assessment guidelines · web viewtel: +61 2 92 794949 email: [email protected] web:...

AssessmentUndertake project work

BSBPMG522

Student Name

Student ID Term Year

Class Trainer Name

Result NYC C

I declare that all work completed in this assessment is my own.

Student Signature Date

BSBPMG522 Undertake project work v1.3 301018 of 23

Contents

Assessment Guidelines.................................................................................................................3

Assessment Schedule...................................................................................................................4

Task 1: Define Project and Develop Plan......................................................................................5

Task 2: Administer and Monitor Project.......................................................................................10

Task 3: Finalise and Review Project............................................................................................14

Assessment methods and tasks..................................................................................................18

Assessment mapping summary...................................................................................................19

References / recommended resources........................................................................................21


Assessment Guidelines

You are advised to commence work on your assessment from week 1 and must be submitted by the due date.

1. All assessment tasks must be completed and uploaded online in RTO Manager (gbc.rtomanager.com.au) for being marked by your assessor.

2. Please read all instructions before starting each assessment.

3. Your trainer will not be able to assist you in answering questions. However, your trainer will address any issues concerning questions requiring further explanation.

5. You may refer to your student learner guide/student resources or any other relevant resource when completing your assessment. Do not quote directly from the notes. You should answer questions in your own words, except where it asks you to quote.

6. You have access to computers which are equipped with Microsoft suite of products and printing facility is available at nominal cost


http://gbc.rtomanager.com.au/

Assessment Schedule

Week Tasks to complete

Week 1 Task 1:Review of portfolio. Oral questioning

Week 2Task 1:

Review of portfolio. Oral questioning

Week 3Task 2:

Observation of meetings / presentations/coaching.

Week 4Task 2:

Review of project status reports. Review of Portfolio

Week 5Task 3:

Analysis of project reports.Review of portfolio.

Week 6Task 3:

Analysis of project reports.Review of portfolio.


Task 1: Define Project and Develop PlanPerformance objective

In this task your will need to demonstrate the knowledge and skills required to define projects and develop project plans.

Assessment description

In this task you will:

Form project teams of 3 to 4 students

Undertake a Customer Goodwill and Legal and Ethical Project for the “Max Lionel Realty” business.

Procedure

1. You need to study all the business documentation for “Max Lionel Realty”, in the “Undertake Project Work” folder on the Student Library directory.

2. You need to study all the Project Management Templates, in the “Undertake Project Work” folder on the Student Library directory.

3. You MUST study the business information provided in Appendix 1 on Page 10 and you MUST study the project information below to be able to complete this task:

● To undertake the Customer Goodwill and Legal and Ethical Project for the “Max Lionel Realty” business you need to study the information below:

● The project will need 6 to 8 team members (two to four students plus four virtual team members) who must be utilised and budgeted for. Seek approval from your Trainer.

● The structure of the work should include roles for the project sponsor, technical experts, quality assurance of deliverables, a project manager, and roles and responsibilities for each team member to achieve the deliverables according to standards, etc.

● All reasonable resources (e.g. access to a room, computers, software and templates) will be provided. Paper and telecommunications costs, for example, to be covered by students. All resources must be costed and included in your budget.

● A Budget of: $15,000.

● You will need to decide appropriate Project Deliverables, for example; presentations, information sessions, posters, promotional materials, etc, and gain approval from the trainer

● A project timeframe to be approved by Operations General Manager (the assessor playing the role of both OGM and project sponsor).

● The Project should include design, development, implementation and evaluation stages (with periodic quality review).

● Project status reports are due at 25%, 50% and 75% of allotted timeframe.


● The Project must be coordinated with other organisational projects, operations, etc.

4. Now, as a group, you will need to:

4.1 Develop the Project Initiation document for this project

4.1 Develop the Project Scope document

The templates for the above documents can be located in the Project Planning Templates within the assessment folder on the Student Library on the L drive.

5. You now need to identify the Project Stakeholders, and

5.1 Develop a Stakeholder Communication and Management Plan –

Complete the Stakeholder Analysis, Communication plan, and the Roles and Responsibilities templates

Note: Look at the business information and organisational structure to determine stakeholders and stakeholder interests.

6. Now you will need to think about where the project fits in to other areas of the “Max Lionel Realty” business; for example:

6.1 In IT systems, business operations, or marketing,

6.2 In achieving the strategic aims of “Max Lionel Realty”, and

6.3 Any external legislative requirements that may be relevant to the project.

7. The team is now to allocate a Project Role to each Team members (students).

Students will need to identify the responsibilities and reporting requirements for each role.

Project team members

Role Responsibilities Reporting Requirements

Student 1Student 2Student 3(Student 4)

8. The team now needs to decide which project management tools, such as software (e.g. Microsoft Word, MS Excel, and MS Project) and templates, etc, they will use to manage the projectNote: You may use software tools or use or adapt the templates provided.

9. What resources the team will need now needs to be decided and what access to these resources is available – see the information in the Appendix 1 on Page 10. (and/or consult with your trainer to clarify if necessary.


10. The team will now develop the project plan (using the project management tools chosen in Procedure 8 above) Include. You will need to include:

10.1 Work Breakdown Structure (WBS): (the tasks that need to be completed)

10.2 The WBS turned into a Schedule (the order of the tasks and the completion timeframe for each task)

10.3 Roles and responsibilities for each team member – use the information from Procedure 7 above

10.3 Resourcing requirements – use the information from Procedure 9 above

11 The team now needs to develop a Risk Management Plan for the project.

11.1 Work Health and Safety must be part of the risk management plan

11.2 Financial Risk must be part of the risk management plan

11.3 Two (2) more risks must be included in the risk management plan

11.4 Each of the above risks will need to be assessed and a treatment to each risk suggested

11.5 Each of the above risks will need to entered into a Risk Register – see templates

11.6 A Risk Assessment Document for each risk will need to be completed – see templates

Note: Use the templates provided in Project Management Templates

12 Develop a budget for the project. Note: Use software tools or use or adapt the template provided in Project Management Templates

Project team members Cost

Student 1 $120/hrStudent 2 $120/hrStudent 3 $120/hr(Student 4) $120/hrVirtual team: must be included in planning and accounted for in budgetMary Stewart (WHS consultant)

$150/hr

John Ng (CPA)

$150/hr

Pat Lee (Lawyer: anti-discrimination and privacy expert)

$150/hr

QA person (the assessor) (works external to team to preserve integrity, providing quality review as required in project planning)

$100/hr

Note: For example, with respect to human resourcing and budgeting, if 12 hours spent on the project per student = $120 x 12 = $1,440. A project with seven team members (three students + four virtual team members) would cost $4,320 in labour plus simulated members’ costs.


13 Meet with Operations General Manager (the assessor) to discuss:

13.1 project scope

13.2 additional documentation required to determine project and develop deliverables.

13.3 project stakeholders

13.4 personal responsibilities

13.5 relationship of project to other projects, systems, strategic aims of organisation

13.6 resources and access to resources

13.7 portfolio of documents:

13.7.1 project initiation and scope documents

13.7.2 project plan

13.7.3 risk management plan

13.7.4 budget

13.7.5


Naz Hasan, 30/10/18,

We would need to have evidence that Students met the OGM

Specifications

You must:

● meet with Operations General Manager to discuss project scope and portfolio of planning documents

● participate in project meeting/s with project team

● submit:

○ project initiation and scope documents, including: a project brief; a project scope; a stakeholder analysis; a communication plan; roles and responsibilities; project snapshot

○ a project plan

○ a risk management plan (risk register and risk assessment for each of two - four risks)

○ a budget

Your assessor will be looking for:

● your ability to participate in verbal discussions using clear language and appropriate features to present or seek information

● Listening and questioning skills to seek information and confirm understanding

● Your ability to organise, evaluate and critique ideas and information from a range of complex texts

● Your ability to develop plans, reports and recommendations using vocabulary, structure and conventions appropriate to text

● Your ability to establish and maintain records according to organisational requirements

● Your ability to Use formal and some informal, oral and written mathematical language and representation to prepare and communicate budgetary and financial information

● Your ability to Recognise and respond to organisational and legislative/regulatory requirements

● Your ability to Select and use appropriate communication protocols and practices to ensure shared understanding of

project roles and expectations

● Your ability to Develop and implement plans to manage projects that involve diverse stakeholders with potentially

competing demands

● Your ability to Systematically gather and analyse all relevant information and evaluate options to make informed

decisions

● Your ability to Evaluate outcomes of decisions to identify opportunities for improvement

● Your ability to Use digital technologies and applications to access, organise and share information

● Your ability to Use collaborative techniques to engage stakeholders in consultations and negotiations


Appendix 1 – ScenarioMax Lionel RealtyMax Lionel Realty (MLR), in order 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 anti-discrimination 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 (https://reiv.com.au/) 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 Clients Tenants

● 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

● 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

● sometimes feel discriminated against on basis of:

○ lifestyle

○ family status

○ cultural background

○ income, etc.


https://reiv.com.au/

Agents Clients Tenants

● unclear on overall strategic aims of MLR

● culturally diverse.

● feel it’s the agent’s obligation to fill rental/lease properties according to client wishes: e.g. ‘I choose who lives in/leases my property’

● culturally diverse.

● 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.


Task 2: Administer and Monitor Project Performance objective

In this task you will need to demonstrate knowledge and skills required to administer and monitor projects.

Assessment descriptionIn this task you will work collaboratively with your project team to

Administer the project developed in Assessment Task 1

Monitor the project in order to achieve the project deliverables.

Procedure1. Study the information provided in Appendix 2 on page 15

2. Study the information below

● Mary Stewart has a family emergency and must leave the project. New WHS consultant required.

● John Ng has fallen eight hours behind. Budget and timelines need adjusting.

● Several agents have complained of lack of sufficient consultation. Address concerns in project plan.

● Agents are not able to attend meetings/presentations and information briefs as scheduled. Reschedule and adjust planning.

● Poor sales due to recent soft market resulted in a further budget cutback of 10%.

● Technical issues force scheduled meetings to be delayed. Reschedule and adjust planning.

● Budget cutbacks entail renegotiating deliverables or quality specifications with stakeholders.

● Change required to roles within project team to suit special skills of team members.

● WHS issue, for example, venue for information briefing etc. has been damaged by flooding and is unsafe.

● Any contingency arising from the actual management of the project by project team members, such as timelines or deliverables needing to be renegotiated and adjusted, etc.

3. Now the team is to manage the risk of at least 4 of the issues that have occurred above using the Implementation and Issues Log templates and through taking part in project meetings.

What is the effect on budget and timelines?

4. Issue three status reports over the course of the project: at 25%, 50%, 75% of the project timeframe that capture the 4 issues that have occurred – use the Status Update Report template

5. Study all the materials and completed tasks/activities, what will the team deliver to stakeholders to show the project has been successfully completed? Confirm these with your Trainer.


6. Prepare the project deliverables.

Specifications

You must:

● participate in project meeting/s

● submit:

1. Three status reports

2. Risk management reports: change requests and/or issues logs

3. Notes from project meetings

4. Project deliverables (PPT Slide, Notes, Handouts, etc.)


● your ability to participate in verbal discussions using clear language and appropriate features to present or seek information

● Listening and questioning skills to seek information and confirm understanding

● Your ability to organise, evaluate and critique ideas and information from a range of complex texts

● Your ability to develop plans, reports and recommendations using vocabulary, structure and conventions appropriate to text

● Your ability to establish and maintain records according to organisational requirements

● Your ability to Use formal and some informal, oral and written mathematical language and representation to prepare and communicate budgetary and financial information

● Your ability to Recognise and respond to organisational and legislative/regulatory requirements

● Your ability to Select and use appropriate communication protocols and practices to ensure shared understanding of

project roles and expectations

● Your ability to Develop and implement plans to manage projects that involve diverse stakeholders with potentially

competing demands

● Your ability to Systematically gather and analyse all relevant information and evaluate options to make informed

decisions

● Your ability to Evaluate outcomes of decisions to identify opportunities for improvement

● Your ability to Use digital technologies and applications to access, organise and share information

● Your ability to Use collaborative techniques to engage stakeholders in consultations and negotiations


Appendix - Scenario

Max Lionel RealtyIt is now time to implement the project you initiated, planned for and negotiated in Assessment Task 1.

Work with your team to achieve agreed deliverables on time, to budget, and up to the required standard. Manage contingencies and renegotiate project with stakeholders as required.

As per organisational project management record keeping system requirements, your Operations General Manager requires regular status reports to record:

● financial management and budget control

● project milestones, for example:

○ quality review completion

○ outcomes and deliverables.

Submit three status reports over course of project: at 25%, 50%, 75% of timeframe.

Risk management reports need to be submitted to the project sponsor for each contingency managed.

Recall the quality standards for deliverables:

● clearly communicate legal obligations, REIV obligations

● no grammar or spelling errors

● professional but friendly language

● fair and flexible delivery for intended audience

● meet audience requirements and be sensitive to information needs.


Task 3: Finalise and Review Project

Performance objective

In this task you will need to demonstrate knowledge and skills required to finalise and review projects.

Assessment descriptionIn this assessment the project team will

Complete financial record keeping

Reassign staff to roles

Complete project documentation for sign-off

Review project outcomes against project scope and plan

Produce a report on the project for stakeholders

Procedure

1. Study your completed Task 1 and Task 2 assessments

2. With your project team, you are to complete financial record-keeping for the project:

a. Compare budgeted expenditure with actual expenditureYou are to use a spreadsheet and indicate the percentage increase/decrease for budgeted item

b. Produce a Budget Variation Report; use the Budget Variation Report on page 20 of the template file

3. The team is to meet again to undertake a post-project review meeting using the Post-Project Review Meeting template on page 21

1) Review the project’s outcomes against objectives, including budgetary performance

2) Review team processes

3) Review the project management tools used, evaluate their contribution to the project and discuss possible alternatives

4) Discuss lessons learned from implementation of the project.

4. The team is to complete the Post-Project Review Report by the end of this meeting.

You must keep notes of this meeting and hand in as part of the Task 3

5. Finally the team is to meet and complete the Handover Report – see the template on page 23

6. Submit documentation as per specifications below.


Specifications

You must:

● participate in project meeting/s

● submit:

○ budget variation report for sign-off

○ handover report

○ post-project project review report.


● communication and negotiation skills to work with team members and other stakeholders to maintain project schedules

● literacy skills to read, write and review a range of documentation

● planning and organising skills to develop, monitor and maintain implementation schedules

● numeracy skills to analyse data and to compare timelines and promotional costs against budgets

● culturally appropriate communication skills to relate to people from diverse backgrounds and people with diverse abilities

● knowledge of relevant legislation from all levels of government that may affect aspects of business operations, such as:

○ anti-discrimination legislation

○ ethical principles

○ codes of practice

○ privacy laws

○ environmental issues

○ WHS

● knowledge of organisational structure, and lines of authority and communication within the organisation

● knowledge of how the project relates to organisation’s overall mission, goals, objectives and operations.


Appendix: Scenario

Max Lionel Realty

It is now time to review and finalise the project.

Work with your project team to review the outcomes, team processes and lessons learned from implementation.

Review the project’s budgetary performance and produce a budget variation report for the Chief Financial Officer.

Your Operations General Manager requires you to submit an implementation report for the Board of Directors that includes recommendations for the improvement of implementation for future projects.


Assessment methods and tasks

Methods of assessment

Through consultation with industry, the following assessment methods have been deemed appropriate for this unit

Review of portfolio of project documentation

● Assessment Task 1: Student submits draft planning documentation: project plan, budget, risk management plans, etc. for review prior to negotiation with project team.

● Assessment Task 2: Student submits any deliverables they are responsible for as per project plan agreed with team.

● Assessment Task 3: Student submits documents (budget variation report, role descriptions, acceptance of project deliverables) for sign-off.

Oral questioning ● Assessment Task 1: Student discusses planning documents and explains how documents meet assessment specifications and scenario requirements.

Observation of presentations, meetings, coaching/training sessions, etc.

● Assessment Task 2: Student demonstrates ability to communicate effectively in the context of meetings, provide support, and perform aspects of implementing plans as per individual responsibilities. For example, students, as part of project responsibilities, may present (parts of) an anti-discrimination awareness program for company employees.

Evaluation of project status reports

● Assessment Task 2: Student prepares individual status reports to track progress of project, record risk management interventions, etc.

Analysis of project reports

● Assessment Task 3: Student prepares post-implementation review of project (against objectives) with recommendations. Reviews refer to budgetary control.


Assessment mapping summary

Assessment Task Description Ass

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Ass

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/PC

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Perf

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evid

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**

Kno

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***

Define project and develop plan

Using the workplace scenario information provided, the student will determine the scope of a project and develop a portfolio of planning documentation to discuss with their General Manager (the assessor). The student will negotiate aspects of the project with their assigned project team. Finally, the student will submit planning documentation for approval.

1 Review of portfolio.

Oral questioning.

1.1, 1.2, 1.3, 1.4, 1.5, 1.6, 2.1, 2.2, 2.3, 2.4, 2.5, 2.6

1, 2, 3, 4 1, 2, 3, 4, 5, 6

Administer and monitor project

Using the workplace scenario information provided, the student will work collaboratively with their project team to administer and monitor a project (initiated, planned and discussed in Assessment Task 1) in order to achieve project deliverables.

2 Observation of meetings/presentations/coaching.

Review of project status reports.

Review of portfolio.

3.1, 3.2, 3.3, 3.4, 3.5, 3.6, 3.7

2, 3, 4, 5 1, 2, 3, 4, 5, 6

Finalise and review project

Following on from Assessment Tasks 1 and 2, the student will, drawing on consultation with their project team, complete financial recordkeeping, reassign staff to roles, complete project documentation for sign-off and review project outcomes against project scope and plan. The student will then produce a report on the project for stakeholders.

3 Analysis of project reports.

Review of portfolio.

4.1, 4.2, 4.3, 5.1, 5.2, 5.3

2, 3, 4, 5, 6

1, 4, 5, 6

* Elements and Performance Criteria are numbered using the Unit of Competency numbering system.

** Obtain number from previous table ‘Performance Evidence’


*** Obtain number from previous table ‘Knowledge Evidence’


References / recommended resourcesUndertake Project Work – BSBPMG22, 2015, 1st Edition, Version 1, Innovation and Business Industry Skills Council Ltd Australia, East Melbourne, VIC, Australia

Print

● Project Management Institute, 2013, A Guide to the Project Management Body of Knowledge (PMBOK Guide), 5th edn, Project Management Institute, Newtown Square, Pennsylvania.

● Standards Australia, 2002, AS 4915-2002 Project management – General conditions, SAI Global.

● Standards Australia, 2003, AS ISO 10006-2003 Quality management systems – Guidelines for quality management in projects, SAI Global.

● Standards Australia, 2009, AS/NZS ISO 31000:2009 Risk management – Principles and guidelines, SAI Global.

● Great Britain Office of Government Commerce, 2009, Managing Successful Projects with PRINCE2, Stationery Office Books, London.

Online

● Accounting Tools, 2014, ‘Functional organizational structure’, Accounting Tools, viewed November 2017, <http://www.accountingtools.com/functional-org-structure>.

● BusinessMate, 2010, ‘What is a functional organizational structure?’,BusinessMate.org, viewed November 2017, <http://www.businessmate.org/Article.php?ArtikelId=184>.

● Egeland, B., 2009, ‘Five key steps to closing down the project’, Project management tips, viewed November 2017, <http://pmtips.net/key-steps-closing-project/>.

● Haughey, D., 2010,‘Avoid failed projects’, Project smart,viewed November 2017, <http://www.projectsmart.co.uk/avoid-failed-projects.php>.

● Haughey, D., 2010, ‘The project management body of knowledge (PMBOK)’, Project smart, viewed November 2017, <http://www.projectsmart.co.uk/pmbok.php>.

● Inter Agency Policy and Projects Unit, 2008, ‘Project management fact sheet: why project management?’,Tasmanian Government, viewed November 2017, <http://www.egovernment.tas.gov.au/__data/assets/pdf_file/0004/78187/Why_Project_Management_Fact_Sheet.pdf>.

● Jordan, A., 2012, ‘Your project’s approved ... now what?’,ProjectManagement.com, viewed November 2017, <http://www.projectmanagement.com/articles/275421/ Your-Projects-Approved---Now-What->.


● Microsoft, 2014, ‘Project’, Office, viewed November 2017, <http://office.microsoft.com/en-au/project>.

● Office of Government Commerce, United Kingdom, 2011, ‘PRINCE2 methodology’, PRINCE2.com, viewed November 2017, <http://www.prince2.com/prince2-methodology>.

● Project Management Institute, viewed November 2017, <http://www.pmi.org>.

● Project Management Office, 2007, ‘Project management templates and FNL examples’, National Cancer Institute – Frederick: Project management resources, viewed November 2017, <http://ncifrederick.cancer.gov/Staff/ProjectManagement/ Templates.aspx>.

● Shrewsbury, L., 2011, ‘What is an agile project?’, Project manager.com.au, viewed November 2017, <http://projectmanager.com.au/agile-project/>.

● TechMediaNetwork, 2014, ‘Mac Project Management Software Review’, TopTenReviews, viewed November 2017, <http://mac-project-management-software-review.toptenreviews.com/>.

● Wallace, S., 2007, ‘Project structure and organisation’, TheePMbook, viewed November 2017, <http://www.epmbook.com/structure.htm>.

● Walsh, A., 2011, ‘5 Why’s’, Chart it now, viewed November 2017, <http://www.chartitnow.com/5_Whys.html>.

● Wideman, M., 2002, ‘Wideman comparative glossary of project management terms v3.1’, Max’s project management wisdom, viewed November 2017, <http://www.maxwideman.com/pmglossary>.


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