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BSBPMG522 Undertake project work

Assessment Tool

STUDENT COPY

Student Name:

Student ID No:

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Table of Contents

Table of Contents ............................................................................................................................................... 2

How Do I Use This Book? ................................................................................................................................. 4

Assessment Resource Summary ........................................................................................................................ 5

General Instructions to Student .......................................................................................................................... 6

General information on Assessment Methods ................................................................................................... 9

Learner Declaration ......................................................................................................................................... 10

Assessment 1 Written Task .............................................................................................................................. 12

Assessment 2 – Group Activity ....................................................................................................................... 26

Define project ................................................................................................................................................... 26

Assessment 2 – Part 2 ...................................................................................................................................... 28

Project Scoping Document – Template ........................................................................................................... 29

Assessment 2 -Assessor Checklist .............................................................................................................................................................................. 32

Assessor Use ONLY .............................................................................................................................................................................................................. 32

Assessment 3 -Project Plan .............................................................................................................................. 35

Develop project plan ........................................................................................................................................ 35

Project Plan Template ...................................................................................................................................... 36

2 .Stakeholders & Communication Strategy ............................................................................................... 37

3. Work Breakdown Structure ...................................................................................................................... 40

4 Gantt chart ................................................................................................................................................ 42

5 Financial Analysis Table .......................................................................................................................... 43

6 Cost Benefit Analysis ............................................................................................................................... 44

Cost Benefit Analysis Template ...................................................................................................................... 45

7 WHS -Risk Assessment ............................................................................................................................ 47

Risk MATRIX/Risk Assessment Form - Template ..................................... Error! Bookmark not defined.

Assessment 3 -Assessor Checklist .............................................................................................................................................................................. 51

Assessment 4 –Role Play and Project .............................................................................................................. 54

Administer and Monitor Project ...................................................................................................................... 54

Assessment 4 -Observation and Assessor Checklist ........................................................................................................................................ 55

Assessment 5 Report ........................................................................................................................................ 58

Administer and Monitor Project ...................................................................................................................... 58

Finalise project ................................................................................................................................................. 58

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Report Guidelines ............................................................................................................................................ 59

Assessment 5 - Part 2 ....................................................................................................................................... 60

Closure and review report. ............................................................................................................................... 60

Project Closure Report - Template .................................................................................................................. 61

Assessment 5 -Assessor Checklist .............................................................................................................................................................................. 65

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How Do I Use This Book?

Your assessor will go through this handbook and the assessment activities with you in detail, before the assessment process

begins.

This Handbook is divided into two sections:

• The introduction – which

provides general information about the unit(s) of competency you, will be assessed in.

• The second section contains

specific detailed information of the assessment component activities. You will need to complete each assessment activity completely and to the required standard explained to you by your trainer and in this handbook to achieve competence in this assessment process

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Welcome to your assessment on the following unit(s) of competency

Assessment Resource Summary Unit Details

BSBPMG522 Undertake project work

Assessment Type This is a summative assessment, which requires each student to have adequate practice prior to undertaking this assessment.

Assessment Methods

Short Questions & Answers Assessment 1

Knowledge questions

Group Activity (project)

Assessment 2 Part 1 – Group activity

Part 2 – Create a ‘project scoping document’

Project Assessment 3

Develop project plan

Role Play Assessment 4

Administer and Monitor Project

Report

Assessment 5 Part 1 -Administer and Monitor Project/

Finalise project Part 2 - Closure and review report.

Unit Summary This unit describes the skills and knowledge required to undertake a straightforward 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.

This unit applies to individuals who play a significant role in ensuring a project meets timelines, quality standards, budgetary limits and other requirements set for the project.

The unit does not apply to specialist project managers. For specialist project managers, the other units of competency in the project management field (BSBPMG) will be applicable.

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

Unit Code Title Unit Sector

BSBPMG522 Undertake project work Management and Leadership – Project Management

*Pre-requisite Unit Nil

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General Instructions to Student

Please read all the information before you proceed to complete the assessment tasks. If you do not understand any part of these instructions, please ask your trainer/assessor.

Objective of Assessment

The primary objective of assessment is to support and encourage your learning. Assessment results give the assessor an indication of how well you have learnt in class and or areas you may need extra support with. The assessments are intended to be equitable, fair and flexible. All the information, skills and knowledge being assessed by the assessments have been based on theory, practical and skills delivered by your trainer/assessor during classes, and or during self-directed study and meet the requirements of the unit of competency.

Assessment Feedback and Support throughout the Assessment Process

Students are encouraged to reflect on key observations and issues encountered during their studies to encourage learning. Knowing what you understand or have mastered and identifying where you need to improve the critical skills for successful learning.

Your assessor will give you feedback throughout the duration of the unit you are studying and after assessment results. The feedback given to you will always be to support your achievements and to monitor your progress throughout your studies.

Reasonable Adjustment or Special Needs

In the situation where you or your assessor feel that extra support needs to be given, your assessor will organise a time to meet with you and discuss the options available to you. Your assessors aim is to ensure the successful completion of your course with the least amount of difficulty.

Reasonable adjustment will be provided for students with a disability or learning difficulty according to the nature of the disability or difficulty. Reasonable adjustments are made to ensure that the student is not presented with artificial barriers to demonstrating achievement in the program of study. Reasonable adjustments may include the use of adaptive technology, educational support and alternative methods of assessment such as oral assessment.

In assessing the competence of individuals, assessors must provide for reasonable adjustments to ensure the assessment principles of fairness and flexibility are addressed. However, assessors must be confident that reasonable adjustments do not compromise the outcomes of the unit and the integrity of the qualifications and Statements of Attainment issued as certification of achievement.

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Achieving a Satisfactory Result and Reassessment

This qualification is based on Competency based training.

There are two outcomes for each assessment task level:

S (S) = Satisfactory

Or: (NS) = Not Satisfactory (requires more training and experience or evidence to complete the

assessment).

You must achieve a satisfactory result for all components of the unit tasks to be deemed overall

Competent (C) in this unit.

▪ Should you not be successful in your attempt your assessor will provide directive feedback to guide to success in your second attempt; i.e. reassessment.

▪ You will be given two (2) re-assessment opportunities of which one will be at no cost to you but the second one will incur a fee. Please refer to the fee schedule located on the website.

▪ Assessment reasonable adjustment may be exercised by your assessor at their discretion.

Appeal an Academic Decision

Where a student does not agree with the Assessors decision they should first discuss the issue with the assessor and try to reach an understanding of the decision and a way forward to get the issue resolved.

If the student still wishes to pursue the matter further - they may then lodge an appeal following the College’s Complaints and Appeals process. Please refer to the Victorian College of Education Complaints and Appeals Policy for further details.

Cheating and Plagiarism

Victorian College of Education will not tolerate Cheating and plagiarism from any student. Evidence of plagiarism and cheating are treated on a case by case basis and consequences for students engaging in such practices may include being deemed Not Yet Satisfactory in the assessment or Not Yet Competent in the unit or exclusion from the course If you are caught cheating, you will be required to re-enrol in the unit which will incur a fee. Please refer to the schedule of fees on the VCEA website.

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Submitting Assessment Tasks

You must submit all assessment tasks together with the provided cover sheet. Work submitted without a coversheet will be returned unmarked. ALL tasks must be completed in legible English. It is preferable that tasks are typed where this is not possible or where room is provided on a paper for short answers, you must write clearly.

Cover sheets Student must submit a completed coversheet with all assessments tasks, ensuring the student declaration section is signed. Assessment cover sheets are available from the front office.

Due dates Submissions must be made by the due date. Late submissions will be treated as reassessment unless the student gets the pre-approval from the trainer.

Referencing Students should follow the Harvard style of referencing on all assignments, reports and project submitted.

Student Access to Records

Students have the right to access current and accurate records of their participation and results at any time. Students can see their results by requesting the information from their trainer/assessor or can request a copy of records by contacting student administration.

Due Date and Extensions

Submit the task before or on due date. If you need extensions consult your trainer/assessor. Remember extension is an agreement between you and your trainer/assessor and this can be obtained if the need is genuine or under compassionate circumstances. You will be required to submit your request for extension in writing to your trainer and attach any supporting documents.

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General information on Assessment Methods

Assessment tasks may be structured with any combination of a) Written tasks assignment/projects. b) open book tests/closed book exams c) role plays d) Case studies e) Practical demonstrations. f) Logbook/third party Report

You must complete all the appointed tasks and gain a satisfactory result in all tasks to be deemed competent in the unit.

Written Tasks

• Ensure you are clear on the topic. If you are unsure, please ask questions to your trainer/assessor.

• If it is an open book test: -You will have to bring your own books for reference

• If this is a closed book exam – No books or smart phones will be allowed on your desk.

• Ensure you know what date and what time the test will start and what the duration can complete the test.

• In your responses please ensure you print clearly and be able to be read.

• If your writing is illegible or by trainer’s discretion you may type to your responses on the condition you sign your student declaration declaring it to be your own work – exception to this of course is a closed booked exam.

• To achieve satisfactory , ALL questions MUST be answered CORRECTLY

• Use a blue or black pen. Assessments written in pencil or red pen will not be accepted.

• Ask your assessor if you do not understand a question. Whist your assessor cannot tell you the answer, he/she may be able to re-word the question for you.

• Do not talk to your classmates. If you are caught talking, you will be asked to leave, and your assessment will not be marked.

• Do not cheat. Anyone caught cheating will automatically be marked Not Satisfactory (NS) for this assessment. There are NO EXCEPTIONS to this rule.

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Learner Declaration

I understand what is required to be completed in this assessment. I have been fully informed of the instructions and I am confident to proceed.

Learner Name: Learner Signature: Date:

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List three (3) project management tools and explain their use in project management. 1

Questions

Assessment 1 Written Task

Please follow the instruction as outlined in section 1 of this assessment booklet.

Student Name:

Student ID No:

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2 Discuss the use of a ‘GANTT’ chart in project management.

3 Discuss the use of a ‘PERT chart’ in project management.

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4 Discuss the use of a ‘work breakdown structure’ (WBS) - in project management.

5 Discuss the use of the critical path method in project management.

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6 Discuss the importance of a’ project charter’ in project management.

7 Discuss why it is important to plan for risks in a project.

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8 Outline three (3) examples of tools or techniques that could be used to identify risks as part of a risk assessment process for a project.

9 Outline at least four (4) types of information that could be included in a risk management plan

for a project?

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10 Discuss risk avoidance in project management.

11 Discuss the use of risk mitigation strategies in project management.

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12 Discuss the concept of risk acceptance in project management.

13 What does the term project ‘Scope’ mean?

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14 List at least 5 ‘Internal stakeholders’ for an organisation

15 List at least 5 ‘External’ stakeholders

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16 Do ALL stakeholders SIGN off on a project ? Explain your answer

17 Is it important to assign roles and responsibilities for a team project? Explain your answer

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18 What are project ‘milestones’? What is the purpose of setting milestones within a project?

19 Why is it important to identify ‘lines of authority’ or approval within a project?

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20 What does the term ‘Quality Assurance’ relate to? Why is this important within a project?

21 What processes or procedures should you include in your project plan in relation to human

resources?

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22 What processes or procedures should you include in your project plan in relation to financials and budgets

23 What processes or procedures should you include in your project plan in relation to reporting frequency and methods?

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Student Declaration: I declare that the work

submitted is my own and has not been copied or

plagiarised from any person or source.

Name: - Signature:

Date: / /

24 What types of legislation/laws need to be listed and detailed within a project plan – list and describe at least two (2)

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Assessor Use Only

Comments

Result

(Please Circle)

Satisfactory

Not Satisfactory

Incomplete

Assessor: I declare that I have conducted a fair, valid,

reliable and flexible assessment with this student, and I

have provided appropriate feedback

Name:

Signature:

Date: / /

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Part 1 – Group activity

Part 2 – Create a ‘project scoping document’

Assessment 2 – Group Activity

Define project This assessment involves 2 parts:

You must participate and activity you will create a project and a group to work as a team .

For this activity you will utilise the scenario of working for ‘VCEA Hotel.’

You are employed as the Marketing Manager.

Your assessor will play the role of the CEO. The CEO has asked you to prepare an event for a new product

launch.

The CEO – wants you to take full responsibility and act as the project manager for this event.

This means that you will need to organise a project team to help and support you to meet the goals.

The CEO has requested several parameters:

He wants to have a party at an external venue – it needs to hold a minimum of 200 people

it needs to be a licenced premises.

The CEO wants alcoholic beverages and canapes to be served on the evening.

He wants a band and a theme night.

The venue will need to be decorated according to the theme

He wants to involve the media to attract marketing to the organisation.

You have 6 weeks and the budget needs to be approved prior to the start of the project by the CEO.

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The CEO is expecting your prepared Project Scoping Document (Part 2)

Your job is to create the theme organise the venue and food and beverage package – create the invites and

hire a band or entertainment to match the theme.

Your first task is the planning of the event.

Gather yourself and your team.

Allocate roles and responsibilities within the group – Record this information.

Brainstorm ideas as to the theme of the event.

Your assessor will observe you and your team as you work as a team to plan a new project.

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Assessment 2 – Part 2

Project Scope Document

Once you have gathered your team and brainstormed your ideas you will need to record and submit the

following information.

1. Define the scope of your project

2. Define who is the project sponsor , the project manager and other stakeholders – who are the

member of your project team -record these and allocate roles and responsibility.

3. Define the objectives of the project

4. Define how this project is separate from the day to day operations of the hotel.

5. List all the necessary resources for the project.

You may like to refer to the project brief template in this booklet for support and guidance.

Your assessor will also provide an electronic version of the template for your final draft and submission.

Once you have agreed within your project team – complete the project brief and submit to your assessor.

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Project Scoping Document – Template

<Project Brief> Version: <n.n> Date: <dd-mm-yyyy>

Copy: Uncontrolled

DOCUMENT ACCEPTANCE and RELEASE NOTICE

This is <release/version> <n.n> of the <Project Title> Project Brief.

The Project Brief is a managed document. For identification of amendments each page contains a release number and a page number. Changes will only be issued as complete replacement. Recipients should remove superseded versions from circulation. This document is authorised for release once all signatures have been obtained.

PREPARED: DATE: / /

(for acceptance) (<name>, <Project Title> Project Manager)

ACCEPTED: DATE: / /

(for release) (Project Sponsor, <name, title>)

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Title: <Project Title>

Background/Context: Provide a brief explanation of the background and/or context of the

project. (Try and keep this to little more than half a page)

Objective: What is the aim of this project?

A useful way to frame the objective is to answer the question ‘why are

you doing the project?’ The result is a one sentence statement, or series

of statements, starting with the word ‘To’

Target Outcomes Target Outcomes are expressed in the past tense and usually start with

a word ending in 'ed', such as improved, increased, enhanced or

reduced. They are the benefits that the project intends to achieve.

How will the success of the

project be measured?

Describe the measure(s) that will used to indicate that the project has

been successfully completed.

Each measure will be linked to one or more target outcomes. At the end

of the project the measures will help answer such questions as 'what

have we achieved?' and 'how do we know?'

Output(s): What things will be delivered by the project? Outputs link with

outcomes, in that the outputs are used by the project’s customers to

achieve the outcomes. Outputs are usually expressed as nouns

Governance: Describe the management arrangements that will be put in place to

govern the project and briefly describe the accountabilities of each

party. As a minimum this will include the name and title of the Project

Manager and Project Sponsor.

Reporting Requirements: What is the reporting frequency, format and to whom?

Resources:

What human resources, internal, external, consultants and/or working

groups will be required for the project?

Is the project is being conducted within existing operational resources

or have specific funds been supplied? If the project has a specific

budget provide details of the proposed expenditures.

Stakeholders & Communication

Strategy:

List the key stakeholders or stakeholder groups who will impact the

project or be impacted by the project and describe how they will be

engaged.

Assumptions and Constraints: Provide a list of any underlying assumptions and/or constraints.

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Major Risks & Minimisation Strategies:

What are the barriers to achieving project success (i.e. the major risks)? For each of these risks, what steps will be undertaken to minimise

them?

Risk Management: What will be the process used to manage risks throughout the project,

particularly in relation to risk identification, review and reporting?

Issues Management: What will be the process used to manage issues throughout the project,

particularly in relation to issue identification, review and reporting?

Related Projects: List any projects which are dependent on this project, or projects that

are interdependent on this project, or projects upon which this project is

dependent. Briefly describe the relationship.

Guidelines/Standards: What guidelines, standards or methodologies will be applied to manage

the project?

Quality Control: What levels of review will be undertaken throughout the development

of the project outputs? For example, the timing of output reviews, how

the reviews will be conducted and who will be involved.

Capturing the Lessons Learnt: Describe any review process (internal or external) to capture the lessons

learnt throughout the project

Project Activities & Milestones:

List the major activities, scheduled start, scheduled finish and who has been assigned accountability.

Milestones are indicated by a blank scheduled start date.

Id Description Who Scheduled

Start

Scheduled

Finish

Approx. time

frame

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Assessment 2 -Assessor Checklist – Assessor Use ONLY

This checklist is to be used when assessing the students in the associated task. This checklist is to be completed for each student. Please refer to separate mapping document for specific details relating to

alignment of this task to the unit requirements.

Please complete below

Student Name:

Student ID No:

Did the student: Satisfactory Comments

Part 1

Did the student participate in the group activity?

 Yes  No

Did the student demonstrate understanding of the project

 Yes  No

Allocated roles and responsibilities within the group/team activity

 Yes  No

Contributed to the team activity ideas to use in part 2

 Yes  No

Demonstrated skills in consulting and communicating with relevant stakeholders to generate input and engagement in planning, implementing and reviewing the project

 Yes  No

Consulted with other team members and take their

views into account in planning the project

 Yes  No

Participates in verbal discussions using clear language and appropriate features to present or seek information

 Yes  No

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Uses listening and questioning skills to seek information and confirm understanding.

 Yes  No

Selects and uses appropriate communication protocols and practices to ensure shared understanding of project roles and expectations

 Yes  No

Uses collaborative techniques to engage stakeholders in consultations and negotiations

 Yes  No

Part 2

Submitted a Project Scope document matching the group team activity

 Yes  No

Defined the parameters of the project

 Yes  No

Defined the project scope

 Yes  No

Defined the project stakeholders including own responsibilities

 Yes  No

Defined the project as separate to day to day operations of the organisation

 Yes  No

Defined reporting in terms of frequency and methods

 Yes  No

Defined the resources required for the project completion

 Yes  No

Student Declaration: I declare that I have been

assessed in this unit, and I have been advised of my

result. I also am aware of my appeal rights.

Name:

Signature:

Date: / /

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Assessor Comments

Assessor Use Only

Assessor: I declare that I have conducted a fair, valid,

reliable and flexible assessment with this student, and I

have provided appropriate feedback

Name:

Signature:

Date: / /

Result: Satisfactory | Not Satisfactory | Not Assessed

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Assessment 3 -Project Plan

Develop project plan

This assessment continues from your initial group work and project scope

and further develops the project with more specific details and break down

of each area.

You will need to submit your completed project plan and submit to the ‘CEO’ (your assessor) for approval

prior to commencing the project.

Your plan must include:

 A fully developed and comprehensive break down of the complete project – each part of the

template must be submitted successfully.

 Your plan must be line with Assessment 2 that you created within your ‘project team’ and project

scope document. It needs to match the scenario and parameters set out by the organisation and

CEO.

 Identify and access appropriate project management tools such as work breakdown structures,

Gantt charts, pert charts, cause and effect diagrams, process maps and other project management

tools.

 Must incorporate legislation including Work Health and Safety (WHS) as well a completed risk

assessment and risk management plan.

 A complete financial costing breakdown and cost to benefit analysis.

 Evidence of and working with your team members and taking their views into account in planning

the project.

 Create a communication plan with stakeholders to distribute updates as well as feedback.

 Submit your completed plan to the CEO to finalise the project plan and gain necessary approvals to

commence project according to documented plan

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Project Plan Template

Using the project scope document, you all add the information and work through each of the section s to complete your detailed project plan ready for implementation, monitoring and evaluation.

Title Include project title.

Project Scope: Write a paragraph summary of the what the project is about - a brief explanation of the background and/or context of the project.

Project sponsor Name and or title Project Manager Name

Project team members Names

Objective: What is the aim of this project?

Target Outcomes Benefit that the project intends to achieve.

How will the success of the project be measured? Describe the measure(s) that will used to indicate that the project has been successfully completed.

Output(s): What things will be delivered by the project?

Legislation relating to the project Include in here as many laws that are applicable with this specific project

Project Milestones List the milestones and the date for reporting and evaluating purposes

Reporting Requirements: What is the reporting frequency, format and to whom? This is based on project management policy and procedure.

Resources: What human resources will be required for the project?

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2 Stakeholders & Communication Strategy:

2.1 List and describe each member of the project team their position and their roles and responsibilities in

the project.

Team Member’s

Name

Position Roles and Responsibilities

e.g. Jill Team Leader Monitor the staff and track progress; report on any deviations

to the plan;

2.2 List all the key stakeholders (internal and external) who will impact the project or be impacted by the project and describe how they will be engaged.

2.3 Develop a communication plan to ensure that the strategies are communicated to all stakeholders.

Include the stakeholder, communication strategy (e.g. newsletter, email, meeting etc.) and then describe how

the strategy will be implemented.

Communication Plan

Stakeholder

e.g. staff, general

manager, project

manager etc.

Communication Strategy

e.g. email, training, meeting,

newsletter,

Description

What information will you include in the strategy?

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2.4 Action Plan -Summary

Project Title

Task This could be a

program, process or

system

improvement)

Success

Measures (what will help to

measure and

evaluate the

success of the

innovation process

or strategy?)

Risk Assessment

Please refer to the

template for

assistance – Complete

this summary after

performing the risk

assessment

Cost Benefit

Analysis

Refer to the cost

benefit analysis

template

Who’s

responsible?

(Who is responsible for

implementing the

processes or

strategies?)

Task Success

Measures

Risk Assessment Cost Benefit

Analysis

Who’s

responsible?

Task Success

Measures

Risk Assessment Cost Benefit

Analysis

Who’s

responsible?

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2.5 What are 5 Key Result Areas (outcomes) you would expect to be achieved for the project

How would you monitor the progress of each of the Key Result Areas?

Key Result Area

(expected outcomes)

Monitoring Strategies

2.6 Consider a contingency plan if the original plan does not eventuate.

3. Work Breakdown Structure

3.1 For this activity you will take the complete project and break the goal down into small achievable tasks to meet the objective.

Out of these task you will separate it into blocks or phase e.g. phase 1 phase 2 etc. at the end of these phases you will set a date which will be known as

a ‘Milestone date’ for reporting and evaluating purposes of the project

Work Breakdown Structure

Task Who Start date Date to

achieved

Phase No Milestone

date

Approx.

time

frame

Resources

e.g. purchase new information

management system

Team leader July 2019 Dec 2019 2 Aug

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Task Who Start date Date to

achieved

Phase No Milestone

date

Approx.

time

frame

Resources

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4 Gantt chart

From the information you have gathered in the previous activities - create a visual Gantt chart to show the itemised tasks with your Gantt chart needs to

reflect the customised data and information in this assessment.

If you have not created a Gantt chart before you can create one using excel or by using some online templates such as:

https://www.teamgantt.com/free-gantt-chart-excel-template

https://plan.io/blog/gantt-chart-excel-template/

https://www.teamgantt.com/free-gantt-chart-excel-template

https://plan.io/blog/gantt-chart-excel-template/

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5 Financial Analysis Table

5.1 This table will show the total estimated costs Plus, a complete breakdown of each task within the project

Task Start

date

Date to

achieved

Phase

Milestone

date

Approx.

time

frame

Resources Cost

estimate

e.g. purchase new

information

management system

July

2019

Dec

2019

2 August 2

months

MIS

software

$2000

TOTAL BUDGET

5.2 Next using the financial data from above create a pie chart of the entire budget cost and the breakdown to each task.

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6 Cost Benefit Analysis.

Next calculate a cost benefit analysis or Return on Investment (ROI)

If you haven’t completed a cost benefit analysis before you may like to follow the template and steps.

You will need to show all your calculations and will need to be consistent with the assessment activities

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Cost Benefit Analysis Template

Step One: Calculate All-Inclusive Cost It is critical to calculate an all-inclusive cost for project analysis. These costs include, but should not be limited to: Direct Costs

• Actual capital investment

• Any change in tax or licensing costs

• Consulting fees (if applicable)

• Subscription fees

• Annual Maintenance Costs

Indirect Costs

• Initial and ongoing training

• Changes in space or facility requirements (leasing costs)

• Labour hours for implementation

• Changes in utilities rates or transportation costs

• Other downstream or cross-unit costs

These costs should be calculated at current rates plus projected inflation/expansion costs and collated into a simple cost benefit analysis template.

Step Two: Calculate Benefits Like the cost calculation, it is critical to be all inclusive in your approach to project benefits. A solid cost benefit analysis with a positive material return provides a Return on Investment (ROI) period. Some types of benefits are harder to quantify than others.

Some examples of benefits may be:

• Increased output

• Reduced inventory costs

• Reduced labour cost

• Reduced supply chain costs

• Reduced taxes or fees

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Step 3 Calculate using a simple formula

Divide the present value of benefits by the present value of costs. For example, benefits of $19,616 divided by $20,000 calculates a cost-benefit ratio of 0.98.

Step 4: Finally Assess the cost-benefit ratio.

If the number is less than 1.0, then the cost-benefit analysis is negative. If it's greater than 1.0, then there's a positive return. In the example, a 0.98 cost-benefit ratio means you make 98 cents for every dollar you spend, which means you lose money. Had you not adjusted for inflation, the unadjusted total benefits would total $22,000. Dividing by $20,000 results in a positive cost- benefit ratio of 1.1.

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7 WHS -Risk Assessment

First step is to include a policy on WHS in your project management plan. -Research the legislation and

ensure your team meets all the WHS requirements.

You will also need to show evidence of completing a risk assessment – this may be performed on the venue

the equipment or a process of your choice within the project and the tasks you have identified.

Details of the Risk:

Location of the hazard

Description of the Risk:

1 What is the likelihood of the risk to occur:

 Almost Certain

 Likely

 Possible

 Unlikely

 Rare

2 If the risk was to occur what would be the consequences of it occurring:

 Negligible

 Minor

 Moderate

 Major

 Severe

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3 Rate your risk using the included Risk Matrix chart and your responses from questions 1 and 2:

 Low

 Medium

 High

 Very High

Risk Matrix Chart

4 Recommended action to be taken

5 What specific steps will you take to manage this risk

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6 Refer to the ‘ hierarchy of control’, identify the segment on which your actions and response are

based upon. Explain your decision in as much detail as possible.

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7 Explain why you believe your responses are appropriate to the level of risk identified from the

matrix completed.

8 After you have implemented the new changes what monitoring, and evaluation processes will you

implement to achieve the intended result?

Provide at least three (3) specific examples in your answer.

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Assessment 3 -Assessor Checklist – Assessor Use ONLY

alignment of this task to the unit requirements.

Please complete below

Student Name:

Student ID No:

Did the student: Satisfactory Comments

Student submitted a completed project plan matching the criteria and scenario

 Yes  No

Student used project management tools to develop and implement a project plan including:

• deliverables

• work breakdown

• budget and allocation of resources  Yes  No

• timelines

• risk management

• recordkeeping and reporting

Develop project plan in line with the project parameters

 Yes  No

Identify and access appropriate project management tools

 Yes  No

Formulate risk management plan for project, including Work Health and Safety (WHS)

 Yes  No

Develop and approve project budget

 Yes  No

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Consult team members and take their views into account

in planning the project

 Yes  No

Finalise project plan and gain necessary approvals to commence project according to documented plan

 Yes  No

Student Declaration: I declare that I have been

assessed in this unit, and I have been advised of my

result. I also am aware of my appeal rights.

Name:

Signature:

Date: / /

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Assessor Use Only

Assessor: I declare that I have conducted a fair, valid,

reliable and flexible assessment with this student, and I

have provided appropriate feedback

Name:

Signature:

Date: / /

Result: Satisfactory | Not Satisfactory | Not Assessed

Assessor Comments

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Assessment 4 –Role Play Administer and Monitor Project Team/Group meeting

Presuming in this assessment that your prepared Project plan

has been approved by the CEO for implementation. Your next job

is to gather your team again.

You will act as the Project Manager and implement your new

project.

You may need to take turns in the class playing the project

manager and team members. You may also role play with the assessor depending on availability and

resources.

Prior to the meeting make sure you print off your completed project plan for all your team members.

During the meeting you will communicate the details of the plan.

You have already allocated roles and responsibilities, so this is the opportunity to go over the information

and ensure that all team members are clear on their required task and the due dates/milestones.

You will stipulate the key performance indicators(KPI’s) for each of the tasks – so that they all meet the

required objective outcomes.

You will explain how you will report the outcomes and record the information for reporting to the project

sponsor and stakeholders.

You may need to consider further training or coaching for some of your team.

Allow your team to also contribute their ideas, concerns and feedback

End the meeting with your next date for deliverables (milestone) and what documents/reports you expect

to review according to your plan.

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Assessment 4 -Observation and Assessor Checklist – Assessor Use ONLY

alignment of this task to the unit requirements.

Please complete below

Student Name:

Student ID No:

Did the student: Satisfactory Comments

Team Meeting/Role Play

Did the student participate in the role play

 Yes  No

Did the student demonstrate skills in communicating the project to the team and supporting team members to achieve their roles and responsibilities?

 Yes  No

Consulted and communicated with relevant stakeholders to generate input and engagement in planning, implementing and reviewing the project

 Yes  No

Provided support to team members to enable them to achieve deliverables and to transition them as appropriate at completion of the project

 Yes  No

Took necessary action to ensure project team members are clear about their responsibilities and the project requirements

 Yes  No

Provide support for project team members, especially

regarding specific needs, to ensure that the quality of the

expected outcomes of the project and documented time

lines are met

 Yes  No

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Student Declaration: I declare that I have been

assessed in this unit, and I have been advised of my

result. I also am aware of my appeal rights.

Name:

Signature:

Date: / /

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Assessor Use Only

Assessor: I declare that I have conducted a fair, valid,

reliable and flexible assessment with this student, and I

have provided appropriate feedback

Name:

Signature:

Date: / /

Result: Satisfactory | Not Satisfactory | Not Assessed

Assessor Comments

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Assessment 5 Report Administer and Monitor Project

Finalise project

This assessment involves 2 parts – Status report and closure review report

Part 1 Instructions: It is 4 weeks into the project and your Project Sponsor/CEO (Your assessor) requires you to report on the status of the project. You are now at phase 3.

Using the information and project plans from the previous assessments you will create a report on the actual outcomes. You will need to compare the deliverables to the original objectives.

So, from your original outcomes you set and budgeted for you have identified through your monitoring as project manager that the budget has blown out by 10%. The caterer that you booked has gone out of business and the deposit is non-refundable. One of the team members was allocated with the task of obtaining quotes for the catering but seemed to have misunderstood the requirements and didn’t match the theme or budget. In your report detail how, you plan on supporting the staff member and getting the project back on track to deliver the outcomes. You will also need to come up with a new plan for the catering, so you will need to go back to your initial quotes and choose an alternative.

The staff member that was tasked with completing a risk assessment of the venue neglected to check the back-dock area. The band that you are intending to hire needs a lift to get to the first floor. This was not covered so needs to be addressed. The front entry also does not have a ramp and wheelchair access and one of the guests has notified that they will require assistance. You will need to hire a temporary ramp for wheelchair access You now need to report all the changes to the CEO and ask for further funding

Submit your status report and adjust the plan – and re-submit.

Prepare your report using the report guidelines in this booklet.

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Report Guidelines In your report you must ensure the following.

Your report must be professionally prepared/printed. Use the font style Times New Roman and font size 12. Your report must be prepared using the correct report writing structure:

➢ Introduction ➢ Body ➢ Conclusion

Introduction – should be at least 2 -3 sentences long/1 paragraph and gives the reader an idea of what your report is going to be about.

The body is where you will address each of the points/criteria on the previous page. Try to start a new paragraph for each new point.

You can add pictures, graphs, charts, use headings/sub headings, coloured fonts etc. to make your report easy to read and presentable.

Your report as a very minimum should be 500 words to 1000.

The conclusion should also be 2-3 sentences and is a closing summary of all your ideas in the report It is important that you use referencing to show evidence of your research, refer to any website links, textbooks, government articles etc

Please Note: It is important that you address every part of the questions otherwise you will receive a Not Satisfactory (NS) result and Not Yet Competent (NYC) for the unit.

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Assessment 5 - Part 2

Closure and review report.

In this activity it is now week 6 and the event and project has been delivered. Your job now is to finalise the project , redistribute the staff and evaluate the outcome .

The CEO wants to receive a final closure and review report on the outcomes.

For this task you may use the template to create your closure and review report. Ensure that you complete all sections. Your assessor as ‘CEO’ will do the final sign off - which features on the 2nd page of the template.

 You must summarise and review the project outcomes and processes against the original project scope and plan.

 Calculate all the costs and compare against the estimates – report the variances.

 Write a summary of the lessons learned from the project and report within the organisation.

 What worked , what didn’t work ,what would you do differently in a similar project?

 Involve all your team members in the project review.

 Now that the project has been completed and now closed – what will the team members now do? ( i.e. where they employed as contractors or are they full time and need new work assignments – refer to your original team member roles and responsibilities and detail the employment redistribution situation for each of the team members.

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Project Closure Report - Template

<Project Review and

Closure Report>

Version: <n.n> Date: <dd-mm-yyyy>

Copy: Uncontrolled

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DOCUMENT ACCEPTANCE and RELEASE NOTICE

This is <release/version> <n.n> of the <Project Title> Project Review and Closure Report

The Project Review and Closure Report is a managed document. For identification of amendments each page contains a release number and a page number. Changes will only be issued as complete replacement. Recipients should remove superseded versions from circulation. This document is authorised for release once all signatures have been obtained.

PREPARED: DATE: / / (for acceptance) (<name>, <Project Title> Project Manager)

ACCEPTED: DATE: / / (for release) (Project Sponsor, <name, title>)

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Reason for Closing the Project State the reason why this project is being closed. This usually is because the outputs have been delivered, the closing date has been reached and/or the budget has been expended. A project may be closed for other reasons, for example a change in policy or agency priorities, a loss of funding or a deadline date reached.

Highlights and Innovations Describe the highlights of the project and any innovations used or developed by the project.

Summary of Recommendations List the recommendations that appear in this Report. One of the recommendations should be for the Project Sponsor to agree that the project can be deemed closed. For ease of reference, each recommendation should be uniquely numbered, and a reference provided to the relevant section within this Report.

Performance against Objectives Summarise the actual performance of the project against the planned performance. All projects vary to some extent from the original plan, these variations should be identified and the reasons for the variance described.

Describe the actual performance of the project in relation to the achievement of the planned project objectives.

Performance against Outcomes Describe the actual performance of the project in relation to the achievement of targeted outcomes. Were all planned targeted outcomes achieved, to what degree? Some outcomes may not be achieved now. In this case details should be given as to when the outcomes are anticipated to be achieved and who is responsible for their ongoing measurement and reporting of progress towards their achievement.

Performance against Outputs Describe the actual performance of the project in relation to the delivery of the outputs. Were all planned outputs delivered, to what degree? Were they all accepted? Did the quality of the outputs meet expectations?

Performance against Budget Where a separate budget allocation has been made describe the actual performance of the project against the project budget. This section may be deleted if the project was run out of the existing operational budget.

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Lessons Learnt Describe the project management and quality management processes that were perceived to be inappropriate and/or ineffective for the project, as reflected by the stakeholders and the project records/documentation.

Closure Activities Post Project Responsibilities - List any matters that are outstanding, what actions are required to address them and who is responsible. This should include such things as outcomes yet to be achieved, outputs not yet delivered, maintenance of the outputs or other operational matters such as meeting future training requirements that are outstanding or have not been formally agreed prior to this stage.

Appendices This section is optional. Where necessary, appendices can be attached to provide any relevant supporting information

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Assessment 5 -Assessor Checklist – Assessor Use ONLY

alignment of this task to the unit requirements.

Please complete below

Student Name:

Student ID No:

Did the student: Satisfactory Comments

Part 1 – Status Report

Establish and maintain required recordkeeping systems throughout the project

 Yes  No

Implement and monitor plans for managing project finances, resources and quality

 Yes  No

Complete and forward project reports as required to stakeholders

 Yes  No

Undertake risk management as required to ensure project outcomes are met

 Yes  No

Achieve project deliverables

 Yes  No

Complete financial recordkeeping associated with

project and check for accuracy

 Yes  No

Part 2 – Closure and Review Report

Ensure transition of staff involved in project to new roles or reassignment to previous roles

 Yes  No

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Complete project documentation and obtain necessary sign-offs for concluding project

 Yes  No

Review project outcomes and processes against the project scope and plan

 Yes  No

Involve team members in the project review

 Yes  No

Document lessons learned from the project and report within the organisation

 Yes  No

Submitted a completed closure and review report matching the criteria

 Yes  No

Student Declaration: I declare that I have been

assessed in this unit, and I have been advised of my

result. I also am aware of my appeal rights.

Name:

Signature:

Date: / /

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Assessor Use Only

Assessor: I declare that I have conducted a fair, valid,

reliable and flexible assessment with this student, and I

have provided appropriate feedback

Name:

Signature:

Date: / /

Result: Satisfactory | Not Satisfactory | Not Assessed

Assessor Comments