BSBPMG430 Undertake project work
BSBPMG430 Undertake project work
Task 2 Project
Task summary
This assessment is to be completed using the Bounce Fitness simulated work environment and use the details to create, run, finalise, and review a project based on the scenario given.
Required
Access to textbooks/other learning materials
Access to the Bounce Fitness site, including additional resources, via Canvas
Computer with Microsoft Office and internet access
Timing
Your assessor will advise you of the due date of this assessment via Canvas.
Submit
This completed workbook.
Assessment criteria
For your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all the assessment criteria. If part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate competence.
Re-submission opportunities
You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task.
If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date.
You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal.
You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.
Assessment Cover Sheet
Candidate name: Candidate ID Trainers Name: Date Submitted: Candidate declaration: I declare that:
I have read and understood all the information provided in relation to the assessment requirements to complete this unit, the instructions and the purpose and processes of undertaking this assessment task
This assessment is my own work and where others works or ideas have been borrowed, I have appropriately referenced or acknowledged them
I understand that plagiarism is a serious offence that may lead to disciplinary action.
Candidate signature:
Task 2 Written Report
General Instructions
In this task you will be required to refer to the simulated company Bounce Fitness (Access to the Bounce Fitness website details are available on Canvas) and demonstrate your ability to define, develop, administer, monitor, finalise, and review a project.
Read the case study below and complete the activities.
Introduction
Bounce Fitness is made up of four (4) fitness centres. Their head office is currently in Cairns, Queensland. The other centres are in Brisbane, (Queensland), Sydney, (New South Wales) and Melbourne, (Victoria). It is the intention of the Board of Directors that a new centre will be opened in Perth, (Western Australia).
It was established in 2001 by Margaret House as a single aerobics studio. After two years, membership increases demanded the small, leased, centre be expanded and a new facility was built on land purchased by the organisation. In 2004 a second centre was established on leased premises in Brisbane and then Sydney and Melbourne in the subsequent two years.
The Head Office remains in Cairns and a Board of Directors has been established to oversee the function of the business in all of the centres. Each centre has a Manager, who reports to the CEO in Cairns, and a team of permanently employed fitness instructors and other casual instructors, all of whom report to the Centre Manager.
The business is operated on best business practice and complies with all legislative requirements, local by-laws and is registered with the national body.
Bounce Fitness intends to market its brand through excellence in service and expertise to establish itself as a premier provider of fitness and wellness in Australia. A lot of time is invested in training the Centre staff to upgrade their professional skills and customer service to foster a loyal member base. Classes are innovative and varied with regular changes to routines and activities.
Bounce Fitness has developed choreographed fitness moves with accompanying music which is geared to the varying interests, needs and goals of the member group. It is intended that all around Australia, gym, and fitness centre members will continue to be enhancing personal performance through classes designed and produced by this business.
Classes are coupled with state-of-the-art fitness equipment to cater to those who prefer resistance training to aerobic workouts. Additional free weights allow for use by even die-hard lifters.
All centres are carpeted in areas used for stationary activities, spacious, well-ventilated, and air-conditioned to make the environment as safe and comfortable as possible. They are light and feature wrap-around mirrored walls. The decor was designed by a Brisbane firm and is updated every three years. There are showers, toilets, and lockers.
Each centre features a retail section selling fitness shoes, clothes, and other related fitness items. There is a small cafeteria which is leased to a provider who supplies healthy, low calorie drinks and light food.
Each Centre has regularly scheduled aerobic classes ranging from high intensity to low intensity. The scheduling is left to each centre but must sustain a minimum average of twelve in each class for them to continue to be held. The style of classes changes as new methods are developed to sustain interest and provide variety.
Group circuit classes are also available. They involve rotation around the different resistance equipment as instructed by the Instructor. The workout also includes interval aerobic exercises to enhance the value of the workout.
Very low intensity classes are also held in age care facilities to keep residents active. The classes incorporate light weights. This exercise contributes to the physical and mental health of participants as well as providing variety in their day.
Special classes are held in high schools for senior students, sheltered workshops and other special situations as requested and are operated as a community service, at minimal or no cost.
Funding is primarily from memberships. Memberships are sold on a one, three, six- and twelve-month basis on a decreasing fee scale. Casual members are welcome, but the daily rate is a premium one.
Each centre sells memberships to 120% of their capacity. This means that at peak times it could be quite crowded, but experience demonstrates that there is a maximum of 80% usage.
The retail arm of the business accounts for about 30% of the takings from each centre. The strategic plan for retail is set to increase investment in sales this year to 35%. Each centre will be given a budget to develop and implement a sales and marketing plan to trial. The most successful may be implemented nationally and will attract an incentive for the most successful centre.
The catering facilities, which produce 5% of the income, less any rent off-set, are currently leased to private operators. This is reconsidered during each annual planning session by the Board.
The Board of Directors have come up with some business objectives and Key Performance Indicators for the next 12 months for each of the centres. You are the Centre Manager for the Sydney Centre and are also required to meet the business objectives as per below:
Generate a 10% yearly increase in sales
Increase market penetration every quarter
Continue to cultivate Bounce Fitnesss image as the premier long-term wellness program provider
Decrease customer acquisition costs by 4% every two quarters
Lower the cost of service delivery by 1% a quarter
Holding spending, as a percentage of sales at a steady rate.
To meet the business objectives, it was decided to open a coffee shop at the Fitness Centre to bring more customers to the centre. The idea is also to have a hub where clients can also socialise after their sessions and be able to have healthy snacks and meals.
You, as the Centre Manager, are responsible for the above project for your Fitness Centre.
Part A- Define project
Access documents from the Bounce Fitness website to define the project scope. The documents you will have to access include Business Plan, Coffee Shop Marketing and Corporate Marketing Plan and any other documents form the website such as financial documents. (Copies of these documents have been downloaded for your convenience and available on Canvas under Additional Resources).
List the documents downloaded and explain how you can use these documents to define the project scope. (Approx. 50-100 words)
After you have reviewed all the documents and accessed the project scope and other workplace documents, you are required to write a project brief to define the project. In your project brief you must include the following:
Define project stakeholders e.g. explain who will be included in the project
Who is the delegating authority for the project?
What are the project parameters?
What is your responsibility and reporting requirements?
What is Bounce Fitnesss objective
Are there other Bounce Fitness projects relevant to the one you will undertake? How does this project align with Bounce Fitness objective?
Resources required for undertaking the actual project (to be recorded in your Project Scope Statement), including:
At least two (2) physical resources
At least two (2) human resources
At least one (1) technical resource
Record your answer in the Project Plan template provided in question 4 of this document. (Approx. 300 words)
Part B- Develop project plan
To develop a project plan for the coffee shop at Bounce Fitness, you met with your team to consult and discuss the following:
Confirm the project parameters
Identify project management tools which you can use to manage the project
What would be the risks involved in the project?
What budget has been allocated the project. Refer to the marketing brief for the coffee shop.
Document any notes or feedback from your colleagues in the meeting minutes below. Participants can include another learner/friend/family member/colleague. (You do not need to video record this activity)
MEETING MINUTES
Purpose, Objectives and Elements of the Meeting: Attendees: Date and time of meeting: Venue: General Business and topics discussed:
Responsibilities: Name and date: You are now required to develop a project plan which you must submit to your CEO and the Board of Directors for approval. When developing the plan, you should take the following into account:
The Project Plan provides the detailed project work plan, timescale, and resourcing requirements, against which the Project Board or Sponsor can effectively monitor and control project progress. Where a separate business case is not required, the Project Plan also provides the business justification for the project, which is reviewed as the project progresses to ensure it remains valid.
The key areas that the Project Plan should cover are:
details of the project deliverables, including timing of and responsibilities for delivery;
key project milestones;
key dependencies, constraints, and assumptions;
an overview of the major project risks;
a high-level project timeline;
resource management, including budget and other resourcing requirements.
The key considerations in the development of the plan are:
the plan must be achievable. This means that estimates must be based on consultation with the staff who will undertake the work and/or reference to historical data;
the plan should incorporate, or be informed by, lessons from previous projects;
project management and control activities (such as planning, reporting, reviewing and quality checking), as well as the activities to create the products in scope should be considered and included in the plan;
the plan should support the quality management, risk management and communication management activities required for the project.
PROJECT PLAN
Project Plan:
Specify the title of the project to be undertaken Project Manager
(Your name) Project Sponsor
Who has identified the idea for the project and initiated its further development Date
Date the document was developed Project Overview:
Brief description of what the project to be undertaken is about
Relevant Organisational Objectives
Specify two (2) organisational objectives relevant to the project to be undertaken
Relevant Organisational Projects
Specify two (2) organisational objectives relevant to the project to be undertaken
Project Parameters
Purpose of undertaking this project.
Scope Description
Specify two (2) characteristics of the expected product or service from the project.
Project Stakeholders
List three (3) stakeholders involved in this project including yourself as the project manager. Include two (2) responsibilities for the project manager and one (1) for each of the other roles.
Personnel/Role Responsibilities
Leaner Name/Project Manager Deliverables
Specify two (2) deliverables expected from the project.
Exclusions
Specify two (2) exclusions of the project.
Acceptance Criteria/Measures of Success
Specify two (2) criteria that will determine the achievement/completion of the project.
Project Constraints
List two (2) resources or events that will limit or restrict the implementation of the project.
Reporting Requirements
Outline the reporting requirements involved in this project, including any reporting processes involved
Risk Assessment Develop a Risk Management plan for the project that applies to the Fitness Industry
Likelihood
Low/Medium/High Impact
Low/Medium/High Mitigation Strategies
Risk management plan
Risk Reference The Risk (What can happen?) Source (How can this happen?) Impact (from event happening) Treatment strategies Effectiveness of treatment strategies Likelihood Consequence
Compliance commitments Highlight the key compliance commitments to the project. Consider legislation that applies to the fitness industry and may be relevant to this project.
Resource Requirements
List at least two (2) physical resources, and two (2) human resources you will require to undertake the project
Physical Resources Human Resources Technical Resources
Estimated Project Budget
Outline all expenses associated with this project, including the resource requirements, materials, labour costs, etc.
Expense Type Description Estimated Cost
Total Estimated Project Cost Project References
Log all documentation and references accessed to determine the requirements of this project
Monitoring and reporting
Provide a summary of the monitoring and reporting mechanisms that will be adopted in relation to the project and the frequency with which each will be implemented, using the table that follows. These should be agreed with the Project Sponsor. Be sure to delete any mechanisms that will not be used and add any that are not already included.
Control Purpose Frequency
Project Status Report Exception Report End Stage Report Scope Quality Issue Log, Risk Register Communication and Consultation Provide details of the communication and consultation activities undertaken and agreed with the client
MilestonesProvide details of the important markers
Status codesCopy the correct colour code into the status column
Not started In progress Complete On hold Terminated
Milestone Target Date Status
timeline Provide an overview of the project timeline using the Gantt chart below
Project Name: Project Manager: Date Prepared:
Phase, activity, task Person Response. Work effort Timeline
Description Original planned end date will be met+/- (n) task now (n) weeks ahead or behind scheduleC=task completed this week
APPROVAL OF PROJECT PLAN
APPROVED by:
Part C: Administer and monitor project
You are required to demonstrate your ability to administer and monitor the project for the coffee shop at Bounce Fitness. You will be required to take action to ensure project team members are clear about their responsibilities, provide support, establish, and maintain record keeping systems, implement and monitor plans for managing project finances and resources, complete and forward project report, undertake risk management and achieve project deliverables.
Assume that you met with the project team members to ensure that they are clear about their responsibilities and the project requirements. Document your meeting in meeting minutes and list their responsibilities. (Approx. 50-100 words).
MEETING MINUTES
Purpose, Objectives and Elements of the Meeting: Attendees: Date and time of meeting: Venue: General Business and topics discussed:
Name and responsibilities: Name and responsibilities: Name and responsibilities: Name and responsibilities: Read the scenario below and explain how you are going to support Samantha in meeting the project timelines and communicate with external stakeholders. (Approx. 50 words).
Scenario
Whilst the coffee shop is being built and the project is underway, one of your project team members, Samantha who is supposed to research some coffee machines which need to integrated into the coffee shop. Samantha is also required to source the coffee beans in the aim of obtaining the coffee machine for free. Samantha seems a little disorganised and the information was supposed to be collected and presented to the Centre Manager by last week. As the Centre Manager you know that Samantha is very capable; however, needs some support and assistance to get the required information. However, Samantha is finding it difficult to communicate with representatives and getting them to come in on time.
Complete the Recordkeeping Systems Log for this project showing how you are going to maintain the required records for the Caf Shop project for Bounce Fitness.
Recordkeeping Systems Log
Record Type Purpose Frequency
Read the scenario below and complete the activity.
Scenario
During your weekly meeting, you have reviewed previous weeks records and have found that some of the project records have not been entered into the system. You are not happy as all records need to be systematically entered and updated so that you monitor the milestones of the project.
Explain how you, as the Centre Manager, will ensure that the record-keeping system is continuously maintained. (Approx. 50 words).
Once you have completed the project scope, and identified the resources required for the project, you need to ensure that these resources are available for you to implement the project. Use the Project Resources Log on 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 one (1) technical resource
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. Document the date when you checked and accessed the resources. Ensure a relevant person has signed off that section in the Project Resources Log.PROJECT RESOURCES LOG
Project title: Project Manager: Date: Resource
Quantity
Available? Date Checked Supervisor/ Personnel Signature
Yes No Refer to the previous Risk Assessment Plan that you conducted in Question 4 and review the risk assessment plan to ensure that the project outcomes are met. Once you have reviewed the risk assessment plan and the outcomes, you are required to write a report to your CEO and Board of Directors. You must address the following key points:
include a review of the risk management plan
advise them of the progress of the project
have the project deliverables have been achieved
(Approx. 150 words)
Review of the Risk Management Plan
Objectives
Risk Management Process
Tracking and Reporting
Status codesCopy the correct colour code into the status column
Not started In progress Complete On hold Terminated
Milestone Target Date Status
Part D: Finalise and review the project
You are required to demonstrate your ability to finalise and review the project for the coffee shop for Bounce Fitness. You will be required to review your budget, transition of staff, complete project documentation, review project outcomes, involve your team members and document lessons learnt.
Read the scenario and complete the following activities.
Scenario
You have met with the Financial Controller of the project to check the project budget and if your budget is on track. During your meeting, you have identified and been informed by your Financial Controller that there is now an increased cost for the coffee beans as the coffee beans selected are imported and of very high quality. This means the cost for the coffee will increase over the next 12 months.
You are now required to review your budget and incorporate the increased costs of the coffee beans and discuss it with the Financial Controller. Present the revised budget to your CEO for sign off.
Project Budget
Expense Type Estimated Cost Actual Cost
Total Approved by: You held a final meeting with your project team and together with your team finalised the project using the Project closure report. Complete the project closure report that specifically addresses finalised financial records, how the project documentation will be archived, the transition plan for team members to new or previous roles, the outcome of the post implementation review, lessons learned and opportunities for improvement. (Approx. 150 words)
Project closure report
Name of project:
Date & location of meeting:
Names of attendees:
Overview by project manager
Summary of highlights and achievements
Review by team of the course goals, objectives/deliverables
Met Missed Partially met Comments
Schedule Budget/variance Success Factors
Lessons learned
Next steps / improvement plans / what could you do better?
Archiving of records
Transition plan for project team members
Project closure report approvals
Prepared by:
Approved by:
Approval date:
