BSB41419 Develop and Implement a Workplace Procedure

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Assessment Task 5 – Develop and Implement a Workplace Procedure

Section 1:  Draft a complex workplace document (procedure)

Scenario:

Following on from the WHS consultation meeting regarding the proposed Occupational Therapy Services (Task 4 – Toolbox Talk), you have been asked to draft a procedure on ‘Accessing Workplace Occupational Therapy’. This procedure will form part of AWC’s Rehabilitation Policy and Workplace Health and Safety Management System (WHSMS). The procedure must detail the process of accessing the option that was agreed upon during the toolbox talk.

Remember the OT options were:

1. During work hours – up to a maximum of 30 mins/day and up to twice per week

OR

1. Outside of work hours – up to a maximum of 45 mins/day and up to three times per week

This draft document will be reviewed by the state WHS manger before implementation. A per AWCs Document Control and Record Keeping Standard you must apply a unique identifier – the unique identifier for this procedure is AWC-WHSMS-PRO-002

Section 2:  Review a draft procedure

Instructions

When developing any type of workplace document, it’s important it is reviewed to ensure the structure and format of the document is easy to read and applies the organisational style guide. In this section you are required to review one of your peer’s drafted Accessing Workplace Occupational Therapy procedures. To do this you must:

• Swap your draft Accessing Workplace Occupational Therapy Procedure with a work peer (this is another member of the class)
• Download AWC’s Document Review Form – name this file ‘Document Review for [name of document author] – [your name]’
• Review the draft procedure you have been provided with. When reviewing you must:
  • Read the document thoroughly and identify any gaps in required data, information, and knowledge
  • Make sure the document meets AWCs standards and is of similar complexity to other procedures in AWC’s WHSMS
  • Check grammar, spelling and style for accuracy and punctuation
  • Complete AWC’s Document Review Form. You must provide constructive feedback (provide them with at least one suggestion on how they can improve the document)

Once done you will need to:

• Provide the author of the draft procedure a copy of the AWC Document Review Form. You must keep a copy of this document as this forms part of your assessment
• Discuss your suggestions with the author to provide further clarity (if required)

When you receive your own feedback, query any areas that you are unclear about to seek clarification.

Section 3:  Amend the draft copy and finalize the procedure

Scenario:

As you know your procedure has now gone through an internal review. Once you have made the suggested improvements you will need to proofread the final document before implementing it to AWC’s WHSMS. Please note that AWC’s security requirements, for all their workplace health and safety (WHS) procedures, are that they are locked to restrict editing. The process for locking documents is as follows:

• Click on the ‘review’ tab
• Select ‘Restrict Editing’. You should now see a new pane on the right of your document
• Change Editing restrictions to ‘No changes (read only)’
• Select ‘Yes, Start Enforcing Protection’
• Set password as 1234

When proofreading your final copy of the procedure check:

• You have followed AWC’s style guide (available on AWC’s intranet)
• Steps are in a sequential order
• Your flowchart/diagram adds value and assists in understanding the process steps
• It is grammatically correct and free of spelling errors
• The language used is clear and concise
• You have completed all fields on the table on the front of the procedure
• You have restricted editing as per organisational requirements

Section 4:  Plan for the implementation of an element of the WHSMS

Scenario:

Now that you have developed a procedure for Accessing Workplace Occupational Therapy the next step is to develop a plan to implement the procedure into the workplace and work team.

As part of this task, you are to:

• Download AWC-WHSMS-FRM-011 WHSMS Implementation Plan template from AWC’s intranet
• Name this file WHSMS Implementation Plan – A [your name]
• Prepare a plan for the implementation of the newly developed Accessing Workplace OT Procedure

Once you are happy with your plan, write an email to the state WHS manager and line managers. The email must outline what they need to do to implement your procedure.

Section 5:  Respond to changes in company policy and prepare a revised implementation plan

Scenario:

Three weeks into the implementation plan, there is another wave of community transmission cases of COVID-19. Due to the number of people who are contracting COVID-19 in this wave and the potential impact on the health and safety of persons in the workplace, the AWC CEO has deemed the risk to face-to-face delivery of training sessions to be an unacceptable risk. The CEO has mandated that all further training must be completed remotely.

You have also received feedback that when planning the attendance of the face-to-face sessions, managers were finding it hard to manage their schedules to ensure all individuals were able to attend.

Using a new AWC-WHSMS-FRM-011 WHSMS Implementation Plan template (save this document as Plan B), prepare a revised plan for the implementation of the new Accessing Workplace Occupational Therapy Procedure over the remaining three weeks. Note that this change may add additional time onto your implementation plan, as more time will be needed to review the implementation plan. Additionally, dates of delivery may need to be pushed back to prepare for remote delivery.

Once you are happy with your plan, write an email to the state WHS manager and applicable line managers. The email must outline the changes they need to make to implement your procedure and why the plan was changed.