BSBMGT407 Apply digital solutions to work processes

As part of your role of John’s Bakery manager, you are required to:

Part A: Utilise digital workplace information:

1. Review current organisation documents and policies and external information regarding
workplace digital applications to:
a) Discuss John’s Bakery digital application’s strategic goals, strategies and compliance
requirements

John’s Bakery digital application’s strategic goals:

 Play as an innovative business or industry leader within 5 years:
In five years, John’s Bakery aims to become one of the most popular bakeries in town
offering varieties of bakery products, coffee, place for leisure and relax. Also, the food
and drinks provided in the bakery are made from high grade ingredients with high
nutritional values. In five years, John Bakery would establish franchising in different
towns.

 Become a workplace to attract and maintain quality staffs within 3 years:

Staffs are the most important assets in a company. In three years, John’s Bakery aims to
train and maintain quality staffs in the company. Staffs not only highly skilled, but also
with equipped with soft skills to run the business smoothly.

John’s Bakery digital application’s strategies:

 A simplified application and business management structure:

By introducing digital and electronic appliances into business management, John’s Bakery
aims to simplify all the business application and management structure in order to save time
and increase work efficiency and accuracy. For example, digital ordering by customers send
straight the order to kitchen and so save time for ordering and avoid error.

 Decreased and optimised operating costs:

Digial application strategies are able to decrease and optimise costs in long run. Even
though the money used to invest on this is higher in the beginning, but it saves cost on
staff and other resources in long term. Also, it smooths the business process and
increase efficiency, which in other word, time is saved.

 Faster access to business stakeholders:

A complete digital accessed company enables the business to access their stakeholders
faster. For example, consumers can easily access to John’s Bakery’s webpage to order,
view promotion, booking etc. Likewise, John’s Bakery can access to suppliers easier
through digital communication and save cost.
John’s Bakery digital application’s compliance requirements:
 anti-discrimination and equal employment opportunity:

This is complying the Anti-discrimination laws in Australia. Anti-discrimination law may

include protections for groups based on sex, age, race, ethnicity, nationality, disability,
religious, creed, or individual political opinions. This means that everyone should be
given same opportunity and treatment for employment.

 privacy and confidentiality:

All the information gained from the customers and business stakeholders should be kept
and used for the purpose of gaining it only. This is to protect the privacy and
confidentiality of the information. Moreover, information provider such as the customers
should be informed about the purpose of using the information and how they are stored.

 taxation:

Taxation is an important aspect to run a business. First, an ABN number is required to

register the business. Then, John’s Bakery needs to register Goods and Service Tax,
Fringe Benefits Tax, PAYG withholding, payroll tax etc.

b) Consider and explain all the organisational plans that required the application of workplace
digital technologies

 Financial plans:
John’s Bakery could implement digital technologies in the financial planning, making all
the expenses and transaction record digital. For example, using computer software to
record and monitor transactions, using pay-wave credit card payment and these are in
trend in the business models nowadays.

 Marketing and promotion plans:

Marketing and promotion of John’s Bakery can be done more effectively with digital
technologies. For example, using social media, digital advertisement etc. This
promotional strategy is more worthy in values can able to reach large quantity of
audience in short time.

 Staffing plans:
Incorporate digital technologies in staffing can save time and resources compared to
traditional staffing way. For example, advertise staffing advertisement online is more
effective and conducting skype interview allows position to be opened to more
candidates.
c) Identify and evaluate the range of possibilities of communications, technologies and
networks. You need to provide FOUR (4) examples of each of the ranges and explain in
details.

 aggregator models:
An Aggregator Model is a networking E-commerce business model where a firm, known
as an Aggregator, collects (or aggregates) data pertaining to goods and/or services
offered by several competing websites or application softwares (commonly known as
apps) and displays it on its own website or application software

 e-auction:
The electronic auction (eAuction) is an e-business between auctioneers and bidders,
which takes place on an electronic marketplace. It is an electronic commerce which
occurs business to business (B2B), business to consumer (B2C), or consumer-to-
consumer (C2C)

 Multilevel marketing:
Multilevel marketing (MLM) is a strategy some direct sales companies use to encourage
existing distributors to recruit new distributors who are paid a percentage of their
recruits' sales.

 Value chain integrators:

These focus on integrating multiple steps of the value chain, with the potential to exploit
the information flow between those steps as further added value. Revenues come from
consultancy fees or possibly transaction fees.

d) Discuss how identified communications, technologies and networks could be used to

improve work processes.

 Aggregator models:
Aggregator models benefits three sides: own company, supplier and customers.
Company partners with the supplier and promises them more customers. The
cooperation of the company and supplier achieve better deal, and so able to attract
more customers.

 e-auction:
The primary benefits include reduced purchase price, increased market efficiency,
higher procurement process efficiency, and access to a larger supplier base.

 Multilevel marketing:
Multilevel marketing is a low risk business and does not require big start-up cost. Its
flexibility and the potential of making huge revenue makes it stands out from traditional
business. Besides this, multilevel marketing is portable. All it needs is just access to the
internet.
  Value chain integrators:
Value chain integrators have benefits of visibility, flexibility, reduce waste, data
centralisation and improved margins

2. You will need to ensure your employees have access to the information they need to fulfil their
roles and achieve the organisational operational goals. Required information may come from
internal and external sources and it is important for employees to use the right tools.
a) List and summarise at least FOUR (4) search engines to find the industry specific information
(according to the case study).
FOUR (4) search engines Summarisation

https://www.business.qld.gov.a This websites states key components of a digital strategy

u/running-business/it/digital- such as online presence, digital marketing, online selling,
strategy/key-components customer interaction, online security, mobile-based
solutions, and efficiency through technology.

https://www.business.gov.au/a The Empowering Business to Go Digital program is a

ssistance/empowering- funding to support the establishment of a non-
business-to-go-digital government organisation to build and enhance small
business digital capability. The intended outcomes of the
program are to increase accessibility of small business
digital information and increase small business
awareness and adoption of digital technology.

https://www.liferay.com/en- Review common elements of digital business and

AU/resources/l/digital-business compare them against their own business models. These
are some of the trends that differentiate digital from
traditional processes: Use existing technologies to cut
costs, gather data and provide a better customer
experience, embrace the concept of digital transformation
and the cultural shifts that requires, explore new business
models that put customer experience at the center of
digital strategy
https://www.gartner.com/smar Virtual employee assistant (VEA) is a type of virtual
terwithgartner/3-ways-digital- assistant designed for the workplace. VEAs drive
business-will-impact- productivity and efficiency improvements, as well as
application-leaders/ create more engaging user experiences by transforming
how digital workers interact with their workspaces. For
example, organizations are already deploying VEAs to
assist with common IT tasks such as password resets and
 other service desk issues.

b) Develop business data storage and retrieval procedures for John’s Bakery and explain how
you ensure the data security and confidentiality in the workplace.

Business data storage and retrieval procedures:

 Recognise the use of systems and technology for specific enterprise transactions.
 Find out functions of systems and technology for specific transactions and the needs for
establishing a range of basic transactions.
 Apply transaction security.
 Preserve security of access protocols and procedures.
 Restrict access to network according to business requirements.
 Confirm processes for using technology to complete credit checks and customer
authentication requirements.
 Retrieve, record or update data according to business policy and procedures.
 Organise and issue invoices and statements according to business technology and
procedures.
 Process customer requests for further information in the most efficient and timely
manner possible.
 Store and back up transaction data, according to business procedures.
 Raise account application data and field.
 Enter customer details.
 Enter customer trading terms or credit details.
 Submit account reports according to business procedures.
 Identify options that may enhance customer requirements or business outcomes.
 Investigate options for configuration of customer account with customer as required.
 Attach previous files or transaction history to principal file.

Ensure the data security and confidentiality in the workplace:

 Log-on:

John’s Bakery could save the digital data and information securely with a few security
interventions. For example, create log-on entry for every personnel who could access to
this information. Log-on contains records of login/logout activity or other security-related
events specified by the system's audit policy. This log-on history can be retrieved.

 Password protection:

Password protection is a security process that protects information accessible via

computers that needs to be protected from certain users. Password protection allows
only those with an authorized password to gain access to certain information.

c) Develop an operational plan to ensure staffs can apply the workplace digital technologies
properly. Your operational plan should include:
o Operational objectives

 To establish 100% of customer interaction within three months

 To establish 100% of supplier interaction within three months
 To ensure 100% of online security within six months

o Required business data

 identified partnerships
 information and communication technologies
 funding and service agreements
 customer
 payroll

o Communications, technologies and networks used to manage the data

 Linux:

Linux is a very popular operating system. An operating system is software that manages
all of the hardware resources associated with desktop or laptop. The Linux operating
system comprises bootloader, kernel, init system, daemons, graphical server and
application. In comparison, it costs lesser than other popular operating system such as
Window server and Mac. This is a very attractive point for business who just starting
digital management such as John’s Bakery.

o Explain how the access to data and technology is consistent with organisational
operational plan and individual work roles and plans

 inbound logistics:

Inbound logistics refers to the transport, storage and delivery of goods coming into a
business. In this chain of management, John’s Bakery seeks maximise the reliability and
efficiency of distribution network via digital management and information.

Outbound logistics

Outbound logistics refers to the same for goods going out of a business. In this chain of
management, John’s Bakery seeks maximise the reliability and efficiency of distribution
network via digital management and information

o Explain permissions, software licenses and access to data is in alignment with

operational objectives and budgets
Purchased software license will cost $1500 which is below the budgeted level of $500. The
purchased license will be five years of warranty, which are in align with the operational
objectives and budgets.

3. List and explain THREE (3) internal and THREE (3) external sources of digital information that
can be used in John’s Bakery. You are then required to perform the testing with the data
validity and reliability. To do so you need to explain:

THREE (3) external sources of digital information that can be used in John’s Bakery:

 commercial document supply services:

 electronic databases to which the organisation subscribes or has free access:
 commercial vendors:

THREE (3) internal sources of digital information that can be used in John’s Bakery:

 Organisational own research:

 Tendering reports from the digital providers:
 Current and previous digital technology provider information:
a) Purposes of the data collection

 To identify questions requiring further investigation:

The purpose of the data collection is to study the data pattern and find out if there is any
error or place to be improved. After finalising topics, further investigation will be carried
out.

b) Author (individual or organisation)

External hired IT expert: This project is outsourced to external IT company because John’s
Bakery IT department is too new to carry out this research. Further more, external IT
company has all the resources that needed for this project.

c) Currency

Data collected are within three months and they are the most recent information to be collected.

d) Objectivity

Data collected are based on the truth, facts of the first hand knowledge and information from the
relevant stakeholders. Data are summerised in an objective way to give the direct information
based on the interviews and surveys. There are no assumptions included.

e) Accuracy
 Data collected are from the intended groups of targets and we use the data analysis method
which is based on theories. Analysed results are based on the collected data and there are no
other irrelevant data involved.

f) Authority

Data are collected and designed for the organisational business purposes, therefore the data are
the copyright within John’s bakery. Only the company’s staffs have the authority to use the data
for the business purposes. No party or stakeholders are allowed to use or manipulate data for
personal gains or benefits. Copyright laws are applied with using these data.

g) Access

John’s Bakery staffs, according to their different job roles and position levels will be assigned
with the different access level to the data. Password and username will be allocated to the staffs
to access to whole or part of the information. No editing and updating functions will be allowed
within the dataset by the staffs. Only the management have the access to the data management
records. To prevent data fraud or theft all the passwords should be changed once a month.

h) Select ONE (1) internal data source and ONE (1) external data source, rate the data’s validity
and reliability on a scale of 1-5 (5 as the most reliable and valid, 1 as the least reliable and
valid) and explain your judgement.

Data source Data validity rating Data reliability rating Explain your
judgement
Organisation 5X 3X The data from
al own organisation’s own
research: research is more valid
as the data are
collected recently, but
not as reliable as
external source
because data is easily
manipulated in the
company due to
conflict of interest.
commercial 2X 4X The data from external
document supply commercial supply is
services less valid as they
might have been done
years ago, but reliable
as they are neutral.

4. Discuss different options of the commonly used tools to create, store and retrieve digital
information in the workplace, including their advantages and disadvantages. Write a detailed
policy and procedures of digital information creation, storage and retrieval for John’s Bakery
including:
a) Purposes

To ensure the digital information to be stored in a safe and secured way and ensure the
business operation to be smooth and functional based on the stored data. Also set a guideline
for the staffs to follow how to create, store and retrieve business data within John’s Bakery.

b) Scope

This policy and procedure will be applied with all the departments and staffs within John’s
Bakery and is used for all the business data collection, creation, storage and retrieval purposes.

c) Authorisation

Authorised and approved by John’s Bakery CEO.

d) Inspection and Maintenance

 Data error detection:

It refers to the techniques used to detect noise or other impairments introduced into data
while it is transmitted from source to destination. Error detection ensures reliable delivery
of data across vulnerable networks.

e) Storage conditions

 server:
The data is stored in own John’s Bakery’s server. It is a central computer which manages
access to a centralized resource or service in a network. It has high security and
required multiple passwords to access.

f) Risk identification and control

 fireproof storage:

Fireproof storage is designed to protect its contents in the case of fire. The hardware
storage of John’s Bakery is fire and waterproof to protect the data in case of fire
emergency. Also, it has been insured.

g) Data security

 Sound internal audit processes:

 Internal audit is carried out every 6 months to audit the company’s management and
data storage. The audit is outsourced to auditing firm. This is to ensure that the
management of John’s Bakery is always fulfilling the law and on track with company
policies, also all the digital data storage is stored according to standard.
h) Disaster prevention and recovery

 Back-up:

The data is back up to another external hardware to prevent loss. The data is set to back
up automatically at 8pm every day.

i) Staff accountabilities

 operating systems:

All the staffs in John’s Bakery is accountable to manage the company’s operating
system. All the staffs are trained prior to their commencement of work. For example, they
must be familiar with the bakery’s sales and cash handling procedures, data storage
procedures etc.

5. Once you have analysed the digital workplace information you are now required to:
a) Outline John’s Bakery workplace innovation requirements

 technical knowledge
 knowledge from different work areas
 product

b) Identify the relevant and suitable digital technologies to achieve the workplace innovation
requirements

 Digital marketing:

Digital marketing is the marketing of products or services using digital technologies,

mainly on the Internet. In order to introduce digital marketing, John’s Bakery needs to
create its own website and app. This is an easy way to interact with customers and do
sales online.

Explain the trends and innovations of identified digital technologies

This is a technological era. Everything in business nowadays is related with internet and
big data. So John’s Bakery must create its own webpage and online sales in order to be
in trend with the business model nowadays

c) comment on the use of potential identified digital technologies

Online marketing benefits the business as it enable the business to be more easily found on the
channels the customers are using most. It increased authority and has higher quality
website traffic and can create long-lasting relationship with customers.

d) comment on the use of current in-house digital technologies

 Cloud-based accounting and reporting:

Cloud computing accounting software is accounting software that is hosted on remote

servers. It provides accounting capabilities to businesses in a fashion similar to the SaaS
(Software as a Service) business model. Data is sent into "the cloud," where it is
processed and returned to the user.

e) identify new initiatives during the past 12 months

 developing and selling new services to existing clients:

John’s Bakery is always improving on its products and services. It launches new
products average every 3-5 months after collecting opinions and feedbacks from the
customers. It put lots of resources in developing new products to maintain the
customers flow.

f) explain the performance against indicators

 target cost of capital:

The maintenance of cost of capital in a business is very important to ensure that there is
sufficient cash flow. John Bakery has a target of cost of capital no over $50,000 and it
has been set with the procurement system. Once the limit is over, the manager will be
notified.

g) provide an overall summary and recommendations for improvement

 Cloud-based software-as-a-service (SaaS) solution:

Cloud computing accounting software is accounting software that is hosted on remote

servers. It provides accounting capabilities to businesses in a fashion similar to the SaaS
(Software as a Service) business model. Data is sent into "the cloud," where it is
processed and returned to the user.

h) highlight targets for the next year

 positive cash flow:

 The main target for John bakery next year is to be more capable financially. It aims to
develop a viable financial plan and system and hoping to generate positive cash flow by
mid next year.

Part B: Lead work processes in a digital environment:

6. With the business expansion and growth of John’s Bakery, the company decides to open three
more branches in the outer suburbs. To facilitate the communication process within the
company, the management requires you to:
a) Select THREE (3) options from the identified digital services to ensure John’s Bakery staffs
within different locations receiving the information accurately and on a timely basis. You
need to evaluate the contributions of each selected digital services and make the
prioritisation.

THREE (3) options from the Evaluate the contributions of Make the prioritisation
identified digital services each selected digital
services
 cloud-based It provides accounting 1st
accounting and capabilities to
reporting businesses in a fashion
similar to the SaaS
(Software as a Service)
business model. Data is
sent into "the cloud,"
where it is processed
and returned to the user.

 online ordering and It gives an idea of the 2nd

payment system ordering and payment of
different stores to the central
management.
 integrate marketing A CRM system helps 3rd
with customer companies stay connected
relationship to customers, streamline
management (CRM) processes, and improve
system profitability.

b) Identify the required business data that can be applied with the digital services and explain
their contributions to the business development

required business data that can be applied their contributions to the business
with the digital services development

 Marketing plans Marketing plans summarise the promotional

strategies John’s Bakery is going to
 implement to promote the business. A good
marketing plan will increase the sales and
gain customers loyalty.
 Staff performance management Staff performance in John’s Bakery is
always monitored to ensure they give the
best service to customers. All staffs undergo
training prior to start working and also given
training from time to time to main service.

7. Due to the limited budget of $10,000 from John’s Bakery, consider your prioritised digital
service options, select the top prioritised and explain:
a) how it fits with the business purposes including the key elements to consider during the
evaluation

The top prioritised digital technology is cloud-based accounting and reporting because:

 Ensure data security: Cloud based accounting and reporting has very strong security to
protect the company’s data and avoid misuse. This in another word protecting the welfare of
the company.

 Improve business efficiency: Cloud based accounting and reporting makes job easier and
more systematic. It streamline the financial reporting and so improves business efficiency.

b) required resources including budgets

Required human resources IT manager

Required financial resources $1000
Required physical resources Computers, softwares, hardwares
Time to install and implement 3 months

c) any potential issues of implementation and maintenance in the future

 continuous financial investment in updating and reviewing:

This digital technology requires subscription and updates from time to time. The annual
subscription fees is $800 and service includes updates.

8. Now that you have made selection of the most suitable digital option, conduct the following
activities:
a) Write and distribute a notification email to all the business stakeholders about the selected
digital option, including its purposes, benefits and requirements

From: [email protected]
To: [email protected]; [email protected]; [email protected];
[email protected]; [email protected];
 Subject: Announcement of using the selected digital option- cloud-based accounting and
reporting within John’s Bakery

Dear John’s Bakery stakeholders,

We are pleased to announce that the company will be using the new digital technology of
cloud-based accounting and reporting.
This digital technology purpose will be to It provides accounting capabilities to businesses in a
fashion similar to the SaaS (Software as a Service) business model.
Benefits will be improving and streamline the financial reporting system and the requirements
are the annual subscription fees of $800.

Please let us know what you think about it.

Kind regards,
Enoch

b) Develop an action plan to facilitate the implementation of digital option. Your action plan
should include:
o what actions are required
o who is taking responsibility
o time lines
o monitoring processes

Actions required Staffs Start time End time Monitoring

to implement the responsibilities process
digital
technology

 Consult with Melissa (IT staff) 13/11/19 20/11/19  reviewing any

web design Jason (PR staff) potential or
companies real
to include e infringements
commerce of intellectual
solutions property
which could
have an
impact on the
organisation

 Organise a Enoch ( IT 13/12/19 13/02/19  consulting key

team of manager) stakeholders
digital to provide
 solution feedback on
team the strategy

Develop Mary ( secretary 13/1/20 20/3/20 reviewing

organisational of IT team) documentation in
digital solutions relation to the
usage policies strategy, eg
and procedures licence
agreements or
sharing
arrangements

c) Develop an implementation schedule by using the project management tool or MS Excel to

explain the timeframe for each required actions, include the selected milestones for action
evaluation

Actions Nov-19 Dec-19 Jan-20 Feb-20 Mar-20

 Action 1: Consult with web design
companies to include e commerce
solutions

   
 Action 2: Organise a team of digital
solution team

     
Action 3: Develop organisational digital
solutions usage policies and procedures      

9. To ensure the application of new digital option in a standard and consistent way, you are to
develop a procedure explaining the usage guidelines and required obligations from staffs when
applying the digital service option.

 Intellectual property rights:

Intellectual property rights refers to the general term for the assignment of property rights
through patents, copyrights and trademarks. These property rights allow the holder to
exercise a monopoly on the use of the item for a specified period.

10. Conduct a staff training session to facilitate their implementation process. You need to
provide a detailed training plan as the evidence. Conduct a presentation to explain how you
would facilitate and encourage the staffs to adapt to the usage of new digital option and discuss
the supporting strategies you would apply during the implementation process. Presentation
slides should be included within your assessment submission.
Staff training session to facilitate their implementation process:

Training topics Training time Training location Training methods

Introduction to digital 12/12/19 John’s Bakery Speaker presentation
implementation in meeting room
work 9-11am
How to use learning 23/12/19 John’s Bakery workshop
management meeting room
systems (LMS) and 11-1pm
mobile applications
to streamline jobs
Introduction to laws 28/12/19 John’s Bakery Speaker presentation
and regulations of meeting room
online technologies 2-5pm

Part C: Recognise and apply intellectual property requirements:

John’s Bakery has undoubtedly benefited from the internet, where its products, services and
marketing communications can reach vast audiences at relatively low costs - but this has also
increased the chances of intellectual property theft. With staffs using and sharing information
with the digital services, it is at risk of having their unique ideas, products or services infringed
upon. It includes areas from logos and corporate identity through to products, services and
processes that differentiate its business offering.

11. Summarise the relevant legislations and regulations regarding intellectual property
protection and develop an intellectual property policy for John’s Bakery.

 Copyright Act 1968:

The Copyright Act. Copyright is a right belonging to the owner or licensee of a literary,
artistic or dramatic work, film or sound recording, to reproduce, perform or otherwise
deal with the work.

John’s Bakery intellectual property policy:

 Designs:
All the designs of John’s bakery including design of policies, posters for marketing etc
are the intellectual property of John’s bakery and these cannot be copied or taken away
for business use without consent from John’s bakery.

12. Summarise John’s Bakery intellectual property requirements. Discuss applied digital service
option’s process and implementation and explain if the applied digital service option
complies with the organisational intellectual property requirements.

 market advantage of intellectual property rights give the organisation:

 It can enhance the market value of the business, turn ideas into profit-making assets,
market own business’s products and services, access or raise funds for the business
and enhance export opportunities for the business.

13. Develop a documentation procedure for monitoring purposes to record and report any
issues with intellectual property protection. You are then required to use the following
templates to record the possible issues of intellectual property within John’s Bakery.

 Monitor and review strategies, policies and procedures for the identification, protection
and use of intellectual property regularly to ensure they are working effectively, and
make changes if required:

John’s Bakery has to educate the staffs of what intellectual property is and what is the
importance of protecting the company’s intellectual properties. Then, it is important to
develop company’s policies to monitor and review the procedures to identify and protect
these properties from time to time.
Project Outputs

Description of Date Intellectual Restrictions Actions to overcome

Intellectual Property created Property Legal recommendations on use non-compliance
Risks (Non-compliance and Requirements for dissemination or issues
issues) reported incorporated Commercialisation of
Project Outputs

Unpaid license fees 15/11/19 Copyright Act There is no reminder for taking administrative
1968: payment action within job
role, e.g. paying
relevant fees

Unlawful access to 22/11/19 Trade Security issue with reporting non-

computer files Practices Act computer files compliance issues to
1974 and supervisor
State/Territory
fair trading
legislation

Unlawful use of music 25/11/19 Patents Act Did not aware about ensuring a copyright
or sound recordings 1990: copyright issue with notice is placed on
soundtracks all publications (e.g.
the copyright symbol
name of the
copyright owner,
year of creation or
first publication)