BSBSUS501 Develop workplace policy and procedures for sustainability KU1.docx

BSBSUS501 Develop workplace policy and procedures for sustainability Assessment Task 1 – Written Response & Case Study Task 1 a) List and describe three legislative requirements and codes of practice Codes of practice are practical guides to achieving the standards of health, safety and welfare required under the Work Health and Safety (WHS) Act and the WHS Regulations in a jurisdiction. To have legal effect in a jurisdiction a model Code of Practice must be approved as a code of practice in that jurisdiction. Fair work act : The Fair Work (Registered Organisations) Act and Regulations are the legislation that covers work done by the Regulatory Compliance Branch of the Commission. It relates to the regulation of nationally registered employee and employer organisations Work health and safety Act: The WHS Act places the primary health and safety duty on a person conducting a business or undertaking (PCBU). The PCBU must ensure, so far as is reasonably practicable, the health and safety of workers at the workplace. Duties are also placed on officers of a PCBU, workers and other persons at a workplace Antidiscrimination : The Anti-Discrimination Legislation aims to create equality between all persons through the illegality of racial, sexual, and other types of discrimination.

b) Identify a relevant industry association for your organisation. Access their website and provide the overview of two enrivonmental initiatives that have been developed for your industry. https://www.linkedin.com/company/caravan-industry-association-of-australia http://www.absia.asn.au/ Green computing, Green ICT as per IFG International Federation of Green ICT and IFG Standard, green IT, or ICT sustainability, is the study and practice of environmentally sustainable computing or IT. San Murugesan notes that this can include "designing, manufacturing, using, and disposing of computers, servers, and associated subsystems—such as monitors, printers, storage devices, and networking and communications systems — efficiently and effectively with minimal or no effect on the environment."

c) Identify the source that you will need to contact to obtain more information; for example, a government department or an environmental expert. List contact details and the type of information they can provide that will help you develop your policy.

Department of the Environment of Australian government: A Cleaner Environment

Emissions Reduction Fund Green Army Contact details: John Gorton Building King Edward Terrace Parkes ACT 2600 GPO Box 787 Canberra ACT 2600

d) Why is the environment proection and biodiversity conservation act 1999 so important? The EPBC Act provides a legal framework to protect and manage nationally and internationally important flora, fauna, ecological communities and heritage places—defined in the EPBC Act as matters of national environmental significance.

d) Complete the following.

Stakeholder

Their role in the development of your organizations sustainability policy Suppliers Supply sustainable products Shareholders Follow sustainable policies Unions and industry Commit sustainable initiatives associations Community Follow sustainable policies Employee Follow sustainable policies

Consultation methods you would use Phone, emails Emails, face to face meeting Emails, Emails meeting

f) how you would promote initiatives associated with workplace sustainability policy: employees- Encourage to make sustainable workplace Community- Encourage sustainable activities

g) What information might a SWOT analysis give you to help you develop an effective sustainability policy for the organisation? Current environment for sustainability policy Current strengths of sustainability policy

Current weakness of sustainability policy Current threats of sustainability policy

h) Describe your role in helping the organization show commitment to the environment and sustainability. I participate in making sustainable workplace environment. For example, reduce electricity usage and useless products.

i) Your organization is about to introduce a new policy to reduce power usage. What are some promotional activities you could do to raise awareness. Send emails to the employees with the content that shows how much money we can save when reducing power usage.

Task 2: Case study 1. What issues would have been considered in defining the scope of the policy? Their environmental impact stipulated that only local materials were to be used 2. What source of information would have been accessed in planning the policy? Recyclable or renewable materials to be used where possible 3. What legislation, codes of practice and standards have been considered? - Environmental Protection Act 1994. - Sustainable Planning Act 2009 ( - Biodiscovery Act 2004 - Clean Energy Act 2008 - Electricity Act 1994 - Fire and Rescue Services Act 1990 - Geothermal Energy Act 2010 - Greenhouse Gas Storage Act 2009 - Iconic Queensland Places Act 2008 - Land Act 1994 - Mineral Resources Act 1989

- Marine Parks Act 2004 - Native Title Queensland Act 1993 - Offshore Minerals Act 1998 - Public Health Act 2005 - Recreation Areas Management Act 2006 4. List the stakeholder who would have been considered in the developing the policy ? Environmental professionals Managers CEO Suppliers Customers Employees 5. Does the policy reflect the organizations commitment to sustainability and the environmental? If so, why? If not, why? Yes, the policy reflects the organisations commitment to sustainability and the environment as the policy how the organisation implements actions to maintain sustainability and the environment.

Task 3: Communicating the workplace sustainability policy 1. Why is it crucial to let stakeholders know about your sustainability policy? Describe the conscribe the consequences if this is not done. The importance of letting your stakeholders is that they understand what the policy is trying to achieve and the actions of the organisation about the sustainability policy so that they can be on track, and show initiative to contribute. Consequences: • Result lack of commitment from the stakeholders • Confusion • Disinterest • Not following the legislation 2. List the skills a manager needs to have to communicate effectively. Give example then list at least five tips for developing the skill. Skills:

• Be Confident • Have a good Knowledge • Have a positive body language ,when communicating. Examples: • As a manager ,it’s important to have a good communication skills to be able to communicate with your staff about a new policy , give feedback in positive manner so that there is no conflict. Tips : • Be active listening to your staff. • Have regular meeting or presentation and collect feedbacks. • Consult with senior manager • Watch video on the net, how to communicate effectively and put it in practices. • Work as a professional, be a role model, responsible.

3. Consider your organization and the introduction of a sustainability policy. Outline. a) The key internal stakeholders • Senior managers • Board members • employees b) The key external stakeholder • suppliers • customers • local community c) What you would include in a presentation to the staff in your area in relating to the policy, the procedures and activities to be carried out; the impact staff and the responsibilities that they will have to take on board in terms of quality assurance; ensure you incorporate any OHS issues in your response. The presentation for the staff will be: • Explanation about the policy. • What the policy covers • Activities needed to implement the policy.

• Expected outcomes of each strategy .e.g. the percentage about how much to reduce electricity • The advantages of having sustainability policy in the organisation. • The support the organisation will provide to implement the policy • Ensure that the procedures and activities complies with the OHS . • Question from staff for clarify any concern. 4. Outline the presentation to your supervisor or some stakeholders and obtain comments from them attach the comments to your outline and indicate whether you would adjust the outline in response to the comments.

Feedbacks form about the presentation.docx

Feedbacks form about the presentation Please fill up this feedback form, your opinion is important to us ,and will be kept private and confidential. Name: Name of presentation attended:

1.Was the presentation well explained?

2. What were the strengths of the presentation?

3. What is the weakness of the presentation?

4. How can we improve the presentation (any recommendation)?

Task 4: Case study Read the case study, and then answer the questions that follow.

1. Describe the strategies you would use to promote and communicate to new policy and procedures to the 2,000 employees who are now located to one building. • Presentation: a company presentation can be used to communicate the new policy and procedures. • Website: it can be launched on the website where it can maintain a rgular communication with employees and they can their can provide feedbacks and add to the communication.

• Internal newsletter: it is good methods to promote the new policy and it also contain what initiatives will be implemented .and also the expected outcomes. • Posters and notices: posters and notices will be a source of reminders as it will be displayed along the office. • Meetings: it will help the employees to ask questions, and see what the expected outcomes. • A green teams: having a green team in the organisation could increase motivation, and enthusiasm.

2. What strategies would you recommend for ongoing awareness of the initiatives that have been put in place? • Have regular meetings, updates weekly. • Observation from the representatives of green team. • Monitor progress and display it in the newsletter. • Display poster in the office as a reminder.

3. Suggest four relevant key performance indicators that maybe put in place for employee. • Wise waste program: In 2 weeks’ time, staff must be able to tell which goes in which bins. • A positive paper program: reducing the paper use will a going monitoring, posters will be display around all the offices, follow all sustainability policies and procedures. • A timely travel program :reduce the use cost of transportation , • An active awareness: participate in all environment initiatives

4. Select one of the initiatives from the bulleted list and complete a table similar to the following. Green initiative: Outcome expected Activities to be undertaken

Responsibilities

To reduce the amount of paper using recycle paper, using email instead of paper, • Use email instead of paper • Making double sided photocopying standard procedures • Placing recycle paper box under each desk Senior manager :continue to raise awareness Make sure everyone is following the policy. Staff: follow the sustainability practices And participate in green team activities

Task 5: Implementing the workplace sustainability policy a) Explain how you would manage the development of a procedure to implement a workplace sustainability initiative; for example, green purchasing or recycling. Create a plan to implement in the company policy and procedures such as fallowing

- use products that reduce your reliance on natural resources (e.g. rainwater tanks, solar hot water systems) - use products that are made from recycled material (e.g. office supplies made from recycled plastic, furniture made from recycled rubber) - look at all your business activities to see if you can do anything differently (e.g. reducing air travel by holding conference calls instead of interstate meetings). b) Prepare a brief procedure for environmental initiative. Offer, encourage and develop subject, courses and research of environmental and sustainable content. Promote external awareness by supporting projects that seek solutions to environmental problems in order to improve the sustainability of an environment. c) List and describe three mechanisms for communicating the procedures. Explain how you will ensure that the procedure can be understood by everyone. - Create posters or process charts to post around the workplace to keep key messages firmly in mind - Regularly promote a policy or procedure in internal newsletters or at team meetings. - At the end of information session, ask participants to complete a short quiz to show they have understood the information d) Describe some strategies you would use to implement a continuous improvement cycle for environmental sustainability. Improvement systems and waste reduction activities that are applied throughout your whole business can deliver huge energy and resource savings. These will be supported by strategic decisions in areas such as investment in buildings, plant and equipment to reduce energy consumption, or setting up cogeneration or energy recovery and water capture systems or finding ways to recycle, re-use or remanufacture. e) Explain how the continuous improvement cycle can assist in improving resource efficiency. •applying compliance and reporting mechanisms •investing in technology, infrastructure and design features •measuring and monitoring to identify issues and targets and improve your performance •leadership and workplace culture that encourages employees to engage with sustainability practices •implementing ‘lean’ systems across the whole business •training and performance management for your personnel •identifying any government funding or incentives for energy and water saving projects. f) List and describe three examples of internal recording system or tools and explain how they are used to measure environmental progress. - Diagrams to identify material and energy inputs and outputs.

- workplace inspection and audits - reviews and breach reports g) Explain the link between reporting and recording systems and quality assurance. To planning,commissioning, accountability and performance improvement

Task 6: Case Study Read the case study, and then answer the questions that follow. a) Develop and communicate implementation procedures to let the appropriate people know about the procedures they have to follow. - Educating the public about the issue your organization addresses - Developed handbook, a policy manual, or some other form of documentation of your policies - A spokesperson informed on the media that the policy had been updated to avoid future confusion - Community involvement to let them spread the procedures information b) Describe some strategies you would use to monitor the policies and procedure for tracking and recording performance in these areas and ensure the organization regularly improves resource efficiency. - Develop an feedback form - Identify performance measures - Set an evaluation schedule c) Explain how you would assign responsibility for tracking improvement in sustainability approaches. Give some example of tracking tools and software system you might use. Checking monthly to see improvement by collecting stat in every implemented environmentally friendly and the software I would use is MetricStream or SAP software to Improving understanding corporate sustainability performance and tracking progress of sustainability projects.

Task 7: Reviewing policy implementation a) Explain the importance of providing stakeholders with result /outcome following the implementation of environmental policies and the procedures. Discuss some consequence for not doing this. Senior management will always have primary responsibility for environmental issues. This includes liability if environmental breaches occur. In any company responsibility of result and outcome for

environmental policy should be given to someone in a position of sufficient authority to create and change policy as required if not stakeholders can’t lead everyone to implement with the new policy b) Why it is crucial to investigate the success or otherwise sustainability policy? It is important to design and implement procedures to minimise risk, and this is achieved through a process of continuous improvement c) Provide the description of the steps you would take in evaluating to performance of a policy implementation. First,A policy needs to be communicated from the creator to the relevant governing body within the bureaucracy that has the power to enact it. Thus, a policy designed to enforce traffic safety by cutting down on the number of drunk drivers would be passed down to law enforcement officials for implementation. When no existing agency has the capabilities to carry out a given policy, new agencies must be established and staffed. Second, a policy needs to be communicated clearly and easy to interpret if it is to be implemented effectively. Too much ambiguity in this stage can lead to involvement by the judiciary that will force legislators to clarify their ends and means for policy implementation. The judiciary may overrule the implementation of such policies. Finally, the resources applied to implementation must integrate with existing processes and agencies, without causing extensive disruption, competition, or conflict. d) Describe the report you have prepared for senior management to document outcome in relating to a workplace sustainability policy initiative. Identify the target audience and provide a brief description of the structure and the nature of the report. - Comply with current environmental legislation; - Consider, assess and take actions where necessary to continuously improve environmental practices - Emphasize to employees at all levels their own responsibility to the environmental well-being, giving training and information where applicable - Display and provide this Policy to all employees including Sub-contractors - Audit environmental and sustainability performance Target audience should be the board who have power to make decision also the structure must be formal in an executive summary for them f) Ongoing monitoring of the implementation of a policy and associated procedure is important. Why, and what is the relevance as such the monitoring risk minimization? Monitor a policy, some data about the policy must be obtained. A good implementation plan will suggest some ways in which ongoing data about the policy can be generated in the regular course of policy maintenance, for example, from records, documents, feedback from program clients, diary entries of staff, ratings by peers, tests, observation, and physical evidence.

g) What role do key performance indicator play in monitoring performance and how can the assist in supporting continuous improving? The role of Key Performance Indicators (KPIs) in the organization is to provide internal and external clients with actionable metrics in easily accessible, customizable formats they can use to increase the effectiveness and efficiency of their operations. What differentiates KPIs from the wealth of metrics that can be generated from any business is that they are key leading and lagging indicators that can be used to reflect the strategic performance of the organization. h) Outline the option you would take when it has been determined that a policy needs major modification. Feedback from the consequences of formulated and implemented policies can also stimulate the modification of policies in the implementation phase, at both the rulemaking point in the process and in the operation of policies i) In relation to workplace sustainability policy it has been agreed the changes to procedures need to be made to improve the overall performance of the policy. Explain your approach. I would like everyone in the company gathering all the idea to help to imrove in every possible way that can be done. Not just only the board of the company who have the right to make the policy and procedures j) On analyzing record and report in relating to outcome on a sustainability policy, the growth rate towards the targets of reduction in waste has slowed to such as extent that the targets for the end of the two-year period will be not reached. The targeted reduction initially was as follow: Describe the step you would take to address this situation. According to the record we can see that since the month of June the waste reduction percent keep slowly increasing and stopped and some month, the company might have to stimulate employee to cooperate with the policy and procedure to make it get to the target Task 8: Case Study Read the case Study, and then answer the questions that follow.

1. Describe the process Karen followed to document paper usage. She became a role model for everyone to use double sided copying , and re-use single-sided paper to print draft copies and also increases its use of email to save paper

2. How might you provide feedback to the staff about the outcomes of the new paper recycling policy? Create a campaign for employee about the awareness of the amount of copy paper they use to reduce paper consumption

3. Develop the new procedure that will improve records on paper purchasing and use.

- Create a cross-department team focused specifically on reducing paper use throughout the organization. Get upper management support. Enlist volunteers in each area to help implement the new practices, encourage employee participation and report feedback. - Schedule regular meetings and report your progress to upper management on a quarterly basis. Update the publicly displayed charts as goals are met and recognize and reward departments and individuals frequently for their accomplishments. Send out regular, entertaining announcements and reminders. Update the online paper reduction reference document as practices change. Respond to employee feedback and alter programs as needed.