Reference no: EM132813422

BSBPMG522 Undertake project work - Victoria University

Question 1

Give 4 examples of project management tools and outline how they contribute to a project.

Question 2

Select 6 types of documents and other sources of information that are commonly used when defining the parameters of a project and describe them.

Question 3

Explain the process you would use to identify and manage risks in a project. (80-100 words)

Question 4

Read the scenario in Appendix 1- Scenario at the end of this document. Outline the organisation's mission, goals, objectives and operations and how the project relates to them. (80-100 words)

Question 5

Refer to the scenario in Appendix 1- Scenario at the end of this document. Outline the organisation's procedures and processes that are relevant to managing the project. Please use the table below.

Question 6

Refer to the scenario in Appendix 1- Scenario at the end of this document. Outline the legislative and regulatory context of the organisation in relation to project work, including WHS requirements. (80-100 words)

Task 2 - Define and Develop a Project Plan

Procedures

1. Review the assessment scenario, the business documentation, including policies and procedures and the project planning templates provided:
o Appendix 1 - Scenario at the end of this document
o Policies and Procedures - provided in a separate folder
o Templates:
» 1- Project Snapshot in Task 2.1
» 2- Project Initiation Approvals in Task 2.1
» 3- Project Plan in Task 2.2

2. Form a project team in week 1 of the term.
o six to eight team members (two to four students plus four virtual team members) who must be utilised and budgeted for,
o although the assessment is worked in a group to simulate the work environment that you would experience when delivering a project in/for an organisation, the assessment submission is individual, and it will be marked as such.

3. Meet with and receive details from the project sponsor in week 1 of the term about your project team, cost, skills, and suggested project deliverables and timeframes. The project sponsor is played by the Trainer and Assessor in a simulated work environment.

4. Determine the relationship of the project to other projects, systems, business operations, strategic aims of organisation, and external legislative requirements.

5. In your project team (Task 2.1):

a) develop a Project Snapshot document,
b) obtain approval to progress to planning stage and access available resources to deliver the project.
(Templates are provided.)

6. Identify additional documentation required to determine the project and develop a Project Plan draft (Task 2.2).

7. Consult with your team to gather their input into the development of the Project Plan and make sure that they are clear about their responsibilities and the project requirements. (Task 2.3)

8. Meet with the Project Sponsor in week 3 of class (Task 2.3) to present the draft of the Project Plan:
a. gather feedback and inputs to adjust and refine the plan,
b. negotiate scope, budget, schedule, roles and responsibilities, and the proposed governance structure of the project,
c. provide the project sponsor with key information about the plan,
d. use the opportunity to keep building a working relationship with the sponsor,
e. obtain approval for all project components to move to project execution stage.

9. Finalise the Project Plan based on the consultation with the team members and the meeting with the Project Sponsor.

Task 2.1 Define the project

Schedule a time with the trainer and assessor in week 1 of the term and meet with the project sponsor (30 minutes).
Based on the meeting and the information provided in Appendix 1 - Scenario at the end of this document:

1. Develop a Project Snapshot document- Template 1,

2. Obtain approval in writing from the Project Sponsor to progress to the planning stage and access available resources to deliver the project- Template 2.

Use the templates provided below and follow the instructions provided.
Make sure to have read the Appendix 1 - Scenario at the end of this document before the meeting and to have prepared questions to help you complete the required project initiation documents.

Task 2.2 Develop the Project Plan

Based on the project initiation documentation developed in Task 2.1, the meeting with the project sponsor and the Scenario for Assessment document, develop a project plan. (Template3)

Once you have completed your first draft of the plan, consult with your team members (Task 2.3) taking their views into account. Then refine your draft and present it to the project sponsor for approval (Task 2.3) in week 3 of class.

Template - 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 the implementation of the project commences.
Project Background
Provide an overview of the project based on your work at project initiation phase, update information if required.
Address all the following:
1. The purpose of the project
2. The project background and strategic context.
3. Other related projects
4. Objective of the project (3-5)
5. Project client/owner

Project Scope Statement
Develop a scope statement to define the project, includingthe overall budget and duration of the project.

Complete a project scope document. This tool 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.

WBS

Complete a Work Breakdown structure for the project. A work breakdown structure (WBS) in project management is a tool used to define and group the project's discrete work elements 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.
Develop the WBS for 3 levels work package starting with the key deliverables (3-5) and then adding work-packages (2-3/deliverable) and sub-work packages (2-3/deliverable).

Project Governance
Outline the governance structure of the project, including:
o Project authority levels - authority to approve changes to scope, budget, quality requirements and schedule. Authority to resolve issues (issue escalation). Authority to manage the project. Expert authority (expert advice).
o Project Manager (responsibilities)
o Project team (responsibilities)
o Project sponsor (responsibilities)
o Any other information related to governance (for example, a project organisation chart) if pertinent.
(80-100 words)

Communication Plan
Develop a communication plan for the project. Use the template provided below. 5 communication needs must be addressed.Add additional rows if needed.

Schedule
Using the information that you generated in the work breakdown structure, develop a schedule for the project. Complete the milestone register below (5-10 milestones,add additional rows if needed) complete and attach to your submission a Gantt Chart (the use of excel or a project management software is recommended).

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. Identify and estimate the cost of 8-10 cost items for the project. Use the template below; add additional rows if needed.

Risk Plan
The template below is used to record identified risks associated with your project, analyse the impact and determine resultant action to be taken. 5-10 risks must be identified and analysed for treatment. The risk plan MUST include Work Health and Safety risks (2-3). Add additional rows if needed.

Task 2.3 Consultation and approval

Liaise with the trainer and assessor and schedule a time in week 3 of class to:
• meet with your team and consult them on the development of the draft Project Plan (Task 2.2),
• meet with the project sponsor and present the Plan for feedback and approval,
• finalise the Project Plan based on feedback.
Meeting with the project team:
o meet with your team and discuss the draft of the project plan,
o take into consideration their input into the planning document,
o make sure that the project team members are clear about their responsibilities and project requirements,
o note their feedback to apply it to the project plan.
Duration: 15-20 minutes
This is an assessable task, and the trainer and assessor will evaluate your performance during the meeting using an observation checklist.
If you are absent from class, it is your responsibility to make alternative arrangements with the project team and the trainer and assessor.
Meeting with the Project Sponsor:
o meet with the Project Sponsor,
o present the draft project plan,
o gather feedback for and provide information about the plan,
o negotiate any proposed adjustment with the project sponsor,
o note the changes/adjustments/refinements agreed during the meeting,
o obtain approval for the Project Plan
o finalise the Project Plan draft developed in Task 2.2 based on the feedback received. Please note that the assessor will check that the feedback is implemented in your submission.
Duration: 30 minutes.
This is an assessable task, and the trainer and assessor will evaluate your performance during the meeting using an observation checklist-the project sponsor (trainer and assessor will confrm approval of the plan in the observation checklist).
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to meet with the project sponsor.

Attachment:- Undertake project work.rar