Reference no: EM132344364

Assessment Task 1 Instructions

Provide answers to all of the questions below:

1. List three project management tools and explain their use in project management.

2. Explain the use of a GANTT chart in project management.

3. Explain the use of a PERT chart in project management.

4. Explain the use of a work breakdown structure in project management.

5. Explain the use of the critical path method in project management.

6. Outline three types of documents and sources of information that are used to define the parameters of a project.

7. Explain the importance of planning for risks in a project and list three processes that can be used to identify risks as part of a risk assessment process for a project.

8. Explain the importance of a risk management plan in identifying and managing risks for a project.

9. Explain risk avoidance in project management.

10. Explain the use of risk mitigation strategies in project management.

11. Explain the concept of risk acceptance in project management.

Assessment Task 2: Project set up

Task summary

In the role of Marketing Coordinator of a fictitious company, you will review a case study, meet with the Operations Manager to discuss the required project and develop a project scope document and project management plan.

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

Required
• Access to textbooks/other learning materials
• Computer with Microsoft Office and internet access
• Space for a meeting
• Project Scope Template
• Project Management Plan Template
• Project Management Policy and Procedures
• Risk Assessment Legend.

Instructions

Carefully read the following:

Case - Native Bush Spices Australia is based in Coffs Harbour, NSW. (Attached)

Complete the following activities:

1. Identify project scope

Review the case study information above, as well as the Project Scope Template.

Identify all the information you need to develop the project scope document and prepare a list of questions for the additional information you need to discuss with the Operations Manager at a meeting to confirm and clarify project parameters, including your own responsibilities. Write down your questions as notes to use at the meeting.

You should also review the Project Management Policies and Procedures as well as the Project Management Plan Template.

You will need to confirm the responsibilities and reporting requirements with the Operations Manager at the meeting, too, so make notes on these to bring to the meeting.

You will be modifying the plan following a meeting with the Project Team, so save this version of the document as Draft Project Scope.

2. Develop a project management plan

Based on the project scoping document that you have developed and any feedback from the Operations Manager, develop a project management plan.
Your Project Management Plan should include, as a minimum, the following:
• Background: Provide a brief explanation of the background of the project
• Objectives: Benefits that the project intends to achieve
• Activities and Milestones: major activities, scheduled start, scheduled finish and accountability.
• Budget
• Risk Management Plan: include at least one WHS risk.
Use the Project Management Plan Template to guide your work.
Your project management plan should identify at least three risks associated with the project, one of which should be related to work health and safety.
You will be required to use the risk legend to assist in the classification of risks.

3. Send an email to the Operations Manager (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 seek their feedback. The email text should ask for details of a meeting with the Project Team to discuss the Project Management Plan.
Attach your Draft Project Scope and Draft Project Management Plan to the email.

4. Participate in a meeting with the Project Team.
Meet with the project team (the customer service officer, roleplayed by another student and the Operations Manager, roleplayed by your assessor) to discuss the scope of the project and the project management plan.

At the meeting, you must:
• Outline the project as set out in your project scoping document
• Outline the organisation's mission, goals, objectives and operations and how the project relates to them Briefly explain the organisation's project management policies and procedures
• Briefly explain the organisation's project management policies and procedures
• Outline the project management plan, including roles and responsibilities of the project manager, as well as the project team member.

Discuss the limitations of your responsibilities and how approval process work with your team.
• Identify and discuss factors that could affect the timeframes to ensure that the timeframes are realistic and achievable
• Seek the project team members' feedback.
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
• Using active listening techniques to confirm understanding

5. Review the project scoping document
Based on your discussion with the Project Team, you are now required to revise the project scoping document that you have developed in draft format..
Your project scope should include, as a minimum, the following:
• Introduction: give the rationale for the project
• Scope: as discussed at the meeting
• Legislative and regulatory context: include at least three relevant pieces of legislation. At least one should be relevant to WHS
• Business objectives: clarify relationship of project to the organisation's objectives
• Risk assessment: make a list of potential risks
• Stakeholders: list all stakeholders
• Resources: any additional resources that will be required.
• Relationship to other projects: include dependencies
• Reporting: define the project's reporting requirements Save this document as Revised Project Scope.

6. Revise your project management plan
Incorporate the feedback that you received from the meeting participants into your plan Save this document as Revised Project Management Plan.

7. Send an email to the Operations Manager (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should state that you have had a meeting with the project team and give a brief outline of the topics discussed.
The email text should summaries changes that were made to the project management plan in response to the feedback that you received at the project team meeting.

Introduce and summarise the contents of the attachments and seek their feedback and approval to move forward with the project.
Attach your Revised Project Scope and Final Project Management Plan to the email.

8. Finalise your project scoping document
Update your Project Scope to reflect the feedback from the Operations Manager. Save this document as Final Project Scope.

9. Finalise your project management plan
Update your Project Management Plan to reflect the feedback from the Operations Manager. Save this document as Final Project Management Plan.

10. Send an email to the Operations Manager (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
Introduce and summarise the contents of the attachments and seek their feedback and approval to move forward with the project.
Attach your final project scope and final project management plan to the email.

11. Send an email to the Project Team members (your assessor).
When the Operations Manager has given their approval for your plan, you are required to ensure that the team is clear about overall project requirements and project roles and responsibilities.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

The email text should introduce and summarise the contents of the attachment. Attach your Final Project Management Plan to the email.

12. Set up folders and files.
Create folders for the project as specified in the Project Management Policy and Procedures.

When the project is completed, you will be assessed on whether you have set up the folders and created documents as required.

Assessment Task 3: Project development

Task summary
For this assessment task, you are required to conduct and monitor the website development project. This includes developing a brief to provide to website developers and preparing a project status report. You will then be required to meet with the new customer service officer, introducing them to the project and offering them your support.

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

Required
• Access to textbooks/other learning materials
• Computer with Microsoft Office and internet access
• Website Design Brief Template
• Project Status Report Template

Instructions

Complete the following activities:

1. Develop website design brief
You are to develop a brief in order to obtain quotes from at least three web site designers. Use the scenario information from Assessment Task 2 to develop the website design brief.

Your brief should include the following:
• Background information
• Target audience
• Content: what should be included in the website.
• Call to action: what the people who visit the website should do
• Social Media
• Functional requirements
• Website design ideas
• Logo
• Search engine optimisation
• Practical issues

Use the Website Design Brief Template to guide your work.

2. Send an email to the three selected web site designers (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 explain the work that is required.

It is two months into the project for the development of the web site. The status of the project is as follows:
The content has been developed for the web site within the required timeline of 1 month from the
implementation of the project plan and at the specified cost.
The content was written by a public relations consultancy company, PR Pulse for the cost specified in the project budget.
Three quotes have been received from web site developers as follows:
• Bestweb Design $3,750, timing indicated as 4 weeks - examples of other web sites developed do not seem to be suitable.
• Visualweb $5,000, timing indicated as 8 weeks - examples of other web sites developed seem to be along the lines required.
• Web designs Australia $6,000, timing indicated as 12 weeks - examples of other web sites developed seem to be along the lines required.

The customer service officer has left the organisation unexpectedly.

3. Develop a project status report
Review the information above and prepare a project status report to send to the Operations Manager (your assessor).

Your status report should include, as a minimum, the following:
• Progress summary
• Milestones: achievement of key dates for activities as specified in the Project Management Plan
• Budget: planned expenditure and actual expenditure
• Risk management: of project risks to date
• Recommendations

Use the Project Status Report Template to guide your work.

4. Send an email to the Operations Manager (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 seek their feedback and approval to move forward with the project.

5. Meet with the new customer service officer.
A new customer service officer has been employed by the company to replace the one that left. They will be part of the project team, replacing the one who left the organisation unexpectedly.

You are required to provide support for the new Project Team member by discussing all aspects of the project with them. The Operations Manager will also be attending the meeting.

Keep in mind the new customer service officer will need your support at this stage, so make sure that you understand in what areas they may need assistance, and work with them to find how this can be provided.

During the meeting, you must be very clear about the expected quality of the project outcomes. Keep in mind that this is a new employee, and they are not familiar with the quality expectations that have been outlined during earlier discussions that you have participated in.

It is important that you are also very clear about the importance of meeting the documented timelines. These should be the same as those in the Activities & Milestones section of your Project Management Plan. Confirm that the new customer service officer confirms that these timelines can be met.

During the meeting, you are 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

6. Set up folders and files.
Create folders for the project as specified in the Project Management Policy and Procedures.

When the project is completed, you will be assessed on whether you have set up the folders and created documents as required.

Assessment Task 4: Project evaluation

Task summary

This assessment task requires the student to finalise the Native Bush Spices Australia website development project by developing a project evaluation report.

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

Required
• Access to textbooks/other learning materials
• Computer with Microsoft Office and internet access
• Project Evaluation Report Template

Assessment Task 4 Instructions

Carefully read the following:

The project is now complete, with the outcomes as follows:
The web site is now live. There has been very positive feedback amongst all staff about the look and content of the web site. The web site designers were very professional and easy to deal with.
It is four months since the project commenced. Delays occurred because of the following:
• The web site developer could not complete the web site within the required timelines as originally stated in their quote.
• There were additional delays due to the customer service officer's departure and changes to the web site during the development as a result of the project manager's input.
• The design of the logo took longer - see below.

The estimated cost for the logo was doubled because the first designer employed was unable to develop a logo to the company's liking and so a new logo designer was contracted. This therefore doubled the costs as the first designer, as well as the second designer needed to be paid.
Training will be required in web site maintenance to ensure information is regularly updated e.g. the newsletter. Training should ideally be provided to the administration staff.

Complete the following activities:

1. Meet with team to finalise project
Review the information above and then meet with your team (your assessor and another student) to get their input on the project. This will on a date and time advised by your assessor.
At the meeting, outline the project outcomes as above.
Ensure that all of the staff involved in the project are working in new roles or have been reassigned to their previous roles
Before concluding the meeting, ensure that all project team members have the opportunity to give feedback.
The customer service officer will provide you with some feedback, which you will need to acknowledge and note for your project evaluation report.
Gain verbal confirmation from all team members that they can transition to their other tasks following project completion and offer your support as necessary.
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
• Using active listening techniques to confirm understanding

2. Develop a final project evaluation report and finalise record keeping
Ensure that you incorporate the feedback from the team meeting into your report, as well as your own reflections based on the project status report you developed and the scenario information above.

Your project evaluation report should include the following:
• The reason for closing the project
• Any highlights from the project and any innovations that were made.
• A summary of recommendations relating to the project
• Project performance against objectives
• Project performance against outcomes
• Project performance against outputs
• Project performance against budget
• Lessons learnt

Use the Project Evaluation Report Template to guide your work.

3. Take a screen shot of your folder and files.
This activity requires you to demonstrate that you can file all of your records in a logical structure.
Ensure that you have an overall folder for your work, as well as sub folders if necessary.

All of the documents you have submitted for this unit's assessment tasks should be correctly named and filed.
You will be assessed on whether you have set up the folders and created documents as per the project management policy and procedure requirements.

The screen shot should show all the folders and documents.

4. Send an email to Operations Manager (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 sign off for the project now that it is concluded.

Assessment Task 5: Project reflection

Task summary
This assessment task requires you to review a number of articles and answer questions about lessons learned.
Answers must be word processed and sent to the assessor as an email attachment. This assessment is to be completed in the simulated work environment in the RTO.

Required
• Access to textbooks/other learning materials
• Computer and Microsoft Office and internet access

Instructions

Carefully review each of the articles listed below and answer the questions.

1. How often should project financials be reviewed and re-forecasted if required?

2. What level of overrun might be acceptable and what is not?

3. What type of lessons learned should be documented?

4. Briefly explain the best time to capture lessons learned from project and why?

5. Who should provide input into lessons learned?

6. Should project lesson information be stored? Explain why or why not?

7. Give three reasons why lessons learned may not be documented.

8. List three areas that it would be useful to include as part of lessons learned.

9. Explain the purpose of a project audit and when it could be conducted.

10. Briefly explain three areas of in-depth research could be undertaken as part of the project audit.

11. Create a new Word document and record the above questions and your answers to them in it.

Save this document as Project Reflection Questions

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

Attachment:- Undertake project work.rar