Assessment

Task 3
Undertake project work
BSBPMG522

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 Student Declaration
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the 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 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.
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment

Unit Title
Unit Code
Sarina Janjaeng
Student name

Student ID 47794
number
Student Date
signature
3 20 Nov 2020
Task Number

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 ------OFFICE USE ONLY-----
For Trainer and Assessor to complete:

◻ Student requested reasonable adjustment for the assessment

Completed successfully Comments

DNS
Did the student satisfactorily:
The following documents were satisfactorily ☒ ☐ ☐
completed and submitted:
 Risk Assessment form at 25% timeframe
 Issues log at 50% timeframe
 Change request form at 50% timeframe
 Status Report at 25% timeframe
 Status Report at 50% timeframe
 Status Report at 75% timeframe
 Meeting Minutes
 Emails to project sponsors

Filing records are completed. ☒ ☐ ☐

Took action to ensure project team members ☒ ☐ ☐

are clear about their responsibilities and the
project requirements.

This is evidenced by the teamwork observed by

the trainer and assessor and the observation of
the team in week 5 (see observation checklist).
Student completed the meeting minutes.
Provided support for project team members, ☒ ☐ ☐
especially with regard to specific needs, to
ensure that the quality of the expected
outcomes of the project and documented
timelines are met.

This is evidenced by the teamwork observed by

the trainer and assessor and the observation of
the team in week 5 (see observation checklist).
Student completed the meeting minutes.
Established and maintained required record- ☒ ☐ ☐
keeping systems throughout the project.

This is evidenced by the filing record completed

in all relevant project documents.
Implemented and monitored plans for ☒ ☐ ☐
managing project finances, resources and
quality.
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 Completed successfully Comments

DNS
Did the student satisfactorily:

This is evidenced by the satisfactory addressing

of the scenarios regarding project execution
and the completion of status reports, the risk
assessment form, the issue log and the change
request form.
Completed and forwarded project reports as ☒ ☐ ☐
required to stakeholders.

This is evidenced by the completion of all

project reports required in this task: risk
assessment form, issue log, change request
form, status reports. All reports are recorded
with a request for the project sponsor to sign
or have specific instructions to be forwarded to
the project manager (risk assessment form).
Status reports have been completed with an
accompanying email to the reports sent to the
project sponsor.
Undertook risk management as required to ☒ ☐ ☐
ensure project outcomes are met.

This is evidenced by the satisfactory addressing

of the scenarios regarding project execution
and the completion of status reports, the risk
assessment form, the issue log and the change
request form.
Used project management tools to develop and ☒ ☐ ☐
implement a project plan, including:
o deliverables
o budget and allocation of resources
o timelines
Evidenced by the completion of the project
status reports.
o risk management
Evidenced by the completion of the risk
assessment form, issue log, change request
form, status reports.
o record-keeping and reporting
This is evidenced by the filing record completed
in all relevant project documents and the
completion of the required reports during
project execution stage.

Consulted and communicated with relevant ☒ ☐ ☐

stakeholders to generate input and
engagement in implementing the project.

This is evidenced by the meeting with the

team. See the observation checklist and the
meeting minutes completed by the student.
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 Completed successfully Comments

DNS
Did the student satisfactorily:
If working in a group, the student has actively ☒ ☐ ☐
participated in group work with a substantial
contribution that can be assessed individually
for all the requirements of this task.

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐

Student Name:
Sarina Janjaeng
Assessor Name:

Assessor Signature:

Date:

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 Table of Content

Student Declaration................................................................................................................................................2
Task 3 – Administer and Monitor Project.....................................................................................7
Complete the following activities:...................................................................................................................10
Task 3.1 Status Reports.......................................................................................................................................10
Task 3.2 Manage the team..................................................................................................................................21
Appendix 1 – Scenario.......................................................................................................................23
XYZ Organisational Chart....................................................................................................................................24
Ownership.................................................................................................................................................................24
Key to Success.........................................................................................................................................................24
About the Product..................................................................................................................................................24
Target Market..........................................................................................................................................................25
Objectives.................................................................................................................................................................25
Vision..........................................................................................................................................................................25
Mission.......................................................................................................................................................................25
Values.........................................................................................................................................................................25
Strategic Direction.................................................................................................................................................26
The project................................................................................................................................................................27
Project conditions..................................................................................................................................................28
Scenario and documentation for Task 3........................................................................................................29

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 Task 3 – Administer and Monitor Project

Task summary and instructions

What is this This task builds on the work completed in Task 2.

assessment task
about? This task comprises of product-based methods of assessment, a Case
Study scenario and observation conducted in a simulated work
environment.

You are required to:

 develop project execution forms and reports based on given

scenarios,
 meet with the project team to discuss matters related to
project execution and coach the team on skills and knowledge
that will support them in achieving the desired project
outcomes.

It has been designed to evaluate your ability to:

 provide support for project team members, especially with

regard to specific needs, to ensure that the quality of the
expected outcomes of the project and documented timelines
are met,
 establish and maintain required record-keeping systems
throughout the project,
 implement and monitor plans for managing project finances,
resources and quality,
 complete and forward project reports as required to
stakeholders,
 undertake risk management as required to ensure project
outcomes are met,
 work towards achieving project deliverables.

You are required to address the following:

 Task 3.1 Status report:
o Consider the scenarios described in Appendix 1 –
Scenario at the end of this document and develop:
 a risk assessment form,
 an issue logs,
 a change request form,
 3 project status reports.
 Task 3.2 Manage the team:
o meet with the team to discuss the progress of the project,
o coach and mentor the team,
o complete the meeting minutes for the meeting with the

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 Task summary and instructions

team.

What do I need to do  submit the completed assessment tasks, according to instructions,

to complete this task  complete the tasks with sufficient detail and present them in a
satisfactorily? professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 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.

Specifications You must deliver/participate in:

 meeting with the team (Task 3.2)

You must submit all of the following to GOALS

 risk assessment form

 issue log
 change request form
 status Report at 25% timeframe
 status Report at 50% timeframe
 status Report at 75% timeframe
 meeting minutes
 evidence of coaching session,
 observation checklist from trainer for Task 3.2.

Resources and • computer with Internet access,

equipment • access to Microsoft Office suites or similar software,
• learning material,
• scenario for assessment document which includes relevant policy
and procedures provided at the end of this document in Appendix
1,
• use of the templates included in this assessment document.
What will the Your assessor will be looking for demonstrated evidence of your
assessor be looking ability to:
for?
 support the project team at project execution phase,
 implement the project plan,
 monitor the project execution environments for changes and
issues that need addressing,
 complete project reports to deliver to pertinent stakeholders,
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 Task summary and instructions

 address changes, risks and problems during project execution

phase,
 work towards achieving project deliverables,
 maintain a record keeping system.
Re-submission You will be provided feedback on your performance by the Assessor.
opportunities 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 unfairly or have other appropriate grounds
for an appeal. 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.

Procedures

Using the workplace scenario information provided, you will work collaboratively with your project
team to administer and monitor a project (initiated, planned and discussed in Task 2) in order to
achieve the project deliverables.

1. Review the assessment scenario, the business documentation, including policies and
procedures, and the project planning templates provided:

o Appendix 1 – Scenario at the end of this document,

o Policies and Procedures – provided in a separate folder,
o Templates:
 1 – Risk Assessment form at 25% timeframe in Task 3.1,
 2 - Issues log at 50% timeframe in Task 3.1,
 3 - Change request form at 50% timeframe in Task 3.1,
 4 - Status Report at 25% timeframe in Task 3.1,
 5 - Status Report at 50% timeframe in Task 3.1,
 6 - Status Report at 75% timeframe in Task 3.1,
 7 – Meeting Minutes in Task 3.2.

2. Determine monitoring and record-keeping system requirements from the scenario for
project as planned.

3. Determine personal need for support.

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 Procedures

4. Meet with the team at least on one occasion in week 5 of class to:

a. discuss monitoring and record-keeping systems as required by the organisation,

b. discuss risk processes for identifying risks and risk management approaches,

c. discuss project execution,

d. coach and mentor the team on one of the following topics:

 project quality management,

 risk management,

 conflict management,

 time management,

 manage stress.

Note: Minutes of the meetings must be completed and submitted. The meeting will be
observed by the assessor. Arrange suitable time with the team member and assessor (to
observe). Undertake risk management as per your project plan. Provide risk management
reports (may include change requests and/or issues logs). Use or adapt the templates
provided.

5. Ensure you adhere to budgetary constraints and timelines. All resources and time spent on
the project will count towards expenditure.

6. Submit documentation as per specifications below.

Complete the following activities:

Task 3.1 Status Reports

Consider that the scenarios described in Appendix 1 – Scenario at the end of this document have
happened at 25%, 50%, 75% timeframe as described.

Develop the following status reports to meet the record-keeping system requirements:

1. A risk assessment form to the attention of the project manager for the risk identified at 25%
timeframe. (Template 1),
2. An issue log for the issues arisen at 50% timeframe. (Template 2),

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 3. A change form to request the changes needed as part of the issue resolution strategy for the
issues arisen at 50% timeframe. (Template 3),
4. 3 status reports at 25%, 45%, 75% timeframe. Write a brief email with a summary of the
content of the reports when forwarding them to the project sponsor. (Templates 4,5,6).
Use the templates provided below and follow the instructions provided.

Template 1 - Risk Assessment form - at 25% timeframe

Project details

Project Name ZEEMH

Project Manager: Kanokrat

Risk details

Risk ID: 01

Raised by: Sarina

Date raised: 20/11/2020

Description of risk:
Expenses can be higher than it was estimated during the budget period for the project

Likelihood of risk: Impact of risk:

Describe and rank the likelihood of the risk occurring (i.e. Describe and rank the impact on the project if the risk
low, medium or high). occurs (i.e. low, medium or high).

Medium : The limit of budget is the important part for

Low: We might need to control all the expenses in
every work’s process. We have to decide the best
every work process. Allocated the budget to fit in
quality and also save the budget as well. If we use
every process by consider to quality and success.
over limit of budget that customer provide maybe
that will affected to the other process budget or
maybe effected the deadline. That might get some
problem to find some sponsor to support the missing
expenses.

Risk mitigation

Preventative actions recommended:

Record keeping and report - Weekly report all of the expenses to project manager. To declare all expenses
that we use

Contingency actions recommended:

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 Spare or separate some of budget to support when emergency
Approval details

Supporting documentation:
Financial record keeping

Signature: Sarina Janjaeng Date: 20 /11 /2020

PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER

Record

Complete the filing record below so that the project document can be saved in the project management record system

Project Title: ZEEMH Project Client: XYZ Date: 20/11/20

Pty LTD trading Version: 01

Project Sponsor: Project Manager: File Name:

ZEEMH Records Kanokrat ZEEMH Records Part 01

Template 2 - Issues log - at 50% timeframe

In this template all issues are treated as risks. They should be recorded when they arise, assigned a number and responsibility, a
recovery strategy or alternate path agreed, acted upon and recorded when closed. A minimum of 1 issue must be identified and treated.

Issue Strategy Date logged Date resolved

Unexpected situation Make the risk plan 20/11/2020 28/11/2020

in more detail and
go through all the
lists make sure it
cover the project
and find some
expert senior to
check the plan.

Misunderstanding If the situation 20/11/2020 28/11/2020

seem complicate
and reach to
misunderstand
each other teams
need to arrange
the meeting

and go through
the point step by

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 Issue Strategy Date logged Date resolved

step

Signed: Kanokrat Signed: COO Signed: XYZ Pty Signed:

LTD trading
Project Manager Sponsor
Client

Date: 18/11/20 Date: 18/11/20 Date: 18/11/20 Date:

Record

Complete the filing record below so that the project document can be saved in the project management record system.

Project Title: ZEEMH Project Client: Date: 18/11/20

XYZ Pty LTD Version: 02
trading

Project Sponsor: COO Project File Name: ZEEMH Records Part 02

Manager:
Kanokrat

Template 3 - Change request form - at 50% timeframe

This form is used to assist with recording and management of changes in scope, time, quality or budget needed to manage the issue/s.
The change management procedure must be negotiated with the key stakeholders prior to the sign-off of the project plan.

Change request – Project

Issued by Client : John

Change Requested Most of the objective are checked out and overview client is satisfied

Reason for change The objective of this project are to make ZEEMH an icon brand for
speciality coffee drinkers to develop an effective, well-placed e-
commerce site for sales of coffee blends direct to the public,

investors and looking for producers. Our team will developing an

integrated marketing plan for the documentary

to find producer and who interest to investors for this project.

Impact on scope Non : It does not impact on scope.

Impact on budget Under budget , The budget that we set the fisrt time is $9,500 change

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 Change request – Project

to $8,000

Impact on schedule

Change authorised: Yes/No Adj. completion Adj. final budget: $8,000

date: 28/11/20
Yes

Signed: Kanokrat Signed. Coo Signed. XYZ Pty Signed

LTD trading
Project Manager Sponsor
Client

Date 28/11/2020 Date 28/11/2020 Date 28/11/2020 Date

Record

Complete the filing record below so that the project document can be saved in the project management record system.

Project Title. ZEEMH Project Client: Date: 28/11/20

XYZ Pty LTD Version: 03
trading

Project Sponsor:COO Project File Name: ZEEMH Records Part 03

Manager:
Kanokrat

Template 4 - Status Report - at 25% timeframe

Email to project sponsor:

Dear COO invester,

Our team would like to update project timeline and project status to you.

Timeline of project would be in 6 months to plan, develop and produce the advertisement,
we will put all the detail in grant chart and tracking every step of work to show the team
and the team can see how the work going on at that moment.
<Add text (50-100 words)

Project Name:

Project Status G: Y: R:
Overall Timeline Budget Resources Scope Quality Risk

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 Status Green Green Green Green Green Yellow Yellow

Status Report
Project Name : ZEEMH
Prepared by: Kanokrat , Sarina , Nawarat and Pajera
Date: 20/11/2020
Attention to: COO invester
Executive This team is separated into different positions with different responsibilities:
summary Project Manager - Planning and monitoring the project
report Account Manager - Generate sales among client accounts, including

Use this section for upsetting and cross-selling.

summary
information about
Client executive - Identify, develop and maintain relations with potential
the status of the clients to drive billed revenue for attaining set revenue targets.
project.
Sales and marketing - marketing and sales objectives by planning,
(30-50 words)
developing, implementing, and evaluating advertising, merchandising, and trade
promotion programs; developing field sales action plans
Production - planning and organising production schedules, assessing project
and resource requirements, estimating, negotiating and agreeing budgets and
timescales with clients and managers.
Human resources - Preparing or updating employment records related to
hiring, transferring, promoting, and terminating. Explaining human resources
policies, procedures, laws, and standards to new and existing employees.

Deliverable Deliverable Work to date Planned Status

status realisation

Use this section for date

summary
information about
Initiating 1 month 10 Dec 2020 Green
the status of the process
deliverables of the
project. Planning process 2 months 10 Jan 2021 Green

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 Status Report
Executing 3 months 10 Feb 2021 Green
process
Closing process 1 month 10 Dec 2020 Green

Schedule Milestones Status Date Notes

status and date completed
Use this section for Poster for Green 28 Nov 2020 -
a summary of the
status of the Advertisement
project's schedule. Content for Green 28 Nov 2020 -

social media
platform
Event Green 28 Nov 2020 -

coordination
and
implementatio
n

Budget Budget Item Estimated Actual Cost Variation %

status cost
Use this section for Flyers and 3,500 3,000 20%
a summary of the
YouTube
status of the
project's budget channel
Social media 4,000 3,500 20%
design
Business event 2,000 1,500 11.25%

Quality Deliverable Quality Status Variations or plan to

status requirements achieve quality
Use this section for requirements
a summary of the
Photography Professional Green Achive plan
status of the

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 Status Report
project's quality. session creatively, keep
on trends,
current trends
Graphic design Professional, Yellow Set meeting and follow
modern design up plan
theme
Website design Professional, Yellow Set meeting and follow
modern design up plan
and design
application e.g.
WordPress.
Advertising All campaign Green Achive plan
campaign elements to be
logistic develop ed and
produced
according to the
brief, on time
and on budget.

Record

Complete the filing record below so that the project document can be saved in the project management record system

Project Title: ZEEMH Project Client: XYZ Date:

Pty LTD trading 30/11/20
Version: 04

Project Sponsor: COO Project Manager: File Name: ZEEMH Records Part 04

Kanokrat

Template 5 - Status Report - at 50% timeframe

Email to project sponsor:

Dear COO invester

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 I would like to tell you about our responsibility as below.
Kanokrat (Project manager )
- To Ensure that the Project Team completes the project
- The Project Manager develops the Project Plan with the team
- To monitoring team members and ensure whether they are dutiful towards project.
- To ensure that decisions are taken in timely manner.
Sarina (Financial officer)
- To keep control budget up.
- To give area budget for work on it
Pagera (Project team members)
- Deliver their tasks according to the project schedule
- To provide detailed requirements about the legal.
- Responsible for planning and executing the project
Narat (Marketing Manager)
- Preparing online and print marketing campaigns
- Creation and publication of all marketing material in line with marketing plans.
- To maintain effective internal communications to ensure that all relevant company
functions are kept informed of marketing objective
- Overseeing the project budget.

<Add text (50-100 words)

Project Name:

Project Status G: Y: R:
Overall Timeline Budget Resources Scope Quality Risk

Status Green Green Green Green Green Green Green

Status Report
roject Name : ZEEMH
Prepared by : Kanokrat , Sarina , Nawarat and Pajera
Date : 28 Nov 2020
Attention to: COO invester
Executive We will use an electronic record keeping system to make it easier than manual
summary or paper records.
report Record-keeping systems need to consider the:
Use this section for - nature of information to be stored and retrieved;
summary

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 Status Report
information about - security and access of files and information (particularly computer records)
the status of the
- validity and reliability of the information collected and the system on which it is
project.
(30-50 words) recorded
- resources and training required and length of time that the records should be
kept (general legal requirement is seven years).
also back up records and keep them in a safe place in case of emergency
Deliverable Deliverable Work to date Planned Status
status realisation
Use this section for date
summary
Project Initiation 1 month 10 Dec 2020 Green
information about
the status of the
deliverables of the
Planning 2 months 10 Jan 2020 Green
project.

Execution 3 months 10 Feb2020 Green

Monitoring 1 months 10 Dec 2020 Green

Closing 1 months 10 Dec 2020 Green

Schedule Milestones Status Date Notes

status and date completed
Use this section for Background 10 Dec 2020 -
a summary of the
story, provide
status of the
project's schedule. budget, explain Green
what
expectation of
the project is
Design and Green 10 Dec 2020 -
production
Control the 10 Dec 2020 -
budget and Green
report to project

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 Status Report
manager
Control the 10 Dec 2020 -
budget and Green
report to project
manager
Budget Budget Item Estimated Actual Cost Variation %
status cost
Use this section for Labor :
a summary of the
Designers,
status of the
project's budget Programmers, $4500 $4000 20%
Photogaphers
etc
Materials :
Cameras, $3000 $3000 0%
Laptops and
Microphnes

Quality Deliverable Quality Status Variations or plan to

status requirements achieve quality
Use this section for requirements
a summary of the
Photography Professional Achive plan
status of the
project's quality. session creatively, keep Green
on trends,
current trends
Graphic design Professional, Achive plan
modern design
Green
theme.

Website design Professional, Achive plan

modern design
Green
and design
application e.g.
WordPress.
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 Status Report

Advertising All campaign Achive plan

elements to be
campaign Green
develop ed and
logistic produced
according to the
brief, on time
and on budget.

Record

Complete the filing record below so that the project document can be saved in the project management record system

Project Title: ZEEMH Project Client: XYZ Date:

Pty LTD trading 01/12/20
Version: 05

Project Sponsor: COO Project Manager: File Name: ZEEMH Records Part
05
Kanokrat

Template 6 - Status Report - at 75% timeframe

Email to project sponsor:

Dear COO invester,

We would recording financial information into a usable form and turn everything we have
checked over to our bookkeeper to record it immediately. We do the record by monthly.
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 Input the information into a spreadsheet or accounting software. we might find that online
software works better for us but both of them can see the information and discuss it.
ensure we get everything recorded every month so we can review the report whenever
we need.

<Add text (50-100 words)

Project Name:

Project Status G: Y: R:
Overall Timeline Budget Resources Scope Quality Risk

Status
Green Green Green Green Green Green Green

Status Report
Project Name : ZEEMH
Prepared by : Kanokrat , Sarina , Nawarat and Pajera
Date : 10 Dec 2020
Attention to: COO invester
Executive When all project deliverables have been completed, we still need to complete a
summary number of tasks to close the project
report The project closure involves three phases:
Use this section for - Project handover report
summary
- Post implementation review
information about
the status of the - Project completion report
project.
Part of closing the project properly is that team members should be rewarded in
(30-50 words)
this phase, so they feel a sense of achievement, which will lead to improved
performance on future projects.
A post implementation review (PIR) of the overall outcome of the project will be
scheduled no more than three months down the line. This post implementation
review is an analysis of the operational effectiveness of the projects end-
deliverables.

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 Status Report
Deliverable Deliverable Work to date Planned Status
status realisation
Use this section for date
summary
Created 1 week 17 Dec 2020 Green
information about
the status of the
Documentary
about ZEEMH
deliverables of the
project.
Sell the 1 week 17 Dec 2020 Green
documentary
Schedule Milestones Status Date Notes
status and date completed
Use this section for Team meeting
a summary of the
with stakeholder Green 10 Dec 2020 -
status of the
project's schedule.

Budget Budget Item Estimated Actual Cost Variation %

status cost
Use this section for Production $3500 $3000 20%
a summary of the
status of the
Marketing plan $4000 $3500 20%
project's budget

Quality Deliverable Quality Status Variations or plan to

status requirements achieve quality
Use this section for requirements
a summary of the
Legislation Ensure the Achive plan
status of the
project's quality. legislation and
policies are Green
follow by the
team project
Poor Ensure we are Achive plan
communication
communicated
well in a team Green
member and we
all support each
other when they
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 Status Report
need a hand

Record

Complete the filing record below so that the project document can be saved in the project management record system.

Project Title: ZEEMH Project Client: XYZ Date:

Pty LTD trading 04/12/20
Version: 06

Project Sponsor: COO Project Manager: File Name: ZEEMH Records Part
06
Kanokrat

Task 3.2 Manage the team

Meet with the team on at least one occasion in week 5 of class to:

a. discuss monitoring and record-keeping systems as required by the organisation,

b. discuss risk processes for identifying risks and risk management approaches,

c. report on and review any issue related to project execution,

d. coach and mentor the team on one of the following topics:

 project quality management,

 risk management,

 conflict management,

 time management,

 manage stress,

Complete the minutes of the meetings (Template 7).

The meeting is an observable task, and the trainer and assessor will evaluate your performance in
the meeting using an observation checklist.

Undertake the coaching session using suitable tools. For example, you could use one or more of the
following:

 prepare coaching notes,

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  use the whiteboard,
 prepare a powerpoint presentation,
 prepare a brief handout,
 use a video to record the session.
Submit any relevant evidence (for example, a picture of the whiteboard, a copy of the handout or
the PowerPoint presentation) with your assessment.

If you are absent from class, it is your responsibility to make alternative arrangements with the
trainer and assessor to organise the meeting with the team.

Template 7 - Meeting Minutes

Location: Zoom Meeting

Date: Friday 20th November 2020

Time: 1:00-3:00 PM

Chair: Kanokrat

Note-Taker: Sarina

Invitees: Nawarat

Pajera

Agenda ZEEMH Project

Items:

Meeting Minutes

Item Discussion Action and points

of responsibility

1 Introduction about project “ZEEMH” and discussion Kanokrat

probity and ethical behavior

2 Discussing about risk management Pajera

3 Discussing about responsible financial manament Pajera

4 Discussing about procurement planing Sarina

5 Discussing about avoid conflict of interest Nawarat

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 Appendix 1 – Scenario
XYZ Pty Ltd trading as ZEEMH was founded by husband and wife John Cluber and Marla Bennet.
The couple decided to start an online business in 2013 to allow more
flexibility in their family life. ZEEMH was an instant success, and it has
grown progressively in its years of operation.

Website: https://projectdipem.wixsite.com/zeemh .

Starting as an online retailer of exclusive coffee brands for home-

consumption, the company changed its business model by launching
into the production of its own brand of coffee and serving a market of both B2B and B2C
customers.

ZEEMH (pronounced Zeem –H) is an innovative Australian online retailer for premium coffee.
ZEEMH:

 produces creative and high-quality coffee blends, roasting coffee in its own facilities,
 sources coffee beans from around the world, searching for the best quality coffee,
 is an online retailer of its very own coffee brand: 100% Australian owned and operated,
 delivers its products within Australia (nationwide),
 focuses on a niche B2B and B2C target market.

ZEEMH coffee is:

 quality and innovation-driven,

 a champion for sustainability,
 delivered fast,
 Fair Trade approved,
 customisable.

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 Since 2013, the organisation has grown and expanded, moving from the spared room of a house in
Surrey Hills, Victoria, to a comfortable 2 level office in Port Melbourne, where they also have the
coffee roasting and packaging plant (same building). Warehouse operations are outsourced to MCW
Logistics (MCW looks after the importing operations relate to importing coffee beans in Australia
and the inventory management – for raw and refined products). MCW logistics is located close to
the ZEEMH headquarter.

So, fare their market has only focused on the Australian market.

XYZ Organisational Chart

Chief Financial
Finance Team
Officer

Marketing and
Marketing
Sales Team

Client Services Cleint Services

Manager Team
CEO and founder
Board of Directors HR Manager HR Team
COO and founder
MCW Logistics
(outsourced)
Production
Manager
Coffee Roasting
and Production
IT Outsourced Team

Ownership
ZEEMH is a Proprietary Limited company, 100% Australian owned and operated.  The majority of
the company is owned by founders John Cluber (40%) and Marla Bennet (40%). Steven Yun, an
investor, owns 20% of the company, and he is also part of the Board of Directors as an executive
director.   They have recruited experienced and highly skilled board members.

Key to Success
ZEEMH has identified four keys that are instrumental to its success:

 develop a niche product that aims to reach a market of boutique coffee lovers,

 deliver exceptional customer service in all aspects of the business cycle,

 attract and retain quality staff,

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  creativity, innovation and quality are the pillars the company is founded on.

About the Product

Coffee beans are sourced from selected producers around the world, and they must meet the
following characteristics:

 organics and Fair Trade approved,

 be produced on small to medium farms,

 pass the quality control standards of ZEEMH coffee roaster's experts.

The product:

 is roasted daily – an efficient inventory process is key to allow for the product to be shipped
and re-stocked fast,

 has won several quality awards from Australian coffee associations,

 delivered free of charge for orders over $ 80.00,

 is packaged using earthbags products (

https://www.thepackagingpeople.com.au/product/earth-bags/?
gclid=EAIaIQobChMI5K3_zNai3QIViGkqCh2mgQX2EAQYBCABEgIjhvD_BwE ).

Target Market
ZEEMH has identified three distinct customer segments:

 B2B – start-up independent coffee shops that aim to establish themselves as a boutique
coffee shop,

 B2B – established independent coffee shops that aim to differentiate their offering from
their competition,

 B2C – coffee drinkers that enjoy making good quality coffee at home (speciality coffee
drinkers). These buyers buy the beans whole to grind the coffee themselves, for the
freshest cup possible. ZEEMH has made a strategic decision not to sell ground coffee (this
would increase the cost of production).

Objectives
ZEEMH's objectives are:

 to make ZEEMH an icon brand for speciality coffee drinkers,

 to develop an effective, well-placed e-commerce site for sales of coffee blends direct to the
public,

 to expand their market (to increase sales) without giving up on the exclusivity of the brand,

 to maintain and improve infrastructure for the fulfilment of Web-based sales.

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 Vision
ZEEMH's vision is to be the leader in the innovative and creative production and distribution of
superior coffee blends for true coffee lovers.

Mission
ZEEMH's mission is to provide the finest in coffee blends using the Internet to lower the cost to
consumer's.  ZEEMH exists to attract and maintain customers who love quality and boutique
coffee.  ZEEMH's services are designed and delivered to exceed the expectations of its customers.  

Values
ZEEMH:

 strongly values its people,

 promotes quality in every part of the business,

 champions innovation in our approach to business growth,

 supports creativity in our product offering,

 is committed to sustainability in everything we do,

 displays integrity in the way we do business,

 shows care and respect for our customers.

Strategic Direction
ZEEMH's strategy is based on capturing the higher end of the coffee lovers' market.

Also, ZEEMH aims to create a premium brand so that they can eventually capture market share
across broader geographic lines.

ZEEMH's competitive edge is:

 quality coffee,

 easy-to-use website,

 superior customer service,

 coffee blends customisation for clients.

The strategic objectives identified by the board of directors are:

 increase brand awareness among B2C and B2B customers,

 increase market share among B2C clients by 20% in the next five years,

 expand to international markets,

 increase market share among B2B clients by 3% in the next three years,

 expand the product line to coffee equipment and Zeemh merchandise,

 identify strategic alliances to expand the company's footprint nationally and internationally,

 consider a HR strategic plan to attract and retain talent in the company,

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  improve quality management practices to decrease production and logistic costs and
establish the brand as synonymous of quality first,

 improve customer retention and loyalty.

An integrated digital marketing campaign is recommended by the board. However, the board has
highlighted how a more traditional form of marketing, such as direct marketing, should be
integrated in the overall strategy. ZEEMH's clients like a personal approach to sales and interaction
with the company.

The board has committed to:

 $ 210,000 in marketing expenditure for the next financial year

 $ 450,000 in recruitment and improvement of HR practices (including professional

development for staff)

 $ 190,000 to quality improvement (including improvements to the roasting facilities in Port

Melbourne)

The project
ZEEMH has engaged you as a Project Manager to develop a website for its B2C online coffee
making training courses. The courses are part of the marketing strategy to improve brand
awareness and recognition, expand to international markets and create strategic alliances.

The parameters of the project That you will have to clarify with the project sponsor are:

 website planning, development, testing and launch to be completed within 3 months from
the day the Project Snapshot is approved,
 budget: $ 35,000 including the project team's wages (Project Manager and Project team
member engaged for the duration of the project),
 the online course development is excluded from the scope of the project (courses be
developed by a strategic partner, expert in course design), however, the material for the
courses must be provided by ZEEMH,
 you can employee-only 1 new resource for the project, the rest of the project team will be
internal, and it will comprise of:
o 1 marketing officer, Jack Green, seconded to the project team 2 days/week,
o 1 client service officer, Marcel Red, seconded to the project 3 days/week,
o 2 remote team members from the sales team seconded to the project 1 day/every 2
weeks, Sarah White and Steven Black,
o 1 front desk officer to help with administrative duties in her role as receptionist for
ZEEMH, Laura Brown,
 use of ZEEMH facilities for the duration of the project is approved,
 2 laptops to be purchased for the project team,
 statement of work:
o plan the website,
o source web developer,
o liaise with the web developer and oversee their work,
o support website testing,

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 o decide on coffee making courses and liaise with the course developer (example of
courses include coffee fundamentals, coffee and spices, cooking with coffee, coffee
making at home, filter brewing, cold coffee, speciality coffee, coffee art),
o pricing strategy,
o collect material for coffee making courses (procedures, recipes, information and data) to
provide to course developer,
o upload online courses,
o plan website launch: communication strategy via social media including content
development,
o plan sales strategy for the first months after launch to achieve 250 enrolments,
o define key messages for the launch,
 quality requirements:
o reduce user's cognitive effort,
o web site in English, French, Italian, Spanish, Japanese,
o user sign up in max 3 easy steps,
o one clear call to action,
o functional links,
o branded for ZEEMH, conforms with ZEEMH website,
o each page to contain appropriate metadata,
o correct functionality of dynamic content and applications,
o foreground and background colour provide sufficient contrast for both images and text,
o browser compatibility,
o high-quality images,
o google analytics,
o SEO,
o provide seamless and engaging user experience,
 other projects are undertaken by ZEEMH at the same time:
o process improvement for coffee production,
o staff training in using new CRM,
o identify and pursue a strategic alliance to export coffee to Japan,
 known risks:
o staff seconded to project work is already at capacity, the additional workload may
impact on their work performance,
o lack of project management knowledge in the organisation,
o competing priorities due to concurrent projects,
o use of internal staff could stretch the project team capabilities,
o high-staff turnover in the client service team,
o product recall for a new blend of coffee due to safety risk to the client has negatively
impacted ZEEMH' s reputation for quality and a public relation effort is currently
underway,
o financial resources are stretched due to investment in different projects.

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 Project conditions
1. Six to eight team members (two to four students plus four virtual team members) who must
be utilised and budgeted for. COO (project sponsor, the assessor), will determine composition
of the project team.

2. The structure of the work should include roles for project sponsor, technical experts, quality
assurance of deliverables, project manager (yourself initially and, after provisional approval,
as negotiated with your team), and roles and responsibilities for each team member to
achieve the deliverables according to standards, etc.

3. All reasonable resources (e.g. access to a room, computers, software and templates) will be
provided. (Paper and telecommunications costs, for example, to be covered by students.) All
resources must be costed and included in your budget.

4. Your COO (project sponsor, the assessor) will clarify project deliverables—for example,
presentations, information sessions, posters, promotional materials, etc. You may determine
your own specific deliverables so long as they are agreed to with stakeholders, meet project
objectives, and adhere to budgetary constraints.

5. Project timeframe 3 months from the day the Project Snapshot is approved.

6. The project should include design, development, implementation and evaluation stages (with
periodic quality review).

7. Project status reports are due at 25%, 50% and 75% of allotted timeframe.

8. The project must be coordinated with other organisational projects, operations, etc.

9. XYZ policies and procedures are provided in a separate folder.

Scenario and documentation for Task 3

It is now time to implement the project you initiated, planned for and negotiated in Task 2.

Work with your team to achieve agreed deliverables on time, to budget, and up to the required
standard. Manage contingencies and renegotiate project with stakeholders as required.

As per organisational project management record keeping system requirements, your project
sponsor requires regular status reports to record:

● financial management and budget control,

● project milestones, for example:

○ quality review completion,

○ outcomes and deliverables.

Submit three status reports over the course of project: at 25%, 50%, 75% of timeframe.

Risk management reports need to be submitted to the Project Sponsor for each contingency
managed.

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 Recall the quality standards for deliverables:

● clearly communicate legal obligations,

● no grammar or spelling errors,

● professional but friendly language,

● fair and flexible delivery for the intended audience,

● meet audience requirements and sensitive to information needs.

Consider the following scenarios occurred when implementing the project:

Scenarios
25% The following has occurred:
timeframe
 2 project team members are ill and will be on sick leave for 1 week

 A glitch in the CRM (Customer Relationship Management System) used in the

organisation (which is also used to gather data for project reporting) has
caused for the data to be inputted incorrectly for 3 days. The data will have to
be double-checked for accuracy and correctness, 1 project team member has
been required to go back to his/her old role and help with resolving the issue
for 2 days.
50% The following has occurred:
timeframe
 the team has been required to work additional hours due to the flu forcing
several team members to ask for sick days at different times,

 an error in estimating an item in the budget has caused an increase in budget

by 8%,

 the schedule is now one week behind,

 the course development firm engaged in designing the courses is delivering

their work 4 weeks late,

 the team member employed specifically for the project has resigned.

75% The following has occurred:

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 Scenarios
timeframe o the project team is fully operating again,

o a new external project team member has been appointed,

o the project manager has decided to conduct additional training on WHS for the
team, this has been agreed by the project sponsor, and it will increase the
budget by $500.00,

o a public holiday was not reported in the project schedule, and this will affect 2
workdays,

o a spelling mistake was found in one of the communication material developed

for the project. The project sponsor requested for the material to be corrected
and printed again. This will cause a delay of one week in the project schedule
and an increase in budget by 5 %.

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