Project Planning

BSBPMG522 Undertake project work

Table of Contents

1.1 - Initiation and scope……………………………………………………………………………………………………1

Project brief ......................................................................................................................................................1

Project scope document………………………………………………………………………………………………….2
Stakeholder analysis…………………………………………………………………………………………………………3
Communication plan (example)……………………………………………………………………………………….4
Roles and responsibilities………………………………………………………………………………………………...5
 Project snapshot………………………………………………………………………………………………………….……6

1.2 – Planning………………………………………………………………………………………………………………………7

Work breakdown structure……………………………………………………………………………………………...7

Project plan……………………………………………………………………………………………………………….……..8
Gantt chart……………………………………………………………………………………………………………………..12
Activities schedule…………………………………………………………………………………………………….……13
Budget……………………………………………………………………………………………………………………….……14
Risk register……………………………………………………………………………………………………………….……15
Risk assessment form…………………………………………………………………………………………….……….16

1.3 – Implementation……………………………………………………………………………………………….……..…17
Change requests……………………………………………………………………………………………………….……17
Issues log ........................................................................................................................................................18

1.4 - Monitoring ..............................................................................................................................................19

Status update report……………………………………………………………………………………………………19

1.5 - Finalising and review………………………………………………………………………………………………20

Budget variation report…………………………………………………………………………………………….….20

Post-project review meeting…………………………………………………………………………………….…..21
Handover report…………………………………………………………………………………………………….…….22
Post-project review report…………………………………………………………………………………….….….23

1.1 - Initiation and scope

Project brief

Project purpose and rationale

The purpose of this project is to achieve the highest returns for our clients and to
deliver a client experience that is second to none in the industry in order to establish,
within five years, the MLR brand the highest ethical standards with best-in-breed
performance for clients.

Project title

Business plan
Project purpose

To achieve the highest returns for our clients and to deliver a client experience that is
second to none in the industry.

Background and strategic context

Max Lionel Realty was founded in 2008 by property developer Max Lionel. The
company currently employs approximately 100 people, 80 of whom are licensed real
estate agents.

Through its client agents, the organisation manages property sales and rentals (both
residential and commercial) on behalf of a range clients. The organisation also
separately engages in investment activities, such as property and land development.
The strategic context in which Max Lionel Realty will achieve its mission and vision is
through:
• engaging with customers and clients
• building goodwill and reputation for integrity
• supporting innovative thinking, management and leadership skills.
• creating a high-performing, highly profitable organisation.

Priority

None

Related projects

• Engage with customers/build ethical profile

• Increase revenues by 20% within the third quarter
• Reduce direct and indirect costs of operations by 10%
• Engage workers with strategic goals of business and support professional
development in line with strategic goals
• Improve health of employees

Project client/owner

The owner requires the project to be undertaken.

Project sponsor

The person who is providing the funds and has the ultimate authority over the
project.

Project manager
The project managers have responsibilities to manage the project on a day-to-day
basis.

Project status

The business has done on the WHS policy, the anti-discrimination policy and
procurement policy.

Special provisions

• Privacy Act 1988(Cwlth)

• Estate Agent Act 1980

• Equal Opportunity Act 2010( Vic)

• Australian Securities and Investments Commission Act 2001.(Cwlth)

• Corporation Act 2001(Cwlth)

• Fair Work Act 2009( Cwlth)

• Occupational Health and safety Act 2004(Vic)

• Income tax Assessment Act 1997/ Cwlth)

• A New Tax Systemſ Goods and Services Tax) Act 1999 Cwlth)

AS/NZS 4804:2001 Occupational health and safety management systems - General

guidelines on principles, systems and supporting techniques

Project approvals

Add any signatures that are required for approval to proceed to the next phase.

John Lee Scott Haung

Project Manager Project Sponsor

William Son Tom Takachi

Project Owner Other

Project Title: Business Plan Project client: Date: 6 Nov 2020

Version:
Project Sponsor: Project Manager: File Name: Page X of Y
Scott Haung John Lee

Project scope document

In Scope Out scope Assumptions Constraints

(exclusions)
• Engage with • Percentage of Business should
customers/build brand work it out under
ethical profile recognition in the policy of the
sought-after company such as
• Increase categories in WHS policy, Anti-
revenues by 20% periodic discrimination
within the third customer Policy and
quarter surveys. procurement
• Reduce direct • Total income. policy.
and indirect costs • General ledger
of operations by accounts;
10% financial
• Engage workers statements:
with strategic • Numbers of
goals of business coaching
and support sessions
professional completed.
development in • Numbers of
 line with strategic injuries
goals
• Improve health of
employees
Project Title: Business Plan Project Client: Date: 6 Nov
2020
Version:
Project Sponsor: Project Manager: File Name: Page x of Y
Scott Haung John Lee

Stakeholder analysis

Name Work area Stakeholder type Impact on/by

(client, end-user) project,
requirements,
success
criteria
Eddy Conduct of Clients/ agents The increase of
quarterly surveys: percentage of
clients and customers
tenants. with positive view of
organisational
responsiveness,
innovation, quality.
Yee Investigate Agents/ staffs An increasing of
resourcing needs: total
number of agents; income, agent
personnel; office income and
equipment, cars, investment income
etc.
Queen Greater use by Managers/ staffs Manage general
managers of ledger
budgets to accounts; financial
encourage statements
restraint. effectively:

Greater focus on wages

budget restraint in
management of cost of agent
projects. services

consultancy fees

Wastage and
associated expenses
Paul Employee Managers/ staffs The increase of
incentives for numbers
performance in all of operational that
areas relevant to related
operational and training programs
strategic goals. completed
Wong Training need Managers/ staffs The decrease of
analysis and numbers
training on WHS of injuries
and
implementation of
recently launched
MLR WHS
management
system.
Jeep Regular coaching Managers/ staffs The increase of
numbers
of coaching sessions
completed.
Suree Manager, staffs Agents, clients and
Agents, clients and tenants understand
tenants the
policy of the
business
Mac Research potential Manager, staffs The cost can be
new suppliers. reduced
Project Title: Business Plan Project Client: Date: 6 Nov
2020
Version:
Project Sponsor: Project Manager: File Name: Page x of Y
Scott Haung John Lee

Communication plan

What Who Purpose When/frequenc Type/methods

y
Initiation All Gather FIRST meeting
meeting stakeholders. information for Before project
Before project Start date.
initiation plan.
Distribute All Distribute plan Before kick-off Project
project stakeholders. to alert meeting. snapshot
initiation stakeholders of Before project distributed via
plan. project scope Start date hard copy or
start date. electronically
and to gain May be posted
buy on project
in. website.
Project All Communicate At or near meeting
kick-off stakeholders. plans and project Meeting.
stakeholder start date
roles/
responsibilities.
Encourage
communicatio
n
among
stakeholders.
Status reports All Update Regularly Distribute
stakeholders. stakeholders scheduled status report
And project on progress of Weekly is Electronically
office the project. recommended and post via
for small- website
medium
projects.
Team Entire project To review Regularly Meeting:
meetings team. detailed scheduled detailed plan.
Individual plans(task, Weekly is
meetings for assignment, recommended
sub- and action for entire team.
teams as items). Weekly or bi-
appropriate. weekly for
sub-teams as
needed.
Sponsor Sponsor/s and Update Regularly Meeting
meetings Project sponsor/s scheduled
Manager. Regularly Recommended
on status and bi-weekly or
discuss critical monthly and also
issues. as needed when
Seek approval issues cannot be
for changes to resolved or
project plan changes need to
be made to
project plan

Project Title: Business Plan Project Client: Date: 6 Nov

2020
Version:
 Project Sponsor: Project Manager: File Name: Page x of Y
Scott Haung John Lee

Roles and responsibilities

Role Name/s Responsibilities Signature's

(if required)
Project client/owner William Son The person who requires William Son
the project to be
undertaken
Project Scott Haung Accountable for the success Scott Haung
sponsor/project of the project. Has the
director/project authority to commit
board resources.
project John Lee running the project on a John Lee
manager day-to-day basis within
defined authorities for cost
and schedule as agreed
with the project
sponsor/board.
Manager of the Tom Lee The operational/line Tom Lee
project manager who the project
manager manager reports to on a
day-to-day basis.
Project team Eddy working on the project Eddy
members Yee Yee
Queen Queen
Jeep Jeep
Suree Suree
Mac Mac
Steering Ammy To provide advice and Ammy
committee/ recommendations
working party
Project Title: Business Plan Project Client: Date: 6 Nov
2020
Version:
Project Sponsor: Project Manager: File Name: Page x of Y
Scott Haung John Lee

Project snapshot

Project snapshot
 Name of project: Business Plan
Project purpose:
To achieve the highest returns for our clients and to deliver a client experience that
is second to none in the industry.
Deliverables with timeframes Stakeholders
The project will be held for 1 month William Son, Scott Haung, John Lee, Tom
Lee and Ammy
Resources Risks
• Cash flow • Resource limitations
• People • Deadlines
• Equipment • Budget
• Facilities • Technology
• software • legal and other constraints
Interdependencies Success criteria
Business will measure in each task by the
measurement that business provided
above to know about the successful of
business
Project Title: Business Plan Project Client: Date: 6 Nov
2020
Version:
Project Sponsor: Project Manager: File Name: Page x of Y
Scott Haung John Lee

1.2 - Planning

Work breakdown structure

Level 1 Level 2 Level 3

1. Presentation 1.1 Development 1.1.1 Agreed presentation
Material presentation template
1.2 Develop and review 1.2.1 Agreed content
presentation content.
2.Information 2.1 Organisation time 2.1.1 Secure access to a room
session and attendance for the duration of projects.
2.1.2 Secure access to
equipment.
3.Poster 3.1 Develop poster 3.1.1 Source paper
template
3.2 Develop and review 3.1.2 poster template
poster  content
3.1.3 Agree content
4. Marketing 4.1 Development 4.1.1 Agree objectives.
 Strategy template for
the strategy.
4.2 Develop content for 4.1.2Agree success criteria.
the
strategy documents
5. Training and 5.1 operational and 5.1.1 training on WHS
coaching program strategic
5.1.2 training on WHS
management system
5.1.3 The responsibilities of

5.2 budgets 5.2.1 cost of agent services

5.2.2 wastage and associated
expenses
5.2.3 consultancy fees 
6. Project to raise 6.1 raise awareness of 6.1.1 Conduct of quarterly
awareness of anti- anti- surveys
discrimination, discrimination, WHS and
WHS other
and other legislation/codes of
legislation/codes of conduct
conduct among among agents, clients,
agents, clients, tenants.
tenants.
6.1.2 Investigate resourcing
need
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name: Page x of Y

Project plan

Project title:

Business Plan

Project purpose

To achieve the highest returns for our clients and to deliver a client experience that is
second to none in the industry
Background and strategic context

The strategic context in which Max Lionel Realty will achieve its mission and vision is
through:
• engaging with customers and clients
• building goodwill and reputation for integrity
• supporting innovative thinking, management and leadership skills.
• creating a high-performing, highly profitable organisation.

Project objective

The purpose of this project is to achieve the highest returns for our clients and to
deliver a client experience that is second to none in the industry in order to establish,
within five years, the MLR brand the highest ethical standards with best-in-breed
performance for clients.

Scope including key deliverables

All expecticons are in scope, except the budget is out of scope.

Assumptions

The company achieves the highest returns for our clients and to deliver a client
experience that is second to none in the industry

Constraints

The budget will be constraint

Governance

Board of Directors
and CEO
Max Llanel

Chief Financial Operations General

Office Manager
Riz Mehra Kim Sweeney
Project client/owner

The person who requires the project to be undertaken Project sponsor

Project Manager

Accountable for the success of the project. Has the authority to commit resources.

Manager of the project manager

Running the project on a day-to-day basis within defined authorities for cost and
schedule as agreed with the project sponsor/board.

Project team members

Working on the project

Key stakeholders

Business needs to follow-up the process that has been done on this project. If there
are still some unsuccessful outcome, the business will need to solve that issue again
by considering working on another way

Schedule

Item Milestone date Responsibility

training on business policy Every 3 months Manager
training on WHS Every 3 months Manager
management system
training on the Every 3 months Manager
 responsibilities of staff
training on cost of agent Every 3 months Manager
services
training on wastage and Every 3 months Manager
associated expenses
training on consultancy Every 3 months Manager
fees
Conduct of quarterly Every 3 months Staffs
surveys
Investigate resourcing need Every 4 months Staffs

Resource and cost plan

Deliverable/milestone/phas Resource Cost

e
Staffs internal $1,000
Equipment internal $200
Investigating cost External $1,800
Survey cost External $1,500

Project risk assessment

Risk Level Management strategy

(high/medium/low)
Loss of knowledge and Low Appropriate HR policies
capability through and procedures in place.
departing
staff.
Failure to recruit qualified Medium All office equipment
real estate agents due to regularly reviewed and
increased competition. updated as required; IT
security monitored and
maintained.
Poor organisational culture; Medium Employee performance
low level of staff plans align with business
engagement and morale plan and six-monthlyreview
process in place.

Quality management plan

Item from WBS Agreed quality standard Recovery procedure

operational and strategic High support professional
 goals development
Budget management High Work out more effectively
on
General ledger accounts
and
financial statements
Anti-discrimination, WHS High Development of ethical
and other legislation/codes charter, including principles
of conduct all agents must follow
Research potential new High Investigate resourcing
suppliers needs:
number of agents;
personnel;
office equipment, cars, etc.

Communications and reporting

Stakeholder Information when required Format

required
Initiation meeting Gather information 5 May Meeting
for initiation plan.
Distribute project Distribute plan to 6 May Project snapshot
initiation plan. alert stakeholders distributed via hard
of project scope copy or
and to gain buy in. electronically.
May be posted on
project website.
Status reports Update Every week Distribute status
stakeholders on report
progress of the electronically and
project. post via website.
Team meetings To review detailed Every 2 weeks Meeting: detailed
plan. plan.
plans (tasks,
assignments, and
action items).

Controls

1. Monitor project throughout

Monitoring is only useful if it is built into the execution phase at the beginning. There
is no point to a monitoring activity of all the work has been completed already and all
the resources wasted. A system needs to be set in place for this during the planning
phase and followed up on strongly.

2. Decide what to measure

It is vital to identify which indicators are to be measured. These should be noted in

the planning document and communicated with all team members and stakeholders.
Acceptable levels of performance should also be identified, so that it is dearly
understood when a red flag needs to be raised. A frequency of reporting as well as a
format needs to be decided upon and clearly communicated to all those who will be
expected to issue reports.

3. Gather the right data

If the monitoring framework if clearly defined, then there may not be any need for
huge amounts of data collection. Too much irrelevant data will only create confusion
and add no value. Quality of data to ensure relevance needs to be the focus of any
data collection efforts.

4. Select appropriate tools

Decide initially all acceptable methods of data collection. A wide variety can be used
including questionnaires, surveys and focus groups.

5. Assign monitoring responsibility

Unless someone is assigned the task of monitoring specifically, it is an activity that

can slip unnoticed into cracks. It is pertinent to assign a specific person for each type
of reporting or monitoring activity and to build this task into their own personal
deliverables.

6. Identify who to report to

Those tagged with reporting should be told clearly who they are to report to. Reports
are tailored according to the management level they are being reviewed by.

A senior management team may only need high level timelines, results and resource
consumption data, while a middle management group or project team itself may
need minute details of each task achieved or delayed

Appendices

Future related projects

Business needs to follow-up the the process that has been done an this project. If
there are still some unsuccessful outcome, the business will need to solve that issue
again by considering to work on another way

Project approvals

Add any signatures that are required for approval to proceed to the next phase.

John Lee Scott Haung

Project Manager Project Sponsor

William Son Tom Takachi

Project Owner Other

Project Title: Project client: Date: 15 Nov 2020

Version:
Project Sponsor: Project Manager: File Name: Page X of Y
Scott Haung John Lee

Gantt chart
Activity/task 1 2 3 4 5 7 8 9 10 11 12 13 14 15 16
Generate and gather
ideas
Collect feedbacks &
select
project topic
Working on Project
Proposal
Submit project proposal

Create Progress Report

Template
Analyze results and write
progress report
Analyse results
 Working on conlusion

Final Review & Editing

Submit Report

Legend
If there are many tasks or stages in your project, you can identify them with a key or legend.

Task1 Task5

Task2 Task6

Task3 Task7

Task4 Task8

Project Title: Project client: Date: 16 Nov 2020

Business Plan Version:
Project Sponsor: Project Manager: File Name: Page x of Y
Scott Haung John Lee

Activities schedule

Phases & Responsi Resourc Effort Started Deadline Actually Comment

activities bility es (hrs) complete /status
d
Generate Eddy Internal/ 1 day 1 Nov 2 Nov On time
and External
gather
ideas
Collect Suree Internal/ 2day 2 Nov 4 Nov On time
feedbacks External s
&
select
project
topic
Working on Jeep Internal/ 2day 4 Nov 6 Nov On time
Project External s
Proposal
Submit Wong Internal 1day 6 Nov 6 Nov On time
project
proposal
Create Eddy Internal 2day 5 Nov 6 Nov On time
Progess s
Report
Template
Analyse Suree Internal 3day 6 Nov 9 Nov On time
results s
and write
progress
report
Analyse Jeep Internal 3day 6 Nov 11 Nov On time
results s
Working on Wong Internal 2day 11 Nov 12 Nov On time
conclusion s
Final Yee Internal 2day 12 Nov 14Nov On time
Review & s
Editing
Submit Yee Internal 1day 15 Nov 15 Nov On time
Report
Project Title: Project client: Date:
Version:
Project Sponsor: Project File Name: Page of x of y
Manager:
John Lee

Budget

Project Name:
Income Inc. GST Ex. GST
Sold houses 4,000,000
rent 800,000

Total income 4,800,000

Expense Inc. GST Ex. GST
Staffs 1000
Equipment 200
Investigating cost 1800
Survey cost 1500
Electricity 300
Intenet 150

Subtotal 4795050
Contingency (+10%) 479505
TOTAL 5274555
 Project Title: Project client: Date:
Version:
Project Sponsor: Project File Name: Page of x of y
Manager:
John Lee

Risk register

Risk Likelihood Impact Risk response Responsible

(H/M/L) (H/M/L) (contingency
strategies)
Failure to Medium High All office Manager
recruit equipment
qualified real regularly
estate reviewed and
agents due to updated as
increased required; IT
competition security
monitored and
maintained.
Failure to High High Managers Manager
realise encouraged and
revenue gains incentivized to
due follow
to recent performance
slump in management
real estate policy.
prices.
Inadequate Low High Appropriate Manager
insurance insurances held
cover. and coverage
reviewed
annually.
Non- Medium High Employee Manager
compliance on performance
anti- plans
discrimination. align with
business plan
and
six-monthly
review process
in place.
Perception of Medium High Project to raise Manager
discriminatory awareness of
practice anti-
reducing discrimination,
client and WHS and
tenant base other
legislation/codes
of
conduct among
agents,
clients, tenants
Poor Medium Medium Appropriate HR Manager
organisational policies and
culture; low procedures in
level of place.
staff
engagement
and morale.
Loss of Low High Staff trained as Manager
knowledge needed
and capability
through
departing
staff.
Failure to meet Low High WHS Manager
occupational management
health system in
and safety place.
requirements
Project Title: Project client: Date:
Version:
Project Sponsor: Project File Name: Page of x of y
Manager:
John Lee

Risk assessment form

Project details
Project Name: Project Name Business plan
Project Manager: John Lee
Risk details
Risk ID: 7
Raised by: Staffs
Date raised: 14 Nov 2012
Description of risk:
Loss of knowledge and capability through departing staff.
Likelihood of risk: Low Impact of risk: High
Risk mitigation
Preventative actions recommended:
Business should create appropriate HR policies and procedures in place.

Contingency actions recommended:

Staff should be trained as needed.
Approval details
Supporting documentation:
Training document
Signature: ____________Jone Lee______________ Date: _14/_11_/_2017_
PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER
Project Title: Project client: Date:
Version:
Project Sponsor: Project File Name: Page of x of y
Manager:
John Lee