ICTPMG613 - MANAGE ICT PROJECT PLANNING

ASSESSMENT TASK 2 – PROJECT

FEEDBACK COVER SHEET

STUDENT NAME STUDENT ID

ASSESSOR NAME
BENCHMARK REQUIREMENTS MET
EVIDENCE COLLECTED
1st Attempt 2nd Attempt 3rd Attempt
Project Task 1

Activity 1: Establish project control plans and determine project methodology

 Template 1 - Project specifications and attributes

 Template 2 - Project management plan

Activity 2: Development of a coherent project management schedule

 Template 3 – Project schedule

Activity 3: Finalise project budget

 Template 4 – Project budget

Project Task 2

 Meeting Minutes Template

 OBC 1 (AT2) Meeting with CEO

Project Task 3

 Template 5 - Project Plan Template

Satisfactory Satisfactory Satisfactory

OUTCOME Not Not Not
Satisfactory Satisfactory Satisfactory
DATE / / 20 / / 20 / / 20

ASSESSOR INITIAL

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 1 of 21
FEEDBACK TO STUDENT

DATE of
ASSESSOR
FINAL
SIGNATURE
OUTCOME

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 2 of 21
Assessment Task 2: Project
Assessment task instructions:

 This is the second (2) assessment task you must successfully complete to be deemed competent in this unit
of competency.
 This assessment task requires you to complete a project
 You are required to manage ICT project planning in this assessment task.
 This assessment task consists of 3 Project Tasks and five (5) activities.
 You are required to complete the activities based on the given scenario in this assessment task.
 All tasks are untimed and are conducted as open book assessment (this means you can refer to your
textbook during the test).
 You must complete the task independently.
 You must respond to all questions and submit them to your Trainer/Assessor via Canvas.
 You must answer all questions to the required level, e.g. provide an answer within the required word limit, to
be deemed satisfactory in this task
 If you are deemed not satisfactory after the first attempt, a maximum of two resubmission attempts will be
allowed.

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 3 of 21
Scenario:
Sales Force Australia is a telemarketing company that has been in business for the last 8 years. It is an ISO
9001 certified company. Experienced staff of Sales Force Australia generate many positive leads for their clients
on an ongoing basis. The company listens to the feedback given by their client’s, and it helps them to be
different, unique and successful compared to their competitors. This also means more word-of-mouth publicity
and more clients' every day for the company. At present the company has the following telecommunication
infrastructure on its premises.
 Eight (8) phone sets connected to PBX through copper wire
 Eight (8) computer systems
 One (1) data server
 One (1) Panasonic Hybrid PBX
 One (1) internet router
 Two (2) networking switches
 One (1) Ups system
As they are using a copper wire-based setup, staff are complaining more about the voice quality of the system.
The company wants to increase its infrastructure to facilitate an increasing number of clients, and they would like
to update their existing infrastructure to the following:
 Twenty (20) IP phones as VoIP calling is less expensive than the existing setup
 Twenty (20) computer systems with updated operating systems and soft phone applications
 Forty (40) headphones including mic.
 One (1) video conferencing system (to communicate with clients)
 Two (2) data servers
 One (1) voice server with supporting software such as, asterisk,3cx, Mitel, Sangoma etc.
 One (1) router with VPN capability
 Four (4) networking switches

To complete this assessment task you are required to participate in a meeting using the template provided
below:

When conducting the meeting, you are required to:

 Greet the team members.
 Discuss the following:
o Establish project control plans
o Determine project methodology
o Develop project schedule
o Finalise project budget
 Ensure the understanding of the team members.
 Gather feedback from the team members.
o Use listening and questioning to elicit the views of others and to clarify or confirm understanding
 Discuss the roles and responsibilities of the team members.

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 4 of 21
The team member will:
 Clarify their doubts of the team members
 Provide feedback on the improvements required

After the meeting, you are then required to:

• Prepare the meeting minutes template using the Template below:

• Complete the assessments activities on the following pages

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 5 of 21
Project Task 1:
Assessment activities
You will be required to participate in the following assessment activities:
1. Establish project control plans and determine project methodology
2. Development of a coherent project management schedule
3. Finalise project budget

Activity 1: Establish project control plans and determine project methodology

For the required setup, Sales Force Australia has been approached by a few companies. Sales Force Australia
will shortlist the companies based on their previous project success rate and history.
The shortlist companies are required to visit Sales Force Australia to review the existing network setup and
discuss the project expectations, specifications and attributes.
Sales Force Australia has shortlisted a telecommunications services provider, Clear Voice, for this project. Liam
is a senior voice support engineer who has been assigned from Clear Voice to lead the project.
As the project leader, Liam is required to visit the company site of Sales Force Australia and prepare a list of
existing materials and equipment and any barriers to upgrading the network. This needs to be in accordance
with the new setup as per the client’s requirements.
Your role and responsibilities
You will be required to play the role of Liam from Clear Voice. Your responsibilities include:
 Determine the existing project attributes and specifications
 Evaluate and assess project brief and related documents
 Design and develop project plan considering budgetary requirements, timelines, resources, monitoring,
control and review processes
 Consult with management to prepare a draft project plan
 Seek approval on the project plan
 Make the amendments in the draft project plan as required by the stakeholders
 Determine project methodology
 Prepare a final project plan
 Seek sign-off
Other roles and responsibilities
 Your trainer/assessor will play the role of the client from Sales Force Australia.
 The client will discuss the project requirements and specifications according to organisational needs.
What is required from you:
You must complete the following table to determine project specifications and attributes in order to prepare a
project plan.
Instructions to complete the activity:
 You must review the available setup and given information.
 You must consult with the trainer/assessor to understand and comprehend the requirements.
 The table requires you to compare the existing setup and the expected setup.
You must complete the attached activities using the templates provided below.

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 6 of 21
Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 7 of 21
Template 1: Project specifications and attributes document

Existing Setup Updated Setup required by client

Equipment Name Quantity Remarks (if any) Equipment Name Quantity Remarks (If any) Feasibility Remarks
required (Yes /NO)

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 8 of 21
Template 2: Project management plan

Project details and document control

Project Lifecycle

Development Approaches/methodologies

Project sub-plans

Submission requirements

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 9 of 21
Activity 2: Development of a coherent project management schedule
This activity is in continuation with the previous assessment activity.
You are required to complete the following assessment activities
 Prepare a coherent project management schedule
You will be required to answer the following requirements:

 What needs to be done?

 When will it be done?
 Who will do it?
 Where will it be done?

Further details:
After successfully documenting the project specifications as the project leader, you are required to prepare a
draft project schedule. Your project schedule must include the following information related to the project
component breakdown:

 Scope of project
 Establishing the sequence of tasks
 Group tasks
 Timelines/duration of project completion
 Timelines/duration for testing the working of equipment installation
 Time and efforts required to train IT staff for troubleshooting
 Linking task dependencies
 Finding the critical path
 Assigning resources
 Develop and allocate work packages
 Establish schedule controls for monitoring project schedule

What is required from you:

You must complete the attached project schedule template below on the basis of information provided.
You must write the project plan within 1500-2500 words.
Instructions to complete the activity:
 You must complete all sections required in the template below.
 You must conduct your own research to gather information on budget constraints based on the material and
equipment required to update the existing network.
You must complete this activity using the template below.

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 10 of 21
Template 3: Project schedule

Clear Voice
Project schedule Sales Force

Scope of the Project

Establishing the sequence of tasks

Group tasks

Timelines/duration of project completion

Timelines/duration for testing the working of equipment installation

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 11 of 21
 Clear Voice
Project schedule Sales Force

Time and efforts required to train IT staff for troubleshooting

Linking task dependencies

Finding the critical path

Assigning resources

Develop and allocate work packages

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 12 of 21
 Clear Voice
Project schedule Sales Force

Establish schedule controls for monitoring project schedule

Project Manager Name:

Signature:

Date:

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 13 of 21
Activity 3: Finalise project budget
This activity is in continuation with the previous assessment activity.
You are required to complete the following assessment activities
 Prepare a coherent project budget
You will be required to answer the following requirements:
 Determination of resource cost rates
 Reserve analysis
 Cost of quality
 Identify areas of anticipated project spend
 Determine dollar amounts and timing of cash flows
 Develop and document project budget based on anticipated expenditure and cash flow
 Establish controls for monitoring budget
Further details
After successfully documenting the project specifications and schedule as the project leader, you are required to
prepare a project budget. Your project budget must include the following information:
 Identify areas of anticipated project spend
 Determine dollar amounts and timing of cash flows
 Develop and document project budget based on anticipated expenditure and cash flow
 Establish controls for monitoring budget
What is required from you:
You must complete the attached project budget template on the basis of information provided.
Instructions to complete the activity:
 You must complete all sections required in the template below.
 You must conduct your own research to gather information on budget constraints based on the material and
equipment required to update the existing network.
You must complete this activity using the template below.

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 14 of 21
Template 4: Project budget

Discuss the areas of anticipated project spend and the dollar amounts.
 Labor
 Consultant fees
 Raw materials
 Software licences
 Travel
 Telephone charges
 Office space
 Office equipment
 General administration
 Company insurance
 Equipment
 Other costs discussed in the project

Discuss the income and timing of cash flows

Discuss the anticipated expenditure and cash flow

Establish controls for monitoring budget

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 15 of 21
Project Task 2:
This task is in continuation with the previous assessment tasks.
Further details
In this assessment, you are required to consult with the representative from Sales Force Australia. The
representative will be the CEO of Sales Force Australia. This role will be played by your trainer/assessor.
After preparing the project plan in the last assessment task, you must explain it to Sales Force Australia. You
must explain all technical and non-technical requirements and terms included in the project plan. You must take
notes regarding their views about the project plan.
In the meeting, the CEO of Sales Force Australia wants you to include the following:
An escalation matrix that allows you to specify multiple user contacts to be notified in the event of critical issues.
 Information about when a problem is not resolved within the required and/or set time-frame.
 Contact details of each level of escalation matrix.
What is required from you:
You must complete the attached meeting minutes template below on the basis of the feedback provided on your
draft by the client.
Remember: This is the time, when you will be discussing all the following requirements with the representative
from Sales Force Australia.
 Develop and document project management plan according to organisational requirements
 Develop and document management sub-plans
 Lodge documents according to organisational policies and procedures
 Assess models of project management according to organisational requirements
 Assess product development approach
 Select project management and systems development methodology
 Tailor and document methodologies to solution requirements
 Lodge documentation according to organisational policies and procedures
 Develop project component breakdown according to project requirements
 Estimate project effort and duration
 Create project schedule and document according to organisational policies and procedures
 Develop and allocate work packages
 Establish schedule controls for monitoring project schedule
 Identify areas of anticipated project spend
 Determine dollar amounts and timing of cash flows
 Develop and document project budget based on anticipated expenditure and cash flow
 Establish controls for monitoring budget
You must record all discussions and feedback in the meeting minutes template below.

Meeting Minutes Template

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 16 of 21
Learner Observation Instructions.
Please log into canvas to access the observation checklist – OBC1 (AT2) Meeting with CEO
Read the instructions provided.
Once you have read and understood the instructions, please write " I understand and I am ready
for assessment" click submit to continue.
The assessor will then set up a time to complete this observation and complete the checklist on Canvas.
Your trainer/assessor will ask you relevant questions related to the project plan you completed as part of
previous activity.

To be assessed as satisfactory (S) in this assessment task you need to demonstrate competency in the following
critical aspects of evidence

a) Conduct a meeting with client

b) Communicate with client

c) Gather feedback on project plan

d) Document the feedback in given template

e) Use appropriate language

f) Answer the relevant questions asked by assessor related to the following areas:
 Develop and document project management plan according to organisational requirements
 Develop and document management sub-plans
 Lodge documents according to organisational policies and procedures
 Assess models of project management according to organisational requirements
 Assess product development approach
 Select project management and systems development methodology
 Tailor and document methodologies to solution requirements
 Lodge documentation according to organisational policies and procedures
 Develop project component breakdown according to project requirements
 Estimate project effort and duration
 Create project schedule and document according to organisational policies and procedures
 Develop and allocate work packages
 Establish schedule controls for monitoring project schedule
 Identify areas of anticipated project spend
 Determine dollar amounts and timing of cash flows
 Develop and document project budget based on anticipated expenditure and cash flow
 Establish controls for monitoring budget

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 17 of 21
Project Task 3:
This task is in continuation with the previous assessment tasks.

Further details
In this assessment, you are required to submit the final copy of the project plan to the representative from Sales
Force Australia. The representative will be the CEO of Sales Force Australia. This role will be played by your
trainer/assessor.
The final project plan must include the following:
 The amended scope of the project
 Current legislation and industry codes
 Budget requirements of the project
 Timelines of project completion
 Timelines for testing the working of equipment installation
 Time required to train it staff for troubleshooting
 The time frame to resolve the problem (if not resolved by local it team)
 Escalation matrix
 Contact details for each level of escalation
 Roles of installation team
 Auditing of services including procedure and frequency of audit
Remember: This is the time, when you will be writing down all the following requirements again through a
revised project plan.
 Develop and document project management plan according to organisational requirements
 Develop and document management sub-plans
 Lodge documents according to organisational policies and procedures
 Assess models of project management according to organisational requirements
 Assess product development approach
 Select project management and systems development methodology
 Tailor and document methodologies to solution requirements
 Lodge documentation according to organisational policies and procedures
 Develop project component breakdown according to project requirements
 Estimate project effort and duration
 Create project schedule and document according to organisational policies and procedures
 Develop and allocate work packages
 Establish schedule controls for monitoring project schedule
 Identify areas of anticipated project spend
 Determine dollar amounts and timing of cash flows
 Develop and document project budget based on anticipated expenditure and cash flow
 Establish controls for monitoring budget
What is required from you:
You must write the project plan within 1500-2500 words. You must complete the attached final project plan,
using the below Template and obtain the sign off from the client.
Your trainer/assessor will ask you relevant questions related to the project plan you completed as part of
previous activity.

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 18 of 21
Template 5 - Project Plan Template

Clear Voice
Project Plan Sales Force

Scope of the Project

Current legislation and industry codes

Budget of the project

Timelines of project completion

Timelines for testing the working of equipment installation

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 19 of 21
 Clear Voice
Project Plan Sales Force

Time required to train IT staff for troubleshooting

Time frame to resolve the problem (If not resolved by local IT team)

Escalation matrix

Contact Details of each level of Escalation

Roles of installation team

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 20 of 21
 Clear Voice
Project Plan Sales Force

Auditing of services including procedure and frequency of audit

Project Manager Name:

Signature:

Date:

This is the end of the document

Document Name: ICTPMG613 - AT2 Project RTO Code: 52010 CRICOS Code: 03548F
Version: 1.0 Approved on: 22 May 2023 Review Date: 22 May 2028 Page 21 of 21