Assessment 1 BSBSUS501-Develop Workplace Policy Procedures Sustainability.doc

BSBSUS501: Develop workplace policy and procedure for sustainability Assessment1

Assessment 1: Sustainability Policy Review - MacVille Submission details Candidate’s name

Melissa Oliveira Vaqueiro

Phone No.

Assessor’s name

Faraz Khan

Phone No.

Assessment site

Jabin Hopkins

Assessment date/s

24/05/2017

Time/s

0410197112

10:00

Assessment description You are required to examine and review the MacVille policy and procedure documents (in the additional resources of your Student Workbook) to determine the shortfalls between required sustainable practices and documented approaches to the same. In doing this you will need to review current usage of resources to gain an understanding of potential for recommending change to organisational practices. After evaluation of this information, you will need to outline revised policy documents for MacVille together with a description of the approaches that can be taken to implementation of the revised policy documents.

Procedure Review the case study information provided (attached), policy and procedure documents (in the Appendices of your Student Workbook) and legislative and regulatory documents that describe compliance requirements for the business sector. 1. Identify and describe required sustainability initiatives for MacVille. 2. Research and describe best practice models relevant to the business sector, especially as it relates to this case study. 3. Identify and describe shortfalls in the existing policy and procedure documents, by comparing research and information supplied.

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4. Make recommendations for the existing policy options based on likely effectiveness, timeframes and budget. 5. Clearly identify and summarise the scope of changes and new documents required that will need to be made to the MacVille policy and procedure set to ensure compliance with requirements of future sustainability initiatives. 6. Identify and describe who could be consulted with to review and develop the revision and creation of policy documents. (This information should be included under the heading ‘Personnel Requirements.’ below). 7. Write an interim report, by providing two to three paragraphs of explanatory notes under each of the following headings: a. MacVille sustainability initiatives b. Best practice models c. Shortfalls in existing policy d. New policy requiring development e. Personnel requirements for policy revisions. 8. Develop a revised set of policy documents including: a. completed changes to existing policy documents b. outlines for recommended new policy documents. 9. Review the current resources usage for the organisation (as per the case study information attached). 10.An explanation of how you developed policy that reflects MacVille’s commitment to sustainability and as a business opportunity. 11.Develop an implementation plan for the new and revised policy documents that includes: a. a description of the sustainability initiatives being implemented b. detail of how the new sustainability initiatives have been embedded in the new or revised policy documents c. an evaluation of the likely effectiveness of the initiatives d. implementation timelines and milestones e. strategies to minimise resource use, reducing toxic material and hazardous chemical use and employing life cycle management approaches f.

sustainability or environmental targets and/or key performance indicators, compared to current resource usage

g. organisational costs for implementing the required changes

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h. an outline of the monitoring approaches to gather reporting information throughout the implementation stage i.

a description of individual and team responsibilities throughout the implementation stage and procedures to help implement workplace sustainability policy

j.

an ongoing method to identify and consult with a diverse range of stakeholders as a key component of the policy development process

k. a description of how continuous improvement for the process will be implemented and managed.

Case study Seamus MacVille, the Business Manager of MacVille Enterprises has reviewed some of MacVille’s operations and has observed that resource use in the head office is not aligned with sustainable work practices being promoted by the Sustainability Team. He realises that this is at least partly due to existing MacVille policy and procedure documents not reflecting current business sector requirements. Some of the initiatives Seamus wants to see implemented include: 

re-programming of all air-conditioning services in the head office to be only active in normal business hours: o

currently air-conditioners are manually switched on and off

o

It is the responsibility of the last staff member leaving each day to turn them all off - this is rarely done, and most commonly all air-conditioners are left running 24 hours per day.



lights being switched off at night



better sorting of recyclable paper from general rubbish



encouraging staff use of dual-flush capability of toilets.

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MacVille press release (#2010-37) New environment approach for MacVille January 18, 2014 Mary Belucci – Business Manager

The  Steering  Committee  at  MacVille  Enterprises  have  today  released  information  about  a  new  direction  the  company  is  taking.  MacVille  is  instituting  a  new  work  team  within  their  head  office  with  the  objective  of  assisting  MacVille  to  become  a  leading  practitioner  in  triple  bottom  line  sustainable  practices  within  the  coffee industry. The team will be tasked to review work practices within  all  of  MacVille’s  activities,  especially  the  coffee  buying, roasting and coffee shops. They will be required  to  develop  best  practice  models  to  increase  sustainability  practices  across  the  organisation.  This  will  involve  training  and  educating  all  staff  through  use  of  internal  professional  development  opportunities,  newsletters and other similar approaches.  The  work  team  is  also  required  to  develop  materials  to  inform  and  educate  clients  and  the  general  community  about  MacVille’s  sustainable  activities  and  encourage  participation  in  activities  and  practices  that  lead  to  better environmental outcomes. MacVille  will  be  recruiting  internal  and  external  (yet  to  be  advertised)  staff  to  fill  places  in  the  new  work  team,  and  will  require  individuals  capable  of  working  within  a  team  to  investigate  and  solve  problems.  Vital  to  this  team  will  be  the  inclusion  of  a  highly  skilled  individual  capable  of  reviewing  highly  technical  documents  and  consequently  developing  plain  language  internal memos and external publicity materials. {end of press release}

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Introduction This report has the objective of develop workplace policy and procedures for sustainability initiatives for MacVille Vision: to become a national brand within the next 3 years, be perceived as a key component in the success hospitality establishments in Australia. Mission: to provide coffee beans that meet the efficiency, reliability and sustainability needed by the clients. In turn, reward the company with profits that will allow their stakeholders and the communities in which they operate to prosper. The policy and procedure documents of the company point towards the sustainability focus. The current consumption of company’s resources has been done to gain an understanding of potential for recommending change to Company’s modes. Financial Sustainability Company is able to keep its financial health Environmental Sustainability Least damage to environment from company’s operations Social Sustainability Creating and maintaining a system of government and social interactions that act as a system towards self-sustainability

Sustainability initiatives for MacVille: In order to promote and implement sustainability initiatives, MacVille has assigned a team responsible for this process. MacVille sustainable initiatives are: * Re-programming of all air-conditioning services in the head office to be only active in normal business hours: * Currently air-conditioners are manually switched on and off; * It is the responsibility of the last staff member leaving each day to turn them all off – this is rarely done, and most commonly all air-conditioners are left running 24 hours per day. * Lights being switched off at night; * Better sorting of recyclable paper from general rubbish; * Encouraging staff to use of dual-flush capability of toilets. The failure to implement this plan is costing money to the company.

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Best practice model of coffee industry The best sustainable practice model for the coffee industry should follow the following measures: * Reduce the water usage; * Reduce power usage; * Reuse the coffee cups and cutlery; * Use renewable electricity; * Use environment friendly products in the coffee production as well as in the coffee products; * Buy the products from local markets, if possible; * Recycle all products that cannot be reused; * Transmit the triple R (reduce, reuse and recycle) ideology to the employees and clients.

The best practice sustainability model for hospitality should start by studying the environment where its business is incorporated. If a business is situated in the countryside, its environmental preoccupations are much different than if it is situated in the city. In addition, it should develop measures to reduce environment impact of their products, waste and actions. Furthermore, it also should know about their customers tastes and behavior, in order to adapt their sustainability plan to the customer’s habits.

Shortfalls in the existing industry and procedures MacVille’s sustainability practice model is very shallow, as it does not provides specific guidelines and procedures on what to do to achieve the company goals. The current sustainability practice model should be review and it should include the following: * Specify concrete goals; * Define a procedure that should be followed to achieve the proposed objectives; * Identify the responsible personnel; * Establish the time frame to achieve the goals; * Explain the importance of implementing the plan to the employees; * Establish rewards to the employees for achieving the goals; * The plan should be delivered to all employees as well as be available to all customers.

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MacVille also does not have a safety policy against any possible incident that could occur. In case of an incident, such as a fire, a procedure should be written so that all the employees know how to act in an emergency situation. Sustainable work training practices should be provided to all staff. Staff training in sustainability practices should be provided to all employees.

Recommendations for existing policy options In order to take most of the current sustainable practice model, some recommendations should be taken in account: * All the company purchases should take in consideration the environment; * A quality policy should be developed and implemented to provide quality coffee and service to the customers; * All staff should enroll on quality training to improve their skills and knowledge; * Policy reviews should take place every 12 months; * Customers and employees feedback should be performed every 12 months.

New policies and documents As part of the company quality and sustainability policy, the 3 R’s are very important to achieve MacVille goals therefore, new policies and documents should be implemented. As part of the recycling, reducing and reusing resources the company will develop policies and documents where instructions will be given so that all the staff could put into practice the new company policies. The new policies are: Energy use policy – it specifies the usage consumption, establishing rules such as when to turn on and off the lights; use renewable energy such as solar and wind; replacing the light bolts for ones that require less energy. Waste management policy – this policy specifies the waste management, which products should be recycled and how to; who is responsible for the waste management and the days on which the waste should be collected. Water management policy – it specifies the usage consumption, establishing rules such as when to water the gardens and how often; collect the water from the rain and the sinks to be used for the gardens; replacing the taps for ones with sensor.

Personnel requirements for policy revising In order to perform a policy revision, the company needs to gather results from the current policy, to do this questionnaires to employees, customers, suppliers and regulators should be made previously to the revision (that should be every 3 months

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or earlier if necessary), this will allow the company to acknowledge the direct and indirect impact of the policy implementation on these people.

Set of policy documents MacVille policy and procedure is very broader with the exception of the sustainability policy that is not included. New policies and documents are described the 3 more important points that should be included in the sustainability policy. The policy should also include the following: * Have a commitment to continuous environmental laws; * Ensure the company complies with relevant environmental laws; * Indicate that the company’s environmental objectives and targets are reviewed on a regular basis; * Provide adequate communication to staff and the public; * Come from the highest level in organization; * Be available to the public; * Comply with relevant legislation; * Have a commitment to: Continual improvement; Review of environmental objectives and targets; Communication.

The structure of the policy should include the following information: * Purpose statement – the context of the policy, why it is required; * Scope – the application of the policy (particular location, workgroup, etc.); * Procedure – how the policy is implemented; * Roles and responsibilities – who is responsible for the implementation of the policy; * Legislation – reference any legislation that the policy specifically complies with.

Current resource usage The current and projected resources usages by MacVille are expressed in the following table. Current usage (Kg)

| Predicted usage (Kg) | Difference (Kg)

Waste removal (recycle)

| 1675

| 2000

| -325 |

Waste removal (general)

| 3750

| 4000

| -250 |

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Paper - photocopies

| 150

| 100

| +50 |

From the previous table, we can conclude that both recycle and general waste removal are under prediction, but the paper photocopies are over prediction, therefore measures should be taken to reduce this difference.

Business opportunity The sustainability police can serve as a business opportunity, because the environmental sustainability is the potential to reduce your expenses in the medium to long term. For example, making the business more energy efficient will save the company a significant amount on energy costs. Performing a cost-benefit analysis will allow the company to compare the benefits of environmental sustainability practices with the total cost of implementation. It may also have a competitive edge when it comes to attracting customers and investors.

Implementation plan Sustainability initiatives Energy management    

Switch of all the air-conditioners after 6pm; Replace all the light bolts for ones that use less energy; Install solar panels; Install sensor lights in the public areas and toilets.

Water management    

Water the gardens before the sun rises; Use of watering drop by drop; Replace the taps for ones with sensor; Collect the water from the rain and the sinks for later usage on the gardens.

Waste management    

Specify different days for waste collect, according to the type of waste; Specify which products should be recycled; How to recycle the products; Give a re-use to all products whenever possible.

Effectiveness of initiative The many barriers of the introduction of changes to policy are the implications on capital expenditure and the employee’s acceptance, such as:

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* Training staff to the new policies; * Purchasing new products; * Purchasing safety measures; * Changing staff habits; * Implementing the new ideas.

Timeline  Energy management – 6 months  Waste management – 3 months  Water consumption – 3 months

Strategies to minimize resource usage The strategies to minimize resource usage are described on Sustainability initiatives. Environmental targets/KPI -

Energy management – reduce energy consumption by 15% Waste management – reduce waste disposal (general) by 10%; increase waste recycling by 25% Water consumption – reduce water consumption by 20%

Cost of implementation Energy management – $220,000 Waste management – $15,000 Water consumption – $150,000

Monitoring approaches In order to continuously monitor the current plan, the company should ensure the following: * Hire sustainability coordinator; * Audit of sustainability policy; * Review KPI’s on regular basis.

Responsibility Energy consumption – general manager Waste management – production manager Water consumption – sustainability coordinator and production manager

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Consultation method The consultation method in use should be preferable by face-to-face meetings, as well as emails.

Continuous improvement To continuous improve the company policy a ‘Plan, Do, Check, Act’ (PDCA) should be performed. Plan - planning, including identifying environmental aspects and establishing goals – before implementing the policy, it should be carefully planned. Do – implementing, including training and operational controls – implementing the policy; Check – including monitoring and corrective action – from time to time (according to what was specified) monitoring action should take place to verify how the policy is being implemented and its results; Act – reviewing, including progress reviews and acting to make needed changes to quality, safety and environmental management systems – after the review was performed and the flaws were detected; a new plan should be made to perform the necessary changes.

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