EFSM12 Manage the effective use of resources (MCIB2) - IPDS

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EFS Management NOS

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April 2003

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Unit title:

EFSM12
-

Manage the effective use of resources (MCIB2)


Element titles:

12.1 Plan the use of physical resources

12.2 Obtain physical resources

12.3 Ensure the availability of supplies

12.4 Monitor the use of physical resources

Scope of this

unit

This unit is about efficiently managing the physical resources for which you are responsible. It covers
planning to use the resources you and your team need, obtaining those resources, ensuring the
availability of suitable supplies, and monitoring
the use of resources.

This unit contains four elements:


12.1 Plan the use of physical resources

This includes identifying the resources your team needs. You need to look at past resource usage and
at trends and developments which may affect your choice
of resources. Finally, your plans should be in
line with organisational objectives, policies and procedures and with legal requirements.


12.2 Obtain physical resources

this includes estimating costs and potential benefits and make requests to the relevan
t people. You
need to ensure that the physical resources you request are sufficient to support all the activities you are
responsible for, and make amendments to your plans should the necessary resources not be
forthcoming.


12.3 Ensure the availability o
f supplies

This includes identifying what is required and ensure that suppliers provide equipment and materials of
the right quality. You have to negotiate with suppliers and reach agreements which provide good value
and meet organisational and legal requ
irements. You also need to ensure that supplies meet agreed
standards. You must keep accurate records of supplies and take appropriate action in the event of
problems with supplies.


12.4 Monitor the use of physical resources

This includes encouraging
members of your team to take responsibility for how they use resources. You
must make sure resources are used efficiently with minimum adverse impact on the environment. You
need to monitor the quality of resources continuously and make sure standards of

service and product
delivery are maintained. Where problems with the use of resources occur, you need to take prompt and
effective corrective action. Finally, you must keep accurate and complete records.





EFS Management NOS

blusharmenian_9e5d92d4
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cbe8
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1949b46cdbbe.doc

Final Version
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April 2003

Page
54


Key words and concepts

These definitions a
re provided to explain how key words and concepts are used in this unit

Corrective action

Altering activities, modifying the use of resources or renegotiating the
allocation of resources in response to deviations from plans

Ensuring consistency in
produc
t & service delivery

Making sure that the products and services for which you are responsible
continuously meet the standards agreed in your organisation and with your
customers

Impact on the
environment

Improvements or damage to the local environment whi
ch may come about
through use of equipment and materials

Legal requirements

Laws relevant to physical resources, for example health and safety and
environmental legislation, industry specific legislation

Monitoring

Keeping a close eye on how resources ar
e being used and comparing this
with your plans; methods include directly observing activities yourself and
considering oral and written information provided by others


Organisational objectives
& policies

Objectives and policies relevant to the use of re
sources, for example
departmental planning and financial targets and procedures, policies
governing the supply of equipment and materials, health and safety
requirements and environmental concerns

Physical resources

Equipment, materials, premises, service
s and energy

Plans

Documents or spoken agreements which describe the work your team will
carry out, when, by whom, to what standard and with what resources, in
order that your requirements and objectives can be met

Potential benefits

The positive results

you expect, for example improved effectiveness and
efficiency of your team and the organisation as a whole, better results for the
customer

Recommendations

Requesting budget allocations or proposing the supply of resources your
team needs to achieve its
objectives; suggesting new methods of using
available resources to improve your teams effectiveness and efficiency

Relevant people

Team members, colleagues working at the same level as yourself, higher
level managers or sponsors, specialists

Supplies

The

ongoing provision of goods and services required

Trends, developments&
factors likely to affect
future resource usage

Likely changes in the team, organisation and market, which you work, will
have to keep up with, for example new skills and working metho
ds,
efficiency drives, new products and services, changes in customer
requirements.

Suppliers

Internal or external



EFS Management NOS

blusharmenian_9e5d92d4
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cbe8
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47ef
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90dc
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1949b46cdbbe.doc

Final Version
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April 2003

Page
55


Unit title

EFSM12
-

Manage the effective use of resources (MCIB2)


You must ensure that you;

Element title: 12.1 Plan the use of phy
sical resources

a)

give opportunities to relevant people to provide information about the physical resources required

b)

take account of relevant past experience, trends and developments and factors likely to affect future
resource use

c)

ensure your plans are con
sistent with your organisation’s objectives, policies and legal requirements



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捯浭畮i捡t攠eit栠灥潰l攠灯獩tiv敬y, 獵s灯rtiv敬y 慮搠捯湳dr畣tiv敬y



tak攠emm敤i慴a 慣ti潮 to mi湩mi獥⁴h
e eff散t of a捴畡l 慮搠灯d敮ti慬 ris欨猩.



灲潶i摥 獵ffi捩敮t 摥t慩l猠of pr潰潳o搠d桡ng攠慮e r散emm敮摡ti潮猠for im灲潶敭敮e t漠t桥
r敳e潮獩扬攠汩湥 m慮ager.

Element title: 12.2 Obtain physical resources

a)

clearly show the costs involved and the anticipated

benefits you expect from the use of the resources

b)

present your requests for physical resources to relevant people in time for the necessary resources
to be obtained

c)

present requests for physical resources in ways which reflect the commitment of those who
will be
using the resources

d)

obtain sufficient physical resources to support all activities within your control

e)

agree appropriate amendments to your plans with relevant people where you cannot obtain the
physical resources you need in full

f)

Communicate with
people positively, supportively and constructively

g)

take immediate action to minimise the effect of actual and potential risk(s).

Element title: 12.3 Ensure the availability of supplies

a)

identify the supplies you need accurately

b)

choose from a sufficiently

wide a range of suppliers to ensure adequate competition and continuity of
supplies

c)

negotiate with suppliers in a manner which will maintain good relations with them

d)

reach agreements with suppliers which provide good value and comply with organisational a
nd legal
requirements

e)

monitor the quality and quantity of supplies at appropriate intervals

f)

obtain supplies which consistently meet your organisation’s requirements for quality, quantity and
摥liv敲e



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r潭otly



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慵t桯ri獥s 灥潰le.

EFS Management NOS

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Element title: 12.4 Monitor the use of physical resources

a)

give opportunities to team members to take individual responsibility for

the efficient use of physical
resources

b)

ensure your team’s use of physical resources is efficient and takes into account the possible impact
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潲g慮i獡瑩s湡l req畩reme湴n



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捴畡l 慮搠灯d敮ti慬 ris欨猩.



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im灲潶敭敮es 慲a i摥湴nfi敤


EFS Management NOS

blusharmenian_9e5d92d4
-
cbe8
-
47ef
-
90dc
-
1949b46cdbbe.doc

Final Version
-

April 2003

Page
57


Unit title:

EFSM12
-

Manage the effective use of resources (MCIB2)


Element titles:

12.1 Plan the
use of physical resources

12.2 Obtain physical resources

12.3 Ensure the availability of supplies

12.4 Monitor the use of physical resources

Knowledge for this unit

12.1

12.2

12.3

12.4

How to present and communicate plans on resource usage effectively.






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r敬敶慮t 灥潰l攮






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r敳e畲捥u.






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f潲 t桥 effi捩敮t u
獥 of re獯sr捥c.






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r敳e畲捥 畳uge, 桯w to i湴敲pr整 t桥獥 慮搠楤敮tify t桥 im灬i捡瑩c湳nf潲
r敳e畲捥 灬慮湩湧.






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畩rem敮t献






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慣瑩aiti敳⁥ff散tiv敬y.






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t桩s






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t桩s






EFS Management NOS

blusharmenian_9e5d92d4
-
cbe8
-
47ef
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90dc
-
1949b46cdbbe.doc

Final Version
-

April 2003

Page
58

The range of suppliers available for the physical resources you require






The range of problems which may occur with supplies and suppliers
and effective corrective action to take in response to these






The importance
of accurate record
-
keeping in managing supplies and
suppliers, and systems to ensure that this happens properly.






The range of obstacles to efficient use of resources and effective
corrective action to take in response to these the importance of
effec
tive record keeping in the use of resources and how to ensure
that this happens.






Principles of confidentiality regarding the use of resources; which
types of information may be made available to whom.