ASSESSMENT TASK 2: Project
ASSESSMENT TASK 2: Project
Task summary
In this task, you are required to manage business resources by developing, implementing and reviewing three resource plans.
Resources and equipment required to complete this task
Your learning resources and other information for reference
Project Portfolio template
Simulation Pack and other relevant templates
When and where do I need to complete this task?
This task may be done in your own time as homework, or you may be given time to do this task in class (where applicable).
What do I need to submit?
A completed Project Portfolio templated
Section 1:
Business documents
Meeting minutes/note with relevant stakeholders
Section 2:
Scope of Requirements document
Approval request for proposal (email)
Resource Evaluation Policy and procedures
Relevant policies and procedures related to the resource
Section 4:
Evidence of corrective action
Formal report developed for management
what do I need to do if I get something wrong?
If your assessor sees that you have not completed all parts of the task completely and satisfactorily, the details of resubmission will be discussed with you when you are advised of the outcome of this task. You will only need to redo the parts of the task that are incorrect; however, you will need to resubmit the entire assessment again.
Instructions
Read the following scenario and complete the activities:
SCENARIO
This project requires you to manage business resources by developing, implementing and reviewing three resource plans.
These resources can be any type of resources that are needed to meet the business or projects objectives including physical and/or human resources.
Resources may include:
Hardware / software
Buildings / plant / machinery
Vehicles
Marketing or branding assets
Books / training resources
Intellectual Property
Human resources (e.g., labourers / customer service or administration staff)
You can do this based on the assumption that you are the team leader of a case study business or a business you work for if applicable. Its important that this business has strategic objectives in place and has the need for three resource plans to be put in place, for example, the need to employ more staff or complete purchasing to help achieve a new or existing project or business venture. Speak to your assessor to get approval if you want to base this on your own business.
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.
Analyse resource requirements
To start with, read through the Simulation Pack, or other related business information if using a real workplace so that you understand the businesss objectives and the resourcing needs.
Start working through Section 1 of your Project Portfolio. In order to do this, you will be required to:
Review the business planning
Outline the business context and the regulatory and legislative considerations
Consult with relevant stakeholders to find out the nature and level of resourcing required
Determine the internal resourcing capabilities and any external resourcing requirements
Plan for sharing of resources across departments or business units.
If using the case study in the simulation pack for this unit, you need to select one of the operational activities provided to you in the operational plan extract. Three different resources have been identified for each different activity that you will base your project on.
There are a range of activities outlined that meet the two different business objectives. Read through this information and select the activity and three resources related to that activity. A range of policies and procedures related to finance authorisation, procurement, privacy, communication and recruitment have been provided for the range of different resources you might select
Consult with stakeholders
You are required to consult with relevant stakeholders (at least two) to find out the nature and level of resourcing required. If in the workplace, you can meet with real stakeholders and invite your assessor to attend in person, online or record the meeting/s for them to watch later.
Your assessor will be looking to see that you can:
Use structure and language appropriate to the context of the meeting and the types of stakeholders you are meeting with.
Collaborate and negotiate the nature and level of resource requirements to inform planning
demonstrate effective communication skills including:
Speaking clearly and concisely
Using non-verbal communication to assist with understanding
Asking questions to identify required information
Responding to questions as required
Using active listening techniques to confirm understanding
This meeting should take 20 minutes. You will need to submit a meeting minute/note/summary of this meeting.
Complete Section 1 of your project portfolio
Develop resource plans
Develop your three resource plans in Section 2 of your Project Portfolio. As part of this step, for all three resource plans, you need to plan for:
The costs and budget associated with the resources
Timelines
The acquisition and allocation of the resources
Risk management and contingency planning
After you have completed Section 2 of your project portfolio, develop a formal Scope of Requirements document in a template of your choice (or a specific workplace template if relevant), that can be sent to the selected vendors once approval from management has been granted. Attach this to section 2 of your project portfolio.
Develop a system for monitoring the resource usage that includes a policy and procedures for the evaluation of the resource allocations. As part of the next activity steps, you will need to follow this procedure when you evaluate and report on the resource usage.
As part of this step, you are required to obtain the necessary approvals for your plans. If you are completing this for a real business or workplace, attach evidence of this such as an email trail or other formal approval documentation. If using the case study, develop an email requesting approval from the Operations Manager for your plans and attach it to your portfolio.
Complete Section 2 of your Project Portfolio.
Implement your planning and allocate the resources
Its now time to put your planning into action by negotiating and obtaining the resources according to your plans. This needs to be completed within the timeframes outlined in your planning and according to all other organisational requirements such as procurement policies. As part of this step, you will need to provide evidence that you have done this for all three of your plans which will include:
obtaining quotes
obtaining the necessary approvals to move forward
arranging the acquisition of the resources
Refer to Section 3 of your Portfolio for more details.
Ensure to work in line with the resource allocation and monitoring system and procedures developed in the previous activity step.
Complete Section 3 of your Project Portfolio to record this evidence.
Review and report on resource usage
Review the data about the resource usage for all three resources and develop a report that includes information on the usage of these three resources. In your report include:
An overview of the level of performance achieved in relation to the resource usage.
How the resource usage helped meet the business units objectives.
Suggest improvements to work practices that increase efficiency of these resources.
Provide a review of the compliance of the program and adherence to the budget.
Report on corrective action where there has been a budget overrun or goals havent been met and an action that has been implemented to achieve optimal efficiency of the resources (at least one corrective action must need to be completed for at least one resource and evidence of this needs to be provided as an attachment in this section).
Work into Section 4 of your project portfolio to plan your report and corrective action and then from your notes develop a formal report and include this report as an attachment in this section.
You may use the following scenarios for your corrective action and report:
The advertising specialist underquoted initially and on further investigation, the google ad words budget increased as the pay per click was much higher than anticipated for the last three months
There was a delay in receiving the new devices (tablets) due to COVID disruptions and these were delivered six weeks late
The online demonstration platform was much more difficult to use than accounted for and additional training needed to be paid for blowing out the budget by $10,000
The vehicle that was purchased was double-booked on two occasions.
Submit your completed Project Portfolio
Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments as indicated.
What do I need to hand in for this task? Have I completed this?
Section 1: Business documents
Meeting minutes/note with relevant stakeholders
Section 2: Scope of Requirements document
Approval request for proposal (email)
Resource Evaluation Policy and procedures
Relevant policies and procedures related to the resource
Section 4: Evidence of corrective action
Formal report developed for management
