Scenario 1 – Sunnyville Community Preschool

Sunnyville Community Preschool is an established 2-room preschool located in a Business Capability Development Program trial location, and a standalone service provider. The service is potentially eligible to participate in the test and trial program and is invited to participate.

A conversation with the local Department of Education team

The Sunnyville team are contacted by their local representative from the NSW Department of Education’s Local Reform and Commissioning (LRC) regional team. They are provided with a walkthrough of the eligibility criteria, the benefits of participating and the intended outcomes of the program.

A successful application to participate in the program

With endorsement from the approved provider, the nominated supervisor at Sunnyville completes an application and self-assessment form on the SmartyGrants website. They identify areas of challenge, make a record of their goals and highlight some of the opportunities for change that align with the program’s objectives. The application process takes between 15-30 minutes.

Sunnyville’s application for the program is assessed as successful for participation in Stage 1.

The approved provider signs the funding agreement and receives 12 hours in access payments to support Sunnyville’s participation in Stage 1 of the program. Sunnyville uses the access payment to supplement the cost of backfilling while staff engage in Stage 1 activities.

Stage 1 – developing an action plan

The Sunnyville team works with their allocated program partner to conduct an in-depth business review. They share information and materials about their governance, administration, communication, staff management, operational and business strategies and planning with the program partner, providing insights into the business management and operations of the service. This supports the creation of an action plan which Sunnyville and the program partner develop together.

The action plan outlines opportunities to uplift service governance by developing and embedding practices for compliance, business management, stakeholder engagement and financial management.

Stage 2 – capability development

Sunnyville is assessed for ongoing participation in Stage 2 and allocated 70 hours of capability development activities and corresponding access payments. The approved provider signs the updated funding agreement and receives 70 hours in access payments to support staff participation in the program and minimise impact to daily service delivery over the period of engagement.

Sunnyville’s capability development activities focus on uplifting, developing and embedding governance processes.

• Key staff attend webinars and receive tailored sessions with their allocated program partner, working together to understand, develop, record and implement fit-for-purpose governance structures within the service.

• Key staff also attend in person training sessions to gain better understanding of compliance requirements, procedures and documents and – with online support from their program partner – they implement these practices within the service.

• The Sunnyville team participate in reflective practice workshops alongside other services in their trial area. They hear how other participating services are applying the skills acquired through the Business Capability Development Program and can reflect on and share their own experiences.

• The team is supported by their program partner to refine policies and procedures based on the needs of the service and to equip them with the knowledge on how to embed future changes.
  

Outcomes

The Sunnyville team have strengthened their knowledge and capabilities and embedded operational and business management practices. This results in the efficient use of resources, and service objectives being met. The new governance framework and structure supports the ongoing success of the service. Staff have a clear understanding of roles and responsibilities and escalation processes. This results in accurate delegation of activities and tasks based on the required authority and/or responsibility, which uplifts staff accountability and improves business continuity.

Improved operational performance also increases staff wellbeing, increases efficiency and uplifts two-way communication, resulting in positive community feedback and engagement.

Scenario 2 – Seaside Long Day Care

Seaside Long Day Care is an established long day care service located in a Business Capability Development Program trial location, and the approved provider operates 5 services. The service is potentially eligible to participate in the test and trial program and is invited to apply.

A conversation with the local Department of Education team

The Seaside team are contacted by their local representative from the Department of Education’s Local Reform and Commissioning (LRC) team and are provided with a walkthrough of the eligibility criteria, the benefits of participating in the program and have an opportunity to ask questions about how participation in the program will work.

A successful application to participate in the program

With endorsement from the approved provider, the nominated supervisor at Seaside completes an application and self-assessment in SmartyGrants. They identify areas of challenge, make a record of their goals and highlight opportunities for change that align to the program’s objectives.

Stage 1 – developing an action plan

Seaside’s application is assessed as successful for participation in Stage 1. The approved provider signs their funding agreement and receives 12 hours in access payments to support their participation in the program. Seaside uses the access payment to supplement wages for staff participating in Stage 1 activities outside of work hours.

In collaboration with the allocated program partner, an in-depth business review is conducted. The Seaside team provides insights into their business management and operations by sharing information and materials about the service’s governance, administration, communications, staff management, operational and business strategies and planning. This supports the creation of the action plan.

The action plan identifies opportunities to uplift the service’s administrative processes through improvements to record keeping, and the establishment of efficient and clear procedures.

Stage 2 – capability development

Seaside is assessed for ongoing participation in Stage 2 and allocated 20 hours of capability development activities and access payments. The approved provider signs the updated funding agreement and receives 20 hours in access payments which are used to supplement wages for approved activities undertaken outside of work hours.

Seaside’s capability development activities focus on uplifting, developing and embedding improved administrative processes:

• The nominated supervisor attends reflective practice workshops and learns about record storage and retention as well as some practical strategies for creating and maintaining policies and procedures.

• The supervisor gains insight into administrative best practice and ways to simplify and reduce time spent on administrative tasks.

• The team is supported to make an informed decision to move to a digital platform which is suited to the needs of the service.
  

• The Seaside team members receive training and are supported to develop new process documents and training guides, which are used to upskill current and future employees.

• The team is supported by the allocated program partner while they transition to and implement the digital platform.

Outcomes

The Seaside team have strengthened their knowledge and capabilities and successfully embedded improved administrative practices in their daily operations.

The implementation of the digital platform means that all administrative tasks are completed electronically. This results in tasks being completed more efficiently and accurately, and documents and information are now readily available. The decreased administrative burden increases staff wellbeing and increases service efficiency.