leadership & management

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to access project scope and other relevant documentation and define project stakeholders

Activity

The local City Council want to stage a free family fun day at the local city Botanic Gardens to celebrate its 25th Birthday.

Who would you list as the stakeholders?

The Local city council authorities, the event management team and the families of the city who will visit and attend the event will be stakeholders of this event.

Estimated Time

45 Minutes

Objective

To provide you with an opportunity to seek clarification from delegating authority of issues related to project and project parameters

Activity

Using the examples provided of the types of parameters you may need to consider when seeking clarification from a delegating authority for issues related to the project, detail briefly your thoughts and suggestions on the impact of these:

· Project finances or budget

Project finance or budget direct effect the availability and volume of business resources which are required and critical for completion of a project.

· Procurement requirements associated with project

Through this, the availability of raw material and other business resources can make possible for completion of a business project.

· Scope of project

It defines the limitations of the project.

· Integration of project within organisation

Through highly productive results can achieve with high efficiency level as well.

· Legislative and quality standards

It helps to evaluate or asses the quality of project and the implementation of legal rules as well.

· Physical, human and technical resources available or required for project

Through availability of such resources, the desire level of productivity and efficiency can obtain from the project.

· Reporting requirements

Through this ,the stakeholders can evaluate the performance of the project and the gap present in the outcomes of the project can understand easily.

· Risks associated with project, including WHS

Through this, the business can adopt a pro active behaviour and can make an effective plan in advance to deal with future risk.

· Time lines.

Through this ,the maximum time required for completion of a project can identify. This increase motivation of project team and persuade them to make continuous efforts to complete project within due time.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to identify limits of own responsibility and reporting requirements and clarify relationship of project to other projects and to the organisation's objectives

Case Study

Are there other projects that have occurred previously that would help you better understand the strategic objectives?

· If so, what are they?

Yes some other projects related to product development and project expansion has been already taken.

· Are you able to access them?

Yes.

· How do they compare with the current proposed project?

The risk evaluation processes which need to be carried out in this propose project can compare with previous one.

· How can you relate such key items as cost, feasibility, and so forth?

Through cost and feasibility, the propose future of the project can identify and evaluate.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to determine and access available resources to undertake project

Activity

Using your workplace as the source of a project, complete the initial details in this suggested example.

Estimated Time

40 Minutes

Objective

To provide you with an opportunity to develop project plan in line with the project parameters and identify and access appropriate project management tools

Activity

Using your workplace as a reference, in groups or as directed by the instructor, develop a project plan outline using a suitable tool, either from the examples provided or using what is provided by your workplace.

You should address:

· Timelines

· Work structure

· Responsibilities

· Parameters

And describe the project management system used:

To writ the project plan for development of a new product , the following points will need to follow:

(i) Scope of Project:

Through this project, a new product development plan will discuss in detail. For this, a complete team will create which will responsible for product development.

(ii) Identify Stakeholders:

The product development team, the financer of project, the customers who will use the product and the business who is going to produce a new product will be the stakeholders of the project.

(iii) Deliverables:

The project will be dividing into various stages and achievement of each stage result will be deliverables of the project. First stage is research and market analysis. Second stage is identification of risk and financial resources, third stage is about development and testing of project and fourth stage is about offering the product to end consumers.

(iv) Create Project Schedule:

The project will complete with in timeline of 40 working days. The project team will responsible to complete the entire project with in stipulated time.

(v) Establishment of Team:

A team of 7 team members with one project leader can establish to achieve the desire results. The entire team will responsible to complete this project as per stated benchmarks.

Estimated Time

40 Minutes

Objective

To provide you with an opportunity to formulate risk management plan for project, including Work Health and Safety (WHS)

Activity

Conduct a WHS audit.

In groups, or as directed by the instructor, using a project plan example or one from your workplace address the issues below as it relates to your project WHS assessment.

Answers will vary depending on group, so a discussion once complete will help to share ideas and knowledge

Estimated Time

40 Minutes

Objective

To provide you with an opportunity to develop and approve project budget

Activity

In groups, or as directed by the instructor and using a project from your workplace, address the issues below as it relates to developing and planning for approval of a project budget. Use as an example the base structure of an existing workplace project but avoid simply duplicating that budget!

1. Demonstrate your budget knowledge:

· Estimate team hours required to complete each task

To complete each deliverables a minimum time of 22 working hours will require.

· Describe applicable overhead costs as a percentage of those direct labour costs

30% of direct cost will be categories as overhead cost.

· Estimate other direct costs (such as consultants, printing etc)

The estimated direct cost will be $5,000.

· Describe appropriate contingency costs and why

Any change in health and safety base laws can persuade the business to change its existing health measures into new one. Application of new laws will increase the cost volume.

1. Detail how much you have to spend

Overall to complete the project a amount of $70,000 is need to spend.

2. Detail what project expenses are mandatory or most important

The direct cost of project is mandatory which include material cost, labour and overhead cost.

3. How would you go about obtaining prices and quotes for expenses

Use of auction, tender and market analysis base strategies can help the business inn this regard.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to consult team members and take their views into account in planning the project

Activity

In groups, or as directed by the instructor, conduct this activity by asking the team members questions about project time constraints for an example project.

· Obtain the information from your team based on a project of your choice.

The team is entitled to perform a project for development of business information system. The team is responsible to identify why the need arise to have a new information system, which information system is suitable and why, the process of implementation of new information system and to minimize the extent of risk associated with the development of a new information system in business.

The team state that all scope of project is completed but the limited timeline adversely affect the execution of project.

Issue: time constraints.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to finalise project plan and gain necessary approvals to commence project according to documented plan

Activity

1. Describe what experiences you have encountered in gaining the necessary approvals to commence a project?

Through this, I learn that practical execution of a project and its start is a complex task. I face several issues to convey the scope of project and its limitations to the other team members and to define and design the responsibilities of each team member before start of project. I face several conflict and understanding base hurdles while guiding and leading the team members in start of project.

2. How did you overcome any approval obstacles?

Through continuous work and open communication, I become able to overcome the obstacles.

3. What were the methods you used in seeking approvals?

Management by Walking Around is the ultimate strategy in this regard. Through this, I become able to walk around with the entire team members while working on their entitled task. Through which, I can monitor and evaluate their performance level and can guide them wherever it become important during development of information system for business.

Answer in relation to an identified project example.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to take action to ensure project team members are clear about their responsibilities and the project requirements and provide support for project team members, especially with regard to specific needs, to ensure that the quality of the expected outcomes of the project and documented time lines are met

Activity

Using a workplace example of a recent or current project, detail your findings on how you experienced it as a team member or how you handled it as a project manager using the following examples provided:

1. Take action to ensure project team members are clear about their responsibilities and the project requirements

Presence of effective reward and recognition plan can help to motivate the team members to work hard and perform their responsibilities I an effective manner.

2. Provide support for project team members, especially with regard to specific needs, to ensure that the quality of the expected outcomes of the project and documented time lines are met

· A brief training of 2 to 3 days will be arranged to guide the team members.

· A manual or guiding map will provide to increase the support of team members about how they should perform.

· Presence of continuous performance evaluation techniques will help to identify performance gap among team members and to prepare necessary guideline for them.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to establish and maintain required record keeping systems throughout the project

Activity

Using a workplace example of a recent or current project, detail how you experienced maintaining required record keeping systems throughout the project as a team member or how you handled it as a project manager, using the performance criteria just addressed.

Provide examples and suggestions used in your workplace.

To record the entire team progress regarding a project, the help is obtain from the business information system. Beside this ,the project assessment document and blue prints of the project is filled in the business confidential documents to make final report and to use as a reference in future.

Estimated Time

40 Minutes

Objective

To provide you with an opportunity to implement and monitor plans for managing project finances, resources and quality

Activity

Suggest further comments to these steps for implementing and monitoring plans for managing project finances.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to complete and forward project reports as required to stakeholders and undertake risk management as required to ensure project outcomes are met

Activity

In groups, or as directed by the instructor, and using a project from within your workplace conduct a risk assessment using the session notes and discussions just held.

It is required to address the following:

1. External/strategic context

The external market and environment base factors like change I political system and economy factors must take into account while deciding the project strategy and its scope.

2. Internal/organisational context

The capacity of project team members and availability of project resources also take into account.

3. Risk management context

Identify both possible financial ,operational & health and work base risks through a in depth manner.

Estimated Time

30 Minutes

Objective

To provide you with an opportunity to achieve project deliverables

Activity

Discuss in groups, or as directed by the instructor, your experiences in the workplace on how project deliverables were:

Answers will vary depending on learner, their workplace and their experiences.

Estimated Time

40 Minutes

Objective

To provide you with an opportunity to finalise project

Activity

Complete and comment on the suggested forms reports and tables detailed in this session which are designed to “finalise a project” and make specific references to your experiences with:

· Completing financial record keeping

For this ,following steps are need to implement:

(i) Prepare budget by making estimations

(ii) Identify the actual possible cost volume

(iii) Seek suppliers to get material at best possible low cost

(iv) Compare actual cost with estimated cost

(v) Keep record of each invoice regarding purchase and sale

(vi) Presence of sale contract

(vii) Presence of signature of relevant authority over each cheque issues

(viii) Presence of business valid bank statements

· Assign staff involved in project to other roles etc. And obtain any necessary sign offs

There will be team of 8 team members with one team manager.

The team member will assign various duties as per the experience, skills and education level hold by them.

· Complete project documentation

To complete the project documentation ,presence f below mentioned documents is compulsory:

(i) Project business case

(ii) Project charter

(iii) RACI Matrix

(iv) WBS

(v) Risk log

(vi) Project Communication Plan

(vii) Project Schedule

Estimated Time

40 Minutes

Objective

To provide you with an opportunity to review the project.

Activity

Give an example of a workplace project and explain the process you would follow to review its effectiveness and success.

List the tools and techniques you would use to do this.

To review the success and effectiveness of the project ,below mentioned tools and techniques can be use:

Through survey ad observations ,the performance can evaluate.

Estimated Time

To be done over a 6-week period. 10-20 hours depending on the project chosen.

Activity

This project is to be done individually outside of class time.

Identify a project that you can realistically undertake over the next 6 weeks. Ideally it will be relevant to your workplace, but if this is not suitable, talk to your trainer about options for projects you can carry out within your family, club or community.

You will need to carry out all the planning for your project, conduct the project and then review and report on your project. Use the templates given in the learner guide and workbook, or research or create templates of your own. You will also need to give a short (5-10 mins) presentation to your class after the completion of the project.

Suitable examples of a project can include:

· Researching, developing and implementing a new policy

· Purchasing a major piece of equipment

· Holding an event, such as a staff function, workshop, information stall or social event

· Implementing new computer software

· Hosting a fundraising event

· Implementing a new procedure

· Introducing a new service or product

· Running a competition

· Carrying out a marketing activity

· Carrying out an office refurbishment

Define this project, by explaining its purpose and intended outcomes. Describe how it aligns with the organisation’s objectives.

Identify the stakeholders.

Develop a project plan.

Estimated Time

60 – 120 Minutes

Objective

To provide you with an opportunity to demonstrate your knowledge of the entire unit.

Activity

This is a major activity – you should let the learners know whether they will complete it during class or in their own time.

They must individually answer the following questions in full to show their competency of each element:

1. Define project

The project is all about development of a new information safety system.

2. Develop project plan

The project is mainly focus to shift from traditional data security measures to ICloud base system. For this, a team of 10 to 12 team members will require which can complete task within 25 working days and can train others about how to use the new system , it benefits and importance as well.

3. Administer and monitor project

To continuously evaluate performance through surveys, observation and use of 360 degree feedback technique can help in this regard.

4. Finalise project

After analysing scope of project and its administration technique, the project will execute by all means.

5. Review project.

Review of project will help to identify the extent of gap present among the outcomes of the project

1) Why is project scope important?

Through this, the context of project, its limitations and possible outcome and its effects can evaluate easily.

2) Why do you need to define project stakeholders?

Through this, it can highlight about who are highly concerned with the outcome of the project.

3) Why is delegating authority important in a project?

Through this, the extent of accountability can highlight and identify easily.

4) Why do you need to recognise the limits of your role?

Through this ,the scope ,duties and restrictions present with a specific job role can understand easily.

5) Why do you need to understand the purpose of this project in the context of the organisation’s objectives?

Through this ,the extent of alignment among project purpose and organization subjective can identify easily. This can provide a basic understanding and guideline about what to do.

6) Why do you need to determine available resources?

Through this ,the extent of input and cost required for a project can identify. This input can compare with output of project to decide either project work successful or not.

7) Why do you need to keep within the project parameters?

To evaluate the project performance easily.

8) Why do you need to use project management tools?

To identify either the project team is going accurately or with in direction or not.

9) Why do you need to be aware of risks?

To adopt a pro active approach or plan to avoid risk ,awareness of risk is important.

10) Why do you need to take your team’s views into account?

To bring innovation, creativity and to increase the involvement of team members ,it is important to take team’s views.

11) Why do team members need to be clear about their roles?

To avoid any future ambiguity .

12) Why do you need to support team members?

To encourage them and motivate them ,it is important to support them.

13) Why is record keeping important?

Such record keeping help to make evidences which can work in future for legal disputes and for guidance as well.

14) Why do you need to monitor project expenditure?

To identify efficiency and activity of project team.

15) Why might project stakeholders require copies of reports?

To make a better understanding

16) Why do you need to achieve project deliverables?

To achieve project goals and objectives.

17) Why do you need to check records for accuracy?

To avoid any mistake and future miss lead.

18) Why is post-project staff transition important?

For learning through a project experience and to give feedback over performance in team ,it is important.

19) Why is involving team members in project reviews important?

To bring more creativity ,to complete task on time and to adopt and practice high efficiency and productivity ,the involvement of entire project team member’s review I important.

20) Why is documenting lessons learned a good practice?

Through this ,a in depth and pro long understanding can be made easily which help in future and improve he knowledge level.

Learner’s name

Assessor’s name

Unit of Competence

(Code and Title)

Date(s) of assessment

Has the learner completed all required assessments to a satisfactory standard?

Yes No

(Please circle)

Has sufficient evidence and information been provided by the learner to prove their competency across the entire unit?

Yes No

(Please circle)

The learner has been assessed as competent in the elements and performance criteria and the evidence has been presented as:

Authentic

Yes No

(Please circle)

Valid

Yes No

(Please circle)

Reliable

Yes No

(Please circle)

Current

Yes No

(Please circle)

Sufficient

Yes No

(Please circle)

Learner is deemed:

Not yet competent

Competent

If not yet competent, date for re-assessment:

Comments from trainer/assessor:

Learner’s signature

Assessor’s signature