Assessment Task 2 – Performance and Skills

This project requires you to analyse and lead organisational transformation and learning for strategic outcomes. It covers leading transformational practices, cultivating collaborative practices, completing ongoing professional development and providing strategic leadership in a dynamic context.

Required

Access to textbooks/other learning materials.

Access to a computer and Microsoft Office.

Access to the internet.

Note: If you do not have access to Microsoft Office, you must save your work as PDF before uploading.

Timing

The due date of this assessment is available on your learning management system.

Submit

This completed workbook.

Assessment requirements

All questions must be answered correctly for you to be assessed as having completed the task satisfactorily.

Re-submission opportunities

You will receive feedback on your performance from your Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task.

If any part of the task is not satisfactorily completed, your assessor will provide you with written feedback to guide you on what you must undertake to demonstrate satisfactory performance. This assessment may be re-attempted twice. Your resubmission must be uploaded within three (3) days of receiving your grade of “not yet satisfactory”. You must clearly display “Resubmission” on your resubmitted work.

You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal.

You are encouraged to consult with your assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.

Assessment Cover Sheet

Student name:

Student ID

Trainer’s Name:

Date Submitted:

Student declaration:

I declare that:

I have read and understood all the information provided in relation to the assessment requirements to complete this unit, the instructions and the purpose and processes of undertaking this assessment task

This assessment is my own work and where other’s works or ideas have been used, I have appropriately referenced or acknowledged them

I understand that plagiarism is a serious offence that may lead to disciplinary action.

Student signature:

Case study: Emergency Department St Vincent’s Hospital (SVED)

St Vincent’s Emergency Department (SVED), located in Darlinghurst, is one of the busiest emergency departments in New South Wales, with an average of 200 patients seen per day. On weekends, this number can increase to over 300 patients per day. The department is staffed by a team of 45 nurses and 12 doctors, with additional support from allied health professionals, administrative staff, and security personal.

One of the core risks that need addressing from WHS point of view is the issue of workplace violence, particularly on Friday and Saturday nights when the department is busiest. Hospital staff is at risk to their physical safety as well as to the psychological safety, which can lead to long-term psychological harm.

Also a recent change to work health and safety is pressuring the hospital to look at and address their approach to psychological safety, implement a risk management plan and to look at changes in the workplace to address these new laws.

Changes to WHS laws | Comcare

The documents below (also available from Additional Resources) give further background to this case study:

Based on the new regulations in the Act, the pressure for the emergency department to respond to Violence and Aggression has increased. Management has identified some key themes:

A root cause analysis from the 2021 report into Managing the Health, Safety and Wellbeing of Nurses and Junior Doctors in High Demand Hospital Environments has identified and organised root cause data contributing to adverse outcomes for patients.

These include:

Environment: with high patient numbers, poor workplace culture

Supervision: poor support from senior staff, delegation lacking

Teamwork: teamwork not evident, roles unclear or inappropriate

Workforce: lack of access or staff availability, skill levels not adequate (p9).

Similarities in this data have been identified to common psychosocial safety hazards. Some of these include:

Job demands

Poor support

Lack of role clarity

Violence and aggression

Traumatic events.

Management has prioritised a change management process addressing workplace violence as a matter of urgency, to not only help manage the risk and also to be compliant with WHS Act 2011 amendments, and introduced 1st April 2023.

https://www.svhm.org.au/health-professionals

Answer:

Answer:

Scenario: SVED change objectives

The Change Management Committee has decided to address the exposure to violence and aggression in a change management project. You have been put in charge of leading the change process.

Task objectives include:

Objective 1: Reduce the frequency and severity of violence and aggressive incidents in the Emergency Department, in line with new WHS psychosocial safety laws from section 55 in WHS Act.

Objective 2: Enhance safety and wellbeing of department staff, patients and visitors by reducing level of risk and harm.

Objective 3: Implement changes to work practices or building as required to improve safety and reduce risk.

Objective 4: develop and implement a risk assessment and management plan, based on the hierarchy of controls and risk management process.

Objective 5: Develop policies and procedures that reflect principles of suitable practices and respectful relationships.

Objective 6: Allocate budget, resources to implement the changed needed in the assessment and plan.

In order to put these objectives into practice as the Operations and Change Manager you are required to align the project with the following the SVED Policies and Procedures for Strategic Change (also located in Additional Resources):

Answer

SVED Analysis for Change Management Plan

Define the change

Brief change statement with prioritised objectives

Statement on problem and reason for change

Desired outcome/s

Stakeholders

(Internal and external)

Identification

Impact level

Support level

Communication channels for management to consult with stakeholders

Outline communications plan

Risk management

Risk Identification

Risk Evaluation (assessment of impact, risk control, risk monitoring)

Stakeholder impact

Barriers to change

Project Management

Goals and Objectives

Implementation

Resources

Milestones and Meeting KPIs

Communication and implementation

Outline communications plan

Staff Training

Learning Plan

Training needs analysis

Training design and delivery

Evaluation

Successes

Improvements

Sustaining the change

Answer

Scenario: Communicating with SVED Senior Leaders and Change Management Team members regarding the change objectives

As part of your job role as Operations and Change Manager, you have the following responsibilities:

Identify personal responsibilities in the strategic transformation process and review the strategic change strategy in collaboration with the Senior Leaders

Brief internal and external stakeholders of strategic change processes and intended outcomes and establish communication channels for organisational personnel to contact management.

Analyse and confirm the capacity and competence of relevant individuals to contribute to change processes and plans.

Identify and resolve risks in the change management process and develop learning and communication processes for addressing problems and risks arising during organisational change.

You anticipate the budget for the project to be:

Budget requirements

Script:

The Operations and Change Manager will first discuss the following questions with the stakeholders:

1. What will be my primary responsibilities in the change management process?

2. What are the potential barriers to change management?

3. What are the potential risks of the change process?

4. How will we manage resistance during the change?

5. What KPIs can be used to assess the achievement of change objectives?

Script for Senior Leaders (stakeholders):

The stakeholder will provide the following details based on the questions asked by the Operations and Change Manager:

1. Primary responsibilities:

Apply a structured methodology and lead change management activities.

Support the design, development, delivery and management of communications.

Conduct impact analyses, assess change readiness and identify key stakeholders.

Provide input, document requirements and support the design and delivery of training programs.

2. The stakeholders will discuss the following barriers to change management:

Lack of employee involvement

Lack of effective communication strategy

A bad culture shift planning.

Unknown current state.

Organisation complexity.

3. The stakeholders will discuss the risks during the change process:

High levels of resistance.

Lack of awareness or desire to support the change.

Lack of stakeholder commitment.

Lack of mid-level and group leadership support.

4. The stakeholder will discuss the following strategies to overcome resistance:

Effectively engage employees.

Implement change in several stages.

Communicate change effectively.

5. KPIs to assess the change would include:

KPI: Completion of training and development plan development within eight weeks of project initiation

KPI: Completion of technology implementation within 12 weeks of project initiation

KPI: Completion of process changes implementation within 16 weeks of project initiation

IMPORTANT NOTES:

This part of the assessment includes a role play meeting with Senior Leaders. Please follow the instructions below:

Students taking face to face classes:

You can do the role play face-to face during class hours. You will be required to arrange fellow students to do the role play with you however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required for the role play.

Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will either be completed in hard copy by your trainer and handed to you in which you will be to photograph it and upload it OR it will be completely electronically by your trainer who will upload it as part of your assessment record).

Students taking online classes:

You must arrange participants to do the role play with you (participants can include fellow students, friends, family members, or work colleagues however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required and the length for the role play.

You must also video record the role play using your phone and upload it to learning management system. You can also do the task using an online platform such as WhatsApp or Zoom and record the session.

Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will be completely electronically by your trainer who will upload it as part of your assessment record).

Uploading your video onto Learning Management System:

Please see additional instructions uploaded together with Assessment Task 2 on how to submit your recording onto the learning management system.

Brief internal and external stakeholders of strategic change processes and intended outcome

Make changes to change management process according to risks and inform stakeholders of updates

Expresses opinions and information and responds to other people’s views using language appropriate to audience

Adapts personal communication style to build a positive working relationship and show respect for the opinions, values and particular needs of others

Systematically gathers and analyses relevant information and evaluates options to inform decisions with the potential to affect organisational outcomes

Scenario: Brief line managers (internal stakeholders) of strategic change processes and intended outcomes

Before implementing the change, the Senior Leaders want the Operations and Change Manager to analyse and assess the capacity and competence of the managers involved to contribute to change processes and plans established so that gaps in capacity and competence can be addressed by providing the managers with any required training.

You must communicate the strategic change strategy to the HR Manager and Project Manager. Their applicable roles include:

Role number 1: HR Manager: The HR Manager is the individual who supervises or is in charge of the organisation. They belong to a higher rank or status. Their job role and responsibilities are:

Assist you in completing the project on time

Collaborate with you to develop a strategic change strategy

Participate in a healthy and open discussion

Role number 2: Project Manager: The Project Manager is the individual who supervises or is in charge of the project. They belong to a higher rank or status. Their job role and responsibilities are:

Assign a team to you to complete the project

Assist you in understanding the task requirements

Provide you information about job roles and responsibilities

Supervise you completing the assessment task and requirements

The intention of your communication with these internal stakeholders is to:

Understand and clarify information regarding the organisation’s change processes and plans.

Answer their questions asked based on the ‘Script’ provided.

Discuss their requirements based on the script provided and agree on the resourcing.

Before the briefing

1. Provide a copy (via email or hard copy) of the Change Management Plan with its processes to the line managers.

During the briefing

1. Welcome the participants.

2. Discuss the change management plans and processes.

3. Clarify the understanding of the line manager.

4. Conduct the meeting based on the ‘meeting script’ provided.

5. Analyse and confirm the capacity and competence of line managers to implement change processes and plans

6. Identify the training requirements to achieve the desired competency requirements.

After the briefing

1. Summarise the agreed outcomes.

Script: Briefing 1 (HR Manager)

The Operations and Change Manager will first discuss the change management processes.

After discussing key features of the change management processes, the Operations and Change Manager will ask the following questions to confirm their understanding or gather feedback:

1. What are your thoughts about the change management processes developed?

Ask the following questions to analyse and confirm the capacity and competence of the HR Manager to contribute to change processes and plans

2. How will you communicate about change to the team members?

3. How will you advocate for the change?

4. How will you support employees through the process of change?

5. How will you manage resistance during the change?

6. Do you need any training to meet the desired competency to implement the change?

Script for HR Manager:

Note: The HR Manager will provide the following responses to the questions asked by the Operations and Change Manager:

1. The change management processes developed looks detailed and will surely reap benefits for the business.

2. I will ensure that the change management team are provided with pertinent information about the change and ensure they are clear about the processes to be followed to implement and manage the change.

3. I will demonstrate support in an active and observable way. I will further ensure that I am on board with the change and support employees during the change.

4. I will ensure that the employees are provided with the required coaching and support during the change management process and change management operations.

5. I am not so sure how to manage resistance during the change.

6. I would like to have training or coaching on managing resistance during the change.

Script: Briefing 2 (Project Manager)

The Operations and Change Manager will first discuss the Change Management Plan and processes.

After discussing key features of the change management processes, the Operations and Change Manager will ask the following questions to confirm their understanding or gather feedback:

Ask the following questions to analyse and confirm the capacity and competence of the Project Manager to contribute to change processes and plans

1. How will you communicate about change to the team members?

2. How will you advocate for the change?

3. How will you support employees through the process of change?

4. How will you manage resistance during the change?

5. Do you need any training to meet the desired competency to implement the change?

Script for Project Manager:

Note: The Project Manager will provide the following responses to the questions asked by the Operations and Change Manager:

1. The change management team will be provided with the required details regarding the change to be implemented and will be requested for feedback to ensure that they feel part of the change.

2. Not sure how to advocate for change.

3. I will ensure that the employees are provided with the required coaching and support during the change management process and change management operations.

4. To manage resistance, I will ensure that the team members are taken into confidence, and their feedback is valued, and their concerns are addressed in the change management process.

I can use the ADKAR Model to hone in on which element of the change process is driving resistance and address it accordingly.

5. I would like to have training or coaching on advocating for change.

IMPORTANT NOTES:

This part of the assessment includes a role play briefings with line managers. Please follow the instructions below:

Students taking face to face classes:

You can do the role play face-to face during class hours. You will be required to arrange fellow students to do the role play with you however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required for the role play.

Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will either be completed in hard copy by your trainer and handed to you in which you will be to photograph it and upload it OR it will be completely electronically by your trainer who will upload it as part of your assessment record).

Students taking online classes:

You must arrange participants to do the role play with you (participants can include fellow students, friends, family members, or work colleagues however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required and the length for the role play.

You must also video record the role play using your phone and upload it to learning management system. You can also do the task using an online platform such as WhatsApp or Zoom and record the session.

Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will be completely electronically by your trainer who will upload it as part of your assessment record).

Uploading your video onto Learning Management System:

Please see additional instructions uploaded together with Assessment Task 2 on how to submit your recording onto the learning management system.

Brief internal and external stakeholders of strategic change processes and intended outcome

Analyse and confirm capacity and competence of relevant individuals to contribute to change processes and plans

Seek feedback on leadership during change management process from staff

Adapts personal communication style to build a positive working relationship and show respect for the opinions, values and particular needs of others

Outcomes of Feedback Session

Feedback session: Staff member 1

Name:

Position:

Feedback received

How effective is your leadership style?

Based on the feedback received.

Do I serve as a positive role model?

Based on the feedback received.

What are the key areas that I can improve in my personal leadership style?

Based on the feedback received.

Outcomes of Feedback Session

Feedback session: Staff member 2

Name:

Position:

Feedback received

How effective is your leadership style?

Based on the feedback received.

Do I serve as a positive role model?

Based on the feedback received.

What are the key areas that I can improve in my personal leadership style?

Based on the feedback received.

Incorporate Feedback into Your Leadership Style

Areas of improvement (Any three)

Strategies to incorporate or address each area of improvement in your leadership style. (50-100 words each)

Answer

Answer