Reference no: EM132171481

Case Study

Max Lionel Realty (MLR), to build customer goodwill and satisfy its legal and ethical obligations, has decided to implement a program to:

- inform agents of legal and ethical obligations (particularly with respect to WHS and antidiscrimination legislation) and any standards or codes of conduct followed by the organisation
- promote high standards in professional conduct (see Real Estate Institute of Victoria (REIV) Code of Conduct and relevant legislation)
- inform clients, tenants and potential tenants of MLR's commitments
- achieve employee and client buy-in for initiative.
You are an external consultant (from Ace Consultants) contracted to project manage activities to achieve the objectives above. Quality standards for deliverables:

- clearly communicate legal obligations and REIV obligations
- contain as content or support company strategic directions
- no grammar or spelling errors
- professional but friendly language
- fair and flexible delivery for intended audience
- meet audience requirements and sensitive to information needs, cultural diversity.
Previous needs analysis for the project has uncovered characteristics and requirements of Residential and Commercial Agents and Clients:

Agents
- under stress; time poor
- highly trained and competent in selling and managing real estate
- unaware of legal, ethical requirement. just want to please clients. Even if aware, have no idea how to apply to daily client practice
- unclear on overall strategic aims of MLR
- culturally diverse.

Clients
- cynical: e.g. ‘why do I have to pay attention to MLR's internal business? I just want them to manage my property.'
- time poor
- not sure of MLR obligations and commitment to best of-breed client service and ethical practice, REIV code of conduct
Tenants
-sometimes feel discriminated against on basis of:
?lifestyle ?family status ?cultural background ?income, etc.

- residential agents have been rude or insensitive on occasion: e.g. ‘you wouldn't treat your rich clients or investment partners this way'
- do not feel they are adequately consulted
- residential/commercial agents/clients have let themselves in without consultation
- inspections are sometimes unannounced.

Assessment Task 1: Written Activity

1. Determine Project Scope
1.1. Develop appropriate initiation and scope documents.

a. Project title
Working title:
b. Project purpose
Describe the purpose/need/rationale/feasibility for the project.
To build good will
c. Identify the project stakeholders
d. Background and strategic context
Explain the background to the project and how it relates to the key strategic plans and organisational objectives.
e. Clarify project issues and parameters

f. Related projects
Identify any other projects that have been undertaken in the past, are currently underway, or planned that will or may be affected by or simply connected to this project.
g. Project client/owner name
Who requires the project to be undertaken?
h. Project sponsor name
Identify the person who is providing the funds and has the ultimate authority over the project.
i. Project manager
Identify the person who has the responsibility to manage the project on a day-to-day basis.
j. Project status
What has already been decided about the project? What decisions have already been made? What work has already been done in relation to the project? Any assumptions or constraints?

Special provisions
Identify the special regulations, ethical considerations, and legislative requirements

1.2. Prepare project scope document

a. In Scope
Explain the project scope (what is in) in detail

b. Out Scope
Identifywhat is not under the scope of your project.

c. Assumptions
Explain any assumption you made related to your project.

d. Constraints
Explain limitations or constraints related to your project.

1.3. Roles and responsibilities of stakeholders

It is important to identify who the major players are on the project. List the major project roles, responsibilities and the actual people involved. Add in any additional roles as required.

2. Develop your project plan by using an appropriate project management tools such as software (e.g. Microsoft Word, MS Excel, and MS Project) and templates.
2 a. Workgroup planning template

Objective 1 Inform agents of legal and ethical obligations (particularly with respect to WHS and antidiscrimination legislation) and any standards or codes of conduct followed by the organisation.

Objective 2 Promote high standards in professional conduct (see Real Estate Institute of Victoria (REIV) Code of Conduct and relevant legislation).

Objective 3 Inform clients, tenants and potential tenants of MLR's commitments.

Objective 4 Achieve employee and client buy-in for initiative.

2 b. Work breakdown structure
A work breakdown structure (WBS) in project management is a tool used to define and group the project's discrete work elements (or tasks) 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.

2c. Prepare a Gantt chart
To use a Gantt chart, list the activities and tasks in column A, select an appropriate time interval (days, weeks or months), allocate the dates to columns B onwards and plot the expected time duration (total time from start to completion) under the appropriate column by selecting shading from the cells. When you wish to provide a status report, simply colour or shade in black those items that are completed or estimate the percentage complete. This will give you an immediate visual representation as to whether you are on schedule. You can add extra columns for assignment of responsibilities, etc.

3 In consultation with your project team, develop a budget for the project to provide complete and accurate financial records.

The project budget a prediction of the costs associated with a project. These costs include labour, materials, and other resources required to complete the project.

4. Develop a risk management plan for your project for discussion. Include consideration of WHS risk management. Identify, assess and suggest treatment of at least three additional risks, including financial risk.

5. Prepare the final schedule in consultation with your team.

6. Develop quality management plan

7. Communications and reporting

8. Maintain issues log
You can use this template to record all issues. All issues are treated as risks. They should be recorded when they arise, assigned a number and responsibility, a recovery strategy or alternate path agreed, acted upon and recorded when closed.

9. Provide status update
You can use this template for status update

10. Handover report
This template summarises the project as delivered and any agreed changes to baseline scope, quality, costs and schedule.

11. Prepare project completion report
A project completion report is normally distributed to all stakeholders as a means of encapsulating everything that has occurred during the project and describing anything that could be done better. This template is a useful format for a small to medium project.

Assessment Task 2: Role Play/Observation
For this assessment you will need to perform the following observation in a workplace or simulated environment.

1. I) Meet with your assessor to discuss documents that you have prepared in written activity Q1, Q2, Q3, and Q4, which includes:
a. project scope
b. additional documentation required to determine project and develop deliverables.
c. project stakeholders
d. personal responsibilities
e. relationship of project to other projects, systems, strategic aims of organisation
f. resources and access to resources
g. portfolio of documents:
i. project initiation and scope documents
ii. project plan
iii. risk management plan
iv. budget

Meeting duration: 15 minutes
Meeting Outcome: Receive feedback from your assessoron your drafts and ensure understanding of any additional project issues or changes to project parameters

ii) Submit the meeting agenda and minutes of the meeting to the assessor.

2. i) Meet with your project team to:
a. negotiate roles and responsibilities
b. Agree on below listed documents for approval by the assessor:
i. project plan
ii. risk management plan
iii. budget
c. Incorporate your assessor feedback into planning project.

Note: The meeting will be observed by your assessor.
When meeting with your team, be:
- professional
- accommodating and conscious of varying skill levels, interests, backgrounds

ii) Submit the meeting agenda and minutes of the meeting to the assessor.

3. I) Meet with the team to:
a. clarify roles and responsibilities and ensure written record of agreement, e.g. obtain signatures on roles and responsibilities template provided
b. determine need for support and inform team members of your support needs
c. discuss monitoring and record-keeping systems as required by the organisation
d. discuss risk processes for identifying risks and risk management approaches.
Note: Minutes of these meetings should be attached to your project status reports. Meetings may be observed by your assessor. Follow your communication plan or agree to a time and date.
II) Submit the meeting agenda and minutes of the meeting to the assessor.

4. I) Plan to support a team member. Arrange suitable time with team member and assessor (to observe). You may, for example, provide assistance with deliverables, coach, train, etc.
Note: Ensure you adhere to budgetary constraints and timelines. All resources and time spent on the project will count towards expenditure.
II) Meet with team member to provide support.
iii) Submit the PowerPoint Presentationdocument or presentation notes on coaching.

5. I) In consultation with your project team:
a. review the project's outcomes against objectives, including budgetary performance.
b. review team processes
c. review the project management tools used, evaluate their contribution to the project and discuss possible alternatives
d. discuss lessons learned from implementation of the project.

Note: Meetings may be observed by your assessor. Follow your communication plan or agree to a time and date.You may use or adapt the post-project review meeting agenda template provided.

II) Submit the meeting agenda and minutes of the meeting to the assessor.

Assessment Task 3: Questions/Test

Short Answers are required which is approximately 4 - 8 typed lines = 50 -100 words, or 5 -10 lines of handwritten text.

1. Identify the project management tools and explain how they contribute to a project.

2. Outline types of documents and other sources of information commonly used in defining the parameters of a project.

3. Explain how your project relates to the organisation's mission, goals, objectives and operations.

4. Explain the organisation's procedures and processes that are relevant to managing a project including:
- lines of authority and approvals
- quality assurance
- human resources
- budgets and finance
- recordkeeping
- reporting

5. Identify the legislative and regulatory context of the organisation in relation to project work, including work health and safety (WHS) requirements.

6. Explain ways to track, monitor and report on the project.

Attachment:- Assessment Manual.rar