Reference no: EM133163167

BSBPMG630 Enable program execution

This unit describes the skills and knowledge required to establish parameters and enable a program to be undertaken effectively. It includes establishing both what the program will accomplish and how it will do so.

The unit applies to individuals who are program managers and those managing a suite of projects (a program). They operate within assigned authority levels, are responsible for own performance and sometimes the performance of others.

Demonstrate knowledge to complete the tasks outlined in the elements, performance criteria and foundation skills of this unit, including knowledge of:

• methods used to construct future state scenarios
• internal and external factors and issues likely to cause changes to:
• desired future state
• program execution approach
• business case
• business case development processes, documentation, and presentation
• program execution approaches
• program governance models
• knowledge management system
• financial, legal, and contractual obligations.

1. List and describe four methods used to construct future state scenarios.

2. List three internal factors that can cause changes to the:
• desired future state,
• program execution approach, and
• business case.
For each identified internal factor, provide an example of an issue relating to this factor that can impact the desired future state, program execution approach, and business case.

3. List three external factors that can cause changes to the:
• desired future state,
• program execution approach, and
• business case.
For each identified external factor, provide an example of an issue relating to this factor that can impact the desired future state, program execution approach, and business case.

4. List and describe the seven processes that are part of developing a business case. List the processes in the correct order.

5. List five pieces of information to be included in the business case documentation of a program.

6. Answer the following questions about business case presentations and obtaining approval.

i. List three types of stakeholders you should present the program business case to.
ii. List three supporting documents you would take to the business case presentation.
iii. List three communication skills you need to use during the presentation.

7. List and describe three differentprogram execution approaches.

8. Describe each of the different program governance roles below.

9. What do the following key stakeholders do in the program governance models?

10. List six types of information that are defined within program governance models.

11. List three knowledge management systems a program manager can use to share useful knowledge with program/project stakeholders, such as case studies and lessons learned.

12. List three examples of financial, legal and contractual program obligations.

Identify the procurement requirements, scope, timeline, budget, client expectations and organisational goals of the program.
Use your organisation's template for documenting program information, or you may use the Generic Program Scope template provided along with this workbook.
Access and review relevant program documents such as the organisation's strategic plans, existing suppliers list, terms and conditions, and current business and program needs to help you identify this information.
You will be assessed on:
• Practical knowledge of the organisation's strategic plans.
• Practical skills relevant to identifying program procurements, scope, timeline, budget, client expectations and organisational goals.
• Advanced writing skills.
• Practical skills relevant to conceptualising and documenting future state descriptions.
• Practical skills relevant todeveloping and documenting program documentation.
Before starting this task, review the Assessment Simulation Task 1.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program scope document that you completed.
• A copy of the documents you referred to for this task, e.g. organisation's strategic plans, existing suppliers list, terms and conditions, and current business and program needs

Task 1.2 Define and Agree on the Desired Future State Description

While being observed by your assessor, meet with program stakeholders to define and agree on a description of the desired future state.
The stakeholders you meet may include the program sponsor, portfolio managers, project managers, subject matter experts, and team members.
Record the minutes of your discussion with the program stakeholders. Use your organisation's template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.
You will be assessed on:
• Practical knowledge of methods used to construct future state scenarios.
• Practical skills relevant to defining and agreeing on the description of the desired future state with pertinent stakeholders.
• Practical skills relevant to communicating and negotiating with relevant program stakeholders.
• Practical skills relevant to conceptualising, clarifying and documenting future state descriptions.
Before starting this task, review the Assessment Simulation Task 1.2 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the practical skills listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the minutes of your discussion with the relevant program stakeholders to your assessor.

Task 1.3 Identify Gaps Between Current State and Desired Future State
While being observed by your assessor, meet with program stakeholders to identify and explore gaps between the current state and desired future state.
The stakeholders you meet may include the program sponsor, portfolio managers, project managers, subject matter experts, and team members.
During the meeting, refer to documentation relevant to the current and future state, e.g. program scope document, project charters (of projects under the program you are undertaking), process maps, process data, analysis of process data, etc.
Record the minutes of your discussion with the program stakeholders. Use your organisation's template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.
You will be assessed on:
• Practical knowledge of the current and desired future state.
• Practical skills relevant to identifying and exploring with relevant stakeholders' gaps between the current state and desired future state.
• Practical skills relevant to communicating and negotiating with relevant program stakeholders.
Before starting this task, review the Assessment Simulation Task 1.3 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the practical skills listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the meeting minutes that you completed.
• Copies of documentation you referred to during the meeting relevant to the current and future state, e.g., program scope document, project charters (of projects under the program you are undertaking), process maps, process data, analysis of process data, etc.

Task 1.4 Identify and Evaluate Internal and External Factors
Identify and evaluate internal and external factors and issues likely to cause changes to the desired future state of the program.
Use your organisation's template for documenting program internal and external factors and issues, or you may use the Generic Program Internal and External Factors template provided along with this workbook.
Refer to internal and external sources of information to help you identify these internal and external factors and issues. Sources of information may include but are not limited to legislation, regulations, Australian standards, client feedback impacting the program, or lessons learnt documentation from previous programs/projects, resourcing availability, etc.
You will be assessed on:
• Practical knowledge of internal and external factors and issues.
• Practical skills relevant to identifying and evaluating internal and external factors and issues likely to cause changes to the desired future state.
• Advanced writing skills.
• Practical skills relevant todeveloping and documenting program documentation.
Before starting this task, review the Assessment Simulation Task 1.4 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program internal and external factors and issues document that you completed.
• Copies of internal and external sources of information you accessed and referred to.

Task 1.5 Agree on Desired Future State and Expected Benefits
While being observed by your assessor, meet with the program sponsor/s to:
• discuss and agree on the desired future state and
• confirm everyone's understanding of the expected benefits of the program.
During the meeting, refer to documentation relevant to the desired future state and expected benefits, e.g., program scope document, internal and external factors and issues, risk analysis, etc.
Record the minutes of your discussion with the program sponsor. Use your organisation's template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.
You will be assessed on:
• Practical knowledge of the desired future state and expected program benefits.
• Practical skills relevant to working with program sponsors to agree on the desired future state.
• Practical skills relevant to working with program sponsors to confirming understanding of the expected benefits of the program.
• Practical skills relevant to communicating and negotiating with relevant program stakeholders.
Before starting this task, review the Assessment Simulation Task 1.5 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the practical skills listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the meeting minutes that you completed.
• Copies of documentation you referred to during the meeting relevant to the desired future state and expected benefits, e.g., program scope document, internal and external factors and issues, risk analysis, etc.

Part II. The Program Execution Approach
Task 2.1 Develop the Program Execution Approach
Develop the program execution approach covering:
• stakeholder engagement
• program and project plans and
• program and project management tools and software
Use your organisation's template for documenting the program execution approach, or you may use the Generic Program Execution Approach template provided along with this workbook.
Refer to relevant documents such as the supplier selection documentation, relevant meeting minutes, program and project charters to help you develop your program execution approach.
You will be assessed on:
• Practical knowledge of program execution approaches.
• Practical skills relevant to identifying and developing the program execution approach.
• Advanced writing skills.
• Practical skills relevant to developing and documenting a program execution strategy.
Before starting this task, review the Assessment Simulation Task 2.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program execution approach that you completed, including at least the following information:
o stakeholder engagement.
o program and project plans.
o program and project management tools and software.
• A copy of the documents you referred to for this task, e.g. supplier selection documentation, relevant meeting minutes, program and project charters.

Task 2.2 Identify, Monitor and Evaluate Internal and External Factors
2.2.1 Identify and Evaluate Internal and External Factors
Identify and evaluate internal and external factors and issues likely to cause changes to the program execution approach.
Note that throughout the program you are undertaking, these factors and issues must be controlled to mitigate their impact on the program execution approach. You will be required to monitor these internal and external factors and issues three times in Task 2.2.2 after the implementation of controls.
Use your organisation's template for documenting program internal and external factors and issues, or you may use the Generic Program Internal and External Factors template provided along with this workbook.
Refer to internal and external sources of information to help you identify these internal and external factors and issues. Sources of information may include but are not limited to legislation, regulations, standards, client feedback impacting the program execution approach, or lessons learnt documentation from previous programs/projects, resourcing availability, etc.
You will be assessed on:
• Practical knowledge of internal and external factors and issues.
• Practical skills relevant to identifying and evaluating internal and external factors and issues likely to cause changes to the program execution approach.
• Advanced writing skills.
• Practical skills relevant todeveloping and documenting program documentation.
Before starting this task, review the Assessment Simulation Task 2.2.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program internal and external factors and issues document that you completed.
• Copies of internal and external sources of information you accessed and referred to.

2.2.2 Monitor Internal and External Factors
Monitor the internal and external factors and issues you identified in Task 2.2.1 at least two times throughout the program you are undertaking.
Use your organisation's template for monitoring program internal and external factors and issues, or you may use the Generic Program Internal and External Factors Monitoring template provided along with this workbook.
You will be assessed on:
• Practical knowledge of internal and external factors and issues.
• Practical skills relevant to monitoring internal and external factors and issues likely cause changes to the program execution approach.
• Advanced writing skills.
Before starting this task, review the Assessment Simulation Task 2.2.2 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program internal and external factors and issues monitoring document that you completed for each monitoring instance:
o Monitoring 1
o Monitoring 2

Task 2.3 Review Program Execution Approach and Make Changes
2.3.1 Review Program Execution Approach
Review the program execution approach. Your review must cover:
• Internal and external factors and issues you identified and monitored in Task 2.2.
• How it aligns with the program's expected benefits.
Based on your review outcomes, determine and plan for changes that must be made to the program execution approach.
Refer to relevant documents such as the initial program execution approach document, risk register, risk assessments, records related to internal and external factors, correspondence, relevant meeting minutes, etc., to help with this review.
Use your organisation's template for documenting the program execution approach review, or you may use the Generic Program Execution Approach Review template provided along with this workbook.
You will be assessed on:
• Practical knowledge of program execution approaches.
• Practical skills relevant to reviewing the program execution approach and confirming alignment with expected benefits.
• Practical skills relevant to monitoring and evaluating processes and changed circumstances.
• Advanced writing skills.
• Practical skills relevant todeveloping and documenting program documentation.
Before starting this task, review the Assessment Simulation Task 2.3.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.

2.3.2 Make Changes to Program Execution Approach
Implement the changes you determined in Task 2.3.1 in the program execution approach you initially developed in Task 2.1.
You will be assessed on:
• Practical knowledge of program execution approaches.
• Practical skills relevant to making changes to the program execution approach.
• Advanced writing skills.
• Practical skills relevant to developing and documenting a program execution strategy.
Before starting this task, review the Assessment Simulation Task 2.3.2 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of your updated program execution approach reflecting the changes identified in Task 2.3.1, with adjusted areas highlighted.
• A copy of the original program execution approach developed in Task 2.1.

Task 2.4 Communicate and Agree on Program Execution Approach
While being observed by your assessor, meet with relevant program stakeholders and:
• Communicate the revised/updated program execution approach (from Task 2.3.2), specifically the changes made to the original program execution approach.
• Establish agreement among the stakeholders to implement this revised/updated program execution approach.
Use your organisation's template for documenting the meeting outcomes and the agreed program execution approach, or you may use the Generic Meeting Minutes template provided along with this workbook.
You will be assessed on:
• Practical knowledge of program execution approaches.
• Practical skills relevant to communicating with relevant stakeholder's changes required to transition from current state to future state and agreeing on the approach.
• Practical skills relevant to communicating and negotiating with relevant program stakeholders.
Before starting this task, review the Assessment Simulation Task 2.4 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the minutes from your meeting.
• Copy of program execution approach document/s you referred to during the meeting.

Part III. The Program Governance
Task 3.1 Develop a Business Case and Seek Approval
Prepare the business case for the desired future state and program execution approach you have previously developed.
When developing the business case, refer to relevant documents such as the program scope, program execution approach, relevant minutes from previous meetings with program stakeholders,
Use your organisation's template for documenting the business case, or you may use the Generic Program Business Case template provided along with this workbook.
Submit/email your business case to the relevant stakeholders for approval.
You will be assessed on:
• Practical knowledge of the business case.
• Practical skills relevant to developing the program business case.
• Practical skills relevant to seeking approval from the relevant stakeholders on program business case.
• Advanced writing skills.
Before starting this task, review the Assessment Simulation Task 3.1 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program business case you developed. This must be signed-off or approved by the relevant stakeholders.
• A copy of the documents you referred to for this task, e.g. program scope, program execution approach, desired future state document, meeting minutes.

Task 3.2 Develop the Program Management Structure
Develop the program management structure. At a minimum, this must cover:
• Program life cycle stages and activities
• Stakeholder roles and responsibilities
• Program organisational charts
• Responsible, Accountable, Consulted, Informed (RACI) matrix
• Job descriptions
Use your organisation's template for documenting the program management structure, or you may use the Generic Program Management Structure template provided along with this workbook.
You will be assessed on:
• Practical knowledge of program governance models.
• Practical skills relevant to developing a program management structure.
• Practical skills relevant to developing and documenting a program governance model.
• Advanced writing skills.
Before starting this task, review the Assessment Simulation Task 3.2 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• A copy of the program management structure you developed.

Task 3.3 Develop Program Processes, Policies, and Procedures
Develop the following for the program you are undertaking for this assessment:
• Processes to manage the program
• Policies for managing the program
• Procedures to be implemented as part of the policies you developed.
For this assessment, you will be required to submit copies of at least two processes, two policies, and two sets of procedures you developed.
Use your organisation's template for documenting processes, policies, and procedures, or you may use the generic templates provided along with this workbook:
• Generic Process Document Template
• Generic Policy and Procedures Document Template
You will be assessed on:
• Practical knowledge of the program management structure
• Practical knowledge of processes, policies, and procedures for managing the program.
• Practical skills relevant to developing processes, policies, and procedures for managing the program.
• Advanced writing skills.
Before starting this task, review the Assessment Simulation Task 3.3 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submissions must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• Copies of at least two processes you developed
• Copies of at least two policies (and associated procedures) you developed

Task 3.4 Develop the Knowledge Management System
Develop the knowledge management system for the program you are undertaking. This system must enable documentation of progress, insights, experiences, and learnings from the program execution.
Use the tool or software your organisation uses for developing and implementing knowledge management systems.
You will be assessed on:
• Practical knowledge of program knowledge management systems.
• Practical skills relevant to developing program knowledge management systems.
Before starting this task, review the Assessment Simulation Task 3.4- Assessor's Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, present your knowledge management system to your assessor.

Part IV. Review of Program Execution

Task 4.1 Finalise Financial, Legal, and Contractual Obligations
Conduct program finalisation activities to finalise financial, legal, and contractual obligations of the program.
Secure documentation from these activities. You will be required to submit copies of this documentation as evidence of completing this task.
You will be assessed on:
• Practical knowledge of financial, legal, and contractual obligations relevant to the program.
• Practical skills relevant to finalising financial, legal and contractual obligations.
Before starting this task, review the Assessment Simulation Task 4.1 - Assessor's Checklist provided along with this workbook. This form lists all the requirements your submission must meet for a satisfactory performance.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit the following to your assessor:
• Documentation of finalising financial obligations of the program.
These may include finalised records of program expenditures, finalised budget, final payments to program suppliers and other final financial transactions, final financial report, etc.
• Documentation of finalising legal obligations of the program.
These may include the product or phase acceptance by the client, whereby legally handing over the rights of the product from the supplier (you) to the client, sponsor and/or authority.
• Documentation of finalising contractual obligations of the program.
These may include handover or deliverables endorsement documents, written confirmation by the client, sponsor and/or authority that all contractual deliverables have been delivered and that the contract is finalised.

Task 4.2 Review and Seek Feedback on the Program Execution
While being observed by the assessor, meet with relevant program stakeholders to review and seek their feedback on the program execution, including the project governance and approaches implemented for the program.
Use your organisation's template for documenting the minutes of this meeting, or you may use the Generic Meeting Minutes Template provided along with this workbook.
You will be assessed on:
• Practical knowledge of established program execution approaches.
• Practical knowledge of established program governance.
• Practical skills relevant to seeking feedback from relevant stakeholders on the management of project governance and established approaches.
Before starting this task, review the Assessment Simulation Task 3.2 - Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Observation Form prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit a copy of the meeting minutes to your assessor.

Task 4.3 Document Program Learnings
Document the learnings from this program based on the feedback received from project and program stakeholders in Task 4.2 to improve future programs.
Use the system/template you have created for capturing program learnings in Task 4.2.
Your system/template must capture at least:
• Feedback received in Task 4.2.
• Lessons learned
• Improvements for future projects/programs.
You will be assessed on:
• Practical knowledge of knowledge management systems.
• Practical skills relevant to documenting feedback received and identify improvements for future projects.
Before starting this task, review the Assessment Simulation Task 4.3 - Assessor's Checklist provided along with this workbook. This form lists the criteria your submissions must address to complete this task satisfactorily.
Your assessor will also:
• Organise workplace resources required for you to complete this assessment.
• Discuss with you the requirements listed in the Assessor's Checklist prior to the assessment.
• Address your queries and concerns regarding this task.
After completing this task, submit your documentation of the learnings from this program to your assessor.

Attachment:- Enable program execution.rar