BSBADM409ACOORDINATE BUSINESS RESOURCESPRESENTATION 2

PRESENTATION OBJECTIVES

At the end of this presentation you will be able to:

• Acquire resources based on requirements

• Ensure resource quality and quantity

• Allocate resources accordingly

• Consult with others regarding allocation

ACQUIRE RESOURCES

Business resources, whether physical or service related, should

always be acquired according to organisational requirements.

Business resources can be acquired in a variety of ways such as:

Direct Negotiations

Electronic TradingDirect Purchases

Preferred Supplier AgreementsService Agreements / Contracts

Purchase / Requisition Orders

Invitation of Open or Select TendersWritten Quotations

ACQUIRE RESOURCES

Most organisations have procedures in place that allow those who are

responsible for resource use to have purchasing authority over those

specific resources.

When acquiring resources always ensure:

• Accurate and detailed supply processes, contracts and/or

agreements

• Budgets are adhered to

• Purchased goods are meet or exceed satisfaction

• Alternate suppliers have been completely analysed

• Supply practices meet organisational and legislative requirements

• Feedback and discussions are had with those using resources

ACQUIRE RESOURCES

Purchasing ProductsWhen purchasing products, always check if the organisation has a preferred supplier. A preferred supplier usually provides cost and delivery benefits as purchase are made on a regular basis.

Purchasing Equipment and PlantWhen purchasing larger items such as equipment and plant, most organisations will have rules that will aid in increasing the organisation’s purchasing power such as expressions of interest and tenders.

Purchasing ServicesWhen outsourcing services it is necessary that a service agreement or contract is developed that details the services and standards. Ensuring performance levels are met and can be measured is key.

QUANTITY AND QUALITY

Once acquired and before allocated, it is imperative that resources

are checked from both a quality and quantity measurement.

They also need to be verified against the service agreement between

the organisation and whom they were acquired from.

Checklists are excellent tools for performing resource inspections.

Discrepancies should always be recorded and promptly addressed.

QUANTITY AND QUALITY

Products should be inspected on the following criteria:

• Safety – complies with safety regulations

• Performance – conforms to performance specifications

• Appearance – condition, finish, printing and marketing is

acceptable

• Packaging – acceptable and unbroken

If large quantities are purchased, samples can be drawn for inspection purposes

ALLOCATE RESOURCES

• Effective and efficient allocation is necessary to avoid or minimise

individual or workgroup disruptions

• If resources were requested, their prompt delivery will ultimately

effect the ability to achieve goals or results

• A well-developed allocation policy will aid in the management of

the resources and ensure they are optimally utilised

• Long-term supplier relationships where a simplified receiving and

inspection system can be beneficial allocation efficiency

ALLOCATION COMMUNICATION

Preceding the acquisition and allocation of business resources,

discussions should occur including those involved with the relevant

resources and be conducted using appropriate communication skills

such as:

• Clear, concise language

• Organisational methods, techniques and protocols

• Using appropriate body language and actively listening

• Open to all ideas and points of views

• Problem solving and decision making

• Use open ended questions where possible

ALLOCATION COMMUNICATION

Discussing resource allocation with individuals and teams can help

reduce potential conflict when resources are allocated to one group

but not to another.

When everyone understands why decisions are made and are

involved in the processes, the likelihood of conflict greatly decreases.

Communication may also uncover both over-allocation as well as

under-allocate of business resources.

ADDITIONAL RESOURCES

The following are additional video resources related to this

presentation:

Making the case for resources

Understanding the resources your team needs

PRESENTATION OBJECTIVES

Now that you have completed this presentation, you will be able to:

• Acquire resources based on requirements

• Ensure resource quality and quantity

• Allocate resources accordingly

• Consult with others regarding allocation