Scenario; John Readings Pty Ltd

In order to build customer goodwill and satisfy its legal and ethical obligations, John Readings has decided to implement a program within the Sales and Marketing departments to:

? Inform Sales and customer service staff of legal and ethical obligations (particularly with respect to WHS and anti-discrimination legislation) and any standards or codes of conduct followed by the organisation

? Promote high standards in professional conduct (see John Readings Code of Conduct and relevant legislation)

? Inform clients and customers of John Readings commitments

? Achieve employee and client buy-in for initiative

? Develop the online knowledge management system or CRM to ensure all personnel can easily access the necessary information to ensure all legal and ethical obligations are adhered to.

You are an external consultant (from Ace Consultants) contracted by the Director of Sales and Marketing to project manage activities to achieve the objectives above.

Quality standards for deliverables:

? Clearly communicate legal obligations and John Readings obligations

? Contain as content or support company strategic directions

? No grammar or spelling errors

? Professional but friendly language

? Fair and flexible delivery for intended audience

? Meet audience requirements and sensitive to information needs, cultural diversity.

Previous needs analysis for the project has uncovered characteristics and requirements of John Readings Retail and commercial Clients:

Sales and Customer Service Staff

? Under stress; time poor

? Retail sales team are technical experts who are competent in selling and recommending authors, books etc.

? Unaware of legal, ethical requirement. Just want to please customers

? Even if aware, have no idea how to apply to daily customer practice

? Unclear on overall strategic aims of JR

? Culturally diverse.

Sales (publishing) reps

? Building relationships with clients

? Working from car - rarely in the office (often spend nights away from home)

? Attend book fairs and other B2B events

? Works territories and/or categories

? Under extreme pressure to perform and marry the faceto-face with digital interactions.

Clients (B2B)

? Cynical: e.g. 'why do I have to pay attention to JRs internal business? I just want them to manage my property

? Time poor

? Not sure of JR obligations and commitment to best-ofbreed client service and ethical practice, or even their own code of conduct/ethics?

? Feel that the sales reps should alert us to any issues with regard to specific books, authors and/or topics that may be contentious and/or compromise legislation and/or codes of ethics

? Culturally diverse

? Not respected i.e. appointments made then they don't show and don't bother to let us know.

Customers

? When staff are recommending books sometimes feel discriminated against on basis of:

? Lifestyle

? Family status

? Cultural background

? Income, etc. Sales (publishing) reps

? Sales reps have been rude or insensitive on occasion: e.g. 'you wouldn't treat your rich clients or investment partners this way'

? Do not feel they are adequately consulted re. market needs/wants.

Project conditions are as follows:

? Minimum of team members, Project Manager and at least 3 key stakeholders. The Director, Sales and Marketing (the assessor) will determine composition of project team.

NOTE: Engagement of at least 50 personnel are required throughout the project lifecycle.

? The structure of the work should include roles for project sponsor, technical experts, quality assurance of deliverables, project manager (yourself initially and, after provisional approval, as negotiated with your team), and roles and responsibilities for each team member to achieve the deliverables according to standards, etc.

? All reasonable resources (e.g. access to a room, computers, software and templates) will be provided. Paper and telecommunications costs, for example, to be covered by candidates. All resources must be costed and included in your budget

? Budget: $ 1 million

? Your Director, Sales and Marketing (the assessor) will suggest project deliverables, for example, presentations, information sessions, posters, promotional materials, etc. You may determine your own specific deliverables so long as they are agreed to with stakeholders, meet project objectives, and adhere to budgetary constraints

? Project timeframe: 12 months from initial concept discussion to finalisation and lessons learned

? Project should include design, development, implementation, and evaluation stages (with periodic quality review)

? Project status reports are due at 25%, 50% and 75% of allotted timeframe

? Project must be coordinated with other organisational projects, operations, etc

Question

1. With the project completed you need to finalise all activities to ensure vendor deliverables have met the contracted requirements. The Procurement Director has asked you to provide a report detailing the measures you have taken to complete the stage of the procurement process.

For this task a Word document titled: Vendor Procurement and Management and address the points below in detail:

NOTE: For each of the points below you must provide a screen shot or copy to confirm you have undertaken each task.

Outline the steps you have taken to finalise the following:

a. Completing financial transactions (select and provide at least 2 of the following - copies of completed financial reports, screenshots of financial transactions or final payments to suppliers etc)

b. Consolidating and storing all project data (provide screenshots of the information system where all project data is stored).