Operational Planning And Resource Management

Key Steps for Successful Tour Guide Business

Assessment Tool Instructions

This assessment tool is to be completed by the Assessor and the Student. The assessment tool has been developed to collect and record evidence to assess the Student’s understanding and application of the performance criteria, performance evidence and knowledge evidence. If there are multiple units listed above, they have been integrated and are co-assessed holistically. This assessment tool must be completed using a black or blue pen and all relevant sections are to be completed.

Instructions to the Assessor

The assessor will provide the assessment tool to the Student and explain the assessment requirements, providing guidance to the Student as required. Verbal challenging may apply and the Assessor is required to record these notes in the Assessor’s comments section. Please ensure that all signatures and dates are accurately recorded, all sections have been marked and that comments have been included where necessary.

You will be required to read through the assessment activities and prepare for the assessment. If the assessment involves written responses, you can write your answers in the spaces under the question. Please ensure that you complete all required sections of the assessment tool. All questions must be answered in full. Your assessor may verbally challenge your answer by asking you to clarify or further explain your answer. At the end of this assessment task, your assessor will provide you with feedback on areas for continuous professional development. Unless specified, answers should be approximately 100 word in length.

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Q # Questions Satisfactory

√ = Yes

X = No

1. What are operational plans used to identify?

• The goals of the team, section or department
• How the goals will be achieved
• What resources are required to meet the goals

1. What are 5 key performance indicators that relate to your industry?

• Productivity
• Use of resources
• Profitability
• Performance and development of managers
• Performance and attitude of employees

1. When preparing a contingency plan what guidelines should you remember

oYour main goal is to maintain business operations.

oDefine time periods

oIdentify the trigger

oKeep the plan simple

oConsider related resource restrictions

Designing the Tour

oIdentify everyone’s needs

oDefine ‘success’

oInclude contingency plans in standard operating              procedures

             Manage your risks

             Identify operational inefficiencies

1. What may have a detrimental impact on time if not handled correctly?

• The use of materials in the business.
• The aspect of quality control and quality assurance in the business.
• Failure to inspect the machines in the organization.
• Lack of appropriate strategies to handle complaints from customers.
• Lack of legal frameworks that guides the organization in its operation.

1. Who might you consult to obtain approval for an operational plan?

• Consulting form the stakeholders.
• Consulting from departmental heads
• Consulting from business leaders
• Consulting from seminars and meetings

• Identifying the required need for hiring
• Planning why recruitment is needed and how it should be done
• Searching the relevant skills from available staff.
• Coming up with strategies that identifies the viable candidates in the position needed.
• Recruiting the qualified personnel
• Carrying out the screening procedure so as to get the appropriate candidate.
• Interviewing and offering employment to the staff who has passed the appropriate criteria.

• Refers to the accounting technique that targets to incorporate different dimensions of performance such as Social, environment and financial aspect. It differs from the traditional methods of reporting the accounting aspects which included the only environmental and social measures. It is commonly known as the 3ps that is people, planet and profie,

1. What is involved in monitoring and reviewing operational performance?

• Frequent review of the operations. This helps to determine if all activities outline in the entire operational plan is keenly undertaken.
• Carrying out periodic reviews of the outcomes as indicated in the operation plan. This focuses on checking whether the activities undertaken are giving profits on the performance.
• Emphasizing on the infrequent review on the entire operation plan. This follows after the review of the entire management system thus checking whether it’s relevant to the circumstances available.

Satisfactory (please circle) Feedback to the Student:

P # Projects Satisfactory

√ = Yes

X = No

1. For this task you must research each of the following topics, and write a report on your findings. Use the following questions as a guide to your research.

The operational pans of the business helps in describing the nature of the business, describing the sales and the entire marketing strategy which includes the aspect of success in the business. Therefore, operational model targets to ensure products and services are fetching adequate profits in the marketplace.

Some of the models of operation plan are

• Operational plan low level management A unit within a single business .This includes plans such as departmental work, daily activities and tactical in marketing.
• The tactical plan mid-level management single area of the business as a whole. This includes models to work to so as to get specific ideas and actions which are not so much detailed.
• Strategic plan top management model which discusses the entre organizational mission that determining the goals and the ambitions of the business.

2.Explain the role of an operational plan in achieving the organization’s objectives.

• Opening and closing the time ordering frameworks in the business.
• Helps in opening and closing the procedures and securities in security.
• Helps in controlling the human resource and effectively assigning duties to the workers in the organization.
• Helps in identifying the risk management thus giving clear objectives to different entities in the enterprise.
• Serves as calendar of events thus tracing the progress of the process in the business.

3.Explain at least one budgeting process used by your organization.

• The top down budgeting process. This process includes the put identified by the top level executives in the business enterprise. The organization CEO determines the process to be incurred in identifying the financial practices. This process lays down the echelon of the organizational structure thus giving direction on how budgeting will be made (Nous, 2014).

4.List the alternative approaches to developing key performance indicators to meet business objectives.

• Defining the objectives and goals of the organization.
• Identifying the key indicator of the organization goals.
• Identifying the activities that conforms to performance.
• Selecting a sample or a portion of the activities that indicates performance
• Identifying those aspects which improves performance in the business.

5.Outline the legislative and regulatory context relevant to the operational plan of your organization.

• Use of appropriate rules and regulations which ensure adherence to regulatory analysis.
• Coming up with appropriate procedures that caters for all stakeholders in the business.
• Explaining to the available personnel the need for the legislative framework in the business.
• Encouraging organizational personnel to participate in training and seminar practice

6.Outline your organization’s policies, practices and procedures that directly relate to the operational plan.

• The aspect of organization plan will include the available stakeholders in the business.
• The use of appropriate language when talking to customers.
• The goals and the objectives of the organization.
• The organizational mission and strategic plan which will enhance the performance of the business.
• The use appropriate accounting technique so as to ensure appropriate performance.

For this assessment you will need to perform the following tasks. These tasks will need to be completed and submitted in a professional, word processed, format. Each task must be 1000 words minimum in length.

• You want to start up a tour business that caters for MAMILs
• The idea is that, for a fee, you will arrange cycling tours in desirable (bucket list) locations, e.g.

oIn the more temperate months offer tours of wine regions such as Barossa and Clair Valleys in SA, or Margaret River Region in WA or Hunter Valley and surrounds  in NSW

oTropical tours in the colder months e.g. the Daintier and Port Douglas region, etc.

• The tours will accommodate approx. 20-30 cyclists at a time and will be fully supported by your team of tour coordinators and tour support teams.
• You will  market to MAMILs in your own capital city
• You will equip a 6 Meter (20ft) shipping container to safely and securely transport their bicycles and equipment to the starting point for each tour and return everything to a central point back in their capital city at the end of the tour.
• It is the responsibility of each MAMIL to drop off and pick up their gear at the central point in your capital city.
• The duration of the tours will range from 7-14 days
• Preliminary research on your part indicates that MAMILs would be prepared to pay in the range of $3-5K each for a tour.
• The model that your tours will follow is;

oThe MAMILs pay their own travel costs to get to the start point of the tour and their return home at the completion of the tour.

oYour tour team will provide a support vehicle to travel with the herd each day of the tour.

oThe tours will range from budget tours where the herd will stay overnight in camping and caravan parks along the way, through to more up-market tours where they will stay in hotel and or B&B style accommodation.

oFor the budget tours you propose that your support vehicle provides a BBQ breakfast and evening meal at the camps.

The way you want to set up this new business is to develop a single but successful operation that services MAMILs in your Capital City.  When you have the model running successfully you plan to franchise operations nationally and potentially internationally.  Your goal is that in five years’ time you will be managing a group of franchises and have both a good income as well as a good work/life balance.

Target Market Analysis

Generally, starting a tour guide that caters for large customers’ needs a lot of hard work. Just like other business tour operator business needs some commitments and other related key aspects which determine the level of the success in the marketplace. In order to design an effective tour guide that caters for the MAMILs population there is number of issues which should be keenly addressed .In the discussion I will indicate the key stages which will determine the success of the business(Nwosu,2014).The stages analyses the key tasks which will make the business incur profitable impacts in the marketplace.

There are number of steps that will determine the success of the project. Some of these processes that will impact the project are;

Evaluating the city and identifying the target market for the business.

After one has the passion for the business in mind, then there is need to check on the city where the business will operate. Generally, appropriate city will determine the opportunity for the tour business. The question is that is the city populous for cycling activities and if yes how is the target market corresponding to the tour activity (Nwosu,2014).The entire concept revealed through analyzing the city potentials will determine weaknesses and opportunities available for the business. On checking the target market, one will need to appreciate the tour niche and thus coming up with visual map that will relate to customers available. Thinking on the people who will be attracted by the tour activity helps in reaching the market segment. There are number of questions to answer when determining the target market. How is the population going to respond to the cycling activity? Will the population afford the charges for the business? In order to come up with apt solution for the target market it is important to take maximum time to understand all the customers.

After the idea it’s good to check on the available competitors in the marketplace. Competitors will determine the success of the business. One needs to collect apt information on what the competitors are doing in other business. How are the other businesses doing in the market? What are the ways to differentiate with other business in the marketplace and what are the gaps available in the marketplace.

Designing the tour

Designing the tour will tend to incorporate different activities that will determine the success in different dimensions. First there is need to design the business plan which will incorporate all legalities .The plan is the roadmap that will assist the organization to move forward in the marketplace. The plan needs to incorporate the market analysis techniques, the partnership opportunities and business descriptions (Nwosu, 2014).All extra services to be received by the customers will be included in the plan. Also, there is need to determine the price for the tour guide in the business. It’s appropriate to charge fair prices for the cycle. The major issue is that the price needs to be affordable by every participant in the marketplace. Therefore, it’s good to identify what customers are willing to pay for the business services. It’s always good to group the price according to the ages.

Competitive Analysis

Basically, the cycling tour sites are the key part of the business. Determining the appropriate cycling sites will determine the level of satisfaction in the marketplace. The tours will accommodate 20-30 cyclists per session. The number is small enough and there is no overcrowding in the pathways thus reducing accidents .The location centers will attract MAMILs population. In the project there are some of the sites which will be visited by the cycling participants in the marketplace. Some of the sites to be used are;

• Touring in tropical areas in colder months .Some of places to visit are Douglas regions and Daintier centers.
• Offers on touring in wine regions such as the Clair valleys and Barossa areas .Also regions such as Hunter valley will be visited.
• Cycling to Tasmania in warm months

Marketing the business helps in reaching large number of customers in the marketplace. In order to attract more participants in the tour the business can opt for various channels which will reach more customers. Some of the channels are;

Listing the tours in the online travel agents that is OTAs.

Basically, OTAs like any other digital advertising channel will reach large number of MAMILs tours.

Implementing on the SEO strategies.

After the business has been listed in the OTAs it is the appropriate time to look on the websites (Nwosu, 2014).The best way to control the websites is to look on search engine optimization whereby the SEO can be used to optimize sites in the Google and in other related search engines in the network.

Building an email list in the website will help in communicating with loyal customers .The list can include those people who have subscribed to the business channel. Use of social media to market the business helps in creating awareness .Facebook pages with images of the tours and use of messenger to answer booking activities will help the business to experience large number of cyclist.

Budget for MAMILs tours and the duration

Budget for the tour Requirements for the tour Duration

$ 3-5 per tour. Use of shipping containers to transport bicycles.

Availing necessary equipment in starting centers. 7-14 days.

$23 for those who will opt to stay for more than two weeks. Providing extra facilities and free documents when visiting in different sites. 2 -7 months

The following guidelines will help in directing the tours.

The organization will provide extra vehicles that will transport those tours who will not complete the tour (Nwosu,2014).Each vehicle has a team which will be giving first aid services to any injuries incurred.

All the tours need to have a meal card which will cater for their meals.Those who will opt to stay for more than two weeks will incur extra charges therefore they need to update their cards in their accommodation departments.

Operational Planning for Business Success

The payment should be done after the tour. All the MAMILs payment will be done in the accommodation sites so as to control overcrowding in the hotels.

1.Conduct a SWOT analysis on this proposal

• The strengths of the organization will include the advantages the organization has, what the organization will be able to do better than the other organizations, what other business will be doing and what unique approaches organization will follow (Nwosu,2014).
• The weaknesses will identify what to improve in the organization, what to avoid in the business and the problem to be incurred when operating the business in the marketplace
• The opportunities will account for the technological opportunities available in the business, the governmental policies which targets on polices and changes in the social sector available.
• The threats of the business will account for the obstacles, account for the competitors in the marketplace and other aspects that will deter the development of the organization in the marketplace.

2.Following the SWOT analysis make a determination on the viability of the proposed business.  Consideration for  your risk management and decide on a “Go” or “No-go” for developing this business

• The business priorities on the strategic business approaches. Also, the right level for the development of the business on the risk management will be keenly identified so as to ensure all rule and policies are keenly adhered to. Through this then the management will decide on how to proceed with the business.

3.Assuming a “Go”, now your team is to agree on a business name

• The business has identified on the weaknesses, the threats, opportunities and strengths. The core function is to ensure the business operates on legal basis.

4.Now develop a Mission Statement for the business

• Working all the time to fulfill the needs of the customers.

5.What is the Vision Statement and develop a draft Values Statement

• Becoming the most suitable tourist organization in the whole country. Working to reach the entire tourist in the country.

6.Now consider the operations and develop a preliminary Organization Chart, indicating  the functional units of the business

The chart will be as shown below.

The Chief executive

• Chief executive is the board administrator and support. Chief executive will support and the entire administration board. This is done by ensuring board members are getting apt advice that will determine the boards progress.
• Chief executive will oversee the product, program and service delivery within the organization.
• Chief executives have to manage all financial, risk and tax facilities experienced in the organization.
• Effectively manages the human resource in the organization.  Also, through the chief executive policies and procedures will be adjusted so as to conform to the stipulated legislations.
• Community and public relation in the organization. The chief executive always assures the entire organization to adhere to the mission and programs designed by the organization. This helps in creating positive and strong image to the relevant stakeholders in the organization.

Functional manager

• Helps to improve the staff utilization.
• Helps to provide the subject matter in discussion.
• They manage activities with help of the chief executive.
• Helps in recommending on the plans during the project and plan development
• Helps to fix the problems associated with the teams in the organization.
• They participate in the planning of the project and the action plan.
• Functional managers also assign individuals to various teams and they negotiate with the chief executive on the resources needed in designing the operational plan in the organization.

Project personal

• Ensuring funding is provided to the specific plans.
• Researching and gathering adequate information for designing the operational plan in the organization.
• Emphasizing on adequate planning so as to ensure there is complexity and visibility when designing the operational plan.
• Liaising all the project clients and project teams throughout the operation planning cycle.

 Project manager

• Monitoring and planning the operational plan.
• Appling the management configuration approaches and change control.
• Applying the technical quality standards needed in designing the strategies of operational plan.
• Monitoring the progress and use of available resources needed in operational plan.
• Designing a follow on when preparing the action recommendations on operational plan.
• Determining the necessary strategies that will manage operational plan objectives.

7.Select one functional Unit and develop a draft Management Plan that describes how the Unit will be managed.

In the functional unit of the business I will use the functional manager.

In managing this unit there will be a number of criteria. This means that functional manager will be doing a number of activities such as ;

• Accounting for the variables that will include management plan of business.
• Analyzing the accounting process.
• Ensuring policies and regulation to be used by the tourist.
• Ensuring there is code of conduct in the business.

8.List 2 Key Result Areas (KRAs) for the Unit/Team

• Identifying the number of employees needed to serve the tourists.
• Identifying the aspect in the organization that complies with policies and regulations.

9.Develop a draft Operational Plan that will achieve these 2 KRAs. Do not try and develop Operational procedures at this time because it is a very big job, however, make a list of the operations within the Unit that could require clear operating procedures

• Initiating plan for recruiting new workers
• Encouraging external auditing thus boosting the management operation.
• Initiating new management plan on how to handle personnel.

     Identifying policies and procedures

• Complying with act of government.
• Initiating trainings and seminars to control communicate policies and procedures.
• Emphasizing the importance of policies and regulations.
• Controlling all legal practices in the organization.

10.List resources that you will require the implement your Operational Plan including human resources

• Adequate personnel to undertake auditing process
• Financial requirement
• Risk assessment policies
• The assets of the organization.

11.Identify any resources that you do not currently have but will be needed to achieve your goal

• The regulatory agencies.
• The organizational premises and instruments.
• The business reports.

12.Outline a strategy for obtaining any identified additional resources including approvals.

• The financial requirements

The program will identify the exact amount needed in the business plan. This means allocating adequate financial resources in different sectors so as to ensure business survival .Also, the financial body will check on the estimated expenditure in the business. All direct project expenditures such as the staff, research and monitoring processes will account for the appropriate resources in business.

13.Identify key milestones in the implementation of your Operational Plan

The implantation for the business has undergone a series of activities. This has been enhanced by the management body which has done the following processes

• The presence of stuff meetings which discusses the organizational policies.
• Breakdown of the organizational communication plan to fit the customer satisfaction.
• The business is addressing various aspects concerning the employees.
• Implementing the corrective actions for the business.
• Supervising different activities thus no delays when serving customers.
• Adjusting the operational plan where needed.
• Reporting the problems and the way forward to the subordinates.

14.Develop a checklist for monitoring the progress and effectiveness of your Operational Plan. Consider some monitoring factors such as;

a.Progress

• Designing a calendar that will indicate when there is no apt progress.
• Inspecting the machines to ensure no breakdown.
• Identifying the material flow and material planning requirement.

b.Performance

• Ensuring there is apt supervision in the business.
• Employing competent personnel.
• Ensuring organization is conversant with the rules and regulations.

c.Budget

• Allocating adequate resources to the departments.
• Identifying the profit curve of the business.
• Controlling the production ratio.
• Emphasizing on less cost practices so as to reduce loss.

15.Outline the features how you could effectively monitor and review the implementation of your Operational Plan.

• Implementing on communication strategies in the plan.
• Will involve measuring reports from different groups.
• Identifying the key aspects of implementation plan.
• Communicating on operational plans.
• Managers inspecting the goals achieved by the business on the daily basis.
• Checking the resources available in the business.

16.Develop a list of contingency plans for the operations

• Ensuring all actions have specified individuals. Each action has to be done by specific individual.
• Using appropriate decisions for each material required in the business.
• Including the aspect of what if analysis.
• Testing the action that is required n each activity.

17.Develop a plan to protect intellectual property

• This will include approaches such as ;
• Monitoring and implementing the team meetings.
• Ensuring there is effective allocation of the property.
• Revising the positions in the business.
• Training the stuff on the intellectual property.
• Coaching and mentoring a number of individuals in the organization.
• Measuring and coming up with apt process of monitoring systems in the business.

After you have completed this activity you will have to hand it in.

Reference

Nwosu, B. (2014). Hospitality education: sustainable empowerment opportunities for Nigerian women. Worldwide Hospitality and Tourism Themes, 6(1), 62-76.