Assessment Task 2 BSBPMG409 Apply Project Scope Management Techniques

Assessment
Task 2
Apply project scope
management
techniques BSBPMG409
BSBPMG409 - Apply project scope management techniques 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 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 BSBPMG409
Student JOSE LUIS SIERRA MARULANDA
name
Student ID 52163
number
Student Date: 20/11/2020
signature
TASK 2
Task Number

------OFFICE USE ONLY-----
For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Completed successfully Comments
N
Y
DNS
Did the student satisfactorily:
The student has satisfactorily ☐ ☐ ☐
completed and submitted the
following:
 The finalised scope management

plan
 Meeting minutes
 Reflection
Demonstrated ability to: ☐ ☐ ☐
 Review project initiation

documentation and assist in
identifying project objectives and
requirements
 Contribute to identifying project
deliverables
 Contribute to identifying
measurable outcomes to enable
evaluation of project performance
 Contribute to developing and
documenting the scope
management plan
This is evidenced by:

 The finalised scope management
plan in Task 2.1
 The active participation in the
meeting with the team and with
the project sponsor in Task 2.2
 The meeting minutes in Task 2.2
 The reflection in Task 2.2
 Observation from trainer and
assessor as documented in this
marking sheet
Demonstrated ability to: ☐ ☐ ☐

Y
DNS
N
 Assist in obtaining agreement to
scope from relevant project
authority
This is evidenced by:

 The active participation in the
meeting with the team and with
the project sponsor in Task 2.2
 The meeting minutes in Task 2.2
 The reflection in Task 2.2
 Observation from trainer and
assessor as documented in this
marking sheet
The student actively participated in ☐ ☐ ☐
the meeting with the team and the
project sponsor as instructed,
demonstrating:
 Ability to present the project scope

management plan
 Knowledge of the scope
management plan
 Ability to collaborate with the
team to achieve a shared goal
 Ability to communicate effectively
 Ability to negotiate
 Ability to gather feedback and
provide information when required
Feedback provided in comments.

When collaborating with the 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: JOSE LUIS SIERRA MARULANDA
Assessor Name:

Y
DNS
N
Assessor Signature:
Date: 20/11/2020
Table of Content
Student Declaration...........................................................................................................................................2
Task 2 – Contribute to defining project scope....................................................6
Task 2.1 Contribute to defining project scope.................................................................................10
Task 2.2 Agreement to scope from relevant project authority.............................................14

Task 2 – Contribute to defining project scope
Task summary and instructions
What is this Refer to and read the documents saved in a separate folder:
assessment task
about? o Zeemh Business Profile
o Zeemh Company profile and Project Task
o Policies and Procedures
And the website: https://projectdipem.wixsite.com/zeemh
You have been engaged by Zeemh as a Project Officer.
You will work with the Project Manager (played by your

trainer and assessor in a simulated work environment) on the
following project: ‘New website’.
Zeemh is building a new website to sell a new line of

products:
o Home coffee machine
o Coffee capsules
The website must have e-commerce capabilities and

interface with the social media platforms and the CRM in use
at Zeemh.
Budget: $ 75,000
Timelines: 30 weeks
The project scope includes:

o Select web designer
o Provide content to web-designer
o Provide marketing guidelines for the website
o Facilitate work between the Zeemh marketing
department and the web designer
o Liaise with product and service expert to gather
information about the products
o Test the website
o Launch the website
o Evaluate the website

Form or join a project team (3-4 students in the team).

Document the name of the students in the table below:
Student Name Yordan Jerez

Student Name Luisa Giraldo
Student Name Jose Sierra
Student Name Andrea Martinez
You will collaborate with the project team in a simulated work

environment to carry out the responsibility of your role as a
project officer relevant to project scope management.
Although you will collaborate with the project team, the work
on your assessment must be individual, and it will be marked
as such.
Work progressively with the project team where required. You

will have to provide evidence of:
 Contribution to defining project scope and to
developing a scope management plan
 Assisting with the approval of the scope management
plan
as instructed in the assessment.
This task comprises of product-based assessment methods,

and direct observation from the trainer and assessor in a
simulated work environment.
It has been designed to evaluate your ability to:
 Review project initiation documentation and assist in

identifying project objectives and requirements
 Contribute to identifying project deliverables
 Contribute to identifying measurable outcomes to
enable evaluation of project performance

 Contribute to developing and documenting the scope

management plan
 Assist in obtaining agreement to scope from relevant
project authority
You are required to address the following:

 Task 2.1 Project scope management plan:
o Review project initiation documentation and
contribute to developing a scope management plan
o Assist in obtaining agreement to scope from
relevant authority
What do I need to  submit the completed assessment tasks, according to

do to complete this instructions,
task satisfactorily?  complete the tasks with sufficient detail and present them
in a 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
satisfactory performance.
Specifications You must deliver/participate in:
 Meeting with the team and project sponsor (Role-Play)

in week 3 of class
You must submit to GOALS
 Finalised scope management plan

 Meeting minutes
 Reflection
Resources and • Computer with Internet access

equipment • Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment document
• Relevant policies and procedures provided in a separate

folder
• Use of the templates included in this assessment
document
What will the Your assessor will be looking for demonstrated evidence of
assessor be looking your ability to:
for?
o Review project initiation documentation
o Contribute to the definition of project scope
o Contribute to defining project outcomes and deliverables
o Contribute to developing a scope plan
o Assist with obtaining an agreement for the scope plan
according to governance arrangements
o Work effectively in a project team
o Use appropriate communication processes
Re-submission You will be provided feedback on your performance by the

opportunities Assessor. 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
1. Review the assessment scenario, the business documentation, including policies

and procedures and the templates provided:
o Templates:
 1 – Project scope management plan in Task 2.1
 2 – Meeting minutes in Task 2.2
2. Work in collaboration with your team and:

 Review the project scenario and relevant information about the sponsoring

Procedures
organisation
 Ask relevant questions about the project to the trainer and assessor who will
play the role of both the project manager and the project sponsor in the
simulated work environment
 Develop and document the scope management plan (Template 1)
3. Meet with the project team in week 3 of class to perform a Role-Play where you
will:
 Present the draft scope management plan to the project sponsor (played by
the trainer and assessor in the simulated work environment)
 Consult with the trainer and assessor in his/her capacity as a project sponsor
 Gather relevant inputs and feedback into the project scope plan
 Negotiate project boundaries with the project sponsor
 Assist in obtaining agreement to project scope from relevant project authority
(project sponsor)
4. After the meeting:
 Document the outcome of the meeting by completing the meeting minutes

(Template 2)
 Document the agreed changes to the scope management plan in the meeting
minutes.
 Implement the agreed changes. Please note that the trainer and assessor will
check that the changes have been applied to the scope management plan
submitted in your assessment.
 Reflect on the meeting as instructed.
Although the assessment requires group collaboration to simulate a work

environment, the assessment submission is individual, and it will be marked as such.
Complete the following activities:
The following tasks require you to:

 Review project initiation documentation
 Assist in identifying project objectives and requirements, deliverables, and measurable
outcomes
 Contribute to developing and documenting the scope management plan
 Assisting in obtaining agreement to project scope from relevant authority

in collaboration with the project team.
Please note that the trainer and assessor will observe your work and your collaboration
with the team and provide feedback in the marking sheet.
Task 2.1 Contribute to defining project scope
A) Project scope management plan

Work in collaboration with your team and:
 Review the project scenario and relevant information about the sponsoring
organisation
 Ask relevant questions about the project to the trainer and assessor who will play the
role of both the project manager and the project sponsor in the simulated work
environment
 Develop and document the scope management plan (Template 1)
Template 1 -Project scope management plan
Project overview
Provide an overview of the project: name of the project, why it is undertaken, timelines and budget. (30-50 words)
The project consists of the generation of a web side for the sale of new products of the
company ZEEMH through its catalog "Colombian Coffee " more than a catalog is a marketing
system.
Through this new website, different types of homemade coffee makers and coffee capsules will be
marketed. The Colombian Coffee catalog is carried out with our potential coffee lovers in mind,
those who prefer to enjoy a cup of coffee at home, rather than go directly to the point of sale.
We fully have the support of the financial area, which has projected a budget for the ‘’Colombian
Coffee’’ Project of $ 75,000, the Project is carried out commercially for 30 weeks.
Project objectives and requirements

List the project objectives (2-3) of the project and requirements (4-5)
Project Objectives:
1) Make ourselves known to the community as the main company for the consumption and
marketing of coffee products.

2) Encourage the target market to increase and maintain the percentage of sales through
promotions and offers.
3) Evaluate customer satisfaction through surveys every 3 months.
Project Requirements:
1) Against a sufficient budget for the execution of the project ‘’ Colombian Coffee’’
2) Carry out reports that report the status and evolution of the Project at each stage.
3) Comply with the mainly established times.
4) Carry out periodic tests before and during the launch of the electronic sale of the Project ‘’
Colombian Coffee ’’
Project Deliverables:
List the project deliverables (4-5)
1) 20/12/2020
2) 20/01/2021
3) 20/02/2021
4) 20/03/2021
5) 20/04/2021
Measurable Outcomes:
Describe the project’s measurable outcomes to enable the evaluation of project performance (30-50 words)
The Project was evaluated in a period of 30 weeks, requiring a capital of $ 75,000 for
the investment of the " Colombian Coffee " Project. The financial evaluation concludes
that upon reaching the projected sales levels, the investment will recover the following
year of operations. the project will be viable when the integrity of the main purpose
which is to create an experience for the customer is respected
The gastronomic industry in regions is increasing and more and more people are
looking for new proposals. As long as cost and quality control is maintained, the project
will be profitable, as shown by the results of the financial analysis, in relation to the
visits to our new website they have increased by 50%.
Scope Boundaries:
The project boundaries statement defines the reasonable limits of project work to determine what is included in the project
and what's not are. (50-100 words)
a) The main attributes of " Colombian Coffee " and the competitive advantage

offered by the coffee market will be identified.
b) The costs in the production and marketing of the new products for the company
ZEEMH will be described.
c) The main competition will be identified.
d) Fair trade will be integrated as an alternative means of marketing.
Project Constraints:
Describe project constraints (3-4).
1) The Project is specifically focused on defining the viability of the new products.
2) The study is aimed at the ZEEHM company and cannot be applied to other
operations
3) The Project may not be used for the analysis of other products, the research
being only for the '' Colombian Coffee '' Project.
Project Stakeholders:
Identify 4-5 project stakeholders (groups and/or individuals).
Names and Roles Responsibilities, role or interest in the

project
Yordan Jerez (Project Officer)  On a regular basis, Project Officers
meet with the Project Manager to
review progress and discuss future
steps.
 Maintain crucial project documents

that track project progress.
 Identify any potential problems or

risks that may affect the progress of
the project.
 Keep a close eye on the project

schedule, monitoring deadlines for
each project task.
Luisa Giraldo (Project Manager)  Define the project objectives: that they are
clear and achievable according to the
capabilities of the zeemh company.
 Align the project with the business /

Names and Roles Responsibilities, role or interest in the
project
institutional strategy.
 Manage physical, financial, human

resources, and assignment to tasks.
 Manage costs and budgets.
 Manage project quality according to

defined performance standards
Jose Sierra (Web Designer)  Establishing design guidelines,

standards, and best practices.
 Maintaining the appearance of

websites by enforcing content
standards.
 Designing visual imagery for

websites.
 Designing sample pages including

colors and fonts.
Andrea Martinez (Marketing  Ensure marketing projects are
Deparment) delivered as scheduled and within
budget to best possible quality
standards.
 Provide ideas as well as opportunities

to assist and enhance sales results
and local marketing.
 Develop, maintain and update

comprehensive project files as well as
documentation like instructions,
charts, logging and tracking.
 Ensure to protect and utilize Learning

Tree Brand consistently and
appropriately.

Work Breakdown Structure (WBS):
Complete a Work Breakdown structure for the project. A work breakdown structure (WBS) in project management is a tool
used to define and group the project's discrete work elements in a way that helps organise and define the total work scope
of the project. The WBS is a dynamic tool and can be revised and updated as needed by the project manager.
Develop the WBS for three levels work package starting with the key deliverables (3-5) and then adding work-packages (2-
3/deliverable) and sub-work packages (2-3/deliverable).
NEW WEBSITE TO SELL

''Colombian Coffee''
1. CONCEPTION 2. IMPLEMENTATION 3. MARKETING
Create Plan Content Create Update Social Media Inform Client

Design Content Content
Marketing
Create Keywords Create texts, Create texts,
template and strategy and graphic and graphic Sub-work Sub-work
logo material material package package
Project Governance:
Outline the governance structure of the project, including:
o Project authority levels - authority to approve changes to scope, budget, quality requirements and schedule. Authority
to resolve issues (issue escalation). Authority to manage the project. Expert authority (expert advice).
o Project Manager (responsibilities)
o Project team (responsibilities)
o Project sponsor (responsibilities)
o Any other information related to governance (for example, a project organisation chart) if pertinent.
(80-100 words)
The governance structure for this Colombian Coffee Project is made up of:
Zeemh company will be the sponsor of the new launch of the website and with follow
the implementation of the online sale of the Colombian Coffee catalog.

Mainly there is the Project official who is in charge of approving any changes that may
occur during the Project, scheduling meetings with the Project Manager to review the
progress and discuss the future steps of the Project, maintains the documentation of
the project that tracks the progress of the Project, Identify possible problems or risks
that may affect the progress of the Project, and closely monitor the project schedule,
monitoring the deadlines for each Project task.
The project manager is also a fundamental part of the Project since he must maintain
constant communication with the Project official, informing him of the progress of the
Project, the project manager must define the objectives of the Project must be clear
and achievable, in the same way, he must To align the Project with the business
strategy, it must be aware of managing the physical and financial resources, and the
assignment of tasks, it is also in charge of controlling, managing costs and budgets.
Finally we have the support of the marketing department and the web designer who
together are in charge of Establishing design guidelines, standards and best practices,
Make sure that marketing projects are delivered on schedule and within budget with the
best possible quality standards, Provide ideas and opportunities to help and improve
sales results and local marketing.
Scope Control Process:

Describe scope control management processes that will be followed, including the change management process and the
reporting process.
(50-100 words)
The processes that were carried out to have a scope control, a management change
process and a reporting presentation were as follows.
These processes were carried out in order to successfully complete the Colombian
Coffee Project:
1) List of Deliverables: Template was made to define the deliverables that

should be generated and control their progress and presentation of the Project.
2) Table of Measurements: This template was made in order to measure and

quantify the progress of the Project, based on the scope that we must execute.
3) Acceptance Certificates: This template was made in order to formalize the

delivery and acceptance of a certain scope.
4) Request for Changes in Scope: This form was made in order to report
changes in the scope of the Project, which allows documenting the request and
acceptance of changes in ongoing projects.

Monitoring
List who is responsible for monitoring the project scope to ensure the project remains within the scope baseline? What
processes will be used? (3-4 activities)
Name and Role Scope Monitoring Activities

Yordan Jerez (Project Officer) Schedule meetings every fortnight, with
the project manager, to resolve doubts,
and publicize the progress of the
Project.
Luisa Giraldo (Project Manager) Schedule meetings every Monday with
the Project team, which is made up of
the web designer and the marketing
department, to record the progress of
the Project, and keep a written control
of the progress.
Jose Sierra (Web Designer) Perform frequent tests on the website,
also carry out surveys with clients
regarding how they have felt using the
new web platform, if it is easy and
understandable to use, everything must
be recorded in writing.
Task 2.2 Agreement to scope from relevant project authority
Meet with the project team in week 3 of class to perform a Role-Play where you will:
 Present the draft scope management plan to the project sponsor (played by the
trainer and assessor in the simulated work environment)
 Consult with the trainer and assessor in his/her capacity as a project sponsor
 Gather relevant inputs and feedback into the project scope plan
 Negotiate project boundaries with the project sponsor
 Assist in obtaining agreement to project scope from relevant project authority (project
sponsor)
Duration: 30 minutes.
All team members MUST participate in the presentation and discussion demonstrating:
 Knowledge of the project scope plan
 Ability to interact with others using clear language to convey information
 Ability to listen actively and to use questioning to clarify understanding
 Ability to work and cooperate with others to achieve a shared goal
 Ability to provide relevant information when asked

 Ability to negotiate with the project sponsor to obtain approval of the scope
management plan
 Ability to follow relevant policies and procedures
Please note that the trainer and assessor will validate that the meeting took place and
provide feedback on your performance during the meeting in the marking sheet.
After the meeting (Role-Play):
 Document the outcome of the meeting by completing the meeting minutes (Template
2)
 Document the agreed changes to the scope management plan in the meeting
minutes.
 Implement the agreed changes. Please note that the trainer and assessor will check
that the changes have been applied to the scope management plan submitted in your
assessment.
 Reflect on the meeting.
If you are absent from class, it is your responsibility to make alternative arrangements
with the trainer and assessor to perform the Role-Play.
Template 2 -Meeting minutes

Date 29/11/2020
Location Company ZEEMH
Attendees Yordan Jerez (Project Officer) Luisa Giraldo (Project Manager) Jose
Sierra (Web Designer) Andrea Martinez (Marketing Deparment)
Item 1 – At the meeting it was possible to announce some delays at the

Inputs/feedback time of the implementation of the new website, so the project
from the project sponsor suggested to the project manager to comply with the
sponsor times initially established for the Project, in case delays are
reported they must immediately inform to project officer t and this
will inform the Project sponsor.
Item 2- Agreed The project manager must report any type of delay in the
changes to the execution of the Project and report in writing the reason why the
scope delays occurred.
management
plan
Action Items Generation of reports and meeting minutes.
Reflection

Reflect on the meeting with the project sponsor and address the following:
 What policies and procedures did you consider/follow when preparing the scope
management plan and when presenting it?
 What information gather from the project initiation documentation was key in
developing the scope management plan?
 Were you effective in communicating with the team and the project sponsor? Provide
an example.
 How would you describe your experience collaborating with the team?
 How did you negotiate? What technique/s did you use?
 What did you do well? What could you improve?
(50-100 words)
After the execution of the Project, it was announced that the policies and procedures
initially established were fully complied with, excepting some delays at the time of the
implementation of the new website.
Taking into account the scope management plan, the protocol was followed to identify
the main attributes of the Colombian Coffee project, and the competitive advantages
offered by the coffee market, in the same way, the main competition of the Project was
identified.
All the information provided by the project manager in the first stage of the Project was
of great support, who raised the objectives of the Project in a clear and achievable way,
in the same way he was the person in charge of managing the physical and financial
resources in the time initially agreed.
Communication with the entire Project team was good, except as mentioned above that
there were delays at the time of the implementation of the new website, but finally
everything went well.
My participation in the Project was of great importance, since I was in charge of taking
the voice and making known the delivery times of the Project, in the same way the
entire group collaborated actively in the execution of this Project.
I think that we could improve a little more in the communication within the Project, but
as the Project has developed I consider that it has been in a very good way.


Assessment Task 2 BSBPMG409 Apply Project Scope Management Techniques

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Assessment Task 2 BSBPMG409 Apply Project Scope Management Techniques

Uploaded by

Copyright:

Available Formats

Assessment

BSBPMG409 - Apply project scope management techniques V2 2020 Page 1

BSBPMG409 - Apply project scope management techniques V2 2020 Page 2

◻ Student requested reasonable adjustment for the assessment

Completed successfully Comments

 The finalised scope management

Demonstrated ability to: ☐ ☐ ☐

 Review project initiation

This is evidenced by:

Demonstrated ability to: ☐ ☐ ☐

BSBPMG409 - Apply project scope management techniques V2 2020 Page 3

This is evidenced by:

 Ability to present the project scope

Feedback provided in comments.

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐

Student Name: JOSE LUIS SIERRA MARULANDA

BSBPMG409 - Apply project scope management techniques V2 2020 Page 4

BSBPMG409 - Apply project scope management techniques V2 2020 Page 5

Task summary and instructions

And the website: https://projectdipem.wixsite.com/zeemh

You have been engaged by Zeemh as a Project Officer.

You will work with the Project Manager (played by your

Zeemh is building a new website to sell a new line of

The website must have e-commerce capabilities and

The project scope includes:

BSBPMG409 - Apply project scope management techniques V2 2020 Page 6

Form or join a project team (3-4 students in the team).

Student Name Yordan Jerez

You will collaborate with the project team in a simulated work

Work progressively with the project team where required. You

as instructed in the assessment.

This task comprises of product-based assessment methods,

It has been designed to evaluate your ability to:

 Review project initiation documentation and assist in

BSBPMG409 - Apply project scope management techniques V2 2020 Page 7

 Contribute to developing and documenting the scope

You are required to address the following:

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

Specifications You must deliver/participate in:

 Meeting with the team and project sponsor (Role-Play)

You must submit to GOALS

 Finalised scope management plan

Resources and • Computer with Internet access

BSBPMG409 - Apply project scope management techniques V2 2020 Page 8

Re-submission You will be provided feedback on your performance by the

1. Review the assessment scenario, the business documentation, including policies

2. Work in collaboration with your team and:

BSBPMG409 - Apply project scope management techniques V2 2020 Page 9

4. After the meeting:

 Document the outcome of the meeting by completing the meeting minutes

Although the assessment requires group collaboration to simulate a work

Complete the following activities:

The following tasks require you to:

BSBPMG409 - Apply project scope management techniques V2 2020 Page 10

Task 2.1 Contribute to defining project scope

A) Project scope management plan

Template 1 -Project scope management plan

Project objectives and requirements

BSBPMG409 - Apply project scope management techniques V2 2020 Page 11

3) Comply with the mainly established times.

BSBPMG409 - Apply project scope management techniques V2 2020 Page 12

c) The main competition will be identified.

d) Fair trade will be integrated as an alternative means of marketing.