Undertake project workAssessment Task 2 Performance and Skills
BSNPMG430
Undertake project workAssessment Task 2 Performance and Skills
Task summary
This assessment task requires you to undertake a minor project or a section of a larger project. It covers developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application to future projects.
Required
Access to textbooks/other learning materials.
Access to a computer and Microsoft Office.
Access to the internet.
Note: If you do not have access to Microsoft Office, you must save your work as PDF before uploading.
Timing
The due date of this assessment is available on your learning management system.
Submit
This completed workbook.
Assessment requirements
All questions must be answered correctly for you to be assessed as having completed the task satisfactorily.
Re-submission opportunities
You will receive feedback on your performance from your Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task.
If any part of the task is not satisfactorily completed, your assessor will provide you with written feedback to guide you on what you must undertake to demonstrate satisfactory performance. This assessment may be re-attempted twice. Your resubmission must be uploaded within three (3) days of receiving your grade of not yet satisfactory. You must clearly display Resubmission on your resubmitted work.
You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal.
You are encouraged to consult with your assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.
Assessment Cover Sheet
Student name: Student ID Trainers Name: Date Submitted: Student declaration: I declare that:
I have read and understood all the information provided in relation to the assessment requirements to complete this unit, the instructions and the purpose and processes of undertaking this assessment taskThis assessment is my own work and where others works or ideas have been used, I have appropriately referenced or acknowledged themI understand that plagiarism is a serious offence that may lead to disciplinary action.
Student signature:
Assessment Task 2 Performance and Skills
Preamble
In this task you will be required to refer to the case study and demonstrate your ability to define, develop, administer, monitor, finalise, and review a project.
This assessment is divided into four (4) parts:
Part A: Establish project parametersUsing the workplace scenario information provided, the candidate will determine the scope of a project and develop a portfolio of planning documentation.
Part B: Develop project plan
The candidate will negotiate aspects of the project with their assigned project team. Finally, the candidate will submit planning documentation for approval and discuss with the delegating authority.
Part C: Administer and monitor project
The candidate will work collaboratively with their project team to administer and monitor a project (initiated, planned and discussed in Parts A and B) in order to achieve project deliverables.
Part D: Finalise and review project
The candidate will, drawing on consultation with their project team, complete financial recordkeeping, reassign staff to roles, complete project documentation for sign-off and review project outcomes against project scope and plan. The candidate will then produce a report on the project for stakeholders.
Read the full case study titled Eco-Conscious Expo Overview in the Additional Resources.
Read the scenario following and complete the tasks.
Scenario: Eco-Conscious Expo - Recycle, Reuse, Reduce Everyday project timeline and budget
The Eco-Conscious Expo - Recycle, Reuse, Reduce Everyday project to plan, coordinate, and review is estimated to take approximately 13 weeks.
Estimated Project Costs
Outline all expenses associated with this project, including the resource requirements, materials, labour costs, etc.
Budget Estimates
Labour costs Planned Expense
Project Manager $20,000.00
Project Administrator $5,000.00
Marketing Officer $1,000.00
IT assistance - wiki $500.00
Administrative Clerk $2,000.00
Administrative Clerk $1,500.00
Guest speaker $3,000.00
Council stallholders $400.00
Total labour costs $33,400.00
Outdoor exhibition space Related Costs Planned Expense
Hire of outdoor conference area $1,000.00
Shopping Centre support staff $200.00
Decorations - green theme $200.00
Hiring Stalls $1,000.00
Equipment (PCs / screens) $400.00
Entertainment/music - duke box $150.00
Total outdoor exhibition space costs $2,950.00
Setting up stalls Planned Expense
Thank you to staff holders $500.00
Photocopying/Printing $200.00
Expo satchels $500.00
Eco friendly freebies $200.00
Name badges $25.00
Posters and signs $100.00
Total stall setup costs $1,525.00
Miscellaneous Planned Expense
Office stationery $500.00
Vehicle use and petrol $50.00
Office equipment $300.00
Photocopying Reports $300.00
Public Liability Insurance $110.00
Total misc costs $1,260.00
Marketing/Publicity Planned Expense
Graphics - $400.00
Photocopying/Printing $300.00
Newspaper/adverts $800.00
Publicity material $200.00
Council freebies - lanyards etc $100.00
Total marketing costs $1,800.00
Travel & Accomodation Planned Expense
Hotel $200.00
Transport $50.00
Food $50.00
Other $50.00
Total Expo travel and accommodation costs $350.00
Prizes/Gratuities/Awards Planned Expense
Ribbons/Plaques/Trophies $50.00
Gifts $100.00
Gratuities and Awards $50.00
Total prizes and gratuities $200.00
Total Expenses $41,485.00
Planned Project Costs $41,485.00
Part A: Establish and define project parametersDefine the project scope for the Eco-Conscious Expo using the Scope of Work (SoW) template following. The SoW document will outline the deliverables, timeline, and responsibilities for the project team. (500 words)
Scope of Work (SoW): Eco-Conscious Expo
Project Overview
The overview for the Eco-Conscious Expo is:
Project Objectives
The project objectives for the Eco-Conscious Expo are as follows:
Deliverables
The project team will be responsible for the following deliverables:
Timeline
The Eco-Conscious Expo project to plan, coordinate, and review will take approximately 13 weeks.
The detailed timeline with breakdown for the project is as follows:
Responsibilities
The following responsibilities have been assigned for the Eco-Conscious Expo project:
Outline the stakeholders for the Eco-Conscious Expo project briefly explaining their responsibilities and how you will address their needs and communicate with them throughout the project. (Approx. 200-300 words)
Answer:
Clarify the relationship of the project to other projects within Coral Waters Council as well as the relevance of objectives of the project for the organisation.(Approx. 200-300 words)
Answer:
Create a detailed Work Breakdown Structure (WBS) using the template following that is based on the flowchart version provided:
Detailed Work Break Down Structure Planning Stage
Task No. Task Details Predecessor Resource Person Responsible Proposed Timing
1 2 3 4 5 6 7 8 9 10 11 Once you have completed the project scope and identified the budget required for the project, you need to ensure that the resources are available for you to implement the project. Use the Project Resources Log following to record all the resources required for the project as specified in the Project Scope Statement. The log must include:
At least two (2) physical resources
At least two (2) human resources
At least one (1) technical resource
Note: As the Project Manager you need to check that these resources are available in the organisation before commencing the project. When doing so, ensure that you have obtained permissions and made necessary arrangements from relevant persons in the workplace to be able to access these resources. Document the date when you checked and accessed the resources. Ensure a relevant person has signed off that section in the Project Resources Log.(Approx. 100-200 words)
PROJECT RESOURCES LOG
Project title: Project Manager: Date: Resource
Quantity
Available? Date Checked Supervisor/ Personnel Signature
Yes No Part B: Develop the Project Management Plan
You are now required to develop a Project Management Plan which you will later submit to your CEO and the Board of Directors for approval. The Project Management Plan provides the detailed project work plan, timescale, and resourcing requirements, against which the Project Board or Sponsor can effectively monitor and control project progress. Where a separate business case is not required, the Project Management Plan also provides the business justification for the project, which is reviewed as the project progresses to ensure it remains valid.
The key areas that the Project Management Plan should cover are:
details of the project deliverables, including timing of and responsibilities for delivery
key project milestones
key dependencies, constraints, and assumptions
an overview of the major project risks
a high-level project timeline
resource management, including budget and other resourcing requirements.
The key considerations in the development of the plan are:
The plan must be achievable. This means that estimates must be based on consultation with the staff who will undertake the work and/or reference to historical data.
The plan should incorporate, or be informed by, lessons from previous projects.
Project management and control activities (such as planning, reporting, reviewing and quality checking), as well as the activities to create the products in scope should be considered and included in the plan.
The plan should support the quality management, risk management and communication management activities required for the project.
Use the following template to complete this task.(Approx. 500-1000 words)
PROJECT MANAGEMENT PLAN
Project Management Plan:
Learner must specify the title of the project to be undertaken Project Manager
Learner may also use their own name Project Sponsor
Who has identified the idea for the project and initiated its further development Date
Date when the document was developed Project Overview:
Brief description of what the project to be undertaken is aboutProject Parameters
Project Stakeholders
List three (3) stakeholders involved in this project including yourself as the project manager. Include two (2) responsibilities for the project manager and one (1) for each of the other roles.
Personnel/Role Responsibilities
Project Manager Scope Description
Specify two (2) characteristics of the expected product or service from the project.
Exclusions
Specify two (2) exclusions of the project.
Project Constraints
List two (2) resources or events that will limit or restrict the implementation of the project.
Deliverables
Specify two (2) deliverables expected from the project.
Acceptance Criteria/Measures of Success
Specify two (2) criteria that will determine the achievement/completion of the project.
Reporting Requirements
Outline the reporting requirements involved in this project, including any reporting processes involved.
Risk Assessment Develop a Risk Management plan for the project that applies to the Fitness Industry.
Risk Description Likelihood
Low/Medium/High Impact
Low/Medium/High Mitigation Strategies
Risk management plan
Risk Reference The Risk (What can happen?) Source (How can this happen?) Impact (from event happening) Treatment strategies Effectiveness of treatment strategies Likelihood Consequence
Compliance commitments Highlight the key compliance commitments to the project. Consider legislation that applies to the events industry and may be relevant to this project.
Resource Requirements
List at least two (2) physical resources, and two (2) human resources you will require to undertake the project
Physical Resources Human Resources Technical Resources
Estimated Project Cost
Outline all expenses associated with this project, including the resource requirements, materials, labour costs, etc.
Labour costs Planned ExpenseProject Manager Project Administrator Marketing Officer IT assistance - wiki Administrative Clerk Administrative Clerk Guest speaker Council stallholders Total labour costs Outdoor exhibition space Related Costs Planned ExpenseHire of outdoor conference area Shopping Centre support staff Decorations - green theme Hiring Stalls Equipment (PCs / screens) Entertainment/music - duke box Total outdoor exhibition space costs Setting up stalls Planned ExpenseThank you to staff holders Photocopying/Printing Expo satchels Eco friendly freebies Name badges Posters and signs Total stall setup costs Miscellaneous Planned ExpenseOffice stationery Vehicle use and petrol Office equipment Photocopying Reports Public Liability Insurance Total misc costs Marketing/Publicity Planned ExpenseGraphics - Photocopying/Printing Newspaper/adverts Publicity material Council freebies - lanyards etc Total marketing costs Travel & Accomodation Planned ExpenseHotel Transport Food Other Total Expo travel and accommodation costs Prizes/Gratuities/Awards Planned ExpenseRibbons/Plaques/Trophies Gifts Gratuities and Awards Total prizes and gratuities Total Expenses INSERT AMOUNT
Planned Project Costs INSERT AMOUNT
Monitoring and reporting
Provide a summary of the monitoring and reporting mechanisms that will be adopted in relation to the project and the frequency with which each will be implemented, using the table that follows. These should be agreed with the Project Sponsor. Be sure to delete any mechanisms that will not be used and add any that are not already included.
Control Purpose Frequency
Project Status Report Exception Report End Stage Report Scope Quality Issue Log, Risk Register Communication and consultation
Milestones and timeline
Provide details of the important progress markers (what will be achieved, and when) which will enable the Project Sponsor or Board to monitor progress. The following table can be used:
Milestone Chart
Planning Stage Planning Stage
Related Deliverables Planned Due Date
Coordination Stage Coordination Stage
Related Deliverables Planned Due Date
Review Stage Review Stage
Related Deliverables Planned Due Date
Review Stage - Milestones Review Stage Deliverables DD/MM/YYYY
Phase, Activity Task Person Responsible Work Effort (days) Timeline
timeline Provide an overview of the project timeline using the Gantt chart below.
Project Name: Project Manager: Date Prepared:
Phase, activity, task Person Response. Work effort Timeline
Description Original planned end date will be met+/- (n) task now (n) weeks ahead or behind scheduleC=task completed this week
APPROVAL OF PROJECT MANAGEMENT PLAN
APPROVED by:
In order to implement the Project Management Plan for the Eco-Conscious Expo, you are required to conduct a role play meeting with the sponsor and Coral Waters Council Management as the delegating authority for the project, to consult and discuss the following:
Confirm the project parameters and scopeClarify relationship of project to other projects and to the objectives of the organisation
Identify responsibilities of relevant stakeholders and reporting requirements
Identify project communication methods and reporting requirements to be used to manage the projectThe budget allocated and timeline scheduled for the projectThe risks involved in the project and how they will be mitigated.
The meeting should be approximately ten (10) minutes in length and involve at least three (3) participants acting as team members. Refer to Important Notes below for additional information. You should be able to achieve this timeframe if you concentrate on (and not try to cover too much detail) the following:
scope
deliverables
timeline
Budget
quality
reporting and documentation
risk.
IMPORTANT NOTES:
This part of the assessment includes a role play of meeting with delegating authority. Please follow the instructions below:
Students taking face to face classes:
You can do the role play face-to face during class hours. You will be required to arrange fellow students to do the role play with you however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required for the role play.
Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will either be completed in hard copy by your trainer and handed to you in which you will be to photograph it and upload it OR it will be completely electronically by your trainer who will upload it as part of your assessment record).
Students taking online classes:
You must arrange participants to do the role play with you (participants can include fellow students, friends, family members, or work colleagues however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required and the length for the role play.
You must also video record the role play using your phone and upload it to learning management system. You can also do the task using an online platform such as WhatsApp or Zoom and record the session.
Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will be completely electronically by your trainer who will upload it as part of your assessment record).
Uploading your video onto Learning Management System:
Please see additional instructions uploaded together with Assessment Task 2 on how to submit your recording onto the learning management system.
Role play observation criteria
Note: Please refer to the following observation criteria for the role play explaining the learning expectations that your trainer/assessor will use to determine your grading as Satisfactory (S) or Not Yet Satisfactory (NYS):
Seek clarification from delegating authority of issues related to project and project parameters
Identify responsibilities of relevant stakeholders and reporting requirements
Clarify relationship of project to other projects and to the objectives of the organisationSeek approval from relevant stakeholders of project budget and timeframe
Finalise project plan and gain necessary approvals to commence project according to documented plan
Participates in verbal discussions using clear language and appropriate features to present or seek information
Using listening and questioning skills to seek information and confirm understanding
Selects and uses appropriate communication protocols and practices to ensure shared understanding of project roles and expectations
Uses collaborative techniques to engage stakeholders in consultations and negotiations
Develops and implements plans to manage projects that involve diverse stakeholders with potentially competing demands
Document any notes or feedback from the delegating authority in the meeting minutes below. (Approx. 100- 200 words)
MEETING MINUTES
Purpose, Objectives and Elements of the Meeting: Attendees: Date and time of meeting: Outdoor exhibition space: General Business and topics discussed:
Responsibilities: Name and date: Assume that you met with the project team members to ensure that they are clear about their responsibilities and the project requirements. Document your meeting in meeting minutes and list their responsibilities. (Approx. 50-100 words).
MEETING MINUTES
Purpose, Objectives and Elements of the Meeting: Attendees: Date and time of meeting: Outdoor exhibition space: General Business and topics discussed:
Name and responsibilities: Name and responsibilities: Name and responsibilities: Name and responsibilities: Part C: Administer and monitor projectYou are required to demonstrate your ability to administer and monitor the project for the Eco-Conscious Expo project. You will be required to take action to establish and maintain record keeping systems, implement and monitor plans for managing project finances and resources, complete and forward project report, undertake risk management and achieve project deliverables.
Complete the Recordkeeping Systems Log for the Eco-Conscious Expo project showing how you are going to maintain the required records. (Approx. 100-200 words)
Recordkeeping Systems Log
Record Type Purpose Frequency
Read the scenario below and explain how you, as the Project Manager, will ensure that the record-keeping system is continuously maintained. (Approx. 100-200 words).
Scenario
During your weekly team meeting, you have reviewed the previous weeks records and have found that some of the project records have not been entered into the system. You are not happy as all records need to be systematically entered and updated so that you monitor the milestones of the project.
Answer
Using the scenario following explain how you as the Project Manager can support your team in meeting the project timelines and staying within budget as well as communicate with external stakeholders. (Approx. 100-200 words)
Scenario
Due to unexpected changes to accommodate an expected larger scale of the event, the cost of the outdoor exhibition space for the Eco-Conscious Expo project has increased significantly. There are also additional costs related to the equipment rental, and marketing and promotion expenses. As a result, the budget for the project has been impacted, and adjustments need to be made to accommodate the increased cost.
Impact on Budget:
The cost of the outdoor exhibition space is a significant expense in the project budget, and the unexpected increase can cause a budget overrun. The additional cost can impact other areas of the project budget, such as marketing, equipment rental, and staffing. The project team needs to re-evaluate the budget and make adjustments to ensure that the project can still be delivered within the approved budget.
Impact on Timeline:
The increased cost of the outdoor exhibition space can also impact the timeline of the project. The project team may need to find a new outdoor exhibition space or negotiate with the existing outdoor exhibition space to find a more affordable solution, which can delay the project schedule. Additionally, the team may need to re-evaluate the timeline to ensure that it is still achievable within the constraints of the project budget.
Impact on Quality:
The increase in the cost of the outdoor exhibition space can also impact the quality of the deliverables. The team may need to cut corners in other areas of the project to accommodate the increased cost of the outdoor exhibition space. This can impact the quality of the event, such as the number of vendors, quality of equipment, and overall attendee experience. The project team needs to find a way to maintain the quality of the deliverables despite the budget constraints.
Throughout the process, effective communication and collaboration among the project team, stakeholders, and sponsors will be crucial to ensure that the project goals are still met despite the challenges. The project manager will need to provide regular updates on the project status and seek input from the team to identify ways to overcome the issues and deliver a successful Eco-Conscious Expo.
Answer
Read the scenario and complete the following task.
Scenario
You have met with the Financial Controller of the project to discuss the additional cost for the use of the outdoor exhibition space. This means the budget needs to be increased as there was no contingency amount included in the original budget estimates.
You are now required to review your previously created budget (completed as an Excel spreadsheet) and incorporate the increased costs to the project in the Actual Expense column (you will later be required to present the revised budget to your sponsor and Coral Waters Council Management as the delegating authority for sign off).
(Approx. 100-200 words)
Project Budget
Expense Type Estimated Cost Actual Cost
Total Approved by: Complete an Exception Report to be sent to the delegating authority (Steering Committee/Reference Group) for the need to increase the budget for the Eco-Conscious Expo project to accommodate the unexpected changes in the market and the cost of the outdoor exhibition space for the Eco-Conscious Expo project increasing significantly. mUse the following template.(Approx. 100-200 words)
Exception Report: Eco-Conscious Expo Project
Date of Change Request: [Insert date]
Reason for Change Request: Background Information: Proposed Change: Impact Assessment: Recommendation: Approval:
Project Sponsor: [Insert name]
Approval Date: [Insert date]
Project Manager: [Insert name]
Approval Date: [Insert date]
Steering Committee/Reference Group: [Insert names]
Approval Date: [Insert date]
Answer
Refer to the previous risk analysis done as part of your Project Management Plan and review the risk assessment plan to ensure that the project outcomes are met. Once you have reviewed the risk assessment plan and the outcomes, you are required to write a report to your sponsor and delegating authority (Steering Committee/Reference Group). You must address the following key points:
include a review of the risk management planadvise them of the need to review the budget for the projecthow the project is on track for the deliverables to be achieved
(Approx. 250 words)
Review of the Risk Management Plan
Objectives
Risk Management Process
Tracking and Reporting
Status codesCopy the correct colour code into the status columnNot started In progress Complete On hold Terminated
Milestone Target Date Status
Prepare a Status Report for the delegating authority (Steering Committee/Reference Group) that to tracks progress of project to date and includes risk management interventions. Use the template following.
Eco-Conscious Expo Project
Status Report
For month ending MM/DD/YYYY
Project Manager:(Name)
Milestones Planned Dates Actual Dates Comments
(example Kickoff meeting) (MM/DD/YYYY) (example Initial Prototype Review) (MM/DD/YYYY) (MM/DD/YYYY) (Delayed due to xyz.)
Accomplished this month(Task)
(Task)
(Task)
Planned for next month
(Task)
(Task)
(Task)
Issues / Risks Identified
(Description)
(Description)
Budget / Schedule Control
(Description)
(Description)
Part D: Finalise and review the projectYou held a final meeting with your project team and together with your team finalised the project using the Project Closure Report. Complete the Project Closure Report following that specifically addresses finalised financial records, how the project documentation will be archived, the transition plan for team members to new or previous roles, the outcome of the post implementation review, lessons learned and opportunities for improvement. (Approx. 250 words)
Project Closure Report
Name of project:
Date & location of meeting:
Names of attendees:
Overview by project manager
Summary of highlights and achievements
Review by team of the course goals, objectives/deliverables
Met Missed Partially met Comments
Schedule Budget/variance Success Factors
Lessons learned
Next steps / improvement plans / what could you do better?
Archiving of records
Transition plan for project team members
Project closure report approvals
Prepared by:
Approved by:
Approval date:
Write an email to the sponsor and delegating authority (Steering Committee/Reference Group) by way of a report that finalises and reviews the Eco-Conscious Expo project. The email should draw on consultation with the project team, complete financial recordkeeping, reassign staff to roles, complete project documentation for sign-off and review project outcomes against project scope and plan. (Approx. 200-300 words)
To: Cc: Subject: Congratulations on completing your Assessment Task 2. Please remember to submit:
This completed workbook Role play recording for Part B (if not completed in face-to-face class)
Electronic copy of the Role play Observation Criteria (if completed in hard copy by your trainer)
