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BSB51415 Diploma of Project Management

BSBPMG522

Undertake project work

Task 2- Project Plan and Role Plays

Candidate Instructions
Purpose of this Assessment task
This assessment task is designed to test your skills in undertaking project work as required by the unit BSBPMG522 Undertake project work. Your trainer/assessor will be assessing your work and provide you with constructive feedback on Canvas. This task will assess your skills to: Define project Develop project plan Administer and monitor project Finalise project Review project. In this assessment you will analyse the provided case provided, undertake research in the topics presented, conduct 2 role-plays to demonstrate your skills and provide report to your Trainer. By successfully completing this Case Study you will provide the required performance evidence of your competence in undertaking project work. What are you required to do to undertake this Case Study? You should carefully read the provided Case Study; its additional documents provided on Canvas and undertake all questions. The task includes: (i) Analysing the case (ii) Undertaking required research (iii) Role playing and (iv) Reporting. To successfully undertake this assessment, you should be doing the following: Read the provided Case Study couple of times and understand its requirements Clarify the requirements with your trainer and assessor, if you are not sure Research appropriate websites as directed by your trainer/assessor Self-reflect and practice the 2 role-play before you record them and upload them on Canvas Discuss with your trainer/assessor the contents of the report you will be presenting Context and conditions of undertaking the tasks? The prescribed tasks will be undertaken by you after carefully analysing the case scenarios. Your trainer/assessor will provide you a context to role-play the scenario. Your trainer will also provide you guidance on the websites to be researched. Your trainer/assessor may also set certain conditions under which you will perform the tasks required by this assessment. For example, your trainer may set a time limit to perform a task or, ask you to repeat a task or, ask you to give additional information about the performance by asking you some verbal questions or, they may prescribe you some new conditions to undertake certain tasks. Given your personal conditions, your trainer/assessor should also be able to make some reasonable adjustments in undertaking the tasks of this assessment. You should check with your trainer/assessor about the conditions under which the tasks should be completed, and the possible adjustment they can make in undertaking these tasks. What specific WHS requirements may be involved? This assessment will require you to be aware of the standard Workplace Health and Safety requirements e.g. Workplace Health and Safety Act and Workplace Health and Safety Legislation Your trainer/assessor will advise you on these and other legislative requirements. Tasks and frequency of performance Details of the tasks to be undertaken in this assessment are provided in the attached Case Study. The tasks listed in that document must be performed at least once. The role-play question should involve at least 2 team members. Getting Started The assessment may be re-attempted on two further occasions (maximum three attempts in total). All assessments must be resubmitted 3 days within receiving your unsatisfactory grade. You must clearly indicate “Re-submission” on your resubmitted work. You must complete all questions unassisted by the assessor or other personnel but may refer to reference material as may be needed. All questions must be answered satisfactorily for the assessment to be completed satisfactorily. For any assessment conducted that is incomplete, or without satisfactory performance, the assessment will need to be completed again after further training support. This may be simply to focus on question areas not achieved in the prior assessment. Submitting your assessment When you are ready to submit your assessments, upload the files in Canvas via the submission tab. It is important that you keep a copy of all electronic assessments submitted to Canvas. Please submit all assessment components. Word count In this assessment some of the questions include a word count. This is a guideline only, but your answers should not vary substantially (i.e. +/- 10%) from the word count provided. Microsoft Word includes a word count tool.
Objective	To test the required application skills in undertaking project work.

Assessment Cover Sheet
Candidate name:
Trainer’s Name:
Date Submitted:
Candidate declaration:	I declare that: I have read and understood all the information provided in relation to the assessment requirements to complete this unit, the instructions and the purpose and processes of undertaking this assessment task This assessment is my own work and where other’s works or ideas have been borrowed, I have appropriately referenced or acknowledged them I understand that plagiarism is a serious offence that may lead to disciplinary action.
Candidate signature:

Task Description

For this assessment you are required to undertake a straightforward project, which includes developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application in future projects.

You must complete this assessment based on this stimulated organisation: Australian Hardware Store Case Study. You can access all their supporting documents by clicking here: http://australianhardware.simulations.australiantrainingproducts.com.au/

The intranet tab on this site will direct you to the relevant Australian hardware documents.

A range of other documents are also within this intranet page and provide valuable background information about the operation of the business.

Simulated Scenario – Australian Hardware Store

You have recently been appointed as the Store Manager of the Australian Hardware Newcastle store.
You and the COO (Chief Operating Officer) have discussed opportunities for you to make an impact and improvements in relation to how the Newcastle store operates. An area for improvement that has been previously identified by the Human Resources Manager is around developing policies and procedures for your store. You have noticed the Wollongong store has already implemented policies and procedures which have made a positive operational impact on the store. These policies and procedures only require minor amendments before they can be utilised in your store. As these policies and procedures will be new to staff, it will be essential communicate these changes, as well as to organise and provide training to all staff.
To support you in developing and implementing the policies and procedures you have decided to develop a project plan, which will assist you with planning, monitoring and implementing your project. The project will include: Amending Wollongong policies and procedures to suit the Newcastle store Creating a Newcastle Store section on the company Intranet Publishing policies and procedures to the Intranet Communicating the policies and procedures to staff Organising and providing training to all staff Collecting feedback from staff on new policies and procedures
The project will not include: Collecting feedback from staff on training Reviewing policies and procedures to identify whether further changes are required You have spoken to the Newcastle store about the project that they undertook, and they have advised you that you are likely to encounter competing priorities between HR and department managers as department managers do not like to take their staff away from serving customers in order to attend training.

Part A – Project plan

You are required to demonstrate your ability to create a project plan. The project plan must incorporate all the project plan specifications within the project plan template in Appendix 1. Your completed project plan will be approximately 1000 words in length. All completed reports and evidence must be uploaded into Canvas once completed.

Part B – Project planning meeting

Conduct a project planning meeting with at least two participants from your project team.

You are required to record a 3–5-minute video file of the planning meeting. This recording must show an extract of you and your team discussing and determining the following:

project objectives
project purpose
relationship to other projects
scope of the project

In your video file, you must include the following:

☐	Evidence of participating in verbal discussions with your team using clear and appropriate language
☐	Seeking information from your team by asking relevant questions from at least two (2) participants to encourage their input into project planning and to confirm their understanding of project objectives
☐	Use of listening skills to demonstrate an understanding of the questions presented by your team (e.g. summarising questions and statements to confirm understanding)

Part C – Clarification email

Your project team identified an issue in relation to the scope of the project. They believe that feedback should be within the scope of the project. Draft an email to your manager seeking clarification as to whether this can be included in the project. At the same time, you will need to confirm with your manager whether this project is related to any other projects being undertaken by the organisation.

Send		To:
From:
Subject

Part D: Project monitoring and implementation

To demonstrate successful monitoring and implementation of the project, you must collect and prepare all reports and items of evidence specified for this part, using the provided templates Appendix 2.

You will need to provide support for the project team with regards to their specific needs, ensuring the quality of the expected outcomes of the project and documented timelines.

Provide evidence of record-keeping in the form of at least three status reports for management (and other relevant stakeholders) at progress intervals of 25%, 50% and 75% during the project, using the templates provided.
Outline the support that team members may require over the life of the project. Provide an example of how you would provide that support regarding specific needs to ensure that the quality of the expected outcomes of the project and documented timelines are met.
Outline examples of when and how the communication and risk-management plans would be used in the project plan. Provide evidence of implementing communication and risk-management plans.
Summarise the deliverables the project plan needs to achieve and by what time they need to be achieved.
Outline three examples of what might cause the deliverables to not be achieved.

Part E: Project finalisation

Using the provided templates, complete the following project finalisation processes, including all specified sections and details.

Conduct a project review meeting with at least two participants from your project team. You are required to record a 3–5-minute audio/video file of the review meeting. This recording must show an extract of you and your team discussing and determining the following:

Whether objectives and deliverables were achieved
What worked well
Lessons learned

In your video file, you must include the following:

☐	Evidence of participating in verbal discussions with your team using clear and appropriate language
☐	Seeking information from your team by asking relevant questions from at least two (2) participants to encourage their input into the project review
☐	Use of listening skills to demonstrate an understanding of the lessons learned by your team (e.g. summarising statements to confirm understanding)

A signed-off Project Closure report. The report must specifically address finalised financial records, how the project documentation will be archived and the transition plan for team members to new or previous roles.
Document and evaluate the outcomes of the post implementation review and prepare a report identifying opportunities for improvement.
Draft an email to send the finalisation document to stakeholders outlining how the decision was made in relation to opportunities for future improvements.

Send		To:
From:
Subject

Appendix 1

Project Plan

Project Title

Project title

The name or title of your project.

Project purpose

The purpose/reason for your project.

Relationship to other related projects

If your project is related to other projects, include this here. If it is not, please mark – not applicable.

Project objectives

The project objectives should be aligned to the organisation’s strategic context, including:

Mission
Goals
Objectives
Operations
Organisational structure

Ensure that you outline the organisation’s mission, goals, objectives and operations and how the project relates to them.

Scope (include key deliverables and documentation)

In scope:

Out of scope:

Assumptions

Constraints

Key People

Include a short explanation of how each of the key people contributed to the development of this project plan.

Project client/owner:

Project sponsor:

Stakeholders:

Project Manager (you):

Project team members:

Responsibilities and reporting schedule

Using the information, you generated in the work breakdown structure (WBS), update the schedule below.

Item (Task)	Milestone date	Responsibility	Communication method

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

Risk Management Plan

Your risk management plan should include WHS/OHS considerations where appropriate (using Australian legislative framework).

Risk	Level (high/medium/low)	Management strategy

Communications and reporting

Include a high-level communications plan here. The communications plan should reflect the organisation’s structure and reporting requirements.

Stakeholder	Information required	When required	Format

Applicable legislation and regulations (using Australian legislative framework)

Legislation/Regulations	How they apply to the implementation of the project plan

14. Appendices

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

work breakdown structure
Gantt chart
budget and resource allocation
Record keeping

15. Project approvals

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

Project Manager Project Sponsor

Project Client/Owner Other

Work breakdown structure

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

Project Sponsor:	Version: 1	Project Client:
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
Date:
Project Manager:	File Name: R&R.doc	Page x of y

Gantt chart

To 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 color 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 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.

Project Sponsor:	Version: 1	Project Client:
Activity/Task	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15








Date:
Project Manager:	File Name: Gantt.doc	Page x of y

Resources and budget

Project Sponsor:	Version: 1	Project Client:
Project Name:
Income	Incl GST	Excl GST


Total income
Expense	Incl GST	Excl GST






Subtotal
Contingency (+10%)
TOTAL
Date:
Project Manager:	File Name: RiskPlan.doc	Page x of y

Record keeping

State the location and timeframe in relation to maintaining all records for the project plan.

Appendix 2

Scheduling and Assignment of Tasks

Explain how you have monitored the tasks in your Gantt chart and taken corrective action to maintain the project on schedule and within budget.

Status Reports

Status reports needs to be produced for management and any other relevant stakeholders at 25%, 50% and 75% during the project.

Project Sponsor:	Version: 1	Project Client:
Status Report – 25%
Item	Work completed to date	Milestone date	Revised/ actual date	Budgeted cost	Revised/ actual cost	Responsibility







Date:
Project Manager:	File Name: ATFU1605581418donotsillyBSBPMG522__Task_2_V313.docx	Page x of y

Project Sponsor:	Version: 1	Project Client:
Status Report – 50%
Item	Work completed to date	Milestone date	Revised/ actual date	Budgeted cost	Revised/ actual cost	Responsibility







Date:
Project Manager:	File Name: ATFU1605581418donotsillyBSBPMG522__Task_2_V313.docx	Page x of y

Project Sponsor:	Version: 1	Project Client:
Status Report – 75%
Item	Work completed to date	Milestone date	Revised/ actual date	Budgeted cost	Revised/ actual cost	Responsibility







Date:
Project Manager:	File Name: ATFU1605581418donotsillyBSBPMG522__Task_2_V313.docx	Page x of y

Record-keeping

Explain or provide evidence of the record-keeping systems that you have set up for the project. This should include what has been done and any software applications used (e.g. Microsoft Project, Microsoft Excel, etc.).

List some of the records that were created during the lifecycle of the project.

Support for team members

Explain or provide evidence of the support that team members may require over the life of the project. Provide an example of how you would provide that support and the outcome you would expect to see. Is there some training that the staff will require?

Communication and Risk Management Plan

Give examples of when and how the communication and risk-management plans would be used in the project. Provide evidence of how you have implemented the communication and risk management plans.

Deliverables

Summarise the deliverables for your project.

Outline some examples of what might cause any of your deliverables to not be achieved. Provide evidences of achieving project deliverables.

Complete this template:

Legislation	How it applies to the implementation of the project plan

Project Closure

Post-project review report
Name of project: Date & location of meeting: Names of attendees:
Overview by project manager: (summary of highlights and achievements, etc.)
Review by team of the course goals, objectives/deliverables
	Met	Missed	Partially met	Comments
Project goal – Manage projects
Objectives / deliverables




Success criteria




Schedule/duration of course

Budget/value for money
What worked well; what could have gone better?
What worked well	What could be improved

Lessons learned

Next steps / improvement plans / what could you do better in your workplace?

Archiving of records

Transition plan for project team members

PROJECT CLOSURE REPORT APPROVALS

Project Costs

Describe the actual performance of the project against the project budget.

Resource	Original budget	Revised budget	Final actual budget	Variance
Record the cost items for the project				The amount difference between the Revised Budget and the Actual Budget

Follow on Activities

This section should cover the various activities required to close the project. Where relevant, the sub-sections should include:

Follow-on activities	Responsibility	Date
List any activities that need completing or further work.	Record the Area/Person responsible for following up that activity.	Record the date the activity requires action.

Prepared By __________________________________

([Job Title])

Approved By __________________________________