BSMAN 3190 Applied Workplace Practice Assignment

BSMAN 3190 Applied Workplace Practice Assignment

Applied Workplace Practice Assignment

Executive Summary

This report delineates the process of setting-up an outside of school hours child care centre which would have facilities for before / after school child care and vacation child care.It throws light on the present Applied Workplace Practice.

Mt. Druitt has a lack of OOSH and hence, has a potential for starting one of these OOSH centres in a school called Colyton primary school. The OOSH would be for primary aged children and would be planned after taking sufficient feedback and primary research with the parents. The document also shows the work breakdown structure for the project where the activities are delineated from information gathering till opening the OOSH and taking parents feedback.

In this project report, we have detailed all the stages that are required to be executed before opening the OOSH. The highlights, disappointments, set-backs, problems project outcomes, recommendations and interventions required along with the lessons learnt are also shared in detail at each stage.

Background

Mt. Druitt is a suburb of Sydney. A low socio – economic located 43 kilometres west of Sydney’s central business district, it is one of the poor suburbs of Sydney, in New South Wales. As per the 2006 census (by Australian Bureau of Statistics), 46% of the residents of Mt. Druitt are born overseas and most have Blue collar jobs, working at clerical level, as labourers, trade people or machinery operators / technicians.

At Mt. Druitt, both parents in most families with children have to work and earn to sustain a good family life. Thus, there is a need for child care centres where, the parents can leave their children and be rest assured that they would be treated well, entertained and look after-ed well.

Currently in Mt. Druitt, there are only two outside of school hours (OOSH) services - Sacred Heart Primary School and Kids Activity Centre OOSH, both of which are running on full capacity. Still there is a huge population at Mt. Druitt which needs these services, but is not able to find an OOSH for their kids.

Colyton Public School is one of the largest primary schools in the area and is fast growing its students. We plan to open an OOSH centre in this school for primary school aged children.

Introduction

There is a need to set up an Outside Of School Hours (OOSH) child care centre for primary aged school kids in Colyton primary School.We aim at opening this much in need outside of school hours child care centre with the help of the Department of Education, Employment and Workplace Relations (DEEWR). This OOSH child care centre would be registered as an approved provider so that the parents, who are eligible for Child Care Benefits (CCB), will have to pay at a subsidised rate to the OOSH centre and the rest of the fees would be paid by the DEEWR.

There would be modules for before school sessions, after school sessions, a combination of both and vacation care services. The fee structure would also be according to the services opted for, by the parents. There would be another benefit of becoming an approved provider, which is that the DEEWR pays at a weekly basis, which would ensure regular cash flow. Parents would also be asked to pay an administration fee and keep the fee payments two week in advance always.

There is only one primary kids care centre in the vicinity and hence it works as an advantage because there is a basic need of an OOSH centre in Mt. Druitt. The target group of our OOSH would be all the students of Colyton primary School, even those who are currently enrolled in some other OOSH. This is because, it would always be beneficial and less hectic for the parents to pick and drop their child only once in a day from a single point.

Thus, we can say that there is a huge potential in this market and henceour aim is to execute the project within the decided period of 12 weeks to ensure that the OOSH centre starts functioning in the specified time as per the schedule we have planned.

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The OOSH Child Care Centre Team

DirectorBachelor of Early Childhood Education 0-12years and current Senior First Aid Certificate
Head Masters x 2Diploma in Children Services and Senior First Aid Certificate
Assistants x 2Certificate III in Children Services
Office AdministratorMinimum two years of experience required in office administration work
Casual StaffMinimum two years of experience required in related work

Purpose

The purpose of this report is to show the progress of the process / project of setting up an outside of school hours child care centre for primary aged children.

The households, who have both parents working to sustain in Mt. Druitt, can enrol their children in this OOSH centre at Colyton Primary School. This service would be provided before / after school and also in vacation periods. We would sketch a project plan for this purpose and implement the same in the scheduled period.

Scope Statement

The scope of this document or report is to plan the establishment of the OOSH child care centre at Colyton Primary School. This would include work on the following deliverables:

  • Project Plan to set up an OOSH child care centre
  • Work breakdown structure of activities to achieve the project aim
  • Plan of the financial sourcing for the project and completing formalities for the same
  • Preparing a schedule for the planned activities
  • Tracking the progress of the implementation at each milestone

The scope also covers the short term development plan so that this centre can be set up in a modular approach checking each milestone.

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Project Plan

The project is planned in six phases over a period of twelve weeks. The phases are as follows:

  • Phase I: Team Set-Up & Research / Information gathering
  • Phase II: Acquiring permissions from government agencies / authorities
  • Phase III: Advertising about the OOSH & gathering financial aids
  • Phase IV: Recruitment of staff & open OOSH applications for people to apply
  • Phase V: Install required equipment and software
  • Phase VI: Start the centre and take feedback for improvements

Work Breakdown Structure

Sr. No.Work Breakdown Activity
1.Team Set-Up & Research / Information gathering
1.1Create a project team of two people
1.2Gather resources – Obtain a copy of National Standards for OOSH, current Children Services Regulation and -    Download any relevant factsheets re. opening up an OOSH service
1.3Secondary research on the existing two OOSH centres in the region i.e. Kids Activity Centre and Sacred Heart Primary School OOSH
1.4Primary Research using pen and paper survey of 50 parents on their needs and expectations
1.5Submit application to the Department of Education and Training (DET) to create and agreement open the facility in their public school
1.6Approval of opening the OOSH centre in the school from the Colyton primary school principal
2.Acquiring permissions from government agencies / authorities
2.1Complete planning within the budgeting requirements
2.2Apply to DEEWR (Department of Education, Employment and Workplace Relations) for approval to open a new OOSH (Outside School Hours) service
2.3Apply for government funding for equipment and software
2.4Apply to ACECQA (Australian Children’s Education & Care Authority) for approval to open a new service
2.5Apply to DEC (NSW Department of Education and Communities) for licencing to become an approved provider
3.Advertising about the OOSH & gathering financial aids
3.1Create a marketing mix for advertising of the OOSH centre in newspaper and websites
3.2Create marketing material like flyers, pamphlets and hand outs for distributing outside the Colyton primary school to the parents and children
3.3Follow up approval process from different Government departments and respective agencies
4.Recruitment of staff & open OOSH applications for people to apply
4.1Open a bank account for the OOSH centre after the financial aids are ready to be transferred for the establishment
4.2Start the recruitment process of the office administration and casual workers who can assist in setting up the place
4.3Reviews resumes and conduct interviews to close the selection procedure
4.4Also recruit the teaching and assistance staff with appropriate qualifications mentioned earlier
4.5Finalize recruitments and seal the offer letters
5.Install required equipment and software
5.1Purchase the office equipments required like desks, chairs, printer, scanner, etc.
5.2Purchase the equipments for children like chairs, desks, etc.
5.3Purchase safety equipments to be installed in the centre
5.4Purchase Kitchen equipments like fridge, etc.
5.5Publish the advertising material for OOSH application opening
5.6Installation of Qikkids software on the centre laptop for maintaining children database
5.7Create a website and recruit the IT support agency or hire staff
5.8Testing the installed software and equipments
6.Start the centre and take feedback for improvements
6.1Start operating with 5 children and 4 staff
6.2Hire more staff members with increase in enrollments
6.3Conduct promotional activities and organize parents – teachers meetings
6.4Scrutinize the feedback of the parents
6.5Plan for further improvements in the OOSH centre facilities

Project Controls

There are basically three types of project controls in this project, namely time, cost and scope. These three can be used as project controls in the following manner:

  • Time: Each activity has been set up with a timeline to match. Since this a small project of only 12 weeks, every activity has to be completed within time so that the spill over can be avoided. Each team member can be made responsible for each project activity and hence the work & responsibility can be divided to complete in a timely fashion as per the schedule (Gray, 2007). Timely completion of activity also gives the team a confidence that every step taken is correct and fruitful, which leads to motivation for better work
  • Cost: It is the most important control in any project. The main reason that cost would be the biggest control in this project is that the project has been funded partly by government agencies and partly by the parents whose children are enrolled in the OOSH. Every planning has a margin which can be anything like a plus minus ten percent of the planned expenses (Kerzner, 2006). We would need to play within this margin only to else the activity exceeding budget would have to be dropped
  • Scope: The scope the project has already been defined in the scope statement and any activity which does not feature under the same is treated to be an additional activity which requires time and cost investments too. To accomplish each activity there are a number of ways. But the method with which we can do that activity the quickest and in the most efficient way is called the critical path (Schwalbe, 2007). The critical path for each activity would be identified and followed to the point as any delay in the critical path leads to an overall delay in the project

Risk Management Strategy

Risk management is the identification, assessment and prioritization of uncertain activities which can hamper the progress of the planned schedule of activities of a project (Dobie, 2007).

A risk management strategy would involve tackling or avoiding the risk associated with any activity in minimum resources and financial implications (Project Management Institute, 2004).In this project the risk management strategy is to understand the primary concerns and requirements of the parents and then cater to these on priority. At each step, we have kept scope of marketing the OOSH centre and these can be modified according to the current scenario of the OOSH and its perception and needs in the market.

Thus, there are enough buffers built-in the process to ensure that the planned opening of the OOSH is not affected by any change in the requirements or expectations.

Financial Summary

Sources of cash flow for the project would be:

  • Immediate payment from government and initial set up facilitated by DEEWR
  • Fee payment and administration charges levied on the parents with a two week advance notice

The cost centres for the project would be:

  • Purchasing equipments
  • Recruitment of staff
  • Marketing activities for OOSH
  • Insurance
  • Telephone expenses

References

  • Dobie, C. (2007). A hand book of project management: A complete guide for beginners to professionals. Sydney: Allen &Unwin
  • Gray, D. E. (2007). Facilitating management learning: Developing critical reflection through reflective tools. Management Learning, 38(5), 495-517
  • Kerzner, H. (2006). Project management – A systems approach to planning, scheduling and controlling (9th). Hoboken, New Jersey: John Wiley & Sons
  • Project Management Institute. (2004). A guide to the project management body of knowledge – PMBOK guide, (3rded.). Newtown Square, PA: PMI
  • Schwalbe, K. (2007). Information technology project management, (5thed.). Cambridge, MA: Course Technology