Assessment

Task 4
Undertake project work
BSBPMG522

BSBPMG522 Undertake project work V2 2020 Page 1

RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au
 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

Student name

Student ID
number
Student Date
signature

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 are satisfactorily ☐ ☐ ☐
completed:

o Post project review meeting

o Budget variation report
o Handover report
o Project review report
o Project Finalisation Approval.

Record filing is completed in all relevant ☐ ☐ ☐

documents.
Achieved project deliverables.

This is evidenced by the project finalisation

reporting.
Completed financial record-keeping associated ☐ ☐ ☐
with project and checked for accuracy

This is evidenced by the completion of budget

variation report.
The budget variation report is accurately
completed.
Ensured transition of staff involved in project to ☐ ☐ ☐
new roles or reassignment to previous roles.

This is evidenced by the completion of the

handover report.
Completed project documentation and obtained ☐ ☐ ☐
necessary signoffs for concluding project.

This is evidenced by the approvals obtained by

the project sponsor.
Reviewed project outcomes and processes ☐ ☐ ☐
against the project scope and plan.

This is evidenced by the completion of the post

project review meeting, and the post project
review report.
Involved team members in the project review. ☐ ☐ ☐

This is evidenced by the completion of the post

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RTO Provider: 91153 - CRICOS Code: 02672K
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 Completed successfully Comments

DNS
Did the student satisfactorily:
project review meeting (see meeting minutes)
Documented lessons learned from the project ☐ ☐ ☐
and reported within the organisation.

This is evidenced by the completion of the

post-project review meeting and the post-
project review report.
The project review report is signed by the
project sponsor for approval.
Reviewed and documented the project ☐ ☐ ☐
outcomes.

This is evidenced by the completion of the

post-project review meeting and the post-
project review report.
The project finalisation approval is completed
and submitted with the assessment.
Consulted and communicated with relevant ☐ ☐ ☐
stakeholders to generate input and
engagement in planning, implementing and
reviewing the project.

This is evidenced by the project review meeting

minutes.
Provided support to team members to ☐ ☐ ☐
transition them as appropriate at the
completion of the project.

This is evidenced by the project review meeting

minutes and the handover report.
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:

Assessor Name:

Assessor Signature:

Date:

BSBPMG522 Undertake project work V2 2020 Page 4

RTO Provider: 91153 - CRICOS Code: 02672K
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 Table of Content

Student Declaration................................................................................................................................................2
Task 4 – Finalise and Review Project.............................................................................................6
Task 4.1 Finalise and review the project.........................................................................................................9

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RTO Provider: 91153 - CRICOS Code: 02672K
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 Task 4 – Finalise and Review Project

Task summary and instructions

What is this This task builds on the work completed in Task 2 and 3.
assessment task
about? This task comprises of product-based methods of assessment in a
simulated work environment.

You are required to:

 undertake a post-project review meeting with the project

team,
 complete a budget variation report,
 complete a handover report,
 complete a project review report,
 obtain approval to finalise the project.

It has been designed to evaluate your ability to:

 achieve project deliverables,

 complete financial record-keeping associated with project and
check for accuracy,
 ensure transition of staff involved in project to new roles or
reassignment to previous roles,
 complete project documentation and obtain necessary signoffs
for concluding project,
 review project outcomes and processes against the project
scope and plan,
 involve team members in the project review,
 document lessons learned from the project and report within
the organisation.

You are required to address the following:

 Task 4.1 Finalise and review the project:

o produce the following reports:

 post project review meeting minutes,

 budget variation report,
 handover report,
 post-project review report.
o obtain approval to finalise the project.

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

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RTO Provider: 91153 - CRICOS Code: 02672K
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 Task summary and instructions

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 and reflect on how the project was
planned and delivered.

You must submit the following to GOALS

 post project review meeting report

 post project review meeting,
 budget variation report
 handover report
 post-project review report
 approvals to conclude the project

Resources and • computer with Internet access,

equipment • access to Microsoft Office suites or similar software,
• learning material,
• 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?
 achieve project deliverables as set in the project plan,
 complete project finalisation documentation,
 obtain sign off from pertinent stakeholder to signify project
closure,
 reflect on and document lessons learned,
 involve the project team on project finalisation activities.
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
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RTO Provider: 91153 - CRICOS Code: 02672K
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 Task summary and instructions

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 finalise a project (initiated, planned and managed in Task 2 and 3).

1. Review the assessment scenario, the business documentation (including policies and
procedures), the work completed at project initiation, planning and execution phase and
the project planning templates provided:

o Policies and Procedures – provided in a separate folder,

o Templates:
 1 - Post project review meeting in Task 4.1,
 2 - Budget variation report in Task 4.1,
 3 - Handover report in Task 4.1,
 4 - Project review report in Task 4.1,
 5- Project Finalisation Approval.

2. Reflect on your work in this assessment when defining, planning and delivering the project.

3. In consultation with your project team, complete the financial record-keeping for the
project:

a. compare budgeted spending with actual spending,

b. produce a budget variation report.

4. In consultation with your project team and management, assign project team members to
roles. Obtain agreement on new roles and responsibilities.

5. Produce a handover report for the Project Sponsor (the trainer and assessor) for sign-off.

6. In consultation with your project team:

a. review the project’s outcomes against objectives, including budgetary performance,

b. review team processes,

c. review the project management tools used, evaluate their contribution to the project
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RTO Provider: 91153 - CRICOS Code: 02672K
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 Procedures

and discuss possible alternatives,

d. discuss lessons learned from implementation of the project.

7. Produce a post-project review report for all stakeholders, including the Board of Directors,
containing:

a. a review of project outcomes against objectives, including budgetary performance,

b. a review of team processes,

c. a review of the project management tools used, an evaluation of their contribution to

the project and any recommendations for alternative tools for use in the future,

d. a discussion of lessons learned from implementation of the project,

e. recommendations for the implementation of future projects based on the lessons

learned, ensuring your report takes account of specific organisational requirements,
e.g. legislative requirements and strategic plans.

8. Submit documentation as per specifications.

Complete the following activities:

Task 4.1 Finalise and review the project

The project is now completed. Meet with the team and reflect on how the project was planned and
delivered and produce the following reports:

 post project review meeting,

 budget variation report,
 handover report,
 post-project review report.
Use the templates provided and follow the instructions provided.

BSBPMG522 Undertake project work V2 2020 Page 9

RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au
 Template 1 -Post project review meeting

This report provides a record of the post-project review meeting with the project team, detailing items that were discussed when
reviewing the overall project. Use it to record the meeting with the project team. Customise the template and add additional rows as
needed.

Post-Project Review Meeting

Topic Speaker

Brief overview of project: Project Manager

Purpose of project, major accomplishments, comments.

Review by team: All

Goals, objectives, deliverables, schedule, budget, and success criteria (Were they met, partially
met, or missed?).

What worked/what could have gone better? All

Some areas to consider:

 project planning,
 project management,
 project scheduling and tracking,
 project estimating,
 communication (with team, other groups/stakeholders, sponsor),
 risk management,
 vendor management,
 issues management,
 stakeholder management,
 resourcing,
 users,
 project development approach,
 training, documentation,
 technology,
 overall approach to project (i.e. vendor package, staged implementation, etc.),
 production and operation support.

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 Post-Project Review Meeting

Transition arrangements

Outline the transition arrangements for team members to transition them at the completion of the
project and determine any support required.

Lessons learned All

Next steps All

5 min.

Record

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

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager: File Name:

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RTO Provider: 91153 - CRICOS Code: 02672K
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 Template 2 - Budget variation report

The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other
resources required to complete the project. At the end of the project review budget variations and how the project performed in relation
to budget. Customise the template and add additional rows as needed.

Budget Variation Report

Expense Budget Actual % Variation

Subtotal

TOTAL

Record

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

Project Title: Project Client: Date:

Version:

Project Sponsor: Project File Name:

Manager:

Template 3 - Handover report

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RTO Provider: 91153 - CRICOS Code: 02672K
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 This report summarises the project as delivered and any agreed changes to baseline scope, quality, costs and schedule. Customise the
template and add additional rows as needed.

Handover report

Initial objectives

Agreed changes to objectives

Final agreed deliverables

Budgeted Final Schedule

Item Final date
cost cost date

Total

Issues summary

Date Date
Item Strategy
logged resolved

Staff transition

Summarise staff transition arrangements to new roles or re-assigned to previous roles. (50-80 words)

Record

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

Project Title: Project Client: Date:

Version:

Project Sponsor: Project File Name:

Manager:

Template 4 - Project review report

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 This template is used to guide you through the process of conducting a post-project review. This template can be used to document the
key learning in terms of what worked well and what could have been improved. Customise the template and add additional rows as
needed.

Post-Project Review Report

Name of project:

Overview
Brief summary of highlights and achievements, etc. (50-100 words)

Met Missed Partially Comments

met

Project objectives

Project Deliverables

Success criteria

Schedule

Budget

Worked well Could have gone better

List 3-5 items List 3-5 items

Lessons learned (50-100 words):

Suggested improvements (50-100 words):

Record
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 Post-Project Review Report

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

Project Title: Project Client: Date:

Version:

Project Sponsor: Project File Name:

Manager:

Template 5- Project Finalisation Approval

Copy the table below in a separate document and obtain sign off from the project sponsor to finalise and conclude the project. Scan and
submit the approval table with your assessment. Alternatively, obtain a digital approval (example: email form the project sponsor/trainer
and assessor)

Approvals

Project Title: Project Client: Date:

Project Sponsor: Project Manager:

Approvals:

 Final Project Budget Review ☐

 Staff transition plan ☐
 Handover to client ☐
 Project review report ☐
 Project is fully finalised ☐

Signature from Project Sponsor for approval:

BSBPMG522 Undertake project work V2 2020 Page 15

RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au