Reference no: EM131983478
Part A Questions
Question 1
Research the following TERMS and PHRASES these are linked with your assessment. Attach your definition or explanation to each point. Please remember to Reference.
In your own words explain the following:
a) Project Scope
b) Project Stakeholders
c) Project Deliverables
d) Project Outcomes
e) Project Exclusions
f) Project Constraints
g) Project Parameters
h) Project Resources
i) Project Risk management
j) Chairperson
k) Agenda
l) Meeting Papers
m) Minutes of the meeting
Question 2
Explain how the following Acts are relevant to organising and managing a meeting in the workplace.
- Anti-discrimination Act 1977
- Privacy Act 1988
Part A Questions
Question 1
Research the following TERMS and PHRASES these are linked with your assessment. Attach your definition or explanation to each point. Please remember to Reference.
In your own words explain the following:
a) Project Scope
b) Project Stakeholders
c) Project Deliverables
d) Project Outcomes
e) Project Exclusions
f) Project Constraints
g) Project Parameters
h) Project Resources
i) Project Risk management
j) Chairperson
k) Agenda
l) Meeting Papers
m) Minutes of the meeting
Question 2
Explain how the following Acts are relevant to organising and managing a meeting in the workplace.
- Anti-discrimination Act 1977
- Privacy Act 1988
Question 3
Explain the following two Acts
- Work Health and Safety Act 2011 relating to health and safety in the workplace.
- Competition and Consumer Act 2010 relating to contracts might be relevant to managing a project in the workplace.
Part B Case Study
You have decided to organise a barbeque at a nearby park that has both gas and wood-fired barbeques. There is usually a supply of dry wood there. There are several fixed tables with seats, in the open. There is a small covered gazebo in the park. You will need to set the date, decide on the number of guests, menu and catering arrangements (BYO or other). You have enlisted several of your friends to assist in the planning and organising of your barbeque.
1. Design an action plan (to do list) with regards to the above Case Study remember to clearly document each step of the action plan to include date, times and include who will be completing the task, when the task has to be completed by. Present the action plan in a table format with actions, responsibilities, dates/times and resources.
2. As part of any project, you have to make allowances for any events that may threaten the project. Contingency plans should identify core issues of threat, the impact and cost involved and a solution to achieve a similar outcome to the initial project. You have to decide on two issues that can affect your project
For example: on the day of the barbeque it is raining.
Part C Project
MKA Education has decided to venture into the restaurant industry. As an international education provider the restaurant is targeted at international students from all countries. You are the Hospitality Faculty Co-ordinator and have been given the role of Project Manager for this task. Once complete the restaurant will be staffed by the hospitality students and provide an avenue for them to complete the practical components of their course. Your task is to design a restaurant for this purpose. They have found a suitable location in Southport on Scarborough Street at ground level. The space is 20m x 20m in size and is empty.
You will need to fit out this space including:
- Kitchen area with industrial fridge, freezer, oven and stove
- Bar area with coffee machine and drinks fridge
- Dishwasher area with industrial dishwashing machine
- Front counter with storage and cash register
- Tables and chairs
- Plates, cups, cutlery, glassware and table linen
The Project Plan
Instructions:
- The first page of The Project Plan must be a title page including the title of your project, your name and student number.
- The second page of The Project Plan must be a contents page outlining each section (as per the below inclusions) and the respective page numbers.
- Use the below section headings as headings in The Project Plan.
- Begin each section on a new page.
- Include a header on each page with your name and student number.
- Ensure that each page is numbered.
1. Project scope
i. Project parameters
- An overall description of the project, the purpose of the project and how it relates to the organisation's objectives.
- Expected outcomes of the project in terms of deliverables - what the project will achieve. (include at least 3 deliverables)
ii. Stakeholders
- Identify all internal and external stakeholders who will play a part in implementing the project including project team members, administration staff, management, customers, external contractors and suppliers, Government (local and state), the community and the environment.
2. Roles and responsibilities
i. The role of the project manager in terms of:
- Planning and researching, legislative requirements, consulting with stakeholders, developing the project plan, implementing and administering the project, and finalising and reviewing the project's success.
ii. The project team member roles
- Allocating tasks to each team member.
3. Project resources and availability
i. An overview of the key resource requirements including physical, human and technical.
ii. Whether the resources are available, need to be purchased, hired, leased or allocated from another department of the organisation.
4. Timeframe for completion
i. A commencement and completion date for the project.
5. Project SMARTT goals
i. Develop three (3) SMARTT goals to enable the success of your project.
6. Project management tools
i. Action plan in table format listing the major tasks (work breakdown structure) in order, the name of the person responsible for completing the task, an estimate of the number of days the task will be completed and the resources required to complete the task.
ii. Gantt chart identifying the major tasks including those tasks that cannot be commenced until a previous task has been completed and those tasks that can be done simultaneously. Also include the milestones of the project that highlight major events for reporting progress.
7. Risk management plan (risk assessment matrix in table format)
i. Outline one (1) hazard and risk to the:
- Safety and,
- The success of the project
Including:
- The hazard
- The risk/s associated with the hazard (the consequences)
- The risk/s assessment (the likelihood and severity of the consequences)
- The risk control measure/s to be implemented
8. Project resources and budget
i. A breakdown of the resources required for the project including:
- Equipment, materials, consumables, employee hours for the project, external services/contractors etc. (Note that actual quotations are not required; you may make a realistic estimate.)
The Project Team Meeting
Instructions:
To ensure the success of the project you will need to hold project team meetings at various stages throughout the project. As the Project Manager your role would include being the chairperson of these meetings. In order for the meetings to be effective they will need to be organised and managed. Part of this process involves creating specific documentation. Your task is to create the documentation for a hypothetical meeting that could be held at any stage of the project, including planning, administering, monitoring and reviewing, or finalising the project. Templates for the agenda and minutes of the meeting are available on the student drive.
1. Notice of meeting EMAIL - Date on Email must be date of submission
2. Agenda What Will Be Talked About (TEMPLATE AGENDA BELOW)
3. Meeting paper/s Information you need to bring to the Meeting when you are discussing your point. Please include the following information
- Financial reports-for example budget figures (what you believe the whole project will cost)
- Chairpersons report-for example budget allocations for furniture etc
- Research report-for example brochures on products and designs
- Draft documents-for example pricings and breakdowns of fitting
4. Minutes of the meeting (final draft - typed) Record Of What Was Discussed
The Project Report
Instructions:
Type a report answering each of the following areas in a minimum of one paragraph of 3-4 sentences for each. Your report must relate to The Project Plan you created.
1. Consulting and finalising project plan
- Why it is important for a manager to consult team members and at what stages in the development of the project plan you would consult with team members for their input and with the CEO to gain the necessary approvals.
2. Clarifying project team responsibilities
- What you need to do to ensure that project team members are clear about their responsibilities and the project requirements and the importance of doing this.
3. Supporting the project team
- What you need to do to provide support for project team members to ensure that project outcomes and time lines are met.
4. Project record keeping systems
- The type of systems you would establish and use to maintain required record keeping systems throughout the project including correspondence, quotations, purchases, time logs and samples.
5. Managing project finances and resources
- The type of financial records will you analyse, how you would analyse them and how often you would analyse them.
- How you will keep track of human resource usage to ensure the project is kept within budget.
6. Reporting on project deliverables
- Who you will report to, how often you will report to them on the progress on achieving project deliverables and what information you will tell them when you do report to them.
7. Managing the project meeting
- How you would ensure the style and structure of the meeting were appropriate to its purpose.
- How would you ensure your meeting meets all of the legal and ethical requirements in accordance with the organisation
- How you would conduct the meeting to ensure it was focused, time efficient and achieved its outcomes.
- What timelines you would despatch meeting papers to meeting participants.
- How you would ensure that each member of the meeting participated in discussion, problem-solving and resolving issues.
- How you would brief the minute taker on the method for recording the minutes of the meeting.
- When you typed up the minutes of the meeting and where you would store them.
- Why it is important to check the transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions.
8. Project finalisation
- How you will finalise the financial records of the project including checking them for accuracy and filing them.
- How you would assign staff involved in the project to new roles or reassign them to previous roles.
9. Project review - The project is now complete,
- Now list three (3) things that were difficult,
- Three (3) things that were easy, and
- Three (3) things you would do differently next time.
- Design a questionnaire for your Project Team to gain their feedback (minimum 5 questions)
Attachment:- project work.rar