Stakeholder Engagement Plan

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Basic Project Details

Project Title FORMTEXT

Client FORMTEXT

Point of Contact FORMTEXT

Begin Date FORMTEXT

End Date FORMTEXT

Project Duration FORMTEXT

Date Prepared FORMTEXT

Agreed Upon Project Details

Project content FORMTEXT

Project Budget FORMTEXT

Project Timelines FORMTEXT

Stakeholder Engagement Plan

Stakeholder Title/role Level of Interest

(low > medium > high) Level of Influence

(low > medium > high) Stakeholder Expectations Form of engagement Communication method Contact info

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End of Stakeholder Management Plan

Stakeholder Register Template

Project name Date of submission Project manager Project phase Project objectives Name Project Role and Scope Organisational

Role Contact Classification Interest Influence Scope of Budget Authority Assigned Department Duties Expectations Communication Requirements Support Approach

End of Stakeholder Register Template

Stakeholder Performance Review Form

Stakeholder Performance Review

STAKEHOLDER INFO

Stakeholder Name FORMTEXT Project Title FORMTEXT

Project Role FORMTEXT Reviewer Name FORMTEXT

Company Position FORMTEXT Reviewer Title FORMTEXT

Last Review Date FORMTEXT Todays Date FORMTEXT

CHARACTERISTICS

QUALITY UNSATISFACTORY SATISFACTORY GOOD EXCELLENT

FORMTEXT FORMTEXT FORMTEXT FORMTEXT FORMTEXT GOALS

ACHIEVED GOALS SET IN PREVIOUS REVIEW?

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GOALS FOR NEXT REVIEW PERIOD

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SUCCESS PERFORMANCE PLAN

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COMMENTS AND APPROVAL

COMMENTS

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EMPLOYEE SIGNATURE REVIEWER SIGNATURE End of Stakeholder Performance Review Form Template

Feedback and Improvements Documentation

Basic Project Details

Project Title FORMTEXT

Client FORMTEXT

Point of Contact FORMTEXT

Begin Date FORMTEXT

End Date FORMTEXT

Project Duration FORMTEXT

Date Prepared FORMTEXT

Feedback and Improvements Documentation

Feedback Recommended Improvements Action Plan

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Add rows as necessary

End of Feedback and Improvements Documentation Template

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BSBPMG533 - Manage project costAssessment Answer Paper

Qualification: BSB50820

Diploma of Project Management

Training Package: Due Date: Week 4 Assessment Type:

Assessment Guidelines

Please read the following assessment guidelines carefully.

The purpose of this activity is to assess your knowledge and skills in

If you have any considerations that may affect your performance in the assessment, please inform your assessor immediately. Your assessor will provide you with a suitable alternative to complete this assessment.

Your assessor will mark your assessment and provide feedback and a grade to you via the assessment submission on Moodle.

If you feel the decision made by your assessor was incorrect you have the rights to appeal the grading through filling out an appeals form which will then be handle by the Academic Manager.

A NYS (not yet satisfactory) result of this task may be returned to you for a re-assessment. Re-assessments must be submitted by an agreed date with your assessor.

The re-assessment work must address the specific performance tasks beyond doubt for the assessor to issue a satisfactory (pass) result. A repeat NYS outcome could lead to an administration fee for further reassessment.

All work must be done individually. Copied work will not be accepted and

By adding my name to this document, I hereby declare the work is my own and has not been copied from any other source.

Student NAME:Click or tap here to enter text. Date:Click or tap to enter a date.

Student Signature:Click or tap here to enter text.Table of Contents TOC o "1-3" h z u

Table of Contents PAGEREF _Toc74997743 h 1Instructions to Learner PAGEREF _Toc74997744 h 2Assessment instructions PAGEREF _Toc74997745 h 2Assessment requirements PAGEREF _Toc74997746 h 5Candidate Details PAGEREF _Toc74997747 h 6Assessment BSBPMG533: Manage project cost PAGEREF _Toc74997748 h 6Observation/Demonstration PAGEREF _Toc74997749 h 7Activities PAGEREF _Toc74997750 h 8Activity 1A PAGEREF _Toc74997751 h 8Activity 1B PAGEREF _Toc74997752 h 9Activity 1C PAGEREF _Toc74997753 h 10Activity 1D PAGEREF _Toc74997754 h 11Activity 2A PAGEREF _Toc74997755 h 12Activity 2B PAGEREF _Toc74997756 h 13Activity 2C PAGEREF _Toc74997757 h 14Activity 2D PAGEREF _Toc74997758 h 15Activity 3A PAGEREF _Toc74997759 h 16Activity 3B PAGEREF _Toc74997760 h 17Activity 3C PAGEREF _Toc74997761 h 18Summative Assessments PAGEREF _Toc74997762 h 19Section A: Skills Activity PAGEREF _Toc74997763 h 20Section B: Knowledge Activity (Q & A) PAGEREF _Toc74997764 h 23Section C: Performance Activity PAGEREF _Toc74997765 h 25Case Studies PAGEREF _Toc74997766 h 27Case Study A Sprucing up the workplace PAGEREF _Toc74997767 h 27Case Study B Project costs PAGEREF _Toc74997768 h 29Case Study C Actual expenditure PAGEREF _Toc74997769 h 30Case Study D Project completion PAGEREF _Toc74997770 h 31Case Study E Finishing the project PAGEREF _Toc74997771 h 33Workplace Documentation for learner PAGEREF _Toc74997772 h 34Workplace documents checklist PAGEREF _Toc74997773 h 34Instructions to LearnerAssessment instructionsOverviewPrior to commencing the assessments, your trainer/assessor will explain each assessment task and the terms and conditions relating to the submission of your assessment task. Please consult with your trainer/assessor if you are unsure of any questions. It is important that you understand and adhere to the terms and conditions, and address fully each assessment task. If any assessment task is not fully addressed, then your assessment task will be returned to you for resubmission. Your trainer/assessor will remain available to support you throughout the assessment process.

Written workAssessment tasks are used to measure your understanding and underpinning skills and knowledge of the overall unit of competency. When undertaking any written assessment tasks, please ensure that you address the following criteria:

Address each question including any sub-points

Demonstrate that you have researched the topic thoroughly

Cover the topic in a logical, structured manner

Your assessment tasks are well presented, well referenced and word processed

Your assessment tasks include your full legal name on each and every page.

Active participationIt is a condition of enrolment that you actively participate in your studies. Active participation is completing all the assessment tasks on time.

PlagiarismPlagiarism is taking and using someone else's thoughts, writings or inventions and representing them as your own. Plagiarism is a serious act and may result in a learners exclusion from a course. When you have any doubts about including the work of other authors in your assessment, please consult your trainer/assessor. The following list outlines some of the activities for which a learner can be accused of plagiarism:

Presenting any work by another individual as one's own unintentionally

Handing in assessments markedly similar to or copied from another learnerPresenting the work of another individual or group as their own work

Handing in assessments without the adequate acknowledgement of sources used, including assessments taken totally or in part from the internet.

If it is identified that you have plagiarised within your assessment, then a meeting will be organised to discuss this with you, and further action may be taken accordingly.

CollusionCollusion is the presentation by a learner of an assignment as their own that is, in fact, the result in whole or in part of unauthorised collaboration with another person or persons. Collusion involves the cooperation of two or more learners in plagiarism or other forms of academic misconduct and, as such, both parties are subject to disciplinary action. Collusion or copying from other learners is not permitted and will result in a 0 grade and NYC.

Assessments must be typed using document software such as (or similar to) MS Office. Handwritten assessments will not be accepted (unless, prior written confirmation is provided by the trainer/assessor to confirm).

Competency outcomeThere are two outcomes of assessments: S = Satisfactory and NS = Not Satisfactory (requires more training and experience).Once the learner has satisfactorily completed all the tasks for this module the learner will be awarded Competent (C) or Not yet Competent (NYC) for the relevant unit of competency.

If you are deemed Not Yet Competent you will be provided with feedback from your assessor and will be given another chance to resubmit your assessment task(s). If you are still deemed as Not Yet Competent you will be required to re-enrol in the unit of competency.

Additional evidence

If we, at our sole discretion, determine that we require additional or alternative information/evidence in order to determine competency, you must provide us with such information/evidence, subject to privacy and confidentiality issues. We retain this right at any time, including after submission of your assessments.

Confidentiality

We will treat anything, including information about your job, workplace, employer, with strict confidence, in accordance with the law. However, you are responsible for ensuring that you do not provide us with anything regarding any third party including your employer, colleagues and others, that they do not consent to the disclosure of. While we may ask you to provide information or details about aspects of your employer and workplace, you are responsible for obtaining necessary consents and ensuring that privacy rights and confidentiality obligations are not breached by you in supplying us with such information.

Assessment appeals processIf you feel that you have been unfairly treated during your assessment, and you are not happy with your assessment and/or the outcome as a result of that treatment, you have the right to lodge an appeal. You must first discuss the issue with your trainer/assessor. If you would like to proceed further with the request after discussions with your trainer/assessor, you need to lodge your appeal to the course coordinator, in writing, outlining the reason(s) for the appeal.

Recognised prior learningCandidates will be able to have their previous experience or expertise recognised on request.

Special needsCandidates with special needs should notify their trainer/assessor to request any required adjustments as soon as possible. This will enable the trainer/assessor to address the identified needs immediately.

Assessment requirementsAssessment can either be:

Direct observation

Product-based methods e.g. reports, role plays, work samples

Portfolios annotated and validated

Questioning.

The assessment activities in this workbook assess aspects of all the elements, performance criteria, skills and knowledge and performance requirements of the unit of competency.

To demonstrate competence in this unit you must undertake all activities (formative and summative) in this workbook and have them deemed satisfactory by the assessor. If you do not answer some questions or perform certain tasks, and therefore you are deemed to be Not Yet Competent, your trainer/assessor may ask you supplementary questions to determine your competence. Once you have demonstrated the required level of performance, you will be deemed competent in this unit.

Should you still be deemed Not Yet Competent, you will have the opportunity to resubmit your assessments or appeal the result.

As part of the assessment process, all learners must abide by any relevant assessment policies as provided during induction.

If you feel you are not yet ready to be assessed or that this assessment is unfair, please contact your assessor to discuss your options. You have the right to formally appeal any outcome and, if you wish to do so, discuss this with your trainer/assessor.

Candidate DetailsAssessment BSBPMG533: Manage project costPlease complete the following activities and hand in to your trainer/assessor for marking. This forms part of your assessment for BSBPMG533: Manage project cost.

Declaration

I declare that no part of this assessment has been copied from another persons work with the exception of where I have listed or referenced documents or work and that no part of this assessment has been written for me by another person. I also understand the assessment instructions and requirements and consent to being assessed.

If activities have been completed as part of a small group or in pairs, details of the learners involved should be provided below:

This activity workbook has been completed by the following persons and we acknowledge that it was a fair team effort where everyone contributed equally to the work completed. We declare that no part of this assessment has been copied from another persons work with the exception of where we have listed or referenced documents or work and that no part of this assessment has been written for us by another person.

Learner 1:____________________________________________________________Signed:____________________________________________________________Learner 2:____________________________________________________________Signed:____________________________________________________________Learner 3:____________________________________________________________Signed:____________________________________________________________

Observation/DemonstrationThroughout this unit, you may be expected to show your competency of the elements through observations or demonstrations. Your trainer/assessor will have a list of demonstrations you must complete or tasks to be observed. The observations and demonstrations will be completed as well as the activities found in this workbook.

Observation and evidence checklists have been included for all performance criteria in the Assessor Workbook, but the assessor only needs to record evidence in this document if they deem it necessary to judge competency for that particular activity.

An explanation of observations and demonstrations:

Observation is on-the-jobThe observation will usually require:

Performing a work-based skill or task

Interaction with colleagues and/or customers.

Demonstration is off-the-jobA demonstration will require:

Performing a skill or task that is asked of you

Undertaking a simulation exercise.

Your trainer/assessor will inform you of which one of the above they would like you to do. The observation/demonstration will cover one of the units elements.

The observation/demonstration will take place either in the workplace or the training environment, depending on the task to be undertaken and whether it is an observation or demonstration. Your trainer/assessor will ensure you are provided with the correct equipment and/or materials to complete the task. They will also inform you of how long you have to complete the task.

You should be able to demonstrate the skills, knowledge and performance criteria required for competency in this unit, as seen in the Learner Guide.

ActivitiesComplete the following activities individually or in a group (as applicable to the specific activity and the assessment environment).

Activity 1AEstimated Time 50 Minutes

Objective To provide you with an opportunity to identify resource requirements for individual tasks identified in the work breakdown structure in consultation with relevant stakeholders.

Equipment needed Access to peers

Suitable space for a roleplay.

This activity will need to be observed. The assessor has a checklist of criteria they will base your assessment on.

Refer to Case Study A Sprucing up the workplace

This is a roleplay activity to be conducted in groups of four. You are playing the role of project cost manager while the other participants will be stakeholders.

Hold a meeting to identify the resource requirements for the five individual tasks listed in the work breakdown structure. You will need to consult the stakeholders in order to reveal this information.

Once you have collected all the necessary details, summarise the tasks in a flowchart (example provided in Chapter 1.1 of the Learner Guide) and list the resources required. *}

{*Activity 1BEstimated Time 30 Minutes

Objective To provide you with an opportunity to estimate project costs for project budget to be prepared within agreed tolerances.

Equipment needed Calculator.

This activity does not require observation.

Refer to Case Study B Project costs (and Case Study A where required)

Give a ballpark estimation for the planting component of the project.

Calculate a definitive estimation for the entire project.

Calculate a budget tolerance of 10% for the project.

Perform a three-point estimation for one of the tasks listed in the project. *}

{*Activity 1CEstimated Time 1 Hour

Objective To provide you with an opportunity to develop a project budget.

This activity does not require observation.

Refer back to Case Studies A & B

Identify one direct cost and one indirect cost of the project.

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Complete the following risk assessment with two potential risks of the project:

Risk Level Strategy/cost/budget

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Create a summary page of all costs calculated for the entire project. You should clearly identify the five different components, and costs are to be broken down into as much detail as possible.

Attach your project budget to your workbook. *}

{*Activity 1DEstimated Time 55 Minutes

Objective To provide you with an opportunity to develop a cost-management plan for project finances according to scope of responsibility.

This activity does not require observation.

Develop an informal cost-management plan for the project seen in Case Studies A & B.

You must:

Identify tasks that produce costs

List the materials needed for the project

Create a timeline for the project

State the metrics used to measure costs.

Identify the best method for reporting your informal cost-management plan.

Give six effects the scope of responsibility has on activities. *}

{*Activity 2AEstimated Time 20 Minutes

Objective To provide you with an opportunity to implement agreed financial-management processes and procedures for monitoring actual expenditure against budget.

This activity does not require observation.

Refer to Case Study C Actual expenditure

Complete the following critical path schedule using the progress information detailed in the Case Study:

WBS component Current date

Title Budget Actual Difference

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How does this impact the agreed budget? *}

{*Activity 2BEstimated Time 30 Minutes

Objective To provide you with an opportunity to identify cost variations and evaluate alternative actions.

This activity does not require observation.

Identify the four formulas for the following cost variation calculations and give a brief description of their usage:

Schedule variance

Schedule performance index

Cost variance

Cost performance index.

You have carried out an analysis to evaluate alternative actions. The analysis has revealed low productivity. Identify four possible reasons why there may be low productivity and how this can be remediated. *}

{*Activity 2CEstimated Time 30 Minutes

Objective To provide you with an opportunity to identify how to implement and monitor agreed actions for maintaining financial objectives.

This activity does not require observation.

Briefly explain the following characteristics of implementing agreed actions to maintain any financial objectives:

Realistic

Clear

Measurable.

Briefly describe the essential components of monitoring and reporting agreed actions.

Summarise the following three corrective actions:

Action

Change

Forecast. *}

{*Activity 2DEstimated Time 45 Minutes

Objective To provide you with an opportunity to provide accurate and timely financial reports.

This activity does not require observation.

Refer to Case Study D Project completion

Using the information provided, complete a financial report using the following template: *}

Project Phase Budgeted Cost Actual Cost Comments

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{*Activity 3AEstimated Time 30 Minutes

Objective To provide you with an opportunity to identify how to conduct activities to signify financial completion according to task and organisational requirements.

This activity does not require observation.

Refer to Case Study E Finishing the project

Make a checklist of activities required to signify financial completion according to the task and organisational requirements listed.

Checklists must cover:

Overall finalisation processes

Specific organisational activities

Records to be finalised. *}

{*Activity 3BEstimated Time 30 Minutes

Objective To provide you with an opportunity to review project outcomes using available records.

This activity does not require observation.

Refer to Case Study D Project completion

Review the overall project outcomes by answering the following questions:

Were the estimated costs roughly accurate?

What was the total cost overall?

Was the total cost in line with budgetary expectations and allowances?

Did the individual elements of the project meet cost expectations?

What elements of the project were under- or overspent?

What were the lessons learned?

Did any contingencies occur? *}

{*Activity 3CEstimated Time 30 Minutes

Objective To provide you with an opportunity to review cost-management issues and document improvements.

This activity does not require observation.

List five potential cost-management issues.

Create an advice checklist you could share with colleagues when reviewing cost-management issues.

Thinking about the project seen across the case studies, identify four areas for future improvements. *}

{*Summative AssessmentsThe summative assessments are the major activities designed to assess your skills, knowledge and performance, as required to show competency in this unit. These activities should be completed after finishing the Learner Guide. You should complete these as stated below and as instructed by your trainer/assessor.

Skills, knowledge, and performance may be termed as:

Skills skill requirements, required skills, essential skills, foundation skills

Knowledge knowledge requirements, required knowledge, essential knowledge, knowledge evidence

Performance evidence requirements, critical aspects of assessment, performance evidence.

Section A: Skills Activity

The Skills Activity is designed to be a series of demonstrative tasks that should be assessed by observation (by the assessor or third party, depending on the circumstances). In some cases, skills will be demonstrated in writing, where the criteria fits.

It will demonstrate all of the skills required for this unit of competency your assessor will provide further instructions to you, if necessary.

Section B: Knowledge Activity (Q & A)

The Knowledge Activity is designed to be a verbal questionnaire where the assessor asks you a series of questions to confirm your competency for all of the required knowledge in the unit of competency.

Section C: Performance Activity

The Performance Activity is designed to be a practical activity performed either in the workplace or a simulated environment. You should demonstrate the required practical tasks for the unit of competency and be observed by the assessor and/or third party, as applicable to the situation. If the third party is required to observe you, you will need to make the required arrangements with them.

If necessary for the activities, you should attach completed written answers, portfolios, or any evidence of competency to this workbook.

Section A: Skills ActivityObjective: To provide you with an opportunity to show you have the required skills for this unit.

This activity will enable you to demonstrate the following skills:

Reading:

interprets and analyses textual information from a range of sources

reviews and interprets information related to budget

Writing:

drafts and develops documents using appropriate format and language for context

Oral communication:

participates in verbal exchanges using clear language and appropriate tone and syntax to provide relevant information

uses active listening and questioning to elicit views and opinions of others

Numeracy:

uses mathematical formulae to calculate resources against predetermined budgets, solve variances and finalise project costs

Initiative and enterprise:

adheres to organisational policies and procedures and understands responsibilities of own role

Teamwork:

selects and uses appropriate conventions and protocols when communicating with internal and external stakeholders to confirm requirements, seek guidance or share information

Planning and organising:

plans and schedules complex activities, monitors implementation and manages relevant communication

monitors actions against goals, adjusting plans and resources where necessary

uses analytical skills to review and evaluate process and decide on future improvements

uses digital applications to access, organise, integrate and share relevant information in effective ways.

Answer the activity in as much detail as possible.

Equipment needed:

Access to peers

Suitable space for meetings and roleplays

Example budgets and relevant workplace documentation and resources

Access to appropriate digital applications.

Questions 2 & 5 will need to be observed. The assessor has a checklist of criteria they will base your assessment on.

The assessor will provide you with two example budgets. Read the information and summarise the following key details for both:

Objective of the project

Resources required

Budget details including tolerance

Project monitoring methods

Contingency plans and adjustments made

Method of recording expenditure

Outcomes and review of cost-management techniques.

This activity will need to be observed. The assessor has a list of criteria to base your assessment on.

In groups of three to four, discuss your findings from Question 1. Using clear and appropriate language, provide the group with the key elements from both budgets and ask all participants for their opinions on the cost-management techniques used.

Summarise the opinions gathered from all participants in Question 2. Ensure your document is no longer than one page, informal, and clear to read and understand.

(Attach your document to your workbook.)

Referring to your document created in Question 3, decide on one future improvement for each project.

For each improvement, detail:

Activities and schedule required

Implementation methods

Communication needed

Ways to monitor actions against goals

Possible contingency and adjustments required.

Email a copy of your improvement plans to the assessor.

This activity will need to be observed. The assessor has a list of criteria to base your assessment on.

This is a roleplay activity to be conducted in groups of three. You will play the role of project cost manager and the other two participants will be an internal stakeholder and an external stakeholder.

Hold a meeting to present one future improvement plan from Question 4. Ensure your presentation is no longer than 15 minutes, use formal and appropriate language choices, and confirm the stakeholders understanding.

(Use a digital application to support your presentation, e.g. PowerPoint, printed documents.)

Use a basic formula to identify cost variance in the following scenario:

An organisation wants to have their garden development project completed in the next nine months. The cost of the project is $500,000. After four months, $300,000 has been spent, and 20 percent of the work has been completed.

Calculate the projects cost variance (CV) and identify if the project is over or under budget.

Refer to Case Study E Finishing the project

Identify four organisational standards and four responsibilities of your role.

Section B: Knowledge Activity (Q & A)Objective: To provide you with an opportunity to show you have the required knowledge for this unit.

The answers to the following questions will enable you to demonstrate your knowledge of:

Appropriate budgeting processes, tools and techniques

Methods and tools for costing and cost analysis

Strategies for managing costs and their application in different situations

Processes for reviewing costs against outcomes

Cost-analysis methods and tools for identifying and evaluating cost variations

Key organisational policies and procedures applicable to this role.

Answer each question in as much detail as possible.

Identify one example for each of the following:

Budgeting processes

Budgeting tools

Budgeting techniques. *}

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{*Briefly describe the following costing and cost analysis processes, tools and techniques:

Ballpark estimations

Three-point estimations

Resource cost rates estimation software

Top-down approach

Bottom-up approach. *}

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{*List five direct costs and five indirect costs that might be considered in project cost planning. *}

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{*Identify five cost estimating tools, four cost budgeting tools and five cost control tools. *}

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{*Give four steps commonly found in general cost-management plans. *}

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{*Create a basic template for a critical path schedule that will help review costs against outcomes. (Attach your template to your workbook.)

Give five examples of key performance indicators (KPIs) that can be used in the assessment of project expenditures. *}

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{*Identify the formula and its usage for each of the following cost-analysis methods when dealing with cost variations:

Schedule variance

Schedule performance index

Cost variance

Cost performance index. *}

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{*In all organisational policies and procedures, what five characteristics make up financial reports? *}

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{*Give five examples of key financial management processes and procedures. *}

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{*Section C: Performance ActivityObjective: To provide you with an opportunity to demonstrate the required performance elements for this unit.

This activity will enable you to demonstrate the following performance evidence:

Manage project cost on at least two occasions.

In the course of the above, you must:

Monitor costs across a projects life cycle including solving cost variations and analysing possible alternatives

Record expenditure, create accurate financial reports and review cost-management processes.

Answer the activity in as much detail as possible.

Equipment needed:

Relevant workplace documentation and resources

Example budgets and other financial documents

Access to peers

Suitable spaces for communication and teamwork.

Question 1 will need to be observed. The assessor has a checklist of criteria they will base your assessment on. Question 2 requires submission of documentation.

As a real or simulated workplace activity directed by the assessor, you must manage project costs on two separate occasions. These projects should be relevant to your business industry and experience.

For both projects, you must:

Identify resource requirements for individual tasks

Consult stakeholders where required

Estimate project costs for the project budget

Stay within agreed tolerances at all timesDevelop a project budget

Create a cost-management plan for the projects finances

Act within scope of responsibility at all timesImplement the agreed financial-management processes and procedures to monitor actual expenditure versus the budget

Identify any cost variations and analyse possible alternatives

Implement and monitor any agreed actions

Make a record of all expenditure.

For both projects managed in Question 1, create accurate financial reports summarising your findings and review any cost-management processes utilised.

Both reports must:

Document all finances relevant to the project

Present information clearly, concisely and accurately

Contain logical, well organised and appropriate detailsInclude a comprehensive review of project outcomes

Identify any issues and document possible improvements.

Attach both reports to your workbook.

Case StudiesCase Study A Sprucing up the workplaceYou have been asked to manage costs for a project to update the outside space in front of the organisations buildings. Currently, there is a concrete area with no greenery, and the company would like to improve appearances, help nature, and create an area for employees to spend breaks. The start date is June 26th and the directors would like it completed by the end of July at the latest.

There are five major components of the project:

Concrete removal

Turf/lawn

Planting

Paving

Shaded area.

The following information is to be used during the roleplay, and only the relevant stakeholder should read the details below.

FOR STAKEHOLDER ONE ONLY

You will provide information on the concrete removal and turf/lawn components of the project:

Concrete removal:

first task in the project and requires outside services to be hired

employees to be informed of the construction work one week before the project commences

area to be surrounded by barriers and warning signs

access required for company equipment and removal lorries

100m of concrete to be removed

specialist company required for five days

removal company required for one day

Turf/lawn:

50m top soil and 50m turf required

specialist company required for five days

company to return one week after the turf has been installed to add treatment

ten signs required to ask employees not to walk on the grass (one month only).

FOR STAKEHOLDER TWO ONLY

You will provide information on the planting and paving components of the project:

Planting:

465 plants required (to cover 20m)

planting to be staggered according to size and placement

specialist company required for five days

sprinkler system required and connection to water source

Paving:

30m paving slabs required

specialist company required for four days

barriers and signage required for two days.

FOR STAKEHOLDER THREE ONLY

You will provide information on the shaded area component of the project:

Shaded area:

20m 165gsm polyester material

six wooden posts

assortment of fixings, e.g. stainless steel D-rings

specialist company required for one day for installation

selection of benches, chairs and tables.

Case Study B Project costsBelow are the current costs of materials and services required for the project, estimates and quotations are valid until the end of the year.

Turf: $35 per m

Turf labour: $150 per day

Top soil and labour: $15 per m

Project manager: 25 hours ($45 per hour)

Concrete removal companies: $6,500 (groundwork) and $3,400 (removal)

All safety and warning signage: $155

465 plants: $3,325

Planting company: $150 per day

Sprinkler system, installation and connection: $680

Paving: $42 per m

Paving specialist company: $220 per day

Shade material: $18 per m

Wooden posts: $35 each

Shaded area fixings: $135 (approximately)

Shading installation: $290

Benches, chairs and tables: 5500 (budget).

Case Study C Actual expenditureThe organisation received your project budget and cost-management plan, and the directors have agreed on a budget of $30,000.

Work commenced on June 26th as planned, and you now have two weeks of actual expenditure to monitor against the budget.

Project component progress:

Concrete removal completed in six days: $9,900 + $600 (company required extra morning to take remaining concrete)

Turf has been delayed due to the bad weather (approximate five days behind schedule)

Plants ordered and received (ready for planting company to arrive): $3,000 (offered a discount because it was a large order)

Shade installation team have recommended a different material that is more suitable for wet weather: $20 per m.

Case Study D Project completionBelow are the notes taken during the project to create a greener space outside of the organisations buildings. The project is now complete, and you have been asked to provide a basic financial report.

As a reminder, initial estimations totalled $27,970 and the organisation allowed $30,000 as the budget.

Concrete removal:

specialist company successfully broke up existing concrete within the estimated timeframe, cost $6,500 as agreed

removal company underestimated the amount of concrete to be removed and required an extra day with another available lorry, extra $600 ($4,000 total)

signage and safety issues implemented according to legislation, noise kept to a minimum during work hours

all signage required cost $100 ($155 estimated)

colleagues volunteered time to help lorries access the area

Turf/lawn:

50m turf ($1,750) and 50m top soil/labour ($750) as agreed

turf labour increased by three days due to bad weather, budgeted $900 (actual cost $1,350)

Planting:

plant order (465 plants) large enough to warrant discount, budgeted $3,325 (actual cost $3,000)

planting company needed four days to complete project (budgeted $750, cost $600)

sprinkler system, installation and connection totalled $680 (as budgeted)

new costing required for ongoing utility charges (water, $65 extra per month)

Paving:

30m paving purchased ($1,260) and 5m not required (return value $210)

paving specialist company required for four days ($880 as agreed)

Shaded area:

changed material as recommended by specialist, new cost is $20 per m (20m)

6 x wooden posts ($35 each)

shading installation required further digging work, new cost $350 (estimated $290)

shading fixings came in at $255 (estimated $135)

3 x benches ($1,000), 20 x chairs ($3,500), 5 x tables ($1,500) budgeted $5,500

Other:

project manager worked extra 10 hours over the agreed 25 ($45 per hour).

Case Study E Finishing the projectThe organisation has created a document to outline the requirements of the finalisation process.

You must:

Check all components of the project are finished

Identify any variances to the Critical Path Schedule (CPS)

Check activity completions and ongoing requirements

Identify key future dates for checks and maintenance.

Organisational standards:

Project financial plan complete when objectives have been formally accepted and approved

Acceptance and approval needed from project sponsor and stakeholders

Signatures required on all approval documentation

Variances to be noted and explained on reports.

You must submit:

Budgets, commitment/schedule, expenditure

Cash flows

Lessons learned

Cost-management plans

Invoice and payment summaries

Lists of future potential costs

Project files and records

Quotations and invoices

Recommended and approved courses of action

Stakeholder reports.

Workplace Documentation for learnerWorkplace documents checklist To demonstrate and support workplace knowledge, workplace documents can be submitted to the assessor or third party. Indicate in the table below the documents that have been provided. Please refer to your trainer/assessor if clarification is required or if you have any further questions on what you are able to provide or use.

Document name/description Document attached

Click or tap here to enter text.

Yes No Click or tap here to enter text.

Yes No For RTO use only

Have originals or digital copies been supplied for the workplace documents? Yes No If not originals, have the originals been validated or checked? Yes No Learners signature

Click or tap here to enter text.

Assessors signature

Click or tap here to enter text.

center-61520300

BSBPMG538 - Manage project stakeholder engagementAssessment Answer Paper

Qualification: BSB50820

Diploma of Project Management

Training Package: Due Date: Week 4 Assessment Type:

Assessment Guidelines

Please read the following assessment guidelines carefully.

The purpose of this activity is to assess your knowledge and skills in

Your assessor will mark your assessment and provide feedback and a grade to you via the assessment submission on Moodle.

If you feel the decision made by your assessor was incorrect you have the rights to appeal the grading through filling out an appeals form which will then be handle by the Academic Manager.

A NYS (not yet satisfactory) result of this task may be returned to you for a re-assessment. Re-assessments must be submitted by an agreed date with your assessor.

All work must be done individually. Copied work will not be accepted and

By adding my name to this document, I hereby declare the work is my own and has not been copied from any other source.

Student NAME:Date:

Student Signature:

This document was developed by Compliant Learning Resources.

2020 Compliant Learning Resources.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise without the prior written permission of Compliant Learning Resources.

Version Control & Document History

Date Summary of Modifications Version

20 November 2020 Version 1.0 released for publishing 1.0

Table of Contents TOC o "1-3" h z u

Introduction PAGEREF _Toc56765436 h 5Competency-Based Assessments PAGEREF _Toc56765437 h 6Assessing Nationally-Recognised Training PAGEREF _Toc56765438 h 7Dimensions of Competency PAGEREF _Toc56765439 h 8Reasonable Adjustment PAGEREF _Toc56765440 h 9The Unit of Competency PAGEREF _Toc56765441 h 9The Context of Assessment PAGEREF _Toc56765442 h 10Assessment Methods PAGEREF _Toc56765443 h 11Resources Required for Assessment PAGEREF _Toc56765444 h 11Assessment Workbook Cover Sheet PAGEREF _Toc56765445 h 13Knowledge Assessment PAGEREF _Toc56765446 h 14Practical Assessment PAGEREF _Toc56765447 h 19Candidate Instructions PAGEREF _Toc56765448 h 19Practical Assignment PAGEREF _Toc56765449 h 20Overview PAGEREF _Toc56765450 h 20Task I. Access and Review Project Stakeholder Information PAGEREF _Toc56765451 h 21Task II. Access and Review Organisation Procedures PAGEREF _Toc56765452 h 22Workplace Assessment PAGEREF _Toc56765453 h 23Overview PAGEREF _Toc56765454 h 23Part I. Project Planning PAGEREF _Toc56765455 h 251.1 Identify Project Stakeholders PAGEREF _Toc56765456 h 251.2 Agree on Project Details with Stakeholders PAGEREF _Toc56765457 h 261.3 Develop a Stakeholder Management Plan PAGEREF _Toc56765458 h 271.4 Advise Stakeholders of Project Management Issues PAGEREF _Toc56765459 h 28Part II. Project Implementation and Monitoring PAGEREF _Toc56765460 h 292.1 Develop Knowledge Systems PAGEREF _Toc56765461 h 292.2 Confirm that Project Roles are Followed PAGEREF _Toc56765462 h 302.3 Conduct Stakeholder Performance Reviews PAGEREF _Toc56765463 h 322.4 Address Development Needs and Opportunities of Stakeholders PAGEREF _Toc56765464 h 332.5 Support Interpersonal Skills Development of Project Team Members PAGEREF _Toc56765465 h 34Part III. Project Closure PAGEREF _Toc56765466 h 353.1 Communicate Information PAGEREF _Toc56765467 h 353.2 Seek and Respond to Stakeholder Feedback PAGEREF _Toc56765468 h 363.3 Document Feedback and Improvements PAGEREF _Toc56765469 h 38Assessment Workbook Checklist PAGEREF _Toc56765470 h 39Record of Assessment (Assessors Use Only) PAGEREF _Toc56765471 h 45

IntroductionThe assessments in this workbook are divided into two categories: Knowledge Assessment and Practical Assessment.

The Knowledge Assessment is a set of general and workplace questions testing your knowledge and understanding of the general theory behind the unit.

You must answer all Knowledge Assessment Questions using your own words. However, you may refer to your Learner Guide and other relevant resources and learning materials to complete this assessment.

Some questions cover processes you would likely encounter in a workplace. Ideally, you should be able to answer these questions based on the processes that are currently in place in your workplace. However, if you do not currently have access to a workplace, then answer the questions based on processes that should be implemented in a typical workplace setting.

The Practical Assessment is made up of the Practical Assignment, and Workplace Assessment. This assessment tests your practical skills with respect to the requirements of the unit of competency relevant in this workbook.

The Practical Assessment requires you to complete and submit workplace documents and other documentation relevant to the unit of competency.

The evidence you submit must be your own work except where due reference is made and where you are required to submit supplementary workplace documents such as policies and procedures.

When completing the assessments included in this workbook:

Read the instructions provided in each task carefully before attempting to complete the task. The instructions will guide you on how to answer the question or complete the task satisfactorily.

Follow the steps provided in each task.

If the question instructs you to describe, provide a description as your response. If the question instructs you to list, provide a list as your response.

Where there is a number of required responses, provide the required number of responses. For example, if you are asked to list three responses, provide three responses.

Ensure that all your submissions for this assessment indicate your first and last name and that these submissions have been named according to the file naming convention prescribed in each task.

Competency-Based AssessmentsDefinition of Competency

Assessment in this context can be defined as the fair, valid, reliable, and flexible gathering and recording of evidence to support the judgement on whether competency has been achieved. Skills and knowledge (developed in a structured learning situation, at work, or in some other context) are assessed against national standards of competence required by industry, rather than compared with the skills and knowledge of other candidates.

The features of a competency-based assessment system are:

It is focused on what candidates can do and whether it meets the criteria specified by the industry as competency standards.

Assessment should mirror the environment the candidate will encounter in the workplace.

Assessment criteria should be clearly stated to the candidate at the beginning of the learning process.

Assessment should be holistic. That is, it aims to assess as many elements and/or units of competency as is feasible at one time.

In competency assessment, a candidate receives one of only two outcomes competent or not yet competent.

The basis of assessment is in applying knowledge for some purpose. In a competency system, knowledge for the sake of knowledge is seen to be ineffectual unless it assists a person in performing a task to the level required in the workplace.

The emphasis in assessment is on assessable outcomes that are clearly stated for the trainer and candidate. Assessable outcomes are tied to the relevant industry competency standards where these exist. Where such competencies do not exist, the outcomes are based upon those identified in a training needs analysis.

Assessing Nationally-Recognised TrainingDeveloping and conducting assessment, in an Australian Vocational Education and Training (VET) context, is founded on the Principles of Assessment and the Rules of Evidence:

Principles of Assessment

Assessment must be validAssessment must include the full range of skills and knowledge needed to demonstrate competency.

Assessment must include the combination of knowledge and skills with their practical application.

Assessment, where possible, must include judgements based on evidence drawn from a number of occasions and across a number of contexts.

Assessment must be reliableAssessment must be reliable and must be regularly reviewed to ensure that assessors are making decisions in a consistent manner.

Assessors must be trained in national competency standards for assessors to ensure reliability.

Assessment must be flexibleAssessment, where possible, must cover both the on- and off-the-job components of training within a course.

Assessment must provide for the recognition of knowledge, skills, and attitudes regardless of how they have been acquired.

Assessment must be made accessible to candidates through a variety of delivery modes, so they can proceed through modularised training packages to gain competencies.

Assessment must be mutually developed and agreed upon between assessor and the assessed.

Assessment must be able to be challenged. Appropriate mechanisms must be made for reassessment as a result of challenge.

Assessment must be fairAssessment process must consider the individual needs of the candidate.

Assessment must provide for reasonable adjustments, where appropriate, to consider the individual candidates needs.

(Source: Standards for RTOs 2015, Clauses 1.8 1.12)

Rules of Evidence

When collecting evidence, certain rules apply to that evidence. All evidence must be valid, sufficient, authentic, and current:

Valid

Evidence gathered should meet the requirements of the unit of competency. This evidence should match, or at least reflect, the type of performance that is to be assessed, whether it covers knowledge, skills, or attitudes.

Sufficient

This rule relates to the amount of evidence gathered. Enough evidence must be gathered to satisfy the requirements that the candidate be competent in all aspects of the unit of competency.

Authentic

When evidence is gathered, the assessor must be satisfied that evidence is the candidates own work.

Current

This relates to the recency of the evidence and whether the evidence relates to current abilities.

(Source: Training in Australia by M Tovey, D Lawlor)

Dimensions of CompetencyThe national concept of competency includes all aspects of work performance and not only narrow task skills. The four dimensions of competency are:

Task skills

Task management skills

Contingency management skills

Job or role environment skills

Reasonable AdjustmentReasonable adjustment in VET is the term applied to modifying the learning environment or making changes to the training delivered to assist a candidate with a disability. A reasonable adjustment can be as simple as changing classrooms to be closer to amenities or installing a particular type of software on a computer for a person with vision impairment.

Why make a reasonable adjustment?

We make reasonable adjustments in VET to make sure that candidates with a disability have:

The same learning opportunities as candidates without a disability, and

The same opportunity to perform and complete assessments as those without a disability.

Reasonable adjustment applied to participation in teaching, learning, and assessment activities can include:

Customising resources and assessment activities within the training package or accredited course

Modifying the presentation medium

Learner support

Use of assistive/adaptive technologies

Making information accessible both before enrolment and during the course

Monitoring the adjustments to ensure candidate needs continue to be metAssistive/Adaptive Technologies

Assistive/Adaptive technology means software or hardware that has been specifically designed to assist people with disabilities in carrying out daily activities (World Wide Web Consortium - W3C). It includes screen readers, magnifiers, voice recognition software, alternative keyboards, devices for grasping, visual alert systems, digital note-takers.

(Adapted Reasonable Adjustment in teaching, learning and assessment for learners with a disability - November 2010 - Prepared by - Queensland VET Development Centre)

IMPORTANT:

Reasonable adjustment made for collecting candidate assessment evidence must not impact on the standard expected by the workplace, as expressed by the relevant unit(s) of competency. For example, if the assessment were gathering evidence of the candidates competency in writing, allowing the candidate to complete the assessment verbally would not be a valid assessment method. The method of assessment used by any reasonable adjustment must still meet the competency requirements.

The Unit of CompetencyThe units of competency specify the standards of performance required in the workplace.

This assessment addresses the following unit of competency:

BSBPMG538 - Manage project stakeholder engagement (Release 1)

Assess stakeholder interestsMonitor stakeholder engagement

Review and manage stakeholder engagementA complete copy of the above unit of competency can be downloaded from the TGA website:

https://training.gov.au/Training/Details/BSBPMG538The Context of AssessmentTo complete the assessments in this workbook, students need to have access to their learning materials and the Internet. The Knowledge Assessment may be completed wholly at the candidates home or chosen place of study. The Practical Assessment must be completed in a workplace or a simulated environment.

Assessment MethodsThis workbook uses the following assessment method/s:

Knowledge Assessment

A set of general and workplace questions testing the candidates general knowledge and understanding of the general theory behind the unit.

Practical Assignment

A series of written practical tests assessing the candidates practical knowledge and understanding of the unit of competency.

Workplace Assessment

A set of tasks or activities completed according to set instructions and guidelines to meet the requirements of the relevant unit. These tasks and activities require you to have access to a workplace or a similar environment.

Resources Required for AssessmentThe Training Organisation to provide/organise candidate with access to:

Assessor to supervise and observe candidate as they complete assessments, where required.

Workplace, or a similar environment, where the candidate can complete the assessments, and that will allow them access to:

Project documents

Procurement documents

Project charter

Enterprise environmental factors, including but not limited to:

Organisational culture, structure and governance

Geographic distribution of facilities and resources

Relevant government or industry standards

Infrastructure

Existing human resources

Personnel administration

Company work authorisation systems

Marketplace conditions

Stakeholder risk tolerances

Organisations established communications channels

Commercial databases

Project management information system

Organisational process assets, including but not limited to:

Organisational plans

Organisational policies and procedures

Corporate knowledge base

Project management plan

Communication management plan

Stakeholder register

Stakeholder engagement plan

Stakeholder management plan

Knowledge systems

Meeting minutes from weekly catch up meetingsSample knowledge management systems

Opportunities to complete the workplace assessment tasks within this project.

Workplace resources to apply site work health and safety requirements in the project, such as but not limited to:

Project team members

Project stakeholders

The candidate will need access to:

Computer with Internet, email access, and a working web browser

Installed software: MS Word, Adobe Acrobat Reader

Assessment Workbook Cover SheetTo the candidate: Print this cover sheet and complete it by filling in all the required information and signing in the space provided. Your signature must be handwritten. Scan the completed cover sheet and submit it along with your evidence submissions. Use the filename: BSBPMG538 Cover Sheet

Workbook BSBPMG538

Title Manage project stakeholder engagement (Release 1)

First and Last Name FORMTEXT Phone FORMTEXT

Email FORMTEXT

Please read the Candidate Declaration below and if you agree to the terms of the declaration, sign and indicate the date in the spaces provided.

By submitting this work, I declare that:

I have been advised of the assessment requirements, have been made aware of my rights and responsibilities as an assessment candidate, and choose to be assessed at this time.

I am aware that there is a limit to the number of submissions that I can make for each assessment, and I am submitting all documents required to complete this Assessment Workbook.

I have organised and named the files I am submitting according to the instructions provided. I am aware that my assessor will not assess work that cannot be identified and may request the work be resubmitted according to the correct process.

This work is my own and contains no material written by another person except where due reference is made. I am aware that a false declaration may lead to the withdrawal of qualification or statement of attainment.

I am aware that there is a policy of checking the validity of qualifications that I submit as evidence as well as the qualifications/evidence of parties who verify my performance or observable skills. I give my consent to contact these parties for verification purposes.

Name: FORMTEXT Signature: FORMTEXT Date signed: FORMTEXT

Knowledge AssessmentProvide a brief description of each stakeholder engagement approach listed below.

Approach Description

Partnership FORMTEXT Participation FORMTEXT

Consultation FORMTEXT

Push communications FORMTEXT

Pull communications FORMTEXT

Identify one responsibility of each type of project stakeholder listed below.

Type of Stakeholder Stakeholder Responsibility

Project Sponsor FORMTEXT

Project Manager FORMTEXT

Project team member(s) FORMTEXT

Contractors FORMTEXT

Suppliers FORMTEXT

The end user FORMTEXT

Regulatory bodies FORMTEXT

Senior executive FORMTEXT

Provide a brief description of each stakeholder engagement method listed below.

Methods Description

Questionnaire FORMTEXT Focus/working group FORMTEXT

One-on-one interviews FORMTEXT

Answer the following questions about stakeholder engagement theory.

Briefly explain what Stakeholder Engagement Theory is about.

FORMTEXT Why is it important to engage with stakeholders?

FORMTEXT

Answer the following questions about conducting performance reviews.

Briefly describe what a performance review is.

FORMTEXT

List three information that is used during performance reviews.

FORMTEXT

Practical AssessmentCandidate InstructionsThe Practical Assessment is a set of tasks that must be completed in a workplace, or in an environment with conditions similar to that of a real workplace.

This assessment will help you demonstrate skill requirements relevant to managing project stakeholder engagement.

The Practical Assessment includes the following:

Practical Assignment

A series of written practical tests assessing the candidates practical knowledge and understanding of the unit of competency.

Workplace Assessment

Practical AssignmentOverview

The goal of this assessment is to assess your practical knowledge and skills in:

Identifying stakeholder interests

Identifying stakeholder expectations

Conducting performance reviews

This assessment is divided into two tasks:

Task 1 Access and Review Project Stakeholder Information

Task 2 Access and Review Organisation Procedures

For these tasks, assume that you are managing project stakeholders.

You are required to:

Review stakeholder information.

Review organisational procedures relevant to managing project stakeholders.

Answer the following questions based on the information you have reviewed.

Review the instructions in each task included in this Practical Assignment.

Record your responses as required in the instructions for each task.

Resources required for assessmentStakeholder register

Stakeholder management plan

Organisational procedures relevant to conducting performance reviews.

Contact your Assessor/Training Provider to get some assistance in accessing the resources required for assessment listed here.

Task I. Access and Review Project Stakeholder InformationAccess and review documents relevant to project stakeholder information, including but not limited to the following:

Stakeholder Register

Stakeholder Management Plan

Using these documents as reference, identify two project stakeholders involved in the project, and for each:

Identify two of their project interestsIdentify two of their project expectationsAfter completing the task, submit copies of the documents you accessed and reviewed to your assessor.

Stakeholder Project Interest Project Expectation

FORMTEXT FORMTEXT FORMTEXT

FORMTEXT FORMTEXT

FORMTEXT FORMTEXT FORMTEXT

FORMTEXT FORMTEXT

Task II. Access and Review Organisation ProceduresAccess and review procedures from your organisation relevant to conducting performance reviews. Outline your organisations procedure for conducting performance reviews.

After completing this task, submit a copy of the procedures you accessed and reviewed to your assessor.

FORMTEXT

Workplace AssessmentOverviewThe goal of this assessment is to assess your practical knowledge and skills in:

Assessing stakeholder interests.

Monitoring stakeholder engagement.

Reviewing and managing stakeholder engagement.

The workplace assessment is divided into 14 tasks:

Task 1.1 Identify Project Stakeholders

Task 1.2 Agree on Project Details with Stakeholders

Task 1.3 Develop a Stakeholder Management Plan

Task 1.4 Advise Stakeholders of Project Management Issues

Task 2.1 Develop Knowledge Systems

Task 2.2.1 Assign Roles and Responsibilities

Task 2.2.2 Conduct Regular Catchup Meetings

Task 2.3 Conduct Stakeholder Performance Reviews

Task 2.4 Address Development Needs of Stakeholders

Task 2.5 Support Interpersonal Skills Development of Project Team Members

Task 3.1 Communicate Information

Task 3.2.1 Collect Relevant Feedback

Task 3.2.2 Hold a Meeting to Discuss and Respond to Feedback

Task 3.3 Document Feedback and Improvements

These tasks must be done as part of a formal workplace projectEach task comes with a set of instructions. You are to follow and perform these instructions while being observed by the assessor and submit any required documentation.

Before starting this assessment, your assessor will also discuss with you these tasks as well as instructions and guidance for satisfactorily completing them. They will also organise the resources required for this assessment (listed below).

You are required to:

Complete the tasks within the time allowed, as scheduled in-class roll.

Assess stakeholder interestsMonitor stakeholder engagement

Review and manage stakeholder engagementResources required for assessment:

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

Workplace or a similar environment that will provide you access to:

Project documents

Procurement documents

Project charter

Enterprise environmental factors, including but not limited to:

Organisational culture, structure and governance

Geographic distribution of facilities and resources

Relevant government or industry standards

Infrastructure

Existing human resources

Personnel administration

Company work authorisation systems

Marketplace conditions

Stakeholder risk tolerances

Organisations established communications channels

Commercial databases

Project management information system

Organisational process assets, including but not limited to:

Organisational plans

Organisational policies and procedures

Corporate knowledge base

Project management plan

Communication management plan

Stakeholder register

Stakeholder engagement plan

Stakeholder management plan

Knowledge systems

Meeting minutes from weekly catch up meetingsSample knowledge management systems

Opportunities to complete the workplace assessment tasks within this project.

Workplace resources to apply site work health and safety requirements in the project, such as but not limited to:

Project team members

Project stakeholders

Part I. Project Planning1.1 Identify Project StakeholdersReview project documents and come up with a Stakeholder Register.

You will be assessed on:

Practical knowledge of project stakeholders

Practical skills relevant to developing the stakeholder registerUse your organisations template for developing a stakeholder register, or you may use the Generic Stakeholder Register template provided along with this workbook.

Before starting this task, review the Workplace Assessment Task 1.1 Assessors Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.

Your assessor will also:

Provide you with procurement documents, the project charter, enterprise environmental factors and organisational process assets for your reference; and discuss these project documents with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Assessors Checklist prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the following to your assessor:

The Stakeholder Register, or the completed Generic Stakeholder Register templateCopies of project documents that you referenced in developing the stakeholder register, e.g. procurement documents, the project charter, enterprise environmental factors, organisational process assets, etc.

1.2 Agree on Project Details with StakeholdersWhile being observed by your assessor, meet with project stakeholders to establish their interests and expectations for the project and determine their desired forms of engagement.

You will be assessed on:

Practical knowledge relevant to the current project details, stakeholders project interests, project expectations, and forms of engagement.

Practical skills relevant to establishing stakeholders project interests, project expectations and determining desired forms of engagement.

Record the minutes of your discussion with the project stakeholders. Use your organisations template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.

Before starting this task, review the Workplace Assessment Task 1.2 Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.

Your assessor will also:

Provide you with the project charter for your reference; and discuss the project charter with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the practical skills listed in the Observation Form prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the minutes of your discussion with the relevant project stakeholders to your assessor.

1.3 Develop a Stakeholder Management PlanReview the Stakeholder Register you developed in Task 1.1 and other project documents and come up with a Stakeholder Management Plan.

You will be assessed on:

Practical knowledge of stakeholder management planning

Practical skills relevant to developing the stakeholder management planBefore starting this task, review the Stakeholder Management Plan Template and Workplace Assessment Task 1.3 Assessors Checklist provided along with this workbook. The assessors checklist lists the criteria your submission must address to complete this task satisfactorily.

Your assessor will also:

Provide you with the project management plan, communication management plan, enterprise environmental factors and organisational process assets for your reference; and discuss these project documents with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the contents of the Stakeholder Management Plan template prior to the assessment.

Discuss with you the requirements listed in the Assessors Checklist prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the following to your assessor:

The completed Stakeholder Management Plan template

Project documents that you accessed and reviewed, e.g. the project management plan, the communication management plan, enterprise environmental factors, organisational process assets, etc.

1.4 Advise Stakeholders of Project Management IssuesWhile being observed by your assessor, meet with project stakeholders to advise them of specific project management issues.

You will be assessed on:

Practical knowledge of different project management issues

Practical skills relevant to advising stakeholdersRecord the minutes of your discussion with the project stakeholders. Use your organisations template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.

Before starting this task, review the Workplace Assessment Task 1.4 Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.

Your assessor will also:

Organise workplace resources required for you to complete this assessment.

Discuss with you the practical skills listed in the Observation Form prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the minutes of your discussion with the relevant project stakeholders to your assessor.

Part II. Project Implementation and Monitoring2.1 Develop Knowledge SystemsDevelop a knowledge management system for the project you are working on.

Use your organisations template for knowledge management systems.

Knowledge management systems may be dedicated intranet sites, project management software systems, data repositories for storing and retrieving documents, etc.

You will be assessed on:

Practical knowledge relevant to knowledge management systems.

Practical skills relevant to developing a knowledge management system.

Before starting this task, review the Workplace Assessment Task 2.1 Assessors Checklist provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.

Your assessor will also:

Provide you with sample knowledge management systems, for your reference; and discuss these samples with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Assessors Checklist prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit a copy and a screenshot of the Knowledge Management System you developed to your assessor.

2.2 Confirm that Project Roles are Followed2.2.1 Assign Roles and Responsibilities

While being observed by your assessor, meet with project team members to assign roles and responsibilities.

You will be assessed on:

Practical knowledge of project roles and responsibilities

Practical skills relevant to assigning project roles and responsibilities to team members.

Before starting this task, review the Workplace Assessment Task 2.2.1 Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.

Your assessor will also:

Provide you with stakeholder register, stakeholder engagement plan and project charter, for your reference; and discuss these workplace documents with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Observation Form prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the minutes of your discussion with the relevant project team members to your assessor.

2.2.2 Conduct a Catchup Meeting

While being observed by your assessor, conduct a catchup meeting with team members to check if assigned project roles are followed.

You will be assessed on:

Practical knowledge relevant to team members assigned project roles

Practical skills relevant to conducting catchup meetings to confirm if project roles are followed.

Before starting this task, review the Workplace Assessment Task 2.2.2 Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.

Your assessor will also:

Provide you with stakeholder register, stakeholder engagement plan and project charter, for your reference; and discuss these workplace documents with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Observation prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the minutes of your discussion with the relevant project team members to your assessor.

2.3 Conduct Stakeholder Performance ReviewsWhile being observed by your assessor, conduct and lead performance reviews of two different stakeholders, one review for each stakeholder.

You will be assessed on:

Practical knowledge relevant to satisfactory stakeholder performance

Practical skills relevant to conducting performance reviewsBefore starting this task, review the Stakeholder Performance Review Form , the Workplace Assessment Task 2.3 Assessors Checklist and the Workplace Assessment Task 2.3 Observation Form provided along with this workbook. The assessors checklist lists the criteria your submission must address to complete this task satisfactorily, and the observation form lists all the practical skills you need to demonstrate while completing this task.

Your assessor will also:

Provide you with stakeholder management plan, knowledge systems, and meeting minutes from weekly catch up meetings, for your reference; and discuss these workplace documents with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the practical skills listed in the Observation Form prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the following to your assessor:

Two completed Stakeholder Performance Review Form templates, one for each stakeholder

Copies of project documents you referenced in conducting stakeholder performance reviews.

2.4 Address Development Needs and Opportunities of StakeholdersAccess and review the Stakeholder Performance Reviews you submitted in Task 2.3. While being observed by your assessor, address the stakeholders development needs and opportunities as identified in the performance reviews. The stakeholders whose needs will be addressed must be team members involved in the project.

You will be assessed on:

Practical knowledge relevant to addressing stakeholder development needs.

Practical skills relevant to addressing stakeholder development needs.

Before starting this task, review the Workplace Assessment Task 2.4 Observation Form provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.

Your assessor will also:

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Assessors Checklist prior to the assessment.

Address your queries and concerns regarding this task.

2.5 Support Interpersonal Skills Development of Project Team MembersWhile being observed by your assessor, support the development of the project team members interpersonal skills.

You will be assessed on:

Practical knowledge relevant to project team members interpersonal skills development.

Practical skills relevant to supporting the skills development of the project team members.

Record the minutes of your discussion with the project team members. Use your organisations template for documenting meeting minutes, or you may use the Generic Meeting Minutes template provided along with this workbook.

Before starting this task, review the Workplace Assessment Task 2.5 Observation Form provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.

Your assessor will also:

Organise workplace resources required for you to complete this assessment.

Discuss with you the criteria listed in the Observation Form prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the following to your assessor:

Copies of the meeting minutes of the project team interactions.

Copies of relevant communication with team members, e.g. emails, phone call recordings, chat messages, video call recordings, etc.

Part III. Project Closure3.1 Communicate InformationAccess and review your organisations communication management plan for the current project. Communicate project information to the project team members using the communication management plan.

You will be assessed on:

Practical knowledge relevant to the communication management plan.

Practical knowledge on variances in communication.

Practical skills relevant to communicating information according to the communication management plan.

Secure evidence of your communication with project team members as you will submit this as part of this assessment. Before starting this task, review the Workplace Assessment Task 3.1 Observation Form provided along with this workbook. This form lists the criteria your submission must address to complete this task satisfactorily.

Provide you with communication management plan, for your reference; and discuss this plan with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Assessors Checklist prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the following to your assessor:

Evidence of communication according to communication management plan. The evidence you submit may include meeting minutes, email correspondence, voice call recordings, etc.

Copies of policies and procedures you followed while completing this task.

3.2 Seek and Respond to Stakeholder Feedback3.2.1 Collect Relevant Feedback

Collect stakeholder feedback regarding management of stakeholder engagement.

You will be assessed on:

Practical knowledge relevant to managing stakeholder engagement.

Practical skills relevant to collecting feedback regarding management of stakeholder engagement.

Before starting this task, review the Workplace Assessment Task 3.2.1 Assessors Checklist provided along with this workbook. The assessors checklist lists the criteria your submission must address to complete this task satisfactorilyYour assessor will also:

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Assessors Checklist prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the collected feedback forms from the stakeholders to your assessor.

3.2.2 Hold a Meeting to Discuss and Respond to Feedback

While being observed by your assessor, meet with relevant project stakeholders to discuss and respond to the feedback that they have submitted.

You will be assessed on:

Practical knowledge relevant to stakeholder management feedback.

Practical skills relevant to discussing and responding to feedback.

Before starting this task, review the Workplace Assessment Task 3.2.2 Observation Form provided along with this workbook. This form lists all the practical skills you need to demonstrate while completing this task.

Your assessor will also:

Provide you with the project charter for your reference; and discuss the project charter with you.

Organise workplace resources required for you to complete this assessment.

Discuss with you the practical skills listed in the Observation Form prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the minutes of your discussion with the relevant project stakeholders to your assessor.

3.3 Document Feedback and ImprovementsReview and document the feedback and improvements that were discussed in Workplace Assessment Task 3.2.2.

You will be assessed on:

Practical knowledge relevant to documenting feedback and improvements on the management of stakeholder engagements.

Practical skills relevant to documenting feedback and improvements on the management of stakeholder engagements.

Before starting this task, review the Feedback and Improvements Documentation and the Workplace Assessment Task 3.3 Assessors Checklist provided along with this workbook. This template lists the criteria your submission must address to complete this task satisfactorily.

Organise workplace resources required for you to complete this assessment.

Discuss with you the requirements listed in the Assessors Checklist prior to the assessment.

Address your queries and concerns regarding this task.

After completing this task, submit the documentation of the improvements and feedback on the management of stakeholder engagement to your assessor.

Assessment Workbook ChecklistTO THE CANDIDATE

When you have completed this assessment workbook, review your work, and ensure that:

You have completed all the Knowledge Assessments Questions.

You have completed the Practical Assessments in this workbook:

Practical Assignment

Task 1

Task 2

Workplace Assessment

Task 1.1

Task 1.2

Task 1.3

Task 1.4

Task 2.1

Task 2.2.1

Task 2.2.2

Task 2.3

Task 2.4

Task 2.5

Task 3.1

Task 3.2.1

Task 3.2.2

Task 3.3

You have saved and submitted the following evidence:

This completed workbookAssessment Workbook Cover Sheet signed and scanned

Workplace Assessment Task 1.1

Stakeholder Register

Copies of project documents

Workplace Assessment Task 1.2

Meeting minutes

Workplace Assessment Task 1.3

Stakeholder management plan

Copies of project documents

Workplace Assessment Task 1.4

Meeting minutes

Workplace Assessment Task 2.1

Knowledge Management System

Copies of project documents

Workplace Assessment Task 2.2.1

Meeting minutes

Workplace Assessment Task 2.2.2

Meeting minutes

Workplace Assessment Task 2.3

Stakeholder performance review forms

Copies of project documents

Workplace Assessment Task 2.5

Meeting minutes

Evidence of communication

Workplace Assessment Task 3.1

Evidence of communication

Copies of policies and procedures

Workplace Assessment Task 3.2.2

Meeting minutes

Workplace Assessment Task 3.3

Feedback and improvements documentation

Copies of project documents

IMPORTANT:

You must achieve a satisfactory result in ALL assessment tasks to be deemed COMPETENT for the unit/s relevant to this workbook.

To be deemed competent in the unit/s of competency relevant to this workbook, you must successfully complete all the requirements listed above according to the prescribed benchmarks provided to the assessor.

TO THE ASSESSOR

When you have completed assessing the assessment workbook, review the candidates submission against the checklist below:

The candidate has completed the Knowledge Assessments in this workbook:

Knowledge Assessment

The candidate has completed the Practical Assessments in this workbook and has submitted all the required evidence:

Practical Assignment

Task 1

Task 2

Workplace Assessment

Task 1.1

Task 1.2

Task 1.3

Task 1.4

Task 2.1

Task 2.2.1

Task 2.2.2

Task 2.3

Task 2.4

Task 2.5

Task 3.1

Task 3.2.1

Task 3.2.2

Task 3.3

The candidate has submitted the following evidence:

This completed workbookAssessment Workbook Cover Sheet signed and scannedWorkplace Assessment Task 1.1

Stakeholder Register

Copies of project documents

Workplace Assessment Task 1.2

Meeting minutes

Workplace Assessment Task 1.3

Stakeholder management plan

Copies of project documents

Workplace Assessment Task 1.4

Meeting minutes

Workplace Assessment Task 2.1

Knowledge Management System

Copies of project documents

Workplace Assessment Task 2.2.1

Meeting minutes

Workplace Assessment Task 2.2.2

Meeting minutes

Workplace Assessment Task 2.3

Stakeholder performance review forms

Copies of project documents

Workplace Assessment Task 2.5

Meeting minutes

Evidence of communication

Workplace Assessment Task 3.1

Evidence of communication

Copies of policies and procedures

Workplace Assessment Task 3.2.2

Meeting minutes

Workplace Assessment Task 3.3

Feedback and improvements documentation

Copies of project documents

IMPORTANT:

The candidate must achieve a satisfactory result in ALL assessment tasks to be deemed COMPETENT for the unit/s relevant to this workbook.

To be deemed competent in the unit/s of competency relevant to this workbook, the candidate must successfully complete all the requirements listed above according to the prescribed benchmarks.

Record of Assessment (Assessors Use Only)RECORD OF ASSESSMENT

Candidates Name FORMTEXT

RTO Name FORMTEXT

RTO Contact Number FORMTEXT

RTO Email Address FORMTEXT

Assessors Name FORMTEXT

Unit of Competency BSBPMG538 Manage project stakeholder engagement (Release 1)

Knowledge Assessment S NYS

Question 1

Question 2

Question 3

Question 4

Question 5

Practical Assessment

Practical Assignment S NYS

Task 1

Task 2

Workplace Assessment S NYS

Task 1.1

Task 1.2

Task 1.3

Task 1.4

Task 2.1

Workplace Assessment S NYS

Task 2.2.1

Task 2.2.2

Task 2.3

Task 2.4

Task 2.5

Task 3.1

Task 3.2.1

Task 3.2.2

Task 3.3

Rules of Evidence S NYS

All knowledge and skills evidence submissions are valid

All knowledge and skills evidence submissions are authentic

All knowledge and skills evidence submissions are sufficient

All knowledge and skills evidence submissions are current

Signature Authentication Checklist

This checklist will guide you in authenticating the signatures provided by the candidate in their assessment workbook and evidence submissions.

Read each checklist item and tick the box only if you confirm that the item is a true and accurate reflection of the signature authentication you have conducted.

Checklist Completed

I have checked the signature provided by the candidate in the Assessment Workbook Cover Sheet against the signature they provided to the Training Provider.

I confirm the signature provided by the candidate in the Assessment Workbook Cover Sheet matches the signature they provided to the Training Provider.

I confirm ALL signatures provided by the candidate in their evidence submissions match with the signature they provided to the Training Provider.

Third-Party Verification Log

Instructions for the Assessor:

You are required to contact all third-party personnel involved in the candidates assessment to verify the candidates performance and evidence submissions and to confirm with them whether the candidates evidence submissions are true and accurate.

Complete this Third-Party Verification Log to document your completion of this process. When completing this log, provide all of the following required information for each third-party personnel:

Name of third-party personnel contactedRole in the candidates assessment (e.g. workplace supervisor, observer, or candidate)

Contact details (phone number or email address)

Date contactedYou must also confirm that third-party personnel have verified the candidates evidence submissions are true and accurate.

Name of Third-party Contacted Role in the Candidates Assessment Contact Details (Phone number or email address) Date contacted Third-Party verifies evidence submissions of the candidate are true and accurate?

FORMTEXT FORMTEXT FORMTEXT FORMTEXT Yes No

Assessors Notes

FORMTEXT

FORMTEXT FORMTEXT FORMTEXT FORMTEXT Yes No

Assessors Notes

FORMTEXT

FORMTEXT FORMTEXT FORMTEXT FORMTEXT Yes No

Assessors Notes

FORMTEXT

FORMTEXT FORMTEXT FORMTEXT FORMTEXT Yes No

Assessors Notes

FORMTEXT

Overall Result for this Workbook S NYS

Overall Result

Assessors comments/feedback

FORMTEXT

Assessor Declaration

I declare that the results recorded in this Record of Assessment are true and accurate.

Assessors name FORMTEXT Assessors signature

FORMTEXT

Date signed FORMTEXT End of Record of Assessment (For the Assessors Use Only)

This document was developed by Compliant Learning Resources.

2020 Compliant Learning Resources.

Version Control & Document History

Date Summary of Modifications Version

16 December 2020 Version 1.0 released for publishing 1.0

Table of Contents TOC o "1-3" h z u

Overview PAGEREF _Toc59021408 h 51Learner Instructions PAGEREF _Toc59021409 h 52Learner Information PAGEREF _Toc59021410 h 52Trainer Information PAGEREF _Toc59021411 h 52Resources Required PAGEREF _Toc59021412 h 53Work Health and Safety PAGEREF _Toc59021413 h 53Reasonable Adjustment PAGEREF _Toc59021414 h 53Formative Activities PAGEREF _Toc59021415 h 55I. Assess Stakeholder Interests PAGEREF _Toc59021416 h 55Activity 1.1 PAGEREF _Toc59021417 h 55Activity 1.2 PAGEREF _Toc59021418 h 57Activity 1.3 PAGEREF _Toc59021419 h 58Activity 1.4 PAGEREF _Toc59021420 h 59Activity 1.5 PAGEREF _Toc59021421 h 60II. Monitor Stakeholder Engagement PAGEREF _Toc59021424 h 61Activity 2.1 PAGEREF _Toc59021425 h 61Activity 2.2 PAGEREF _Toc59021426 h 62Activity 2.3 PAGEREF _Toc59021427 h 63Activity 2.4 PAGEREF _Toc59021429 h 64III. Review and Manage Stakeholder Engagement PAGEREF _Toc59021431 h 65Activity 3.1 PAGEREF _Toc59021432 h 65Activity 3.2 PAGEREF _Toc59021435 h 66

OverviewBSBPMG538 Manage project stakeholder engagement (Release 1)

This unit describes the skills and knowledge required to manage stakeholder relationships.

The unit applies to individuals responsible for managing and leading a project in an organisation, business or as a consultant.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of publication.

A complete copy of the unit of competency can be downloaded from training.gov.au:

https://training.gov.au/Training/Details/BSBPMG538

Learner InstructionsThis Classroom Activity Booklet contains formative activities that learners will complete in the classroom or a similar environment.

These formative activities include knowledge questions to test your underpinning generic knowledge and practical activities to test your skills relevant to the unit(s) of competency.

These formative assessments are used by your trainer to complement both the learning and training processes and to evaluate how you are progressing throughout these processes.

You may reference your Learner Guide and other learning materials to complete the activities included in this workbook.

IMPORTANT:

The completion of the formative assessments and learning activities included in this workbook DOES NOT lead to a Qualification or a Statement of Attainment (SOA).

Learner InformationLearner name FORMTEXT

Phone FORMTEXT

Email FORMTEXT

Trainer InformationTrainer name FORMTEXT

RTO name FORMTEXT

RTO Phone FORMTEXT

Resources RequiredResources needed to complete activities included in this workbook include:

Computer with Internet, email access, and a working web browser

Installed software: MS Word, Adobe Acrobat Reader

Learner guide

Work Health and SafetyBoth the trainers and learners have duty of care in ensuring the learning environment is free from hazards that may pose risks to their health and safety.

According to WHS legislation, trainers and learners must take reasonable care while undertaking the activities included in this workbook in the learning environment.

Why make a reasonable adjustment?

We make reasonable adjustments in VET to make sure that candidates with a disability have:

The same learning opportunities as candidates without a disability, and

The same opportunity to perform and complete assessments as those without a disability.

Reasonable adjustment applied to participation in teaching, learning, and assessment activities can include:

Customising resources and assessment activities within the training package or accredited course

Modifying the presentation medium

Learner support

Use of assistive/adaptive technologies

Making information accessible both before enrolment and during the course

Monitoring the adjustments to ensure candidate needs continue to be metAssistive/Adaptive Technologies

(Adapted Reasonable Adjustment in teaching, learning and assessment for learners with a disability - November 2010 - Prepared by - Queensland VET Development Centre)

IMPORTANT:

Formative ActivitiesI. Assess Stakeholder InterestsActivity 1.1Matching Type

Identify the stakeholder engagement approach being described in each statement below.

Stakeholder Engagement Approach

Partnership

Participation

Consultation

Push Communication

Pull Communication

Description

FORMTEXT This approach is information directly delivered by the sender to the receiver. It is a one-way engagement wherein the orpganisaiton provides information to stakeholders using various communication channels such as emails, letters, webcasts, podcasts, videos, leaflets, etc.

FORMTEXT This approach involves the organisation engaging the stakeholder through queries about the project, which they answer, in turn. With this approach, stakeholders are involved in the project, but only within the boundaries of consultation.

FORMTEXT This approach involves an arrangement between two parties (in this case, the stakeholder and the organisaiotn) where they agree to cooperate to advance their mutual interests. This usually involves shared accountability and responsibility, joint learning, decision-making and actions.

FORMTEXT This approach is when the sender provides free access to information, but the receiver must seek this information themselves. This approach is a form of one way engagement wherein information is readily available, and stakeholders have the autonomy to engage with this information, e.g. webpages, construction hoardings, etc.

FORMTEXT This approach means involving stakeholders in specific areas and activities involved in the project. They are given tasks and responsibilities regarding the project.

Activity 1.2True or False

Review the statements below about forms of stakeholder engagement. Indicate whether each statement is True or False.

Tick the box that corresponds to your answer.

TRUE FALSE Consulting with stakeholders aims to gain information and feedback from stakeholders to inform the decisions made internally. There is limited two-way communication where only you ask questions, and the stakeholder only provides answers

TRUE FALSE Informing or educating stakeholders is a two-way communication wherein the stakeholder is invited to respond.

TRUE FALSE Involving stakeholders aims to work directly with partner with stakeholders for the development of mutually agreed solutions and join plan of action.

TRUE FALSE In empowering stakeholders, decision-making is delegated in the hands of the stakeholders on a particular issue.

TRUE FALSE In collaborating with stakeholders, there is a two-way/multi-way communication where there is learning, negotiation and decision making on both sides.

Activity 1.3Matching Type

Listed below are forms of stakeholder engagementInform

Consult

Involve

Collaborate

Empower

Match each to their corresponding methods of engagement utilised below, by writing the letter that corresponds to your answer in the space provided.

Methods of Engagement

FORMTEXT Advisory panels, workshops, multi-stakeholder forums, consultative committees

FORMTEXT Surveys, focus groups, public meetings, workshops

FORMTEXT Reference groups, joint projects, partnerships, multi-stakeholder initiatives

FORMTEXT Integration of stakeholders into governance structure

FORMTEXT Letters, websitesm conferences, public presentations, media release, advertising

Activity 1.4Fill in the blanksThe following are statements about stakeholder engagement theory. Review each and complete the statement by filling in the missing words/phrases.

The FORMTEXT is the view that organisations or companies need to value not only their shareholders but all of their stakeholders.

It argues that the stakeholders and the performing organisation are all interconnected and must be evaluated. It states that effective relationships between stakeholders must be developed by identifying FORMTEXT .

The stakeholder engagement theory suggests that the purpose of a business is to create as much value as possible for stakeholders. In order to succeed and be sustainable over time, executives must keep the FORMTEXT consistent and headed towards the same goal.

It is important to FORMTEXT with stakeholders in order to keep them interested, informed and notified about everything that is happening with the project so that they are aware of the projects progress.

FORMTEXT helps translate stakeholder needs into organisational goals. Discovering shared motivation helps a group of stakeholders to arrive at a decision and ensures an investment ends in a meaningful outcome.

Activity 1.5SCENARIO

In a meeting with the management, Barry is totally against the current project. He voices all his concerns, hesitations, and criticisms regarding the project.Determine the level of engagement of Barry as a stakeholder to the project and explain why he has this level of engagement. FORMTEXT

II. Monitor Stakeholder EngagementActivity 2.1Matching Type

Listed below are types of stakeholders.

Project Sponsor

Project Manager

Suppliers

Regulatory Bodies

Senior Executive

Match each to their corresponding stakeholder responsibilities below, by writing the letter that corresponds to your answer in the space provided.

Stakeholder Responsibilities

FORMTEXT To provide advice on compliance requirements as needed

FORMTEXT To support the project, to provide funding as needed, and to accept the end product FORMTEXT To ensure that project deliverables are delivered timely, efficiently, and effectively

FORMTEXT To deliver goods/services as per allocated tasks

FORMTEXT To support the project manager in all 10 functions

Activity 2.2Fill in the blanksThe following are statements relevant to stakeholder performance reviews. Review each and complete the statement by filling in the missing words/phrases.

A FORMTEXT is an assessment in which managers evaluate an employees work performance, identify strengths and weaknesses, offer feedback, and set goals for future performance.

Performance reviews are done to understand and measure an individuals performance against the organisations set FORMTEXT .

Self-assessment is usually a confidential process where an individual team member assesses FORMTEXT . It is usually structured as a short series of questions relating to different aspects of performance, and individuals may be asked to self-identify areas for improvement.

FORMTEXT is a method of gaining a range of perspectives from colleagues and other stakeholders (both internal and external) regarding an individuals performance. Feedback from peers and other stakeholders are very valuable as they provide insight from a variety of perspectives.

Performance criteria, such as tasks, roles or behavioural performance, are itemized and ticked off as achieved/not achieved FORMTEXT . A peer or manager is usually expected to review and sign it off.

Activity 2.3SCENARIO

Christian just finished his probationary period as an employee. His manager must conduct a review of Christians performance for the past six months.Given in the template below are three types of performance reviews. Provide the definition of each of the types and how they can be used in Christians scenario.

Self-assessment FORMTEXT

Peer-review FORMTEXT

Performance checklists FORMTEXT

Activity 2.4SCENARIO

Donna met with her immediate supervisor who gave her feedback regarding her recent presentation to the investors. The supervisor pointed out Donnas lack of product knowledge, lack of friendliness to investors, stage fright, and benign stutters.Given in the template below are four development methods in the Johari Window method. Describe the criteria of each of the methods and assess what methods apply to Donnas skills in presenting to investors.

A. Urgent and important FORMTEXT

B. Important but not urgent FORMTEXT

C. Urgent but not important FORMTEXT

D. Neither urgent nor important FORMTEXT

III. Review and Manage Stakeholder EngagementActivity 3.1SCENARIO

Gina just finished her presentation with important investors. She is eager to receive feedback from the investors.Describe the guidelines on how Gina can seek and respond to feedback. FORMTEXT

Activity 3.2SCENARIO

Jeff breaks the photocopying machine on the 12th floor. Because of this, important papers have not been replicated for the management. The deadlines for the papers have not been met on time. Other work activities have been delayed because the papers have not been sent yet.

Below is an Issues Log template. Complete the template below using the information provided in the scenario.

No. Category Description Impact Improvement Feedback Status

1 FORMTEXT FORMTEXT FORMTEXT FORMTEXT FORMTEXT FORMTEXT

Meeting Minutes Template

Meeting Details

Meeting called FORMTEXT

Date of meeting FORMTEXT

Time of meeting FORMTEXT

Location of meeting FORMTEXT

Meeting Participants

Facilitator FORMTEXT

Note-taker FORMTEXT

Attendees FORMTEXT

Agenda Item 1

Discussion point 1 FORMTEXT

Discussion point 2 FORMTEXT

Discussion point 3 FORMTEXT

Agenda Item 2

Discussion point 1 FORMTEXT

Discussion point 2 FORMTEXT

Discussion point 3 FORMTEXT

Agenda Item 3

Discussion point 1 FORMTEXT

Discussion point 2 FORMTEXT

Discussion point 3 FORMTEXT

Agenda Item 4

Discussion point 1 FORMTEXT

Discussion point 2 FORMTEXT

Discussion point 3 FORMTEXT

General Discussion

Discussion point 1 FORMTEXT

Discussion point 2 FORMTEXT

Discussion point 3 FORMTEXT

Action Items

Action Item Assigned Due Date

FORMTEXT FORMTEXT FORMTEXT

End of Meeting Minutes Template

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