Reference no: EM132932457

BSBPMG530 Manage Project Scope

Questions

Provide answers to all the questions below:
1. Identify and describe two documents that can be used to initiate projects.

2. Identify and describe two key components of a project scope management plan.

3. Describe two factors that can impact on a project scope.

4. Explain the purpose of a change control plan within a project scope management plan and summarise the key processes that should be followed in order to control changes within a project.

5. Explain two methods that can be used to measure project outcomes and progress and provide example to illustrate each.

6. Describe two methods for segmenting and documenting a work break down structure (WBS).

7. Identify and describe two problem areas likely to be encountered in scope management.

8. Explain the concept of the project life cycle and the importance of scope management within this cycle.

9. Identify three project management tools and explain their use in project scope management.

10. Outline the key role and at least four responsibilities of a project manager when planning a project.

11. Outline the procedures for reporting scope change.

ASSESSMENT TASK 2: PROJECT PORTFOLIO

Activities

Complete the following activities:

1. Carefully read the following:
This project requires you to determine and manage a project scope on two separate occasions. For each project scope, you must obtain project authorisation, develop a scope management plan and manage project scope changes.

You can do this for two real projects at your workplace, for two projects associated with a start-up business you are working on yourself or you can use the Simulation Pack provided.

Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, basing your project on real relationships with classmates or work colleagues will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way!

If you use your own business or workplace, make sure it has policies and procedures that address project management (including project authorisation and change control procedures) and communication protocols already developed. Your projects should require at least one scope change each (see step 6 for more details). You should also have sufficient numerical information to monitor the impact of the scope changes to the timing, cost and quality constraints of the project. Speak to your assessor to get approval if you want to base this on your own business.

If you are basing this assessment on the case study business, read through the Simulation Pack in preparation for this assessment. All the information needed to complete this assessment is contained in the Simulation pack.

You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 46 of your Project Portfolio. You must describe the organisation you are basing this assessment on and provide a short description of two projects for which you'll manage the scope.

SECTION 1: CONDUCT PROJECT AUTHORISATION ACTIVITIES
Review policies, procedures, protocols and templates that address project management (including requirements for project authorisation and change control procedures).
Highlight any appropriate information (or make notes) on the policy and procedure.
Attach proof of the policies and procedures to this section of the portfolio.

PROJECT 1: Include name of the Project
Write a Project authorisation request.
Attach your Project authorisation request to this section of your portfolio.
Seek authorisation to proceed by creating a draft email to send to an appropriate senior manager.
Attach your draft email to this section of your portfolio.

PROJECT 2: Include name of the Project
Write a Project authorisation request.
Attach your Project authorisation request to this section of your portfolio.
Seek authorisation to proceed by creating a draft email to send to an appropriate senior manager.
Attach your draft email to this section of your portfolio.

2. For each project, write a project authorisation request.
Before you begin, make sure you are familiar with any policies, procedures, protocols, and templates that address project management.
If you are basing this assessment on the case study, review Native Bush Spices Australia's project management policy and procedures, communication policy and procedures as well as the Project Authorisation Template.
You are required to write a Project authorisation request. As part of this request:
• provide a broad overview of the project (so as to gain initial approval).
• briefly describe the project goals and deliverables, as well as the benefits and impact on the organisation.
• briefly describe the resources that will be required to conduct this project, including the proposed budget.
• provide a high-level project schedule.
• briefly describe the proposed project governance arrangements in accordance with the project management policy and procedure (i.e. what are the proposed/allowed project delegations and authorisations?).
• request authorisation to proceed to the detailed planning phase of the project.
Separate authorisation requests are required for each project.
If your business has its own Project authorisation template, use it (make sure you include all the requirements listed above). Otherwise, use the template provided in the Simulation Pack.
The text of the Project authorisation request should be in grammatically correct English, written in an appropriate (polite, business-like) style.

3. Seek authorisation to proceed.
Draft an email to an appropriate senior manager to request authorisation for your project (assume that your written Project authorisation request is attached to the email).
Your email should introduce and summarise the contents of the written Project authorisation request and seek their feedback and approval to move forward with the project. In particular:
• confirm that the details in the Project authorisation request are approved.
• seek authorisation to utilise the listed resources.
• confirm that the project delegations and authorisations are acceptable.
Separate emails are required for each project.
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
Make sure you have answered all questions in Section 1.
You are required to attach certain documents as part of your evidence - review the documents you need to attach as outlined in Section 1 of the Project Portfolio.
Submit Section 1 to your assessor.

SECTION 2: DEFINE PROJECT SCOPE

PROJECT 1: Include name of the Project
Summarise your meeting with stakeholders.
Who attended the meeting?
What did you negotiate?
Summarise the agreed project outcomes and scope management procedures and processes.
Attach proof of your stakeholder meeting (unless already viewed in person by your assessor).
Document the project scope, based on the outcomes of your stakeholder meeting.
Attach your Scope document to this section of your portfolio.

PROJECT 2: Include name of the Project
Summarise your meeting with stakeholders.
Who attended the meeting?
What did you negotiate?
Summarise the agreed project outcomes and scope management procedures and processes.
Attach proof of your stakeholder meeting (unless already viewed in person by your assessor).
Document the project scope, based on the outcomes of your stakeholder meeting.
Attach your Scope document to this section of your portfolio.

4. For each project, meet with stakeholders to determine, negotiate, and agree on the project scope.
Assume that you have been provided with approval to proceed with the project as set out in your project authorisation request.
You are required to meet with at least two stakeholders for each project. If you are using the case study, assume you are meeting with the Operations Manager and CEO of Native Bush Spices Australia.
Prepare for the meeting by reading through steps 4 and 5 and making notes to guide your discussion.
At the meeting, you will be required to:
• negotiate project boundaries (such as the budget or timelines)
• agree on the desired project outcomes.
• agree on scope management procedures and processes.
Each meeting should take 20 minutes. This will either be attended in person by your assessor or they will attend online. If you are in the workplace, you may like to video record the session for your assessor to watch later (attach proof to Section 1 of your portfolio). Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated.
During the meeting, you will need to demonstrate effective communication and negotiation 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
• being prepared for negotiation
• facilitating agreement on outcomes
• using problem solving skills to identify solutions.

5. For each project, document the project scope.
Before you begin, review the following links. You may use them to assist you in developing your plan.

Based on the outcomes of your meeting with the stakeholders, develop a detailed project scope management plan. Your plan should reflect what was discussed at the meeting and:
• provide an introduction and background to the project, including business needs and drivers.
• explain measurable project benefits.
• outline the criteria for success for the project (outcomes and outputs).
• describe at least one project assumption.
• describe at least one factor on which the project is dependent.
• describe at least one project constraint.
• describe at least two project risks.
• identify the project stakeholders,
• develop and document the Work Breakdown Structure.
• describe scope control management processes that will be followed (include procedures for changes to the project scope, such as a written change request - step 6 will require you to implement this).
Separate plans are required for each project.
If your business has its own Project scope template, use it (make sure you include all the requirements listed above). Otherwise, use the template provided in the Simulation Pack.
The text of the Project scope should be in grammatically correct English, written in an appropriate (polite, business-like) style.
If you are using the case study (Native Bush Spices Australia):
For the web-design project: to develop the work breakdown structure, you must research the typical steps involved with developing a website, assuming this work will be contracted out to website designers and content writers.
For the product range expansion project: to develop the work breakdown structure, you must research the typical steps involved with market research and establishing collaborative relationships, assuming that the Operations Manager of Native Bush Spices Australia will meet with potential organisations and choose the best partnership.

SECTION 3: MANAGE PROJECT SCOPE CONTROL PROCESSES

PROJECT 1: Include name of the Project
Write a change request for at least one change.
Attach your Change request document to this section of your portfolio.
Request authorisation for the change by creating a draft email to an appropriate senior manager.
Attach your draft email to this section of your portfolio.
Make changes to the project scope by updating the scope document.
Highlight changes to make them obvious.
Change the version number of the document.
Attach the updated scope document to this section of your portfolio.

PROJECT 2: Include name of the Project
Write a change request for at least one change.
Attach your Change request document to this section of your portfolio.
Request authorisation for the change by creating a draft email to an appropriate senior manager.
Attach your draft email to this section of your portfolio.
Make changes to the project scope by updating the scope document.
Highlight changes to make them obvious.
Change the version number of the document.
Attach the updated scope document to this section of your portfolio.

6. For both projects, implement change procedures.
Write a change request for at least one change.
Separate change requests are required for each project.
If your business has its own Change request template, use it. Otherwise, use the template provided in the Simulation Pack.
The text of the Change request should be in grammatically correct English, written in an appropriate (polite, business-like) style.

7. Manage the scope changes.
Write a draft email to an appropriate senior manager to request authorisation for the change (assume that your written Change request is attached to the email).
Your email should:
• introduce and summarise the contents of the change request.
• explain the impact of the changes on the timing, cost and quality constraints on the project.
• ask for their feedback and approval.
• list any scope management issues you've experienced in the project so far (at least one).
• recommend improvements for future projects (at least one).
Separate emails are required for each project.
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
If you are basing this assessment on Native Bush Spices Australia, the email should be sent to the Operations Manager.

9. Submit your completed Project Portfolio
Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary.
Submit to your assessor for marking.

Attachment:- Manage_Project_Scope.rar