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BSBINN601-Identifying Change Requirements
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BSBINN601-Identifying Change Requirements
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Course Code: BSBINN601
University: Mercury Institute Of Victoria
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Country: Australia
Question:
Using the scenario information supplied you will undertake a cost benefits analsis for high priority change requirement undertake a risk analysis identify the barriers and develop mitigation strategies.
Answer:
Introduction
Change in any business process is inevitable as a business organization stands on many changeable factors. Change is needed in every organization since they have been the determining factor for an organization’s success (Johnson et al. 2018). With the ever-changing business environment and effective technological advancements, it is essential that business organizations should accept the changes in order to be ahead of their competitors. The following report would thus focus on the development of change management program in for Fast Track Couriers Pty Ltd and presenting it to the management for further approval.
This would be done in two phases with the achievement of two goals. First the change management would be implemented in the face of a PDA/GPS usage for the truck fleet and the next phase to implement would be the one person per truck policy using automatic lift gates. Both the implementations are to be activated from the first quarter of the financial year. The report beneath would clearly make the management understand why these changes are necessary and what impact would it bear on the organization.
The Change Management process for communication and embedding of the change
Change is the only constant procedure in any process and especially in business processes. For Fast Track Couriers Pty Ltd as well, it is necessary that the traditional ways by which the service deliveries to the clients are made can be improved with the utilization of change made in the service process (Gowda and Gopalakrishna 2015).
This will not only impact the organization but the clients as well during the business process. The change that the organization is keen on bringing in has been the PDA/GPS usage in the fleet trucks that make the deliveries and also the one person per truck policy. Both of these will enable the organization to make improvements in their delivery services with adequate utilization of workforce and resources.
The technical utility of the implemented change will be realised when the tracking of delivery orders will be monitored in the long run. The owners would have a full view of the perfect tracking of maximum deliveries made in the estimated time.
Components of the Change Management Project Plan
The components that would be needed to bring in the change in the logistics process for the business organization would include the following for both PDA/GPS Truck Fleet tracking system and one person per truck policy:
Data Pushers
Data Loggers
Data Pullers (Burke 2017)
Covert GPS tracking systems
Vehicle OBD GPS trackers
Specific organizational requirements
Before the latest technologies are implemented in the organization, the system needs to be checked first by the testers and then they can be permitted to be utilized in the organization based on the way they have fulfilled their effectiveness (Gowda and Gopalakrishna 2015). For this the organization needs specific requirements to make sure that the testing of the latest processes is done accordingly. These processes can be listed in the following way:
Requirement Analysis: This process will effectively check the exact requirements that are needed to implement the PDA/GPS Truck Fleet Tracking System and the one person per truck policy based on the organizational resources as well as the technical requirements.
Design: After the requirement analysis is done, the organization needs to put forward a design based on the assumed utility of the PDA/GPS and the one person per truck policy. In addition, the changes are to be realized as per the workforce available within the organization.
Implementation: This is a phase in which the assumed system requirements are put into action in the organization.
Testing: This phase is done to see if the implemented change in the organization fits well according to the requirements and expected outcomes of the implementation.
Evaluation: This process is carried out to monitor and report the testing phase to keep a track on all the aspects of the changes implemented (Gowda and Gopalakrishna 2015). For example, the PDA/GPS systems needs to be evaluated if or not they are displaying the rightful outcomes as expected.
Potential Barriers to Change
The potential barriers that can be noticed in the process to bring about the change can be listed as follows:
The realization about the necessity to implement the changes in the organization
The lack of involvement from the employees
The ineffective communication strategy and knowledge transfer (Burke 2017)
Culture disorientation
Lack of knowledge about current state of the organization
Complexity of the organization in bringing about change
Leadership Skills to gain acceptance of plan and trust
Fast Track Pty Ltd needs effective leadership skills to implement the change in the organization. For this, the effective leadership skill that would be needed is the Facilitative Communication Style (Carnall 2018). This leadership skill would enhance the knowledge management in the organization with effective transfer of information in every aspect of the implemented change, starting from the workforce handling the implemented change to the owners of the organization.
Problem solving skills in identifying the barriers in change and risk analysis
As a leader of the change management plan, it is required that the problems that are associated with the change needs to be taken care of at a regular basis. The identified problems that can go wrong in the PDA/GPS enabling in the Fleet Trucks can either be the Privacy Issues regarding the information of a driver or the understanding of the change implemented equally by the workforce (Burke 2017). This can be mitigated with problem solving skills with the help of identifying risks in the process.
Privacy Issues: This is a major issue that is associated with the latest advancements of technology, because there have been improved technologies for data security as well as enhanced malicious activities of the attackers for data theft. This is to be mitigated with implementing data security systems as well as training the data handlers to maintain correct data storage techniques to minimize the risk of information being violated.
Developing Driver Trust: Drivers can sometimes be agitated with the random and thorough monitoring of their day to day activities through the PDA/GPS trackers. This needs to be taken care of by the leaders of the project by making them realise that the process is only for the benefit of the company and their confidential and sensitive data remains unharmed within the process.
Verbal communication skills to describe and promote change management plan
The leader is required to develop the verbal communication skills required to pass all the knowledge regarding the implemented change and the utility of the latest technology to the entire workforce and the stakeholders in the project (Gowda and Gopalakrishna 2015). The owners would be verbally communicated about the benefits of the system and the entire project plan, whereas the workforce should be made aware of the technology regarding the technology and to generate ease of work at every step while implementing the change and working with it after. This is to be done since the technology change would be new to the environment in the business that has previously been adaptive to the traditional techniques.
Conclusion
In conclusion, it can be said that the latest change management for Fast Track Couriers Pty Ltd and presenting it to the management for further approval would be feasible in implementing the change of PDA/GPS usage in the fleet trucks that make the deliveries and also the one person per truck policy for the workforce. Both the implementations are to be activated from the first quarter of the financial year. The report above clearly states why these changes are necessary and what impact would it bear on the organization.
References
Burke, W.W., 2017. Organization change: Theory and practice. Sage Publications.
Carnall, C., 2018. Managing change. Routledge.
Gowda, V.C. and Gopalakrishna, K., 2015, December. Real time vehicle fleet management and security system. In Intelligent Computational Systems (RAICS), 2015 IEEE Recent Advances in (pp. 417-421). IEEE.
Johnson, A.M., Kurth, J., Kuehl, R. and Marti, M., 2018. Fleet Management Tools for Local Agencies (No. MN/RC-2017RIC01). SRF Consulting Group.
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