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In this section, we are discussing some assigned tasks. These are:

CMI 516 Task 1: Understand the importance of efficient resource utilisation in organisations.

Understanding the essence of effective resource use in organisations comes first.

AC 1.1: Discuss the importance of effective use of resources in an organisation.

An effective use of resources is crucial to any organisation, whether it’s a business, nonprofit, or government-run. Where resources are scarce, ineffective use therefore acts as a hindrance towards goal attainment.

Organisations have to use resources efficiently. It involves using the correct measures without overusing or underestimating them. It, therefore, yields savings and increased productivity with better performance. In a competitive landscape, organisations that do not use resources effectively are at a disadvantage. Therefore, effective use of resources is imperative for success.

AC 1.2 Analyse processes to effectively and efficiently utilise resources in organisations.

There are various procedures assisting organisations to use their resources effectively and efficiently.

• Resource allocation is one of them. Resource allocation refers to the process of deciding how an organisation’s resources should best be used. It involves identifying the organisation’s goals, determining what resources are needed to reach those goals, and then allocating those resources accordingly.
• Another process is resource management. Resource management is the process that oversees and coordinates the usage of an organisation’s resources. As such, it involves identifying an organisation’s goals, determining what resources will be required to meet those goals, acquiring those resources, and then using them as efficiently as possible.

Two rather crucial processes ensure resource allocation and resource management, whereby resources are used efficiently and effectively.

AC 2.3: Sources of data and information used for planning resource needs.

Many sources of data and information can be used to determine the need for resources.

• Market research is one kind of data available for use when planning for resource needs. It provides information on the trends happening in the marketplace, hence used in estimating future resource needs.
• Customer data is yet another source of data, where the behaviour and needs of customers can be understood, which will help in determining future resource requirements.
• Financial is another source of data. Financial data can be used in determining what could be expected from the future resource requirements and how present the organisational finance is.
• Finally, organisations can also rely on internal sources of data—for instance, employee data—to understand internal trends and hence predict the future requirements of resources.

All these sources of data, if used by organisations, can prove to be very productive in studying the requirements of resources.

AC 2.4 Assess supply options of resources that contribute to attaining organisational objectives.

An organisation can choose many resource supply options.

• For instance, an organisation can opt for producing resources internally. In such a case, it would be an effective option for an organisation that has more control over the quality of the resources in addition to controlling the costs that take place in producing such resources. 
• Another alternative is to purchase from an external supplier. This alternative can be preferred for this reason: buy more resources.
• Lastly, they can hire resources from external suppliers. This alternative can be preferred for this reason: access to the available resources on a short-run basis.

All these factors have an option that the organisations can choose according to their needs.

CMI 516 Task 3: Know how to procure resources.

Understand how to procure resources so that these can be acquired at the right time and in the right amount with minimum cost.

Analysis of criteria

AC 3.1 Analyse principles that underpin effective procurement.

Several principles underpin effective procurement.

• First, it should be clearly understood what is required. That is a clear specification of the requirements of the goods or services to be procured and making the parties concerned all agree on them.
• Once the specifications are well outlined, it is paramount to search extensively for potential suppliers. This ranges from local to international sources and looks for suppliers who can effectively meet the specific requirements set.
• Upon identifying potential suppliers, quotes are normally sought from them, and thereafter the prices are compared. Delivery times and payment terms are also taken into consideration.
• The chosen supplier should be credible and respectable in business, too.

If these criteria are observed, then businesses will successfully buy their goods and services.

AC 3.2 An analysis of the procurement process stages.

The procurement process in this case involves various interlinked steps that range from the identification of a need for a good or service to the stage of awarding the contract. At each step, procurement professionals use a wide variety of tools and techniques that help make certain the process runs efficiently and effectively.

1. The first step is requirement definition, and here the procurement expert ensures that all stakeholders clearly outline what it is they want. From the information gathered, an RFP is then developed that will clearly outline the scope of work and an outcome.
2. The second stage is vendor selection. In this stage, procurement professionals scrutinise the proposals coming from prospective vendors and pick those that best answer the needs of the organisation. This selection can be done using several criteria, such as price, quality, and past performance.
3. The third stage is contract negotiation. Here, the procurement professionals work with the selected vendor in negotiating and developing a suitable contract that both parties agree with. In most cases, this typically involves negotiation on price and delivery schedule as well as terms and conditions.
4. The fourth and final stage is contract management. At this stage of the procurement cycle, procurement professionals monitor the progress of the project and ensure the execution of all contractual obligations regarding regular communication with the vendor, proper invoicing, and control over quality. Correct contract management prevents misunderstandings and disputes between the organisation and the vendor.

AC 3.3 Specify criteria for resources’ specifications.

Criteria need to be formulated before designing resource specifications. Ideally, these criteria should be defined according to the purpose or utility for which the resource is intended to be used, as well as the availability of other resources.

For example, a resource meant for a very crucial function must be specified accordingly. If it happens to be needed for a less important function, then also that can be specified.

Criteria should also be set on how the resources are to be used. For instance, a resource that needs to be rationed out clearly should be put to indicate this.

Lastly, when outlining resource specifications, there is a factor that comes regarding the cost of that resource. At times, it might look cheaper to use an expensive resource to save on the other end.

AC 3.4 Analyse methods of supplier selection.

Then cost becomes the weight when selecting a supplier for business, as multiple selection criteria must be considered in reaching a decision.

• Cost is, therefore, a very fundamental factor in the process of selecting an appropriate supplier. In making the best choice, businesses need to compare prices in trying to derive as much value as possible from available money.
• Quality is another important factor. You should ensure that you source products and services from suppliers who offer quality products and services so that you may avoid some costs associated with repairs or replacement in the future.
• The other problem is reliability: choose suppliers that are reliable to ensure that goods and services are delivered in due course so that the operations do not get disrupted in-house.

With all this in mind, businesses can select the right suppliers for their needs.

CMI 516 Task 4: Know how to monitor resource use in organisations.

Know how to monitor resource use in organisations. That would include how to track the resources and how to measure their utilisation.

AC 4.1 Analyse strategies used to predict and manage disruptions in resource supply.

Supply disruptions can knock an enterprise quite hard, and this is particularly the case when enterprises are dependent on a few key resources. Hence, predicting and managing disruptions are the keys to a company’s future success.

1. One of the most widely applied techniques in this direction is to diversify the supplier portfolios so that if one supplier fails to deliver, others may substitute that supply.
2. One needs to have good relations with the suppliers so they are informed beforehand about possible problems.
3. Another set of ways through which companies could use predictive analytics to detect earlier signs of disruption and act accordingly to reduce the impact 

It enables businesses to cut the possibility of being surprised by a resource shortage.

AC 4.2 Methods of recording, monitoring, and reporting on the use of resources.

Resource usage can be recorded, tracked, and reported in several ways.

1. It can be kept as a centralised repository of all information concerning the use of resources. Tracking of this repository of information shows long-term trends and identifies where improvement is required.
2. Another approach would be a system that automatically records and monitors the use of resources. Reports generated through this system can be useful in making decisions that improve towards optimisation of resource use.
3. Last but not least, many organisations also carry out routine audits of resource usage. Such audits may determine waste and inefficiency in these sectors to facilitate corrective action.

Taking these measures, therefore, will see to it that the businesses apply the optimum use of the resources.

AC 4.3: Suggest strategies for effective use of resources in organisations.

Various ways can be employed to improve resource use in organisations.

1. To begin with, one common way of resource use is through policies and procedures to optimise the use of resources.
2. Another way of improving resource use is through investment in technologies and tools that assist in automation as well as streamlining operations.
3. Another approach can be that of investment in training for employees so that these employees can use resources better.
4. More and more organisations also invest in technology to automate and streamline resource utilisation.

If such measures are adopted, the businesses will be using resources in the most efficient way possible.