Reference no: EM132908951

BSBPMG534 Manage project human resources - Greenwich Management College

Task 1 - Knowledge Questionnaire

Question 1

Outline three (3) tools and techniques used to identify resource requirements including required project personnel levels and competencies.
(30-50 words/tool or technique)

Question 2
Summarise two (2) key Human Resource Management methods, techniques, and tools. (30-50 words each)

Question 3

Outline two (2) formal and two (2) informal training and development methods.
(30-50 words/method)

Question 4

Explain 2 strategies for managing human resources and provide an example of their application (one example/strategy).
(50-100 words/strategy)

Question 5

Outline two procedures for each one of the following: communication, counselling, and conflict resolution.

Question 6

Explain two (2) processes used to measure an individual's performance against agreed criteria.

Question 7

Explain three (3) techniques used for managing and improving performance.

Task 2 - Plan project human resources

Complete the following activities:

Task 2.1 Plan project human resources

Read the scenario for assessment and consult with the project team, considering input and feedback from the project team when completing this task.
Consult with the project sponsor (played by the trainer and assessor in the simulated work environment) and the project team as needed.
A) Work Breakdown Structure (WBS)

Develop a Work Breakdown Structure to set out the project organisation and structure. This will help you align individual and group competencies with project tasks.
You can develop the WBS as a chart or as a list; it can be by function or by project phase.
B) Project Human Resource Plan

Determine the human resource requirements for the project and complete the project human resource plan in Template 1. Follow the instructions provided.

Project Team Needs Analysis
Analyse and determine the HR needs of the team. (6-8 team members)

Project Organisational Chart
Develop and include below a project organisational chart.

Project Team Roles and Responsibilities
Complete the table provided indicating:
o Role - description of the portion of the project for which the member is accountable. Add the name of the HR resource attached to the role when applicable.
o Authority - the level at which the member may make decisions, apply project resources, or approvals. This needs to be detailed: what authority does the role have. For example, the Project Manager may have the authority to sign off employment contracts.
o Responsibility - the work a team member must perform to complete assigned work activities
o Competency - the skill(s) required to complete assigned project activities
o KPI- 2 KPIs to measure individual's performance

RACI Chart
Develop and copy below a RACI Chart for the project either by a task or by WBS package for min. 4-5 project stakeholders. Must include team members (as a project management team), project manager and project sponsor.

C) Communicate project roles and responsibilities

Write an email (Template 2) to the project team, the project sponsor and the project steering committee to:
• Communicate the inclusions of the project human resource plan (attach the plan to the email)
• Provide a detailed description of the individual project team members roles and responsibilities, including the project manager
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Task 2.2 Case Study

The Project Sponsor trusts your expertise in project management.
The Project Sponsor asked you and your team to help with a project. The Marketing Team is organising an event to present the new campus to education agents. The Project Sponsor would like you to develop the human resource plan for this project.
The plan will be used by the marketing team in charge of organising the event.
Please note the event will be planned and delivered by existing staff only: the marketing team, and any other individual staff you believe should be included from the organisational chart.

A. Plan
List the key work tasks required to plan and deliver the event (4-6) in the table provided below.
Include a timeline for task completion. Remember that the event planning starts on 10/5/20XX, and the event date is 20/6/20XX.

Prepare a simplified version of the human resources plan (Template 3) for the event.

Project Team Needs Analysis
Analyse and determine the HR needs of the team. (4-6 team members).

Training strategy
Develop a high-level training strategy for the project team.
Project Team Roles and Responsibilities
Complete the table provided indicating:
o Role - description of the portion of the project for which the member is accountable. Add the name of the HR resource attached to the role when applicable.
o Authority - the level at which the member may make decisions, apply project resources or approvals. This needs to be detailed: what authority does the role have. For example, the Project Manager may have the authority to sign off employment contracts.
o Responsibility - the work a team member must perform to complete assigned work activities
o Competency - the skill(s) required to complete assigned project activities
o KPI- 2 KPIs to measure an individual's performance

B. Communicate project roles and responsibilities
Write an email (Template 2) to the marketing team and the Project Sponsor to:
• Communicate the inclusions of the project human resource plan (attach the plan to the email)
• Provide a detailed description of the individual project team members roles and responsibilities, including the project manager to plan and deliver the event
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.
(100-150 words)

Assessment Task 3

Task 3 - Implement, lead and finalise project human resource activities

Task 3.1 Manage and lead the project team

A) Performance management and training

Assume that you have received a performance report about two project team members.
Team Member A:
• The team member is punctual
• The team member is behind completing his/her task
• The team member is not achieving one of the KPI associated with their role. Specify the KPI based on a role in your project human resource plan to contextualise the scenario:

• The team member has reported that his/her partner has just lost their job, and this is causing additional stress in the workplace
• The team member does not feel engaged with the task/s allocated to him/her and believes that could do more
• One of the main issues with the team member is time management
• The team member's current behaviour is negatively affecting the team's morale

Team Member B:
• The team member is often late for work in the morning
• The team member looks stressed and is argumentative with the rest of the team
• The team member is not achieving one of the KPI associated with their role. Specify the KPI based on a role in your project human resource plan to contextualise the scenario:

• The team member has reported that he/she finds their workload too heavy
• The team member has lost motivation
• The team member has difficulties with managing interaction with others and needs support with stress and conflict management
• The team member's current behaviour is negatively affecting the team's morale
Schedule a time with the trainer and assessor in week 4 of class to individually meet with the two team members. Two members of your project team will play the two team members in simulated work conditions:
• Initiate actions to overcome the shortfall in performance
• Implement processes and take action to improve the individual performance and overall project effectiveness
• Provide suggestions on what professional development is needed
• Implement processes to improve interpersonal communication, offer to counsel and use conflict resolution techniques to maintain a positive work environment
Duration: 15 minutes/meeting
This is a Role-Play.

During the meeting
• Explain the shortfall in performance
• Describe clearly what the expected behaviour is
• Reinforce how vital teamwork is
• Demonstrate different methods for providing feedback to the team member
• Discuss how he/she could improve work performance
• Provide advice onthe professional development needed and explain the content of the handout
• Apply conflict resolution techniques
• Communicate instyle appropriate to the desired outcomes

After the meeting
• Recap the meeting's content and make sure that you both agree on the steps necessary for performance improvement.
• Complete the performance management plan template (Initial Review Meeting Report). We provide that section of the plan in Template 1.
This is an assessable task, and the trainer and assessor will evaluate your performance during the meeting.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to perform the Role-Play
Use the templates provided below for theInitial Review Meeting Report as part of the performance management process.

Stages of Performance Management Plan
1. Initial Review: Employee and manager meet, discuss and agree on Performance Goals and Learning and Development Plan
2. Before next review: Employee to complete Interim Self-Assessment, Manager to complete Interim Manager's Feedback
3. Interim Review: Employee and manager meet to assess employee's work in review period - review self-assessment and feedback against Performance Goals and Learning and Development Plan
4. Before next review: Employee to complete Final Self-Assessment, Manager to complete Final Manager's Feedback
5. Final Review: Employee and manager meet to assess employee's work in review period - review self-assessment and feedback against Performance Goals and Learning and Development Plan
6. Manager to discuss with HR
7. Employee provided with an outcome

Learning and Development plan

B) Team training

1. Develop a social media post to publish on the social media page used for the project team, to promote a training activity that addresses one of the following:
• Team Building
• Problem Solving
• Emotional Intelligence

Make the post engaging using an appealing tag line and a picture. Provide information about date and time of the activity. The post can be as simple as content +picture.
2. Select a TED TALK to share with the rest of the project team about one of the following topics:
• Effective teams
• Self-leadership
• Self-motivation

Explain why you chose that particular video.

C) Performance, resource conflict and reporting

Assume that the following is happening.

Part of your project team comprises team members who work in other business departments and that have been assigned to the project on a part-time basis.
Lately, departmental managers have increased the workload on those team members creating a severe resource conflict that is impacting the productivity and morale of the project team.
Reflect on how you could resolve this resource conflict:
• The team members feel they should be loyal to the team they come from; however, they are also committed to the project
• The additional workload is forcing the team members to work extra hours
• The team members are tired, and the rest of the team feels their stress
• The situation is impacting the achievement of project objectives

Write an email to the project sponsor illustrating the situation and recommend two actions that will support the project team without impacting the rest of the organisation.
Note: you cannot hire additional project staff.

Additionally, inform the project sponsor of the outcome of the initial review meeting with the team members in Task 3.1A.

D) Resource conflict
The CFO intends to cut the project budget by 25% due to conflicting priorities in the organisation.
This budget cut will have substantial repercussion on the project and its successful completion.
Consider the impact of such a budget cut on the project and outline a compelling argument to present to the CFO to convince him not to proceed with the budget cut.

Task 3.2 Finalise human resource activities related to projects

The project has now been completed.
A) Lessons learned

Assume that you have spent some time reviewing the project HR progress reports and summarised the following points:

• The induction process was not effective. The project team was given long paper-based manual rich in text. The team members reported that they could only recall 30% of its content
• The project team turnover was low
• The project team took several months to come together. They were happy with the two team building activities you organised; however, they wish they had an opportunity to do team building earlier
• The HR plan linked directly to the WBS; however, the project team structure you planned did not fully optimise the project delivery
• Communication between team members could be improved using technology more effectively
• Lessons learned were continuously delivered; however, corrective actions were not promptly applied
• The actual team performance was accurately measured and reported
• Team members were provided with prompt feedback
• Opportunities for professional and personal development were adequate
• Resource conflict with other business departments impacted the project for over four weeks; the project sponsor did not think that remedial actions were a priority
• The team had to share office space with another team, and this caused continuous distractions
Additionally, reflect on the scenarios and the work completed in Task 3.1.
1. Complete the lessons learned report (Template 3) based on the project human resource review highlighting successes and providing inputs for improvements where needed.
• 8-10 problem/success with positive or negative impact.
• Two recommendations for each identified problem.
2. Write an email to the project team, to share with them the lessons learned on the following:

• Team cohesion
• Team development
• Team performance

Use Template 2 to write the email.
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

B) Disband the project team
It is now time to disband the project team, address the following required activities:
• Celebrate project accomplishment with the team
• Ask the project team for feedback
• Schedule a meeting with the team members to discuss their experience with the project and support them in their future endeavours
• Develop a HR handover report for the organisation

1. Celebration
Outline how you will celebrate the project accomplishment with the team (30-50 words)

2. Survey
Develop a survey to ask the team for feedback.
• 8-10 questions, mixed of closed and open questions.
• Consider leadership and management from the project manager, communication within the team, and other stakeholders, training opportunities, skills development, personal and team achievements.
Copy and paste the questions below:

3. Email to the team
Send an email to team members advising them about the opportunity to meet with you to discuss their experience with the project.
Additionally, inform them about the survey (Task 3.2B2) and its importance. Give them a timeframe to respond to the survey. Include the survey as the attachment in your email.
Use Template 2 to write the email.
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

(80-120 words)

4. Handover report

Develop a HR handover report for the organisation to address the following:

• Overall performance of the team
• Recommendations on skills and knowledge required in a project team
• Recommendations on HR management and leadership processes that could be implemented
• Recommendations on project management and leadership for other project managers
• Staff transition strategy

Task 3.3 Case Study

Refer to the work performed in Task 2.2.
Write an email to the marketing manager advising him about how to disbandtheir project team.
Use Template 2 to write the email.
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Attachment:- Manage project human resources.rar