BSBPMG531 Project Portfolio 1 Updated

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ABN: 57 169 281 501

E: admissions@sydneymetrocollege.edu.au
W: www.sydneymetrocollege.edu.au
Sydney (Head Office): Level 2, 16-22 Wentworth Avenue
PROJECT
Surry Hills NSW 2010 T: 02 8937
0991
Melbourne: Level 2, 213-215 Lonsdale Street,
P O RT F O L I O
Melbourne VIC 3000
STUDENT VERSION
BSBPMG531
MANAGE PROJECT TIME
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BSBPMG531 Project Portfolio
Version: 1.0
Implemented: 25 Mar 2022
To Be reviewed: 25 Mar 2023 Page 1 of 20
© 2021 RTO Works
BSBWRT301 Write simple documents Trainer Guide
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First published 2021
RTO Works
www.rtoworks.com.au
hello@rtoworks.com.au
0452 157 557
© 2021 RTO Works
This resource is copyright. Apart from any fair dealing for the purposes of private study, research, criticism or review as permitted under the
Copyright Act 1968, no part may be reproduced by any process without written permission as expressed in the RTO Works License
Agreement.
The information contained in this resource is, to the best of the project team’s and publisher’s knowledge true and correct. Every effort has
been made to ensure its accuracy, but the project team and publisher do not accept responsibility for any loss, injury or damage arising
from such information.
While every effort has been made to achieve strict accuracy in this resource, the publisher would welcome notification of any errors and
any suggestions for improvement. Readers are invited to write to us at hello@rtoworks.com.au.
Business Works is a series of training and assessment resources developed for qualifications within the Business Services Training
Package.
Section 1: Determine Project Schedule 6

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Section 2: Implement agreed Project Schedule 9
Section 3: Monitor and review Project Schedule 13
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Student name:
Assessor:
Date: 26th August, 2022
Business this assessment is The assessment is based on Manager Networks

based on:
Project descriptions and Manager Networks is an organisation that provides networking events
objectives: for business people across Australia. The company runs regular
networking events but has now decided to expand its core services to
include:
 start an annual conference event focussing on an area of
business considered to be of key importance
 consultancy services to individuals and small businesses.
It is hoped that the conference will provide information on cutting edge
leadership topics that focus on leadership skills, knowledge and
trends It should also promote Management Networks, as well as
providing professional development for its clients.
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Section 1: Determine Project Schedule
Review and summarise As per the brief given by the CEO, the event planner is aware of the
information and examples requirement for a meeting and it help to recognize and set up the
related to Project Schedules
scene. After that money official will be control the all assets and
costs. In like manner, network promoting chief will organize the
(PS) by accessing the links
showcasing material. The meeting shall be conducted on 10 Dec
provided in step 2 of your
2021 from 9 am to 4 pm Members are administrators from all
Assessor marking guide.
industry
The Budget: Projected participant numbers will be 150 individuals,
and the proposed gathering cost for members is $500 in addition to
GST
PROJECT 1: Leadership Conference
Develop a Work Work Breakdown Structure

Breakdown Structure Leadership Conference 2018: Leading in the twentieth
(WBS) that includes
century
enough details for the
effective planning and 1. Speakers
control of the project.
 Contact potential speakers Confirm speakers
 Confirm topics
 Select and contact a backup speaker
 Brief speakers
 Develop thank you letter for speakers
 Send thank you letter for speakers
2. Venue
 Get quotes from potential venues
 Decide on venue
 Book venue
 Plan and arrange for catering
 Check for near hotel accommodation facilities
 Security
 Decoration
3. Marketing
 Write email to prospective attendees
 Write social media posts
 Write brochure
 Write cover letter for brochure
 Print brochure
 Send out brochures
4. Registration
 Create registration chart
 Arrange banking facilities
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 Register applicants
 Send confirmations
 Arrange registration centre at conference site
 Arrange staffing for registration centre
Create a PS that Activit Name Description Date

covers all of the tasks y
in your WBS.
1 Project kick of Meeting 20th
August
Use any applicable 2 Booking of aPreparing the venue and 24th
digital technology tool venue confirming the place that August
can suite the conference
(e.g. MS Excel). 3 Inviting andConfirming the number of25th
Use any appropriate confirmation ofspeakers to attend theAugust
speakers’ conference as well as the
project management attendance topics to be delivered
method/technique 4 Arrange Providing food and 28th
(e.g. Gantt chart) catering beverages (provided by the August
venue manager)
Attach your draft PS to 5 Brochures Developing, design, print30th
this section of your written andand send the brochures August
portfolio. delivered
6 Register Checking attendees’2nd
applicants confirmations and providingSeptembe
and pre- ticket fees
payment r
7 Sending thankCreate and send letters to5th
you letters thank the speakers whoSeptembe
attended to the event r
Gantt Chart
Establish the PS’s A project schedule will be a table that link assignments, assets and due date in an ideal
requirements and arrangement so task can be finished on schedule. Project plan is created all through the
potential impact arranging stage and cover following areas:
What are the resource  Project activities with start date and success
requirements (at least
 Work important to finish the venture conveyance
three)?
 Cost, assets and conditions related with each undertaking
Which costs should be
considered or  Employees and respective responsibilities
accounted for? Project resources
Which project time
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management activities  Human resources
are necessary (e.g.
 Funds
scheduled meeting
etc.)?  Event marketing materials such as brochures and fliers
What risks are The Budget: Projected participant numbers will be 150 individuals, and the proposed
associated with the gathering cost for members is $500 in addition to GST.
PS timing (at least Risks associated with the project:
three)?
 Market risk
How do you plan to
respond to the risks?  Technological risk
 Operational risk
 Performance risk
Response to the Risk:
 Accept the all-projected risk if they will cause little harm to the project and the
project cannot proceed without them occurring.
 Avoid the risk
 Transfer the risk
 Mitigation the risk
PROJECT 2: Consultancy Service Potential
Develop a Work Breakdown Feasibility Investigation on Consultancy Service Potential

Structure (WBS) that includes
CEO: Will take all responsibility of meeting.
enough details for the
effective planning and control Network manager: Arrange the speaker.
of the project. Admin officer: He will arrange the venue.
Finance office: He will manage the financial matters.
Marketing manager: Arrange all marketing material.
Create a PS that covers all of

the tasks in your WBS.
Use any applicable digital
technology tool (e.g. MS
Excel).
Use any appropriate project
management
method/technique (e.g. Gantt
chart)
Attach your draft PS to this
section of your portfolio.
Establish the PS’s A project schedule will be a table that link assignments, assets and due
requirements and potential date in an ideal arrangement so task can be finished on schedule. Project
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impact plan is created all through the arranging stage and cover following areas:
What are the resource  Project activities with start date and success
requirements (at least three)?
 Work important to finish the venture conveyance
Which costs should be
 Cost, assets and conditions related with each undertaking
considered or accounted for?
 Employees and respective responsibilities
Which project time
management activities are Project resources
necessary (e.g. scheduled  Human resources
meeting etc.)?
 Funds
What risks are associated  Event marketing materials such as brochures and fliers
with the PS timing (at least
three)? The Budget: Projected participant numbers will be 150 individuals, and
the proposed gathering cost for members is $500 in addition to GST.
How do you plan to respond
Risks associated with the project:
to the risks?
 Market risk
 Technological risk
 Operational risk
 Performance risk
Response to the Risk:
 Accept the all-projected risk if they will cause little harm to the
project and the project cannot proceed without them occurring.
 Avoid the risk
 Transfer the risk
 Mitigation the risk
Attach:
Draft Project Schedule x 2 ☒
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Section 2: Implement agreed Project Schedule
PROJECT 1: Conference
Summarise the meeting Meeting attendees

with the project team to
 Donna Chisholm who will help with contacting and lining up the speakers.
agree on the PS.
 Dan Streep who will determine and prepare the venue.
Who attended the  Edith Partridge who will be responsible for the project’s finances.
meeting?  Erin O’Donnell who will be responsible for marketing activities.
Summarise the agreed

project schedule Project Manager: Good evening, all.
information and
baseline. Audience: (Responding). Good evening to you.
Attach proof of your Project manager: Thank you for honouring this meeting invitation though on a short
stakeholder meeting notice. I think the project officer can take us through a number of issues.
(unless already viewed Me: Thank you for the opportunity. Here we shall first discuss a number of roles and
in person by your responsibilities that will be assumed by our team members so that we can ensure that
assessor). the event will be a success for both the clients and our company (One of the audiences
interrupting).
Audience 1: Can we get a brief of the event so that it can be easy for us to follow?
Me: Yes of course. Thank you for the comment. On the event, the conference will be
conducted on 04 October 2018. It will be a one-day event, from 9 am to 4 pm. The
conference style will be formal, with a balance of conference elements to ensure that
outcomes are achieved. Participant target group is managers in all industries. This group
will be targeted by email using the Manager Networks data base and publicised through
social media such as LinkedIn. Conference facilities require a centrally located venue
that has a conference room that can accommodate up to 150 people. Invited speakers
will want to be accommodated nearby, so there will need to be an appropriate hotel in
the vicinity. The venue will also need to be able to provide on-site catering for the
meeting attendees.
Audience 2; is there a budget in place?
Me: Yes. Since the projected attendee numbers will be 150 people, and the suggested
conference price for participants is $500 plus GST. The event speakers are to receive
$400 each for their participation. Project Manager: Due to the time limits, I think we
should proceed and discuss the roles that each will assume.
Me: On the roles and responsibilities the Administration Manager is responsible for the
overall coordination of the congress preparation. Donna Chisholm will help with
contacting and lining up the speakers, Dan Streep will determine and prepare the venue,
Edith Partridge will be responsible for the project’s finances, and Erin O’Donnell will be
responsible for marketing activities. Having said this, is there anyone with an additional
comment to the shared schedule through your emails?
Audience 2: Yes, I think we should schedule for event planning follow up meetings.
Me: Great comment. We will be having two follow up meetings after the second week
and fourth week. If there are no more comments, the meeting is adjourned.
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Update your draft PS to Updated project Schedule
incorporate the input
provided by the project
Activit Name Description Date
team during your
y
meeting. August
Highlight any changes 2 Booking of a Preparing the venue and 24th
venue confirming the place that August
you’ve made. can suite the conference
Change the version 3 Inviting andConfirming the number of25th
confirmation ofspeakers to attend theAugust
number of the PS. speakers’ conference as well as the
Attach your updated PS attendance topics to be delivered
to this section of your 4 Arrange Providing food and 28th
catering beverages (provided by the August
portfolio. venue manager)
5 Brochures Developing, design, print30th
written andand send the brochures August
delivered
6 Confirmation Checking with the confirmed30th
with speakers speakers are up to the taskAugust
or they will need to be
replaced
7 Confirmation Ensure that all is set for the30th
with theevent August
catering
personnel and
event location
payment r
Develop at least one The project progress shall be measured through weekly reviews and updating project
mechanism you will use reports that will be send to the CEO and other senior management after review and
to measure, record and confirmation.
report on the progress
of project activities.
When/how will you
project team meet (e.g., The team shall meet physically every fortnight before the start of the event and meeting
list of team meeting agenda will be send before the meeting. Our next meeting will be from 20 th August 2022
dates, calendar invite to for planning purposes. Team members shall be reminded of the meeting via reminder
team etc)? emails.
Email to team members
How will you remind
team members about From: Project Manager
due dates (e.g., generic To: Team
draft email)?
Subject: Meeting Invitation
How will you manage Dear team,
PS changes (e.g.,
discussion with CEO)? I trust this email find you well. I am writing this email to inform you that we are required to
meet and discuss the upcoming conference that will be held from 2 nd September. We are
If required, attach proof required to review the project schedule and make the necessary changes after they will
to this section of your be presented to the CEO for further review and approval. Kindly purpose to attend.
portfolio.
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Regards
Project Manager
Draft email to confirm Email to team members

the agreed project
From: Project Manager
baseline and explain
the reporting To: Team
mechanism developed Subject: Agreed project baseline
in the step above.
Dear team,
Attach your draft email
to this section of your I trust this email find you well. I am writing this email to share with you the agreed upon
portfolio. project baseline upcoming conference that will be held from 2 nd September. Due to the
changes that have happened on the project baseline, the needs some harmonization in
terms of getting new speakers. Kindly ensure the progress of the planning is reported on
a daily basis to ensure we on track with the event planning. Kindly be on the toes with
that and let us deliver the project as planned.
Regards
Project Manager
PROJECT 2: Consultation
Summarise the meeting with The meeting was attended by Donna Chisholm, Dan Streep, Edith
the project team to agree on Partridge, Erin O’Donnell and I as the Project Manager (Phuong
the PS. Nguyen).
Who attended the meeting? Agreed Schedule Information
Summarise the agreed Speakers
project schedule information
 Contact potential speakers
and baseline.  Confirm speakers
Attach proof of your  Confirm topics
stakeholder meeting (unless
 Brief speakers
already viewed in person by 2. Venue
your assessor).
 Get quotes from potential venues
 Decide on venue
 Book venue
 Plan and arrange for catering
 Decoration
3. Marketing

 Write brochure
 Print brochure
4. Registration

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. Speakers
Update your draft PS to
incorporate the input provided  Contact potential speakers Confirm speakers
by the project team during  Confirm topics
your meeting.  Select and contact a backup speaker
 Brief speakers
Highlight any changes you’ve  Develop thank you letter for speakers
made.  Send thank you letter for speakers
2. Venue
Change the version number
of the PS.  Get quotes from potential venues
 Decide on venue
 Book venue
Attach your updated PS to  Plan and arrange for catering
this section of your portfolio.  Check for near hotel accommodation facilities
 Security
 Decoration
3. Marketing

 Write brochure
 Print brochure
4. Registration

Develop at least one The project progress shall be measured through weekly reviews and
mechanism you will use to updating project reports that will be send to the CEO and other senior
measure, record and report management after review and confirmation.
on the progress of project
The team shall meet physically every fortnight before the start of the
activities.
event and meeting agenda will be send before the meeting. Our next
When/how will you project meeting will be from 20th August 2022 for planning purposes. Team
team meet (e.g. list of team members shall be reminded of the meeting via reminder emails.
meeting dates, calendar invite
to team etc)?
How will you remind team
members about due dates
(e.g. generic draft email)?
How will you manage PS
changes (e.g. discussion with
CEO)?
If required, attach proof to this
Draft email to confirm the Email to team members

agreed project baseline and
explain the mechanism
developed in the step above. To: Team
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Attach your draft email to this Subject: Agreed project baseline
Dear team,
I trust this email find you well. I am writing this email to share with
you the agreed upon project baseline consultation project that will be
held from 10th September 2022. Kindly ensure the progress of the
planning is reported on a daily basis to ensure we on track with the
event planning. Kindly be on the toes with that and let us deliver the
project as planned.
Regards
Project Manager
Attach: Proof of Project 1 stakeholder meeting (unless already

☒
viewed in person by your assessor)
Project 1 Project Schedule ☒
Project 1 reporting mechanism proof (if applicable) ☐
Project 1 Draft email ☒
Proof of Project 2 stakeholder meeting (unless already

☒
viewed in person by your assessor).
Project 2 Project Schedule ☒
Project 2 reporting mechanism proof (if applicable) ☐
Project 2 Draft email ☒
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Section 3: Monitor and review Project Schedule
Review and summarise The important development of a plan turns around a right technique
information and examples to its turn of events. The method should be set up in a manner that is
related to project reporting clear to capture and yet presents adequate component for the
and review by accessing the accomplished to gather the necessities utilized. This record talks
links provided in step 7 of about attempted and legitimate techniques which have been
your Student Assessment advanced through long stretches of examining and refining
Tasks. approaches for time table turn of events. This approach presents the
shape to place into impact set up remarkable practices to building an
executable plan.
We probe into this step-by-step method by means of
 Developing the work breakdown structure (WBS
 Defining work packages
 Defining sports
 Defining good judgment
 Defining resources and work
 Defining time-frame
PROJECT 1: Conference
Initial project review (a short period of time has passed and project activities have commenced)
Write a report on the Project Report

project’s initial progress.
According to Donna Chisholm, she reports that she has not yet received enough
Attach your report to confirmations from the speakers of the conference as she has only got a response from
this section of your one of the speakers. She said that she contacted the other speakers but no one could be
portfolio. found on phone. Taking this into consideration, Donna is asking for further timelines
probably two weeks that she could use to lobby the speakers who will grace and run the
event. She believes if the timeline is added, she will be able to mobilize them and have
the topics ready by them.
On the other hand, Dan Streep has already made his booking with the venue which is
Park Royal something that was arrived at after assessing the quotes received and
discussing the choice with Edith Partridge. On settling on the venue, he received a call
from the management of Park Royal citing that another client had already been given the
slot over the weekend something that inconveniences their schedule as they have to get
back to the drawing board to reschedule. Dan has decided to go back into the shared
quotes and decide on a new plan for making things work.
In addition to the two issues, Erin O’Donnell, the Manager Networks Marketing Manager
says that he is still waiting on the speakers, topics and venue confirmations before he
can proceed and make a final promotional material that will be fit for printing and
distribution. The printer vendor is also waiting for the artworks to print the required
copies in time.
Summarise the meeting The meeting was attended by Donna Chisholm, Dan Streep, Edith Partridge, Donna,
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with a relevant Erin O’Donnell and I as the Project Manager (Phuong Nguyen).
stakeholder to agree on
PS changes.
We agreed that we should add the two weeks to Donna so that she can get us the
Who attended the
speakers who are key for the conference to place. However, she should consider the
meeting? backup speakers panel if the recommended ones are not reachable due to unavoidable
Summarise the agreed circumstances. We should also review the quotes and negotiate with another venue for a
project schedule better date and cost to ensure we can settle on a venue that would change after we have
changes. already booked the venue.
Attach proof of your

stakeholder meeting
(unless already viewed
in person by your
assessor).
Make changes to the Activit Name Description Date

PS. y
Highlight changes to August
make them obvious. 2 Booking of aPreparing the venue and 24th
venue confirming the place that August
Change the version can suite the conference
number of the 3 Inviting andConfirming the number of25th
document. confirmation ofspeakers to attend theAugust
speakers’ conference as well as the
Attach the updated PS attendance topics to be delivered
to this section of your 4 Arrange Providing food and 28th
portfolio. catering beverages (provided by the August
venue manager)
5 Brochures Developing, design, print30th
written andand send the brochures August
delivered
6 Confirmation Checking with the confirmed30th
with speakers speakers are up to the taskAugust
or they will need to be
replaced
7 Conducting Confirming and inviting back30th
back upup speakers to the event August
speakers
8 Confirmation Ensure that all is set for the30th
with theevent August
catering
personnel and
event location
payment r
Draft email to Email to Team
implement the new PS.
From: Phuong Nguyen
Attach your draft email
To: Team
to this section of your
portfolio. Subject: Changes in the Project Schedule
Dear team,
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I trust this email find you well. Following the progress report that was shared by the
team, it was agreed that agreed that we should add the two weeks to Donna so that she
can get us the speakers who are key for the conference to place. However, she should
consider the backup speakers panel if the recommended ones are not reachable due to
unavoidable circumstances. We should also review the quotes and negotiate with
another venue for a better date and cost to ensure we can settle on a venue that would
change after we have already booked the venue. Kindly take note.
Kind regards
Phuong Nguyen
Project Manager
Project review (at completion)
Summarise the time Performance of the project:

management performance of
Being the final days of the conference planning, a number of
the project.
activities have been confirmed. The information will be shared by
Which records (e.g. various email and regular meetings with team members.
project schedule versions,
 Venue already booked
emails or minutes of
meetings) have provided  Discussion about status
information?  Printing of reports and promotional material
Identify time management  Project is on the correct path
issues experienced during the
project. For future events, a clear back up plan should be established to
ensure any contingencies can be catered for with less stress during
Make recommendations for the event planning. The schedule should be followed to ensure the
future improvements to seen project delays are not witnessed again.
project time management.
PROJECT 2: Consultation
Initial project review (a short period of time has passed and project activities have commenced)
Write a report on the project’s Upon feasibility investigation on consultancy service potential below
initial progress. is a brief progress report:
Attach your report to this An employment agency was contacted to provide understanding
section of your portfolio. about the availability of consultants. The employment agencies will
work for us but after formal agreement. The project member has
asked a week’s time to get information from alternative sources.
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Summarise the meeting with The meeting was attended by Donna Chisholm, Dan Streep, Edith
a relevant stakeholder to Partridge, Erin O’Donnell and I as the Project Manager (Phuong
agree on PS changes. Nguyen).
Who attended the meeting? Agreed Schedule Information
Summarise the agreed Speakers
project schedule changes.
 Contact potential speakers /Consultants
Attach proof of your  Confirm speakers/consultants
stakeholder meeting (unless  Confirm topics of consultation
already viewed in person by
 Brief speakers/Consultants
your assessor).  Confirm the budget and timelines for the project to be
accomplished
Make changes to the PS. The changes to be made are

Highlight changes to make  Project budget
them obvious.
 Timing of the project
Change the version number
 Analysing the risk factor of the project
of the document.
Attach the updated PS to this

Draft email to implement the Email to team members

new PS.
Attach your draft email to this
To: Team
Subject: Agreed project baseline
Dear team,
I trust this email find you well. I am writing this email to share with
you the agreed upon project baseline consultation project that will be
held from 10th September 2022. Kindly ensure the progress of the
planning is reported on a daily basis to ensure we on track with the
event planning. Kindly be on the toes with that and let us deliver the
project as planned.
Regards
Project Manager
Further project review (a further period of time has passed but the project has not yet been completed)
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Summarise the progress of On the project initiation and planning stage, progress measure is
the project further along the minimal and therefore the measure of the project performance noted
project’s lifecycle. after execution is started.
How does the progress of
activities measure up to the
agreed PS?
Analyse the Project baseline.
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Project review (at completion)
Summarise the time The records that have been used throughout this project are the
management performance of project baseline, Gantt chart and project progress reports.
the project.
There has been time lagging issues and therefore better time
Which records (e.g. various management needs to be adhered to in the future projects. This will
project schedule versions, be achieved through ensuring that the project baseline and schedule
emails or minutes of is adhered to strictly and reports shared for reviews within shorter
meetings) have provided periods of time so as to note any shortcoming that might happen in
information? the project.
Identify time management
issues experienced during the
project.
Make recommendations for
future improvements to
project time management.
Attach: Progress report (Project 1) ☒
Stakeholder meeting (Project 1) ☒
Draft email (Project 1) ☒
Progress report (Project 2) ☒
Stakeholder meeting (Project 2) ☒
Draft email (Project 2) ☒
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BSBPMG531 Project Portfolio 1 Updated

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ABN: 57 169 281 501

First published 2021

0452 157 557

© 2021 RTO Works

Section 1: Determine Project Schedule 6

Date: 26th August, 2022

Business this assessment is The assessment is based on Manager Networks

Section 1: Determine Project Schedule

PROJECT 1: Leadership Conference

Develop a Work Work Breakdown Structure

Create a PS that Activit Name Description Date

PROJECT 2: Consultancy Service Potential

Develop a Work Breakdown Feasibility Investigation on Consultancy Service Potential

Create a PS that covers all of

Draft Project Schedule x 2 ☒

Section 2: Implement agreed Project Schedule

Summarise the meeting Meeting attendees

Summarise the agreed

Draft email to confirm Email to team members

 Write email to prospective attendees

 Create registration chart

 Write email to prospective attendees

 Create registration chart

Draft email to confirm the Email to team members

Attach: Proof of Project 1 stakeholder meeting (unless already

Project 1 Project Schedule ☒

Project 1 reporting mechanism proof (if applicable) ☐

Project 1 Draft email ☒

Proof of Project 2 stakeholder meeting (unless already

Project 2 Project Schedule ☒

Project 2 reporting mechanism proof (if applicable) ☐

Project 2 Draft email ☒

Section 3: Monitor and review Project Schedule

Write a report on the Project Report

Attach proof of your

Make changes to the Activit Name Description Date

Project review (at completion)

Summarise the time Performance of the project:

Make changes to the PS. The changes to be made are

Attach the updated PS to this

Draft email to implement the Email to team members

Attach: Progress report (Project 1) ☒

Stakeholder meeting (Project 1) ☒

Draft email (Project 1) ☒

Progress report (Project 2) ☒

Stakeholder meeting (Project 2) ☒

Draft email (Project 2) ☒

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