TASK 4 – Execute project

Execute project & manage project control

Assessment • This is the fourth (4th) assessment task you have to successfully complete to be
task description deemed competent in this unit of competency.
• This assessment task requires you to perform 2 tasks.
•
o Task 1: Perform a role play based on a given scenario during the
execution phase of your project.
o Part 2: Report on your project controls using provided templates and
reports.

• You will be notified by your trainer/assessor when results are available.

• You must attempt all activities of the project for your trainer/assessor to assess your
competency in this assessment task.
Applicable • This project is untimed and are conducted as open book tests (this means you are
conditions able to refer to your textbook).
• You must read and respond to all criteria of the project.
• You must complete the task independently.
• No marks or grades are allocated for this assessment task. The outcome of the task
will be Satisfactory or Not Satisfactory.
• As you complete this assessment task you are predominately demonstrating your
practical skills, techniques and knowledge to your trainer/assessor.
• The trainer/assessor may ask you relevant questions on this assessment task to
ensure that this is your own work.

Resubmissions • Where your answers are deemed not satisfactory after the first attempt a resubmission
& reattempts attempt will be allowed.
• You must speak to your Trainer/Assessor if you have any difficulty in completing this
task and require reasonable adjustments (e.g. can be given as an oral assessment)

Location • This assessment task may be completed manually, via a learning management
system or in an independent learning environment.
• Your trainer/assessor will provide you further information regarding the location of
completing this assessment task.

General • This assessment task is in continuation to the previous task.

instructions • You will be developing project documentation in this assessment task and conducting
a role play which will be reported on.
• You will be expanding the knowledge and skills acquired during the previous
assessment task.
• Instructions to complete the required documentation are provided within the
assessment task.
• You will be required to correctly attempt all activities of this assessment task.
Instructions to
• All questions must be answered and the role-play performed satisfactorily for the
the Participant:
assessment to be completed satisfactorily.
• It is anticipated that the assessment will take approximately 3-4 hours to complete.
• The participant must complete all tasks unassisted by the assessor or other personnel,
but may refer to reference material as necessary.

ANIT Australia Pty Ltd t/a Albright Institute of Business and Language | RTO: 45041 | CRICOS: 03553J |P.1
1300 189 154 | Level 2, 341-345 Queen Street, Melbourne VIC 3000 | www.albrightinstitute.edu.au | v 1.0
Information • Please note that the task includes participation in a role play using the Albright
about the College Management System Case Study as the scenario. Alternatively, you are able
role-play to use your own Case Study provided it has been approved for use by your
teacher/assessor.
• The aim of the task is to;
oDiscuss and establish the understanding of the issues presented on the project
and demonstrate your abilities to resolve a conflict between the vendor and
Albright Institute.
oManage changes on your project and report on those changes in accordance
with organisational processes.
• This type of learning provides a controlled environment in which role players can
practice skills, roles and processes.
• In addition to preparing your own role play, learning is reinforced by observing other
team members and offering comments and constructive feedback.
• This role play focuses on the elements and performance criteria for the unit of
competence, which is available on the training package website
http://training.gov.au.
• You have to present your role play to your trainer/assessor on the due date.
• Reasonable adjustment will be allowed for those candidates who are eligible to
receive it.
• Prior to commencing this task, read through the instructions and assessment
information carefully.
• This written assessment.
• Any templates provided
Resources
• Student workbook
Required:
• Access to a computer with the Internet, a printer and applicable software (such as
Microsoft Office)

Reasonable If the participant is unable to undertake the written assessment as designed, an interview
Adjustment: (verbal questioning) may be used as an alternate approach.

• This assessment task requires the student to successfully complete and submit a
project.
• Answers must demonstrate the student’s understanding and skills of the unit.
• You will be assessed according to the provided performance checklist/ performance
criteria.
• Assessment objectives/ measurable learning outcome(s) are attached as
How your
performance checklist/ performance criteria with this assessment task to ensure that
trainer/assessor
you have successfully completed and submitted the assessment task.
will assess your
• If all assessment tasks are deemed Satisfactory (S), then the unit outcome is
work?
Competent (C).
• If at least one of the assessment task is deemed Not Satisfactory (NS), then the unit
outcome is Not Yet Competent (NYC).
• Once all assessment tasks allocated to this Unit of Competency have been
undertaken, trainer/assessor will complete an Assessment plan to record the unit
outcome. The outcome will be either Competent (C) or Not Yet Competent (NYC).
This assessment task is designed to evaluate your following skills and abilities:

• Manage the project in an established internal work environment to ensure work is

conducted effectively throughout the project
• Maintain established links to align project objectives with organisational objectives
Purpose of the throughout the project
assessment • Within authority levels, resolve conflicts negatively affecting attainment of project
task:
objectives
• Ensure project records are updated against project deliverables and plans at
required intervals
• Analyse and submit status reports on project progress and identified issues with
stakeholders and relevant authorities

ANIT Australia Pty Ltd t/a Albright Institute of Business and Language | RTO: 45041 | CRICOS: 03553J |P.1
1300 189 154 | Level 2, 341-345 Queen Street, Melbourne VIC 3000 | www.albrightinstitute.edu.au | v 1.0
 • Analyse and submit impact analysis of change requests for approval, where required
• Maintain relevant project logs and registers accurately and regularly to assist with
project audit
• Ensure associated plans are updated to reflect project progress against baselines
and approved changes

ANIT Australia Pty Ltd t/a Albright Institute of Business and Language | RTO: 45041 | CRICOS: 03553J |P.1
1300 189 154 | Level 2, 341-345 Queen Street, Melbourne VIC 3000 | www.albrightinstitute.edu.au | v 1.0
Assessment Task 4 - Execute project and manage project
control
Instructions to complete this assessment task:

• This assessment task is in continuation to the previous task and requires you to assume/ take on
the role of Project Manager at Albright Institute.
• This task comprises of following two (2) parts:
o Part A: Role play on project execution
o Part B: Report on managing project control
• You must refer to the given case study in the business information pack along with the
additional scenarios given in each part of this task.
• You must use the given templates to write your answers.
• You will act as the Project Manager, your trainer/ assessor will act as the project sponsor and
one (1) of your classmates will act as the sub-contractor while performing the role play.
• Your assessor will assess your work according to the given performance criteria/ performance
checklist.
• You may attach a separate sheet if required.
• You must include the following particulars in the footer section of each page of the attached
sheets:
o Student ID or Student Name
o Unit ID or Unit Code
o Course ID or Course Code
o Trainer and assessor name
o Page numbers

Resources required to complete the assessment task:

• Computer
• Internet
• MS Word
• Printer or e-printer

Part A: Role play on project execution

Scenario

You are now managing the project as the Project Manager and according to the approved Project
Management Plan. You had decided to sub-contract a part of this project which involved uploading
the data of all the students in the new CMS. This being a very slow and difficult job, you had planned to
get it done through a sub-contractor who has the required expertise to do it efficiently and effectively.

However, after completion of the first 10% of the work, your IT Lead informed you that the data entered
by the sub-contractor is not as per the prescribed format leading to incomplete student records when
trying to retrieve the information during the sample quality check. You immediately called the Sub-
contractor who informed you that the work done by his team was per the format given to him by the
Albright team. You verified this at your end and found that there was a change made in the process
that had to be followed. Your IT Lead communicated this change to the sub-contractor but they had
not followed it.

You now have an issue as a large amount of work has already been done and based on current
staffing levels, correcting the data will require extra time (approximately 4 weeks longer) to complete
the project. You discussed with the Sub-contractor the need to correct the mistake immediately but he
explained he doesn’t have extra manpower to complete the work on time.

After completing an assessment on the size of the issue and the impact to your time and quality
constraints, you called a meeting with the steering committee to explain the situation and to discuss
your options for completion/correction of the work. The steering committee confirmed that the project

ANIT Australia Pty Ltd t/a Albright Institute of Business and Language | RTO: 45041 | CRICOS: 03553J |P.1
1300 189 154 | Level 2, 341-345 Queen Street, Melbourne VIC 3000 | www.albrightinstitute.edu.au | v 1.0
deadline couldn’t be extended and the quality of the data also couldn’t be compromised, therefore
the data must be corrected.

You now call a meeting with the Sub-contractor and the Project Sponsor to quickly resolve the
problem.
Your Trainer/ Assessor will act as the Project Sponsor and one (1) other classmate will act as the Sub-
Contractor.

Task 4.1 You must resolve the conflict by understanding the concerns of each party. You must use
your project management skills to resolve the issue by committing all decisions to meet long-
term organisational objectives.

Task 4.2 You must prepare minutes of meeting to record the final outcome as per the Meeting Minutes
template provided at the end of this Assessment.

Part B: Manage project control

Scenario

You are now six weeks into the execution phase of the project and a review is conducted by the
Project Manager (you) on the project status.

It is found that project initiation phase took 10 days longer than planned. This occurred due to delays in
input from the Academic department stakeholders who were not available for the requirements
workshops as planned. To make up for the loss of time, the execution work was re-planned to do some
of the work in parallel rather than in series, in other words, fast tracking some of the activities. This will
make up for 5 days lost due to the delay during the initiation phase but this will increase pressure on
cash-flow and resource requirement.

The execution work is going smoothly and 20% of the work has now been completed but there are
some minor quality issues.

1) The design of the home screen/main page on the CSM does not show the Albright company
logo correctly due to there only being a limited number of pixels able to be included in the
design.

2) During the monthly project review meeting with the steering committee, it was pointed out that
preparation of user manuals and training modules has not yet started due being unable to find
a qualified and experienced person to write the material. If someone is not found and the
work started within 2 weeks it will lead to a delay in starting the training and in turn, a delay in
the implementation of the project. The Change Manager suggested that instead of printed
copies of the user manuals, purchasing an interactive software program directly from
RTOManager may be a better option as it would give hands-on training to all employees. This is
definitely a good option but needs to be evaluated as it would increase project cost by
roughly $5,000 and it will take an additional 3-4 weeks to tailor the material to Albright’
requirements.

3) Finally, there is a change request released by the quality manager owing to the errors in how
the Albright logo appears. The quality manager has asked to modify the software to increase
the number of pixels shown on the screen to make sure the logo appears correctly. Such
changes will delay the project and may also cause additional costs to be incurred.

ANIT Australia Pty Ltd t/a Albright Institute of Business and Language | RTO: 45041 | CRICOS: 03553J |P.1
1300 189 154 | Level 2, 341-345 Queen Street, Melbourne VIC 3000 | www.albrightinstitute.edu.au | v 1.0
The student must assume the role of Project Manager and update the project documentation as per
template 4 to incorporate the progress and changes in the project. You are now required to perform
project control activities including the following:

Task 4.3 List the project records that need to be updated at the required levels as per the project
deliverables and plans.

Task 4.4 Produce a status report on project progress and include the issues found. (Template 4)

Task 4.5 Review the changes requested in item 3 above and conduct an impact analysis based on
the proposed changes. Present an impact analysis report (Template 5)

Task 4.6 Update the Project Management Plan (developed in Task 3) reflecting the actual vs planned
progress and submit it to your trainer/assessor. This update can be provided as a separate
word document referring just to the sections of the plan that are being updated

ANIT Australia Pty Ltd t/a Albright Institute of Business and Language | RTO: 45041 | CRICOS: 03553J |P.1
1300 189 154 | Level 2, 341-345 Queen Street, Melbourne VIC 3000 | www.albrightinstitute.edu.au | v 1.0