Assessment

Task 3
Manage program
delivery
BSBPMG631
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
Student Rohit
name
Student ID
number
Student Date
signature

Task Number
 ------OFFICE USE ONLY-----
For Trainer and Assessor to complete:

◻ Student requested reasonable adjustment for the assessment

Marking Sheet Comments

N
Y

DNS
Completed successfully
The student has satisfactorily ☐ ☐ ☐
completed and submitted the
following:

 Outline of how issues in scenarios

1 and 2 are addressed in Task 3.1A
 Email to Program Sponsor in Task
3.1A
 Outline compliance monitoring in
Task 3.1B
 Outline of how issues in scenario 3
are addressed in Task 3.1B
 Program Status Report in Task
3.1C
 Change request forms x 2 in Task
3.1D
 Change log in Task 3.1D
 Email to program board in Task
3.1D
 Outline of monitoring of program
contexts for risk management in
Task 3.1E
 Risk response in Task 3.1E
 Reflection in Task 3.1F
Demonstrated ability to: ☐ ☐ ☐
 Identify and address funding
issues and satisfy funding agent
requirements

This is evidenced by:

 Outline of how issues in scenarios
1 and 2 are addressed in Task 3.1A
 Email to Program Sponsor in Task
3.1A
 Outline compliance monitoring in
Task 3.1B
 Outline of how issues in scenario 3
are addressed in Task 3.1B
 Program Status Report in Task
3.1C
 Change request forms x 2 in Task
3.1D
 Change log in Task 3.1D
 Email to program board in Task
3.1D
Demonstrated ability to: ☐ ☐ ☐
 Report performance of constituent
projects and other program
elements to key stakeholders
 Evaluate internal and external
program contexts to identified
improvement needs and
opportunities
 Identify, evaluate and document
actual and potential changes
 Communicate with relevant
stakeholders and implement
approved changes

This is evidenced by:

 Outline of how issues in scenarios
1 and 2 are addressed in Task 3.1A
 Email to Program Sponsor in Task
3.1A
 Program Status Report in Task
3.1C
 Change request forms x 2 in Task
3.1D
 Change log in Task 3.1D
 Email to program board in Task
3.1D

Demonstrated ability to: ☐ ☐ ☐

 Identify and address potential and
actual conflicts caused by legal
and regulatory requirements
 Implement compliance policies,
processes, and procedures
 Monitor breaches and conflicts
according to legal and regulatory
requirements
This is evidenced by:
 Outline compliance monitoring in
Task 3.1B
 Outline of how issues in scenario 3
are addressed in Task 3.1B
 Program Status Report in Task
3.1C
 Change request forms x 2 in Task
3.1D
 Change log in Task 3.1D
 Email to program board in Task
3.1D
Demonstrated ability to: ☐ ☐ ☐
 Analyse, prioritise and implement
risk responses
 Monitor internal and external
program contexts for
circumstances that may affect
program risks

This is evidenced by:

 Outline of monitoring of program
contexts for risk management in
Task 3.1E
 Risk response in Task 3.1E
 Reflection in Task 3.1F
Feedback from Program Sponsor on ☐ ☐ ☐
how the program was delivered.

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐

Student Name:

Assessor Name:

Assessor Signature:

Date:

Table of Content

Student Declaration...........................................................................................................................................2
Task 3 – Manage program delivery.......................................................................6
Task 3.1 Case Study............................................................................................................................................8
References.............................................................................................................................................................17

Task 3 – Manage program delivery

Task summary and instructions

What is this Please refer to the program scenario and the simulated work
assessment task environment provided for the course.
about?
This task builds on your work in Task 2.
You are a Program Manager engaged by the sponsoring
organisation to:
 Resource and fund the program
 Monitor program progress
 Address legal and regulatory requirements
 Manage program risks
Assessment Task 3 focuses on managing program delivery.

This task comprises of the following assessment methods:

o Product-based ☒
o Direct observation of Role-Play ☐
o Case Study ☐
o Other (specify) ☐

It has been designed to evaluate your ability to/competency

in:

 Identify and address funding issues and satisfy funding

agent requirements
 Report performance of constituent projects and other
 program elements to key stakeholders
 Evaluate internal and external program contexts to
identified improvement needs and opportunities
 Identify, evaluate and document actual and potential
changes
 Communicate with relevant stakeholders and implement
approved changes
 Identify and address potential and actual conflicts caused
by legal and regulatory requirements
 Implement compliance policies, processes, and
procedures
 Monitor breaches and conflicts according to legal and
regulatory requirements
 Analyse, prioritise and implement risk responses
 Monitor internal and external program contexts for
circumstances that may affect program risks

You are required to address the following:

 Task 3.1 Case Study

o Address a series of scenarios to manage program
delivery.

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
professionally present them,
 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:

 NA

You must submit to GOALS

 Outline of how issues in scenarios 1 and 2 are addressed

 in Task 3.1A
 Email to Program Sponsor in Task 3.1A
 Outline compliance monitoring in Task 3.1B
 Outline of how issues in scenario 3 are addressed in Task
3.1B
 Program Status Report in Task 3.1C
 Change request forms x 2 in Task 3.1D
 Change log in Task 3.1D
 Email to program board in Task 3.1D
 Outline of monitoring of program contexts for risk
management in Task 3.1E
 Risk response in Task 3.1E
 Reflection in Task 3.1F
Resources and • Computer with Internet access
equipment • Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided
• Templates as provided

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.
Suppose any parts of the task are not satisfactorily
completed. In that case, 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.

Complete the following activities:

Assume that you are delivering the program.

Address the scenarios described below that simulate program delivery.
Contextualise the scenarios as instructed to align them with the planning documents
developed in Assessment Task 2.

Task 3.1 Case Study

A. Funding and resourcing the program.

Read and contextualise the scenarios below.

Scenario Timeline
1 One of your projects requires additional funds, $ 50.000. This is Ten months
due to: into program
 Erroneous cost estimation for the project implementati
 Overtime of the project team on

Indicate what project is affected based on your program.

Second Site opening in Sydney

When using the financial metrics you planned for,a financial

performance review indicated that one program budget item was
not estimated correctly (25% additional cost due to estimation
error).

Indicate what item was wrongly estimated based on the budget

and what financial metric was used to identify the error.

Cost for the management software used for the program was
wrongly estimated based on the budget and operating cash flow
ratio was used to identify the error.

There will be a delay of 4 weeks on the next instalment of

program funds.

2 The delivery/deployment of one of the resources required is three Three

weeks late (contextualise the scenario according to your resource months into
calendar). program
implementati
Indicate what resource is late, based on your resource plan. on

The shortage of supplies needed for the event caused the delay
based on the resource plan.
 One of the projects is experiencing a high turnover of project team
members. This is impacting the project schedule (2 weeks delay).
The reasons for the turnover are:
 Lack of leadership skills of the Project Manager
 Competing priorities in using resources provided by the
sponsoring organisation
 Conflicts within the team

Indicate what project is affected based on your program.

Opening a second site in Sydney is affected by high turnover of

the project team members.

1. Outline how the issues described in Scenario 1 are addressed during program delivery.
(50-100 words)

The issues regarding scenario 1 was related to additional fund required for the
program. The issues arised due to over-estimation and incorrect cost estimation.
These issues lead to delay of the program and additional fund required for the
program. These issues can be solved by following ways:
- Budget adjustment
- Provide knowledge of cost estimation
- Adjustment to project schedule
- Use contingency fund

2. To support your plan to address Scenario 1, you will need additional funds.

Write an email to the Program Sponsor to ask for the additional funds:
 Explain the reasons
 Outline the impact on the program if the funds are not provided
(50-100 words)
Use the template below (Template 1) to write the email.

Template 1 -Email template

Email to Program Sponsor
To: Program Sponsor
Cc:
Bcc:
Subject: Additional Funds Request
Date email is sent: 28/11/2022
Attachments:

Dear Program Sponsor,

I am writing this email to request for additional funds needed to complete the program. While
monitoring the financial performance of the program, we have identified that some of the project
needed extra funds caused by the delays. I have discussed with the project management team and
came up with a solutions. The contingency fund of 10% will be used to cover the extra cost and still
the remaining $50,000 is needed to complete the program. If the fund is not available the program
will not complete on time and it will incur further loss to the stakeholders. I have attached the
financial report for your review.

Kind Regards,
Akhil
Program manager

3. Outline how the issues described in Scenario 2 are addressed during program delivery.

Consider what changes in resource requirements are needed, if any.

(50-100 words)

The issue was related to delay in deployment of one of the resources. The shortage of supplies
for the event caused delay in the deployment of the resources. Some of changes required in
resource requirement are:

- Reviewing of resource priorities

- Performance management and measurement

- Have backup of suppliers

- Find alternatives for resources when it is unavailable

B. Compliance
Read and contextualise the scenario below.

Scenario Timeline
3 Ten months
 When auditing your program for adherence to compliance, you into program
identify a breach in compliance requirements. implementati
on
Indicate what compliance was breached based on your plan.
There was a breach in privacy of data of clients, due to a leak online
of the sensitive content and the information.

4. Outline how the adherence to compliance was monitored based on your plan.
(30-50 words)

A throurough check was carried out of the audit reports, complaints and
external inspection of the security systems through a third party of the inohouse
IT system was carried out. Quality control was established and network security
protocol were implemented to avoid any further leak of sensitive content.

5. Describe how you would rectify the non-compliance (intervention, change

implementation, reporting to the relevant authority or staff training, for example).
(50-100 words)

An extensive training was provided to staff, a detailed indepth review as carried

out of the exiusiting security process and tightened a bit further. Updates of the
manuals, policies and procedures, forms was implemented. Changes were
implemented by the change analyst and were applicable fines that were
implemented had to be paid.

C. Report on progress

The Program Board requires you to submit a monthly Status Report based on program
components’ (projects) criteria.
Consider Scenarios 1 and 3 at 10 months timeline.
 Review the scenarios, and you addressed them to complete the report and evaluate
their impact on the overall program.

6. Complete a high-level program status report (at ten months timeline).

Be detailed when reporting on areas that have been affected by the changes and issues
discussed in the scenarios.
Refer to the Learner Guide for guidelines on how to complete the Status Report.
Use the template below (Template 2).

Template 2 -Program Status Report

 Status Report
Component Green Yellow Red
(Projects)
status criteria
Timeline On track as per the Some minor NA
program plan milestone missed
but still able to
meet the
deadlines
Funding NA Additional funds NA
required to
complete the
project

Resources NA Additional NA
ressources need
to be procured to
complete the
project
Scope Meet the Can be out of NA
program scope due to
charter and changes in scope
project plan
Quality Meet the quality Specifications NA
standard according likely to be
to the specifications missed
Risk Risk is treated Mitigation plan NA
accordingly to the may not be
mitigation plan. aligned with the
risk level
Value On tack to Delivery of the NA
deliver the business
business benefit may be
benefit missed

Overall GOOD Some of the vitals NA

D. Change management
Read and contextualise the scenarios below.

Scenario Timeline
4 One of your project managers requires two additional staff Five months
members to support their project to get back on track due to into program
severe delays in the project schedule. implementati
on.
Indicate what project is affected based on your program.

5 The same project manager also submits a change request to Eight months
update software used in the program that would attract a 5% into program
increase in cost for the project and require additional training for implementati
the project team. on.

7. Complete two program change request forms to document the changes needed to
address Scenarios 4 and 5.

The change requests are addressed to the Program Sponsor.

Use the templates below (Template 3).

Template 3 -Change request form

Change Form – Scenario 4

Date 30/11/2022
Requested by Rohit
Change type HR
PWBS number 4
Change 2 additional staffs have been requested to support the setting
description up a new site in Sydney project
Impact The 2 staffs have been moved from another project and it has
resulted in no costs being incurred. However, the project they
moved from will have slower progress.
 Change Form – Scenario 4
Notes

Change Form – Scenario 5

Date 30/11/2022
Requested by IT department
Change type Software
PWBS number 5
Change Update of software was requested for the Sydney project
description
Impact Additional training required for the project team.
5% increase in the cost for the project.

Notes

8. Develop and populate a program change log recording the changes requested in point 7.

Use the template below (Template 4).

Template 4 -Change log

Change Log
Change/s Scenario 4 Change/s Scenario 5
PWBS refernece 1 1
Change description 2 additional staffs have Update of software was
been requested to requested for the Sydney
support the setting up a project
new site in Sydney
project
Requested by Rohit Rohit
Date 30/11/2022 6/11/2022
Change type HR Software
Priority/severity (for High medium
example, emergency,
urgent, high, medium or
low; and catastrophic,
major, minor or
enhancement)
 Change Log
Change impact The 2 staffs have been Additional training
moved from another required for the project
project and it has team.
resulted in no costs being 5% increase in the cost
incurred. However, the for the project.
project they moved from
will have slower progress.
Cost - 2500
Level of effort (required A lot of effort required to Not a lot of effort
to implement the implement the age. required.
change)
Feasibility (of Feasibility is high with It is feasible with the
implementing the reallocation of resources. budget.
change)
Risk/opportunity (of Other projects will be Better quality software
implementing the falling behind schedule. for use.
change)
Change owner Kenneth Kode IT department
Proposed resolution
Decision (state whether Do not complete at this Do not complete at this
the proposed resolution stage stage
was finally approved,
deferred or rejected)
Decision maker and Do not complete at this Do not complete at this
actual resolution stage stage
Date (when the request Do not complete at this Do not complete at this
was approved) stage stage
Subsequent impact (on Do not complete at this Do not complete at this
any other controlled or stage stage
configured items as per
the change management
plan)
Date closed (when the Do not complete at this Do not complete at this
change was stage stage
implemented)
 Change Log
Notes

9. The Program Sponsor approved both change requests.

You have now implemented them. Write an email to the program board to provide
information about the implementation of one of the changes.

o Provide a summary of the changes.

o Outline how the change was implemented.
o Outline what updates to plans were required to plans (consider the program
financial framework and the program resource plan in particular)
o Evaluate the impact of the change on your program resource and financial plan.
(100-150 words)
Use the template below (Template 1) to write the email.

Template 1 -Email template

Email to Program Board
To:Progam Board
Cc:
Bcc:
Subject:Concerning changes to one of the program implementations
Date email is sent:30/11/2022
Attachments:Changes to program schedule,financial framework, resource plan
Dear All,

The change that was implemented in the program is as follows:

2 additional staffs have to support the setting up a new site in Sydney project.

As a result of this, resources have been reallocated from another project and has
caused that project to have a slower progress. For this reason, the schedule for the
Sydney project and the other project that was impacted has been updated
accordingly. No impact was made to the project cost and this meant no update was
required in financial framework. However, the resource plan will need to be updated
as resources have been reallocated like mentioned earlier.

For further discussion, there will be a follow up meeting.

Kind Regards,
Rohit
E. Risk management

10.Select a high priority risk from your program risk plan.

Indicate what risk you have selected:

Lack of staff to assist the program manager in program management due to covid
restrictions.

Assume that the risk occurred.

Based on your program risk plan, address the following:
 Outline how the internal and external program context was monitored for
circumstances that may have caused this risk to occur.
(30-50 words)

Regular reports on the ongoing effect of covid-19 and consultation with industry
experts have allowed us to conclude that covid restrictions will no doubt impact
staff availability, particularly in the office of the program manager.

 Provide a step by step description of how the risk response was implemented.
Include an evaluation of the residual risk after the risk treatment was applied.
(80-120 words)

Staffs were unhappy with the covid vaccine mandate and had made a decision to
hand in resignation letters without warning.
 To respond to this, different things had to be considered:

 First, how should the program manager fill in the void that the permanent
staffs have left vacant at the very moment.

 Second, where can the solution be sourced from.

It was then concluded that a staffing agency that helps send temporary staff to
organisations would be appropriate. The next step was to make sure a reasonable
contract can be created between the preferred staffing agency and the
organisation. It’s up to the HR department to get information on the different
staffing agencies in the industry and negotiate with them.

F. Review

11.Reflect on the work performed in the previous tasks, and address the following:

 Identify internal and external program contexts that require close monitoring for
circumstances that may affect program progress and risk management.
 Evaluate the impact changes in the circumstances in the program contexts identified
above have on program progress and risk management.
 Identify improvement needs and opportunities.

(150-200 words)

Regular reports on the ongoing effect of covid-19 and consultation with industry
experts have allowed us to conclude that covid restrictions will no doubt impact staff
availability, particularly in the office of the program manager.

The impact change includes the necessity to reallocate resources from another
project which will cause said project to have a slower progress. In this case, the
resource is the 2 additional staffs that will be moved from the other project to the
Sydney based project. There will be no costs associated with this move and will
mean keeping the project budget as is. However, this move will end up introducing
risks to the other project while creating more opportunities for the Sydney project.

The reports for similar projects that have been done in the past should be reviewed
in order to find any gaps in operations. This will lead to better scheduling for each of
the projects under the event program.