TAACMQ501A Develop training and/or assessment organisational policies & procedures

Policy implementation

A well designed and developed policy and procedure document will be effective only if it is implemented in an appropriate way to ensure maximum impact is achieved to address the particular policy purpose, issue or need. It is therefore critical to ensure that the implementation process is well thought out and effective.

For major policy and procedure developments or changes, or where a number of policy improvements are occurring simultaneously, an implementation plan should be developed to ensure that maximum impact of new policies and procedures is achieved.

Methods of implementation

There are numerous ways of implementing new policies and procedures. The method chosen will depend on the organisation and the type of policy system being implemented.

Methods of implementing systems include:

• Direct cutover;
• Parallel;
• Phased;
• Pilot.

Direct cutover -there is a set date and time where the new policy overrides the old system, or a brand new system is implemented.

Parallel -the new policy/system runs in tandem with the old system for a predetermined period of time. This implementation process allows for the old policy or system to act as a 'backup' process while any issues or problems with the new system are rectified.

Phased -the new policy/system is implemented in stages as the old policy is 'phased out'.

Pilot -the new policy/system is trialled in a particular area, program or department to rectify any issues before wide-scale implementation.

Implementation plan

Broad policy and procedure implementation processes, such as the introduction of a registered training organisation into business operations, or initial achievement other than accreditations, will require the engagement of change management processes across the organisation.

Organisational change processes relevant to the particular situation must be identified to integrate new/modified policies and procedures into the organisation's operations and culture. Examples of change processes to be employed are the use of the company intranet to communicate changes and provide documentation, internal and external coaching/mentoring arrangements with key personnel, and the identification of 'organisational experts' to assist all employees with implementation issues through advice and feedback.

To facilitate the change process, the following components should be addressed in the production and execution of an implementation plan:

• Mechanisms for the introduction and promotion of new or amended policies and procedures within the organisation and to clients/stakeholders if required;
• Mechanism for involving personnel in the decision making and implementation;
• Mechanisms to facilitate continuous improvement processes and review timelines;
• Personnel responsible for the implementation process;
• Promotional materials;
• Physical equipment/resources required for implementation;
• Action plan, timelines and responsibilities for implementation stages;
• Induction processes that include the discussion of policies and procedures and their use, and orientation kits for personnel involved in training, assessment or client service.

Policy:
Manager:		Date:
Action Plan:
Implementation stages	Responsibility		Timelines
Step 1
Step 2
Step 3
Step 4
Communication Plan
Internal (Employees)	External (Clients/Stakeholders)
e.g. emails bulletins hard-copy manuals briefing and training OHS committee meetings staff meetings	e.g. client newsletter mailout company website
Promotional materials	Resource requirements
Review timelines:
Employee induction/training requirements:

Figure 6 Implementation plans in action

Communicating policy

All personnel involved in implementation of policies and procedures as per the implementation plan must be identified and briefed as to requirements for their respective roles to ensure that consistency is maintained in policy implementation across the organisation.

As per policy development, engagement of stakeholders will ensure organisational/employee input into the implementation process, facilitate ownership and accountability and support and feedback on policy implementation effectiveness.

Activity 5

Develop a Policy Implementation Plan, based on the implementation of several policies and procedures in your organisation. You may use the implementation plan format provided in this section as the basis for your document, or alternatively use a format preferred for your organisation.

Your implementation plan should clearly specify and outline all stages and requirements of the implementation process.