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: Manage Program Delivery

Unit Code: BSBPMG631
Student Shalini Gopalappa
name
Student ID 63641
number
Student Shalini Date: 11/12/2022
signature
3
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.

- Competetive bidding
- Negotiated contracts
- Speculative residential construction
- Force account contruction

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.

The budget item for one programme was not correctly estimated
based on the budget, and the gross burn rate is the financial
indicator utilised to identify the problem (Miller et al., 2015).

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

Delivery source is late based on 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.

The following projects are associated with the programme:

- Effective good team
- Members of a competent team

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

Scenario 1 revealed numerous challenges created by the program's distribution.

One of the challenges affecting the project timetable is the frequent turnover of
project team members. This problem can be attributed to a variety of factors,
including the project manager's lack of leadership abilities, competing practises in
utilising resources provided by the sponsoring organisation, and conflicts within the
team (Ahmed et al., 2013).

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: Request for additional funds
Date email is sent: 11/12/2022
Attachments:
Dear Sir,

I am writing to bring to your attention the fact that the funding we have anticipated is
insufficient for the project and that we require additional funding. We require additional
funds due to incorrect cost estimation for the project and project team overtime.
And the situation will worsen if extra funds are not supplied, resulting in a high turnover
of project team members and project failure.
If necessary, I would want to discuss this moe with you. I eagerly await your response.

Kind Regards,
Shalini

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 challenges seen in scenario 2 during the delivery problem are significant
turnover of project team members, which was caused by the Project Manager's lack
of leadership abilities, competing priorities in utilising resources provided by the
sponsoring organisation, and conflicts within the team.
The project requires dependable, experienced, and knowledgeable team members,
as well as a visionary leader.

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.
- Unethical and illegal practises
- Breach of privacy
 - Process hazards
- Workplace health and safety

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

- Keep up with regulatory developments.

- Ensure that employees understand the importance of compliance
- Choose a compliance advocate; and create a link between your security staff
and legal.
- Continuously monitor for compliance with the appropriate tools (Bizjak & Konti,
2019).

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)

I would rectify the noncompliance by taking the following steps: intervention,

change implementation, reporting to the appropriate authorities, or staff
training.
- Understand system requirements P(Plan)
- Plan to process (Plan) - Develop and document (Plan)
- Conduct training
- Run the system through its paces
- Adjust and improve

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 ✔
Funding ✔
Resources ✔
Scope ✔
Quality ✔
Risk ✔
Value ✔
Overall ✔
Program status criteria
Program status Green Yellow Red
criteria
Overall ✔

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.
 The company's resource management, operating system,
organisational culture, and leadership are all affected (Maamari
& Saheb, 2018).

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 2022/12/2
Requested by Program Manager
Change type Require two staff
PWBS number
Change Due to major delays in the project timeline, project managers
description require two additional staff members to assist them in getting
their project back on track.
Impact - Resource Management
- Operational system
- The organisational culture and leadership of the corporation
are both impacted.
Notes

Change Form – Scenario 5

Date 2022/12/3
Requested by Project Manager
Change type Change request to update software used in the program
PWBS number
 Change Form – Scenario 5
Change The project manager sends a change request to upgrade the
description program's software.
Impact - It would result in a 5% cost increase for the project.
- It will also necessitate additional project team training.
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
Change description Due to major delays in The project manager
the project timeline, sends a change request
project managers require to upgrade the program's
two additional staff software.
members to assist them
in getting their project
back on track.
Requested by Project Manager Project Manager
Date 2022/12/11 2022/12/11
Change type Require two staff Request a change to
member update the program's
software.
Priority/severity (for Urgent High
example, emergency,
urgent, high, medium or
low; and catastrophic,
major, minor or
enhancement)
Change impact - Disrupt the operational - It would result in a 5%
system cost increase for the
- Affect the corporate project.
 Change Log
culture and leadership of
the company
Cost After hiring two staff
members, the project
manager must pay them
(Mitchell, 2012).
Level of effort (required Other team members or
to implement the new employees must
change) also adjust to their new
surroundings. They may
require mentoring or
training for the job.
Feasibility (of If the workforce is skilled
implementing the and knowledgeable in a
change) related sector, the
likelihood of success is
great.
Risk/opportunity (of It may require a
implementing the significant amount of
change) time and effort to train or
team new employees on
the project.
Change owner
Proposed resolution Before hiring, inquire
about the staff's
employment history.
Decision (state whether Do not complete at this
the proposed resolution stage
was finally approved,
deferred or rejected)
Decision maker and Do not complete at this
actual resolution stage
Date (when the request Do not complete at this
was approved) stage
- It will also necessitate
additional training for the
project team.
It raises the project's cost
by 5%.
It will need training for
the project team to
become accustomed to
the new software for the
application.
The possibility is quite
low because updating the
software utilised in the
application may need
extra time and money.
The project management
may go over budget.
Finding a technique to
reduce or eliminate extra
costs.
Do not complete at this
stage
Do not complete at this
stage
Do not complete at this
stage
 Change Log
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)
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: Program board
Cc:
Bcc:
Subject: Seek information about implementation of one of the changes
Date email is sent: 2022/12/13
Attachments:

You approve the selection of two staff members to assist their project in getting
back on track due to substantial delays in the project timetable. It is really
appreciated. Although we were unable to complete the project on schedule owing
to a lack of workers, we were able to complete it with only two employees.
Adding two new team members incurs additional costs for their salary, incentives,
 bonus, and commission. With the addition of two new team members, we are
making the best use of office resources and are more productive than ever.

Thank you for approving request.

E. Risk management

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

Indicate what risk you have selected:

Communication risks
Cost risks,
Operational risks,
Skill resource risks
Performance risks (B & Karunya.Nemi Chandran, 2018)

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)

Monitoring and assessing potential risks are also included in the risk
identification plan (Severin et al., 2010). Internal and external programme
contexts are monitored for potential risks by assessing the risk beforehand
and determining the best remedy for the risk.

 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)
 - Implementing a risk management framework based on the company's risk
policy.
- Identifying the existing potential risks and controls.
- Analyze and evaluate the risk in relation to their amount of exposure.
- Treat and manage the risk as effectively as possible.
- Communicating and discussing with various parts of the organisation to
ensure that everyone is up to date.
- Ongoing monitoring and review of risk management plans
- Maintain a written record of all policies and procedures, including
assessment process paperwork (Fang et al., 2013)

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)

- Human factor risks, technology risks, physical risks, economic risks, natural risks,
and political risks are examples of internal and external programme contexts that
require continuous monitoring for circumstances that may impact progress and risk
management.
- A risk management strategy is being implemented in the project, which has
identified the project's potential risks and controls, evaluated and measured the
severity of the risks, resolved the risk, and developed a risk management action
plan (Gachie, 2017).

References

Please include your references below:

(Please refer to this referencing guide if needed or speak to your trainer for any specific
referencing requirements for this assessment)