Project Assessment 2
* 3 short reports
* practical demonstration in groups
 Task 1
Written
Questions
 TASK 1.Q6. EXAMPLE
Create a mock email that is relevant to your organisation outlining resource requirements.
“What is resource requirements?
Definition of: resource requirements A list of hardware or software items needed to accomplish a task.”
SUBJECT:
Little Collins Street – Computer cord replacement
BODY:
Hi Emma,
As per our previous discussions around the faulty computer in room 4, it has been found that we require a power cord for the
computer to work.
We please request a replacement computer cord at your earliest convenience.
Regards,

Trainer / Assessor
St Peter Institute
TASK 1. Q14 (SPECIFIC TO
YOUR ORGANISATION)
Choose a type of resource relevant to your organisation. In 200 words, outline how
the usage of it could be monitored with the help of technology.
You can choose one of the following: (page 30 and 31 in the learner guide)
a piece of equipment that you use in your organisation
 Outline what it is used for, what safety requirements it has, any PPE needed, maintenance and service
logs, any safety signs needed. Also who looks after the equipment and how breakdowns are logged.

Stock: raw materials, consumables, finished goods

 Outline how the usage is monitored, is it through a manual system or electronic? How often is a stock
count completed? How often is the stock purchased? Is there a budget to adhere to?
TASK 1. Q14 (SPECIFIC TO
YOUR ORGANISATION)
Assets
 These can be something of value to the company that is said to generate cash flow. Company
vehicles, property, investments etc. If your organisation has a company car how is the usage
calculated? Is there a manual log book or is it don’t through a mobile app?

Staff
 Keeping a check of staffs hours and quality of work. How are your hours monitored? Rotas,
timesheets, clocking in devices? Manual or electronic? Is your daily tasks monitored? Telephone
calls, KPI’s, web activity?
TASK 1. Q28
In relation to an organisaiton you are familiar with, draw an example of a timeline
that could be used to acquire one of your resources
WAREHOU MONDAY TUESDAY WEDNESD THURSDAY FRIDAY
SE ORDER AY
WEEK 1 Complete the Create a draft Once
weekly stock to purchase approved
count of all goods and place
raw materials seek order to
approval acquire
raw
materials
WEEK 2 Receive resources.
Store correctly
following
organisation’s
policies and
correct WHS
Task 2
Project
PART A
1. In 250 words list and describe the provisions your organisation maintains for
relevant legislation.
You must list and describe any provisions your organisation provides for WHS
legislation or any other relevant legislation in your workplace.

EXAMPLE
Safe systems of work: explain how the equipment you use in your organisaiton is
kept safe, what makes it safe to use, is there any personal protective equipment used,
how often is it serviced?
PART A
2. In 250 words outline your organisation’s resource acquisition policies, plans and
procedures.
You must outline your organisations resource acquisition policies plans and
procedures. You must identify in your own words any policies and procedures that
you adhere to as part of your daily role.

EXAMPLE
Business and performance plans: when sales are low are you required to lower your
resource acquisition? Are you busier at certain times of the year?
PART A
3. In 250 words identify your organisation’s procedures for record keeping, security
and safe recording practices.
You must identify your organisations procedures for record keeping, security and
safe recording practices. How do you collect and use the data? How do you keep it
safe and secure? How do you ensure it is kept up to date?
EXAMPLE (if your organisation does not have a procedure, you can use another
organisation you are familiar with, or speculate based on your experiences giving
your personal details to your workplace or another organisation)
Collecting and using clients details in a hairdressing salon: what kind of details do
you think they collect? What other notes would they add? Is it entered manually or
electronically? How often is it updated?
PART B PRACTICAL DEMONSTRATION

Have a practice conversation with a fellow candidate. In a

simulated working environment, consult and collaborate with
relevant colleagues to negotiate the price of a commercial
order with relevant internal or external personnel.
1. Tell
me what negotiation means?
2. What item/equipment/resource would you negotiate for in your workplace?
3. What commercial orders would you place in your workplace?
4. Who do you seek advice or guidance from regarding negotiating for
resources?
REFERENCES
-BSBADM311Maintain business resources Learner Guide. V1.1 (2018). 1st ed.
Melbourne: St Peter Institute.
-BSBADM311Maintain business resources PowerPoint slides and class notes.
- Dr Elson, J B, 2018. Cheetah the cheater, [Online] Available
https://cheetahthecheater.com/about-the-author/?v=6cc98ba2045f. Accessed [24
August 2019]