Student Name Student Number Unit Codes & Names BSBPMG530 Manage Project Scope
Student Name Student Number Unit Codes & Names BSBPMG530 Manage Project Scope
BSBTWK503 Manage Meetings
Cluster Name Scoping Cluster
Assessment Name Prepare project initiation and authorisation documents Assessment Task No. 1 of 4
Assessment Due Date Week 4 Date Submitted Assessor Name See Connect
Student Declaration: I declare that this Assessment is my work. Any ideas and comments made by other people have been acknowledged as references. I understand that if this statement is found to be false, it will be regarded as misconduct and will be subject to disciplinary action as outlined in the TAFE Queensland Student Rules. I understand that by emailing or submitting this Assessment electronically, I agree to this Declaration instead of a written signature.
Student Signature Date PRIVACY STATEMENT: TAFE Queensland is collecting your personal information on this form for Assessment. By the Information Privacy Act 2009 (Qld), your personal information will only be accessed by staff employed by TAFE Queensland to conduct the Assessment. Your information will not be provided to any other person or agency unless you have provided TAFE Queensland with permission if authorised under our Privacy Policy (available at https://tafeqld.edu.au/global/privacy-policy.html) or disclosure is otherwise permitted or required by law. Your information will be stored securely. If you wish to access or correct any of your information, discuss how it has been managed or have a concern or complaint about the way the information has been collected, used, stored, or disclosed, please contact the TAFE Queensland Privacy Officer at privacy@tafeqld.edu.au
Instructions to Student This task requires you to demonstrate the skills and knowledge requirements to complete project-initiating documents to get your chosen project approved. You also need to address the governance of the project by creating a project authorisation procedure to ensure all authorisations and delegations are undertaken at an appropriate stage of the project's life cycle.
This assessment requires you to complete two tasks:
Task 1.1Project Charter
Task 1.2Project Authorisation Procedure
Level of Assistance Permitted (If Any):
This is an open-book assessment task. All work must be your own.
Students may:
refer to learning resources, workplace and/or research further information.
ask the Assessor clarifying questions.
access the services of Studiosity to assist in interpreting questions or proofreading text.
be referred to learning support for additional assistance.
Students must seek any required assistance, reasonable adjustment or negotiate extensions with the Assessor before the due date.
Location:
This Assessment will be completed in a workplace or a simulated workplace, including the classroom or home office environment.
Materials to be supplied:
For this Assessment, learners will need access to:
internet, device and word processing software (can be accessed through TAFE campuses and facilities)
Connect and associated learning resources.
Appendices:
Appendix A Project Charter template
Appendix B Project Authorisation Procedure Template
Work, Health and Safety:
Follow TAFE Queensland Student Rules.
Access TAFE Queensland Student Services for any additional support.
Conduct risk assessments before any assessment task to ensure the safety of all participants and the environment.
Ensure an ergonomically safe work environment to complete all assessment tasks.
Assessment Criteria:
To achieve a satisfactory result, your assessor will be looking for your ability to demonstrate the following key skills/tasks/knowledge to an acceptable industry standard:
prepare a Project Charter to initiate the project gaining formal agreement between the project sponsor and project manager that this project has approval to proceed
prepare a governance procedure detailing project authorisations throughout a project's life cycle.
Submission Details Insert your details on page 1 and sign the Student Declaration. Include this form with your submission.
Review the marking criteria in the rubric provided for this task to ensure you have evidenced all requirements.
Follow the instructions in Connect to submit your Assessment, demonstrating your ability to:
Follow organisational procedures for file naming, management, and storage.
Use business technology.
Communicate professionally using appropriate terminology/language.
Organise and present information professionally, e.g., relevant documents/templates, formatting, grammar and spelling.
Complete tasks promptly.
TAFE Queensland Learning Management System: Connect URL: https://connect.tafeqld.edu.au/d2l/loginUsername; 9-digit student number
For Password: Reset password go to: https://passwordreset.tafeqld.edu.au/default.aspx>
Instructions to Assessor The students will demonstrate the skills and knowledge required to:
The students will demonstrate the skills and knowledge required to complete project-initiating documents to get their chosen project approved. They will also need to address the governance of the project by creating a project authorisation procedure to ensure all authorisations and delegations are undertaken at an appropriate stage of the project's life cycle.
Assessors are to:
confirm that expectations as detailed in 'Instructions to Student' have been followed and met.
provide feedback on all assessment attempts and identify additional learning and/or practice required by the student before their second attempt.
use the marking criteria in the rubric to record their assessment feedback.
negotiate to complete assessment tasks and/or resubmissions verbally where the opportunity presents itself:
scribe the student's response verbatim on the assessment task/marking criteria, and note the questions verbally addressed on the cover sheet.
initial and date additional comments.
Assessors of this unit must satisfy the requirements for assessors in applicable vocational education and training legislation, frameworks and/or standards.
Note to Student An overview of all Assessment Tasks relevant to this unit is located in the Study Guide.
Task 1.1Project Charter
Choose a project to use as the basis for answering the Assessment Tasks for this cluster and all subsequent assessments in the units in the Diploma of Project Management. "A general definition of a project would include terms like temporary and unique, to produce a product, service or result" (PMI2021b) cited in Pearson, Larson, Gray 2023, p8.
The project may be real or simulated; it could be workplace-based or a personal project. A real project may have occurred in the past, be planned for the future or occur now. You may need to add extra details if the real project doesn't address all the areas that the assessment tasks require. For privacy or confidentiality reasons, you may change details such as names of people, organisations or budget figures.
For all assessment tasks, you take on the role of Project Manager. Whether the project is real or simulated, ensure that the project you will be documenting for this qualification has these six major characteristics of a project:
an established objective
a defined life span, with a defined beginning and end (i.e. it is temporary)
usually, the involvement of several departments and/or stakeholders
typically, doing something that has never been done before (unique)
specific time, cost, scope and performance requirements
delivery of something that is of value.
Pearson, Larson, Gray 2023, p9.
The Project Charter provides a formal agreement between the project sponsor and project manager that this project has the approval to proceed.
Develop a Project Charter for the project you selected. Your Project Charter must address the following:
Project Name
Name of the Project Sponsor or Client
Name of the Project Manager
Provide background information to set the scene
Identify specific start and end dates for this project
Identify the project sponsorExplain how this project aligns with the strategic plan of the organisation
Identify the project stakeholders
List the critical success factors for this project
List the project objective/s applying SMART guidelines
Record the assumptions and constraints for this project
Identify any related projects and the implications of how they may influence or affect the outcomes of this project
Identify potential risks that could occur throughout the project
Estimate the resource requirements, including people, materials and equipment
Provide the sponsor's monetary contribution, which covers the potential resource requirements
The sponsor's signature to show they approve the project to proceed.
To develop your Project Charter, you can either:
Use the template in Appendix A Project Charter
OR
If your organisation has an equivalent document used to initiate a project, you may use that to document your Project Charter.
If you are using Appendix A, then copy and paste it from these assessment instructions, save as ProjectCharter_YourNameAdjust the footer to reflect your file nameUpload to Connect when complete.
Task 1.2 - Project Authorisation Procedure
A Project Authorisation Procedure identifies project authorisations required. The procedure details the project life cycle stages with the authorisations and delegations needed throughout each phase of a projects life cycle.
Develop a Project Authorisation Procedure for your organisation that addresses the following:
Purpose
Explain the purpose of a project authorisation procedure.
Initiating
provide the criteria for selecting a project
nominate who is responsible for making this selection
describe how the project manager is selected to manage a particular project.
Planning
Nominate who has authority for each of the following:
approve project plans
other documents associated with the project, for example, contracts, agreements, and designs
financial delegation
procurement delegation, including both human and physical resources.
Executing
who will verify project deliverables against specifications and/or other quality requirements?
who will prepare and present project status reports?
Closing
who will authorise the final project report?
who will sign off on the completed project?
To develop your Project Authorisation Procedure, you can either:
Use the template in Appendix B Project Authorisation Procedure
OR
If your organisation has an equivalent document, you may use that to document your Project Authorisation Procedure.
If you are using Appendix B, then copy and paste it from these assessment instructions, save it as AuthorisationProcedure_YourNameAdjust the footer to reflect your file nameUpload to Connect when complete.
Appendix A Project Charter
PROJECT CHARTER
Project Sponsor/Client
Project Manager
PROJECT DESCRIPTION
LIFE CYCLE
SPONSOR/S
HOW WILL THIS PROJECT SUPPORT THE STRATEGIC AND/OR BUSINESS PLAN?
STAKEHOLDERS
Internal Stakeholders External Stakeholders SCOPING INFORMATION
Critical success factors (CSF)
Project objective/s
Objective CSF
ASSUMPTIONS
CONSTRAINTS
RELATED PROJECTS IMPLICATIONS
RISK ASSESSMENT
RESOURCE REQUIREMENTS
People Equipment Materials Other SPONSOR'S MONETARY CONTRIBUTION
APPROVAL TO PROCEED
Sponsor Full Name Sponsor Position Title Sponsor Signature Date
Appendix B: Project Authorisation Procedure Template
Purpose of Procedure
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
INITIATING
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
PLANNING
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
EXECUTING (including MONITORING/CONTROLLING)
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
CLOSING
Authorisation of Procedure
Authorised by:
Position Title:
Date Authorised:
Student Name Student Number Unit Codes & Names BSBPMG530 Manage Project Scope
BSBTWK503 Manage Meetings
Cluster Name Scoping Cluster
Assessment Name Prepare project initiation and authorisation documents Assessment Task No. 1 of 4
Assessment Due Date Week 4 Date Submitted Assessor Name See Connect
Student Declaration: I declare that this Assessment is my work. Any ideas and comments made by other people have been acknowledged as references. I understand that if this statement is found to be false, it will be regarded as misconduct and will be subject to disciplinary action as outlined in the TAFE Queensland Student Rules. I understand that by emailing or submitting this Assessment electronically, I agree to this Declaration instead of a written signature.
Student Signature Date PRIVACY STATEMENT: TAFE Queensland is collecting your personal information on this form for Assessment. By the Information Privacy Act 2009 (Qld), your personal information will only be accessed by staff employed by TAFE Queensland to conduct the Assessment. Your information will not be provided to any other person or agency unless you have provided TAFE Queensland with permission if authorised under our Privacy Policy (available at https://tafeqld.edu.au/global/privacy-policy.html) or disclosure is otherwise permitted or required by law. Your information will be stored securely. If you wish to access or correct any of your information, discuss how it has been managed or have a concern or complaint about the way the information has been collected, used, stored, or disclosed, please contact the TAFE Queensland Privacy Officer at privacy@tafeqld.edu.au
Instructions to Student This task requires you to demonstrate the skills and knowledge requirements to complete project-initiating documents to get your chosen project approved. You also need to address the governance of the project by creating a project authorisation procedure to ensure all authorisations and delegations are undertaken at an appropriate stage of the project's life cycle.
This assessment requires you to complete two tasks:
Task 1.1Project Charter
Task 1.2Project Authorisation Procedure
Level of Assistance Permitted (If Any):
This is an open-book assessment task. All work must be your own.
Students may:
refer to learning resources, workplace and/or research further information.
ask the Assessor clarifying questions.
access the services of Studiosity to assist in interpreting questions or proofreading text.
be referred to learning support for additional assistance.
Students must seek any required assistance, reasonable adjustment or negotiate extensions with the Assessor before the due date.
Location:
This Assessment will be completed in a workplace or a simulated workplace, including the classroom or home office environment.
Materials to be supplied:
For this Assessment, learners will need access to:
internet, device and word processing software (can be accessed through TAFE campuses and facilities)
Connect and associated learning resources.
Appendices:
Appendix A Project Charter template
Appendix B Project Authorisation Procedure Template
Work, Health and Safety:
Follow TAFE Queensland Student Rules.
Access TAFE Queensland Student Services for any additional support.
Conduct risk assessments before any assessment task to ensure the safety of all participants and the environment.
Ensure an ergonomically safe work environment to complete all assessment tasks.
Assessment Criteria:
To achieve a satisfactory result, your assessor will be looking for your ability to demonstrate the following key skills/tasks/knowledge to an acceptable industry standard:
prepare a Project Charter to initiate the project gaining formal agreement between the project sponsor and project manager that this project has approval to proceed
prepare a governance procedure detailing project authorisations throughout a project's life cycle.
Submission Details Insert your details on page 1 and sign the Student Declaration. Include this form with your submission.
Review the marking criteria in the rubric provided for this task to ensure you have evidenced all requirements.
Follow the instructions in Connect to submit your Assessment, demonstrating your ability to:
Follow organisational procedures for file naming, management, and storage.
Use business technology.
Communicate professionally using appropriate terminology/language.
Organise and present information professionally, e.g., relevant documents/templates, formatting, grammar and spelling.
Complete tasks promptly.
TAFE Queensland Learning Management System: Connect URL: https://connect.tafeqld.edu.au/d2l/loginUsername; 9-digit student number
For Password: Reset password go to: https://passwordreset.tafeqld.edu.au/default.aspx>
Instructions to Assessor The students will demonstrate the skills and knowledge required to:
The students will demonstrate the skills and knowledge required to complete project-initiating documents to get their chosen project approved. They will also need to address the governance of the project by creating a project authorisation procedure to ensure all authorisations and delegations are undertaken at an appropriate stage of the project's life cycle.
Assessors are to:
confirm that expectations as detailed in 'Instructions to Student' have been followed and met.
provide feedback on all assessment attempts and identify additional learning and/or practice required by the student before their second attempt.
use the marking criteria in the rubric to record their assessment feedback.
negotiate to complete assessment tasks and/or resubmissions verbally where the opportunity presents itself:
scribe the student's response verbatim on the assessment task/marking criteria, and note the questions verbally addressed on the cover sheet.
initial and date additional comments.
Assessors of this unit must satisfy the requirements for assessors in applicable vocational education and training legislation, frameworks and/or standards.
Note to Student An overview of all Assessment Tasks relevant to this unit is located in the Study Guide.
Task 1.1Project Charter
Choose a project to use as the basis for answering the Assessment Tasks for this cluster and all subsequent assessments in the units in the Diploma of Project Management. "A general definition of a project would include terms like temporary and unique, to produce a product, service or result" (PMI2021b) cited in Pearson, Larson, Gray 2023, p8.
The project may be real or simulated; it could be workplace-based or a personal project. A real project may have occurred in the past, be planned for the future or occur now. You may need to add extra details if the real project doesn't address all the areas that the assessment tasks require. For privacy or confidentiality reasons, you may change details such as names of people, organisations or budget figures.
For all assessment tasks, you take on the role of Project Manager. Whether the project is real or simulated, ensure that the project you will be documenting for this qualification has these six major characteristics of a project:
an established objective
a defined life span, with a defined beginning and end (i.e. it is temporary)
usually, the involvement of several departments and/or stakeholders
typically, doing something that has never been done before (unique)
specific time, cost, scope and performance requirements
delivery of something that is of value.
Pearson, Larson, Gray 2023, p9.
The Project Charter provides a formal agreement between the project sponsor and project manager that this project has the approval to proceed.
Develop a Project Charter for the project you selected. Your Project Charter must address the following:
Project Name
Name of the Project Sponsor or Client
Name of the Project Manager
Provide background information to set the scene
Identify specific start and end dates for this project
Identify the project sponsorExplain how this project aligns with the strategic plan of the organisation
Identify the project stakeholders
List the critical success factors for this project
List the project objective/s applying SMART guidelines
Record the assumptions and constraints for this project
Identify any related projects and the implications of how they may influence or affect the outcomes of this project
Identify potential risks that could occur throughout the project
Estimate the resource requirements, including people, materials and equipment
Provide the sponsor's monetary contribution, which covers the potential resource requirements
The sponsor's signature to show they approve the project to proceed.
To develop your Project Charter, you can either:
Use the template in Appendix A Project Charter
OR
If your organisation has an equivalent document used to initiate a project, you may use that to document your Project Charter.
If you are using Appendix A, then copy and paste it from these assessment instructions, save as ProjectCharter_YourNameAdjust the footer to reflect your file nameUpload to Connect when complete.
Task 1.2 - Project Authorisation Procedure
A Project Authorisation Procedure identifies project authorisations required. The procedure details the project life cycle stages with the authorisations and delegations needed throughout each phase of a projects life cycle.
Develop a Project Authorisation Procedure for your organisation that addresses the following:
Purpose
Explain the purpose of a project authorisation procedure.
Initiating
provide the criteria for selecting a project
nominate who is responsible for making this selection
describe how the project manager is selected to manage a particular project.
Planning
Nominate who has authority for each of the following:
approve project plans
other documents associated with the project, for example, contracts, agreements, and designs
financial delegation
procurement delegation, including both human and physical resources.
Executing
who will verify project deliverables against specifications and/or other quality requirements?
who will prepare and present project status reports?
Closing
who will authorise the final project report?
who will sign off on the completed project?
To develop your Project Authorisation Procedure, you can either:
Use the template in Appendix B Project Authorisation Procedure
OR
If your organisation has an equivalent document, you may use that to document your Project Authorisation Procedure.
If you are using Appendix B, then copy and paste it from these assessment instructions, save it as AuthorisationProcedure_YourNameAdjust the footer to reflect your file nameUpload to Connect when complete.
Appendix A Project Charter
PROJECT CHARTER
Project Sponsor/Client
Project Manager
PROJECT DESCRIPTION
LIFE CYCLE
SPONSOR/S
HOW WILL THIS PROJECT SUPPORT THE STRATEGIC AND/OR BUSINESS PLAN?
STAKEHOLDERS
Internal Stakeholders External Stakeholders SCOPING INFORMATION
Critical success factors (CSF)
Project objective/s
Objective CSF
ASSUMPTIONS
CONSTRAINTS
RELATED PROJECTS IMPLICATIONS
RISK ASSESSMENT
RESOURCE REQUIREMENTS
People Equipment Materials Other SPONSOR'S MONETARY CONTRIBUTION
APPROVAL TO PROCEED
Sponsor Full Name Sponsor Position Title Sponsor Signature Date
Appendix B: Project Authorisation Procedure Template
Purpose of Procedure
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
INITIATING
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
PLANNING
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
EXECUTING (including MONITORING/CONTROLLING)
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
CLOSING
Authorisation of Procedure
Authorised by:
Position Title:
Date Authorised:
You need to choose one project scenario that you will use for your assessment items throughout the entire qualification. Working on a single project allows you to gradually build up concepts and documents from project start to finish.
When choosing your project, assume that you are the project manager. Your project can be really happening, has already happened, or it can be a realistic scenario that you create. We recommend that you choose a work-based project - some examples include implementing a new system, moving the business to a new facility, or adding a new product line. However, we understand that a work project is not always practical. If you cannot choose a suitable work-based project, then identify a community-based project (e.g. planning a charity golf day or planning the renovation of a house.
Whether the project is real or simulated,ensure that the project you will be documenting for this qualification has these six major characteristics of a project:
an established objective
a defined life span, with a defined beginning and end (i.e. it is temporary)
usually, the involvement of several departments and/or stakeholders
typically, doing something that has never been done before (unique)
specific time, cost, scope and performance requirements
delivery of something that is of value.
Pearson, Larson, Gray 2023, p9.
Task 1.2: Project Authorisation Procedure
A procedure is an established or official way of doing something; a sequence of steps. This project authorisation procedure should be able to be applied to any project undertaken in your organisation. Write in generic terms as it will not only be applied to your project but any project within your organisation.
Process:
Identify the authorisations required to ensure project governance. Represent the project life cycle phases when considering the authorisations and delegations needed at various points throughout this procedure.
Start in the Initiating phase, list row by row the necessary steps and the related authority topic for each. Throughout each of the life cycle phases, ensure your steps flow 1 through to the last step (1 through to 20, for example).
Ensure you populate all table headings, including the qualifying remarks for each step. Remember this is a procedure, therefore, succinct quality information is required.
The blue guiding text below are just examples to start you off. Use steps and information relevant to your organisations project governance.
PURPOSE
Explain the purpose of the project authorisation procedure. It establishes the governance for the project as you move through each of the life cycle phases. Check ch 7 Governance and Projects in the Project Management in Practice, 3rd ed textbook.
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
INITIATING
1 An idea for a project is developed by completing a Project Charter document Employee conceiving the project idea Go to step 2 A project idea could be conceived by anyone in the organisation
2 Project idea via the Project Charter is forwarded to the Project Sponsor Employee conceiving the project idea Go to step 3 Sponsor considers specific criteria for selecting a project by checking the organisation's Strategic and/or Business Plan
3 Confirmation that the identified project meets the strategic direction or business plan of the organisation Project Sponsor If yes, go to step 4. If no, advise the employee who conceived the project idea
4 Project Manager is selected (nominate how this is done) Project Sponsor Go to step 5 The project team is selected by the project manager or allocated by the sponsor.
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
PLANNING
5 Continue the step-by-step format.
Ensure your steps nominate who has authority for each of the following:
approve project plans (this should be the sponsor, not the project manager)
other documents that would be associated with the project (e.g. contracts and agreements, designs)
financial delegation if provided, adhere to your organisation's financial delegations; otherwise, you will have to establish these delegations. State the lower and upper limits (< and >) in $$ terms for the limits and people involved.
procurement delegation (including both human and physical resources). State the lower and upper limits (< and >) in $$ terms for the limits and people involved. Add in rows as needed. Step # Description of Step Who is Responsible Next Step Qualifying Remarks
EXECUTING (inc MONITORING/CONTROLLING)
Continue the step-by-step format. Ensure your steps nominate who has authority for each of the following:
who will verify project deliverables against specifications and other quality requirements?
who will prepare and present project status reports?
how/who will evaluate potential obstacles?
how will necessary changes be implemented? By whom? Resources needed? Add in rows as needed. Step # Description of Step Who is Responsible Next Step Qualifying Remarks
CLOSING
Continue the step-by-step format. Ensure your steps nominate who has authority for each of the following:
who will authorise the final project report?
who will sign off on the completed project?
List all of the relevant closure activities that your project needs to define a level of authority Add in rows as needed Authorisation of Procedure:
Authorised by: Identify who authorises this procedure use their full name. As the Procedure is an organisational document, it is authorised by someone within your organisation.
Position Title: What position do they hold in the organisation?
Date Authorised:
Your organisations Name
PROJECT CHARTER
Project Name
Project Sponsor/Client: Name
Project Manager: Name (this will be you)
PROJECT DESCRIPTION
Set the scene for the project by including:
The background information which has led to the idea that this project is needed.
Describe what you aim to deliver by completing this project.
Ensure the project description includes details of who, where, what, how, and why.
PROJECT LIFE CYCLE
Nominate the length of the project from initiation to closing. You should give indicative time frames for the phases. Also, identify potential start and finish dates for this project.
Initiation phase
Planning phase
Execution phase
Closing phase
SPONSOR/S
Identify the project sponsor by name, and list their position within the organisation they represent. The sponsor is the person who you will need to discuss the creation of this project with. They will be the person who signs this Project Charter, approving the project to proceed. Note that sometimes the sponsor and the client are the same person, whereas in other projects they will be two different people.
HOW WILL THIS PROJECT SUPPORT THE STRATEGIC AND/OR BUSINESS PLAN?
Explain how the proposed project would align with your organisation's Strategic/Business Plan. You need to show how this project is relevant to the direction of your organisation. You may need to access either of these Plans from the organisation's intranet. If your project is simulated, research other similar organisations' Strategic Plans.
STAKEHOLDERS
Internal Stakeholders Identify who you believe will be the stakeholders in this project, no matter how much influence or interest in the project they may provide. You should list all stakeholders, including both internal and external.
External Stakeholders
SCOPING INFORMATION
Critical success factors (CSF)
List any factors that will be critical to the success of the project. For example, for an IT software development project, user involvement will be critical to provide information to the project team on what they need the software to do. Other critical success factors may include understanding the business context and market pressures, recognising and quantifying business opportunities, managing change, or sustaining successful relationships with local suppliers.
329120427622500Place these EXACT SAME CSFs into the RHS of the table below aligning against the objectives that they relate to. You do NOT have two differing sets of CSFs.
Project objective/s
Write the project's objective/s, applying SMART principles. Ensure each objective is Specific Measurable, Achievable, Realistic, and Time framed, and is written as one cohesive sentence. Depending on the nature of the project, you may have more than one objective. Each objective will align with one or more of your CSFs.
These objectives can be used to measure the ability to meet the project's critical success factors. List your projects objective/s in the LH column of the table below with the corresponding CSF in the RH column.
Objective CSF (list the CSFs that are being addressed by this objective)
Achieve fresh supplies from 'farm to customer' within 24 hours for 75% of our organic produce. Sustain successful relationships with local suppliers and produce a new product line for health-conscious consumers.
ASSUMPTIONS
List any assumptions (accepted as correct) that will impact the performance and delivery of the project. Consider if there are assumptions around sustainability initiatives or the inclusion of circular economy principles to be included in your project.
CONSTRAINTS
List any constraints (or limitations) that will restrict the performance and delivery of the project. Constraints could be noise restrictions, hours of operation for power tools, and requirements for timely rubbish removal. Constraints can also be the budget or the projects timeline. If you mention these as constraints nominate the budget $ and the timeline by date.
Dont confuse risks with constraints. If the item is known to exist and will limit the project, then its a constraint. It's something you must work with. If the item has the potential to occur, but may not, then it's a risk. You would then plan how to deal with it, should it eventuate. This is covered in a lot more detail in the Risk unit, later in your studies.
RELATED PROJECTS IMPLICATIONS
Identify other projects related to this one that your organisation is undertaking.
Note, parts of this project charter are NOT related projects, they are the project. Describe how each of these related projects may influence or affect the outcomes of this project. Consider implications such as a time delay if the related project runs over. Staffing availability can be affected too by related projects.
RISK ASSESSMENT
List the potential risks that this project may encounter. No explanations are needed here, just list the risks. Note that weather is not a risk, as weather happens every day. However, the timing of the wet season may be a risk in the context of your project.
RESOURCE REQUIREMENTS
At this initiation stage, you only need to provide broad estimates of the people, equipment, and material you foresee will be needed to complete the project.
People How many people? What roles will they play in the project? Are any specific trades needed?
Equipment What equipment will be required to complete the project?
Materials What materials will be required to complete the project?
Other List any other requirements
SPONSOR'S MONETARY CONTRIBUTION
Nominate in $ how much you estimate would be required to complete the project.
APPROVAL TO PROCEED
Sponsor Full Name
Sponsor Position Title This lends credibility to their authority to approve projects to go ahead.
Sponsor Signature You can simulate the sponsors signature
Date The date is important to know how recently this Charter was approved.
Access to Internet
All students require reliable access to the internet in order access the course material and submit assignments.
Students should access Connect and other TAFE Queensland systems using Google Chrome.
Software
Students require a computer with access to a full version of Microsoft Office including Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.
Open-source versions of Microsoft Office i.e.Open Office is not compatible with Connect(files are saved as *.odt).Students may be required to attend class, webinars and tutorials via Zoom or Microsoft Teams.
Mac Users
PLEASE NOTE: for this qualification, you are required to use Microsoft Office for MAC.
If you are using a MAC you arenot tosave documents as Pages (*.pages) or Numbers (*.numbers) or Keynote (*.keynote).
Video Recordings
Students are required to complete a range of video and audio recordings throughout the qualification. Students need to have access to suitable equipment e.g., smartphone/webcam/tablets/
Students will need suitable software to complete these recordings e.g., Zoom, Video Compression Software, Video Editing software such as Screencast-o-matic
Student Name Student Number Unit Codes & Names BSBPMG530 Manage Project Scope
BSBTWK503 Manage Meetings
Cluster Name Scoping Cluster
Assessment Name Prepare project initiation and authorisation documents Assessment Task No. 1 of 4
Assessment Due Date Week 4 Date Submitted Assessor Name See Connect
Student Declaration: I declare that this Assessment is my work. Any ideas and comments made by other people have been acknowledged as references. I understand that if this statement is found to be false, it will be regarded as misconduct and will be subject to disciplinary action as outlined in the TAFE Queensland Student Rules. I understand that by emailing or submitting this Assessment electronically, I agree to this Declaration instead of a written signature.
Student Signature Date PRIVACY STATEMENT: TAFE Queensland is collecting your personal information on this form for Assessment. By the Information Privacy Act 2009 (Qld), your personal information will only be accessed by staff employed by TAFE Queensland to conduct the Assessment. Your information will not be provided to any other person or agency unless you have provided TAFE Queensland with permission if authorised under our Privacy Policy (available at https://tafeqld.edu.au/global/privacy-policy.html) or disclosure is otherwise permitted or required by law. Your information will be stored securely. If you wish to access or correct any of your information, discuss how it has been managed or have a concern or complaint about the way the information has been collected, used, stored, or disclosed, please contact the TAFE Queensland Privacy Officer at privacy@tafeqld.edu.au
Instructions to Student This task requires you to demonstrate the skills and knowledge requirements to complete project-initiating documents to get your chosen project approved. You also need to address the governance of the project by creating a project authorisation procedure to ensure all authorisations and delegations are undertaken at an appropriate stage of the project's life cycle.
This assessment requires you to complete two tasks:
Task 1.1Project Charter
Task 1.2Project Authorisation Procedure
Level of Assistance Permitted (If Any):
This is an open-book assessment task. All work must be your own.
Students may:
refer to learning resources, workplace and/or research further information.
ask the Assessor clarifying questions.
access the services of Studiosity to assist in interpreting questions or proofreading text.
be referred to learning support for additional assistance.
Students must seek any required assistance, reasonable adjustment or negotiate extensions with the Assessor before the due date.
Location:
This Assessment will be completed in a workplace or a simulated workplace, including the classroom or home office environment.
Materials to be supplied:
For this Assessment, learners will need access to:
internet, device and word processing software (can be accessed through TAFE campuses and facilities)
Connect and associated learning resources.
Appendices:
Appendix A Project Charter template
Appendix B Project Authorisation Procedure Template
Work, Health and Safety:
Follow TAFE Queensland Student Rules.
Access TAFE Queensland Student Services for any additional support.
Conduct risk assessments before any assessment task to ensure the safety of all participants and the environment.
Ensure an ergonomically safe work environment to complete all assessment tasks.
Assessment Criteria:
To achieve a satisfactory result, your assessor will be looking for your ability to demonstrate the following key skills/tasks/knowledge to an acceptable industry standard:
prepare a Project Charter to initiate the project gaining formal agreement between the project sponsor and project manager that this project has approval to proceed
prepare a governance procedure detailing project authorisations throughout a project's life cycle.
Submission Details Insert your details on page 1 and sign the Student Declaration. Include this form with your submission.
Review the marking criteria in the rubric provided for this task to ensure you have evidenced all requirements.
Follow the instructions in Connect to submit your Assessment, demonstrating your ability to:
Follow organisational procedures for file naming, management, and storage.
Use business technology.
Communicate professionally using appropriate terminology/language.
Organise and present information professionally, e.g., relevant documents/templates, formatting, grammar and spelling.
Complete tasks promptly.
TAFE Queensland Learning Management System: Connect URL: https://connect.tafeqld.edu.au/d2l/loginUsername; 9-digit student number
For Password: Reset password go to: https://passwordreset.tafeqld.edu.au/default.aspx>
Instructions to Assessor The students will demonstrate the skills and knowledge required to:
The students will demonstrate the skills and knowledge required to complete project-initiating documents to get their chosen project approved. They will also need to address the governance of the project by creating a project authorisation procedure to ensure all authorisations and delegations are undertaken at an appropriate stage of the project's life cycle.
Assessors are to:
confirm that expectations as detailed in 'Instructions to Student' have been followed and met.
provide feedback on all assessment attempts and identify additional learning and/or practice required by the student before their second attempt.
use the marking criteria in the rubric to record their assessment feedback.
negotiate to complete assessment tasks and/or resubmissions verbally where the opportunity presents itself:
scribe the student's response verbatim on the assessment task/marking criteria, and note the questions verbally addressed on the cover sheet.
initial and date additional comments.
Assessors of this unit must satisfy the requirements for assessors in applicable vocational education and training legislation, frameworks and/or standards.
Note to Student An overview of all Assessment Tasks relevant to this unit is located in the Study Guide.
Task 1.1Project Charter
Choose a project to use as the basis for answering the Assessment Tasks for this cluster and all subsequent assessments in the units in the Diploma of Project Management. "A general definition of a project would include terms like temporary and unique, to produce a product, service or result" (PMI2021b) cited in Pearson, Larson, Gray 2023, p8.
The project may be real or simulated; it could be workplace-based or a personal project. A real project may have occurred in the past, be planned for the future or occur now. You may need to add extra details if the real project doesn't address all the areas that the assessment tasks require. For privacy or confidentiality reasons, you may change details such as names of people, organisations or budget figures.
For all assessment tasks, you take on the role of Project Manager. Whether the project is real or simulated, ensure that the project you will be documenting for this qualification has these six major characteristics of a project:
an established objective
a defined life span, with a defined beginning and end (i.e. it is temporary)
usually, the involvement of several departments and/or stakeholders
typically, doing something that has never been done before (unique)
specific time, cost, scope and performance requirements
delivery of something that is of value.
Pearson, Larson, Gray 2023, p9.
The Project Charter provides a formal agreement between the project sponsor and project manager that this project has the approval to proceed.
Develop a Project Charter for the project you selected. Your Project Charter must address the following:
Project Name
Name of the Project Sponsor or Client
Name of the Project Manager
Provide background information to set the scene
Identify specific start and end dates for this project
Identify the project sponsorExplain how this project aligns with the strategic plan of the organisation
Identify the project stakeholders
List the critical success factors for this project
List the project objective/s applying SMART guidelines
Record the assumptions and constraints for this project
Identify any related projects and the implications of how they may influence or affect the outcomes of this project
Identify potential risks that could occur throughout the project
Estimate the resource requirements, including people, materials and equipment
Provide the sponsor's monetary contribution, which covers the potential resource requirements
The sponsor's signature to show they approve the project to proceed.
To develop your Project Charter, you can either:
Use the template in Appendix A Project Charter
OR
If your organisation has an equivalent document used to initiate a project, you may use that to document your Project Charter.
If you are using Appendix A, then copy and paste it from these assessment instructions, save as ProjectCharter_YourNameAdjust the footer to reflect your file nameUpload to Connect when complete.
Task 1.2 - Project Authorisation Procedure
A Project Authorisation Procedure identifies project authorisations required. The procedure details the project life cycle stages with the authorisations and delegations needed throughout each phase of a projects life cycle.
Develop a Project Authorisation Procedure for your organisation that addresses the following:
Purpose
Explain the purpose of a project authorisation procedure.
Initiating
provide the criteria for selecting a project
nominate who is responsible for making this selection
describe how the project manager is selected to manage a particular project.
Planning
Nominate who has authority for each of the following:
approve project plans
other documents associated with the project, for example, contracts, agreements, and designs
financial delegation
procurement delegation, including both human and physical resources.
Executing
who will verify project deliverables against specifications and/or other quality requirements?
who will prepare and present project status reports?
Closing
who will authorise the final project report?
who will sign off on the completed project?
To develop your Project Authorisation Procedure, you can either:
Use the template in Appendix B Project Authorisation Procedure
OR
If your organisation has an equivalent document, you may use that to document your Project Authorisation Procedure.
If you are using Appendix B, then copy and paste it from these assessment instructions, save it as AuthorisationProcedure_YourNameAdjust the footer to reflect your file nameUpload to Connect when complete.
Appendix A Project Charter
PROJECT CHARTER
Project Sponsor/Client
Project Manager
PROJECT DESCRIPTION
LIFE CYCLE
SPONSOR/S
HOW WILL THIS PROJECT SUPPORT THE STRATEGIC AND/OR BUSINESS PLAN?
STAKEHOLDERS
Internal Stakeholders External Stakeholders SCOPING INFORMATION
Critical success factors (CSF)
Project objective/s
Objective CSF
ASSUMPTIONS
CONSTRAINTS
RELATED PROJECTS IMPLICATIONS
RISK ASSESSMENT
RESOURCE REQUIREMENTS
People Equipment Materials Other SPONSOR'S MONETARY CONTRIBUTION
APPROVAL TO PROCEED
Sponsor Full Name Sponsor Position Title Sponsor Signature Date
Appendix B: Project Authorisation Procedure Template
Purpose of Procedure
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
INITIATING
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
PLANNING
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
EXECUTING (including MONITORING/CONTROLLING)
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
CLOSING
Authorisation of Procedure
Authorised by:
Position Title:
Date Authorised:
You need to choose one project scenario that you will use for your assessment items throughout the entire qualification. Working on a single project allows you to gradually build up concepts and documents from project start to finish.
When choosing your project, assume that you are the project manager. Your project can be really happening, has already happened, or it can be a realistic scenario that you create. We recommend that you choose a work-based project - some examples include implementing a new system, moving the business to a new facility, or adding a new product line. However, we understand that a work project is not always practical. If you cannot choose a suitable work-based project, then identify a community-based project (e.g. planning a charity golf day or planning the renovation of a house.
Whether the project is real or simulated,ensure that the project you will be documenting for this qualification has these six major characteristics of a project:
an established objective
a defined life span, with a defined beginning and end (i.e. it is temporary)
usually, the involvement of several departments and/or stakeholders
typically, doing something that has never been done before (unique)
specific time, cost, scope and performance requirements
delivery of something that is of value.
Pearson, Larson, Gray 2023, p9.
Task 1.2: Project Authorisation Procedure
A procedure is an established or official way of doing something; a sequence of steps. This project authorisation procedure should be able to be applied to any project undertaken in your organisation. Write in generic terms as it will not only be applied to your project but any project within your organisation.
Process:
Identify the authorisations required to ensure project governance. Represent the project life cycle phases when considering the authorisations and delegations needed at various points throughout this procedure.
Start in the Initiating phase, list row by row the necessary steps and the related authority topic for each. Throughout each of the life cycle phases, ensure your steps flow 1 through to the last step (1 through to 20, for example).
Ensure you populate all table headings, including the qualifying remarks for each step. Remember this is a procedure, therefore, succinct quality information is required.
The blue guiding text below are just examples to start you off. Use steps and information relevant to your organisations project governance.
PURPOSE
Explain the purpose of the project authorisation procedure. It establishes the governance for the project as you move through each of the life cycle phases. Check ch 7 Governance and Projects in the Project Management in Practice, 3rd ed textbook.
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
INITIATING
1 An idea for a project is developed by completing a Project Charter document Employee conceiving the project idea Go to step 2 A project idea could be conceived by anyone in the organisation
2 Project idea via the Project Charter is forwarded to the Project Sponsor Employee conceiving the project idea Go to step 3 Sponsor considers specific criteria for selecting a project by checking the organisation's Strategic and/or Business Plan
3 Confirmation that the identified project meets the strategic direction or business plan of the organisation Project Sponsor If yes, go to step 4. If no, advise the employee who conceived the project idea
4 Project Manager is selected (nominate how this is done) Project Sponsor Go to step 5 The project team is selected by the project manager or allocated by the sponsor.
Step # Description of Step Who is Responsible Next Step Qualifying Remarks
PLANNING
5 Continue the step-by-step format.
Ensure your steps nominate who has authority for each of the following:
approve project plans (this should be the sponsor, not the project manager)
other documents that would be associated with the project (e.g. contracts and agreements, designs)
financial delegation if provided, adhere to your organisation's financial delegations; otherwise, you will have to establish these delegations. State the lower and upper limits (< and >) in $$ terms for the limits and people involved.
procurement delegation (including both human and physical resources). State the lower and upper limits (< and >) in $$ terms for the limits and people involved. Add in rows as needed. Step # Description of Step Who is Responsible Next Step Qualifying Remarks
EXECUTING (inc MONITORING/CONTROLLING)
Continue the step-by-step format. Ensure your steps nominate who has authority for each of the following:
who will verify project deliverables against specifications and other quality requirements?
who will prepare and present project status reports?
how/who will evaluate potential obstacles?
how will necessary changes be implemented? By whom? Resources needed? Add in rows as needed. Step # Description of Step Who is Responsible Next Step Qualifying Remarks
CLOSING
Continue the step-by-step format. Ensure your steps nominate who has authority for each of the following:
who will authorise the final project report?
who will sign off on the completed project?
List all of the relevant closure activities that your project needs to define a level of authority Add in rows as needed Authorisation of Procedure:
Authorised by: Identify who authorises this procedure use their full name. As the Procedure is an organisational document, it is authorised by someone within your organisation.
Position Title: What position do they hold in the organisation?
Date Authorised:
Your organisations Name
PROJECT CHARTER
Project Name
Project Sponsor/Client: Name
Project Manager: Name (this will be you)
PROJECT DESCRIPTION
Set the scene for the project by including:
The background information which has led to the idea that this project is needed.
Describe what you aim to deliver by completing this project.
Ensure the project description includes details of who, where, what, how, and why.
PROJECT LIFE CYCLE
Nominate the length of the project from initiation to closing. You should give indicative time frames for the phases. Also, identify potential start and finish dates for this project.
Initiation phase
Planning phase
Execution phase
Closing phase
SPONSOR/S
Identify the project sponsor by name, and list their position within the organisation they represent. The sponsor is the person who you will need to discuss the creation of this project with. They will be the person who signs this Project Charter, approving the project to proceed. Note that sometimes the sponsor and the client are the same person, whereas in other projects they will be two different people.
HOW WILL THIS PROJECT SUPPORT THE STRATEGIC AND/OR BUSINESS PLAN?
Explain how the proposed project would align with your organisation's Strategic/Business Plan. You need to show how this project is relevant to the direction of your organisation. You may need to access either of these Plans from the organisation's intranet. If your project is simulated, research other similar organisations' Strategic Plans.
STAKEHOLDERS
Internal Stakeholders Identify who you believe will be the stakeholders in this project, no matter how much influence or interest in the project they may provide. You should list all stakeholders, including both internal and external.
External Stakeholders
SCOPING INFORMATION
Critical success factors (CSF)
List any factors that will be critical to the success of the project. For example, for an IT software development project, user involvement will be critical to provide information to the project team on what they need the software to do. Other critical success factors may include understanding the business context and market pressures, recognising and quantifying business opportunities, managing change, or sustaining successful relationships with local suppliers.
329120427622500Place these EXACT SAME CSFs into the RHS of the table below aligning against the objectives that they relate to. You do NOT have two differing sets of CSFs.
Project objective/s
Write the project's objective/s, applying SMART principles. Ensure each objective is Specific Measurable, Achievable, Realistic, and Time framed, and is written as one cohesive sentence. Depending on the nature of the project, you may have more than one objective. Each objective will align with one or more of your CSFs.
These objectives can be used to measure the ability to meet the project's critical success factors. List your projects objective/s in the LH column of the table below with the corresponding CSF in the RH column.
Objective CSF (list the CSFs that are being addressed by this objective)
Achieve fresh supplies from 'farm to customer' within 24 hours for 75% of our organic produce. Sustain successful relationships with local suppliers and produce a new product line for health-conscious consumers.
ASSUMPTIONS
List any assumptions (accepted as correct) that will impact the performance and delivery of the project. Consider if there are assumptions around sustainability initiatives or the inclusion of circular economy principles to be included in your project.
CONSTRAINTS
List any constraints (or limitations) that will restrict the performance and delivery of the project. Constraints could be noise restrictions, hours of operation for power tools, and requirements for timely rubbish removal. Constraints can also be the budget or the projects timeline. If you mention these as constraints nominate the budget $ and the timeline by date.
Dont confuse risks with constraints. If the item is known to exist and will limit the project, then its a constraint. It's something you must work with. If the item has the potential to occur, but may not, then it's a risk. You would then plan how to deal with it, should it eventuate. This is covered in a lot more detail in the Risk unit, later in your studies.
RELATED PROJECTS IMPLICATIONS
Identify other projects related to this one that your organisation is undertaking.
Note, parts of this project charter are NOT related projects, they are the project. Describe how each of these related projects may influence or affect the outcomes of this project. Consider implications such as a time delay if the related project runs over. Staffing availability can be affected too by related projects.
RISK ASSESSMENT
List the potential risks that this project may encounter. No explanations are needed here, just list the risks. Note that weather is not a risk, as weather happens every day. However, the timing of the wet season may be a risk in the context of your project.
RESOURCE REQUIREMENTS
At this initiation stage, you only need to provide broad estimates of the people, equipment, and material you foresee will be needed to complete the project.
People How many people? What roles will they play in the project? Are any specific trades needed?
Equipment What equipment will be required to complete the project?
Materials What materials will be required to complete the project?
Other List any other requirements
SPONSOR'S MONETARY CONTRIBUTION
Nominate in $ how much you estimate would be required to complete the project.
APPROVAL TO PROCEED
Sponsor Full Name
Sponsor Position Title This lends credibility to their authority to approve projects to go ahead.
Sponsor Signature You can simulate the sponsors signature
Date The date is important to know how recently this Charter was approved.
What do I need to do to be successful?
You are required to satisfactorily complete all assessments listed in the table below to be receive a Competency Achieved result for the Unit(s) of Competency. You are responsible for complying with TAFE Queenslands assessment rules and complete assessment tasks honestly. You need to follow all assessment instructions, including submission details and retain a copy of all assessment items. You must submit assessment on or by the due date, unless an extension has been granted. Failure to submit or complete assessment on or by the due date will result in a did not submit/sit (DNS) being recorded (unless there are exceptional circumstances) and you will have five (5) days to submit your second and final attempt. Refer to theTAFE Queensland Student Rulesfor details.
How will I be assessed?
Assessment task Assessment type and name Related Unit/s of Competency
AT1 Portfolio of evidence Prepare project initiation and authorisation documents Due end of week 4
AT2 Portfolio of evidence Use meeting procedures to outline the scope of the project Due end of week 6
AT3 Portfolio of evidence Prepare the scope management plan Due end of week 8
AT4 Portfolio of evidence Manage project scope control processes Due end of week 10
Refer to your Unit Study Guide or the calendar on your unit homepage for assessment due dates.
What will be covered in each class / session?
Refer to theLearning Schedulein theUnit Study Guidebelow. It provides information about the activities you are required to complete under the supervision your teacher/trainer, as well as activities to be completed in your own time. This is a guide only and is intended to assist you in completing this unit of study.
