Stakeholder Analysis and Learning Needs Analysis - Assignment Example

Assessment Task 1- Portfolio of evidence Student Task 1.1 Part A: Stakeholder Analysis Scenario 1 According to the records, over the past few months there has been a rise in accidents related to work place. After some investigations, it is noted that there is negligence on both the kitchen staff and the shift supervisor. For this reason, the supervisor and the kitchen staff need training. Scenario 2 Having received 32 complaints from unsatisfied clients in a period of two weeks, investigations had to be done and it was noted that there was a new driver who did not know the shortest routes. It was also noted that the drivers only new the shortest routes through memory. For this reason, the store manager and the delivering drivers need training. Scenario 3 Underperformance according to the findings could have been due to communication breakdown involving the manager, shift supervisor, kitchen and delivery staff. All of them need training. Scenario 4 Sexual harassment at work place is a very sensitive issue especially when involving senior and junior staff. Al staff need training. Scenario 5 Achievement of targets by employees can be difficult when there is no commitment to work. Failure to deliver reports on time can result to inefficiency. The store managers and the supervisors should be trained. Part B: Learning Needs Analysis Stakeholders/Relevant Personnel Learning Needs Kitchen Staff Shift Supervisors Professional work codes/ethics, health and safety course Store managers Delivering Drivers Time management course, Customer care and record keeping Manager, Shift supervisor Kitchen and delivery staff Interpersonal relationships, communication skills, teamwork All Staff Interpersonal relationships, Conflict management Store managers and Supervisors Time management, Work Ethics Task 1.2 Task 1.4 To Promote and support the use of the system This system is very effective to the employees and therefore we need to organize how we will introduce it to the organization. The employees need to be trained and the pre-launch strategies involve creating awareness of the existence of a knowledge management system coupled with benefits and implementation strategy. Prelaunch strategies will involve true marketing strategies which involve branding, positioning and segmentation so that the targeted learners can be reached. Presentations should be organized so that the visibility of the system to all levels can be maintained within the organization. Email is sent so as to have a meeting to make power point presentations Task 1.5 A. How Personal Information is collected There are various ways of collecting personal information some of which are through phone calls where information is obtained directly from the customer, through surveys and by accessing public information that is available in libraries, online or other resource materials. B. How it is the used and disclosed The sole purpose for which personal information was collected will be the primary focus when using and disclosing it. It can also be used for other related reasons like making reminder notes, legal issues, invitations to workshops or conferences among others. In some instances, personal information can be used to do market research so as to do proper targeting, communication and to improve services. C. Its Accuracy Legal permission is required for any person to access private information. A password is given to the record keeper or any person responsible for keeping such data and should also not use that information without authority. The information kept should be complete, up to date and accurate. D. How securely is it kept There should be a security officer who is answerable for the safe keeping of private information and a password created so as to restrict unauthorized personnel from accessing that information. Any person requesting to use that information should fill and sign a form and pay some fee for accessing such data. E. General Right to access personal information The Queensland government is committed to giving the community greater access to information. Task 1.6 How to overcome resistance to the introduction of an information or knowledge management system in the organization. There should be a help desk to support people and an instruction booklet that can guide individuals step by step. Also, there should be a dialogue box, phone contact or a dropping point where questions or suggestion can be put. Task 1.7 Monitor Integration and alignment with data and information systems There is a need to make sure that this problem does not happen again. This can be done by ensuring the right version is installed by IT managers before being taken to various offices. Task 1.8. How to manage contingency system failures. System failure can greatly affect the company’s operations (Ambrosio, 2000). Most of these failures are prompted by many factors including the growing internet connectivity which many times carry programmes which can damage the entire network connectivity. The organization must ensure proper and up to date data security is installed to cater for such emergencies. A system needs a backup incase an emergency failure (French C S, 1996). Task 1.9 Effectiveness of the system The intranet is only one year old and much has been achieved through training and development .The intranet enable user to share resources in the entire company. The system has the capability of uploading and downloading files discussion forums and calendar. Limitations of the current system. The heavy budget to meet the current system is a hindrance to the company. This is due to the fact management must meet all the cost of travel and accommodation. There is also limitation on the side of the system to have automated self service system to reduce on the high costs of human resources. Task 1.10 According to the business review given by the L&D manager, much has been achieved after the implementation of the training programme from the past 12 months, including setting up of the new intranet system. The company’s cost of travel and accommodation went down drastically and was able to save f30, 000. Due to information and personnel training on health and safety in the work place, accidents also were able to be reduced. Employees’ morale improved following better health care and good pay. The above are some of the indicators of major of major improvement and achievement. Task 1.11. Pizza man case study. Pizza man is a chain of 300 take away and delivery stores scattered nationwide and third largest pizza store chain in the nationwide. Currently Pizza Man is facing some system failures in their management operations as indicated below. However Pizza man with all its operations has no centralized knowledge management system put in place to meet its large net work of operations as well as its growth and expansion currently which poses a big threat to the management. The personnel have not been well trained and especially store managers. It is also very expensive training them since they attend training at the head office with extra costs incurred by the company. According to the report, there is no formal training at all except for the induction process used in the company, which is tedious since it involves a lot of work on how to adapt to the system. The system is not user friendly. Due to rapid growth and expansion the managements recommendation for its growth and expansion plan should include among other things , centralized learning and to keep up with the growing demand for skilled personnel and pay more attention on costs reduction on travel. (Wunram, 2000; pp.2-13). To achieve its objective, a good information or knowledge management system needs to be set up in order to meet the demands. Some of the capabilities needed include use of email calendar and discussion forums. Centralize portal where employees teleconferencing share resources and information. The future of pizza man may work more effectively if the management can implement a web conferencing system and human resources online (Smith,2001) References Ambrosio, J. (2000), Knowledge Management Mistakes, http://www.computerworld.com/industrytopics/energy/story/0,10801,46693,00.html Churchman, C.W. (1971), The Design Of Inquiring System, New York, NY. Basic Books. Davenport, T., & Prusak, L. (1998). Working Knowledge: How Organizations Manage What They Know. Boston: Harvard Business School Press. Fontain, M. & Lesser, E. (2002), Challenges In Managing Organizational Knowledge,  IBM Institute For Knowledge-Based Organization Publication. Gartner Group (1998), http://www.knowledge-portal.com/knowledge_management_technologies/gartner_group_perspective.htm Hall, H. (2004), Project Baleine Bleue-A Knowledge Management Case Study, http://www.dcs.napier.ac.uk/~hazelh/case_studs/km_casebb.htmn Malhotra, Y. (2004), Why Knowledge Management System Fail? Enablers And Constraints Of Knowledge In Human Enterprise, www.yogeshmalhotra.com Nonaka, I. & Takeuchi, H. (1995), The Knowledge-Creating Company — How Japanese Companiescreate The Dynamics Of Innovation, Oxford University Press. Smith, R. (2001), A Roadmap For Knowledge Management, http://www2.gca.org/knowledgetechnologies/ 2001/proceedings Wunram, M. (2000), Concepts Of The Corma Knowledge Management Model, Ist Project No 1999-12685, Corma Consortium. Read More