Reference no: EM132857856

BSBPMG521 Manage project integration - Rosehill College

Assessment Task 1:

1. Explain project governance.

2. Summarise two project governance models and explain one advantage and disadvantage of each.

3. Describe the purpose of a Work breakdown structure and the key steps involved in creating a Work breakdown structure.

4. Describe the concept of decomposition in project management and its role in breaking project objectives into achievable project deliverables.

5. Explain the role of the project management life cycle in project management and describe each key phase.

6. Assume that you have been appointed as Project Manager of a firm of lawyers based in Sydney who wishes to establish an additional office in Melbourne. A timeline of 3 months is given plus maximum budget of $20,000 rent per month for the new office.

Explain each part of the project life cycle relevant to this project and provide an outline of an appropriate project governance structure.

7. Identify and describe two organisational documents that can be used to record strategies and goals for project integration.

8. Describe how a project scope management plan assists with recording strategies and goals for project integration processes.

Assessment Task 2: Project establishment

Task summary
In the role of Marketing Coordinator of a fictitious company and appointed as Project Manager for a marketing communications project, you are required to establish the project and then plan and design the project.

Carefully read the following:

Native Bush Spices Australia is based in Coffs Harbour, NSW.

The business was established in 2010 to cater for a demand for Australian native food products. The company has organic certification.
The company manufactures and retails a range of organic, Australian native foods including:
• Native herbs and spices
• Native herbal teas
• Native fruit jams and conserves.
The company's mission statement is to make Native Bush Spices a preferred shopping destination by delivering high quality, organic, earth friendly foods to all customers and its vision statement is to inspire the way the world eats.

The company's overall business objectives as stated in the recent Strategic Plan that has been developed is to increase sales by 10% each year for the upcoming three years and to create brand awareness, develop a broader product range, as well as expand into overseas markets, which are most likely to be Hong Kong, Japan and Singapore due to an identified demand for Australian organic native foods in these countries. The organisation's marketing strategy as identified in the Strategic Plan focuses on using a range of marketing communications, with the key focus on the web site as a marketing tool.

Currently the business is selling its products through a number of small supermarkets and health stores throughout Australia. The company also has a basic website that includes four pages: home, about us, products and contact details. Most sales occur through existing customers, referrals and passing traffic.

The aim is for the new website to be modern and responsive to reflect the company's objectives. The aim is that the web site is developed and live within 2 months of project commencement with a budget of $15,000, As the web site development is considered to be complex, it is proposed that an outside contractor be used.

The company's target customers are those that enjoy gourmet foods.
The age range of Australian consumers buying products is generally between 35 and 65.
Most consumers are health conscious, care about protecting the environment and have an average annual income of $80,000.

The company currently employs the following staff in its head office: CEO, Operations Manager, Marketing Coordinator, Customer Service Officer and two administration staff.
Ten staff are employed in the factory making and distributing the products.
The company also has a Board, which comprises of two Directors and the CEO.

As the Marketing Coordinator, you have been asked by the Operations Manager to coordinate a project to improve marketing communications in a bid to increase the company's sales and profile. As indicated, the cornerstone of the marketing communication project is the development of a web site.

The company has established procedures for project management as documented in the project management policy and procedure. You have been allocated the Customer Service Officer as a project team member.

Complete the following activities:

1. Establish project
The first part of this assessment task requires you to review the case study information provided to you above, as well as the organisation's Project Management Policy and Procedures.

You will need to populate the project charter document according to the case study information and project management policy and procedure and then meet with the CEO to negotiate and discuss the project charter prior to approval and commencement of the project.

Developing the Project Charter requires you to consider the features of a modern, responsive web site and provide a clear rationale for these features, including benefits. You will need to negotiate these at the meeting with the CEO.

Use the Project Charter Template to guide your work.
Save this document as Draft Project Charter.

2. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment.

Attach your Draft Project Charter to the email.

3. Participate in a meeting with the CEO.
The next part of the assessment requires you to participate in a meeting with the CEO (your assessor) to discuss and negotiate the project charter.

Explain all of the information in the Project Charter, providing a clear rationale for each aspect of the Charter so as to gain support for the proposed project scope.

During the meeting your assessor in the role of the CEO will propose a different viewpoint to that outlined in your Project Charter and you will be required to demonstrate your negotiation skills so as to achieve a win-win outcome.

During the meeting, you will need to demonstrate effective communication skills including:
• Speaking clearly and concisely
• Using non-verbal communication to assist with understanding
• Asking questions to identify required information
• Responding to questions as required

4. Update your Project Charter
Following the meeting revise your Project Charter to reflect the meeting outcomes.

Save this document as Updated Project Charter.

5. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment.

Attach your Updated Project Charter to the email.

6. Write a Work Breakdown Structure (WBS)
Develop a WBS that includes that will enable effective planning and control of the project.
The WBS may be in the form of a diagram or a list of activities, but it must contain sufficient detail to enable a Project Schedule to be developed from it.

7. Develop a draft Project Management Plan (PMP).

Using your Project Charter and research, develop a draft Project Management Plan using the Project Management Plan (PMP)) Template provided.

Your PMP must include, as a minimum, the following:
• Project scope
• Milestones and mechanisms to measure, record and report progress of activities
• Roles and responsibilities
• Project stakeholders
• Project communication
• Cost management
• Risk management
• Issue management
• Management plan approval process.

It should also include an analysis of each of the project management functions (cost, time quality, human resources, communication and information and risk) to identify the links between each function, as well as the constraints associated with each function.

Use the Project Management Plan Template to guide your work.
Your draft project management plan should be between 2 and 3 pages.
8. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachments, and ask for the place, date and time of your meeting with the project team.

Attach your Work Breakdown Structure and Draft Project Management Plan to the email.

9. Meet with the project team
The next part of the assessment requires you to participate in a meeting with the project team to discuss and negotiate the Project Management Plan.

Begin by explaining all of the information in your Project Management Plan, providing a clear rationale for each aspect of the Plan so as to gain support for the Plan.

During the meeting a member of your team will seek to make changes to the Project Management Plan, which you may not agree with. You will therefore be required to demonstrate your negotiation skills so as to achieve an agreeable outcome to all.

During the meeting, you will need to demonstrate effective communication skills including:
• Asking questions to identify required information
• Using non-verbal communication to assist with understanding
• Responding to questions as required
• Using active listening techniques to confirm information

Take notes at the meeting, as you will be required to adjust your documents to include the input from team members.

10. Update your project management plan
Following the meeting, incorporate the feedback you received during the meeting into your plan.

Save this document as Updated Project Management Plan.

11. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment and ask for their approval.

Attach your Updated Project Management Plan to the email.

12. Send an email to the Project Team (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment.

The email text should state that the PMP has been confirmed by the CEO and ensure that the team is clear about overall project requirements and the project roles and responsibilities.

Assessment Task 3: Project execution, control and finalisation

Task summary
For this assessment task, you are required to conduct and monitor the project for the development of the website, including developing a brief for the project to provide to website developers and preparing a project status report.

Complete the following activities:

1. Develop a website design brief
You are required to commence the project according to the agreed work breakdown structure by developing a brief for prospective website designers.

This will enable quotes to be obtained from at least three web site designers.

Use the case study information from Assessment Task 2 and your Project Charter to develop the website design brief.

Your web site design brief must show a clear alignment to organisational objectives.

Use the Website Design Brief Template to guide your work.

2. Send an email to the Project Team Member (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and ask them to send it out to the three selected web site designers for a quote.

Attach your Website Design Brief to the email.

A short time later you receive the following email from the Project team member.

Dear Project Manager

I have received the three quotes from the website designers.

I just wanted to let you know that one of them is a friend of mine and although his quote is more expensive than all of the other quotes, I highly recommend him as he has done a lot of really great looking web sites. I therefore recommend that we just go ahead and accept his quote.

Kind Regards

Project Team Member

3. Resolve project conflicts
Review the Native Bush Spices Code of Conduct and consider how you would address this in accordance with the Code of Conduct.

Send an email to the Project Team Member (your assessor) giving them your response.

Ensure that your email is written in a positive manner so as to resolve any potential further conflicts.

4. Develop a project status report
It is four weeks into the project for the development of the web site.

You have received progress reports from the website developers and the project team member.

Review the Project Progress Report Project Team Member and the Project Progress Report Website Developer.
Analyse the information provided and prepare a project status report.

As one of the project status reports shows the need for change, your report should include an analysis of the impact of the change on the project and a request for approval for change as required.

Use the Project Status Report Template to guide your work.

5. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and seektheir feedback and approval to move forward with the project.

Attach your Project Status Report to the email.

6. Complete the Project Register and Log.
As set out in the Project Management Policy and Procedures, you should complete the Project Register and Log with details from the Project Status reports.

Use the Project Register and Log Template to guide your work.

7. Revise the Project Management Plan.
Update your project management plan from Assessment Task 2 to include the information from this Assessment Task.

Name this document Final Project Management Plan

8. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachments.

Attach your Project Register and Log and Final Project Management Plan to the email.

9. Manage project finalisation.
Review the Project Management Policy and Procedures to identify project finalisation activities that need to occur.

Review the Final Project Status Report and Final Project Finances Report to assist you with your project evaluation.

Use Project Evaluation Report Template to guide your work.

10. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should provide a summary of the project and outcomes and outline the project finalisation activities that you have conducted.

BSBPMG516 Manage project information and communication

Assessment Task 1

1. Explain three project management communication methods. For each method explain how it can be used within a project.

2. Explain three types of project management communication media. For each media explain how it can be used within a project.

3. Explain how a project management information system is used within a project.

4. Explain three features of an effective project information management system.

5. Identify two types of project information management systems that can be used in projects. Explain why each system you have chosen is effective.

6. Explain how you would evaluate the effectiveness of a project's information systems and communication processes.

Assessment Task 2: Project information and communication planning

Task summary

This assessment task requires students to create a project communication management plan to support the objectives of a project in consultation with a team. They are also required to establish a project management information system.

Carefully read the following:

Manager Networks is an organisation that provides networking events for business people across Australia. The company runs regular networking events but has now decided to start an annual conference event focussing on an area of business considered to be of key importance. 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 in order to extend its membership and to facilitate greater participation in networking and professional development events ran by the organisation. The focus is also to establish the organisation as a think tank for the sector.

As the Administration Manager for Manager Networks, you have been assigned the role of Project Manager for the conference. You are responsible for the ongoing development of the conference in cooperation with several other staff members, who will use their expertise in different areas to support your project management as described below. A conference steering committee has also been established which includes the CEO and two Board members. The role of the steering committee is to provide overall direction to the project.

Donna Chisholm, who is the co-ordinator of the Manager Networks' trainers, will help with contacting and lining up the speakers.
Dan Streep, the Administration Assistant has had experience with the ground level work required for a conference, and he will help to determine and prepare the venue.
Erin O'Donnell, the Manager Networks Marketing Manager, will co-ordinate the marketing material.

The conference will be conducted 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 database 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. It is expected that this cost for the venue will be between $25,000 - $30,000.
Invited speakers will want to be accommodated near by, 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.

Budget: projected attendee numbers is 150 people, and the suggested conference price for participants is $500 plus GST to achieve the project budget. Speakers are to receive $400 each for their participation.

Complete the following activities:

1. Develop a draft Project Communication Management Plan
You are required to develop a draft Project Communication Management Plan that will support the achievement of the project objectives.

Review the following to identify and analyse the information requirements of the project:
• Case study information
• Project Management Policy and Procedures
• Project Management Plan Excerpt. The Project Management Plan is still being finalised, but you have been sent the section pertaining to project information and communication in this document.
• Search the internet for ideas from Project Communication Management Plans created for similar scenarios.

Your plan should include the communication responsibilities for:
• The project steering committee
• The Project Manager
• The Project Team

Use the Project Communication Management Plan Template to guide your work.
Print off a copy to take to the Project team meeting for discussion.

2. Write a communication management report
Assume that you have decided to use the cloud-based system Slack, which allows team communication and collaboration on projects.

Review the information at the web site above and write a short report to present at the team meeting. Your report should explain the use of the system and its key features and how it will be used during the conference project. Your Communication Management Report should include, as a minimum:
• What is Slack?
• The Slack workspace and its use for the conference project
• Working in Slack (including how members are invited to the workspace)

3. Send an email to the Project Team (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachments and propose a team meeting to discuss the draft Project Communication Management Plan and the proposed project information system Slack.

Inform the team that the meeting date and time will be sent in a later email.

Attach your draft project communication management plan and your communication management report to the email.

4. Meet with the project team.
The meeting's objective is to review the draft Project Communication Management Plan.

Take notes at the meeting, as you will be required in the next activity to revise your Plan to include the input from the other team members.

Begin the meeting by summarising the information in your Project Communication Management Plan. Encourage discussion, and ask for feedback on, the communication methods and frequency identified in your plan.

Then explain the Slack project information management system that you intend to use for the project. Advise your team that following the meeting, you will be setting up the Slack workspace for the conference project and inviting them to participate.

Close the meeting with a summary of the meeting attendees' feedback and thank them for their participation.

During the meeting, you will be required to demonstrate effective communication skills including:
• Speaking clearly and concisely
• Using non-verbal communication to assist with understanding
• Asking questions to identify required information
• Responding to questions as required
• Using active listening techniques to confirm understanding

5. Review your Project Communication Management Plan
Include the input from the other project team members provided at the meeting to revise the plan, establishing baselines for each item.
Your notes from the meeting should inform this work.

Save this document as Revised Project Communication Management Plan.

6. Establish the project information management system
Following the instructions within Slack, set up the workspace for the conference project including an appropriate title for the project e.g. Leadership Conference Project.

Invite your assessor to become a team member.

Your assessor will then be able to confirm that you have established a project information management system and will also be able to see how this system is maintained throughout the project as per the following Assessment Task.

7. Send an email to all project team members (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should refer to the recent meeting, then introduce and summarise the contents of the attachments.

It should seek their final approval of the Plan and advise them that they will soon be invited to the Slack Workspace.

Assessment Task 3: Project information and communication management implementation

Task summary
In this assessment task, you are required to implement project information and communication processes.

This assessment is to be completed in the simulated work environment in the RTO.

Complete the following activities:

1. Implement project information and communication processes.
Set up a reminder in Slack for the weekly project team meetings.

The reminder should send out an email to the team requesting project progress reports. As your assessor is a team member, they will be able to check that they have done this.

Your assessor, in the role of the team members, will send you a number of progress reports via Slack, which you should carefully review and then store in a logical way within Slack.

2. Write a Project Status Report.
Review and analyse the information in the project progress reports and then prepare a project status report based on all the information provided by the team, in accordance with the Project Communication Management Plan.

You will be assessed on your ability to manage information generation, gathering, retrieval and analysis through the production of a project status report based on the individual progress reports, as well as your ability to disseminate and store the information using the Project Information Management System.

Review the Project Management Policy and Procedures and implement the information validation processes as per organisational requirements. This means you must check all of the information provided in order to ensure that all information provided is correct and accurate.

Your project status report should summarise key information from the progress reports, as well as an analysis of the data provided. Your report should include:
• A review of communication and information processes and progress against measures from your Communication Project Management Plan
• Information validation processes and issues arising.
• Communication and Information Management system issues
• Recommendations for change, including development of documentation to assist with project information and communication.

You should develop your own template for the project status report. It should have space for the information that you receive, and for your comments as set out in the above bullet points.

Upload your project status report to Slack for sharing with all project team members.
Ask the team members for their feedback on your template.

The annual conference has taken place, and the project is wrapping up.
One of your tasks as Project Manager is to write a report on the project's communication management.

3. Review project outcomes.
Using Slack, send out an email to the team requesting a project closure report from each of them.

Your assessor, in the role of the team members, will send you a number of closure reports via Slack, which you should carefully review and then store in a logical way.

4. Write a project communication management evaluation report.
Complete a review of the project's information and communication processes and systems and recommend improvements for the future.

Draw on the project status report you wrote previously and by reviewing the project closure reports provided to you by the team.
As with your status report, you must check all of the information provided in order to ensure that all information provided is correct and accurate.

The report should be approximately one page.

The report should include, as a minimum:
• A review of the Project communication and information management to determine the effectiveness of the project team's communication and information management, specifically against the communication and information requirements as specified in the project communications management plan.
• Discussion of communication and information issues that arose, and recommend improvements that could be made in the future
• Positive aspects of the Communication Management Plan, and how these helped ensure that its objectives were realised.

Modify the template that you created for the project status report so that it suits the information to be included in this report.

5. Finalise and archive project records.
Review the project management policy and procedures and follow the procedure for finalising and archiving project records.

Take a screen shot that shows the overall folder you have created and each sub-folder, as well as the files within each sub folder.

6. Send an email to the CEO (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment, pointing out that the report has been written and sent as part of the communication items set out in the Project Management Plan.

Attach your evaluation report and your screen shot to the email

Attachment:- Manage project integration.rar