BSB50815 Diploma of International Business

BSB51918 Diploma of Leadership and Management
BSB52415 Diploma of Marketing and Communication

BSB50815 Diploma of International Business

BSBPMG522

Undertake project work

Task 2

Task 2 – Skills and Performance Activity
Candidate Instructions
Task Details Learners should demonstrate their contributions using their skills and knowledge that they have developed. They should show that they understand and can apply the information discussed in the Learner Guide. They can also demonstrate their existing knowledge and experience wherever necessary. It is anticipated that the assessment will take approximately 5 hours to complete. The assessment may be re-attempted on 2 further occasions (maximum 3 attempts in total). All assessments must be resubmitted 3 days within receiving your unsatisfactory grade. You must clearly indicate “Re-submission” on your resubmitted work. In undertaking this assessment task, you as the candidate are providing consent for your work to be reviewed for the purposes of formal assessment in the unit(s) of competency. If you have concern regarding this permission, please discuss this with your assessor prior to undertaking the task.
Objective	To provide you with an opportunity to demonstrate your knowledge of the entire unit.
Candidate Declaration
Candidate name:
Trainer’s name:
Date:
Assessment declaration:	I declare that no part of this assessment has been copied from another person’s work, except where clearly noted on documents or work submitted. I declare that no part of this assessment has been written for me by another person. I understand that plagiarism is a serious offence that may lead to disciplinary action.
Candidate signature:

Your trainer and assessor will be grading your work provide you with constructive feedback on Canvas.

Note: You have the choice to complete this assessment task based on your own company or based on the case study simulation provided (Australian Hardware Store).

Obtain the approval from you Trainer to apply this project based on your own company. If, however, you are using the Australian Hardware Store Case Study, please read the brief below along with its supporting documents.

Task Description

You are a recruit from AMPLITUDE management consultancy. Co-owner Andrew Campbell has sent you on assignment to the client firm Australian Hardware.

You can access all of their supporting documents by clicking here: http://australianhardware.simulations.australiantrainingproducts.com.au/

You are required to undertake a straightforward project, which includes developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application in future projects.

Your completed project will be approximately 1000 words in length. All reports and evidence must be uploaded into Canvas once completed.

The intranet tab on this site will lead you to the relevant Australian Hardware Store documents. A range of other documents within this intranet page will provide valuable background information about the operation of the business.

Additional information relating to the case study is provided throughout the assessment.

Simulated Scenario – Australian Hardware Store You have recently been appointed as the Store Manager of the Australian Hardware Newcastle store. You and the COO (Chief Operating Officer) have discussed opportunities for you to make an impact and improvements in relation to how the Newcastle store operates. An area for improvement that has been previously identified by the Human Resources Manager is around developing policies and procedures for your store. You have noticed the Wollongong store has already implemented policies and procedures which have made a positive operational impact on the store. These policies and procedures only require minor amendments before they can be utilised in your store. As these policies and procedures will be new to staff, it will be essential communicate these changes, as well as to organise and provide training to all staff. To support you in developing and implementing the policies and procedures you have decided to develop a project plan, which will assist you with planning, monitoring and implementing your project. The project will include: Amending Wollongong policies and procedures to suit the Newcastle store Creating a Newcastle Store section on the company Intranet Publishing policies and procedures to the Intranet Communicating the policies and procedures to staff Organising and providing training to all staff Collecting feedback from staff on new policies and procedures The project will not include: Collecting feedback from staff on training Reviewing policies and procedures to identify whether further changes are required You have spoken to the Newcastle store about the project that they undertook, and they have advised you that you are likely to encounter competing priorities between HR and department managers as department managers do not like to take their staff away from serving customers in order to attend training.

Part A – Project plan

You are required to demonstrate your ability to create a project plan. The project plan must incorporate all the project plan specifications within the project plan template. Your completed project plan will be approximately 1000 words in length.

Project title

The name or title of your project.

Project purpose

The purpose/reason for your project.

Relationship to other related projects

If your project is related to other projects include this here. If it is not, please write not applicable.

Project objectives

The project objectives should be aligned to the organisation’s strategic context, including:

• Mission
• Goals
• Objectives
• Operations
• Organisational structure

Ensure that you outline the organisation’s mission, goals, objectives and operations and how the project relates to them.

Scope (include key deliverables and documentation)

In scope

Out of scope

Assumptions

Constraints

Key People

Include a short explanation of how each of the key people contributed to the development of this project plan.

• Project client/owner:

• Project sponsor:

• Stakeholders:

• Project Manager (you):

• Project team members:

Responsibilities and reporting schedule

Using the information, you generated in the work breakdown structure (WBS), update the schedule. Include your WBS and Gantt chart in the Appendices.

Item	Milestone date	Responsibility	Communication method

Resource and cost plan

Resource planning is where you determine what resources (people, equipment and materials) and what quantities of each should be used to perform activities. Once the resources have been determined, estimate the project costs. Include a more detailed resource and cost plan in the Appendices if required.

Deliverable/Milestone/Phase	Resource	Cost

Risk Management Plan

Your risk management plan should include WHS/OHS considerations where appropriate (using Australian legislative framework).

Risk	Level(high/medium/low)	Management strategy

Communications and reporting

Include a high-level communications plan here. The communications plan should reflect the organisation’s structure and reporting requirements.

Stakeholder	Information required	When required	Format

Applicable legislation and regulations (using Australian legislative framework)

Legislation/Regulations	How they apply to the implementation of the project plan

Appendices

List the Appendices that are attached to your project plan, if applicable.

Project approvals

Add any signatures that are required for approval to proceed to the next phase.

Project Manager Project Sponsor

Project Client/Owner Other

A work breakdown structure (WBS) in project management is a tool used to define and group the project’s discrete work elements (or tasks) in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised and updated as needed by the project manager.

Level 1	Level 2	Level 3
Task 1
	Sub-task 1.1
		Work item 1.1.1
		Work item 1.1.2
		Work item 1.1.3
	Sub-task 1.2
		Work item 1.2.1
		Work item 1.2.2
		Work item 1.2.3
Task 2
	Sub-task 2.1
		Work item 2.1.1
		Work item 2.1.2
		Work item 2.1.3
	Sub-task 2.2
		Work item 2.2.1
		Work item 2.2.2
Project Sponsor:	Version: 1	Project Client:
Date:
Project Manager:	File Name: BSBPMG522 – Task 2 V3-1-1.docx	Page x of y

Work breakdown structure

Gantt chart

To use a Gantt chart, list the activities and tasks in column A, select an appropriate time interval days, weeks or months), allocate the dates to columns B onwards and plot the expected time duration (total time from start to completion) under the appropriate column by selecting shading from the cells. When you wish to provide a status report, simply colour or shade in black those items that are completed or estimate the percentage complete. This will give you an immediate visual representation as to whether or not you are on schedule. You can add extra columns for assignment of responsibilities etc. For small projects, a Gantt chart can be created as a spreadsheet.

Activity/Task	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15
Project Sponsor:	Version: 1	Project Client:
Date:
Project Manager:	File Name: BSBPMG522 – Task 2 V3-1-1.docx	Page x of y

Resources and budget

Project Name:
Income	Incl GST	Excl GST
Total income
Expense	Incl GST	Excl GST
Subtotal
Contingency (+10%)
TOTAL
Project Sponsor:	Version: 1	Project Client:
Date:
Project Manager:	File Name: BSBPMG522 – Task 2 V3-1-1.docx	Page x of y

Record keeping

State the location and timeframe in relation to maintaining all records for the project plan.

Part B – Project planning meeting

You conducted a project planning meeting with with your project team to discuss and determine the following:

1. project objectives
2. project purpose
3. relationship to other projects
4. scope of the project

Briefly summarise the outcome of the meeting. (approx. 50 words)

Part C – Clarification email

Your project team identified an issue in relation to the scope of the project. They believe that feedback should be within the scope of the project. Draft an email to your manager seeking clarification as to whether this can be included in the project. At the same time, you will need to confirm with your manager whether this project is related to any other projects being undertaken by the organisation.

Send		To:
From:
Subject

Part D: Project monitoring and implementation

Provide evidence of record-keeping in the form of at least three status reports for management (and other relevant stakeholders) at progress intervals of 25%, 50% and 75% during the project, using the templates provided.

Outline the support that team members may require over the life of the project. Provide an example of how you would provide that support regarding specific needs to ensure that the quality of the expected outcomes of the project and documented timelines are met.

Outline examples of when and how the communication and risk-management plans would be used in the project plan. Provide evidence of implementing communication and risk-management plans.

Summarise the deliverables the project plan needs to achieve and by what time they need to be achieved. Outline three examples of what might cause the deliverables to not be achieved.

Scheduling and Assignment of Tasks

Explain how you have monitored the tasks in your Gantt chart and taken corrective action to maintain the project on schedule and within budget.

Status Reports

Status reports needs to be produced for management and any other relevant stakeholders at 25%, 50% and 75% during the project.

Status Report – 25%
Item	Work completed to date	Milestone date	Revised/ actual date	Budgeted cost	Revised/ actual cost	Responsibility
Project Sponsor:	Version: 1	Project Client:
Date:
Project Manager:	File Name: BSBPMG522 – Task 2 V3-1-1.docx	Page x of y

Status Report – 50%
Item	Work completed to date	Milestone date	Revised/ actual date	Budgeted cost	Revised/ actual cost	Responsibility
Project Sponsor:	Version: 1	Project Client:
Date:
Project Manager:	File Name: BSBPMG522 – Task 2 V3-1-1.docx	Page x of y

Status Report – 75%
Item	Work completed to date	Milestone date	Revised/ actual date	Budgeted cost	Revised/ actual cost	Responsibility
Project Sponsor:	Version: 1	Project Client:
Date:
Project Manager:	File Name: BSBPMG522 – Task 2 V3-1-1.docx	Page x of y

Record-keeping

Explain or provide evidence of the record-keeping systems that you have set up for the project. This should include what has been done and any software applications used (e.g. Microsoft Project, Microsoft Excel, etc.).

List some of the records that were created during the lifecycle of the project.

Support for team members

Explain or provide evidence of the support that team members may require over the life of the project. Provide an example of how you would provide that support and the outcome you would expect to see.

Communication and Risk Management Plan

Give examples of when and how the communication and risk-management plans would be used in the project. Provide evidence of how you have implemented the communication and risk management plans.

Deliverables

Summarise the deliverables for your project.

Outline some examples of what might cause any of your deliverables to not be achieved. Provide evidences of achieving project deliverables.

Complete this template:

Legislation	How it applies to the implementation of the project plan

Part E – Project finalisation

You conducted a project review meeting with your project team. In the meeting you discussed with your team and determined the following:

1. Whether objectives and deliverables were achieved
2. What worked well
3. Lessons learned

Using the provided templates, complete the following project finalisation processes, including all specified sections and details.

A signed-off Project Closure report. The report must specifically address finalised financial records, how the project documentation will be archived and the transition plan for team members to new or previous roles.

Document and evaluate the outcomes of the post implementation review and prepare a report identifying opportunities for improvement.

Draft an email to send the finalisation document to stakeholders outlining how the decision was made in relation to opportunities for future improvements.

Project Closure

Post-project review report
Name of project: Date & location of meeting: Names of attendees:
Overview by project manager: (summary of highlights and achievements, etc.)
Review by team of the course goals, objectives/deliverables
	Met	Missed	Partially met	Comments
Project goal – Manage projects
Objectives / deliverables
Success criteria
Schedule/duration of course
Budget/value for money
What worked well; what could have gone better?
What worked well	Would could be improved
Lessons learned
Next steps / improvement plans / what could you do better in your workplace?
Archiving of records
Transition plan for project team members

Project Costs

Describe the actual performance of the project against the project budget.

Resource	Original budget	Revised budget	Final actual budget	Variance
Record the cost items for the project				The amount difference between the Revised Budget and the Actual Budget

Follow on Activities

This section should cover the various activities required to close the project. Where relevant, the sub-sections should include:

Follow-on activities	Responsibility	Date
List any activities that need completing or further work.	Record the Area/Person responsible for following up that activity.	Record the date the activity requires action.

Prepared By __________________________________

([Job Title])

Approved By __________________________________

([Job Title])

Approval Date __________________________________

Send		To:
From:
Subject