Manage Benefits- Adv. Diploma - Project Management

T-1.8.1_v3

Details of Assessment
Term and Year		Time allowed
Assessment No	1	Assessment Weighting	100%
Assessment Type	Program Benefits Analysis
Due Date	Week 8	Room
Details of Subject
Qualification	BSB61218 Advanced Diploma of Program Management
Subject Name	Manage Benefits
Details of Unit(s) of competency
Unit Code (s) and Names	BSBPMG623 Manage Benefits
Details of Student
Student Name
College		Student ID
Student Declaration: I declare that the work submitted is my own and has not been copied or plagiarised from any person or source. I acknowledge that I understand the requirements to complete the assessment tasks. I am also aware of my right to appeal. The feedback session schedule and reassessment procedure were explained to me.	Student’s Signature: ____________________ Date: _____/_____/_________
Details of Assessor
Assessor’s Name
Assessment Outcome
Assessment Result	|_| Competent |_| Not Yet Competent	Marks	/100
Feedback to Student Progressive feedback to students, identifying gaps in competency and comments on positive improvements:
Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student. |_| Student attended the feedback session. |_| Student did not attend the feedback session.	Assessor’s Signature: ___________________ Date: _____/_____/________

Purpose of the Assessment
The purpose of this assessment is to assess the student in the following learning outcomes:	Competent (C)	Not Yet Competent (NYC)
1.1 Define and communicate expected short- and long-term benefits and trade-offs with pertinent stakeholders
1.2 Monitor and evaluate internal and external program contexts for circumstances that may require changes to the expected benefits
1.3 Periodically review expected benefits and trade-offs and confirm or update
2.1 Define and agree benefits measurement approach with pertinent stakeholders
2.2 Devise and agree benefits delivery approach with pertinent stakeholders
2.3 Assign and have accepted ownership of benefits delivery
2.4 Periodically review, confirm and update benefits measurement approach and benefits delivery approach
3.1 Assess deliverables from constituent projects in accordance with the benefits measurement approach
3.2 Measure and report progress toward delivery of expected benefits with pertinent stakeholders
3.3 Address variances in delivery of expected benefits
Assessment/evidence gathering conditions
Each assessment component is recorded as either Competent (C) or Not Yet Competent (NYC). A student can only achieve competence when all assessment components listed under “Purpose of the assessment” section are recorded as competent. Your trainer will give you feedback after the completion of each assessment. A student who is assessed as NYC (Not Yet Competent) is eligible for re-assessment.
Resources required for this Assessment
1. Computer with relevant software applications and access to internet 1. Weekly eLearning notes relevant to the tasks/questions
Instructions for Students
Please read the following instructions carefully · This assessment has to be completed |X| In class |_| At home · The assessment is to be completed according to the instructions given by your assessor. · Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within two weeks of the assessment due date. All other feedback will be provided by the end of the term. · Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency. · If you are not sure about any aspects of this assessment, please ask for clarification from your assessor. · Please refer to the College re-assessment for more information (Student Handbook).

PERFORMANCE OBJECTIVE

Students will apply analytical skills to identify and articulate program benefits, prioritise benefits using decision making skills, use evaluation skills to measure and assess program benefits performance, and negotiate agreed approaches with stakeholders.

INSTRUCTIONS ON SUBMISSION REQUIREMENTS

· You are required to use the program governance plan template attached and follow the assessment structure to design a Program Benefits Analysis Tool for an organisational program management. You are to follow the layout of the template (but allowed to include additional templates) and complete all the sections of the template for the management of benefits.

· To complete this program benefits analysis, you have two options: 1) you may wish to select the organisation of your choice (where you may be working in a program), or 2) select the case organisation scenario that is mentioned within this assessment.

· You are required to submit a hard copy of the assessment by the due date mentioned in cover page.

· There are no specific word limits on the program benefits analysis but you must ensure you complete all tasks within the template and the assessment structure.

CASE ORGANISATION FOR THE PROGRAM (if not using your own organisational program)

Project Organisation: CEBIT Australia

Website: http://www.cebit.com.au/

(Information partly sourced from CEBIT’s website)

CeBIT is the focal point for the Asia Pacific business technology industry. Across both the exhibition and conference, CeBIT Australia is the leading marketplace for current and future business technology.

This year CeBIT Australia is celebrating its 17th year and in that time it has truly cemented its position as the business technology event for the region, attracting thousands of technology professionals from Government, enterprise, SMEs and start-ups.

Same as previous years, CeBIT is organising APAC’s largest & longest running B2B technology exhibition & conference with 15k technology professionals from enterprise, government, SME & start-up to join the program event.

The program event has truly cemented its position as the business technology event for the region, attracting thousands of technology professionals from Government, enterprise, SMEs and start-ups.

The NSW Government are the Official Partner of CeBIT Australia and we are also supported by the City of Sydney amongst other organisations. CeBIT Australia is organised by Hannover Fairs Australia, part of the government owned Deutsche Messe group. With our return in last year to Darling Harbour at the impressive new ICC Sydney facility, CeBIT Australia attracted over 15,000 attendees from Australia’s most important organisations.

Details of the program event

CeBIT focuses on three main pillars, which will be demonstrated at the program event:

Content & Learning: Over 230 presenters gave incredible insights into topics including cyber security, big data, cloud, fintech, mobility, IoT, digital health, egovernment, women in technology, innovation, next generation technologists, SME business growth and much, much more! Our international keynotes included cyber security doyen Eugene Kaspersky and Randi Zuckerburg, former marketing head at Facebook.

Product Discovery: More than 320 companies demonstrated their capabilities in the CeBIT Australia exhibition. The range of exhibiting companies gives visitors a unique view of the latest in business technology. The exhibition is supported by showfloor content and features to bring the technology to life.

Collaboration & Networking: The Exhibition Networking Drinks allow all attendees to mix in a relaxed atmosphere at the end of day two. The 2017 event also saw the ACS launch their annual Digital Pulse report. The CeBIT Black VIP Evening brought together 500 of the leading business and government technologists. The evenings allowed them to network and learn from a range of forward looking presentations.

Details on Last Year Program Event

In last year’s program event CeBIT Australia 2017 delivered 313 exhibitors, 15,559 attendees, International Keynotes including Eugene Kaspersky, 8 conferences, 6 Strategic Panels, 3 Showfloor Theatres, Networking events, StartUp zone, conference & PitchFest.

Program Event & Project for the Event: Since CeBIT is a big organisation that organises massive learning and networking event for business and community it would be suitable for you to clearly look into the details of the projects associated with the program.

The event is expected to be in ICC Sydney at Darling Harbour and run for the 3 days. Due to the significant size of the program event, the management of the organisation has broken down this event into several sub-projects such as:

· Venue & Event Security Project

· Ticketing, Website, Stall Sales, Advertising and Social Media Project

· Stage Management, Backstage and Dressing Room project

· Sound, Video and Lights Project

· Cleanliness and Maintenance Project

· Food and Beverage Project

· Finance and Accounting Project

· Media and VIP Guest Management Project

· Transportation & Delivery Project

Being a manager of the program organisation, you are required to identify and articulate program benefits, prioritise benefits using decision making skills, use evaluation skills to measure and assess program benefits performance, and negotiate agreed approaches with stakeholders.

CONTEXT AND SITUATION

You are working in one of the Program Department of the organisation and your Senior Program Manager has asked you to design and analyse the program benefits of that program. If you have chosen to use your own organisation, you may think of the program that relates with your organisation.

Your trainer will play the role of the Senior Program Manager and expects you to submit a program benefits analysis following the Assessment Structure and using the template attached.

ASSESSMENT STRUCTURE & MARKING CRITERIA

(for trainer use only)

The assessor is required to use the marking rubric below to assess the learner performance in each task as mentioned.

TASK DETAILS	MARK ALLOCATED	MARK RECEIVED
TASK 1: PROGRAM NAME & TITLE	5
TASK 2: PROGRAM SCOPE	5
TASK 3: PROGRAM STAKEHOLDERS	5
TASK 4: DEFINE PROGRAM BENEFITS	5
TASK 5: PROGRAM COMMUNICATION ACTIVITIES	5
TASK 6: BENEFITS MEASUREMENT APPROACH & REALISATION	5
TASK 7: BENEFITS DELIVERY APPROACH	5
TASK 8: OWNERSHIP OF BENEFITS DELIVERY	5
TASK 9: PROGRAM BENEFIT OBJECTIVES	5
TASK 10: BENEFITS ANALYSIS	15
TASK 11: BENEFITS STATEMENT	5
TASK 12: BENEFITS REGISTER	10
TASK 13: POTENTIAL RISKS TO BENEFITS REALISATION	10
TASK 14: BENEFITS PROFILE IN DETAIL	10
APPENDIX & REFERENCES	5
TOTAL	100

Program Benefits Analysis template follows next page.

PROGRAM BENEFITS ANALYSIS FOR XXX

Submitted by:

TASK 1: PROGRAM NAME & TITLE (use SMART method to clarify the program title with all project timelines and deliverables)

TASK 2: PROGRAM SCOPE

(State the scope of the program (what is in and out of scope), keeping in mind that scope items in a program will relate to business results, not tactical delivery items)

SCOPE IN	· · ·
SCOPE OUT	· · ·

TASK 3: PROGRAM STAKEHOLDERS (Identify the pertinent stakeholders for this program that you are managing)

Stakeholder Type	How is this stakeholder group affected by your program?	Specify any roles and responsibilities of this stakeholder group (if any)

TASK 4: DEFINE PROGRAM BENEFITS

(In this section you are required to explain to your stakeholder on how short- and long-term benefits will be managed)

TASK 5: PROGRAM COMMUNICATION ACTIVITIES

(In this task you are required to communicate expected short- and long-term benefits and trade-offs with pertinent stakeholders as defined in previous task. Using any of the methods such as Meeting, Reporting, Distribution of published document, or Electronic Mail, communicate to the stakeholders. A sample template for meeting agenda and minutes is being provided but you may wish to use other communication methods as well)

MEETING AGENDA
Meeting Name:
Date of Meeting: (MM/DD/YYYY)		Time:
Meeting Facilitator:		Location:
1. Meeting Objective
2. Attendees
Name	Department/Division	E-mail	Phone
3. Meeting Agenda
Topic	Owner	Time
4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)
Description	Prepared by

MEETING MINUTES
1. Agenda and Notes, Decisions, Issues
Topic	Owner	Time
2. Action Items
Action	Owner	Due Date
3. Next Meeting (if applicable)
Date: (MM/DD/YYYY)		Time:		Location:
Objective:

TASK 6: BENEFITS MEASUREMENT APPROACH & REALISATION

(In this task you are required to discuss the baseline measurements and agreeing targets/KPIs. Baseline measurements identify the current performance of an operation so that improvements can be measured)

TASK 7: BENEFITS DELIVERY APPROACH

(In this task you are required to highlight the approaches you are undertaking for benefits delivery)

TASK 8: OWNERSHIP OF BENEFITS

In this section you are required to analyse and discuss on the benefits ownership. To complete this you will need to address the following:

· Engagement with Benefits Owners

· Roles and benefit accountabilities

· Business problems to be resolved

TASK 9: PROGRAM BENEFIT OBJECTIVES (Highlight at least 3 objectives of the program benefits)

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Manage Benefits, Assessment No.1v1.0, Last updated on 11/06/2019 Page 1

TASK 10: BENEFITS ANALYSIS (You are required to conduct a Cost benefit analysis or a Social cost benefit analysis or both analysis depending on the choice of your program. You may wish to use a template for the quantitative cost benefit analysis. Free templates on cost benefit analysis can be found on the Internet. Or you can use the one linked here https://www.smartsheet.com/free-cost-benefit-analysis-templates . For the social cost benefit analysis, you will need to analyse the social benefits and the costs)

TASK 11: BENEFITS STATEMENT

(In this task you are required to provide statements in regards to the Benefits/outcomes and DIS-Benefits. You are also required to mention the benefit and DIS-Benefit types and how the benefits are likely to occur for the stakeholders and sponsors)

Benefit	Expected benefit outcome	Benefit Type	Where will the benefit occur?	Who will be affected?
DIS-benefit	Expected outcome	Benefit Type	Where will the DIS-benefit occur?	Who will be affected?

TASK 12: BENEFITS REGISTER

(In this task you are required to complete the following register to periodically review expected benefits and trade-offs. To prepare the register you may use the definitions provided after the register. A sample has been provided in the first row)

Benefit Title and Description	Link to Objectives (Project, Business, Strategic)	Planned Outcome	Stakeholders and Beneficiaries	Program/Project Name	Measure Description & Expected Result	Baseline Measure	Actual Measures	Status	Expected Realization Date
Reduce the time for managers to fill vacant positions	Improve processes and strengthen relations with clients	The process for approving, posting and recruiting for open positions will be streamlined, reducing the amount of time it takes to fill a vacant position, ensuring continuous University services during employee turnover	Hiring Managers, departments and employees on campus using services impacted by employee turnover, applicants, recruiters	Recruitment System Implementation	Measurement: average # of days across all vacant positions from employee's last day of work to the first day the new employee starts work; Expected Result: less than one month	Baseline measurement before new system implementation is an average of 3 months	Jan 15, 1991: 2 months	On Track	1-Jan-92

Use the definitions below to complete the benefits register above:

1. Benefit Title and Description – A title and brief description of the desired benefit

2. Link to Business Objectives – Document or link to University, departmental, or IT strategies this benefit aligns to, and how

3. Planned Outcome – What changes will take place, and what will the results look like, in order to achieve the benefit (“Benefit Vision”)

4. Stakeholders and Beneficiaries – Individuals or groups who will be impacted by and/or benefit from the Planned Outcome.

5. Program/Project Name – The name of the program, project(s), or initiative(s) that will deliver the Planned Outcome

6. Measure Description & Expected Result – What measurement will be used to gauge progress and success in achieving the benefit? What value is required to be deemed a success?

7. Baseline Measure – What was the value of the measure before work started?

8. Actual Measures – What are the actual measurement results and the date taken?

9. Status – High level status of the progress achieved to date, based on progress measurement versus elapsed time, to deliver the Planned Outcome.

Realized = Benefit has been realized. Actual result matches expected.

On Track = On Schedule for realizing benefit.

Warning = Some risk towards realizing benefit.

Critical = Benefit realization will not be met."

10. Expected Realization Date – Year and month originally planned for completion of Planned Outcome.

TASK 13: POTENTIAL RISKS TO BENEFITS REALISATION

(In this section you as a program manager need to identify and address the potential risks (at least 3 potential risks) that could lead to this benefit not being realised. It is important to ensure that these risks are transferred to the project/programme or business area’s risk register as required)

You are to analyse the identified risks using the scales below and provide countermeasure to tackle these risks

· Likelihood (1 very low to 5 very high)

· Impact on Benefit (1 very low to 5 very high)

TASK 14: BENEFITS PROFILE IN DETAIL

No.	Benefit	Senior Benefit Owner	Operational Benefit Owner
Benefit to be Measured	Method of Measurement	Baseline Value	Target Value	Measurement Dates	Measurement to be done by	Actual Value at date measured
				Baseline Actual(s)
Overall Benefit Ranking	Benefit Category	Dependency on Other Benefits	Benefit Priority (1 very low to 5 very high)	Likelihood of Failure (1 very low to 5 very high)	Overall Risk Rating (Priority x Likelihood of Failure)
Relevant PSA/ Departmental Targets	How does the benefit meet the target?
Actions Required	Responsibility for actions	Expected Outcomes	Start Date	End Date
Potential Risks	Likelihood 1 Low – 5 High	Impact on Benefit 1 Low – 5 High	Countermeasures	Responsibility for Countermeasures

APPENDIX (Attach Program Drafts, Plans, Images, Pictures, or any other attachments)

REFERENCES (List references and sources used in the benefits analysis. Use the Harvard method for referencing)

Manage Benefits, Assessment No.1 v1.0 Last updated on 11/06/2019 Page 19