Reference no: EM132189364

Undertake Project Work Assignment -

Assessment Tasks - Complete all tasks in this assessment as instructed.

Short Answer Questions -

Question 1 - Provide two (2) examples of project management tools. Discuss how each can be applied in developing and implementing project plans. Each discussion must be 60 - 100 words in length.

Question 2 - List two (2) types of documents, and two (2) sources of information commonly used in defining the parameters of a project.

Question 3 - Specify your industry or an industry you are familiar with.

Listed below are types of risks commonly encountered in a project? In your own words, discuss the processes you can use for identifying each. Each discussion must be 60 - 100 words in length. The processes discussed must be applicable to the industry you specified.

i. Financial risk

ii. Strategic risk

iii. Operational-technical risk

Question 4 - In no more than 100 words, explain the following processes typically used for managing risk in a project.

i. Identify risk

ii. Quantify risk

iii. Respond to the risk

iv. Monitor and control the risk

Question 5 - For the purpose of this assessment, assume that you are a fitness instructor at Bounce Fitness (Cairns Centre) who has recently been assigned to head a project.

Refer to Bounce Fitness's website to complete the table below.

Listed below are procedures and processes in managing a project. In 100-150 words each, explain Bounce Fitness's procedures and processes for each.

In your response, you must be able to:

• Specify the name of the Bounce Fitness procedure/process, if applicable.
• Briefly explain the steps and how you can implement the process in managing the project.

i. Quality assurance

ii. Recordkeeping

Bounce Fitness's recordkeeping procedures can be found in the Quality Assurance Manual.

iii. Reporting

Question 6 - Listed below are the areas of legislation and regulations relevant to undertaking project work. Complete the table below:

a. Specify your State/Territory.

b. Identify one (1) piece of legislation and the corresponding set of regulations that must be followed.

The legislation and regulations you identify must apply to your industry and your State/Territory, where applicable.

c. For each piece of legislation and regulations identified, list the requirements that must be followed when undertaking project work.

Area -

• Anti-discrimination
• Environmental issues
• Work health and safety
• Privacy
• Industry-specific requirement (specify one (1))

Question 7 - In the spaces provided below, outline your organisational mission and operations. Briefly explain how the project you will undertake relates to each of these. If you do not have access to a workplace, you may refer to the following documents from Bounce Fitness:

• Mission, Vision, and Values
• Bounce Fitness Internet Coffee Shop Marketing Plan

Question 8 - Refer to your organisation's policies and procedures relevant to project management specifically on:

• lines of authority and approvals
• human resources
• budgets
• finances

If you do not have access to a workplace, refer to the following documents from Bounce Fitness:

• Budget Policy
• Financial Policy
• Reporting Procedures
• Employee Relations Policy

In the spaces provided below, explain the organisation procedures in relation to project management. Your responses must be no more than 150 words.

Policy

i. Lines of authority and approvals.

ii. Human resources.

iii. Budget

iv. Finances

Practical Assessment Instructions -

To be assessed for this unit of competency, you must demonstrate your skills and knowledge 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.

Wherever possible, this assessment must be completed in your own workplace, including the gathering of evidence.

Where a current workplace is not available, you must conduct your practical assessment in an environment where conditions are typical of those experienced in a workplace. Use the simulated business, Bounce Fitness to complete the simulated workplace assessments.

If you are currently in a workplace, you are strongly encouraged to complete the tasks using the Workplace assessment.

If you don't have access to a suitable workplace, then you must complete the tasks using the Simulated Workplace assessment.

The work environment must provide you access to all the resources outlined below.

Ensure that you discuss the best pathway for completion with your Assessor before commencing.

Part I - Define the Project

Overview - Supplementary evidence for Simulated Workplace Assessment:

• One (1) volunteer to assume the role of the delegating authority
• Video camera or a mobile phone with video recording capabilities
• A safe environment to conduct the role play activity
• Access to a working web browser

Part 1 Task 1 Define the Project Parameters

1. Seek your supervisor's assistance to provide you with an opportunity to undertake at least one (1) project work within the workplace. Ensure that the project you will undertake is within the period of your assessment.

2. Seek their permission to allow you access to documentation from the organisation which are relevant to the project. These may include but are not limited to:

Project brief

Existing project plan or summary

Project documentation containing the project scope such as:

• Expected outcomes of the project
• Inclusions and exclusions of the project
• Project timeframes
• Resources required
• Quality standards of the project

3. Based on these documentations, collect information about the project to enable you to define its parameters. Record your data using the Project Scope Statement template within this workbook. The following information must be included:

• Project title
• Project manager (your name)
• Project sponsor - Organisation or person that has taken the idea for a project and developed it into a structure, or who has identified the idea for the project and initiated its further development
• Date (when this template is completed)
• Project overview
• Relevant organisational objectives
• Specify at least two (2) objectives relevant to this project.
• Relevant organisational projects.

Specify at least two (2) organisational projects relevant to the project you will undertake.

Project parameters including:

Project purpose and justification

Scope description - Specify at least two (2) characteristics of the expected product or service from the project.

Project stakeholders (at least two (2) must be specified, excluding you).

• Responsibilities relevant to the project (at least one (1) for each stakeholder).
• At least two (2) of your responsibilities as project manager. Ensure to specify only those within the scope of your own role.

Deliverables - Specify and describe at least two (2) products or outputs expected from the project.

Exclusions - Specify and describe at least two (2) areas/aspects which are not included in the project.

Acceptance Criteria/Measures of Success - Specify at least two (2) criteria that will determine the achievement/completion of the project.

Project constraints - Specify at least two (2) resources or events that will limit or restrict the implementation of the project.

Project assumptions - Specify at least two (2) factors affecting the project which are assumed to be true but not yet verified.

Reporting requirements - Outline the reporting requirements involved in the project, including any reporting processes involved.

Resource requirements - Where possible, specify all resources required for this project. For the purpose of this assessment, you need to specify the following:

At least two (2) physical resources, which may include but are not limited to:

• Equipment
• Facilities
• Financial resources
• Materials

At least two (2) human resources.

 At least two (2) technical resources (write NA if not applicable, only for this item).

Estimated project cost - List all expenses associated with this project, including the resource requirements, materials, labour costs, etc.

Project references - Log all documentation and references accessed to determine the requirements of this project (see Steps 2 and 3).

4. Identify the delegating authority for the project. Seek clarification with them on the following:

• at least two (2) issues related to the project
• the parameters you outlined in the Project Scope Statement
• relevance of the project to: each of the two (2) organisational objectives specified and each of the two (2) organisational projects specified

5. Submit evidence of your contact with them on the topics outlined in Step 4 to your Assessor. This may include but are not limited to:

• PDF copy of email correspondence/s
• Meeting minutes
• Communication log with details of discussion

Evidence submitted must be dated and include a handwritten signature of your supervisor.

6. Have the delegating authority, your supervisor, or any personnel relevant to the project sign the Approvals section at the end of the Project Scope Statement to confirm that the project is ready to commence.

7. Submit the completed and signed Project Scope Statement to your Assessor.

Part 1 Task 2 Access Project Resources -

1. Once you have completed the project scope, and identified the resources required for the project clarified, you need to ensure that these resources are available for you to implement the project.

2. Use the Project Resources Log in the following pages to record all the resources required for the project as specified in the Project Scope Statement. For the purpose of this assessment, the log must include:

• At least two (2) physical resources
• At least two (2) human resources
• At least two (2) technical resources (only if identified in the Project Scope Statement)

3. Check that these resources are available in the organisation before commencing the project. When doing so, ensure that you have obtained permissions and made necessary arrangements from relevant persons in the workplace to be able to access these resources.

4. Document the date when you checked and accessed the resources. Have a relevant person sign off that section in the Project Resources Log.

5. Submit the completed and signed Project Resources Log to your Assessor.

Part II. Develop the Project Plan

Overview - This part of the project will require you to develop the project plan using a variety of project management tools. Specifically, you will be required to:

• Develop a project plan in line with the project parameters
• Identify and access appropriate project management tools
• Formulate risk management plan for the project, including Work Health and Safety (WHS)
• Develop and approve the project budget
• Consult team members and take their views into account in planning the project
• Finalise project plan and gain necessary approvals to commence project according to documented plan

Resources Required:

To complete this project, you will need access to the following:

A workplace that will allow you access to: Workplace documentation and templates including but are not limited to:

• Existing project plan
• Risk management tools (e.g. risk register and risk treatment plan)
• Policies and procedures for risk assessment
• Budget plan

Project management tools (e.g. Gantt chart, work breakdown structure (WBS), project management software)

At least two (2) relevant project stakeholders to provide approvals to the following:

• Risk management plan
• Budget plan
• Final project plan

Two (2) or more project team members to discuss the project, and to serve as observers for the candidate.

You will also need access to relevant:

• legislation (e.g. Privacy Act, WHS Act)
• regulation (e.g. WHS Regulations)
• standards (e.g. National Employment Standards for contract workers, if any)
• codes of practice (e.g. codes of practice used in the workplace)

Supplementary evidence for Simulated Workplace Assessment:

Four (4) volunteers to assume the following roles:

• Two (2) relevant stakeholders
• Two (2) team members

Where possible, these must be four (4) different persons.

Video camera or a mobile phone with video recording capabilities.

A safe environment to conduct the role play activity.

Part 2 Task 1 Develop the Project Plan

1. Develop a draft Project Plan based on the Project Scope Statement in Part 1 Task 1. You may use your organisation's format/style guide when writing the project plan, or search online for formats you can refer to.

2. Complete the succeeding series of tasks for this assessment in order to complete the Project Plan document. The Project Plan that you will complete must specifically include the following sections:

I. Project cover sheet which includes:

i. Project title

ii. Client name (organisation or client to use the project)

iii. Project manager

iv. Project sponsor

v. Version number

vi. Version date

II. Document history which specifies the version number, version date and any modifications done

III. Executive summary, or overview, including the project goal

IV. Related projects and relevance

V. Project objectives and deliverables

VI. Project milestones

VII. Project scope

i. Scope Description (or Inclusions)

ii. Exclusions

iii. Assumptions

iv. Constraints

VIII. Project governance

i. Legislative and regulatory context

Must include the following which the project implementation must comply with:

- Relevant legislation (e.g. Privacy Act, WHS Act)

- Relevant regulation (e.g. WHS Regulations)

- Relevant standards (e.g. National Employment Standards for contract workers, if any)

- Relevant codes of practice (e.g. codes of practice used in the workplace)

ii. Roles and responsibilities

- Project team members

- Key stakeholders

IX. Risk management (see Part II Tasks 3 and 4)

You will need to submit the attachments for the Risk Management Plan along with the completed Project Plan.

X. Resource details

i. Human resources

ii. Physical resources

iii. Technical resources (if any)

iv. Budget details (see Part II Task 5)

You will need to submit the attachment for the Budget Plan along with the completed Project Plan.

XI. Operating procedures

This will include an outline/description of how the overall project will operate, including the tracking of progress and reporting requirements.

XII. Assessment and review criteria

Refer to the acceptance criteria/measures of success from your Project Scope Statement and formulate how you will assess each criterion.

XIII. Contracts (if any)

XIV. Attachments

XV. Project Approvals

3. You will be completing the project plan in sections throughout this part of the project so there will be no submission at this point. Some sections of the Project Plan can be completed based on the Project Scope Statement and your consultation with the delegating authority.

4. Ensure to compile the documents for submissions in the later tasks as you will submit these as attachments for the Project Plan. These will be submitted at the end of Practical Assessment Part 2.

Part 2 Task 2 Plot the Project Schedule

1. Seek assistance from your supervisor to identify the project management tools used in the organisation. Use at least two (2) project management tools to develop the following parts of your project plan:

a. Deliverables

b. Work breakdown

c. Timelines

You may use more than two (2) types of project management tools*. These may include but are not limited to:

• Gantt and bar charts
• Critical path method
• Project management software (the end product must be submitted)
• Spreadsheets
• Work breakdown structure (WBS)

2. Plot the initial project schedule (Step 2 points a to c) the using the identified project management tools. As this is the initial schedule, the tools you'll be submitting may not have the actual start and finish dates, however, it must clearly indicate the target start and end dates.

3. Submit the two (2) project management tools used to your Assessor. You will resubmit these tools as an attachment to your project plan document at the end of this project.

Part 2 Task 3 Conduct Risk Assessment

1. Seek assistance from your supervisor or relevant workplace personnel (may include project team members) to assist you in identifying risks in both the project and in the workplace. Ensure to follow organisational policies and procedures when documenting identified risks.

2. Identify at least two (2) risks for each of the following areas:

• project to be undertaken
• work health and safety

For the purpose of this assessment, focus on the risks that will directly impact the deliverables of your project. Document these in two (2) separate Risk Registers*.

3. Initially assess each risk in terms of its:

• likelihood to occur
• impact on the project and/or WHS

4. Use the risk rating matrix* in the following pages as guidance.

*You may use your organisation's risk management tools, however, the requirements of this task must be included in your submissions.

5. Determine at least one (1) control measure to mitigate each risk. The control you will select must be based on the hierarchy of controls. Leave the 'Revised Risk Rating' column blank as you will be completing this during project implementation

6. Have your supervisor/relevant personnel check and sign each partially completed Risk Registers.

7. Keep the two (2) Risk Registers - one (1) for the project to be undertaken, and one (1) for work health and safety. You will submit these tools as attachments to the next task.

Part 2 Task 4 Formulate the Risk Management Plan

1. Once you have identified and assessed the risks associated with the project and work health and safety, you will need to develop your risk management plan.

You may refer to your organisation's style guide when writing the risk management plan, or they may formulate their own.

2. There's no specific template for the Risk Management Plan, but your submission must contain details of the following:

• Project Title
• Person who prepared the plan
• Date of the plan
• Document history (for this assessment, the document is at version 1.0 at the current date)

The following sections must be included:

I. Introduction

1.1. Purpose of the Risk Management Plan

1.2. Objectives of Risk Management (at least two (2) must be specified)

1.3. Definition of Terms

II. Risk Management Process

Explain in each of the following sections how risks in both the project and WHS will be identified, analysed, managed throughout the project cycle.

2.1. Risk Identification

2.2. Risk Analysis

Include an explanation on the following:

- how the risk rating is used

- how risks are prioritised

Include a timeline on when control measures will be implemented to mitigate risks.

2.3. Risk Response

Explain how the team members will respond to the risks identified.

Outline the person responsible for controlling each specific risk.

2.4. Risk Tracking and Reporting

Explain the processes on how risks will be tracked, and outline the reporting requirements. Specify any tools that will be used in the risk management process, e.g. Risk Log.

III. Roles and Responsibilities

Outline the roles and responsibilities of the team members/persons involved in the risk management process (as above). Specify the expected date for each person to complete the action.

IV. Approvals

This must include the names and signatures of relevant project stakeholders who reviewed the risk management plan, and the date when they reviewed the plan.

V. Appendices/Attachments

Include all the risk management tools used when writing this plan, e.g. Risk Registers, etc.

Note: You only need to complete one (1) Risk Management Plan for both project-related and WHS-related risks. Classify them in your document accordingly.

Ensure that your plan is easy to understand and uses appropriate text and structure.

3. Have at least two (2) relevant stakeholders review and approve your Risk Management Plan. Ask them to sign an 'Approvals' section in your document which must include:

• Name of stakeholder
• Job role/Position
• Signature (must be handwritten)
• Date (of approval)

4. Submit the Risk Management Plan, including the two (2) partially completed Risk Registers to your Assessor. You will resubmit these documents as an attachment to your project plan document at the end of this project.

Part 2 Task 5 Develop the Budget Plan

1. Prepare the Budget Plan for your project. You may refer to the template used by your organisation, develop your own using the Bounce Fitness style guide, or use a project management software to produce the budget plan. A Budget Plan template is also provided within this workbook as a reference.

2. Develop the Budget Plan by breaking down the project into chunks of tasks. Refer to the work breakdown you have previously developed. Include subtasks for each milestone/activity as required. Identify the resources required for each task.

3. Categorise the project resources required and break them down into subcategories. These may include but are not limited to the following:

• Labour - Human resources (cost of labour per person, i.e. salaries)
• Materials
• Other expenses - Travel, Equipment and Facilities

Breakdown of resources will vary depending on the requirements of the project and their availability. You may also refer to the 'Estimated Project Cost' section from your Project Scope Statement.

4. Indicate in your plan a rough estimate of each resource required which includes the quantities and costs. Ensure to compute for the total budget cost at the end of the plan. If you are using the Budget Plan within this workbook, do not fill in the Actual Cost column yet. You will be completing this after the implementation of the project.

5. Have at least two (2) relevant project stakeholders review and approve the Budget Plan.

Ask them to sign the following in your document:

• Name of stakeholder
• Job role/Position
• Signature (must be handwritten)
• Date (of approval)

Note: The Approvals section in your budget plan may vary depending on the template used, but your submission must clearly demonstrate that the budget plan was approved before commencing the project.

6. Include a document history in your plan. Amend any changes in the budget recommended by the stakeholders and record these in the document history.

7. Submit the Budget Plan to your Assessor. You will resubmit this as an attachment to your project plan document at the end of this project.

Part 2 Task 6 Consult with Team Members

1. Arrange a date and time with your project team members and consult with them about the plans developed for the project before finalising it. Ensure that you have completed the following prior to this consultation:

• Rough draft of the Project Plan document
• Initial project schedule
• Risk management plan
• Budget plan

2. In your consultation with them, ensure to inform them of the following:

• Overview of the project
• Deliverables and timelines
• Each team members roles and responsibilities in both the project and work health and safety
• Budget plan

3. Encourage your team members to provide feedback and raise issues or concerns relating to the project.

4. Record your discussion in the Meeting Minutes template. Ensure that all plans are covered in the discussion by noting each of this as an agenda item.

You must demonstrate the following in your discussions:

• Use clear language and appropriate features to present or seek information
• Use listening and questioning skills to seek information and confirm understanding

5. Have your team members sign off beside their names in the Meeting Minutes template to confirm that the consultation occurred. Ask at least two (2) of them to complete a Peer Observation Checklist after the meeting.

6. Submit the completed Meeting Minutes and at least two (2) Peer Observation Checklists to your Assessor.

Part 2 Task 7 Finalise the Project Plan

1. Collate all documentation you completed throughout Practical Assessment Part 2 (Tasks 1 to 6). Complete the remaining sections of your Project Plan draft.

2. Your completed Project Plan must include all sections specified in the guidelines from Part II Task 1.

3. Prepare all attachments relevant to the completion of the project plan, including the:

Project Scope Statement

Initial Project Schedule using the two (2) project management tools, specifically:

• Deliverables
• Work breakdown
• Timelines

Risk Management Plan

Risk Register

 Budget Plan

Note: Keep copies of these documents as you will use these as running records to monitor the implementation of your project.

4. Amend any sections of the plan as necessary, in line with your consultation with your team members. Document these changes in the document history of the Project Plan.

5. Finalise the document. Ensure that:

• All sections are completed and organised
• Properly formatted according to the style guide
• Language and structure is appropriate and suitable for the audience
• Free from grammar and spelling errors

6. Have at least two (2) relevant stakeholders review and approve the final project plan. Ask them to sign the following in the 'Approvals' section of your plan to confirm commencement of the project:

• Name of stakeholder
• Job role/Position
• Signature (must be handwritten)
• Date (of approval)

7. Submit the completed and signed Project Plan all relevant attachments (Step 3) to your Assessor.

Part III. Administer and Monitor the Project

Overview - This part of the project will require you to implement the project and monitor its progress and completion. Specifically, you will be required to:

• Ensure that team members are clear about their responsibilities and project requirements
• Provide support to team members to ensure that the expectations of the project are met
• Establish and maintain required recordkeeping systems throughout the project
• Implement and monitor plans for managing project finances, resources and quality
• Complete and forward project reports as required to stakeholders
• Undertake risk management as required to ensure project outcomes are met
• Achieve project deliverables

Resources Required:

To complete this project, you will need access to the following: A workplace that will allow you access to:

Recordkeeping templates and/or systems* to monitor:

• Project status
• Budget and resources
• Project issues
• Reports to stakeholders

*Where templates are not available, the learner may develop their own or use the templates from the Simulated Workplace Assessment.

At least two (2) stakeholders specified in the Project Plan who will provide approvals and receive the project reports.

At least two (2) team members.

Supplementary evidence for Simulated Workplace Assessment:

Six (6) volunteers to assume the following roles:

• Three (3) team members
• The finance manager
• Two (2) Bounce Fitness Internet Café customers

Video camera or a mobile phone with video recording capabilities

Audio recording device

Computer or any online-based application which will allow your team member to:

• Create a digital promotional material
• Create a digital survey for customers
• Social media/network account (ensure to maintain the privacy and confidentiality of the person undertaking the task relevant to this)

A safe environment to conduct the role play activity

Templates required to complete this project are provided within this workbook and/or the Part III Case Study Overview.

Part 3 Task 1 Establish Recordkeeping Systems

1. Before commencing the project, you need to establish recordkeeping systems to effectively monitor the progress of your project.

2. For the purpose of this assessment, you may use the project management tools you have used in creating your Project Plan, or other relevant recordkeeping systems used by the organisation. The recordkeeping systems you will use must monitor the following:

Project status - This must keep a record of when a project task is started and completed in line with the project milestones and deliverables.

Budget and resources - This must record the actual costs and resources used throughout the project.

Risk management - This is a running record when the control measures in the Risk Management Plan were implemented, including a revised risk rating.

Status Reports Log - This record must show when you have reported to relevant stakeholders about the status of the project in line with the reporting requirements in the Project Scope Statement (e.g. correspondence, document signoff, etc.).

3. Use the Recordkeeping Systems Log on the following pages to guide your assessor in identifying the records you will use throughout the project. Indicate in the log how often each record will be updated (e.g. issues log - weekly).

4. Ensure to prepare all the recordkeeping systems required before starting the project.

5. Submit the Recordkeeping Systems Log to your Assessor.

Part 3 Task 2 Implement the Project

In this part of the assessment, you will be undertaking the actual project work based on the project plan and monitor it based on the recordkeeping systems you've set.

1. Prepare the Project Brief which you will use to inform your team members about the project you will undertake. In preparing this document, ensure that you will cover in discussion the following:

• Each team members' responsibilities throughout the project as per task/work breakdown
• Expected start and finish dates for each project task
• Any specific needs that must be addressed to ensure that the quality and timelines of the project are met
• Specifications of the project, including reporting requirements for deliverables
• Recordkeeping systems to throughout the project and how to use them

2. Gather your team members and brief them about the project. Record your discussion using the Meeting Minutes template within this workbook. The discussion points above (Step 1) must be recorded as agenda items in the meeting minutes.

3. Have each of your team members sign beside their name in the meeting minutes.

4. When the team is ready to commence, implement the project based on the Project Plan (Practical Assessment Part II). Ensure that all recordkeeping systems you will use are in place during this time, and that you and your team members update the records relevant to:

• Project status
• Budget and resources
• Risk management
• Status reports to stakeholders

5. For the purpose of this assessment, you must have completed the following:

At least two (2) deliverables

At least one (1) control measure implemented for each of the following, including implementation of a revised risk rating.

• One (1) risk related to the project
• One (1) risk related to work health and safety

6. Ensure that required reports are forwarded to and acknowledged by relevant stakeholders. These must be reflected into your status report to stakeholder record.

Reports may come in forms of:

• Written reports
• Memo
• Email correspondence
• Meeting minutes

You will need to submit a compiled copy of these reports with stakeholders' acknowledgment at the end of the project.

7. At the end of the project, submit the updated records of the following to your assessor:

Project status - This must indicate that at least two (2) deliverables specified in the project plan are completed or achieved.

Budget and resources - This must show the actual costs and resources used, including any additional expenditures through the project cycle.

Risk management - The Risk Register and/or any relevant risk management record must demonstrate that the at least two (2) control measures were implemented - one (1) for the project-related risk, and one (1) for work health and safety.

The record must also indicate that a revised risk rating was conducted. Where a control measure was not completed, information must have been provided.

Status reports to stakeholders - This will be checked by your assessor against the compiled reports you forwarded to the stakeholders.

Have each of these reports signed off by your supervisor to confirm that the project has been implemented.

8. Submit these reports and records (Steps 6 and 7) including the Project Brief and the Meeting Minutes template to your Assessor.

Supplementary Evidence: As project manager, you must ensure that each of your team members are fulfilling their roles and responsibilities in line with the expectations and timelines of the project. Identify at least two (2) team members who specific needs that you have to support in the course of the project.

In the spaces provided within this workbook, identify each team member's specific need and explain how you supported them to achieve the expectations of the project.

Submit evidence that demonstrates when you supported them (e.g. meeting minutes of a discussion with a team member who is having difficulty meeting the project timelines).

Part IV. Finalise and Review the Project

Overview - This part of the project will require you to close the project and review its relevant aspects.

Specifically, you will be required to:

• Complete financial records relevant to the project and check for accuracy
• Ensure transition team members to new roles or reassignment to previous roles
• Complete project documentation obtain sign off to close the project
• Review project outcomes and processes against the project scope and plan
• Involve team members in the project review
• Document lessons learned from the project

Resources Required:

To complete this project, you will need access to the following:

A workplace that will allow you access to: Financial records associated with the project undertaken, which may include but are not limited to:

• Invoices
• Receipts
• Remittances received
• Accounting statements
• Timesheets (including contract workers')

At least two (2) stakeholders who will provide approvals and review the project reports

At least two (2) team members

Information on transition and reassignment roles for team members

Supplementary evidence for Simulated Workplace Assessment:

Five (5) volunteers* to assume the following roles:

• Three (3) team members
• Two (2) relevant stakeholders

*It is recommended to enlist the assistance of your volunteers who have undertaken the project work with you

Video camera or a mobile phone with video recording capabilities

A safe environment to conduct the role play activity

Templates required to complete this project are provided within this workbook.

Part 4 Task 1 Complete Financial Records

1. Obtain permission from your workplace supervisor and/or personnel to allow you access to the financial records associated with the project you completed. Where possible, obtain permission for the copies of these to be submitted as part of this assessment. However, ensure to maintain the privacy and confidentiality of the records by blacking out any important details such as names of persons, organisations, etc. and replacing them by the type of resources they correspond to in line with the Project Plan. The records you need to access may include but are not limited to:

• Invoices
• Receipts
• Remittances received
• Accounting statements
• Timesheets (including contract workers')

It is important that financial obligations associated with the project are fulfilled before closing the project.

2. Log each type of financial records that you have obtained and provide a breakdown of the costs of expenses and/or disbursements incurred using the Financial Records Log within this workbook.

3. Refer to the updated Budget Plan from Practical Assessment Project 3. Calculate for variances of the budgeted and actual resources and finances used. Log these in the Budget Variance column of the Financial Records Log.

4. Have your supervisor/relevant personnel signoff the Financial Records Log to confirm that these reflect the records obtained from the organisation.

5. Submit the Financial Records Log to your Assessor. Where possible, compile and submit copies of the financial records you referred to, ensuring to maintain the confidentiality of these documents.

Part 4 Task 2 Transition Team Members

1. At the close of the project, you need to ensure that your team members will continue with their previous roles and/or will be reassigned to new roles or projects. Seek your workplace supervisor's assistance with opportunities for your team members' transition or reassignment tasks. If your team members are from departments or organisations other than yours, you may need to discuss this with their supervisors.

2. Discuss the transition or reassignment with your team members. Your discussion must include the following:

• Project or tasks where each team member will be transitioned or reassigned
• Each team members responsibilities in line with these projects tasks
• The person whom they will report to in line with the transition or reassignment

3. Submit evidence of your discussion by submitting any of the following:

• Email correspondence with the team members
• Meeting Minutes (signed by team members)

Part 4 Task 3 Complete Project Documentation and Sign Off

1. Compile all documentation and/or files associated with the project implementation. This will include but are not limited to:

• Deliverables (if a written output is produced)
• Stakeholder reports
• Draft of documents relevant to the project
• Historical data of project milestones

2. Create a final report summarising the following:

Project timelines: indicate the timeliness of the deliverables At least two (2) of the following:

• Stakeholder feedback: indicate the responses of the stakeholders involved in the project based on reports you've provided with them
• Outcomes of the project based on the scope
• Outcomes of the project based on quality
• Recommendations for future projects similar to the one undertaken

Outline of documentation associated with the project

You may use your organisation's project sign off the document, or develop your own, however, the requirements above must be in the report.

Ensure that the report uses appropriate language and structure.

3. Discuss the report with at least two (2) relevant stakeholders. Have them sign off on the project report to confirm that it has been completed. Stakeholders may include:

• Client
• Management
• Project sponsor

The sign off must include the following:

• Name of stakeholder
• Job role/Position
• Signature (must be handwritten)
• Date (of sign off)

4. Submit the final project report to your Assessor, including a compilation of relevant documents from Step 1.

Note: There's no need to submit the attachments in the project plan, and the running records submitted in Practical Assessment Part 3 Task 2.

Part 4 Task 4 Review the Project

1. Consider the processes undertaken by the team throughout the project, and its outcomes. Review these against the Project Scope Statement and the Project Plan.

2. Create a draft report outlining your evaluation of the project on the following points:

• What you delivered as compared to what you said you would deliver in the scope document
• How well your actual deliverables met the needs of the client or your organisation
• What changes you feel are needed to bring the project in line with the required deliverables

Keep a draft of your review to be discussed with the project team members.

3. Arrange a discussion with your team members and ask them to participate in the review process. Gather their feedback on the points listed above, including the lessons they've learned from undertaking the project. Share your evaluation of the project as well.

Record your discussion in the Meeting Minutes template. Have your team members sign beside their names in the meeting minutes.

4. After the meeting, gather all responses, including yours, and write a Project Review Report. There's no specific format to this report. However, it must reflect the requirements in Step 2 and any feedback provided by your team members.

5. Submit the report to your workplace supervisor and/or at least one (1) relevant stakeholder from the organisation. Have them date and sign off the report after the review.

6. Submit the Meeting Minutes and the Project Review Report to your Assessor.

Attachment:- Assignment Files.rar