Reference no: EM132960977

BSBPMG530 Manage project scope

Case Study A: Hungry Koala

Hungry Koala is a sharing economic company which aims to provide the fastest food delivering door-to-door in Australia. As it just has been established since last three months, the company is expecting to continue to expand the reach of mobile application improvement for both customers and riders. Therefore, the company has set up a project to be succeed its goal as followed.

A. Project Scope:

I. Enhancing a new mobile application for Hungry Koala
II. Providing a training to Hungry Koala's employees, riders, and relevant parties regarding the usage of the application.

B. Expected Outcome:

I. The mobile application will quickly connect nearby restaurants for customers
II. Enhance communication efficiency between Hungry Koala employees and riders when the riders encounter any unexpected events during their rides.
III. Reduce communication costs
IV. Prevent miscommunication
V. Increase high standard and customer satisfaction
VI. Boost company's gross profit and revenue

C. Strategic Alignments:

I. Hungry Koala aims to reduce and save its long-term operational costs
II. Enhancing on the competitive advantage over its competitors in Australia
III. Improve customer experience

C. Schedule/Timeline
D. Key Milestones
F. Estimated Budget

G. Critical Success Factors

I. close monitoring of all the project activities
II. flexibility to change (effective change management)
III. effective communication skills
IV. close stakeholders' engagement

H. Change Control Policies and Procedures

The purpose of this change management procedure is to manage change requests so that approved changes will be controlled, ensuring the project remains on schedule, within budget and provides the agreed deliverables. The primary objectives of change management are to

• manage each change request from initiation through to closure
• process change requests based upon direction from the appropriate authority
• communicate the impact of changes to appropriate personnel
• allow slight changes to be managed with a minimum of overhead.

Policy
The use of the formal change management procedure will be required when any changes are appeared which impact previously reviewed, approved, and published project deliverables. The documentation and tracking of all change requests will be managed using the defined procedure and facilitated using the change management log.
A multi-tiered approach will be used to approve change requests
• The Project Manager will make decisions to analyse and decisions to proceed with changes if the changes do not impact scope, budget or schedule or result in an increase in risk for the project.
• Changes which do impact scope, budget or schedule will be forwarded to the Project Sponsor (Hungry Koala) for review and decision.
• Where the [functional owner] has the resources to absorb the impact of the change, the Project Sponsor will make the final decision, based upon the information provided by the Project Manager. The Project Sponsor, the [advisor], and [advisor] will discuss requests that may result in a significant change in scope, schedule, and budget, for example, the impact of the change cannot be covered by [functional owner] resources. This group will advise the project sponsor.
• The Project Sponsor (Hungry Koala) will make the final decision based upon the information provided 

Activity 1A
Objective PC 1.1 - To provide you with an opportunity to develop and confirm procedures for project authorisation with an appropriate authority
PC 1.2 - To provide you with an opportunity to obtain authorisation to expend resources
PC 1.3 - To provide you with an opportunity to confirm project delegations and authorities in project governance arrangements

Question 1:
Develop procedures for a project authorisation of Hungry Koala.

Question 2:
Identify at least three (3) relevant authorities for this project.

Question 3:
Identify three (3) factors why it is necessary for a project manager to seek and obtain authorisation before proceeding each step in a project.

Work in a small group of 3-4 people or as instructed by the trainer.
• One person will play a role as James who is a project manager.
• Others play roles of individual, or group who has the authority to make decisions regarding the project.
• Make sure that you and your group members use both active and passive listening to explain clearly to each other, use appropriate body language where is required and collaborate to reach a joint understanding.

Discuss the following questions in your group and ensure that you use your own word to summarise in your individual workbook.

Question 1:
Develop procedures for a project authorisation of Hungry Koala.

Question 2:
Identify at least three (3) relevant authorities for this project.

Question 3:
Identify three (3) factors why it is necessary for a project manager to seek and obtain authorisation before proceeding each step in a project.

Question 4:
Analyse three (3) required resources in this project and discuss who can give an authorisation to expend each resource.

Question 5:
Explain the stages to confirm project delegations for a case of Hungry Koala project?

Question 6:
Identify one of the project delegations and at least two (2) responsibilities for the project.

Question 7:
Explain what is meant by project governance arrangements and why they are beneficial for a project of Hungry Koala.

Activity 2A

Objective PC 2.1 - To provide you with an opportunity to identify and negotiate project boundaries with relevant stakeholders
PC 2.2 - To provide you with an opportunity to establish measurable project benefits, outcomes and outputs
PC 2.3 - To provide you with an opportunity to establish a shared understanding of desired project outcomes with relevant stakeholders

Question 1: Outline at least three (3) reasons why it is important to identify and document project boundaries.

Question 2: Prior to identify project boundaries of Hungry Koala, outline two (2) factors that James needs to consider.

Guideline: One example of the factors that James should consider is available resources in the company. Therefore, the student needs to provide related factors which are important to consider.

Question 3: Identify and explain how you can account for boundaries being negotiated within the project.

Question 4: Using a project of Hungry Koala as an example, discuss with your group of 3-4 people or as instructed by the trainer. One person will play a role as James who is a project manager. Others play roles of individual, or group of stakeholders.

Ensure that you use your own word to summarise in your individual workbook.

• According to Hungry Koala case study, identify project boundaries.
• Select and explain one method to document those project boundaries.
• Give three (3) individual/group who James needs to negotiate project boundaries with.

Question 5: In your own word, define the terms of project benefits, outcomes, and outputs.

Question 6: According to a case study A, create measurable project benefits, outcomes, and outputs against project plan. Also, describe how to measure each of these.

Question 7: Establish the most suitable communication channel that James can share desired project outcomes among relevant stakeholders.

Activity 2B

Question 1: Briefly explain the procedures of developing a scope management plan.

Question 2: According to Hungry Koala case study, document scope management plan.

Activity 3A

Question 1: Identify the term of scope management procedures and processes.

Question 2: Explain how each phase of the project life cycle is relevant to each stage of Hungry Koala project.

Question 3: If you were a project manager of Hungry Koala (case study A), explain how you would implement scope management procedures and processes. (Please further describe each defined step in detail)

Activity 3B

Scenario: According to Hungry Koala case study, its project scopes are enhancing a new mobile application for Hungry Koala and providing a training to Hungry Koala's employees, riders, and relevant parties regarding the usage of the application.

In the process to complete the project, Hungry Koala needs to purchase some parts of software from its supplier, unfortunately, both parties have an argument during the meeting as they cannot agree on price so that the supplier refuses to trade with Hungry Koala. As a result of this, the company needs to seek to buy parts from others, and this is expected to take at least three (3) weeks. As a result of this, Hungry Koala's top management is worried that it will directly affect in time and cost constraint for the project.

Question 1:
Use a provided table of Decision Matrix to analyse if the scope change will impact on established time, cost, and quality of the project in accordance with the company's change control policies and procedures (This is in section H of a Hungry Koala Case Study).

Question 2:
Following your answer from question 1, if you were a top management of Hungry Koala, what would you decide to minimise its impact on the deadline, budget, and quality requirements according to change control procedures

Activity 3C

Question 1:
From a case study of Hungry Koala, outline three (3) examples of issues and solutions of scope management.

Section A: Skills Activity
Objective: To provide you with an opportunity to show you have the required skills for this unit.

A signed observation by either an approved third party or the assessor will need to be included in this activity as proof of completion.

This activity will enable you to demonstrate the following skills:
» Reading:
o interprets and analyses information from a range of complex texts
» Writing:
o develops project documentation and procedures using formats and language appropriate to context
» Oral communication:
o participates in discussions and negotiations using clear language and appropriate non-verbal features
o uses active listening and questioning to elicit views and opinions of others
» Numeracy:
o interprets numerical information to determine project timelines and measure outcomes against project scope
» Initiative and enterprise:
o adheres to organisational policies and procedures and considers their own role in terms of its contribution to broader goals of work environment
» Teamwork:
o identifies and uses appropriate conventions and protocols when communicating with diverse stakeholders
o collaborates with others to achieve joint outcomes, playing an active role in negotiating and facilitating agreement
» Planning and organising:
o sequences and schedules complex activities monitors implementation and manages relevant communications
o makes a range of critical and non-critical decisions in relatively complex situations, taking a range of factors into account
o uses experience to reflect on ways variables impact outcomes and identify future improvements.

Section B: Knowledge Activity (Q & A)
Objective: To provide you with an opportunity to show you have the required knowledge for this unit.

The answers to the following questions will enable you to demonstrate your knowledge of:
» Components of a project scope-management plan
» Factors likely to impact the project scope
» Formal change-control processes
» Methods for measuring work outcomes and progress against plans
» Methods for segmenting and documenting a work breakdown structure
» Problem areas likely to be encountered in scope management
» Procedures for reporting scope change
» Project life cycle and the significance of scope management
» Project management tools used for managing scope
» Roles and responsibilities of the project manager in relation to project planning
» Types of project initiation documentation.

Case Study B: Momentum Company

Momentum Company is based in Vevo Harbour, QLD. The business was established in 2012 and it represents the largest project assistance in Australia. The company has been contracted to manage a marketing project for the Good Work Company. Good Work Company is a new Healthy Food Company which was established in the past few months. The company is looking to promote a range of its organic products. Therefore, Kate, a project manager of Momentum Company, suggests building up the project to plan for Trade Show.
The company's target customers are those who enjoy organic and clean food
The age range of Australian consumers buying products is between 27 and 65.
Main Marketing communication platform: Website, Facebook, Twitter, Instagram
Project Scope: Establishing a trade show to promote a range of products to be known in the market
Project budget: $50,000
Project Timeframe: 4 weeks
Project Milestones:
• Plan the project scope
• Design and decorate the show area
• Source the required equipment
• Install and test electric equipment (Microphone, Speakers, Projector, Computer etc.)

Section C: Performance Activity

Objective: To provide you with an opportunity to demonstrate the required performance elements for this unit.

This activity will enable you to demonstrate the following performance evidence:

» Manage project scope on at least two occasions.

In the course of the above, the candidate must:

» Collaborate with stakeholders to produce a scope-management plan
» Review and document the scope-management implementation and recommend improvements.

Question 1: Prepare a scope management plan for the project depicted in case study B.

Guideline: Make sure that a scope management plan include the following elements; however, you can add further detail if you would like to:

• Stakeholders who will be involved in the project and their specific roles
• Required resources such as Human Resources, Physical Resources, Financial Resources
• Expected outcomes.
• Create a work breakdown structure (WBS) to undertake relevant tasks

Question 2: When you have completed a question 1, work in a group of 3-4 people or as instructed by the trainer.

• One person will play a role as Kate who is a project manager and presents your work of a scope management plan.
• Others play roles of relevant stakeholders have the authorities to make decisions regarding the project.
• Make sure that you and your group members use both active and passive listening to explain clearly to each other, use appropriate body language where is required and collaborate to reach a joint understanding.
• Use your own word to summarise and make not in your individual workbook

A. Briefly present a scope management plan with your group.

B. Others provide constructive feedback to the presenter.

C. Identify at least one event which could impact on a project and what factors to create project issues and what changes or improvements you could implement for a scope management plan.

Attachment:- Manage project scope.rar