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ASSESSMENT SUMMARY / COVER SHEET
This form is to be completed by the assessor and used as a final record of student competency.
All student submissions including any associated checklists are to be attached to this cover sheet
before placing on the students file. Student results are not to be entered onto the Student
Management Database unless all relevant paperwork is completed and attached to this form.
Student Name:
Student ID No: Completion Date:
Unit Code: BSBFIM501
Unit Title: Manage budgets and financial plans
Please attach the following documentation to this form
Result
S = Satisfactory
NS = Not Satisfactory
NA = Not Assessed
Reassessment
S = Satisfactory
NS = Not Satisfactory
NA = Not Assessed
Assessment Task 1
 Plan financial management
approaches
S | NS | NA S | NS | NA
Assessment Task 2
 Implement financial
management approaches
S | NS | NA S | NS | NA
Assessment Task 3  Monitor and control finances S | NS | NA S | NS | NA
Final Assessment Result for this unit C / NYC
Assessor Comments and Feedback to student:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Student Declaration declare that this assessment is my own work
based on personal study and research and not plagiarised or copied
from another student’s work or source.
I am also aware of my appeal rights.
Name: ____________________________
Signature: ____________________________
Date: ____/_____/_____
Assessor Declaration declare that I have conducted a fair, valid,
reliable and flexible assessment with this student. I have provided
appropriate feedback and advised the student of their result.
Name: ____________________________
Signature: ____________________________
Date: ____/_____/_____
Administrative use only
Entered onto Student Management Database ________________
Date Initials
Assessment Task 1 BSBFIM501 Manage budgets and financial plans
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Plan financial management approaches
Submission details
The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be
approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below
for details.
Performance objective
The candidate will demonstrate the ability to plan financial management approaches.
Assessment description
In response to the scenario provided, you will clarify budget plans with your manager and negotiate changes to
the budget. You will then identify and analyze a risk to the budget and prepare a contingency plan to prevent or
minimize the risk.
Procedure
1. Read the scenario provided in Appendix 1 to this assessment task and tasks A
and B.
2. Prepare to meet with your manager (assessor) to clarify budget and negotiate changes:
a. identify areas of the budget that are not achievable, inaccurate or unclear
b. prepare to negotiate necessary changes to the budget
3. Set up a time with your manager to meet. Meet with your manager (assessor) to clarify budget and
negotiate changes:
a. identify at least two issues for clarification
b. negotiate at least two changes
c. include discussion of basic accounting principles
d. refer to relevant legislation and ATO requirements
e. refer to principles and techniques of managing budget items
f. Take and keep notes of agreed changes.
4. Use the template provided in Appendix 3 to this assessment task to prepare a contingency plan
document for persistent risks after budget changes
5. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of
all work submitted for your records.
Assessment Task 1 BSBFIM501 Manage budgets and financial plans
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Specifications
You must:
● meet with your assessor to clarify budget and negotiate changes
● provide a contingency plan
● Submit your notes.
Your assessor will be looking for:
● numeracy skills to read and understand a budget and negotiate budget re-allocations
● knowledge of basic accounting principles to identify and use account balances
● knowledge organisational requirements related to financial management such as contained in
organisational policies and procedures
● Knowledge of principles and techniques involved in budgeting.
Appendix 1 –Scenario
Big Red Bicycle Pty Ltd is a bicycle manufacturer based in Bendigo, Victoria. The company produces bicycles
which it sells to retailers in the domestic Australian market.
The senior management structure of the company appears below.
Person Position
Michelle Yeo Chief Executive Officer (CEO)
Tom Copeland Managing Director
John Black Chief Financial Officer (CFO)
Stuart LaRoux Operations General Manager
Pat Roberts Senior Accountant
Sam Gellar Sales General Manager
Charles Pierce Production Manager
Holly Burke HR Manager
According to company strategic plans, the company aims to achieve a net profit before tax of $1,000,000. The
chief risks to this goal are:
● poor sales due to economic downturn
● Increases in expenses such as wage expenses.
Assessment Task 1 BSBFIM501 Manage budgets and financial plans
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In addition to Australian operations, the company is considering manufacturing overseas to take advantage of
reduced costs. The company is also considering diversifying its product range to reduce exposure to poor sales
of one product.
Role
You are the manager of Sales Centre A, based in Adelaide. The Centre has achieved great success over the last
year and consistently outsells other sales centers. In fact, due to the large number of accounts managed by your
sales team and larger staff, your Centre is expected to sell as much volume as the other two sales centers put
together. Naturally, you expect cost allocations to reflect the both the needs and importance to the business of
Cost Centre A.
Task A
The Sales General Manager, Sam Gellar, has asked you to review the master budget and cost Centre budgets
prepared by the Senior Accountant. She would like you to meet with her to discuss the whether the budget
projections are achievable, accurate, understandable and fair.
She would like you to look closely at the budget for your cost Centre, note any changes you think are
necessary, develop an argument for the changes and negotiate those changes with her.
Information you are aware of includes:
● Sales in the first quarter (Q1), third quarter (Q3), and the fourth quarter (Q4) are generally 30% less than
the second quarter (Q2).
● Sales in Q2 depend on completion of 90% of repair and maintenance.
● Sales for Q2 have been estimated to be $1,000,000.
● Commission negotiated with members of the sales team is now at 2.5%.
Task B
It has come to the attention of the Managing Director, Tom Copeland, that due to the current economic climate,
sales volume may be 20% below target this financial year. Tom is worried that this may severely impact profit
projections. The company can accept as much as a 10% variance in profit projections; however, more than this
could severely affect the company’s ability to pay obligations and invest. Reliable data to determine whether the
risk has eventuated should be available by mid Q2, when sales data for the company’s product are in.
As a special project, the Managing Director has asked you to perform a risk assessment and develop a
contingency plan to manage the risk of sales falling 20%.
As per organizational policy you should use the contingency plan template provided.
Assessment Task 1 BSBFIM501 Manage budgets and financial plans
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Appendix 2 – Budgeting and finance policy
Budget preparations
● The business plan will set the key parameters for all financial budgeting.
● Variations to the business plan must be approved by the CEO and senior management strategic
committee.
● Prior period results are to be analysed to identify the profit level of cost centres, identify correlations
between financial statistics and to set key performance indicators and benchmarks for future budgets.
● The budget planning committee will meet prior to budgets being developed and agree on budget
parameters. The committee will consist of all department managers plus the CEO and CFO.
● A CAPEX budget will be developed from the approved business plan.
● A detailed sales budget must be completed before completing the profit budget for the year.
● A cash flow budget covering the first three months will be prepared after the profit budget is completed.
● A master budget including profit projections will be completed from which cost centre allocations will
be made.
● Budget notes that contain all the assumptions used in the budgets should accompany the master budget
or be made available as a separate document. Where possible, the notes should justify the basis on which
the estimates were made.
● Overheads (non-direct expenses) will be apportioned across the cost centres equally. Exceptions need to
be negotiated with relevant authorities.
● All expenses and income will be spread equally throughout the year unless otherwise required by
business needs or business environment.
● The financial cycle for budgeting purposes will be yearly ending 30 June.
Financial delegations
● Each manager is responsible for achieving the revenue budgets agreed to by the budget committee.
● Each manager is responsible to approve, by signing the necessary paperwork, all expenditures that fall
within their area of responsibility.
● Expenditures must be within the budget guidelines for the individual departments.
Format for budgets and reports
All budgets must include the following details:
● name of the person who prepared it
● cost Centre (if applicable)
● name of the budget/report, i.e. sales, expenses, CAPEX, cash flow, budget variation report
● Period of the budget.
Assessment Task 1 BSBFIM501 Manage budgets and financial plans
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Appendix 3 – Budgets and templates
Master budget with profit projections
Big Red Bicycle Pty Ltd
Master Budget FY 2011/2012
FY Q1 Q2 Q3 Q4
REVENUE
Commissions (2% sales) 60,000 15,000 15,000 15,000 15,000
Direct wages fixed 200,000 50,000 50,000 50,000 50,000
Sales 3,000,000 750,000 750,000 750,000 750,000
Cost of Goods Sold 400,000 100,000 100,000 100,000 100,000
Gross Profit 2,340,000 585,000 585,000 585,000 585,000
EXPENSES
General & Administrative Expenses
Accounting fees 20,000 5,000 5,000 5,000 5,000
Legal fees 5,000 1,250 1,250 1,250 1,250
Bank charges 600 150 150 150 150
Office supplies 5,000 1,250 1,250 1,250 1,250
Postage &printing 400 100 100 100 100
Dues & subscriptions 500 125 125 125 125
Telephone 10,000 2,500 2,500 2,500 2,500
Repairs & maintenance 50,000 12,500 12,500 12,500 12,500
Payroll tax 25,000 6,250 6,250 6,250 6,250
Marketing Expenses
Advertising 200,000 50,000 50,000 50,000 50,000
Employment Expenses
Superannuation 45,000 11,250 11,250 11,250 11,250
Wages &salaries 500,000 125,000 125,000 125,000 125,000
Staff amenities 20,000 5,000 5,000 5,000 5,000
Occupancy Costs
Electricity 40,000 10,000 10,000 10,000 10,000
Insurance 100,000 25,000 25,000 25,000 25,000
Rates 100,000 25,000 25,000 25,000 25,000
Rent 200,000 50,000 50,000 50,000 50,000
Water 30,000 7,500 7,500 7,500 7,500
Waste removal 50,000 12,500 12,500 12,500 12,500
TOTAL EXPENSES 1,401,500 350,375 350,375 350,375 350,375
NET PROFIT (BEFORE INTEREST &
TAX)
938,500 234,625 234,625 234,625 234,625
Income Tax Expense (25%Net) 234,625 58,656 58,656 58,656 58,656
NET PROFIT AFTER TAX 703,875 175,969 175,969 175,969 175,969
Assessment Task 1 BSBFIM501 Manage budgets and financial plans
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Sales cost Centre expense budget
Sales Centre A Sales Centre B Sales Centre C
Commissions $20,000 $20,000 $20,000
Wages $100,000 $100,000 $100,000
Telephone $3,000 $3,000 $3,000
Office supplies $1,000 $1,000 $1,000
Contingency plan template
Contingency Plan
Company name: Big Red Bicycle Pty Ltd
Person developing the plan:
Name: Position:
Risk identified:
Strategies/activities to minimize the risk By when By whom
Your answers for task 1:
BSBFIM501 Manage budgets and financial plans
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Answers for task 1:
Assessment Task 1: Financial Management approaches
Task A
Meeting with manager
Dear Sam Gellar
As asked by you I reviewed the master budget of the company for the year ending 30 June 2012
and cost Centre budgets prepared by senior accountant in accordance with the budget preparation
policies of the company. During the review I identified some areas which are unclear, inaccurate
and not achievable. I want to discuss the following issues:
Issues for clarification:-
1. The budget preparation policies of the company require the cost allocation equally to all cost
centers but they also allow exception after negotiations with authorities and approval of CEO. In
the cost Centre budget the expenses have been allocated equally but the sales at cost Centre A are
generally more than the total sales of other two sales centers. According to the fundamental
accounting principle of prudence the cost allocation shall be made on a fair basis for the cost
centers according to their sales.
2. It is estimated that the sales of Q2 are likely to be $1,000,000 whereas the sales of remaining
three quarters are generally 30% less than the sales in Q2. As per the ATO legislation and
accounting principles, the accounting shall be done on the accrual basis i.e. accounting transactions
should be recorded in the accounting periods when they actually occur, rather than in the periods
when there are cash flows associated with them. This is the foundation of the accrual basis of
accounting. It is important for the construction of financial statements that show what actually
happened in an accounting period, rather than being artificially delayed or accelerated by the
associated cash flows. And therefore the projected sales for each quarter shall be allocated
accordingly. The sales in the master budget have been allocated equally to all the four quarters.
3. The commission on sales is negotiated with the sales team members to be 2/5 =5 of sales but
the commission in the master budget are included @2% of sales.
4. The format of presentation of elements of gross profit is not proper.
Changes required to be negotiated
In accordance with the above mentioned issues and for the compliance of accounting policies
and legislative requirements he following changes are required to made in the master budget and
cost Centre budget prepared by the senior accountant:
1. The expenses to the cost Centre A, B and C shall be apportioned in the ratio of 2:1:1 rather than
allocating equally.
2. The projected sales of Q2 shall be $1,000,000 and the remaining sales of 2,000,000 shall be allocated
equally to Q1, Q3 and Q4.
3. The commission on sales shall be provided @2.5%.
Your answers for task 1:
BSBFIM501 Manage budgets and financial plans
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4. The presentation of items shall be properly made for calculation of gross profit. Revenues shall be
presented at beginning from which cost of goods sold commission and direct expenses shall be
deducted to arrive at the gross profit.
If you agree with the above changes required to be made in the budgets the proposal could be
made to the CEO for approval.
Task B
Contingency Plan
Company name: Big Red Bicycle Pty Ltd
Person developing the plan:
Name: Tom Copeland Position: Managing Director
Risk identified:
● Sales volume is likely to be 20% less than the target for the financial year
● 10% variation in projected profit for the year
● Adverse effect on liquidity resulting in difficulty to pay obligations and invest in the business
operations
Strategies/activities to minimize the risk By when By whom
Effective marketing and advertising to increase the
product demand
By the end of
Q1
Operations general
manager/ Marketing
Manager
Customize the products in accordance with customer
needs and requirements to increase sales volume
through increased customer base
At the
beginning of
production
processes
Production Manager
Increase in productivity of workers to reduce wage
expenses and increase the profits
By the end of
Q1
Production
Manager/HR Manager
Effective management of working capital to manage
funds within the business operations and pay short term
obligations.
At the
beginning of
Q1
Operations General
Manager/ Finance
manager
Develop effective financial management plan on the
basis of cash budget to make arrangements for
procurement of funds for business.
By the end of 1
month
Senior Accountant/
Finance Manager/
CFO
Your answers for task 1:
BSBFIM501 Manage budgets and financial plans
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Notes:-
 Effective marketing
 Customization of products
 Increase in productivity
 Effective management
 Budgeting
Your answers for task 1:
BSBFIM501 Manage budgets and financial plans
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Facilitator Guide BSBFIM501 _Marking Guide_Task 1
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Marking Guide
Assessment Task 1: Plan financial management approaches
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment site
Assessment date/s Time/s
Outcomes
Did the candidate:
Satisfactory
Yes No
Meet to clarify budget and negotiate changes?
Submit a contingency plan?
Submit notes?
Complete assessment within agreed deadline?
Facilitator Guide BSBFIM501 _Marking Guide_Task 1
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Performance indicators
Did the candidate:
Satisfactory
Yes No
Clarify budget/financial plans with relevant personnel within the
organization to ensure that documented outcomes are achievable, accurate
and comprehensible?
Candidate should discuss at least two of the following:
● discrepancy between profit company profit goals and budget
projections (income and expenditure)
● discrepancy between commissions negotiated and in budget
● sales spread too evenly over the year to be accurate
● Budget for repairs and maintenance not realistic
considering need.
Discussions are in line with basic accounting principles.
Discussions refer to techniques, such as profit and loss statements.
Describe basic accounting principles?
For example:
● while discussion budget projections
● While coaching in role-play.
Refer to relevant legislation and ATO requirements, such as Business
Activity Statements (BAS)?
Identify and explain the relevant legislation and current requirements of
the ATO, including GST?
For example:
● in discussion with assessor
● While coaching in role-play.
Explain the key requirements for financial recordkeeping and auditing?
Describe the principles and techniques involved in managing: budgeting,
cash flows, electronic spreadsheets, GST, ledgers and financial statements,
profit and loss statements?
Facilitator Guide BSBFIM501 _Marking Guide_Task 1
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Did the candidate:
Satisfactory
Yes No
Negotiate any changes required to be made to budget/financial plans with
relevant personnel within the organization?
Candidate should negotiate at least two of the following:
● more commission allotted to Sales Centre A
● more wages allotted to Sales Centre A
● more telephone expense, etc. allotted to Sales Centre A.
Prepare contingency plans in the event that initial plans need to
be varied?
Candidate should develop contingency plan with at least two of the
following:
● restructuring or renegotiating wages
● diversification of product range
● exploring overseas options for manufacturing and new markets
unaffected by domestic downturn
● increasing sales through marketing
● reducing wastage
● seeking funding to finance investment put at risk by poor profits.
Contingency plan should include completion of tasks required for
implementation by Q2.
Contingency plan should include person accountable.
Facilitator Guide BSBFIM501 _Marking Guide_Task 1
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Comments/feedback to candidate
Outcome: Successful Unsuccessful
Assessor name:
Assessor signature:
Assessment Task 2 BSBFIM501 Manage budgets and financial plans
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Implement financial management approaches
Submission details
The assessment task is due on the date specified by your assessor. Any variations to this arrangement must
be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below
for details.
Performance objective
The candidate will demonstrate the ability to implement financial management approaches.
Assessment description
In response to the scenario provided, you will access and communicate details of budget to a team member
(assessor). You will then support the team member to perform their required role with respect to software
resources and systems.
This assessment adds to the assessment one and introduces the use of spread sheets and excel.
Procedure
1. Read the scenario provided in Appendix 1 to this assessment task and tasks A
and B.
2. Prepare to meet with your team member(assessor) to communicate budget and then coach and train
them in new role:
a. access required budget information from assessor
b. Determine organisational needs. Consider describing how a budget is used to monitor work
performance, variation and team/division outputs.
c. Identify coaching/training needs of team member.
d. plan coaching/training session:
i. Outcome: team member produces spreadsheet to meet management requirements.
Consider why organisations need accurate and timely financial information.
ii. Include activities/elements to instruct, practice, test, motivation techniques to help aid
the team understand the importance of change and new measurement for the budget.
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iii. keep notes of your conversation with your assessor and write a summary of them on one
page.
e. Set up a time with your team member to have a coaching/training session.
3. Meet with your team member (assessor) to coach them in role:
a. Explain budget and relevance to team member’s accountabilities
b. Use appropriate coaching techniques or models such as GROW
c. Use appropriate motivational theory
d. Train learner in required spreadsheet techniques, include elements of instruction, practice and
testing/feedback
e. Include recordkeeping requirements for Australian Taxation Office (ATO) and auditing
purposes, for items such as petty cash, and GST.
4. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy
of all work submitted for your records.
Specifications
You must:
● meet with your assessor to role-play support of team memberapprox tens
● submit coaching/training plan for the team of the organisation.
Your assessor will be looking for:
● numeracy skills to read and understand a budget and to communicate a budget
● technology skills to use software associated with financial recordkeeping
● knowledge of basic accounting principles to identify and use account balances in communication and
training
● knowledge of organisational requirements related to financial management, such as those contained
in organisational policies and procedures
● requirements for organisational recordkeeping and auditing with respect to petty cash
● knowledge of principles and techniques involved in budgeting and electronic spreadsheets.
Appendix 1 – Scenario
Big Red Bicycle Pty Ltd is a bicycle manufacturer based in Bendigo, Victoria. The company produces
bicycles which it sells to retailers for on-sale in the domestic Australian market.
The senior management structure of the company appears below:
Assessment Task 2 BSBFIM501 Manage budgets and financial plans
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Person Position
Michelle Yeo Chief Executive Officer (CEO)
Tom Copeland Managing Director
John Black Chief Financial Officer (CFO)
Stuart LaRoux Operations General Manager
Pat Roberts Senior Accountant
Sam Gellar Sales General Manager
Charles Pierce Production Manager
Holly Burke HR Manager
According to company strategic plans, the company aims to achieve a net profit before tax of $1,000,000.
The chief risks to this goal are:
● poor sales due to economic downturn
● Increases in expenses such as wage expenses.
In addition to Australian operations, the company is considering manufacturing overseas to take advantage
of reduced costs. The company is also considering diversifying its product range to reduce exposure to poor
sales of one product.
Role
You are the manager of Sales Team A. You manage a small team of sales team members. Your duties
include accessing budget information for your team, explaining relevant aspects of budgets and features of
budget documents to your team, and supporting team members to achieve performance goals.
Task A
You have determined that you will need to access budget information from the Senior Accountant to explain
to your team. You will explain the overall financial objective of the business, provide an overview of the
budget and explain how the budget translates to expense allocations for the team.
Task B
You have determined that one team member, Bill Goodale, will be responsible for tracking expenses and
petty cash throughout the financial year. To meet organisational needs, this duty will need to be performed
in accordance with policies and procedures.
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You have determined that expenses will need to be divided equally and tracked by quarter. Bill will need
to develop a spreadsheet to keep track of actual expenditure by account. To help control expenses, the
spreadsheet will need to provide an ongoing tally of expense by account.
Bill’s skills include basic accounting. Bill needs to be informed of Big Red Bicycle policies and procedures
for petty cash. Bill is familiar with Microsoft Excel but does not know how to use formula and functions to
sum columns or rows of figures.
Consider part of this process is the way organisations maintain business records.
Think about computer based systems like excel that can be used effectively instead of the manual system
The spreadsheet used is important and what sort of training is required to help the team members as if not
used correctly there may be underlying errors that affect the accuracy of the accounts.
Think why organisations need correct and timely information.
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Appendix 2 – Financial policies and procedures
Expense reimbursement
Purpose of the policy
To detail procedures to be followed in relation to expense reimbursement of expenses that have been
incurred on behalf of the organisation.
The policy
Big Red Bicycle will reimburse staff for reasonable and authorised expenses that have been incurred by
them on behalf of the organisation or in the course of conducting Big Red Bicycle business.
Procedure
1. Staff will not be reimbursed in the following circumstances:
a. any late payment penalties, e.g. overdue interest on credit cards
b. expenses that are usually recovered from a third party
c. penalties and fines, e.g. parking, traffic
d. those claims that should have been made using the purchase order system
e. those expense claims made by staff as a tax deduction
f. those expenses that were not made for business purposes.
2. Travel expenses claims:
a. insurance for trip cancellation will be reimbursed
b. mileage allowance will be given for the use of a staff member’s vehicle when used for work-
related travel
c. personal stopovers or indirect routes will not be reimbursed
d. travel reimbursement is provided for the most direct and economical mode of travel available;
circumstances will be considered on a ‘case-by-case’ basis.
3. Accommodation expenses:
a. reimbursement will cover moderate accommodation expenses; circumstances will be
considered on a ‘case-by-case’ basis
b. items of a personal nature that are charged to a hotel account will not be reimbursed.
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4. Employee’s own meals:
a. employees on Big Red Bicycle business will be reimbursed for any reasonable and appropriate
meal expenses.
5. All relevant and original source documents must be attached to the Expense Reimbursement Form.
A statutory declaration may be required where these original documents are not provided.
6. Appropriate advance payments may be authorised.
7. Employees have authority to approve expenses up to the amount detailed in their individual job
description. Any expenditure claims above the level prescribed must be forwarded to supervisors for
approval.
8. Employees incurring authorised expenditure must submit their reimbursement requests on a signed
Expense Reimbursement Form.
9. Source documents (including tickets, receipts, vouchers, invoices) must be kept for all purchases and
expenses claims.
10. The CFO will use discretion to reimburse reasonable but unauthorised expenses.
11. Those claims that have not been adequately prepared, have not been duly authorised, or are lacking
in original documentation, will be returned to the employee with reasons that outline why the claim
has not been processed.
Petty cash
Purpose of the policy
To detail procedures to be followed in relation to tracking petty cash expenditure.
The policy
Big Red Bicycle maintains a petty cash system to allow authorised personnel to pay for small expenditures
in connection with business activity.
Procedure
1. One team member is authorised to disburse petty cash with one alternate in case of sickness or
emergency.
2. Petty cash is to be kept secure, locked in safe.
3. Receipts for cash must be issued.
4. Receipts must be reconciled at the close of each business day.
5. Amounts over $800 must be banked.
6. Petty cash expense will be recorded as miscellaneous expense.
Your answers for task2
BSBFIM501 Manage budgets and financial plans
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Answers for task 2:
Assessment Task 2: Implement financial management approaches
Task A
Explanation of budget information
The budget is being prepared for the company in accordance with the business plan which relates
to establishing major parameters for all the financial requirements (Kung et al, 2013). The
benchmarks for the budgets will be determined on the basis of comparison of results of previous
periods with current profit level of cost centres and using financial statistics to identify the
correlations.
Functional objectives of business – The functional objectives of the budget will include
preparation of CAPEX budget on the basis of strategic plan of business. His sales budget will be
prepared before the profit budget. After the profit budget is prepared the cash flow budget will be
prepared for the first three months. After this the master budget will be prepared including the
projection of profit and on this basis the allocation of expenses to the cost centres will be made.
The overheads are to be apportioned equally unless exceptions are negotiated and approved. The
expenses and incomes are divided equally unless the business situations require otherwise. The
financial cycle will be one year which ends on 30 June.
Budget overview – The budget is prepared for the financial year ending 30 June 2012 and the
bifurcation of incomes and expenses has been for all the four quarters equally. The expenses are
classified as general and administration expenses, marketing expenses, employment expenses
and occupancy costs. The sakes cost centre expense budget has also been prepared which
includes bifurcation of commission, wages, and telephone and office supplies equally to all the
cost centres (Ferry et al, 2014).
Expenses allocation
Expense reimbursement policy – This policy relates to reimbursement of expenses which are
reasonable and authorised for conducting the Red Cycle business incurred by employees, The
expenses for which staff will not be reimbursed are specifically provided. The details of clams to
be made for travel expenses, accommodation expenses and employee’s own meals have also
been provided. A signed Expense Reimbursement Form has to be submitted with the relevant
documents attached.
Petty Cash Policy – This policy relates to procedures for tracking the petty cash expenses under
which the authorisedbusiness persons could make small business payments. The disbursement of
petty cash is made by one team member with one alternate for emergency. The cash is locked in
safe and secured. All the receipts are issued for cash and are reconciled at the end of the day. The
amounts of cash receipts exceeding 800 are deposited into bank. The expenses are recorded as
miscellaneous expenses.
Your answers for task2
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Task B
Training needs
Bill Good ale who is one of the team members is required to keep tracking of petty cash and
expenses throughout the financial year. In order to keep the track record of actual expenditure
incurred for different accounts he will help to develop the spread sheet. Bill possesses good
accounting skills but he needs to learn about the policies and procedures of company for petty
cash. Apart from this he will also be required to learn how to use formulas ad functions in
Microsoft Excel.
Procedures to be followed
In order to update and improve his skills Bill shall adopt the GROW model of training. This
model includes four components which are as follows:
1. Goal
2. Current Reality
3. Options or obstacles
4. Will or way forward
The goals to be achieved shall be determined first which include learning the formulas and
functions in excel and understand organizational policies of expense reimbursement and tracking
of petty cash. After this the goals are to be compared with the current situation of reality. The
options shall be explored to achieve the goals and at last stage the ways shall be adopted to learn
the processes (Pascanu et al, 2013).
Spread sheet techniques
The spread sheet techniques will include the formulas of calculating sum of many columns or
rows, using variance function and statistical functions to calculate the deviations of petty cash
expenses and tracking actual expenses by each account.
Record keeping requirements
The organizational policies require keeping records for all the budget variation and deviations of
expenses reimbursements with the actual expenses. The tracking of petty cash shall be recorded
properly and regularly. Bill will have to maintain proper records of petty cash in the petty cash
register. The documents required by ATO and for GST compliance will have to be kept with tax
returns.
Facilitator
Guide BSBFIM50
1_Marking Guide_Task 2
Page 24 of 40
Marking Guide
Assessment Task 2: Implement financial management
approaches
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment site
Assessment date/s Time/s
Outcomes
Did the candidate:
Satisfactory
Yes No
Role-play support of team member?
Submit copy of coaching/training plan?
Complete assessment within agreed deadline?
Performance indicators
Did the candidate:
Satisfactory
Yes No
Access budget/financial plans for the work team?
Candidate must:
● access budget spreadsheet from assessor.
Disseminate relevant details of the agreed budget/financial plans to team
members?
Candidate must:
explain budget and explain relevance to team member’s (assessor’s)
accountabilities.
Facilitator
Guide BSBFIM50
1_Marking Guide_Task 2
Page 25 of 40
Did the candidate:
Satisfactory
Yes No
Provide support to ensure that team members can competently perform
required roles associated with the management of finances?
Candidate must:
● develop a plan for explaining petty cash duties to team member
and training team member to develop an appropriate spreadsheet
to track expense; plan should contain activities to motivate team
member
● deliver coaching/training to team member:
○ training must include elements of instruction, practise and
feedback
○ coaching should be positive and motivational
○ coaching should be collaborative (candidate should allow
input from learner)
● explain budgeting elements and activities
● explain modifications to a financial contingency plan
● demonstrate how to monitor expenditure and control costs
● describe basic accounting principles, ATO legislation and GST
● explain key requirements of financial recordkeeping
describe principles and techniques of managing a budget and electronic
spreadsheet.
Determine and access resources and systems to manage financial
management processes within the work team?
Candidate must:
● set and communicate accountabilities
assist team member to develop spreadsheet to meet management
requirements
(see BSBFIM501_AT2_Budget_for_Team_sample for
possible outcome).
Facilitator
Guide BSBFIM50
1_Marking Guide_Task 2
Page 26 of 40
Comments/feedback to candidate
Outcome: Successful Unsuccessful
Assessor name:
Assessor signature:
Assessment Task 3 BSBFIM501 Manage budgets and financial plans
Page 27 of 40
Monitor and control finances
Submission details
The assessment task is due on the date specified by your assessor. Any variations to this arrangement must
be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below for details.
Performance objective
The candidate will demonstrate the ability to monitor and control finances.
Assessment description
In response to the scenario provided, you will create a simple spreadsheet budget to capture monitoring
information. Using information provided to you by your assessor, you will then use the budget spreadsheet
to produce a report on expenditure in accordance with organisational policies and procedures. You will also
modify a contingency plan.
Procedure
1. Read through the scenario provided in Appendix 1 to this assessment task and tasks A and B.
2. Design and develop a spreadsheet to capture budgeted and actual figures to produce a variance report.
3. Access actual budget figures from relevant managers and accounting systems (assessor).
4. Monitor and record actual figures.
5. Consider feedback from team members.
6. Produce a variance report as per organisational requirements.
7. Consider the scenario information and contingency plan provided and analyse the variance report.
8. Modify the contingency and implementation plans provided in the scenario to improve effectiveness.
9. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy
of all work submitted for your records.
Assessment Task 3 BSBFIM501 Manage budgets and financial plans
Page 28 of 40
Specifications
You must provide:
● a budget variance report
● a modified contingency plan and modified implementation plan
● your notes on procedures.
Your assessor will be looking for:
● numeracy skills to read and understand a budget and to produce a variance report
● technology skills to use software associated with financial recordkeeping
● knowledge of basic accounting principles to identify and use account balances
● knowledge of organisational requirements related to financial management
● knowledge of organisational requirements for records and reports
● knowledge of principles and techniques involved in budgeting, profit and loss statements, electronic
spreadsheets.
Appendix 1 – Scenario
Big Red Bicycle Pty Ltd is a bicycle manufacturer based in Bendigo, Victoria. The company produces
bicycles which it sells to retailers in the domestic Australian market.
The senior management structure of the company appears below.
Person Position
Michelle Yeo Chief Executive Officer (CEO)
Tom Copeland Managing Director
John Black Chief Financial Officer (CFO)
Stuart LaRoux Operations General Manager
Pat Roberts Senior Accountant
Sam Gellar Sales General Manager
Charles Pierce Production Manager
Holly Burke HR Manager
Assessment Task 3 BSBFIM501 Manage budgets and financial plans
Page 29 of 40
According to company strategic plans, the company aims to achieve a net profit before tax of $1,000,000.
The chief risks to this goal are:
● poor sales due to economic downturn
● Increases in expenses such as wage expenses.
In addition to Australian operations, the company is considering manufacturing overseas to take advantage
of reduced costs. The company is also considering diversifying its product range to reduce exposure to poor
sales of one product.
Role
You are the Senior Accountant at Big Red Bicycle. A major component of your role is setting budgets and
monitoring budgetary performance for the organisation.
Task A
The Managing Director, Tom Copeland, has asked you to implement a process to monitor expenditure and
income. He has asked you to prepare a spreadsheet to capture and compare actual income and expenditure
to budgeted figures. Your spreadsheet must contain columns for each of the four quarters of the financial
year. You are required to gather data from the relevant managers (your assessor) to complete a budget
variance report.
The report should conform to organisational requirements in policies and procedures
and contain:
● columns to show actual account values
● absolute variance
● Percentage variance.
Task B
It has come to the attention of the Managing Director, Tom Copeland, that due to the current economic
climate, sales volume may be 20% below target this financial year. Tom is worried that this may severely
impact profit projections. The company can accept as much as a 10% variance in profit projections;
however, more than this could severely affect the company’s ability to pay obligations and invest. Reliable
data to determine whether the risk has eventuated should be available by midway through the second quarter
(Q2), when sales data for the company’s product are in.
Consider the contingency plan and the implementation plan for the contingency below. You have already
implemented a portion of the contingency plan, namely the monitoring of budget performance in the
variance report you have prepared. You should now analyse the report to determine the effectiveness of the
contingency plan and its implementation.
You have received the following feedback from team members:
● Full-time workers and sales people are resentful of time wasting and distracting contract employees.
● Overtime not used but employees resentful of suggestion it might not be approved if needed.
Assessment Task 3 BSBFIM501 Manage budgets and financial plans
Page 30 of 40
● Training suited the needs of many sales team members but was not relevant to about half the team
members.
● Sales team members were happy with the incentives program and tried hard to make sales in the third
quarter (Q3); however, they were also resentful at the threatening tone of emails and soon lost
enthusiasm.
● Effect of one-day training wearing off.
● Fifty percent of direct wages costs are attributable to short-term contract employees whose contracts
have expired and who are no longer needed.
● Employees concerned about lack of attention paid to wastage: water; electricity: paper; raw materials.
● Employees feel left out of budgetary decision-making in general.
The Managing Director would like you to submit a revised contingency plan and contingency
implementation plan to bring income and expenses under more effective control.
Assessment Task 3 BSBFIM501 Manage budgets and financial plans
Page 31 of 40
Contingency plan for Task B
Contingency Plan
Company name: Big Red Bicycle Pty Ltd
Person developing the plan:
Name: Tom Copeland Position: Managing Director
Risk identified: Profit for FY more than 10% less than budgeted
Strategies/activities to minimize the risk By when By whom
Produce quarterly variance reports to identify income/ expenditure and
profit shortfalls over 10%.
Q2 PR
Implement sales training/coaching. Q2 PR
Implement incentives program. Q2 PR
Reduce overtime. Q2 PR
Contingency implementation plan for Task B
Risk identified: Profit for FY more than 10% less than budgeted
Activity Monitoring activity and date Person/s
Monitor variance. Completion of variance report: Q2. PR
Analysis of report to identify issues. Management report: Q2. PR
Email to warn employees of risk to jobs. Monitoring of variance report results:
Q4.
PR
Email to announce rise of commission from 2% to
2.5%.
Monitoring of variance report results:
Q3.
PR
Email to inform employees that overtime will no
longer be approved.
Monitoring of variance report results:
Q3.
PR
Email to inform employees of mandatory sales
skills training: set program.
Monitoring of variance report results:
Q3.
PR
Mandatory training conducted. Monitoring of variance report results:
Q3.
PR
Assessment Task 3 BSBFIM501 Manage budgets and financial plans
Page 32 of 40
Appendix 2 – Budgeting and finance policy
Budget preparations
● The business plan will set the key parameters for all financial budgeting.
● Variations to the business plan must be approved by the CEO and senior management strategic
committee.
● Prior period results are to be analysed to identify the profit level of cost centres, identify correlations
between financial statistics and to set key performance indicators and benchmarks for future budgets.
● The budget planning committee will meet prior to budgets being developed and agree on budget
parameters. The committee will consist of all department managers plus the CEO and Chief Financial
Officer.
● A CAPEX budget will be developed from the approved business plan.
● A detailed sales budget must be completed before completing the profit budget for the year.
● A cash-flow budget covering the first three months will be prepared after the profit budget is
completed.
● A master budget including profit projections will be completed from which cost centre allocations
will be made.
● Budget notes that contain all the assumptions used in the budgets should accompany the master
budget or be made available on a separate document. Where possible, the notes should justify the
basis on which the estimates were made.
● Overheads (non-direct expenses) will be apportioned across the cost centres equally. Exceptions need
to be negotiated with relevant authorities.
● All expenses and income will be spread equally throughout the year unless otherwise required by
business needs or business environment.
● The financial cycle for budgeting purposes will be yearly ending 30 June.
Reporting requirements
Software applications to be used in reporting:
● Environment – MS Windows.
● Accounting information system – MYOB AccountRight.
● Data analysis – Microsoft Excel 2007.
Actual results will be produced monthly by the MYOB accounting system. Actual variances to budget will
be produced using Excel with a report prepared for senior management for significant variances.
Financial delegations
● Each manager is responsible for achieving the revenue budgets agreed to in the budget committee.
Assessment Task 3 BSBFIM501 Manage budgets and financial plans
Page 33 of 40
● Each manager is responsible to approve, by signing the necessary paperwork, all expenditures that
fall within their area of responsibility.
● Expenditures must be within the budget guidelines for the individual departments.
Format for budgets and reports
All budgets must include the:
● name of the person who prepared it
● cost centre (if applicable)
● name of the budget/report, i.e. sales, expenses, CAPEX, cash flow, budget
variance report
● Period of the budget.
Facilitator Guide BSBFIM501_Marking Guide_Task 3
Page 34 of 40
Answers for task 3:
BIG RED BICYCLE PTY LTD BUDGET VARIANCE REPORT
BUDGET
VALUE
FY2018-2019
ACTUAL
VALUE
FY2018-2019
VARIANCE $ VARIANCE %
INCOME
commission 77500 77500 - 0
Direct wages 220000 200000 -20000 -9
sales 3100000 310000 - 0
Total income 3397500 3377500 -20000 -0.5
EXPENSES
Accounting fee 24000 20000 -4000 -16
Legal fee 6000 5000 -1000 -16
Bank charges 2000 600 -1400 -23
Office supplies 5000 5000 - 0
Postage and
printing
4000 400 -3600 -90
Dues and
subscription
500 500 - 0
Telephone 20000 10000 -10000 -50
Repair and
maintenance
38750 38750 - 0
Payroll tax 40000 25000 -15000 -37
Advertising 400000 200000 -200000 -50
Super annulation 45000 45000 - 0
Wages and
salaries
500000 500000 - 0
Staff amenities 20000 20000 - 0
Electricity 40000 40000 - 0
Insurance 100000 100000 - 0
Rates 100000 100000 - 0
Rent 200000 200000 - 0
Water 30000 30000 - 0
Waste removal 50000 50000 - 0
TOTAL
EXPENSE
1625250 1390250 -235000 -14
CLOSING
BALANCE
1772250 1987250 215000 12
Facilitator Guide BSBFIM501_Marking Guide_Task 3
Page 35 of 40
Variance Report
The sales variance is adverse due to changes in economic climate. This resulted in decline in sales
of business during the year by 20%. The change in sales volume also resulted inn decline in direct
cost of sales by 20%. The commission on sales was negotiated with the sales team members to be
2. % on sales instead of 2% which resulted in no decline even after decrease in sales. The direct
wages reduced by 50% resulting in favorable variance since the 50% direct labor was short term
contractors which were no longer needed for the business. Due to decrease in sales by 20% the
gross profit also declined but the rate of decline was less which is 17.95%. The general and
administration expenses reduced by 50% which is an advantage for the business. The employee
expenses increased substantially since the full time workers and sales personnel were involved in
time wasting and also distracted other contracted employees. The objectives of training and
incentive program were not achieved.
There were no variations in the marketing cost since the advertisement expense is the fixed cost.
The occupancy costs increased since less attention was paid by the employees towards the
reduction in cost of wastage, raw material, water, electricity and paper. He employees feel
dissatisfied due to lack of participation in decision making for budget. The net profit declined
substantially by 45% however the projected profits could be reduced only up to 10%. Thus
managers will have to adopt effective measures to improve efficiency and reduce costs.
Task B
Revised contingency plan
Contingency Plan
Company name: Big Red Bicycle Pty Ltd
Person developing the plan:
Name : Tom Copeland Position: Managing Director
Risk identified: Profit for FY more than 10% less than budgeted
Strategies/activities to minimize the risk By when By whom
Produce quarterly variance reports to identify income/
expenditure and profit shortfalls over 10%.
Q2 PR
Implement sales training/coaching. Q2 PR
Introduce customer reward program to increase sales Q2 PR
Participation of employees in budgetary decision making Q2 PR
Increase attention towards wastage, water and electricity,
paper and raw materials
Q2 PR
Facilitator Guide BSBFIM501_Marking Guide_Task 3
Page 36 of 40
Modified contingency implementation plan
Risk identified: Profit for FY more than 10% less than budgeted
Activity
Monitoring activity and
date
Person/s
Monitor variance. Completion of
variance report: Q2.
PR
Analysis of report to identify
issues.
Management report:
Q2.
PR
Email to warn employees of risk
to jobs.
Monitoring of
variance report
results: Q4.
PR
Email to announce rise of
commission from 2% to 2.5%.
Monitoring of
variance report
results: Q3.
PR
Email to inform employees that
overtime will no longer be
approved.
Monitoring of
variance report
results: Q3.
PR
Email to inform employees of
mandatory sales skills training:
set program.
Monitoring of
variance report
results: Q3.
PR
Emails to customers and
employees about the consumer
reward program
Monitoring of
variance report
results: Q4.
PR
Voluntary training conducted. Monitoring of
variance report
results: Q3.
PR
Modifying procedures to reduce
occupancy costs
Monitoring of
variance report
results: Q3.
PR
Facilitator Guide BSBFIM501_Marking Guide_Task 3
Page 37 of 40
Marking Guide
Assessment Task 3: Monitor and control finances
Candidate’s name Phone no.
Assessor’s name Phone no.
Assessment site
Assessment date/s Time/s
Outcomes
Did the candidate:
Satisfactory
Yes No
Submit a budget spreadsheet?
Clarify budget/financial plans and negotiate changes?
Consider feedback from team members?
Describe the effects of a 10% variance in profit projections, and
techniques to manage the variance?
Submit a budget variation report?
Submit a modified contingency plan and implementation plan?
Complete assessment within agreed deadline?
Facilitator Guide BSBFIM501_Marking Guide_Task 3
Page 38 of 40
Performance indicators
Did the candidate:
Satisfactory
Yes No
Implement processes to monitor actual expenditure and to control costs
across the work team?
● Candidate should develop a budget spreadsheet to capture
information as per scenario. To view sample of columns required
and formulae, see BSBFIM501_AT3_VarR_assessor_sample.
Monitor expenditure and costs on an agreed cyclical basis to identify cost
variations and expenditure overruns?
● Spreadsheet must contain columns for each of four quarters of the
financial year as per scenario requirements.
Implement, monitor and modify contingency plans as required to maintain
financial objectives?
Candidate produces modified contingency plan and implementation plan
to include most of (or similar):
● reduce contract employees by 50%
● remove unnecessary changes to overtime policy
● make training or coaching a regular activity
● make training or coaching consultative to receive views before
implementation
● make training/coaching relevant to actual need
● ensure communication is positive and stresses incentives; reduce
use of email for negative messages
● introduce consultative program to gather employee views on
reducing waste and increasing efficiency
● ensure communication includes opportunity for feedback and
underscores team member’s role in the strategic aims of company.
Facilitator Guide BSBFIM501_Marking Guide_Task 3
Page 39 of 40
Did the candidate:
Satisfactory
Yes No
Report on budget and expenditure in accordance with organizational
protocols?
● Candidate should produce a variance report to satisfy scenario and
organizational needs. See
BSBFIM501_AT3_VarR_assessor_sample for example report.
● Report must conform to organizational requirements in policies and
procedures:
○ title
○ name
○ Time period.
Comments/feedback to candidate
Outcome: Successful Unsuccessful
Assessor name:
Assessor signature:
Unit Feedback BSBFIM501 Manage budgets and financial plans
Page 40 of 40
Please help us to improve our services to you. We would appreciate your honest feedback on the training provided
for this unit.
Thinking about your experience while participating in the training for this unit, please read the following statements
and tick one response only.
Trainer name
Date started Site
Learner name
Disagree Unsure Agree Not applicable
You were provided with clear information regarding accessing classes.    
The methods of presentation were engaging and effective.    
There is a good balance between theory and practice.    
Your trainer provided opportunities for you to ask questions and
participate during class.
   
You had access to individual assistance.    
Assessment tasks required you to demonstrate what you learned.    
I received useful feedback on my assessments.    
The unit resources were useful and easy to understand.    
The facilities and online resources if needed for this unit were
adequate.
   
The knowledge and skills you have learned will assist you in your
career.
   
You are satisfied with the quality of this training.    
If you ticked “Disagree” for any questions above, could you please provide an explanation?
What did you find most challenging about studying this unit? Please specify.
Do you have any suggestions on how we could improve this unit

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432678614 done-bsbfim501-assessment-tasks-workbook2

  • 1. Page 1 of 40 ASSESSMENT SUMMARY / COVER SHEET This form is to be completed by the assessor and used as a final record of student competency. All student submissions including any associated checklists are to be attached to this cover sheet before placing on the students file. Student results are not to be entered onto the Student Management Database unless all relevant paperwork is completed and attached to this form. Student Name: Student ID No: Completion Date: Unit Code: BSBFIM501 Unit Title: Manage budgets and financial plans Please attach the following documentation to this form Result S = Satisfactory NS = Not Satisfactory NA = Not Assessed Reassessment S = Satisfactory NS = Not Satisfactory NA = Not Assessed Assessment Task 1  Plan financial management approaches S | NS | NA S | NS | NA Assessment Task 2  Implement financial management approaches S | NS | NA S | NS | NA Assessment Task 3  Monitor and control finances S | NS | NA S | NS | NA Final Assessment Result for this unit C / NYC Assessor Comments and Feedback to student: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Student Declaration declare that this assessment is my own work based on personal study and research and not plagiarised or copied from another student’s work or source. I am also aware of my appeal rights. Name: ____________________________ Signature: ____________________________ Date: ____/_____/_____ Assessor Declaration declare that I have conducted a fair, valid, reliable and flexible assessment with this student. I have provided appropriate feedback and advised the student of their result. Name: ____________________________ Signature: ____________________________ Date: ____/_____/_____ Administrative use only Entered onto Student Management Database ________________ Date Initials
  • 2. Assessment Task 1 BSBFIM501 Manage budgets and financial plans Page 2 of 40 Plan financial management approaches Submission details The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective The candidate will demonstrate the ability to plan financial management approaches. Assessment description In response to the scenario provided, you will clarify budget plans with your manager and negotiate changes to the budget. You will then identify and analyze a risk to the budget and prepare a contingency plan to prevent or minimize the risk. Procedure 1. Read the scenario provided in Appendix 1 to this assessment task and tasks A and B. 2. Prepare to meet with your manager (assessor) to clarify budget and negotiate changes: a. identify areas of the budget that are not achievable, inaccurate or unclear b. prepare to negotiate necessary changes to the budget 3. Set up a time with your manager to meet. Meet with your manager (assessor) to clarify budget and negotiate changes: a. identify at least two issues for clarification b. negotiate at least two changes c. include discussion of basic accounting principles d. refer to relevant legislation and ATO requirements e. refer to principles and techniques of managing budget items f. Take and keep notes of agreed changes. 4. Use the template provided in Appendix 3 to this assessment task to prepare a contingency plan document for persistent risks after budget changes 5. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of all work submitted for your records.
  • 3. Assessment Task 1 BSBFIM501 Manage budgets and financial plans Page 3 of 40 Specifications You must: ● meet with your assessor to clarify budget and negotiate changes ● provide a contingency plan ● Submit your notes. Your assessor will be looking for: ● numeracy skills to read and understand a budget and negotiate budget re-allocations ● knowledge of basic accounting principles to identify and use account balances ● knowledge organisational requirements related to financial management such as contained in organisational policies and procedures ● Knowledge of principles and techniques involved in budgeting. Appendix 1 –Scenario Big Red Bicycle Pty Ltd is a bicycle manufacturer based in Bendigo, Victoria. The company produces bicycles which it sells to retailers in the domestic Australian market. The senior management structure of the company appears below. Person Position Michelle Yeo Chief Executive Officer (CEO) Tom Copeland Managing Director John Black Chief Financial Officer (CFO) Stuart LaRoux Operations General Manager Pat Roberts Senior Accountant Sam Gellar Sales General Manager Charles Pierce Production Manager Holly Burke HR Manager According to company strategic plans, the company aims to achieve a net profit before tax of $1,000,000. The chief risks to this goal are: ● poor sales due to economic downturn ● Increases in expenses such as wage expenses.
  • 4. Assessment Task 1 BSBFIM501 Manage budgets and financial plans Page 4 of 40 In addition to Australian operations, the company is considering manufacturing overseas to take advantage of reduced costs. The company is also considering diversifying its product range to reduce exposure to poor sales of one product. Role You are the manager of Sales Centre A, based in Adelaide. The Centre has achieved great success over the last year and consistently outsells other sales centers. In fact, due to the large number of accounts managed by your sales team and larger staff, your Centre is expected to sell as much volume as the other two sales centers put together. Naturally, you expect cost allocations to reflect the both the needs and importance to the business of Cost Centre A. Task A The Sales General Manager, Sam Gellar, has asked you to review the master budget and cost Centre budgets prepared by the Senior Accountant. She would like you to meet with her to discuss the whether the budget projections are achievable, accurate, understandable and fair. She would like you to look closely at the budget for your cost Centre, note any changes you think are necessary, develop an argument for the changes and negotiate those changes with her. Information you are aware of includes: ● Sales in the first quarter (Q1), third quarter (Q3), and the fourth quarter (Q4) are generally 30% less than the second quarter (Q2). ● Sales in Q2 depend on completion of 90% of repair and maintenance. ● Sales for Q2 have been estimated to be $1,000,000. ● Commission negotiated with members of the sales team is now at 2.5%. Task B It has come to the attention of the Managing Director, Tom Copeland, that due to the current economic climate, sales volume may be 20% below target this financial year. Tom is worried that this may severely impact profit projections. The company can accept as much as a 10% variance in profit projections; however, more than this could severely affect the company’s ability to pay obligations and invest. Reliable data to determine whether the risk has eventuated should be available by mid Q2, when sales data for the company’s product are in. As a special project, the Managing Director has asked you to perform a risk assessment and develop a contingency plan to manage the risk of sales falling 20%. As per organizational policy you should use the contingency plan template provided.
  • 5. Assessment Task 1 BSBFIM501 Manage budgets and financial plans Page 5 of 40 Appendix 2 – Budgeting and finance policy Budget preparations ● The business plan will set the key parameters for all financial budgeting. ● Variations to the business plan must be approved by the CEO and senior management strategic committee. ● Prior period results are to be analysed to identify the profit level of cost centres, identify correlations between financial statistics and to set key performance indicators and benchmarks for future budgets. ● The budget planning committee will meet prior to budgets being developed and agree on budget parameters. The committee will consist of all department managers plus the CEO and CFO. ● A CAPEX budget will be developed from the approved business plan. ● A detailed sales budget must be completed before completing the profit budget for the year. ● A cash flow budget covering the first three months will be prepared after the profit budget is completed. ● A master budget including profit projections will be completed from which cost centre allocations will be made. ● Budget notes that contain all the assumptions used in the budgets should accompany the master budget or be made available as a separate document. Where possible, the notes should justify the basis on which the estimates were made. ● Overheads (non-direct expenses) will be apportioned across the cost centres equally. Exceptions need to be negotiated with relevant authorities. ● All expenses and income will be spread equally throughout the year unless otherwise required by business needs or business environment. ● The financial cycle for budgeting purposes will be yearly ending 30 June. Financial delegations ● Each manager is responsible for achieving the revenue budgets agreed to by the budget committee. ● Each manager is responsible to approve, by signing the necessary paperwork, all expenditures that fall within their area of responsibility. ● Expenditures must be within the budget guidelines for the individual departments. Format for budgets and reports All budgets must include the following details: ● name of the person who prepared it ● cost Centre (if applicable) ● name of the budget/report, i.e. sales, expenses, CAPEX, cash flow, budget variation report ● Period of the budget.
  • 6. Assessment Task 1 BSBFIM501 Manage budgets and financial plans Page 6 of 40 Appendix 3 – Budgets and templates Master budget with profit projections Big Red Bicycle Pty Ltd Master Budget FY 2011/2012 FY Q1 Q2 Q3 Q4 REVENUE Commissions (2% sales) 60,000 15,000 15,000 15,000 15,000 Direct wages fixed 200,000 50,000 50,000 50,000 50,000 Sales 3,000,000 750,000 750,000 750,000 750,000 Cost of Goods Sold 400,000 100,000 100,000 100,000 100,000 Gross Profit 2,340,000 585,000 585,000 585,000 585,000 EXPENSES General & Administrative Expenses Accounting fees 20,000 5,000 5,000 5,000 5,000 Legal fees 5,000 1,250 1,250 1,250 1,250 Bank charges 600 150 150 150 150 Office supplies 5,000 1,250 1,250 1,250 1,250 Postage &printing 400 100 100 100 100 Dues & subscriptions 500 125 125 125 125 Telephone 10,000 2,500 2,500 2,500 2,500 Repairs & maintenance 50,000 12,500 12,500 12,500 12,500 Payroll tax 25,000 6,250 6,250 6,250 6,250 Marketing Expenses Advertising 200,000 50,000 50,000 50,000 50,000 Employment Expenses Superannuation 45,000 11,250 11,250 11,250 11,250 Wages &salaries 500,000 125,000 125,000 125,000 125,000 Staff amenities 20,000 5,000 5,000 5,000 5,000 Occupancy Costs Electricity 40,000 10,000 10,000 10,000 10,000 Insurance 100,000 25,000 25,000 25,000 25,000 Rates 100,000 25,000 25,000 25,000 25,000 Rent 200,000 50,000 50,000 50,000 50,000 Water 30,000 7,500 7,500 7,500 7,500 Waste removal 50,000 12,500 12,500 12,500 12,500 TOTAL EXPENSES 1,401,500 350,375 350,375 350,375 350,375 NET PROFIT (BEFORE INTEREST & TAX) 938,500 234,625 234,625 234,625 234,625 Income Tax Expense (25%Net) 234,625 58,656 58,656 58,656 58,656 NET PROFIT AFTER TAX 703,875 175,969 175,969 175,969 175,969
  • 7. Assessment Task 1 BSBFIM501 Manage budgets and financial plans Page 7 of 40 Sales cost Centre expense budget Sales Centre A Sales Centre B Sales Centre C Commissions $20,000 $20,000 $20,000 Wages $100,000 $100,000 $100,000 Telephone $3,000 $3,000 $3,000 Office supplies $1,000 $1,000 $1,000 Contingency plan template Contingency Plan Company name: Big Red Bicycle Pty Ltd Person developing the plan: Name: Position: Risk identified: Strategies/activities to minimize the risk By when By whom
  • 8. Your answers for task 1: BSBFIM501 Manage budgets and financial plans Page 8 of 40 Answers for task 1: Assessment Task 1: Financial Management approaches Task A Meeting with manager Dear Sam Gellar As asked by you I reviewed the master budget of the company for the year ending 30 June 2012 and cost Centre budgets prepared by senior accountant in accordance with the budget preparation policies of the company. During the review I identified some areas which are unclear, inaccurate and not achievable. I want to discuss the following issues: Issues for clarification:- 1. The budget preparation policies of the company require the cost allocation equally to all cost centers but they also allow exception after negotiations with authorities and approval of CEO. In the cost Centre budget the expenses have been allocated equally but the sales at cost Centre A are generally more than the total sales of other two sales centers. According to the fundamental accounting principle of prudence the cost allocation shall be made on a fair basis for the cost centers according to their sales. 2. It is estimated that the sales of Q2 are likely to be $1,000,000 whereas the sales of remaining three quarters are generally 30% less than the sales in Q2. As per the ATO legislation and accounting principles, the accounting shall be done on the accrual basis i.e. accounting transactions should be recorded in the accounting periods when they actually occur, rather than in the periods when there are cash flows associated with them. This is the foundation of the accrual basis of accounting. It is important for the construction of financial statements that show what actually happened in an accounting period, rather than being artificially delayed or accelerated by the associated cash flows. And therefore the projected sales for each quarter shall be allocated accordingly. The sales in the master budget have been allocated equally to all the four quarters. 3. The commission on sales is negotiated with the sales team members to be 2/5 =5 of sales but the commission in the master budget are included @2% of sales. 4. The format of presentation of elements of gross profit is not proper. Changes required to be negotiated In accordance with the above mentioned issues and for the compliance of accounting policies and legislative requirements he following changes are required to made in the master budget and cost Centre budget prepared by the senior accountant: 1. The expenses to the cost Centre A, B and C shall be apportioned in the ratio of 2:1:1 rather than allocating equally. 2. The projected sales of Q2 shall be $1,000,000 and the remaining sales of 2,000,000 shall be allocated equally to Q1, Q3 and Q4. 3. The commission on sales shall be provided @2.5%.
  • 9. Your answers for task 1: BSBFIM501 Manage budgets and financial plans Page 9 of 40 4. The presentation of items shall be properly made for calculation of gross profit. Revenues shall be presented at beginning from which cost of goods sold commission and direct expenses shall be deducted to arrive at the gross profit. If you agree with the above changes required to be made in the budgets the proposal could be made to the CEO for approval. Task B Contingency Plan Company name: Big Red Bicycle Pty Ltd Person developing the plan: Name: Tom Copeland Position: Managing Director Risk identified: ● Sales volume is likely to be 20% less than the target for the financial year ● 10% variation in projected profit for the year ● Adverse effect on liquidity resulting in difficulty to pay obligations and invest in the business operations Strategies/activities to minimize the risk By when By whom Effective marketing and advertising to increase the product demand By the end of Q1 Operations general manager/ Marketing Manager Customize the products in accordance with customer needs and requirements to increase sales volume through increased customer base At the beginning of production processes Production Manager Increase in productivity of workers to reduce wage expenses and increase the profits By the end of Q1 Production Manager/HR Manager Effective management of working capital to manage funds within the business operations and pay short term obligations. At the beginning of Q1 Operations General Manager/ Finance manager Develop effective financial management plan on the basis of cash budget to make arrangements for procurement of funds for business. By the end of 1 month Senior Accountant/ Finance Manager/ CFO
  • 10. Your answers for task 1: BSBFIM501 Manage budgets and financial plans Page 10 of 40 Notes:-  Effective marketing  Customization of products  Increase in productivity  Effective management  Budgeting
  • 11. Your answers for task 1: BSBFIM501 Manage budgets and financial plans Page 11 of 40
  • 12. Facilitator Guide BSBFIM501 _Marking Guide_Task 1 Page 12 of 40 Marking Guide Assessment Task 1: Plan financial management approaches Candidate’s name Phone no. Assessor’s name Phone no. Assessment site Assessment date/s Time/s Outcomes Did the candidate: Satisfactory Yes No Meet to clarify budget and negotiate changes? Submit a contingency plan? Submit notes? Complete assessment within agreed deadline?
  • 13. Facilitator Guide BSBFIM501 _Marking Guide_Task 1 Page 13 of 40 Performance indicators Did the candidate: Satisfactory Yes No Clarify budget/financial plans with relevant personnel within the organization to ensure that documented outcomes are achievable, accurate and comprehensible? Candidate should discuss at least two of the following: ● discrepancy between profit company profit goals and budget projections (income and expenditure) ● discrepancy between commissions negotiated and in budget ● sales spread too evenly over the year to be accurate ● Budget for repairs and maintenance not realistic considering need. Discussions are in line with basic accounting principles. Discussions refer to techniques, such as profit and loss statements. Describe basic accounting principles? For example: ● while discussion budget projections ● While coaching in role-play. Refer to relevant legislation and ATO requirements, such as Business Activity Statements (BAS)? Identify and explain the relevant legislation and current requirements of the ATO, including GST? For example: ● in discussion with assessor ● While coaching in role-play. Explain the key requirements for financial recordkeeping and auditing? Describe the principles and techniques involved in managing: budgeting, cash flows, electronic spreadsheets, GST, ledgers and financial statements, profit and loss statements?
  • 14. Facilitator Guide BSBFIM501 _Marking Guide_Task 1 Page 14 of 40 Did the candidate: Satisfactory Yes No Negotiate any changes required to be made to budget/financial plans with relevant personnel within the organization? Candidate should negotiate at least two of the following: ● more commission allotted to Sales Centre A ● more wages allotted to Sales Centre A ● more telephone expense, etc. allotted to Sales Centre A. Prepare contingency plans in the event that initial plans need to be varied? Candidate should develop contingency plan with at least two of the following: ● restructuring or renegotiating wages ● diversification of product range ● exploring overseas options for manufacturing and new markets unaffected by domestic downturn ● increasing sales through marketing ● reducing wastage ● seeking funding to finance investment put at risk by poor profits. Contingency plan should include completion of tasks required for implementation by Q2. Contingency plan should include person accountable.
  • 15. Facilitator Guide BSBFIM501 _Marking Guide_Task 1 Page 15 of 40 Comments/feedback to candidate Outcome: Successful Unsuccessful Assessor name: Assessor signature:
  • 16. Assessment Task 2 BSBFIM501 Manage budgets and financial plans Page 16 of 40 Implement financial management approaches Submission details The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective The candidate will demonstrate the ability to implement financial management approaches. Assessment description In response to the scenario provided, you will access and communicate details of budget to a team member (assessor). You will then support the team member to perform their required role with respect to software resources and systems. This assessment adds to the assessment one and introduces the use of spread sheets and excel. Procedure 1. Read the scenario provided in Appendix 1 to this assessment task and tasks A and B. 2. Prepare to meet with your team member(assessor) to communicate budget and then coach and train them in new role: a. access required budget information from assessor b. Determine organisational needs. Consider describing how a budget is used to monitor work performance, variation and team/division outputs. c. Identify coaching/training needs of team member. d. plan coaching/training session: i. Outcome: team member produces spreadsheet to meet management requirements. Consider why organisations need accurate and timely financial information. ii. Include activities/elements to instruct, practice, test, motivation techniques to help aid the team understand the importance of change and new measurement for the budget.
  • 17. Assessment Task 2 BSBFIM501 Manage budgets and financial plans Page 17 of 40 iii. keep notes of your conversation with your assessor and write a summary of them on one page. e. Set up a time with your team member to have a coaching/training session. 3. Meet with your team member (assessor) to coach them in role: a. Explain budget and relevance to team member’s accountabilities b. Use appropriate coaching techniques or models such as GROW c. Use appropriate motivational theory d. Train learner in required spreadsheet techniques, include elements of instruction, practice and testing/feedback e. Include recordkeeping requirements for Australian Taxation Office (ATO) and auditing purposes, for items such as petty cash, and GST. 4. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of all work submitted for your records. Specifications You must: ● meet with your assessor to role-play support of team memberapprox tens ● submit coaching/training plan for the team of the organisation. Your assessor will be looking for: ● numeracy skills to read and understand a budget and to communicate a budget ● technology skills to use software associated with financial recordkeeping ● knowledge of basic accounting principles to identify and use account balances in communication and training ● knowledge of organisational requirements related to financial management, such as those contained in organisational policies and procedures ● requirements for organisational recordkeeping and auditing with respect to petty cash ● knowledge of principles and techniques involved in budgeting and electronic spreadsheets. Appendix 1 – Scenario Big Red Bicycle Pty Ltd is a bicycle manufacturer based in Bendigo, Victoria. The company produces bicycles which it sells to retailers for on-sale in the domestic Australian market. The senior management structure of the company appears below:
  • 18. Assessment Task 2 BSBFIM501 Manage budgets and financial plans Page 18 of 40 Person Position Michelle Yeo Chief Executive Officer (CEO) Tom Copeland Managing Director John Black Chief Financial Officer (CFO) Stuart LaRoux Operations General Manager Pat Roberts Senior Accountant Sam Gellar Sales General Manager Charles Pierce Production Manager Holly Burke HR Manager According to company strategic plans, the company aims to achieve a net profit before tax of $1,000,000. The chief risks to this goal are: ● poor sales due to economic downturn ● Increases in expenses such as wage expenses. In addition to Australian operations, the company is considering manufacturing overseas to take advantage of reduced costs. The company is also considering diversifying its product range to reduce exposure to poor sales of one product. Role You are the manager of Sales Team A. You manage a small team of sales team members. Your duties include accessing budget information for your team, explaining relevant aspects of budgets and features of budget documents to your team, and supporting team members to achieve performance goals. Task A You have determined that you will need to access budget information from the Senior Accountant to explain to your team. You will explain the overall financial objective of the business, provide an overview of the budget and explain how the budget translates to expense allocations for the team. Task B You have determined that one team member, Bill Goodale, will be responsible for tracking expenses and petty cash throughout the financial year. To meet organisational needs, this duty will need to be performed in accordance with policies and procedures.
  • 19. Assessment Task 2 BSBFIM501 Manage budgets and financial plans Page 19 of 40 You have determined that expenses will need to be divided equally and tracked by quarter. Bill will need to develop a spreadsheet to keep track of actual expenditure by account. To help control expenses, the spreadsheet will need to provide an ongoing tally of expense by account. Bill’s skills include basic accounting. Bill needs to be informed of Big Red Bicycle policies and procedures for petty cash. Bill is familiar with Microsoft Excel but does not know how to use formula and functions to sum columns or rows of figures. Consider part of this process is the way organisations maintain business records. Think about computer based systems like excel that can be used effectively instead of the manual system The spreadsheet used is important and what sort of training is required to help the team members as if not used correctly there may be underlying errors that affect the accuracy of the accounts. Think why organisations need correct and timely information.
  • 20. Assessment Task 2 BSBFIM501 Manage budgets and financial plans Page 20 of 40 Appendix 2 – Financial policies and procedures Expense reimbursement Purpose of the policy To detail procedures to be followed in relation to expense reimbursement of expenses that have been incurred on behalf of the organisation. The policy Big Red Bicycle will reimburse staff for reasonable and authorised expenses that have been incurred by them on behalf of the organisation or in the course of conducting Big Red Bicycle business. Procedure 1. Staff will not be reimbursed in the following circumstances: a. any late payment penalties, e.g. overdue interest on credit cards b. expenses that are usually recovered from a third party c. penalties and fines, e.g. parking, traffic d. those claims that should have been made using the purchase order system e. those expense claims made by staff as a tax deduction f. those expenses that were not made for business purposes. 2. Travel expenses claims: a. insurance for trip cancellation will be reimbursed b. mileage allowance will be given for the use of a staff member’s vehicle when used for work- related travel c. personal stopovers or indirect routes will not be reimbursed d. travel reimbursement is provided for the most direct and economical mode of travel available; circumstances will be considered on a ‘case-by-case’ basis. 3. Accommodation expenses: a. reimbursement will cover moderate accommodation expenses; circumstances will be considered on a ‘case-by-case’ basis b. items of a personal nature that are charged to a hotel account will not be reimbursed.
  • 21. Assessment Task 2 BSBFIM501 Manage budgets and financial plans Page 21 of 40 4. Employee’s own meals: a. employees on Big Red Bicycle business will be reimbursed for any reasonable and appropriate meal expenses. 5. All relevant and original source documents must be attached to the Expense Reimbursement Form. A statutory declaration may be required where these original documents are not provided. 6. Appropriate advance payments may be authorised. 7. Employees have authority to approve expenses up to the amount detailed in their individual job description. Any expenditure claims above the level prescribed must be forwarded to supervisors for approval. 8. Employees incurring authorised expenditure must submit their reimbursement requests on a signed Expense Reimbursement Form. 9. Source documents (including tickets, receipts, vouchers, invoices) must be kept for all purchases and expenses claims. 10. The CFO will use discretion to reimburse reasonable but unauthorised expenses. 11. Those claims that have not been adequately prepared, have not been duly authorised, or are lacking in original documentation, will be returned to the employee with reasons that outline why the claim has not been processed. Petty cash Purpose of the policy To detail procedures to be followed in relation to tracking petty cash expenditure. The policy Big Red Bicycle maintains a petty cash system to allow authorised personnel to pay for small expenditures in connection with business activity. Procedure 1. One team member is authorised to disburse petty cash with one alternate in case of sickness or emergency. 2. Petty cash is to be kept secure, locked in safe. 3. Receipts for cash must be issued. 4. Receipts must be reconciled at the close of each business day. 5. Amounts over $800 must be banked. 6. Petty cash expense will be recorded as miscellaneous expense.
  • 22. Your answers for task2 BSBFIM501 Manage budgets and financial plans Page 22 of 40 Answers for task 2: Assessment Task 2: Implement financial management approaches Task A Explanation of budget information The budget is being prepared for the company in accordance with the business plan which relates to establishing major parameters for all the financial requirements (Kung et al, 2013). The benchmarks for the budgets will be determined on the basis of comparison of results of previous periods with current profit level of cost centres and using financial statistics to identify the correlations. Functional objectives of business – The functional objectives of the budget will include preparation of CAPEX budget on the basis of strategic plan of business. His sales budget will be prepared before the profit budget. After the profit budget is prepared the cash flow budget will be prepared for the first three months. After this the master budget will be prepared including the projection of profit and on this basis the allocation of expenses to the cost centres will be made. The overheads are to be apportioned equally unless exceptions are negotiated and approved. The expenses and incomes are divided equally unless the business situations require otherwise. The financial cycle will be one year which ends on 30 June. Budget overview – The budget is prepared for the financial year ending 30 June 2012 and the bifurcation of incomes and expenses has been for all the four quarters equally. The expenses are classified as general and administration expenses, marketing expenses, employment expenses and occupancy costs. The sakes cost centre expense budget has also been prepared which includes bifurcation of commission, wages, and telephone and office supplies equally to all the cost centres (Ferry et al, 2014). Expenses allocation Expense reimbursement policy – This policy relates to reimbursement of expenses which are reasonable and authorised for conducting the Red Cycle business incurred by employees, The expenses for which staff will not be reimbursed are specifically provided. The details of clams to be made for travel expenses, accommodation expenses and employee’s own meals have also been provided. A signed Expense Reimbursement Form has to be submitted with the relevant documents attached. Petty Cash Policy – This policy relates to procedures for tracking the petty cash expenses under which the authorisedbusiness persons could make small business payments. The disbursement of petty cash is made by one team member with one alternate for emergency. The cash is locked in safe and secured. All the receipts are issued for cash and are reconciled at the end of the day. The amounts of cash receipts exceeding 800 are deposited into bank. The expenses are recorded as miscellaneous expenses.
  • 23. Your answers for task2 BSBFIM501 Manage budgets and financial plans Page 23 of 40 Task B Training needs Bill Good ale who is one of the team members is required to keep tracking of petty cash and expenses throughout the financial year. In order to keep the track record of actual expenditure incurred for different accounts he will help to develop the spread sheet. Bill possesses good accounting skills but he needs to learn about the policies and procedures of company for petty cash. Apart from this he will also be required to learn how to use formulas ad functions in Microsoft Excel. Procedures to be followed In order to update and improve his skills Bill shall adopt the GROW model of training. This model includes four components which are as follows: 1. Goal 2. Current Reality 3. Options or obstacles 4. Will or way forward The goals to be achieved shall be determined first which include learning the formulas and functions in excel and understand organizational policies of expense reimbursement and tracking of petty cash. After this the goals are to be compared with the current situation of reality. The options shall be explored to achieve the goals and at last stage the ways shall be adopted to learn the processes (Pascanu et al, 2013). Spread sheet techniques The spread sheet techniques will include the formulas of calculating sum of many columns or rows, using variance function and statistical functions to calculate the deviations of petty cash expenses and tracking actual expenses by each account. Record keeping requirements The organizational policies require keeping records for all the budget variation and deviations of expenses reimbursements with the actual expenses. The tracking of petty cash shall be recorded properly and regularly. Bill will have to maintain proper records of petty cash in the petty cash register. The documents required by ATO and for GST compliance will have to be kept with tax returns.
  • 24. Facilitator Guide BSBFIM50 1_Marking Guide_Task 2 Page 24 of 40 Marking Guide Assessment Task 2: Implement financial management approaches Candidate’s name Phone no. Assessor’s name Phone no. Assessment site Assessment date/s Time/s Outcomes Did the candidate: Satisfactory Yes No Role-play support of team member? Submit copy of coaching/training plan? Complete assessment within agreed deadline? Performance indicators Did the candidate: Satisfactory Yes No Access budget/financial plans for the work team? Candidate must: ● access budget spreadsheet from assessor. Disseminate relevant details of the agreed budget/financial plans to team members? Candidate must: explain budget and explain relevance to team member’s (assessor’s) accountabilities.
  • 25. Facilitator Guide BSBFIM50 1_Marking Guide_Task 2 Page 25 of 40 Did the candidate: Satisfactory Yes No Provide support to ensure that team members can competently perform required roles associated with the management of finances? Candidate must: ● develop a plan for explaining petty cash duties to team member and training team member to develop an appropriate spreadsheet to track expense; plan should contain activities to motivate team member ● deliver coaching/training to team member: ○ training must include elements of instruction, practise and feedback ○ coaching should be positive and motivational ○ coaching should be collaborative (candidate should allow input from learner) ● explain budgeting elements and activities ● explain modifications to a financial contingency plan ● demonstrate how to monitor expenditure and control costs ● describe basic accounting principles, ATO legislation and GST ● explain key requirements of financial recordkeeping describe principles and techniques of managing a budget and electronic spreadsheet. Determine and access resources and systems to manage financial management processes within the work team? Candidate must: ● set and communicate accountabilities assist team member to develop spreadsheet to meet management requirements (see BSBFIM501_AT2_Budget_for_Team_sample for possible outcome).
  • 26. Facilitator Guide BSBFIM50 1_Marking Guide_Task 2 Page 26 of 40 Comments/feedback to candidate Outcome: Successful Unsuccessful Assessor name: Assessor signature:
  • 27. Assessment Task 3 BSBFIM501 Manage budgets and financial plans Page 27 of 40 Monitor and control finances Submission details The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See specifications below for details. Performance objective The candidate will demonstrate the ability to monitor and control finances. Assessment description In response to the scenario provided, you will create a simple spreadsheet budget to capture monitoring information. Using information provided to you by your assessor, you will then use the budget spreadsheet to produce a report on expenditure in accordance with organisational policies and procedures. You will also modify a contingency plan. Procedure 1. Read through the scenario provided in Appendix 1 to this assessment task and tasks A and B. 2. Design and develop a spreadsheet to capture budgeted and actual figures to produce a variance report. 3. Access actual budget figures from relevant managers and accounting systems (assessor). 4. Monitor and record actual figures. 5. Consider feedback from team members. 6. Produce a variance report as per organisational requirements. 7. Consider the scenario information and contingency plan provided and analyse the variance report. 8. Modify the contingency and implementation plans provided in the scenario to improve effectiveness. 9. Submit all documents required in the specifications below to your assessor. Ensure you keep a copy of all work submitted for your records.
  • 28. Assessment Task 3 BSBFIM501 Manage budgets and financial plans Page 28 of 40 Specifications You must provide: ● a budget variance report ● a modified contingency plan and modified implementation plan ● your notes on procedures. Your assessor will be looking for: ● numeracy skills to read and understand a budget and to produce a variance report ● technology skills to use software associated with financial recordkeeping ● knowledge of basic accounting principles to identify and use account balances ● knowledge of organisational requirements related to financial management ● knowledge of organisational requirements for records and reports ● knowledge of principles and techniques involved in budgeting, profit and loss statements, electronic spreadsheets. Appendix 1 – Scenario Big Red Bicycle Pty Ltd is a bicycle manufacturer based in Bendigo, Victoria. The company produces bicycles which it sells to retailers in the domestic Australian market. The senior management structure of the company appears below. Person Position Michelle Yeo Chief Executive Officer (CEO) Tom Copeland Managing Director John Black Chief Financial Officer (CFO) Stuart LaRoux Operations General Manager Pat Roberts Senior Accountant Sam Gellar Sales General Manager Charles Pierce Production Manager Holly Burke HR Manager
  • 29. Assessment Task 3 BSBFIM501 Manage budgets and financial plans Page 29 of 40 According to company strategic plans, the company aims to achieve a net profit before tax of $1,000,000. The chief risks to this goal are: ● poor sales due to economic downturn ● Increases in expenses such as wage expenses. In addition to Australian operations, the company is considering manufacturing overseas to take advantage of reduced costs. The company is also considering diversifying its product range to reduce exposure to poor sales of one product. Role You are the Senior Accountant at Big Red Bicycle. A major component of your role is setting budgets and monitoring budgetary performance for the organisation. Task A The Managing Director, Tom Copeland, has asked you to implement a process to monitor expenditure and income. He has asked you to prepare a spreadsheet to capture and compare actual income and expenditure to budgeted figures. Your spreadsheet must contain columns for each of the four quarters of the financial year. You are required to gather data from the relevant managers (your assessor) to complete a budget variance report. The report should conform to organisational requirements in policies and procedures and contain: ● columns to show actual account values ● absolute variance ● Percentage variance. Task B It has come to the attention of the Managing Director, Tom Copeland, that due to the current economic climate, sales volume may be 20% below target this financial year. Tom is worried that this may severely impact profit projections. The company can accept as much as a 10% variance in profit projections; however, more than this could severely affect the company’s ability to pay obligations and invest. Reliable data to determine whether the risk has eventuated should be available by midway through the second quarter (Q2), when sales data for the company’s product are in. Consider the contingency plan and the implementation plan for the contingency below. You have already implemented a portion of the contingency plan, namely the monitoring of budget performance in the variance report you have prepared. You should now analyse the report to determine the effectiveness of the contingency plan and its implementation. You have received the following feedback from team members: ● Full-time workers and sales people are resentful of time wasting and distracting contract employees. ● Overtime not used but employees resentful of suggestion it might not be approved if needed.
  • 30. Assessment Task 3 BSBFIM501 Manage budgets and financial plans Page 30 of 40 ● Training suited the needs of many sales team members but was not relevant to about half the team members. ● Sales team members were happy with the incentives program and tried hard to make sales in the third quarter (Q3); however, they were also resentful at the threatening tone of emails and soon lost enthusiasm. ● Effect of one-day training wearing off. ● Fifty percent of direct wages costs are attributable to short-term contract employees whose contracts have expired and who are no longer needed. ● Employees concerned about lack of attention paid to wastage: water; electricity: paper; raw materials. ● Employees feel left out of budgetary decision-making in general. The Managing Director would like you to submit a revised contingency plan and contingency implementation plan to bring income and expenses under more effective control.
  • 31. Assessment Task 3 BSBFIM501 Manage budgets and financial plans Page 31 of 40 Contingency plan for Task B Contingency Plan Company name: Big Red Bicycle Pty Ltd Person developing the plan: Name: Tom Copeland Position: Managing Director Risk identified: Profit for FY more than 10% less than budgeted Strategies/activities to minimize the risk By when By whom Produce quarterly variance reports to identify income/ expenditure and profit shortfalls over 10%. Q2 PR Implement sales training/coaching. Q2 PR Implement incentives program. Q2 PR Reduce overtime. Q2 PR Contingency implementation plan for Task B Risk identified: Profit for FY more than 10% less than budgeted Activity Monitoring activity and date Person/s Monitor variance. Completion of variance report: Q2. PR Analysis of report to identify issues. Management report: Q2. PR Email to warn employees of risk to jobs. Monitoring of variance report results: Q4. PR Email to announce rise of commission from 2% to 2.5%. Monitoring of variance report results: Q3. PR Email to inform employees that overtime will no longer be approved. Monitoring of variance report results: Q3. PR Email to inform employees of mandatory sales skills training: set program. Monitoring of variance report results: Q3. PR Mandatory training conducted. Monitoring of variance report results: Q3. PR
  • 32. Assessment Task 3 BSBFIM501 Manage budgets and financial plans Page 32 of 40 Appendix 2 – Budgeting and finance policy Budget preparations ● The business plan will set the key parameters for all financial budgeting. ● Variations to the business plan must be approved by the CEO and senior management strategic committee. ● Prior period results are to be analysed to identify the profit level of cost centres, identify correlations between financial statistics and to set key performance indicators and benchmarks for future budgets. ● The budget planning committee will meet prior to budgets being developed and agree on budget parameters. The committee will consist of all department managers plus the CEO and Chief Financial Officer. ● A CAPEX budget will be developed from the approved business plan. ● A detailed sales budget must be completed before completing the profit budget for the year. ● A cash-flow budget covering the first three months will be prepared after the profit budget is completed. ● A master budget including profit projections will be completed from which cost centre allocations will be made. ● Budget notes that contain all the assumptions used in the budgets should accompany the master budget or be made available on a separate document. Where possible, the notes should justify the basis on which the estimates were made. ● Overheads (non-direct expenses) will be apportioned across the cost centres equally. Exceptions need to be negotiated with relevant authorities. ● All expenses and income will be spread equally throughout the year unless otherwise required by business needs or business environment. ● The financial cycle for budgeting purposes will be yearly ending 30 June. Reporting requirements Software applications to be used in reporting: ● Environment – MS Windows. ● Accounting information system – MYOB AccountRight. ● Data analysis – Microsoft Excel 2007. Actual results will be produced monthly by the MYOB accounting system. Actual variances to budget will be produced using Excel with a report prepared for senior management for significant variances. Financial delegations ● Each manager is responsible for achieving the revenue budgets agreed to in the budget committee.
  • 33. Assessment Task 3 BSBFIM501 Manage budgets and financial plans Page 33 of 40 ● Each manager is responsible to approve, by signing the necessary paperwork, all expenditures that fall within their area of responsibility. ● Expenditures must be within the budget guidelines for the individual departments. Format for budgets and reports All budgets must include the: ● name of the person who prepared it ● cost centre (if applicable) ● name of the budget/report, i.e. sales, expenses, CAPEX, cash flow, budget variance report ● Period of the budget.
  • 34. Facilitator Guide BSBFIM501_Marking Guide_Task 3 Page 34 of 40 Answers for task 3: BIG RED BICYCLE PTY LTD BUDGET VARIANCE REPORT BUDGET VALUE FY2018-2019 ACTUAL VALUE FY2018-2019 VARIANCE $ VARIANCE % INCOME commission 77500 77500 - 0 Direct wages 220000 200000 -20000 -9 sales 3100000 310000 - 0 Total income 3397500 3377500 -20000 -0.5 EXPENSES Accounting fee 24000 20000 -4000 -16 Legal fee 6000 5000 -1000 -16 Bank charges 2000 600 -1400 -23 Office supplies 5000 5000 - 0 Postage and printing 4000 400 -3600 -90 Dues and subscription 500 500 - 0 Telephone 20000 10000 -10000 -50 Repair and maintenance 38750 38750 - 0 Payroll tax 40000 25000 -15000 -37 Advertising 400000 200000 -200000 -50 Super annulation 45000 45000 - 0 Wages and salaries 500000 500000 - 0 Staff amenities 20000 20000 - 0 Electricity 40000 40000 - 0 Insurance 100000 100000 - 0 Rates 100000 100000 - 0 Rent 200000 200000 - 0 Water 30000 30000 - 0 Waste removal 50000 50000 - 0 TOTAL EXPENSE 1625250 1390250 -235000 -14 CLOSING BALANCE 1772250 1987250 215000 12
  • 35. Facilitator Guide BSBFIM501_Marking Guide_Task 3 Page 35 of 40 Variance Report The sales variance is adverse due to changes in economic climate. This resulted in decline in sales of business during the year by 20%. The change in sales volume also resulted inn decline in direct cost of sales by 20%. The commission on sales was negotiated with the sales team members to be 2. % on sales instead of 2% which resulted in no decline even after decrease in sales. The direct wages reduced by 50% resulting in favorable variance since the 50% direct labor was short term contractors which were no longer needed for the business. Due to decrease in sales by 20% the gross profit also declined but the rate of decline was less which is 17.95%. The general and administration expenses reduced by 50% which is an advantage for the business. The employee expenses increased substantially since the full time workers and sales personnel were involved in time wasting and also distracted other contracted employees. The objectives of training and incentive program were not achieved. There were no variations in the marketing cost since the advertisement expense is the fixed cost. The occupancy costs increased since less attention was paid by the employees towards the reduction in cost of wastage, raw material, water, electricity and paper. He employees feel dissatisfied due to lack of participation in decision making for budget. The net profit declined substantially by 45% however the projected profits could be reduced only up to 10%. Thus managers will have to adopt effective measures to improve efficiency and reduce costs. Task B Revised contingency plan Contingency Plan Company name: Big Red Bicycle Pty Ltd Person developing the plan: Name : Tom Copeland Position: Managing Director Risk identified: Profit for FY more than 10% less than budgeted Strategies/activities to minimize the risk By when By whom Produce quarterly variance reports to identify income/ expenditure and profit shortfalls over 10%. Q2 PR Implement sales training/coaching. Q2 PR Introduce customer reward program to increase sales Q2 PR Participation of employees in budgetary decision making Q2 PR Increase attention towards wastage, water and electricity, paper and raw materials Q2 PR
  • 36. Facilitator Guide BSBFIM501_Marking Guide_Task 3 Page 36 of 40 Modified contingency implementation plan Risk identified: Profit for FY more than 10% less than budgeted Activity Monitoring activity and date Person/s Monitor variance. Completion of variance report: Q2. PR Analysis of report to identify issues. Management report: Q2. PR Email to warn employees of risk to jobs. Monitoring of variance report results: Q4. PR Email to announce rise of commission from 2% to 2.5%. Monitoring of variance report results: Q3. PR Email to inform employees that overtime will no longer be approved. Monitoring of variance report results: Q3. PR Email to inform employees of mandatory sales skills training: set program. Monitoring of variance report results: Q3. PR Emails to customers and employees about the consumer reward program Monitoring of variance report results: Q4. PR Voluntary training conducted. Monitoring of variance report results: Q3. PR Modifying procedures to reduce occupancy costs Monitoring of variance report results: Q3. PR
  • 37. Facilitator Guide BSBFIM501_Marking Guide_Task 3 Page 37 of 40 Marking Guide Assessment Task 3: Monitor and control finances Candidate’s name Phone no. Assessor’s name Phone no. Assessment site Assessment date/s Time/s Outcomes Did the candidate: Satisfactory Yes No Submit a budget spreadsheet? Clarify budget/financial plans and negotiate changes? Consider feedback from team members? Describe the effects of a 10% variance in profit projections, and techniques to manage the variance? Submit a budget variation report? Submit a modified contingency plan and implementation plan? Complete assessment within agreed deadline?
  • 38. Facilitator Guide BSBFIM501_Marking Guide_Task 3 Page 38 of 40 Performance indicators Did the candidate: Satisfactory Yes No Implement processes to monitor actual expenditure and to control costs across the work team? ● Candidate should develop a budget spreadsheet to capture information as per scenario. To view sample of columns required and formulae, see BSBFIM501_AT3_VarR_assessor_sample. Monitor expenditure and costs on an agreed cyclical basis to identify cost variations and expenditure overruns? ● Spreadsheet must contain columns for each of four quarters of the financial year as per scenario requirements. Implement, monitor and modify contingency plans as required to maintain financial objectives? Candidate produces modified contingency plan and implementation plan to include most of (or similar): ● reduce contract employees by 50% ● remove unnecessary changes to overtime policy ● make training or coaching a regular activity ● make training or coaching consultative to receive views before implementation ● make training/coaching relevant to actual need ● ensure communication is positive and stresses incentives; reduce use of email for negative messages ● introduce consultative program to gather employee views on reducing waste and increasing efficiency ● ensure communication includes opportunity for feedback and underscores team member’s role in the strategic aims of company.
  • 39. Facilitator Guide BSBFIM501_Marking Guide_Task 3 Page 39 of 40 Did the candidate: Satisfactory Yes No Report on budget and expenditure in accordance with organizational protocols? ● Candidate should produce a variance report to satisfy scenario and organizational needs. See BSBFIM501_AT3_VarR_assessor_sample for example report. ● Report must conform to organizational requirements in policies and procedures: ○ title ○ name ○ Time period. Comments/feedback to candidate Outcome: Successful Unsuccessful Assessor name: Assessor signature:
  • 40. Unit Feedback BSBFIM501 Manage budgets and financial plans Page 40 of 40 Please help us to improve our services to you. We would appreciate your honest feedback on the training provided for this unit. Thinking about your experience while participating in the training for this unit, please read the following statements and tick one response only. Trainer name Date started Site Learner name Disagree Unsure Agree Not applicable You were provided with clear information regarding accessing classes.     The methods of presentation were engaging and effective.     There is a good balance between theory and practice.     Your trainer provided opportunities for you to ask questions and participate during class.     You had access to individual assistance.     Assessment tasks required you to demonstrate what you learned.     I received useful feedback on my assessments.     The unit resources were useful and easy to understand.     The facilities and online resources if needed for this unit were adequate.     The knowledge and skills you have learned will assist you in your career.     You are satisfied with the quality of this training.     If you ticked “Disagree” for any questions above, could you please provide an explanation? What did you find most challenging about studying this unit? Please specify. Do you have any suggestions on how we could improve this unit