BSBPMG522 Undertake project work

(Students please note this assignment is based on your selected faked project work – the
example of project work can be renovate a restaurant kitchen, launch a new product line of
fruit drink, conduct customer satisfaction survey etc…… Remember select something small and
easy for you and the following questions and answers MUST based on your selected project!)

Assessment Task 1

1. As part of your initial assessment of this project, you need to prepare a project scope plan
using the template in Appendix A.

Project Name Project No: Project Manager: Your name Start date: DD/MM/YY

Background data: Students write one or two sentences of why you need to conduct this project.
Problem/opportunity

Organisation and
Project objectives - The project objectives are to *****************************.
- When the project is completed, it helps the organisation to
***************.
Project deliverables <A verifiable result which is required to be produced by the project>

In Scope <The work to be performed to deliver a product, service or result>

Out of Scope <The work not to be performed to deliver a product, service or result>

Project constraints <A limiting factor that affects the project>

Assumptions <A factor in the planning process that is considered to be true even though it cannot
be verified>
 Proposed high-level Phase Dates Notes
project timeline <Phase Name> <DD/MM/YYYY>

Proposed high-level
budget (costs and
human resources)

Contract statement <This will include the names of those authorised to initiate contract work, sign
contracts and completion acceptances. It also includes any contractual limitations and
penalty statements for possible contract variations. (Variations and penalties apply
equally to the client and providers.)>

Stakeholders and title <Stakeholders are any individuals, group or organisations that have interest or are
affected by the project>

Prepared by: Date: Approved by: Date

2. List any questions that will enabled you to clarify the project parameters (e.g.: scope, time, costs,
quality, resourcing, risks, legislation, procurement, reporting).

(Students please transfer the following factors to the questions. Examples can be what is the scope
of this project?
- Scope:
 - Time:
- Costs:
- Quality:
- Resourcing:
- Risks:
- Legislation:
- Procurement:
- Reporting:

3. Provide an organisational/project structure chart including all stakeholders and the lines of
authority.

(Students can take the following as the example of the organisational structure chart – you need
to design your own structure chart!)

4. You need to consult with the project team when planning the project. Discuss 4 aspects on
which you would consult the project team including who you would consult with. Once you have
completed consultation, email it to your team. Your email should provide the following
information:
 seek the clarification from the relevant team members regarding issues of the project and
project parameters.
 outline the organisational missions, goals, objectives and operations and how the project
relates to them.
 Outline the other projects within the organisation and explain how your project relates to
the other projects within the organisation

4 aspects on which you would consult the project team including who you would consult with:

(Students choose 4 from the following options and explain in Min. 50 words each)
 project finances or budget:
 integration of project within organisation:
 legislative and quality standards:
  physical, human and technical resources available or required for project:
 procurement requirements associated with project:
 reporting requirements:
 risks associated with project, including WHS:
 scope of project:
 time lines:

Email to the team:

From: Your email address

To: ***@***.com.au; ***@***.com.au; ***@***.com.au; ***@***.com.au; ***@***.com.au;

Subject: Consultation results regarding the project

Dear project team,

I have conducted a detailed consultation with the relevant stakeholders and below are the
summarised information we required during the project:

 Seek the clarification from the relevant team members regarding issues of the project and
project parameters:
(Students select any 3 from the following options and explain in Min. 30 words each)
- Poor quality:
- Unclear project scope:
- Benefit shortfall:
- Design issues:
- Integration:
- Technical issues:
- Resistance to change:
- Resources:
- Performance:
- Skills:
- Disputes:
- Sponsor support:
- Decision making:
- Legal:

 Outline the organisational missions, goals, objectives and operations and how the project
relates to them:

Organisational missions: What is your organisational mission?

**********************
Organisational goals, objectives: What is your organisational goals and
objectives?
**********************
Organisational operations: What are your organisational operations?
**********************
How the project relates to them: What are the resulted benefits once this project
is completed?
- **********************
 - **********************
- **********************
- **********************

 Outline the other projects within the organisation and explain how your project relates to
the other projects within the organisation:

Other projects within the organisation:

(Students select any 3 from the following options - no need to explain and insert to below rows)

- Workplace safety training

- Identify business requirements
- Launch new product lines
- Conduct staff skill performance appraisal
- Conduct customer satisfaction feedback
- Conduct marketing campaign effectiveness measurement
- Conduct business planning
- Evaluate marketing performance
- Review current organisational policies and procedures
- Monitor and review business performance

How your project relates to the other projects within the organisation:
(Students select any 3 from the options and explain in Min. 30 words each)

- Help to establish effective project communication management structure:

- Train staffs how to implement projects in a similar way:
- Document records for the implemented project for future usage:
- Help to cut resource usage and costs:
- Help staffs to maintain time management skills:

Please let me know if you have any inquiries.

Kind regards,
Your name

5. Discuss the legislations, regulations, standards and codes that you need to be aware of when
undertaking the project?

(Students select any 3 from the options and explain in Min. 30 words each)
- Anti-discrimination legislation:
- Ethical principles:
- Codes of practice:
- Privacy laws:
- Environmental issues:
- OHS:
 Assessment Task 2

Develop the Project Plan

Schedule
Task No Phases/ Task / Duration Start Date Finish Date (based on Sequence/pr Required How to allocate and
Milestones (based on elapsed) edecessors Resources obtain these resources
elapsed)
<Unique <A clear description of <Length <DD/MM/YY> <DD/MM/YY> <Task No of <Human
identified> the phase, milestone of time the task resource
or task to be given the preceding required and
undertaken. Tip – use resources this one> any major
verbs for tasks> assigned> non-human
resources>
Task No Phases/ Task / Duration Start Date Finish Date (based on Sequence/pr Required How to allocate and
Milestones (based on elapsed) edecessors Resources obtain these resources
elapsed)
  work breakdown structure:

(Students can take the following as the example of work breakdown structure – this is just an
example and you need to design your own. Please click “insert” in MS Word and then click
“SmartArt” to design the required WBS)

 a Gantt chart (there are many free Gantt chart tools on the Internet or this may be
hand drawn):
(Students can take the following as the example of Gantt chart – this is just an example and you
need to design your own. You can make it in MS Word format)

 the roles and responsibilities of the Project team:

Project stakeholders Their roles and responsibilities

clients or customers (internal and external)
funding bodies
management, employees and relevant key
personnel (internal and external) with
special responsibilities
project sponsor
What are their roles and responsibilities
within this project?
************************************
What are their roles and responsibilities
within this project?
************************************
What are their roles and responsibilities
within this project?
************************************
What are their roles and responsibilities
within this project?
************************************

2. Set up a meeting with your team members to discuss their views and include the views in
the project planning process. At the meeting, you must ensure that you provide the following
information to your assessor:
• Types of documents and other sources of information used in defining the parameters of a
project
• Agreed project milestones
• Project risk identification process
A detailed meeting minutes needs to be submitted as evidence at the end of the meeting
session

Project team meeting minutes

Meeting time: ***am

Meeting date: DD/MM/YY
Meeting participants: *** (staff name), ***, ***,***,***,***,***,***
Apologies: ***,***
 Meeting agenda:
***am - ***am Meeting introduction and welcome
***am - ***am Types of documents and other sources of information used in defining the
parameters of a project:

(Students select any 3 from the options and explain in Min. 30 words each)
- approved project charter or mandate:
- business case:
- changes to internal or external organisations, legislation and/or regulations:
- documentation accessed through various accessibility modes:
- feasibility study:
- minutes of management or executive decisions:
- organisation strategic and business plans:
- outcomes and recommendations of associated projects:

***am - ***am Agreed project milestones:

(Students select any 2 from the options and explain in Min. 30 words each)
- achievement of key tasks and project phases:
- measurement and achievement of set outcomes:
- completion of contract phases and requirements:

***am - ***am Project risk identification process:

(Students select any 3 from the options and explain in Min. 30 words each)
- changing roles and responsibilities in project team:
- negotiating an extension of deadline, or redefining completion or quantity or quality of
outcomes:
- outsourcing some aspects of the project:
- reducing costs:
- researching and applying more efficient methods for completing project tasks:
- seeking further resources to meet deadline:
- sharing ideas to gain improvements to work undertaken in the project:

***am - ***am Group discussion

***am - ***am Meeting wrap up and closure

Next meeting: DD/MM/YY

3. Explain how you would obtain approval of your project plan and from whom.

Project stakeholders How to obtain approval from them

clients Students select any 1 from the options:
- By email
- By report proposal
- By presentation
- By face to face meeting
- By board meeting voting
- By questioning and answering
 funding body Students select any 1 from the options:
- By email
- By report proposal
- By presentation
- By face to face meeting
- By board meeting voting
- By questioning and answering
management Students select any 1 from the options:
- By email
- By report proposal
- By presentation
- By face to face meeting
- By board meeting voting
- By questioning and answering
project sponsor Students select any 1 from the options:
- By email
- By report proposal
- By presentation
- By face to face meeting
- By board meeting voting
- By questioning and answering

Assessment Task 3

1. To maintain and improve the progress of the project all stakeholders must be aware of their
responsibilities and the tasks assigned to them. Discuss how you will ensure that this occurs.

(Students select any 2 from the following options and explain in Min. 30 words each)
- additional physical, human and technical resources (within allocated budget) if and as required:
- encouragement:
- feedback:
- learning and development:
- regular project team meetings:
- supervision, mentoring and coaching:

2. List at least THREE concerns of the project team in this phase of the project and your plans to
address these concerns. At least one concern should be with respect to achieving quality and at least
the other with respect to achieving timelines.

(Students select any 3 from the following options and insert to below left rows)
- Client gives vague and ever-changing requirements
- Communication breakdown
- The project doesn’t start on time
- Manage every project the same way
- Staffs are lack of productivity
- Staffs are not trained to implement the project
- High staff turnover rate

THREE concerns of the project team Plans to address these concerns

 How would you fix this issue?
How would you fix this issue?
How would you fix this issue?

3. To reduce the risk of the project going overtime or over budget due to unforseen problems you
need to design the project control processes, which include the relevant stakeholders, what they
need to do at each step and when as well as required record keeping for managing/executing the
project (to make sure the project goes to the plan) – approx. three or four lines per dot point for:
 Scope – this includes how you stay in scope as well as what happens if the client requests a
change to scope
 time
 budgets
 resources (including human and non-human)
 quality – or use the Quality template in Appendix C.
 risks.

Risk factors How to reduce this risk

Scope How to stay in scope within this project?

Time How to start and end the project on time?

Budgets How stay within the budget of this project?

Resources (including human and non-human) How NOT to over-use the resources?

Quality How to ensure the project quality?

Risks How to reduce the project risks?

4. Provide an example Status Report to keep your stakeholders informed of the project progress.
Use the Status Report template provided in Appendix C
Quality Template

Project Deliverable Standards or Requirements Quality Assurance Quality Control

<e.g.: Bathroom> <ISO standards, organizational standards <Process to ensure quality is included in the <Process to check for quality on
or client requirements in terms of design and build processes> completion>
quality>
5. Email the project control report and status report your team members. Your email should
briefly state the project summary and status.

From: Your email address

To: ***@***.com.au; ***@***.com.au; ***@***.com.au; ***@***.com.au; ***@***.com.au;

Cc: ceo@***.com.au

Subject: Notification of project control report and status report

Dear project team members,

Please see the attached project control report and status report. I would also like to inform you the
project summary and status.

Project summary:

(Students need to list what your project is about, start time, end time, budget required)
 **************************************
 **************************************
 **************************************
 **************************************

Project status:
(Students need to select one from the options and delete the rest)
 Incomplete but progressing well
 Completed on time
 Delayed
 Completed earlier than the expectation

Should you have any inquiries please let me know.

Kind regards.
Your name

6. Conduct a risk management plan to ensure project outcomes are achieved.

(Students select any 3 from the following and explain in Min. 30 words each)
 changing roles and responsibilities within project team:
 negotiating an extension of deadline, or redefining completion or quantities or quality of
outcomes:
 outsourcing some aspects of the project:
 reducing costs:
 researching and applying more efficient methods for completing project tasks:
 seeking further resources to meet deadline:
 sharing of ideas to gain improvements to work undertaken within the project:
7. Discuss the factors preventing your team to achieve the project deliverables and explain how
you would address them.

Factors preventing your team to achieve the project deliverables include:

(Students select any 3 from the following options and insert to below left rows of table)
- computing support and integrated computer networks
- identity and differentiation of the program's projects within the larger environment
- personal working conditions (physical and emotional)
- physical location of program project managers, personnel and equipment
- physical location of projects within the organisation
- teams and interpersonal dynamics
- employee representative groups, such as unions, professional associations and lobby groups
- external stakeholder expectations
- parent organisation, enterprise and/or industry
- physical environment, for example geography, ecology and environmental sensitivity
- political, environmental and societal influences
- public and media interest

Factors preventing your team to achieve the
project deliverables
(From the above selection)
(From the above selection)
(From the above selection)
How you would address them
With this problem how would you solve it?
With this problem how would you solve it?
With this problem how would you solve it?

Assessment Task 4

1. What financial documentation do you need to complete? What financial records will be
important to archive? With the financial documentations and records you have completed and
collected, how would you ensure their accuracy?

Financial documents include:

(Students select any 4 from the following – no need to explain)

- Electronic banking
- Requisitions
- Orders
- Service statements
- Invoices and receipts
- Despatch and receivable notes
- Credit notes
- Statements
- Sales tax statements
- Consignment notes

Financial records include:

- Balance sheet
- Income statement
- Cash flow statement
How would you ensure their accuracy:

(Students must re-word the following points because I send it to every student!!!)

- Applicable provisions of legislative and organisational requirements relevant to operating a

security database are identified and complied with.
- Ergonomic and conservation issues are identified and appropriate risk control measures
implemented in accordance with Occupational Health and Safety (OHS) guidelines.
- Appropriate software and hardware is identified to meet task requirements and installed in
accordance with manufacturer's instructions.
- Virus protection is monitored, maintained regularly updated to ensure the continuous
integrity and protection of data.
- Database storage, security and access requirements are identified and complied with to
ensure the confidentiality and security of data.
- Established housekeeping, maintenance and back -up procedures are identified and
conducted on a routine basis.
- Stand-by database and alternative strategies are identified and implemented as required to
address operational faults and deficiencies in database systems.
- Data entry , output and presentation requirements are identified and complied with in
accordance with assignment instructions.
- Data is obtained from verifiable sources, checked and monitored for variations in data
quality.
- Data is entered, checked for accuracy and updated as required.
- Errors and lags in data processing or discrepancies are identified, diagnosed and reported.
- Complex faults or repair requirements outside area of responsibility or competence are
reported for specialist assistance.
- Measures to improve database content, interfaces or effectiveness are identified and
confirmed with relevant persons.

2. Now that the project is completed, you are required to design the process you will use to re-
assign or transit your team members.

(Students need to explain all of the following options in Min. 30 words each)

- Review staff skills and knowledge for task reassignment:

- Discuss with management to determine the reassignment tasks:
- Explain to staff about the reassignment tasks:
- Get the management to sign the contract of reassignment:
- Meet with new supervisor to discuss the new reassignment:

3. Explain how you will obtain client/stakeholder acceptance that the project is complete.

(Students select any 2 from the options and explain in Min. 30 words each)
- Full project fees have been paid:
- Written evidences of acceptance from the stakeholders:
- Intention to proceed to the next project:
- Sign off contract provided by the stakeholders:
4. Create a project checklist that allows you to verify the actual project outcomes achieved against
the outcomes as stated in the project scope and project plan. Fill this out – would your project be
considered successful? Why?
(Students please continue filling the table)

Project requirements Checklist

Have all required sections been addressed in the Project Plan?  Yes  No
*************************************  Yes  No
*************************************  Yes  No
*************************************  Yes  No
*************************************  Yes  No
*************************************  Yes  No
*************************************  Yes  No

5. You have decided to involve the project team members in the project review process.
 Who should be involved?

(Students select any 3 from the following options – no need to explain)

- Project clients
- Staffs
- Management
- Funding organisation
- Project sponsor

 What input might they be able to provide?

(Students select any 3 from the following options and explain in Min. 30 words each)
- Team management skills:
- Staff transition training:
- Communication strategy improvement:
- Task prioritisation skills:
- Business documentation and recording:

 How will you involve them?

(Students select any 3 from the following options and explain in Min. 30 words each)
- By email:
- By face to face meeting:
- By group meeting:
- By voting procedures:
- By presentation:
- By feedback: