BSBPMG409-412-417 REVISED Assessment Tasks Mungunbaatar

Student Assessment Tasks
BSBPMG409 Apply project scope management

techniques
BSBPMG412 Apply project cost management

techniques
BSBPMG417 Apply project life cycle management

processes
BSBPMG409/412/417 Cluster Student Assessment Tasks
Table of Contents
Table of Contents 2
Assessment Information 3
Assessment Instructions 5
Student Assessment Agreement 6
Assessment Task 1 Cover Sheet 7
Assessment Task 1: Written Questions 8
Assessment Task 1 Instructions 10
Assessment Task 1 Checklist 14
Assessment Task 2: Project planning 17
Assessment Task 3: Project maintenance 25
Assessment Task 4: Evaluate project 33
Final Results Record 37
© RTO Works 2019 SELC Career College Australia RTO: 91721 SELC-BSBPMG409/412/417-AT-V2019.1 Page 2
Assessment Information
The assessment tasks for BSBPMG409/412/417 Cluster are included in this Student Assessment Tasks
booklet and outlined in the assessment plan below.
To be assessed as competent for this unit, you must complete all of the assessment tasks satisfactorily.
Assessment Plan
Assessment Task Overview

1. Written questions You must correctly answer all questions.
2. Project preparation You are required to develop a project charter and a
project management plan in collaboration with the Project
Manager.
3. Project maintenance You must monitor and control project costs and write a
project progress report.
4. Project evaluation You must first assist in the transfer of funds, and then
assist in writing a project management review.
Assessment Preparation
Please read through this assessment thoroughly before beginning any tasks. Ask your assessor for
clarification if you have any questions at all.
When you have read and understood this unit’s assessment tasks, print out the Student Assessment
Agreement. Fill it out, sign it, and hand it to your assessor, who will countersign it and then keep it on file.
Keep a copy of all of your work, as the work submitted to your assessor will not be returned to you.
Assessment appeals
If you do not agree with an assessment decision, you can make an assessment appeal as per your RTO’s
assessment appeals process.
You have the right to appeal the outcome of assessment decisions if they feel they have been dealt with
unfairly or have other appropriate grounds for an appeal.
Naming electronic documents

It is important that you name the documents that you create for this Assessment Task in a logical manner.
Each should include:
 Course identification code
 Assessment Task number
 Activity number
 Document title (if appropriate)
 Your own name
 Date it was submitted
For example, BSBPMG409/412/417 Cluster AT2.4 Project Management Plan Joan Smith 20/04/20
Additional Resources
You will be provided with the following resources before you begin each Assessment Task.
Assessment Task 2
 Project Charter Outline
 Project Management Plan Template
 Project Management Policy and Procedures
 Conference Brief
 Strategic Business Plan
Assessment Task 4
 Speakers’ Invoices
 Conference Finances Information
Project Management Review Template
Assessment Instructions
Each assessment task in this booklet consists of the following:
Assessment Task Cover Sheet

This must be filled out, signed and submitted together with your assessment responses.
If you are submitting hardcopy, the Cover Sheet should be the first page of each task’s submission.
If you are submitting electronically, print out the cover sheet, fill it out and sign it, then scan this and submit
the file.
The Assessment Task Cover Sheet will be returned to you with the outcome of the assessment, which will
be satisfactory (S) or unsatisfactory (U). If your work has been assessed as being not satisfactory, your
assessor will include written feedback in the Assessment Task Cover Sheet giving reasons why. Your
assessor will also discuss this verbally with you and provide advice on re-assessment opportunities as per
your RTO’s re-assessment policy.
Depending on the task, this may include

 resubmitting incorrect answers to questions (such as short answer questions and case studies)
 resubmitting part or all of a project, depending on how the error impacts on the total outcome of the
task
 redoing a role play after being provided with appropriate feedback about your performance
 being observed a second (or third time) undertaking any tasks/activities that were not satisfactorily
completed the first time, after being provided with appropriate feedback.
Assessment Task Information

This gives you:
 a summary of the assessment task
 information on the resources to be used
 submission requirements
 re-submission opportunities if required
Assessment Task Instructions

These give questions to answer or tasks which are to be completed.
Your answers need to be typed up using software as indicated in the Assessment Task Instructions.
Copy and paste each task’s instructions into a new document and use this as the basis for your assessment
task submission. Include this document’s header and footer.
If you are submitting electronically, give the document a file name that includes the unit identification
number, the task number, your name and the date.
Checklist
This will be used by your assessor to mark your assessment. Read through this as part of your preparation
before beginning the assessment task. It will give you a good idea of what your assessor will be looking for
when marking your responses.
Student Assessment Agreement
Make sure you read through the assessments in this booklet before you fill out and sign the agreement
below.
If there is anything that you are unsure of, consult your assessor prior to signing this agreement.
Have you read the assessment requirements for this unit?  Yes  No
Do you understand the requirements of the assessments for this unit?  Yes  No
Do you agree to the way in which you are being assessed?  Yes  No
Do you have any specific needs that should be considered?  Yes  No
If so, explain these in the space below.
Do you understand your rights to re-assessment?  Yes  No

Do you understand your right to appeal the decisions made in an assessment?  Yes  No
Student name
Student number
Student signature
Date
Assessor name Rezaul azim
Assessor signature Azim
Date 26/11/19
Assessment Task 1 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses
 I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded
with any other student(s).
 I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me
according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name
Student ID number
Student signature
Date
Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been carried
out according to the required assessment procedures.
Rezaul Azim
Assessor name
azim
Assessor signature
26/11/19
Date
Assessment outcome S Resubmission N
Feedback
Perfect answer. You have a good concept about project scope, cost and completion process
Student result response

 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.
Student signature
Date
A copy of this page must be supplied to the office and kept in the student’s file with the evidence.
Assessment Task 1: Written Questions
Task summary
This is an open book test, to be completed in the classroom.
A time limit of 2 hours to answer the questions is provided.
You need to answer all of the written questions correctly.
Your answers must be word processed and sent to the assessor as an email attachment.
Required
 Access to textbooks and other learning materials
 Computer with Microsoft Office and internet access
Timing
Your assessor will advise you of the due date of this assessment.
Submit
 Answers to all questions
Assessment criteria
All questions must be answered correctly in order for you to be assessed as having completed the task
satisfactorily.
Re-submission opportunities
You will be provided feedback on their performance by the Assessor. The feedback will indicate if you have
satisfactorily addressed the requirements of each part of this task.
If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you
written feedback along with guidance on what you must undertake to demonstrate satisfactory performance.
Re-assessment attempt(s) will be arranged at a later time and date.
You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with
You are encouraged to consult with the assessor prior to attempting this task if you do not understand any
part of this task or if you have any learning issues or needs that may hinder you when attempting any part of
the assessment.
Written answer question guidance

The following written questions use a range of “instructional words” such as “identify” or “explain”, which tell
you how you should answer the question. Use the definitions below to assist you to provide the type of
response expected.
Note that the following guidance is the minimum level of response required.
Analyse – when a question asks you to analyse something, you should do so in detail, and identify
important points and key features. Generally, you are expected to write a response one or two paragraphs
long.
Compare – when a question asks you to compare something, you will need to show how two or more things
are similar, ensuring that you also indicate the relevance of the consequences. Generally, you are expected
to write a response one or two paragraphs long.
Contrast – when a question asks you to contrast something, you will need to show how two or more things
are different, ensuring you indicate the relevance or the consequences. Generally, you are expected to write
a response one or two paragraphs long.
Discuss – when a question asks you to discuss something, you are required to point out important issues or
features and express some form of critical judgement. Generally, you are expected to write a response one
or two paragraphs long.
Describe – when a question asks you to describe something, you should state the most noticeable qualities
or features. Generally, you are expected to write a response two or three sentences long.
Evaluate – when a question asks you to evaluate something, you should put forward arguments for and
against something. Generally, you are expected to write a response one or two paragraphs long.
Examine – when a question asks you to examine something, this is similar to “analyse”, where you should
provide a detailed response with key points and features and provide critical analysis. Generally, you are
expected to write a response one or two paragraphs long.
Explain – when a question asks you to explain something, you should make clear how or why something
happened or the way it is. Generally, you are expected to write a response two or three sentences long.
Identify – when a question asks you to identify something, this means that you are asked to briefly describe
the required information. Generally, you are expected to write a response two or three sentences long.
List – when a question asks you to list something, this means that you are asked to briefly state information
in a list format.
Outline – when a question asks you to outline something, this means giving only the main points, Generally,
you are expected to write a response a few sentences long.
Summarise – when a question asks you to summarise something, this means (like “outline”) only giving the
main points. Generally, you are expected to write a response a few sentences long.
Assessment Task 1 Instructions
Provide answers to all of the questions below:
1. Explain the following key steps of the project cost management process. For each, state at which
stage of the project life cycle it is used.
a. Cost Estimation.
Oping that new killer app. Cost estimation is the process that takes those factors into account, and
calculates a budget that meets financial commitment necessary for a successful project. Project cost
estimation applies to everything from building a bridge to developing that new killer app. It all costs money,
so the clearer you are on the amount required, the more likely you will achieve the objective.
b. Budget Determination.
Determine Budget is the process of aggregating the estimated costs of individual activities or work
packages to establish an authorized cost baseline. The key benefit of this process is that it determines the
cost baseline against which project performance can be monitored and controlled.
c. Spending Control.
Any tactic or strategy designed to reduce or otherwise discipline the spending of an organization.
Spending controls may be adopted in a corporation, non-profit, or even a government.
2. Discuss the key purpose and objectives of budgeting in project management.

The project budget includes the detailed estimates of all the costs likely to be incurred as part of the
project and as per the cost estimating already completed.
The project budget is key at the outset as it allows the project manager to determine the cost of the project.
Then throughout the project, it acts as a key document to check project costs against the budget. Project
budgets can be developed in a variety of forms. For example, in an excel sheet or specific project
management or accounting software.
3. Outline the main steps in the budgeting process for a project.

A business that does not have a budget or a plan will make decision that do not contribute to the
profitability of the business because managers lack a clear idea of goals of the business, A budget serves
five main purposes - communication, coordination, planning, control, and evaluation.
1 Identify scope elements that must be costed
2 Conduct cost management planning
3 Estimate work package costs
4 Combine cost estimates and project schedule
5 Produce the budget in accordance with company cost

management templates
6 Adjust budget for contingencies
7 Review the budget

Source: https://yourprojectmanager.com.au/project-budget-development-7-step-process/
4. Discuss why key performance indicators are used in budgeting and provide three examples of
financial key performance indicators that can be used to determine the effectiveness of a budget.
KPI (key performance indicators) are may be the most important budget control indicators. They
demonstrates how effectively a company is achieving key business objectives. Some examples of KPI:
- Actual cost- shows how much money has been spent on a project to date.
- Cost variance- indicates whether the estimated project cost is above or below the set baseline.
- Return on investment- shows a project’s profitability and whether the benefits have exceeded the
costs.
5. Explain the use of milestones in budgeting.

Project milestones help project managers delineate points, break, or accomplishments in their project
schedules. Project milestones can signify the beginning or end of a project, or can be dispersed throughout
a project do denote achievements in the middle. Milestones can be used as a reminder to complete
necessary tasks, such as a budget check or an external review of the project.
6. Explain how to apply each of the following project cost management tools. For each tool, also
describe its cost effectiveness and its accuracy.
a. Analogous Estimating.
Analogous estimating is the act of using former projects to estimate how long or how much a current
project will take or cost. In other words, it is a technique that centers on comparison. This means that the
more data is available, the better the estimate will be. This, data collection for each project will build up a
database that can be used in future projects for comparisons of cost and time.
b. Parametric modelling.
Parametric modelling is the creation of a digital model based on a series of pre-programmed rules
or algorithms known as parameters. That is, the model, or elements of it are generated automatically by
internal logic arguments rather that by being manually manipulated. Typically, parametric rules create
relationships between different elements of the design.
c. Bottom-up estimating.
Bottom-up estimating involves the estimation of work at the lowest possible level of detail. These
estimates are then aggregated in order to arrive at summary totals. By building detailed cost and time
estimates for a work package, the profitability of being able to meet the estimated amounts improves
substantially.
7. Explain the key procedures that should be followed in the event of a cost change process during a
project.
The cost change control system is one of the tools you can to control project costs and ensure the
project comes in on-budget. It outlines the procedure that if followed to make changes to the cost baseline.
In the event of a cost change process during a project, following procedures can be followed:
• Receive request/demand for change in process on project
• Assess change request/demand with a focus on project budget regarding:
materials
any relevant permit requirements
man hours
time lost/gained
• Prepare and present to project shareholders/liaison your recommendations for how to proceed
relative to request(s)
• Receive shareholder decision approval or declination to proceed
8. Identify and describe two key components of a project scope management plan.
Requirements – A proper scope identification process will allow for a requirements identification step.
This is where you contact the stakeholders, meet with them if necessary, and identify and prioritize all of the
external requirements the project must meet.
Scope Statement – Every project needs a scope statement. This is not negotiable. If you can’t put the
scope of the project in writing, you shouldn’t have a project. Sometimes the scope is destined to change, but
you must be able to identify it at any point in time.
9. Identify and describe two factors that can impact on project scope.
Process Requirements - Process requirements describe how people interact with a product and how a
product interact with other business processes. The requirements for billing transactions within a website,
how such transactions link to invoicing and accounts, and at what point can staff view and alter the status of
orders needs to be detailed.
Legal constrains - It refer to the many regulations that the activities and practices on a construction
project must comply with. These most commonly relate to employment law, safety requirements, planning
and building regulations requirements, environmental requirements, and so on
10. Explain how to report a change in scope for a project.

The report includes all the fields on the Scope Change entity for all scope change records and
projects. If the “Include Project Information” checkbox is selected, the report will also include all the fields on
the project entity.
The Scope Change Summary Report shows a list of all the current scope changes that have been captured
on the respective projects.
11. Outline a step by step process that should be followed for formal change control processes.
A change to the design or features of a product may be agreed. This will mean changing the way the
product is specified in the plans and updating any costs and timescales accordingly. An impact analysis
should also be performed.
The proposed change is rejected because it is not felt to represent a significant concern.
The third option is unusual but it does occasionally happen that a deliverable does not agree with its
specification and changing the specification is better solution that changing the deliverable.
12. Identify and then discuss two methods that can be used to measure work outcomes and progress
and provide example to illustrate each.
Schedule- Project management success is often determined by whether or not you kept to the
original timeline. Experienced project managers know how hard that is, but it’s a little bit easier if you
continually evaluate the progress as you go.
Quality- The end of the project phase is a good time for a quality review. You can check both the
quality of the project management practices- are you following the change management process every time
and so on- and also the deliverables.
13. Describe two methods for segmenting and documenting a work break down structure (WBS).
Determine the major deliverables or products to be produced – It includes training program needs
statement, training program design, participant notebooks, trained instructor, program testing, and training
program presentation.
Divide each of these major deliverables into its component deliverables in the same manner – You
may determine that you require the followings, interviews of potential participants, a review of materials
discussing the needs for the program, a report summarizing the needs this program will address.
14. Identify and describe two documents that can be used to initiate projects.
Goal – The primary purpose of the Project Initiation Document is to capture and record information
needed to properly define and plan a project, thus forming the basis for managing and evaluating the overall
success of the project.
Approval – The one of the phase of writing Project Initiation Document is approval, which does not
only concern the project management. The Project Initiation Document also needs approval from other
stakeholders, such as the Operations and Human Resources department. It is wise to involve all the other
parties and departments in the information that is related to the Project Initiation Document, and give them
the opportunity to give comments and then discussing them in a final meeting with the stakeholders and
interested parties.
15. Explain what project governance is and how a governance model should be selected for a project.
Your choice should be based on a combination of three variables: organizational culture, decision
methodology, and size.
Organizational culture can be described as the social norms by which an organization functions. Most
organizations can be categorized as having one of four types of culture: clan, adhocracy, market, and
hierarchy.
Illustrates the four decision-making approaches organizational use. The governance framework your
organization uses should be a reflection of its methods of decisions within an acceptable timeframe.
The size of the organization is all-important. Governance frameworks don’t determine the size of the
governance body nor the number of participants, Instead of that the frameworks are flexible enough to
accommodate any organization.
16. Describe at least three elements that should be included in project finalisation and evaluation
documents.
Indicator – The project evaluation process involves an analysis of different components of indicators that
characterize the project’s progress towards the achievement of its goals and objectives.
Outcomes - These are any measureable and auditable changes that can be obtained as a result of the
project’s successful accomplishment. The determination the extent to which the identified problems have
been mitigated, resolves, or eliminated.
Impacts – There are the indicator of changes that can be specifically linked to the project’s implementation
activity. Impacts determine and measure the extent to which goals and objectives of the project are
achieved.
17. Describe the project life cycle stages or phases.

Initiation phase – During the first of these phases, the initiation phase, the project objectives or need is
identifies; this can be a business problem or opportunity. An appropriate response to the need is
documented is a business case with recommended solution options. A feasibility study is conducted to
investigate whether each option addresses the project objectives and a final recommended solution is
determined.
Planning phase – The next phase, planning phase, is where the project solution is further developed in as
much detail as possible and the steps necessary to meet the project’s objective are planned. In this step, the
team identifies all of the work to be done.
Implementation phase – During the third, the implementation phase, the project plan is put into motion and
the work of the project is performed. It is important to maintain control and communicate as needed during
implementation.
Closing phase – During the final closure, or completion phase, the emphasis is on releasing the final
deliverables to the customer, handing over project documentation to the business, terminating supplier
contracts, releasing project resources, and communicating the closure of the project to all stakeholders.
18. Explain the difference between a Project Charter and a Project Management Plan
The project plan describes the plan broadly with less attention to detail. It deals with high-level
planning, while the project management plan uses every possible detail
The project plan deals with the “what” part of the project, while the project management plan deals
with the “how”.
The project plan is a visionary document, while the project management plan is executed to achieve
the vision.
The project plan gives you the vision to complete the project successfully, while the project
management plan defines and develops the system to be used to complete the project successfully.
19. Describe at least three organisational policies and procedures that should be taken into
consideration when developing a Project Management Plan and why they could be relevant.
Review the work plan on a regular basis. For a medium project, this is probably still a weekly process.
For larger projects, the frequency might be every two weeks. Do not go any less frequently that every two
weeks.
Capture and update actual hours. If the project is capturing actual effort hours and costs, update the work
plan with this information. Identify activities that have been completed during the previous time period and
update the work plan to show they are finished.
Reschedule the project. After the work plan has been updated to show the current reality, let the tool
reschedule the work to see if the project will be completed within the original effort, cost, and duration.
20. What type of logs and registers would be used in a typical project?
Daily log: Used by the project manager to record problems and concerns that will be handled
informally.
Issue register: Used by the project manager to capture and maintain information on all project
issues that are being managed formally.
Quality register: Updated by team members who perform quality checks on the project’s specialist
or technical products.
Risk register: Used by the project manager to record identified project risks.
Lessons log: An informal repository for the project manager to store lessons learned that apply to
the current project and useful lessons from previous projects as well.
21. Describe what a Project Initiation Document (PID) is and list at least eight items that are usually
included in a Project Initiation Document.
A Project Initiation Document defines the project scope, management and overall success criteria that
the team can go back to during the project. It contains the basic information of the project such as context,
scope, team, and collaboration. It is equally important as an internal guide and for external stakeholders
These items included in a Project Initiation Document:
- Project goals
- Scope
- Project organization
- Business case
- Constraints
- Stakeholders
- Risks
- Project controls
Assessment Task 1 Checklist

Student’s name:
Did the student provide a sufficient and Satisfactory

performance Comments
clear answer that addresses the
suggested answer for the following? Yes No
yes
Question 1a
yes
Question 1b
yes
Question 1c
yes
Question 2
yes
Question 3
yes
Question 4
yes
Question 5
yes
Question 6a
yes
Question 6b
yes
Question 6c
yes
Question 7
yes
Question 8
yes
Question 9
yes
Question 10
yes
Question 11
yes
Question 12
yes
Question 13
yes
Question 14
yes
Question 15
yes
Question 16
yes
Question 17
yes
Question 18
yes
Question 19
yes
Question 20
yes
Question 21
Task Outcome: Satisfactory  Not Satisfactory 

Rezaul azim
Assessor name
azim
Assessor signature
26/11/19
Date

Student Declaration
Student name
Student ID number
Student signature
Date
Rezaul azim
Assessor name
Azim
Assessor signature
26/11/19
Date
Assessment outcome NS Resubmission N
Feedback
You did not answer question 3 to 6 in your task 2.

Student signature
Date
Assessment Task 2: Project planning
Task summary
In the role of Project Assistant, you are required to assist the Project Manager in developing a Project
Management Plan. You will then participate in a meeting with the Management Team and incorporate your
input into the PMP Baseline.
This assessment is to be completed in the simulated work environment in the RTO.
Required
 Conference Brief
 Project Charter Outline
 Project Management Policy and Procedures
 Strategic Business Plan.
 Project Management Plan Outline
Timing
Your assessor will advise you of the due date of these submissions.
Submit
 Second Draft Project Charter
 First Draft Project Management Plan
 Second Draft Project Management Plan
 Email with Project Management Plan Baseline attached
Assessment criteria
For your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all
of the assessment criteria. If part of this task is not satisfactorily completed, you will be asked to complete
further assessment to demonstrate competence.
the assessment.
Carefully read the following:
Grow Management Consultants specialises in leadership consultancy. It has been operational for five years.
The company offers a range of services to assist companies to assess leadership behaviour of existing
managers and performance metrics. They also design and implement customised leadership programs
based on the assessment. Services are offered Australia-wide. The company has offices and training
facilities in North Sydney and the Melbourne CBD. It is currently in a period of growth and has opened an
office in Brisbane with the goal of expanding into the Sunshine Coast and the Gold Coast over the next five
years.
Each year the company runs a conference and this year’s will be held in October 2020. Its title is: Leading in
the twenty first century. It will have talks and workshops on the latest trends in, and techniques for, business
leadership.
As part of the company’s expansion plans, the conference will be held in Brisbane this year. It is hoped that
a strong presence at the conference will attract the interest of potential customers.
The company’s ongoing expansion means that more business consultants will be needed, and the
conference provides a great opportunity to make contact with many qualified business people who attend.
As the Administration Officer for Grow Management Consultants, you have been asked by the CEO to take
on the role of Project Assistant for the conference, to assist the company’s General Manager, who will be
taking on the role of Project Manager.
You will assist them to develop a project charter and then a Project Management Plan for the conference.
These documents will then be discussed with the Project Team, who will give their input and approval before
the project can be carried out.
Complete the following activities:
1. Assist in developing a Project Charter

Begin by reviewing the case study information and the company’s Project Management Policy
and Procedures and the Conference Brief.
The Project Manager has already begun the process by creating a first draft of the project
charter, which they have named Project Charter Outline. You are required to assist with the
document’s development by adding as much as you can to it with the information you have.
Save this version of the document as Second Draft Project Charter.

Send this document to the Project Manager (your assessor). The Project Manager will refine the
document and send it to the company’s CEO for their approval.
Grow Management Consultants
Leadership Conference 2020: Leading in the twentieth century
Project charter
Project scope
This project will cover all aspects of the conference, including planning and follow-up. It is restricted to the
conference itself, and will not affect, or be accountable for, any other Grow Management Consultants
products or services.
Project objectives
The objectives of this project are:
- Motivate the workers
- Attract the interest of potential customers.
- Make contact with many qualified business people who attend the conference
- Promote Management Networks
Provide professional development for members
Project deliverables
This project’s deliverables are:
- Talks and workshops on the latest trends in business leadership
- Talks and workshops on the latest techniques for business leadership.
Project stakeholders
The project’s stakeholders include the following:
 Grow Management Consultants staff and management
 Grow Management Consultants clients
 All of the invited speakers
 The venue project manager
Roles and responsibilities
The Administration Manager is responsible for the overall coordination of the congress preparation.
The rest of the project team is:
 Donna Chisholm will help with contacting and lining up the speakers.
 Dan Streep will determine and prepare the venue.
 Edith Partridge will be responsible for the project’s finances.
 Erin O’Donnell will be responsible for marketing activities.
2. Assist in developing the Project Management Plan

Review the company’s Project Management Policy and Procedures and Strategic Business
Plan.
Review also the Project Management Plan Outline. This has been prepared by the Project
Manager as a primer for the project’s PMP. You will be developing this plan following the
meeting with the Project Manager but begin by writing your own entries in each section of the
plan prior to the meeting.
During the meeting you will be required to discuss each section of the plan with the Project
Manager, and you will use this version of the document to support you.
Review also the text of activity 2 for further details on the coming meeting and the PMP.
Review the Conference Plan Brief and the Work Breakdown Structure (WBS) included in it. Do
research in the internet to establish an estimate of the costs of the activities included in the
WBS. The organisation’s policy and procedures stipulate that you are to provide an estimate of
costs using a bottom-up estimating technique.
Keep in mind that this will be a draft estimate. It will be reviewed by the Project Manager and
then the Project Team.
As with the project costs, the project scope cannot be completed until after the meeting with the
Project Team, but write some notes on what you think would be appropriate for each section
based on the project authorisation form. You will have the opportunity to discuss your notes at
the meeting with the Project Manager.
When you have completed it, send your First Draft Project Management Plan to the Project
Manager (your assessor).
Print out a copy of your first draft PMP and take it to the meeting with you. This will form the
basis of your discussions with the Project Manager.

Project Management Plan
Introduction
The leadership conference will enhance Manager Network’s reputation and provide our clients with up to
date information on leadership skills, knowledge and trends. It will also provide clients with numerous
valuable networking opportunities for clients and staff.
Compliance
Successful completion of the project will support the following company Strategic Plan objectives:
relationship between the project and broader organisational strategies and goals
Project objectives
- Provide professional development for members
Benefits
The benefits that Grow Management Consultants include:

 Increased brand awareness
 Increased number of customers
 Will be known to many qualified business people
 Motivated workers
Project requirements
The following are required for a successful Conference:
 Effective marketing
 Effective management
 Enough staff
 Provided with facilities and equipment that are necessary for the workshops
 Effectively scheduled activities
Measurable outcomes
The success of this project can be measured by:
- Number of new customers
- Number of new business partners
- Number of participants in the conference
Project constraints
The project constraints include
:Not enough budget to organise the conference
Insufficient resources
Response from the staffs
Project governance
The CEO will carry ultimate responsibility for the conference, but the conference planning will be co-
ordinated by the General Manager who will be the Project Manager. Each project team member is
responsible for their area of expertise, working closely with the Project Manager and the Project Assistant.
Project scope
Project scope management
Scope control will be managed as follows:
- Plan the scope: Gather input from the stakeholders, then decide how to control the scope
- Collect requirements
- Define the scope: define exactly what is in scope and what is out of scope for the project
- Create a work Breakdown Structure
- Validate the scope
- Control the scope: a project’s status should be monitored from start to finish to ensure that it is
being executed according to the project management plan
Work Breakdown Structure (WBS)

The project’s Work Breakdown Structure is:
Task When Who
1. Venue Six months prior to conference Project Assistant

 Get quotes
 Decide venue
 Book venue and equipment
 Arrange catering
2. Speakers Six months prior to conference Marketing Manager
 Decide topics
 Identify speakers
 Arrange speakers
 Brief speakers
3. Marketing Commencing on finalisation of Marketing Manager
 Decide marketing venue and speakers
communication strategies
 Develop promotional materials
 Implement marketing
communications
4. Registration Two months prior to the Accounts Manager
 Prepare conference materials conference
 Create registration process
 Process registrations
Milestones
The project milestones will include the completion of the WBS tasks.
Milestone Time Objectives

Get quotes and decide the venue Six months prior Venue
to the conference
Book venue and equipment Six months Venue
prior to the
conference
Arrange catering Six months prior Venue
to the conference
Decide topics Six months prior Speakers
to conference
Identify and arrange speakers Six months prior Speakers
to conference
Decide marketing communication strategies Commencing on Marketing
finalisation of
venue and
speakers
Develop promotional materials Commencing on Marketing
finalisation of
venue and
speakers
Implement marketing communications Commencing on Marketing
finalisation of
venue and
speakers
Prepare conference materials Two months prior Registration
to the conference
Create registration process Two months prior Registration
to the conference
Any changes to milestones must be made in consultation with the project team. This can be done at
meetings or by email.
Project stages
Include the tasks that define when each stage has been completed:
Stage 1: Project Charter approval
Stage 2: Project Management Plan approved
Stage 3: Completing the tasks required by the project
Stage 4: Report and the control of the project management
Stage 5: Project Management Review is submitted.

Project communication
Project communication should include, but not be limited to:
 A monthly update for Grow Management Consultants’ staff and consultants
 Weekly or fortnightly meetings for the Project Team.
 Direct emails and social media marketing for prospective attendees.
 Brochure with covering letter sent to all registered attendees two weeks before conference date.
 A written report on the project’s progress will be sent to the CEO by the Project Manager each
month.
 A project management evaluation report is to be written by the Project Manager and Project
Assistant and submitted to the CEO as soon as possible following project completion.
Change management
Changes to the project schedule or Project Management Plan should only be made with the agreement of
the project team. Decisions are to be made by consensus, with the CEO having veto over any change.
Cost management
Cost management will be overseen by Edith Partridge, the Chief Financial Officer.
A financial report will by written by Edith within one month of the conference.
Resource requirements
identify the major resources requirements to assist with cost estimation
- Resources must be necessary to the project
- Resources must be effective
- Resources must be not too expensive
- Venues must be able to provide required conference equipment. Need to be able to access audio-
visual equipment including microphones, projectors and screens for projecting. Also need lecterns
and an electronic whiteboard.
- Conference catering should be on-site and include a high-quality morning tea, lunch and afternoon
tea
Major project costs

Outline the budget for the project using the following table.
Response may include the following cost items.
Costs are to be consistent with the student’s research.
Projected costs
Rental cost of the venue and the equipment $600* 10= $6000
Payment for the speakers $2,000(per speaker) * 5= $10,000
Marketing costs $2000
Expenses relating the conference materials $500
Staff salary $700
Expenses of catering $200
Total $19,400
Project cost control procedures
Project costs will be controlled as follows:
Costs will be monitored on a weekly basis.

Any variations will be assessed on the following basis:
Variation rate Action
0 – 5% Report variance and explanation of cause
5 – 20% Further commitment to additional costs must be approved the by
Project Manager
20 – 45% Further commitment to additional costs must be approved by the
Senior Management Team
45% plus Project must be stopped and reconsidered
Where a cost variation is considered, a change request must be submitted by email to the Project Manager.
The request is to include
 Project costs to date
 Additional cost(s) that will be incurred
 Variations to baseline and actions required
 Justification for the change
No cost change can be confirmed until it has been authorised by the Project Manager.
Risk management
All identified risks are to be discussed and documented at the project team meetings.
Potential risk contingency measures

Including associated threats and opportunities
1. Ineffective speakers and/or topics will give negative impression on potential customers.
Risk treatment ideas:
 Brainstorm speakers’ topics
 Ensure that all speakers are effective communicators
 Have good quality backup speakers available
Strengths and weaknesses of risk treatments above:
Weaknesses:
 It is not possible to evaluate a speaker’s performance prior to execution
Strengths:
 Having backup speakers will broaden the pool of available speakers
 Brainstorm could produce themes that could be useful elsewhere in the company.
2. A shortage of critical skills in the booth attendees

 Identify suitable training or professional development for existing staff
 Supervisor in attendance at all times to give support.
Weaknesses:
 It is not possible to evaluate every interaction with potential customers
Strengths:
 Skills learned could be applied to other areas of the booth attendees’ jobs
3. Potential customers not aware of conference so do not attend

 Contact should be made with potential customers to inform them of the conference
 Advertising for the conference should focus on Brisbane, Gold Coast and the Sunshine Coast.
 Booth attendees should highlight the company’s services to all people they have contact with.
Weaknesses:
 It may be difficult and/or expensive to reach congress attendees prior to the congress
beginning
Strengths:
 Speaking to conference attendees about the company’s services is a good way to begin a
discussion with them
Issue management
All identified issues are to be discussed and documented at the project team meetings. Issues that cannot
be resolved at the project team level are to be immediately escalated to include participation of the CEO.
Management Plan approval process
A draft of this plan is to be completed by the Project Manager and Project Assistant and submitted to the
Project Team for their approval and feedback.
The baseline Project Management Plan will then be communicated to senior management and all project
team members.
The PMP and Project Schedule will be reviewed, and a report written for senior management within one
month of the conference.
22. Participate in a meeting with the Project Manager

You are required to meet with the Project Team to discuss and confirm the project management
plan.
At the meeting, you will be required to go through your project management plan, carefully
explaining each part of the cost management plan, as well as your proposed project budget.
You will also be expected to explain how you arrived at your cost estimates.
Be prepared to answer questions and to note feedback provided so as to inform the next draft of
the PMP.
During the meeting, you will need to demonstrate effective communication skills including:
 Speaking clearly and concisely
 Using non-verbal communication to assist with understanding
 Asking questions to identify required information
 Responding to questions as required
 Using active listening techniques to confirm understanding
The Project Team had a meeting to discuss and confirm the project management plan.
At the meeting, I have carefully explained each part of the cost management plan and project budget. Also, I
have explained how I have done the cost estimates.
I have asked other team members’ opinion on the project management plan. They had some options for
cost estimating and we discussed on this. Apart from the cost management, the schedule management was
also so important.
We had meeting for about 2 hours. Everyone was demonstrated effective communication skills such as,
asking questions to identify required information. Using active listening techniques to confirm understanding.
23. Review the project management plan

Based on the discussion with the Project Manager, revise the Project Management Plan,
establishing the project cost baseline.
Save this version of the document as Second Draft Project Management Plan.
When completed, send the document to the Project Manager (your assessor).

Project Management Plan
Introduction
Compliance
Project objectives
Benefits
 Enough staff
Measurable outcomes
Project constraints
Project governance
Project scope

Task When Who

 Get quotes
 Decide venue
 Decide topics
 Brief speakers
communications
Milestones

to the conference
prior to the
conference
to the conference
to conference
to conference
finalisation of
venue and
speakers
finalisation of
venue and
speakers
finalisation of
venue and
speakers
to the conference
to the conference
Project stages


month.
Change management
Cost management
tea
Major project costs

Projected costs
Staff salary $700
Total $19,400

Project Manager
Risk management

Weaknesses:
Strengths:

Weaknesses:
Strengths:

Weaknesses:
beginning
Strengths:
Issue management
team members.
24. Meet with the project team.

The meeting’s objectives are to establish an agreed Project Management Plan Baseline using
contributions from all team members, and for the Project Team to give their approval of the
resulting document.
Take notes at the meeting, as you will be required to adjust your document to include the input
from the other team members.
The meeting will be led by the Project Manager (your assessor), with you assisting them.
The Project Manager will then ask you to summarise, and be prepared to discuss:
 The project’s scope
 The cost estimates you have made.
Ask the meeting attendees for their input and take notes on this.
During the meeting, you will be required to demonstrate effective communication skills including:
 Using non-verbal communication to assist with understanding
 Using active listening techniques to confirm understanding
The Project Team had a meeting to discuss Project Management Baseline using contributions from all team
members. We had discussed the project’s scope and cost estimates I have made.
Some meeting attendees gave their input on project’s scope and cost estimates. I have taken notes on this
and asked questions to clarify some information.
During the meeting, all team members demonstrated communication skills including: Speaking clearly and
concisely, asking questions to clarify required information, responding to questions as required and using
active listening techniques to confirm understanding.

Based on the discussion with the Project Manager, revise the Project Management Plan,
establishing the project cost baseline.
Save this version of the document as Project Management Plan Baseline.

Project Management Plan Baseline
Introduction
Compliance
Project objectives
Benefits
 Enough staff
Measurable outcomes
Project constraints
Project governance
Project scope

Task When Who

 Get quotes
 Decide venue
 Decide topics
 Brief speakers
communications
Milestones

to the conference
prior to the
conference
to the conference
to conference
to conference
finalisation of
venue and
speakers
finalisation of
venue and
speakers
finalisation of
venue and
speakers
to the conference
to the conference
Project stages


month.
Change management
Cost management
tea
Major project costs

Projected costs
Staff salary $700
Total $19,400


Project Manager
Risk management

Weaknesses:
Strengths:

Weaknesses:
Strengths:

Weaknesses:
beginning
Strengths:
Issue management
team members.
26. Send an email to the CEO (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite,
business-like) style.
It should introduce and summarise the contents of the attachment and ask for their approval,
which is required to ensure unimpeded cash flow for the project.
Attach your Project Management Plan Baseline to the email.
To: CEO
From: Project Assistant
Dear CEO,
I would like to let you know that the Project Charter and Project Management Plan is done.
The whole project team is working so hard and preparing very well for the Leadership Conference.
In the attached file I send you the Project Management Plan Baseline, you can have a look.
I am looking forward for your feedback. If you any question, please let me know.
Best regards,
Mungunbaatar Losolsuren
Attached: Project management plan Baseline
Student’s name: Mungunbaatar LOSOLSUREN
Satisfactory
Did the student: performance Comments
Yes No
Demonstrate cost-estimating methods, taking into yes
account each task’s resource requirements?
Give an estimate of the costs of each task, confirming yes
these with the Project Manager and the Project
Team?
Communicate cost estimates to the CEO to ensure No You did not answer this
that the cash flow for the project is correctly question
managed?
Contribute to developing cost management strategies yes
and processes?
Identify and then discuss the project’s objectives and No You did not communicate
requirements? with anyone
Identify and then discuss the project deliverables? yes
Identify and then discuss measurable outcomes to yes

enable evaluation of project performance?
Contribute to developing and documenting the scope yes
management plan?
Gain agreement from the Project Team and the for no You did not answer this
the project scope? question
Identify and then clarify the project’s Project Charter yes

and Project management Plan as required by the
Project Manager?
Establish the relationships between the project and yes
the company’s Strategic Business Plan’s goals?
Assist the Project Manager in negotiating and No
documenting the project’s objectives, outcomes and
benefits?
Assist the Project Manager in establishing the yes
project’s governance structure?
Assist the Project Manager in drafting a project yes
charter to be sent for the CEO’s approval?
Assist the Project Manager in establishing a yes
breakdown of the project’s objectives into achievable
project deliverables?
Assist the Project Manager in identifying the project’s yes
different stages, and what is required for each stage’s
completion?.
Satisfactory
Yes No
Identify the project’s milestones and map these yes
against time and objectives?
Assist the Project Manager to consolidate the various yes
plans and baselines in the Project Management Plan?
Support the Project Manager to negotiate with No
relevant stakeholders to gain approval of project plan
During the meeting with the Project Manager and the yes
meeting with the Project Team, demonstrate effective
communication skills including:
 Using non-verbal communication to assist with
understanding
 Using active listening techniques to confirm
understanding
Task Outcome: Satisfactory  Not Satisfactory 

Rezaul azim
Assessor name
azim
Assessor signature
26/11/2019
Date

Student Declaration
Student name
Student ID number
Student signature
Date
Rezaul azim
Assessor name
azim
Assessor signature
26/11/19
Date
Feedback
Nice work. You have a good concept about project cost and variance analysis and you able to
communicate different stakeholders based on the situation.

Student signature
Date
Assessment Task 3: Project maintenance
Task summary
In Assessment Task 3 you are required to monitor and control project costs by managing a cost change
request and reporting on cost management issues. You are then required to write a project progress report.
Required
Timing
Submit
 Email to the Project Manager
 Email to the replacement venue
 Email to the Marketing Manager
 Email to the Project Manager
 Email to the Marketing Manager
 Project Progress Report
Assessment criteria
the assessment.
Carefully review the following information:
The budgeted costs for the conference were finalised as:
Expenses
Venue $45,000
Catering $15,000
Speaker fees $10,000
Speakers’ travel and accommodation $4,520
Publicity $15,800
Courier $2,000
Printing $2,500
It was also determined that you would contact each Project Team member every month to review the
project’s progress.
The conference project commenced one month ago, and during your review, you received the following
information:
The first choice of venue is unavailable on the day you require. The second-choice venue, the
convention rooms in the Elements Hotel (which is more centrally located and has better
facilities), will require an additional $5,000 to rent the venue. There are no other suitable venue
options available on that date. Although more expensive than the original venue, it has several
advantages:
 it provides three small meeting rooms at no extra cost
 It will promote the event through its network of clients and business associates
1. Monitor income and expenditure against project budget baseline.

Review the case study information and calculate any cost variations against baseline.
Initially, the budgeted costs for the conference were finalised as:
Venue $45,000
Other $49,820
Total: $ 94,820
For the last few months, I would contact each Project Team member every month to review the project’s
progress. The conference project commenced one month ago, and during my review, I received the
information about the venue.
The first choice of venue is unavailable on the day I have required. The second-choice venue, the
convention rooms in the Elements Hotel (which is more centrally located and has better facilities), will
require an additional $5,000 to rent the venue. There are no other suitable venue options available on that
date. Although more expensive than the original venue, it has several advantages:
• it provides three small meeting rooms at no extra cost
• It will promote the event through its network of clients and business associates
So, there would be an additional $ 5,000 cost on the venue.
2. Develop a project change request

As set out in the organisational procedures, you are required to write a short report to the
Project Manager on project costs that addresses:
 Project baseline cost
Your change request should be about half a page long.
PROJECT CHANGE REQUEST
As set out in the organizational preocedures, I am required to write this report to the Project
Manager. Initially, the budgeted costs for the conference were finalised as:
Venue $45,000
Other $49,820
Total: $ 94,820
For the last few months, I would contact each Project Team member every month to review the
project’s progress. The conference project commenced one month ago, and during my review, I
received the information about the venue.
The first choice of venue is unavailable on the day I have required. The second-choice venue,
the convention rooms in the Elements Hotel (which is more centrally located and has better
facilities), will require an additional $5,000 to rent the venue. There are no other suitable venue
options available on that date. Although more expensive than the original venue, it has several
advantages:
So, there would be an additional $ 5,000 cost on the venue. I think we need to choose this venue despite
the cost, it has several advantages. Because we do not need to buy more rooms to provide for the speakers
and staff. Also, if the promote our event it would be great support for the marketing.
3. Send an email to the Project Manager (your assessor).

The email text should ask for the project Manager’s approval for the change to the project.
The email text should include your project change request.
Email (1)
To: Project Manager
Subject: Project Change Request
Dear Project Manager,
I would like to inform you that we need a change in project cost. Initially, the budgeted costs for the
conference were finalised as:
Venue $45,000
Other $49,820
Total: $ 94,820
For the last few months, I would contact each Project Team member every month to review the project’s
progress. The conference project commenced one month ago, and during my review, I received the
information about the venue.
The first choice of venue is unavailable on the day I have required. The second-choice venue, the
convention rooms in the Elements Hotel (which is more centrally located and has better facilities), will
require an additional $5,000 to rent the venue. There are no other suitable venue options available on that
date. Although more expensive than the original venue, it has several advantages:
So, there would be an additional $ 5,000 cost on the venue. I think we need to choose this venue despite
the cost, it has several advantages. I am looking forward for your feedback and please provide me with the
justification for the change.
Kind regards,
Project Assistant
4. Send an email to the replacement venue (your assessor).

It should introduce and summarise the relevant information from the Project Manager’s email.
To: Replacement venue

To whom it may concern,

I hereby notify you of the project’s contents ongoing. File that I sent to Project Manager
was about the project’s change request. In connection with the expenditure we faced a serious
requirement to add an additional cost $2000. All of the additional cost will be spend for the project’s
expenditure. Project Manager will send an email about the disposition of change request and
relevant information of project.
Please send an e-mail as soon as possible that you will have a questions from the project
activities.
Best regards,
Mungunbaatar
5. Send an email to the Marketing Manager (your assessor).

To: Marketing Manager

Dear Marketing Manager,

I hereby notify you of the project’s contents ongoing. File that I sent to Project Manager was about
the project’s change request. In connection with the expenditure we faced a serious requirement to add an
additional cost $2000. All of the additional cost will be spend for the project’s expenditure. Project Manager
will send an email about the disposition of change request and relevant information of project.
Please send an e-mail as soon as possible that you will have a questions from the project activities.
Best regards,
Mungunbaatar
The conference project commenced two months ago, and during your review, the Marketing Manager has
told you that the last speaker of the day, Beverley Farah has just pulled out.
Unfortunately, the replacement speaker has advised you that his fees will be $3,500 rather than the
allocated $2,000 per speaker.
6. Monitor income and expenditure against project budget baseline.

Review the case study information and calculate any cost variations against baseline.
Initially, the budgeted costs for the conference were finalized as: (After the change in the venue cost)
Venue $50,000
Catering $15,000
Publicity $15,800
Courier $2,000
Printing $2,500
Total $99,820
After a month from the change in the venue cost, during my review, the Marketing Manager has told me the
last speaker of the day, Beverley Farah has just pulled out. Unfortunately, the replacement speaker has
advised me that his fees will be $3,500 rather than the allocated $2,000 per speaker.
So, another $1,500 will be added on the cost of the speaker fees. This will result in the increase in the total
cost to $101,320. The speaker already pulled out so it is not possible to decrease the pay.
7. Develop a project change request

As set out in the organisational procedures, you are required to write a short report to the
Project Manager on project costs that addresses:
 Project baseline cost
Your change request should be about half a page long.
PROJECT CHANGE REQUEST

As set out in the organizational preocedures, I am required to write this report to the Project
Manager. Initially, the budgeted costs for the conference were finalised as: (After the change in
the venue cost)
Venue $50,000
Catering $15,000
Publicity $15,800
Courier $2,000
Printing $2,500
Total $99,820
After a month from the change in the venue cost, during my review, the Marketing Manager has
told me the last speaker of the day, Beverley Farah has just pulled out. Unfortunately, the
replacement speaker has advised me that his fees will be $3,500 rather than the allocated $2,000
per speaker.
So, another $1,500 will be added on the cost of the speaker fees. This will result in the increase in
the total cost to $101,320. The speaker already pulled out so it is not possible to decrease the
pay.
We need to increase our project cost, not to make inconvenience for the speaker and in the event.

The email text should ask for the Project Manager’s approval for the change to the project.
The email text should include your project change request.
Email
To: Project Manager
Subject: Project Change Request
I would like to inform you that we need a change in project cost. As set out in the organizational procedures,
I am required to write this report to the Project Manager. Initially, the budgeted costs for the conference were
finalized as: (After the change in the venue cost)
Venue $50,000
Catering $15,000
Publicity $15,800
Courier $2,000
Printing $2,500
Total $99,820
After a month from the change in the venue cost, during my review, the Marketing Manager has told me the
last speaker of the day, Beverley Farah has just pulled out. Unfortunately, the replacement speaker has
advised me that his fees will be $3,500 rather than the allocated $2,000 per speaker.
So, another $1,500 will be added on the cost of the speaker fees. This will result in the increase in the total
cost to $101,320. The speaker already pulled out so it is not possible to decrease the pay.
We need to increase our project cost, not to make inconvenience for the speaker and in the event.
I am looking forward for you feedback. If you have any question regarding this matter, please don’t hesitate
to contact me.
Kind regards,
Project Assistant
9. Send an email to the Marketing Manager (your assessor).

.
To: Marketing Manager
Dear Marketing Manager,
I hereby notify you of the project’s contents ongoing. File that I sent to Project Manager was
about the project’s change request. In connection with the expenditure we faced a serious
requirement to add an additional cost $2000. All of the additional cost will be spend for the project’s
expenditure. Project Manager will send an email about the disposition of change request and
relevant information of project.
Please send an e-mail as soon as possible that you will have a questions from the project
activities.
Best regards,

When you have received the Project Manager’s approval for the change to the project, revise
the Project Management Plan, establishing the revised project cost.
Save this version of the document as Project Management Plan Revised.

When completed, send your Project Progress Report to the Project Team (your assessor).
Project Management Plan Revised

Introduction
Compliance
Relationship between the project and broader organizational strategies and goals
Project objectives
Business Objectives for the project are:
- Define the needed functions of the Commons
- Implement a test best version of the Commons
- Make recommendations and develop a project plan for a full production Commons
Benefits
 Organization will be more specific
 Increase profit that comes from the Project
 Find a new approach
The following deliverables will made when developing this Project Charter:
- This project has the approval to host the best leadership
- Participating agencies will continue to support staff involvement with this project
- More specific staff commitment levels will be defined in the project plan

 Define and prioritize preliminary list of functions
 Assess user needs and modify functions and priorities of appropriate create online survey
 Assess web service requirements
 Clarify what comprises comprehensive documentation of a web service
Measurable outcomes
 The success of this project can be measured by:
 Budget
 Team satisfaction
 Customer satisfaction
 Quality
Project constraints
: The following limitations and constraints have identified for this project:
 The effort relies on voluntary participation by multiple government agencies
 This project has no defined budget
 This project will proceed within the bounds of the prioritized Commons functional requirements
previously defined
 Upon approval of this Project Charter, the next milestone will be the completion of a Project Plan.
Project governance
The CEO will carry ultimate responsibility for the conference, but the conference planning will be
coordinated by the General Manager who will be the Project Manager. Each project team member is
Project scope
 Identify training needs of implementation group
 Develop a configuring plan
 Install and configure software
 Develop a test plan and test cases
 Describe what other functionality is needed
 Modify implementation of appropriate

- Project Owners: Ensure adequate resources are available and track project status
- Project Manager: Lead the planning and execution of the project, chair work group
- Project Work group: Plan and design, advise implementation work group
- Implementation Team: Implement test version
- Survey Team: Plan and implement user a survey
- Service Requirements Team: Identify issues related to web services requirements and how they might
be implement
Project Team Management – The project manager coordinates the project tasks assigned to team
members. Changes to the project team require approval of the Project Manager and Project Owner for the
affected agency it’s relevant. Changes will tracked in revisions to the project plan.
Milestones
Project planning 9 Nov-10 Nov Make a framework of

project
Project scheduling 11 Nov Define a specific time

and make a hierarchy
Project communicating 13 Nov Effective Work

Breakdown Structure
Implementing 14 Nov-17 Nov Make a great satisfaction
Project reporting 18 Nov Monitor the progress of

the work at all level
Project review 20 Nov Feedback
Project stages
Stage 3: Project execution
Stage 4: Monitored by Project Management procedures
month.
Change management
Cost management
- Labor
- Tools
- Suppliers
- Database
- Equipment
- Software
Major project costs

Projected costs
$50,000 Venue
$15,000 Catering
$11,500 Speakers
$4,520 Speakers’ traveling fee
$15,800 Publicity
$2,000 Courier
$2,500 Printing
Totals $101,320



Project Manager

No cost change can be confirmed until it has been authorized by the Project Manager.
Risk management

Weaknesses:
Strengths:

Weaknesses:
Strengths:

Weaknesses:
beginning
Strengths:
Issue management
team members.
11. Write a project progress report

You are required to write a short (less than one page) report that describes the project’s
progress and any issues that have been identified. The progress report will be modified by the
Project Manager and sent to the CEO as the project’s monthly report. it will also be used to
assist with the project audit.
The report should discuss any changes that have been made to the project and they impact that
they will have on the project’s overall success.
When completed, send your Project Progress Report to the Project Team (your assessor).
Project Progress Report

Project name: Leadership Conference 2020
Date submitted: 11/09/2019
The conference project commenced two months ago, and all activities are going well as planned.
However, there are two changes occurred in the project cost.
A month ago, the first choice of venue was turned unavailable on the conference day and we
chose second venue which is the convention rooms in the Elements Hotel (which is more centrally
located and has better facilities), will require an additional $5,000 to rent the venue. There were no
other suitable venue options available on that date. Although more expensive than the original
venue, it had several advantages:
According to its advantages, we chose this and request a change in cost from the General
Manager.
Also, the last speaker of the day, Beverley Farah had pulled out. The replacement speaker has
advised that his fees will be $3,500 rather than the allocated $2,000 per speaker.
These changes occurred during the project. We took actions immediately, for not to make
inconvenience.
Satisfactory
Yes No
Monitor project costs against the project budget yes
baseline at predetermined intervals?
Identify and report on any variations in budget? yes
Provide financial authorisation for the change of yes

venue within their delegated authority.
Implement action as authorised by the Project yes
Manager and report progress to those responsible,
ensuring that the project’s cost objectives remain
achievable?
Undertake work according to the Project Management yes
Plan Baseline, using the established change control
and performance measurement procedures?.
Communicate instances of non-compliance with yes
overall scope to the project manager and other team
members?
Measure the project’s progress to determine scope yes
changes?
Report scope changes appropriately? yes
Maintain and update records against project plans at yes

the required intervals?
Write and submit a status report on project’s progress yes
and any identified issues?
Assist the Project Manager by undertaking an impact yes
analysis of proposed and actual changes to the
project?
Maintain relevant project progress report accurately yes
and regularly to assist with project audit?
Update the Project Management Plan to reflect the yes
project’s progress against the project’s baselines and
the approved changes?

Rezaul azim
Assessor name
azim
Assessor signature
26/11/19
Date

Student Declaration
Student name
Student ID number
Student signature
Date
 I hereby certify that this student has been assessed by me and that the assessment has been carried
Rezaul azim
Assessor name
Azim
Assessor signature
26/11/19
Date
Feedback
Excellent work. You have a good concept about project life cycle management process and you able to
show your competence regarding project completion process.

Student signature
Date
Assessment Task 4: Evaluate project
Task summary
In this assessment task, you are required to assist in the finalisation and payment of external parties
involved in the conference. You are then required to assist in the writing of a project management review.
Required
 Speakers’ Invoices
 Conference Finances Information
 Project Management Review Template
Timing
Submit
 Email with verdict on whether funds should be transferred
 Draft Project Management Review
Assessment criteria
the assessment.
Carefully read the following:
It is now two weeks since the Leadership Conference 2018: Leading in the twenty first century. It was a
great success. All of the tickets were sold, many new contacts were made, and the Project Manager gave a
reasonable talk on Managing Virtual Teams.
You have received the following email from the Accounts Officer:
Dear Project Assistant.

One of the project follow-up tasks is to review and confirm the assets and liabilities of the
project to ensure that it has run to budget. In the case of the congress, this involves reviewing
the costs incurred. The venue and catering costs were as budgeted, and the last task is to
review the speakers’ invoices.
The Accounts Department has received invoices from each of the speakers at the recent
conference. They are summarized in Speakers’ Invoices. Before I authorize the transfer the
funds, however, please take a look at them to see that they are correct and get back to me
with your confirmation or questions within 24 hours, so I can authorize the payments.
We are to submit a conference finance report for Senior Management within the next two
weeks. I would appreciate it if you could insert these figures into the table in the Conference
Report Template and write a first draft of the report. Send it to me when you are done, and I
will edit it before sending it on.
Thank you for all your help on this project.
Yours sincerely,
Project Manager
1. Assist in finalisation of payments to conference speakers.

Review the figures given in Speakers’ Invoices.
Determine whether they are within expectations for the conference.
• Alfred Jersey - $2,979 (included: speaker free, return flight, taxi form airport, taxi to airport, etc ,. )
• Trish Solomon - $2,169 (included: speaker free, taxi to conference, taxi from conference, etc., )
• Mark Henry - $2,759 (included: speaker free, return flight, taxi from airport, taxi to airport, etc., )
• Margret Cartwright - $2,866 (included: speaker free, return flight, taxi form airport, taxi to airport,
etc., )
The total payments for the speakers are: $10,773
We was planned the speakers’ travel fee would be $4,520. However, according to the Invoice, the travel fee
is $2,773 which is low from the planned cost.

It should give your verdict on whether funds should be transferred into the speakers’ accounts.
To: Project Manager

I hereby notify you of the project’s funding which include the cost of the speakers. Through demand
of speakers the whole necessary requirements included in our funding. There are 4 different speaker came
and talked very serious speech in the conference. About the attached file, I send you their cost more detail,
and you can have a look. After that, please inform me about the transfer of the cost to their accounts.
Please send an e-mail as soon as possible and if you will have a questions project funding.
Best regards,
Mungunbaatar
3. Assist in the development of a project management review.
Write the first draft of a report for the Project Manager about project costs from the completed
conference.
Use the Project Management Review Template to guide your work.
Assume that the conference is now completed, and you have been provided with the final costs.
Review the Conference Finances information provided to calculate and report on the success of
the conference assuming that a 50% profit was required.
Assume also that Senior Management has identified that, while the conference had very positive
outcomes (very high audience satisfaction and over 100 leads for potential new clients in
Brisbane and surrounds), they would like further recommendations on best practice project cost
estimating. Do some research on the internet into similar projects and their cost estimating
practices. Provide at least four recommendations which you consider would improve project
estimating for future projects.
The Project Manager would also like you to review the project outcomes to determine whether
the scope management approaches were effective.
Save this document as Draft Project Management Review.

When completed, send your Draft Project Management Review to the Project Manager (your
assessor). The Project Manager will be sending it, along with other project documentation to the
CEO, so they can sign off on the project.
Project Management Review
Project outcomes
Review the project outcomes to determine whether the scope management approaches were
effective.
The Project Management Plan states that the success of this project can be measured by:
- Overall Comprehensive Plan
- Good manager and team work
- Well defined Objectives
- High Management Support
- Sufficient Funds
- Involved Stakeholder or Sponsors
Project finances
The following expenditure details show the overall financial outcomes from the conference.
An analysis of this is as follows:
Total profit/loss:
Income: 395,000$
Expenses: 96,865$
Total profit or loss is: $300,180
Evaluation: excellent
Conference expenditure details
Expenses Income
Venue $45,000 Registration fees: individuals $100,000
Catering $15,000 Registration fees: companies $100,000
Speaker fees $10,000 Sponsorship: Gold $50,000
Speakers travel $4,520 Sponsorship: Silver $45,000
Publicity $15,800 Sponsorship: Bronze $100,000
Courier $2,000
Printing $2,500
TOTAL $94,820 TOTAL $395,000
Recommendations
As requested by Senior Management, recommendations for more accurate project cost estimating
are as follows:
- Be honest and accurate about the figures
- Clarify assumptions
- Adapt to the available budget
- Include risks
- Breakdown the projects into small before estimation
- List and evaluate each tasks
Satisfactory
Yes No
Assist in finalisation and transfer of funds to speakers’ yes
accounts?
Assist in writing a review of the project’s cost Yes
outcomes and the effectiveness of the project cost
management processes?
Document project cost management lessons learned yes
that could apply to future projects?
Provide recommendations for improving the cost yes
estimating processes?
Assist the Project Manager in reviewing the project yes
outcomes to determine whether the project’s scope
management approaches were effective?
Assist with project finalisation activities? yes
Assist the Project Manager in preparing project Yes

documentation for handover to CEO?
Assist the Project Manager in completing financial, yes
legal and contractual obligations?
Contribute their perspectives on the project’s yes
performance to assist with the Project Management
Review?

azim
Assessor signature
Rezaul azim
Assessor name
26/11/19
Date
Final Results Record
Mungunbaatar LOSOLSUREN
Student name:
20181684
Student ID number:
azim
Assessor name:
Final Assessment Results
Task Type Result

Satisfactory Unsatisfactory Did not submit
Assessment Task 1 Written questions S
Assessment Task 2 Project Planning U
Assessment Task 3 Project Maintenance S
Assessment Task 4 Project evaluation S
Overall unit result NYC
Feedback
You did not answer few question at Task 2. Please answer every question properly and do the
resubmission before 29/11/19
☐ My performance in this unit has been discussed and explained to me.

☐ I would like to appeal this assessment decision.
Student Signature: ____________________________________ Date: _________
☐ I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.
Assessor Signature: __azim__________________________________ Date: __26/11/19________

BSBPMG409-412-417 REVISED Assessment Tasks Mungunbaatar

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BSBPMG409-412-417 REVISED Assessment Tasks Mungunbaatar

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Student Assessment Tasks

BSBPMG409 Apply project scope management

BSBPMG412 Apply project cost management

BSBPMG417 Apply project life cycle management

Assessment Task Overview

Naming electronic documents

Each assessment task in this booklet consists of the following:

Assessment Task Cover Sheet

Depending on the task, this may include

Assessment Task Information

Assessment Task Instructions

Student Assessment Agreement

Do you understand your rights to re-assessment?  Yes  No

Assessor name Rezaul azim

Assessor signature Azim

Assessment Task 1 Cover Sheet

Assessment outcome S Resubmission N

Student result response

Assessment Task 1: Written Questions

Written answer question guidance

Assessment Task 1 Instructions

Provide answers to all of the questions below:

2. Discuss the key purpose and objectives of budgeting in project management.

3. Outline the main steps in the budgeting process for a project.

1 Identify scope elements that must be costed

2 Conduct cost management planning

3 Estimate work package costs

4 Combine cost estimates and project schedule

5 Produce the budget in accordance with company cost

7 Review the budget

5. Explain the use of milestones in budgeting.

10. Explain how to report a change in scope for a project.

17. Describe the project life cycle stages or phases.

Assessment Task 1 Checklist

Did the student provide a sufficient and Satisfactory

Task Outcome: Satisfactory  Not Satisfactory 

Assessment Task 2 Cover Sheet

Assessment outcome NS Resubmission N

Student result response

Assessment Task 2: Project planning

This assessment is to be completed in the simulated work environment in the RTO.

Assessment Task 2 Instructions

Carefully read the following:

Complete the following activities:

1. Assist in developing a Project Charter

Save this version of the document as Second Draft Project Charter.

2. Assist in developing the Project Management Plan

Grow Management Consultants

The benefits that Grow Management Consultants include:

Work Breakdown Structure (WBS)

Task When Who

1. Venue Six months prior to conference Project Assistant

Milestone Time Objectives

Stage 1: Project Charter approval

Stage 2: Project Management Plan approved

Stage 3: Completing the tasks required by the project

Stage 4: Report and the control of the project management

Stage 5: Project Management Review is submitted.

Roles and responsibilities

Major project costs

Costs will be monitored on a weekly basis.

Potential risk contingency measures

2. A shortage of critical skills in the booth attendees