Max Lionel Realty Project Planning BSBPMG522 Undertake project work Assignment 1

Table of Content

1.1 – Initiation and scope 1

Project brief 1

Project scope document 3

Stakeholder analysis 4

Communication plan 5

Roles and responsibilities 7

Project snapshot 8

1.2 – Planning 9

Work breakdown structure 9

Project plan 10

Gantt chart 14

Activities schedule 16

Budget 17

Risk register 18

Risk assignment form 19

1.1 – Initiation and scope

Project brief

Project purpose and rationale
The justification and validity of the project needs to be confirmed before the project proceeds. This document is used to clarify the project purpose and justification and to gain approval to proceed to the next phase.

Project title
Working title.

Project purpose
Describe the purpose/need/rationale/feasibility for the project.

Background and strategic context
Explain the background to the project and how it relates to the key strategic plans.

Priority
Note the importance and/or urgency of the project to the organisation.

Related projects
Any other projects that have been undertaken in the past, are currently underway, or planned for the future that will or may be affected by, or simply connected to, this project.

Project client/owner
The person who requires the project to be undertaken.

Project sponsor
The person who is providing the funds and has the ultimate authority over the project.

Project manager
The person who has the responsibility to manage the project on a day-to-day basis.

Project status
What has already been decided about the project? What decisions have already been made? What work has already been done in relation to the project? Any assumptions or constraints?

Special provisions
Special regulations, ethical or legal considerations, etc.

Project approvals
Add any signatures that are required for approval to proceed to the next phase.

Project Manager Project Sponsor

Project Client/Owner Other

Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Project scope document
This template is a tool that can be used with key stakeholders to clearly define the logical boundaries of the project. Ensure that you note any requirements that are out of scope to achieve absolute clarity about what is and is not covered by this project, and to avoid the potential for problems later on.

In Scope	Out of scope (exclusions)	Assumptions	Constraints
These are items that you are definitely going to deliver/manage.	These are items that you are not responsible for – the assumption is that someone else will do them. Exclusions are things that don’t form part of your project, but could influence whether or not you can successfully achieve your objective.	Knowledge about the project that is taken as being true or correct for the purposes of project planning. Assumptions are circumstances and events that need to occur for the project to be successful but are outside the total control of the project team.	These could include any restrictions to the start/finish date, time, deliverable or milestone dates, budget limitations, resourcing limits, vendor restraints, legal constraints, etc.
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Stakeholder analysis Use this template to identify areas, groups or individuals who may participate in, or are affected by, the project. Include everyone who has a vested interest. A useful question to ask is: ‘What will make this project a success for you?’

Name	Work area	Stakeholder type (client, end-user)	Impact on/by project, requirements, success criteria
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Communication plan

What	Who	Purpose	When/frequency	Type/methods
Initiation meeting	All stakeholders.	Gather information for initiation plan.	FIRST Before project start date.	Meeting.
Distribute project initiation plan	All stakeholders.	Distribute plan to alert stakeholders of project scope and to gain buy in.	Before kick-off meeting. Before project start date.	Project snapshot distributed via hard copy or electronically. May be posted on project website.
Project kick-off	All stakeholders.	Communicate plans and stakeholder roles/ responsibilities. Encourage communication among stakeholders.	At or near project start date.	Meeting.
Status reports	All stakeholders and project office.	Update stakeholders on progress of the project.	Regularly scheduled. Weekly is recommended for small-medium projects.	Distribute status report electronically and post via website.
Team meetings	Entire project team. Individual meetings for sub-teams as appropriate.	To review detailed plans (tasks, assignments, and action items).	Regularly scheduled. Weekly is recommended for entire team. Weekly or bi-weekly for sub‑teams as needed.	Meeting: detailed plan.
Sponsor meetings	Sponsor/s and Project Manager.	Update sponsor/s on status and discuss critical issues. Seek approval for changes to project plan.	Regularly scheduled. Recommended bi‑weekly or monthly and also as needed when issues cannot be resolved or changes need to be made to project plan.	Meeting.
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Roles and responsibilities It is important to identify who the major players are on the project. List the major project roles, responsibilities and the actual people involved. Add in any additional roles as required.

Role	Name/s	Responsibilities	Signature/s (if required)
Project client/owner The person who requires the project to be undertaken.
Project sponsor/project director/project board Senior management of the project. Accountable for the success of the project. Has the authority to commit resources.
Project manager Person responsible for running the project on a day-to-day basis within defined authorities for cost and schedule as agreed with the project sponsor/board.
Manager of the project manager The operational/line manager who the project manager reports to on a day-to-day basis.
Project team members Staff who will be working on the project.
Steering committee/ working party To provide advice and recommendations.
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Project snapshot The project snapshot summarises the purpose, deliverables, stakeholders, resources, risks, interdependencies and success criteria of the project.

Project snapshot
Name of project:
Project purpose: What are the goals/objectives of this project? Why are we undertaking it? What is the problem/opportunity?
Deliverables with timeframes What, when, etc.	Stakeholders Who is the sponsor, project manager, customers, and other key groups who can impact, or be impacted by, this project.
Resources Cash flow, people, equipment, facilities, software, etc.	Risks Resource limitations, deadlines, budget, technology, legal and other constraints, etc.
Interdependencies With other projects, groups, system interfaces, etc.	Success criteria How we know we are successful.
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

1.2 – Planning

Work breakdown structure

A work breakdown structure (WBS) in project management is a tool used to define and group the project’s discrete work elements (or tasks) in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised and updated as needed by the project manager.

Level 1	Level 2	Level 3
Task 1
	Sub-task 1.1
		Work item 1.1.1
		Work item 1.1.2
		Work item 1.1.3
	Sub-task 1.2
		Work item 1.2.1
		Work item 1.2.2
		Work item 1.2.3
Task 2
	Sub-task 2.1
		Work item 2.1.1
		Work item 2.1.2
		Work item 2.1.3
	Sub-task 2.2
		Work item 2.2.1
		Work item 2.2.2
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Project plan

The project plan is the basis for monitoring and controlling the project. All project information is consolidated to date, forming the basis for monitoring and controlling once implementation of the project commences.

Project title:

Project purpose

From project proposal – update if required.

Background and strategic context

From project proposal – update if required.

Other related projects

From project proposal – update if required.

Project objective

From project proposal – update if required.

Scope including key deliverables

From project proposal – update if required.

In scope.

Out of scope.

Assumptions

Any assumptions made for this project

Constraints

Limitation on this project

Deliverables

Project outcomes

Governance

From project proposal – update if required. Attach a project organisation chart and additional information on responsibilities if required.

Project client/owner

From project proposal.

Project sponsor

Project Manager

Manager of the project manager

Project team members

Key stakeholders

From project proposal – update if required. Include a more detailed stakeholder analysis in the Appendices, if required.

Schedule

Using the information you generated in the work breakdown structure, update the schedule. Include a Gantt chart or additional planning information in the Appendices.

Item	Milestone date	Responsibility

Resource and cost plan

Resource planning is where you determine what resources (people, equipment and materials) and what quantities of each should be used to perform activities. Once the resources have been determined, estimate the project costs. Include a more detailed resource and cost plan in the appendices if required.

Deliverable/milestone/phase	Resource	Cost

Project risk assignment

From project proposal – update if required. Include a more detailed risk management plan in the appendices.

Risk	Level (high/medium/low)	Management strategy

Quality management plan

Include a high level quality management plan here. Include a more detailed quality management plan in the appendices if required.

Item from WBS	Agreed quality standard	Recovery procedure

Communications and reporting

Include a high level communications plan here. Include a more detailed communications management plan in the appendices if required.

Stakeholder	Information required	When required	Format

Controls

Outline how you are going to track, monitor and report on the project. For example:

• status reports
• exception reports
• issues/risk log
• variance requests.

Appendices

List the appendices that are attached to your project plan, for example:

• stakeholder needs analysis
• work breakdown structure
• Gantt chart
• activities schedule
• budget/cash flow
• human resource planning schedule
• roles and responsibilities
• procurement schedule
• combined resources and cost schedule
• risk management plan
• quality management plan
• communications management plan.

Future related projects

List any related project or otherwise N/A

Project approvals

Add any signatures that are required for approval to proceed to the next phase.

Project Manager Project Sponsor

Project Client/Owner Other

Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Gantt chartTo use a Gantt chart, list the activities and tasks in column A, select an appropriate time interval (days, weeks or months), allocate the dates to columns B onwards and plot the expected time duration (total time from start to completion) under the appropriate column by selecting shading from the cells. When you wish to provide a status report, simply colour or shade in black those items that are completed or estimate the percentage complete. This will give you an immediate visual representation as to whether or not you are on schedule. You can add extra columns for assignment of responsibilities, etc.

For small projects, a Gantt chart can be created as a spreadsheet.

Activity/task	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15
Legend If there are many tasks or stages in your project, you can identify them with a key or legend. Task 1 Task 5 Task 2 Task 6 Task 3 Task 7 Task 4 Task 8
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Activities schedule
The activities schedule is a tool used to monitor individual activities against the project plan. Information recorded on the schedule can be used when providing project status updates to stakeholders.

Phases & activities	Responsibility	Resources	Effort (hrs)	Started	Deadline	Actually completed	Comment/status
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Budget
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project.

Project Name:
Income	Inc. GST	Ex. GST
Total income
Expense	Inc. GST	Ex. GST
Subtotal
Contingency (+10%)
TOTAL
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Risk register This template is used to record identified risks associated with your project, analyse the impact and determine resultant action to be taken.

Risk	Likelihood (H/M/L)	Impact (H/M/L)	Risk response (contingency strategies)	Responsible
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y

Risk assignment form
Identified risks are logged on a risk form and a copy is forwarded to the project manager.

Project details
Project Name: Project Name Project name to which the risk relates. Project Manager: Name of the project manager responsible for mitigating the risk.
Risk details
Risk ID: Number allocated to this risk. Raised by: Name of person who has raised the risk. Date raised: Date of completion of this form.
Description of risk: Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets).
Likelihood of risk: Describe and rank the likelihood of the risk occurring (i.e. low, medium or high).	Impact of risk: Describe and rank the impact on the project if the risk occurs (i.e. low, medium or high).
Risk mitigation
Preventative actions recommended: Briefly describe any action that should be taken to prevent the risk from occurring. Contingency actions recommended: Briefly describe any action that should be taken, should the risk occur, to minimise its impact on the project.
Approval details
Supporting documentation: Details of any supporting documentation used to substantiate this risk.
Signature: _______________________ Date: ___ /___ /____ PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER
Project Title:	Project Client:	Date: Version:
Project Sponsor:	Project Manager:	File Name:	Page x of y