Reference no: EM132976668

BSBPMG522 Undertake project work

This unit describes the skills and knowledge required to undertake a straightforward project or a section of a larger project. It covers developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application to future projects.

This unit applies to individuals who play a significant role in ensuring a project meets timelines, quality standards, budgetary limits and other requirements set for the project.

Assessment 1 - Written Questions

1 Identify and describe the following project management tools and discuss how they contribute to a project. Your response for each tool should be in no more than 120 words.
a. The Critical path method (CPM)
b. Gantt/ bar charts
c. Life cycle cost analysis
d. PERT charts

2 Briefly describe documents / sources of information commonly used in defining the following parameters of a project. Your response for each parameter should be in no more than 120 words.
a. Project scope
b. Project costs
c. Project quality
d. Project risks

3 Explain the processes for identifying and managing risk in a project. Your response should be no longer than 300 words.

Assessment 2 - Project 1 - Developproject plan

Part A

Scenario

Bounce Fitness, a leading fitness company, has prepared to launch a project to target corporate clients. A corporate marketing plan has been prepared for this project.

You are the General Manager - Marketing of Bounce Fitness. The CEO and Board of Directors of Bounce Fitness have appointed you as project manager to implement the Bounce Fitness Corporate Marketing Plan nationally in all centres.

A copy of the following documents prepared by Bounce Fitness are available under the Infrastructure section of the Bounce Fitness Website:

• Bounce Fitness Corporate Marketing Plan
• Creative Brief for the Introduction of Corporate Fitness Programs
• Bounce Fitness Business Plan

The CEO has asked you to carefully read these documents, as you will be using this information in implementing the Corporate Marketing Plan in your project for this task.

She has also suggested that after you read the plan and do some preliminary research, she's happy to meet with you to discuss, clarify and confirm the requirements.

The magnitude of this project is such that no other projects are being undertaken but normal centre operations will continue uninterrupted.

The project internal stakeholders include:

• Board of Directors of Bounce Fitness- Steering Committee
• CEO of Bounce Fitness - Project Sponsor and member of Steering Committee
• General Manager Marketing - Project Manager, part of project team
• Brisbane Centre Manager - Client engagement, part of project team
• Melbourne Centre Manager - Client engagement, part of project team
• Sydney Centre Manager - Client engagement, part of project team

You will report to the Board monthly on your progress, future needs, and plans. Progress meetings with the CEO will be conducted weekly and this is when decisions taken by you will be ratified, or planned as appropriate.

Part A - Research and define requirements of the project

As a first step, you as the Project Manager need to study and understand the project requirements and prepare a project outline.
Task A

You are required to carefully read and research the project task and the Bounce Fitness Corporate Marketing Plan and prepare a document outlining the following:
• Project Goals
• Project Objectives
• Project Deliverables
• A list of any constraints that will restrict the project
• A list of any assumptions you will make while planning the project
• Task list listing each of the tasks that will be required to be undertaken in order to achieve the project's goals
• Estimates on cost
• Contracts to be used during the project
• Identification of the project stakeholders

Part B - Seek clarification from CEO for issues related to project and project parameters

This is a role- play task and you will need to make time to meet with your assessor, who will play the role of the CEO of Bounce Fitness.

The purpose of this meeting is to discuss the project outline you have prepared, and get her inputs on the parameters of the project.

During the meeting, you may discuss and confirm any of the following:

• the duration of the project covers the 1st year of the Corporate Marketing Plan
• the goals and objectives and KPIs of the project
• the members of the project team
• the budget of the project
• the reporting requirements and, frequency, types of documents
• meeting and communication schedule for the project steering committee and project sponsor
• available resources to undertake project

You must make detailed notes of your meeting in order to incorporate the CEO's inputs and feedback on your project outline and use these notes while preparing the project plan in Part C of this task.

Part C - Draft Project Plan

Based on the project outline you have prepared in Part B, draft a Project Plan for the Bounce Fitness Corporate Marketing Plan project.

You must use the template of a Project Plan provided in Appendix A. In the plan, you must:
• identify the organisation's mission, goals, objectives and operations and how the project relates to them
• identify project scope
• identify all stakeholders in the project and how you will consult stakeholders
• identify project team
• identify project deliverables
• identify project timelines
• identify resources required (including staff, training, external consultants, software or hardware, services, etc.)
• identify project management tools that will be used to develop the tasks, timelines, roles, and responsibilities of this project (such as Critical Path Analysis, Gantt charts, Work Breakdown Structures, and/or Project Management Software)
• identify risks and mitigation strategies
• create a project budget using data provided in the Corporate Marketing Plan and the Brief to Introduce
• describe project monitoring and reporting processes
• identify policies and procedures that will affect the project, in particular, those related to:
o human resources
o recordkeeping
o reporting
• identify legislation and regulations that apply to the project, including WHS requirements

Part D - Present draft project plan to internal stakeholders for consultation

You have completed the draft of the project plan and would like to obtain inputs from the steering committee, which includes centre managers at various locations around Australia.

You must meet with the project team to discuss the draft of the project plan, specifically:

• The budget
• Team roles and responsibilities
• Reporting requirements
• Support extended to the team
• WHS

During this presentation, discuss and seek the input of all project team members.

This is a role-play. Your assessor will organise two classmates to play the parts of the centre managers at Melbourne, Sydney. Your assessor will play the role of the centre manager of Brisbane.

Part E - Present finalised project plan to steering committee approval

Update the project plan to include input from the project team, and prepare a final draft of the plan.

Meet with the CEO of Bounce Fitness, as a representative of the steering committee, to gain approval to finalise and implement the project plan.

In this meeting you must:
• Briefly explain the changes made to the project plan after consultation with steering committee and project team
• Gain verbal approval from the CEO to finalise the project plan and commence the project This is a role-play. Your assessor will play the part of the CEO of Bounce Fitness.

Assessment 3 - Project 2 - Develop project status report

Scenario

This is a continuation of the scenario in Task 2. The project commenced three months ago.
As part of your role as Project Manager, you are required to monitor the project finances, resources and quality.

The quarterly financial report submitted by the centre manager at Brisbane shows that in the first quarter of the project the Centre has not met the financial objectives.

There could be several reasons for this underperformance, as follows.

• The revenue from memberships for December was below the targeted sales.
• On the other hand, expenses had gone up on account of the increase in Advertising and Payroll expenses for the month of December when several full time staff were on annual leave and received leave loading at the rate of 17.5%.
• Casual staff covered employees on annual leave and the additional wages also added to the payroll expense.

The manager of the Brisbane centre is concerned about this performance.

Part A
As Project Manager, you are required to provide support for project team members to boost their motivation levels.

You believe that when full time Brisbane Centre staff return from annual leave, and the centre doesn't have to rely on casual staff, the relationship marketing efforts with corporate clients will improve in January, as full time staff provide potential clients with more engagement.

Conduct a meeting with the Brisbane Centre Manager to discuss the reasons for the poor sales in December, and discuss the forecast for the next quarter, including why you believe it will be positive.

Part B

You must report the December shortfall to the Steering Committee.
In the report, you must also conduct a risk assessment of the situation. Prepare a detailed Project Status Report, which includes:
• A background of the situation
• Any proposed measures to meet the shortfall, if required
• Risk assessment of these measures to ensure project outcomes are met

Scenario

It is now the end of the first year, and the project team has finalised the first phase of the project.

The CEO and Board of Bounce Fitness have decided to engage two marketing executives, one each for Melbourne and Brisbane, to ensure the project targets are met in a more efficient manner.

This will ensure the Centre Managers at Melbourne and Brisbane will be able to manage the operations more effectively.

Therefore, the two Centre Managers have been released from their roles and responsibilities in the Project Team.

Bounce Fitness Corporate Marketing Plan Performance Review

Read the following data, which compares the business performance against the marketing objectives of the Bounce Fitness Corporate Marketing Plan.

The following three (3) aspects of the Corporate Marketing Plan strategy need to be reviewed after the first year of operation, in order to check performance against the objectives set by Bounce Fitness.
1. Sales Forecast

2. Marketing Expenses

Part C - Role play

Conduct a meeting with the managers of the Sydney, Melbourne and Brisbane centres to review the performance of the project at the end of the first year.

During the review, you must seek the input of the project team on:
• Performance of the project against sales objectives
• Performance of the project against budget
• Lessons learned
You must make notes of the feedback provided by the project team. You must also inform the staff of:
• new appointments in the Melbourne and Brisbane offices,
• requirements for the Melbourne and Brisbane centre managers to transition back to their previous roles
• requirements for the Sydney Centre Manager to continue in their current role

This is a role play. Your assessor will organise two volunteers to play the roles of the Sydney and Melbourne Centre Managers. Your assessor will play the role of the Brisbane Centre Manager.

Part D

Prepare a Project Review and Closure Report (using the template in Appendix C) for the 1st year of the project.

In the report you must document:
• Performance against project objectives (e.g., memberships, staff and resources used)
• Performance against project budget (e.g., advertising and payroll)
• Lessons learned (based on feedback from project team)
• New staff appointments for the next phase of the project
• Transition of existing staff to original operations

Attachment:- Undertake project work.rar