BSBPMG522 Undertake Project Work

Welcome to your Student Assessment Guide for BSBPMG522 Undertake Project Work. This Guide provides you with information on the assessment particularly what you have to do and to what level of performance.

This assessment has the following two events:

Remember, you do not type your responses in this Student Assessment Guide, but use the Student Assessment Workbook, which is a separate document. This document is simply a guide to explain what you are required to do, and by doing so, this will assist you to perform at your best.

Please note that your responses for both assessment events can (where appropriate) use dot point format. See below for an example of a dot point response and a full sentence response.

Performance required

· complete all of the questions and tasks listed in the Student Assessment Workbook

· meet all the requirements listed in this Student Assessment Guide

· your responses to the questions and tasks must be relevant, accurate and specific

· submit your completed Student Assessment Workbook to your Assessor within the set timeframes

· your work must be in your own words

· where you use an external source of information, you must provide citation.

Please be aware that your Assessor is here to provide you with the necessary support throughout the assessment process. If you have questions, then contact them for guidance.

The information contained in this assessment event lists the questions that you will need to develop a written response. These questions are theoretical and provide evidence of your understanding of tools, documents, processes, and legislative context in relation to undertaking a project work. Each question includes the requirements which indicate what you have to do and the depth of your response to achieve a satisfactory result.

Using the table, list examples of project management tools and explain how they contribute to a project.

R 1. list five project management tools

R 2. for each tool, provide a brief summary on how they are used in project management

R 3. word count is approximately 25 words per tool.

Using the table, outline types of documents used in defining the parameters of a project.

R 1. list four documents

R 2. provide an explanation on how it defines the project

R 3. word count is approximately 25 words per document.

Explain the processes for identifying and managing risk in a project.

R 1. explain the process used in identifying the risk

R 2. explain the process in managing the risk

R 3. word count is approximately 150 words.

Use the table to outline the legislative requirements when managing a project.

R 1. list and explain three legislations that are relevant to project management:

· one of your legislations must be related to WHS

· these legislations must be accurate in terms of name and date

· explanations must cover how it would be used to assist in project management

R 2. word count is approximately 25 words per legislation.

· define the project

· develop a project plan

· administer and monitor the project

· finalise and review the project.

In this task, you will analyse the relevant information given to you in the Business Case and then, clarify and confirm (through email), the projects intent with your Assessor who will be role playing your HR Manager for Task 1 only.

R 1. populate the Project Charter Template using the information provided in the Business Case document as follows:

· identify stakeholders

· current situation, impact and opportunities

· assumptions and constraints

R 2. word count is not critical.

R 1. populate the remainder of the Project Charter Template:

· project scope and objectives

· roles and responsibilities

· deliverables , milestones and metrics

· resources required

R 2. populate the Stakeholder Register and Communications Plan Template

R 3. word count is not critical.

R 1. seek clarification from HR Manager on:

· relationship of this project to other organisational projects

· resources available to undertake the project

R 2. confirm approval to develop Project Plan:

· email your completed Project Charter to the HR Manager

· within this email, request approval to proceed

· modify your Project Charter in light of your manager’s feedback

· seek final confirmation of project scope

· this modification must be aligned to the feedback

R 3. word count is not critical.

In this task, you will develop and finalise your Project Plan in consultation with stakeholders. These stakeholders are the members of the Team and the Manager of HR of the simulated organisation. For more information on this please refer to the section titled “Simulation Set Up” in the Appendix A.

R 1. develop a work breakdown structure (WBS) using the parameters from the approved Project Charter:

· populate the WBS template (see separate attachment)

· there must be a minimum of three parent tasks

· each parent task must include a minimum of four subtasks

· the project baseline must be relevant, realistic and feasible to your strategy

R 2. populate the Project Plan Template using the WBS

R 2. word count is not critical.

R 1. produce a Gantt Chart based on the WBS:

· this Gantt Chart clearly shows the task relationships (predecessor and successor tasks)

· attach a screenshot that shows all the task hierarchy into your Student Assessment Workbook

R 2. word count is not critical.

R 1. populate the Risk Management Plan Template:

· contents of this template must identify three potential risk issues for each Parent Task in the Project Plan

· one of these issues must relate to WHS

· the rating of these issues is appropriate (see Risk Model in the template)

R 2. word count is not critical.

R 1. create a project budget using the blank Budget Plan Template:

· all tasks of the template must contain forecast costs

· these costs are for manpower, materials and overheads

R 2. word count is not critical.

R 1. project team will hold a meeting with a total duration of 90 minutes

R 2. in this meeting, the team member will take a leadership role for their chosen initiative:

· each project leader facilitates input on their Project Plan from the other two team members

· this session has a duration of 30 minutes per Project Leader

· each leader must satisfactorily perform all of the criteria indicated in the Observation Check Sheet 1

R 3. word count is not critical.

R 1. email your completed templates and plans to the HR manager:

· within this email, the you will request feedback and/or gain approval to proceed

· if feedback recommends improvements, you will modify your templates/plans in light of the feedback

R 2. you will seek final confirmation of your Project Plan.

R 3. word count is not critical and dependent on the feedback received.

In this task, you will implement your project with your two team members and actively record findings using the relevant templates provided. Based on the results achieved, you will make decisions on issues as they arise and record these activities. This will require you to conduct meetings with your team which will be used in the monitoring of your Project Plan. For more information on this refer to the section titled ‘Simulation Set up’ in Appendix A.

R 1. implement and monitor the Project Plan:

· implement the tasks listed in the WBS

· enter results into the Project Plan

· enter variance comments

R 2. record actual expenses in the Budget Plan:

· where there is variance between forecast and actual, you must provide your rationale in the commentary section of the Project Plan

R 3. word count is not critical.

R 1. hold a meeting and allocate roles and responsibilities to each team member:

· make notes on what is agreed at this meeting

· these agreements must align to the project plan and WBS

R 2. request confirmation that they understand their roles and responsibilities:

· send an email to both team members confirming responsibilities

· attach evidence of these emails in your Student Assessment Workbook.

R 1. at the meeting, ask team members if they require support:

· document response

· seek clarification if required

R 2. develop a support strategy (if required) for each team member:

· minimum of one strategy must be documented

· strategy must be aligned to the needs of team members

R 3. email strategy(s) to team members:

· email confirms time and place for the strategy to be implemented

· includes outcomes expected

R 4. send follow up email that includes:

· a summary of what is achieved in the support session

· confirmation that all needs are met and if not what further support is required

R 5. attach evidence of this email exchange in your Student Assessment Workbook

R 6. word count is not critical.

R 1. develop an electronic filing system for your project, which must:

· be cloud based to ensure easy access by all team members and other stakeholders

· be intuitive so that all stakeholders can use

· have has a logical hierarchical structure for each project document

R 2. maintain files:

· all documents are in correct folders

· all documents are current and complete

R 3. produce screen shots of your record keeping system and attach to your Student Assessment Workbook

R 4. word count is not critical.

R 1. review results achieved and identify variance

R 2. document explanations in the Project Plan

R 3. implement contingencies

R 4. document contingencies for these variances in the ‘Recovery Procedures’ section in the Project Plan

R 5. word count is not critical.

R 1. send email to HR Manager and to team members:

· email contains summary of latest information including any risk initiated

· email contains the share link to the project documents

· information contains covering explanation and makes four key points

R 2. Make entries in the Stakeholder Register and Communications Plan when report is sent:

· the template contains results and comments

R 3. email exchange must be attached to your Student Assessment Workbook

R 4. word count is not critical.

R 1. review WBS, Project Plan and Budget Plan and produce a document that includes:

· objective

· statement on planned deliverables and actual deliverables

· strategies achieved

· specific processes within each strategy

R 2. strategy has a word count of 300 words at a minimum.

In this task, you will formalise the completion of your project. In addition, you will discuss potential roles to your HR Manager for future team members based on their skill acquisition.

R 1. complete the Project Completion Report Template:

· the contents of this template must be in full

· each section must be relevant to the data produced

· include a sign off by team members and HR Manager

R 2. word count is not critical.

R 1. draft a report to the HR Manager on staff transition:

· include in the report, a summary statement of what is achieved

· include roles taken by team members

· include skills learnt by team members

· include three strengths and three areas for further development of each team member

· propose future roles for project members

R 2. send report to HR Manager seeking direction on future roles for team members

R 3. word count is approximately 150 words.

In this task, you will develop learnings from the project, in particular, what insights you can generate and how this could direct your approach to future projects. You will achieve this through holding a meeting with your team members. Note that this meeting will be observed by your Assessor.

R 1. hold a meeting and review each of the questions from the Lessons Learnt Template:

· in this meeting, each team member will share their views

· you will have 15 minutes to review your project

· each Lead Project Officer must make individual adjustments to their draft Lessons Learnt report

R 2. forward completed Lessons Learnt report to the HR Manager

R 3. word count is approximately 150 words.

· how to write a 'killer' resume

· how to write a ‘job landing’ cover letter

· how to master the interview process.

To give project officers exposure to project leadership skills, the HR Manager would like project officers to form a team of three. Each of the three members are to lead aspects of the project. She believes this is best done by having each team member take ownership and a lead role for one of the three initiatives listed above. In this role, the lead officer for their particular initiative, will coordinate this aspect of the project, with the other two members directly reporting to the Lead Officer for their particular initiative.

The Lead Officer will be responsible for coordinating the plan and then implement one of the three professional development initiatives for interns listed below:

· write 'killer' resumes

· job landing cover letters

· effective interview skills.

This simulation is divided into the following phases:

You will be the Lead Project Officer of Perfect Coffe – Perfect Interns in the simulation. Your roles and responsibilities in the simulation are as follows:

Phase 1 occurs from Task 1.1 to Task 2.6. In Phase 1 your main duties in the organisation are as follows:

· define the project

· develop the Project Plan

· consult with your two team members and the HR Manager to finalise the Project Plan.

In Phase 1, you will interact with the two team members (Task 2.5) who will be your fellow students in the role of team members to the project. This session will have a total duration of 90 minutes for all project members. This means that each team member will have 30 minutes to lead their respective initiative. This is to consult and take their views into account in planning your project.

Note that your Assessor will not play a role in this observation activity as they will be observing your interaction with the stakeholders and documenting evidence in the Observation Check Sheet 1 provided in Appendix B.

Phase 2 occurs in Task 3.1 to Task 3.7.

In Phase 2 your main duties in the organisation are implementing and monitoring the project. This will involve conducting multiple team meetings with the same two team members.

Note that this session does not require observation.

Phase 3 occurs from Task 4.1 to Task 5.

In Phase 3, you will finalise your project and review Lessons Learnt. This will include a meeting with your team members to consider Lessons Learnt (Task 5). This meeting will have a total duration of 45 minutes. Within this period, you will have 15 minutes to facilitate the Lessons Learnt with your own initiative.

Note that your Assessor will not play a role in this observation activity as they will be observing your interaction with the stakeholders and documenting evidence in the Observation Check Sheet 2 provided in Appendix B.

In Phase 3 your main duties in the organisation are as follows:

· review project outcomes and processes

· consult with team members on their views of the success of the project

· document Lessons Learnt.

The simulation chosen is to give you the opportunity to provide evidence that demonstrates your ability to implement a project. We have tried to make this simulation as real as possible but within a classroom setting by using documents and templates towards a project that typifies the workplace. To carry out your role in this simulation will require you to follow these steps:

1. In the initial class for this unit, your assessor will give you time to form a team of three with other students in your class:

· select two students that you will be able to interact with over a four to six-week period

· once you have formed a team of three you now need to develop roles and responsibilities for each of you

· divide up the three initiatives (resumes, covering letters and interview) amongst the three of you

· with the initiative you have selected, you will be the Lead Officer for that task, which means the other two members will follow your direction

· you will be a team member to the Lead Officers for the other two initiatives as represented in the table below for a team made up Chan, Mary, Khan:

2. The tasks that each Lead Officer will direct are all the sub tasks that make up Tasks 1- 5. In Task 1 you as Lead Officer will do individual preparation work through the completion of the Project Charter and Stakeholder Register and Communications Plan Templates. You will then email and seek feedback and approval from your Assessor, who will be role playing the HR Manager.

3. In Task 2, you as Lead Officer now individually develop a draft Project Plan that consists of:

· WBS and Gantt Chart

· Project Plan Template

· Risk Management Plan Template

· Budget Plan Template

With this draft complete, you will schedule a meeting with your team to present your draft and seek input and commitment:

· this will require your Assessor to organise a meeting venue and inform you of the venue, date and time

· this meeting has a duration of a total of 90 minutes with each Lead Officer’s session taking 30 minutes each

· your Assessor will observe this session and document findings in the Observation Check Sheet 1 in Appendix B. Note that they will not be playing the role of HR Manager in this observation

You as Lead Officer then use the feedback from your team and finalise your Project Plan then you will email to your Assessor for feedback and approval.

4. In Task 3 as Lead Officer you will hold a number of meetings with your team:

· you will organise these meetings with your team, by yourself. If face to face you can make use of venues such as Library, Study Rooms etc. on site or Cafes or Public Libraries etc.

· if you are holding your meetings via Teleconferencing or online platforms, again you will organise this yourself

· Your Assessor will want you to be confident that you are implementing your project, conducting meetings and recording findings in the templates. Whatever you have written in your Communication Plan must be followed. For example, this could be the receipt of your weekly progress summary via email. Your Assessor will monitor your progress and provide guidance and or support if required.

5. In Task 4 you as Lead Officer will finalise your project by completing the Project Completion Report Template. It is anticipated that this would occur approximately four weeks are the project commencement date.

6. In Task 5 you as Lead Officer will review your Project using the Lessons Learnt Template:

· this meeting will be organised by your Assessor and they will communicate the time and date and venue to you

· as Lead Officer, you will present for 15 minutes and your Assessor will record the findings using the Observation Check Sheet number 2 in Appendix B.

7. As Lead Officer you will use the feedback from the team and submit this completed Template to your Assessor.

Steps to the Project:

The information in this section outlines the assessment conditions for the Observations which occurs in Phase 1 and 2 and involves your interaction with two team members.

Before the Observations:

· you must ensure that you have read and understood any documents required to undertake the Observations

· you must ensure that you have read and understood all performance requirements listed under each task

· you must ensure that you have read the requirements listed in the Observation Check Sheets as your performance will be judged based on these criteria (see Appendix B)

· your Assessor will inform you of the date of your Observations.

During the Observations:

· you will be interacting with the two team members

· the first observation has a total duration of 30 minutes whereas the second has 15 minutes per team member

· other students (other than your two team members) will not be observers during the session as this will give them an unfair advantage

· you cannot refer to the Observation Check Sheets while undertaking the Observations

· your Assessor will:

· observe you individually based on the criteria in the Observation Check Sheets 1 and 2

· document their observations in detail on the Observation Check Sheets

· provide extensive written feedback

· ensure that the session will be free from distractions

· you must comply with WHS requirements

· you must demonstrate all the criteria in the Observation Check Sheets to achieve a satisfactory result for the Observations.

If you are not successful, after the observations, the Assessor will:

· provide written feedback on the Observation Check Sheets explaining their justification in detail

· communicate this feedback to you

· arrange another suitable time to observe your second attempt.

We have provided the Observation Check Sheet(s) for you to prepare for your assessment with the Assessor. Remember, you will not be able to use this Check Sheet(s) during this session. However, we recommend you use this as a planning tool so that you are fully prepared for the observation.

Note that you must demonstrate all the criteria listed in the following Observation Check Sheet(s) to be deemed satisfactory.

The Outcome Sheet below is the assessment tasks for each of the assessment event that the student is required to complete. Assessors, tick ‘S’ if the student achieved a satisfactory outcome for an assessment task and ‘NYS’ if the student does not meet these requirements. Also, you are required to write comments on the quality of this evidence under the ‘Comments’ column. As for your final judgement on the student’s overall performance, tick ‘Satisfactory’ if the student achieves a satisfactory outcome for all of the tasks or ‘Not-Yet-Satisfactory’.

Assessment Event 2: Perfect Coffee - Perfect Interns Simulation

BSBPMG522 Student Assessment Guide v4.0 Page 21