Bounce fitness policies and procedures

Leadership And Management

Question 1

Read the document “7 HR best practices” provided on Canvas under additional information. What roles Human Resources can play in the formulation and implementation of an organisation’s strategic plan?

Question 2

If Bounce Fitness decided that in order to be effective it must develop high performing self-managed teams. Name common human resources practices that could be adopted to support this direction.

Question 3

Read through The Fitness Australia business Principles and Guidelines and the National Fitness industry code of practice, provided on Canvas under additional information.

List the types of emerging practices or environmental trends that could impact on Bounce fitness staff.

Question 4

(a) What types of information would Bounce Fitness needs to consider when predicting future labour needs?

(b) Describe strategies that could be used to agree on human resource philosophies, values and policies with Bounce Fitness Managers

(c) List options for sourcing Bounce Fitness labour supply and skill requirements.

Question 5

Describe the benefits and disadvantages of using one of the following options for the provision of human resource services.

a. External provision by a consultant or contractor or

b. Outsourcing the work to an external service provider or

c. Allocating the work to existing staff

Benefits

Disadvantages

External provision by a consultant or contractor

Outsourcing the work to an external service provider

Allocating the work to existing staff

Question 6

(a) How could new technology be used to support human resource plans for Bounce fitness?

(b) Give examples of risks that need to be managed in relation to a strategic human resources plan.

Question 7

Refer to the “Annual Strategic Human Resources Plan documents for Bounce Fitness” provided on Canvas under additional information. Name its key elements and requirements.

Case Study

In this assessment task you will commence the process of human resource planning by conducting research about the human resource requirements of Bounce Fitness case study.

You can access all the “Additional Resources” available on Canvas:

· Bounce Fitness annual strategic and operational plans

· Policy and procedure documents

· Range of other documents providing valuable background information about the operation of the business.

Note: Bounce Fitness currently has policy and procedures that relate to human resource management; however, they have not developed specific policies and procedures for all their human resources processes.

Part A: Report – Human resources strategy and action plan

You will be working as a Human Resources Manager for Bounce Fitness and you will need to work with the human resources team to ensure that the human resources requirements of Bounce Fitness are fulfilled. Prepare a business report suitable for presentation to the Board of Directors that details the human resources strategy, policies and procedures. You should be planning for at least the next 12 months.

Complete the Business report template Appendix A (this will cover Q1 to Q7)

Your report must include the following elements:

1. Executive summary.

2. An analysis of the current strategic plan to determine human resource strategic direction, objectives and targets.

3. An analysis of the external business environment (e.g. changes in the way people buy or the community expectations, economic trends, labour market trends, new products or services that may be introduced new technologies, political or legislative changes and/or qualification changes that may be required of your staff) identifying the impact on human resource management in the organisation.

4. An analysis of the future labour needs, skill requirements and options for sourcing labour supply.

5. Proposal of a human resources strategy based on one human resources specialty (e.g. Recruitment and selection, learning and development, employee relations, remuneration and staff benefits etc.) and action plans in line with organisational policies, procedures, regulatory requirements and recent and potential changes to industrial and legal requirements.

Develop a cost-benefit analysis, risk analysis and action plan that supports the overall human resources strategy. (View the annual strategic human strategy in additional information)

6. Document the roles and responsibilities of the following positions as required to support the proposed action plans:

a. Human Resource Manager (you)

b. General Manager Finance

c. External contractors.

7. Based on the action plan above, determine appropriate human resources information systems (HRIS), digital technology which can be used or methods of gathering and storing information needed to support the human resources strategy and action plans. Provide three examples of how this approach can be used on human resource information.

8. Develop a communication plan that incorporates the review and implementation of the proposed human resources strategy and action plans, making sure you include consultation with Bounce Fitness managers to identify their human resources preferences, philosophies and values.

Complete the Communication Plan - Appendix B

9. On completion of the communications plan above, you have emailed you proposed Human Resources Strategy and action plan to the Bounce Fitness General Manager and Board of directors.

They have replied with conditional agreement to the strategy; however, they have asked for further clarification on the roles and responsibilities of the different stakeholder groups. Referencing the roles and responsibilities documents developed in point 6 above, develop a communication email to go to the Bounce Fitness CEO and Board of Directors outlining the different roles in the action plan developed, requesting full agreement and approval of the HR strategy and action plans proposed. Submit this communication as an appendix to the report developed in Part A.

To:

Cc:

Subject:

10. Explain why it is important to factor in the audience and the purpose of the communication you have developed in Question 9, when determining what information should be provided.

11. In your own words, explain the importance of performance and contract management when evaluating your staff. Detail the key areas of performance and contract management which need to be monitored.

Assessment Part A word count: approximately 1000 words in total

Part B: Communications and Report – Service Level Agreement (SLA)
Follow the instructions below to complete communications required to plan and negotiate a Service Level Agreement (SLA) followed by a business report-style SLA.

You are to negotiate and develop an SLA to support the proposed human resources strategy and action plans developed in Part A.

1. Before commencing detailed documentation of the SLA, you need to negotiate the high-level details with the Human Resources team, external service providers and client groups. To begin this process, develop a short communication outlining the SLA elements (see Table A below) and how they relate to one element of the human resources strategy and services for each of the following stakeholders:

1.1. Human Resources team

1.2. External service providers

1.3. Client groups.

2. In negotiations with the external service providers, an external training organisation has challenged the class sizes proposed. Provide them with a follow-up communication detailing the reasoning for the recommendation for class sizes at this level and suggest a compromise in order to gain agreement.

3. Use the SLA Template at Appendix B to develop an SLA to support one element of the proposed human resources strategy.

Table A: SLA Elements

SLA Element

Included

a. Service agreements between the human resources team, service providers and/ or client groups

☐

b. Service specifications, performance standards and timeframes

☐
c. Calculated Return on Investment (ROI) of human resources strategies and action plans required for strategy to be financially viable

☐

d. Identification and coordination of training if required

☐
e. The proposed process for monitoring of quality assurance

☐
f. Identification of appropriate service providers including a rational for use and selection criteria

☐

g. Remedies for under-performance by human resources and/ or service providers

☐
Assessment Part B word count: Approximately 1000 words in total.

Part C: Human resource meeting

Having submitted your report (Part A) and developed the SLA (Part B), you must now conduct a meeting with the Bounce Fitness Board of Directors to review the plan you have developed, respond to any questions that may be raised and determine any areas for improvement or review prior to it being signed off and implemented by the business owners.

You need to consider the audience and its diversity from the different areas and levels within the organisation and ensure your vocabulary and tone are appropriate.

For this activity, you will be required to simulate the meeting environment by watching this video:

https://youtu.be/1uarlDpxldI

and then recording your part of the meeting as a video recording. You need to respond to the questions that have been raised regarding the potential issues that they foresee.

Instructions for recording and submitting your video in Canvas is in additional information

Requirement

Checklist

View the meeting video and use active listening techniques to identify the questions asked

☐
Take notes on the questions asked, including verbal and non-verbal (e.g. body language) language used

☐
Prepare a video response which:

· summarises the questions asked

· acknowledge any concerns or issues that have been raised

· respond accordingly by answering the questions and addressing the issues or concerns

· use verbal and non-verbal (e.g. body language) language to convey your meaning.

☐
Part D- Implement Human Resource Strategic Plan

1. Complete the following table by summarising the legal requirements of the human resources strategy and processes for the listed pieces of legislation. (Approximately 50 words per Act)

Legislation

Impact on the organisation’s Human Resources policies and procedures

Racial Discrimination Act (1975)

It is unlawful to:

· XXX

· XXX

Sexual Discrimination Act (1984)

Disability Discrimination Act (1992)

Affirmative Action (Equal Employment Opportunity for Women) Act (1986)

Human Rights and Equal Opportunity Commission Act (1986)

Privacy Act (1988)

2. As the Human Resources Manager, you have been asked to implement the top human resources priorities as experienced by Bounce Fitness Centre Managers.

2.1. To determine the top human resources priorities for the organisation, write a communication to be sent to all Bounce Fitness Centre Managers to identify the top human resources (HR) needs in their areas. For this activity, you need to also develop a feedback form to capture their key areas of concern and ask that they complete and submit this form, along with any other feedback for consideration in an upcoming review of the function.

This communication should provide Bounce Fitness Centre Managers with the context of this request along with a deadline for completion that see the plan is implemented. Your communication should also explain the importance of their feedback to monitor areas of the human resource sector of the organisation, which may need modifying and how HR is delivered to the workforce. Both the communication and feedback form must be submitted as evidence for this activity. (Approximately 150 words for the email and approximately 200 words for the feedback form)

To:

Cc:

Subject:

2.2. Based on the responses from Bounce Fitness Centre Managers to the above communication (question 2.1), 50 percent of them identified that a lack of adequate resources was their top human resources issue. A review of the current employment levels in the organisation indicates that the organisation is operating at 90 percent capacity, which is having a significant impact on productivity. Based on this feedback and background, develop a reply communication to advise Bounce Fitness Centre Managers of the next steps that will be taken to rectify this situation. (Approximately 100 words)

To:

Cc:

Subject:

3. After consulting with Bounce Fitness Centre Managers across the organisation, you have identified that there are many employees who do not have the appropriate training in customer service to excel in their job. In order to source a company who can provide large scale tailored training on-site, you have spoken to three different training organisations and asked them to submit a tender including a course overview, availability and costs to conduct this training.

One of the organisations you contacted is owned by Claire, the sister of John (Melbourne Centre Manager). In order to give Claire an edge, John has asked the Receptionist, Betty to let them know the name of the other organisations approached to submit a tender along with a copy of what they have submitted to win this work.

John and Marie have taken Betty to lunch for helping them with Marie’s tender application.

As the Human Resources Manager, address the following tasks.

3.1. Considering all the parties involved, what aspects of the above scenario are unethical? (Approximately 100 words)

3.2. How should you promptly deal with each of the parties in relation to the issues raised in question 3.1? Prioritise your approach to this issue and factor in any timing considerations. (Approximately 150 words)

3.3. Unfortunately, this kind of behaviour is not uncommon across the organisation. What training could be offered to employees to make employees aware of their ethical obligations? (Approximately 100 words)

3.4. Write a communication to be sent to the Board of Directors requesting that they approve the training determined in question 3.3. (Approximately 150 words)

Ensure the following elements are addressed in your communication:

· background on the reason for the training

· the core skills/topics that you would like addressed

· the training target audience

· measures to be used to assess success of training including the data collection methods to be used and how information will be stored based on legislative requirements such as privacy and confidentiality.

To:

Cc:

Subject:

4. Based on the situation you have dealt with in points 3.1 to 3.3, explain how you have dealt with the situation ensuring all organisational and legal requirements have been followed. Explain how your participation in this situation meets the overall goals and principles of the organisation.

5. A recent staff satisfaction survey addressing elements of the organisations Code of Conduct highlighted that employees do not feel that management behaviour is reflective of the standards set out in it. This result has been linked to instances of favouritism in recruitment, a lack of respect privacy and confidentiality in performance management proceedings and the theft of office resources. Refer to Bounce Fitness Code of Conduct provided in additional resources on Canvas.

Create a Staff satisfaction survey (using Appendix D) to be used to assess the effectiveness of the Code of Conduct. (Approximately 100 words)

6. Based on the issues indicated, develop a short recommendation to improve staff satisfaction in the Code of Conduct. This recommendation should include a short process to ensure that all employees comply with the Code of Conduct. (Approximately 200 words)

7. Develop a change process for use when implementing the change outlined above (Part C, question 3). This should be presented as a communication to the Board of Directors outlining the proposed change, identifying any training required to implement this change and requesting approval to implement. (Approximately 300 words)

To:

Cc:

Subject:

8. Provide one example of how the Code of Conduct should be incorporated into the human resources policies and procedures. (Approximately 50-100 words).

Policies and procedures by Human Resources function

Link to elements of the Code of Conduct

(One example per line)

Recruitment and selection

Performance management

Learning and development

Remuneration and employee benefits

Payroll services

Appendices

Appendix A - Bounce Fitness Business Report Template

Executive Summary:

HR Strategic direction:

HR Objectives:

HR Targets:

Environmental snapshot - Analysis of external business environment:

Community expectations:

Economic trends:

Labor market trends:

New products and services:

New technologies:

Political and/or legislative changes:

Changes to qualifications:

Impact of all of the above on human resources management in Bounce Fitness:

Analysis of future labor needs:

Skill requirements:

Options for sourcing labor supply:

Proposal of a human resources strategy based on one human resources specialty. Choose from

Recruitment and selection

Learning and development

Employee relations

Remuneration and staff benefits

Action plan:

Cost benefit analysis:

Risk analysis (this can be a SWOT analysis):

Roles and responsibilities:

Human Resource Manager:

General Manager finance:

External contractors:

Human resources information system (HRIS):

Appendix B – Communication Plan

Item

Audience

Message

Medium

Timeframe

1

2

3

4

5

6

7

8

9

10

Appendix C – Service Level Agreement for HR Services
Service Level Agreement (SLA)

For Bounce Fitness

By

Effective Date:

Document Owner:

Version

Version

Date

Description

Author

1.0

Service Level Agreement

Approval

(By signing below, all Approvers agree to all terms and conditions outlined in this Agreement.)

Approvers

Role

Signed

Approval Date

1. Agreement Overview

This Agreement represents a Service Level Agreement (“SLA” or “Agreement”) between XXX and Bounce Fitness for the provisioning of XXX.

This Agreement remains valid until superseded by a revised agreement mutually endorsed by the stakeholders.

This Agreement outlines the parameters of all XXX services covered as they are mutually understood by the primary stakeholders. This Agreement does not supersede current processes and procedures unless explicitly stated herein.

2. Goals and Objectives

The purpose of this Agreement is to ensure that the proper elements and commitments are in place to provide consistent XXX service to the Customer(s) by the Service Provider(s).

The goal of this Agreement is to obtain mutual agreement for XXX service provision between the Service Provider(s) and Customer(s).

The objectives of this Agreement are to:

· XXX

· XXX

· XXX

3. Stakeholders

The following Service Provider(s) and Customer(s) will be used as the basis of the Agreement and represent the primary stakeholders associated with this SLA:

XXX (“Provider”)

Bounce Fitness (“Customer”)

4. Periodic Review

This Agreement is valid from the Effective Date outlined herein and is valid until the next review date. This Agreement should be reviewed at a minimum XXX; however, in lieu of a review during any period specified, the current Agreement will remain in effect.

The XXX (“Document Owner”) is responsible for facilitating regular reviews of this document. Contents of this document may be amended as required, provided mutual agreement is obtained from the primary stakeholders and communicated to all affected parties. The Document Owner will incorporate all subsequent revisions and obtain mutual agreements/approvals as required.

Reviewer:

Review Period: XXX

Previous Review Date: XXX

Next Review Date: XXX

This agreement may be cancelled without penalty by either party with the provision of XXX weeks/months written notice between the XXX and the Customer.

5. Service Agreement

The following detailed service parameters are the responsibility of the Service Provider in the ongoing support of this Agreement.

5.1 Service Scope

The following Services are covered by this Agreement:

· XXX

· XXX

· XXX

5.2 Customer Requirements

Customer responsibilities and/or requirements in support of this Agreement include:

· XXX

· XXX

· XXX

5.3 Service Provider Requirements

Service Provider responsibilities and/or requirements in support of this Agreement include:

· XXX

· XXX

· XXX

5.4 Service Assumptions

Assumptions related to in-scope services and/or components include:

· XXX

6. Return on Investment

The calculated ROI on this service is based on the following factors/assumptions:

· XXX

· XXX

· XXX

Overall, the ROI is $XXX (XXX%).

7. Service Management

Service

Measure

e.g. responding to enquiries

e.g. within 24 hours

8. Remedies

Remedies for non-performance include:

XXX

XXX

Appendix D – Survey template

XXX Survey

We are currently undertaking a review of XXX. Please take five (5) minutes to complete the following survey. By completing this XXX survey, you are helping us to XXX.

Name (optional):________________________

How many employees do you have reporting to you?

· Less than 5

· More than 5

· None (do not complete this section of the feedback form)

Please rate each of the statements below using the scale provided where 1 means strongly disagree and 5 means strongly agree by marking with an 'X'

1

2

3

4

5

1.

2.

3.

4.

5.

6.

7,

8.

9.

10.

Student Assessment Checklist
Use the following assessment checklist to confirm that students have submitted all required components of the assessment:

Part A: Human Resources strategy must include:

Executive summary

☐
Analysis of current business

☐
Analysis of business environment

☐
Analysis of labour needs, skill requirements and options for labour supply

☐
Human resources strategy

☐
Human resources action plans

☐
Roles and responsibilities

☐
Human resources information systems plan

☐
Communications plan

☐
Communication to executive team for agreement

☐
Part B: Service Level Agreement (SLA) must include:

Communication to stakeholders of the SLA:

· Human Resources team

· External service providers

· Client groups

☐

☐

☐

Reply communication to external training organisation

☐
Service level agreement

☐
Part C: Meeting with Board of Directors must include:

Video file

☐
Part D: Implement human resource strategic plan

· Completed legislation table

☐
· A communication to all Centre Managers about HR priorities

· Feedback form on HR Priorities

· A reply communication to all Centre Managers on outcome of HR priorities

☐

☐

☐

· Answer to questions 3.1-3.3

· A communication to the owners

☐

☐

· Staff satisfaction survey

☐
· Code of Conduct improvement recommendation

☐
· Communication to owners outlining the recommended change along with the change process and required training, requesting owners’ approval to implement