leadership and management

Assessment Task

Overview

Written questions

You must correctly answer all questions.

Project set up

You must participate in a meeting and develop a project scope based on the meeting and scenario information, as well as develop a project management plan.

Project monitoring

You must conduct and monitor the project for the development of the website, including developing a brief for the project and preparing a project status report. You will also brief the new customer service officer on the project.

Project evaluation

You must finalise and review the project.

Project reflection

You must answer a series of questions about lessons learned during projects.

This icon indicates that you will need to meet with your assessor (and possibly other students) to complete a meeting or role play.

This icon indicates that you will need to communicate via email or send documents to via email.

This icon indicates that the you will need to submit an item of evidence.

This icon indicates all other stages during the task, which may include research, developing documents, brainstorming ideas and so on.

Have you read the assessment requirements for this unit?

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No

Do you understand the requirements of the assessments for this unit?

Yes

No

Do you agree to the way in which you are being assessed

Yes

No

Do you have any specific needs that should be considered

Yes

No

If so, explain these in the space below.

Do you understand your rights to reassessment?

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No

Do you understand your right to appeal the decisions made in an assessment?

Yes

No

Student name

Student ID number

Student signature

Date

Assessor name

Assessor signature

Date

Student name

Student ID number

Student signature

Date

Assessor name

Assessor signature

Date

Assessment outcome

S

NS

DNS

Resubmission

Y

N

Student signature

Date

Analyse: when a question asks you to analyse something, you should do so in detail, and identify important points and key features. Generally, you are expected to write a response one or two paragraphs long.

Compare: when a question asks you to compare something, you will need to show how two or more things are similar, ensuring that you also indicate the relevance of the consequences. Generally, you are expected to write a response one or two paragraphs long.

Contrast: when a question asks you to contrast something, you will need to show how two or more things are different, ensuring you indicate the relevance or the consequences. Generally, you are expected to write a response one or two paragraphs long.

Describe: when a question asks you to describe something, you should state the most noticeable qualities or features. Generally, you are expected to write a response two or three sentences long.

Discuss: when a question asks you to discuss something, you are required to point out important issues or features and express some form of critical judgement. Generally, you are expected to write a response one or two paragraphs long.

Evaluate: when a question asks you to evaluate something, you should put forward arguments for and against something. Generally, you are expected to write a response one or two paragraphs long.

Examine: when a question asks you to examine something, this is similar to “analyse”, where you should provide a detailed response with key points and features and provide critical analysis. Generally, you are expected to write a response one or two paragraphs long.

Explain: when a question asks you to explain something, you should make clear how or why something happened or the way it is. Generally, you are expected to write a response two or three sentences long.

Identify: when a question asks you to identify something, this means that you are asked to briefly describe the required information. Generally, you are expected to write a response two or three sentences long.

List: when a question asks you to list something, this means that you are asked to briefly state information in a list format.

Outline: when a question asks you to outline something, this means giving only the main points, Generally, you are expected to write a response a few sentences long.

Summarise: when a question asks you to summarise something, this means (like “outline”) only giving the main points. Generally, you are expected to write a response a few sentences long.

Student’s name:

Did the student provide a sufficient and clear answer that addresses the suggested answer for the following?

Completed successfully?

Comments

Yes

No

Question 1

Question 2

Question 3

Question 4

Question 5

Question 6

Question 7

Question 8

Question 9

Question 10

Question 11

Task outcome:

Satisfactory

Not satisfactory

Assessor signature:

Assessor name:

Date:

Native Bush Spices Australia is based in Coffs Harbour, NSW.

The business was established in 2010 to cater for a demand for Australian native food products. The company has organic certification.

The company manufactures and retails a range of organic, Australian native foods including:

· Native herbs and spices

· Native herbal teas

· Native fruit jams and conserves.

Currently the business is selling its products through a number of small supermarkets and health stores throughout Australia. The company also has a very basic website that includes four pages: home, about us, products and contact details.

The company’s overall business objectives for the next three years are to increase sales and create brand awareness, develop a broader product range, as well as expand into overseas markets, most likely Hong Kong, Japan and Singapore.

The company’s target customers are those that enjoy gourmet foods.

The age range of Australian consumers buying products is between 35 and 65.

Most consumers are health conscious, care about protecting the environment and have an average annual income of $80,000.

The company currently employs the following staff in its head office: CEO, Operations Manager, Marketing Coordinator, Customer Service Officer and two administration staff.

Ten staff are employed in the factory making and distributing the products.

As the Marketing Coordinator, you have been asked by the Operations Manager to coordinate a project to develop a new website. The Operations Manager is ultimately responsible for the management of the project but has assigned significant responsibility to you. The new website is seen as a critical part of the company’s expansion strategy, and the Operations Manager has advised that you will need to develop a project scoping for the website to present to senior management, as well a project management plan.

The Operations Manager has also advised you that the new website is classified as a Medium Project. The project team is to consist of yourself, the Customer Service Officer who has been assigned to assist you with this project, and the Operations Manager.

The Operations Manager has advised that the website is to include a shopping cart, so customers can order products directly through the website. He would also like customers to be able to access recipes and general information about the health benefits of bush spices.

The company has long wanted to commission a new logo, and it has been decided to do this now, in conjunction with the new website. The Native Bush Spices marketing team will then use the logo across all of the company’s communication. It has been allotted a budget separately from the website, but it is understood that the company that designs the website will also design the new logo too.

The company has established procedures for project management. These are documented in the Project Management Policy and Procedures.

Review the case study information above, as well as the Project Scope Template.

Identify all the information you need to develop the project scope document and prepare a list of questions for the additional information you need to discuss with the Operations Manager at a meeting (at activity 4 below) to confirm and clarify project parameters, including your own responsibilities. Write down your questions as notes to use at the meeting.

You should also review the Project Management Policies and Procedures as well as the Project Management Plan Template.

You will need to confirm the responsibilities and reporting requirements with the Operations Manager at the meeting, too, so make notes on these to bring to the meeting.

You will be modifying the plan following a meeting with the Project Team, so save this version of the document as Draft Project Scope.

Based on the project scoping document that you have developed and any feedback from the Operations Manager, develop a project management plan.

Your Project Management Plan should include, as a minimum, the following:

· Background: Provide a brief explanation of the background of the project

· Objectives: Benefits that the project intends to achieve

· Activities and Milestones: major activities, scheduled start, scheduled finish and accountability.

· Budget

· Risk Management Plan: include at least one WHS risk.

Use the Project Management Plan Template to guide your work.

Your project management plan should identify at least three risks associated with the project, one of which should be related to work health and safety.

You will be required to use the risk legend to assist in the classification of risks.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and seek their feedback.

The email text should ask for details of a meeting with the Project Team to discuss the Project Management Plan.

Attach your Draft Project Scope and Draft Project Management Plan to the email.

Meet with the project team (the customer service officer, roleplayed by another student and the Operations Manager, roleplayed by your assessor) to discuss the scope of the project and the project management plan.

At the meeting, you must:

· Outline the project as set out in your project scoping document

· Outline the organisation's mission, goals, objectives and operations and how the project relates to them. Briefly explain the organisation’s project management policies and procedures

· Outline the project management plan, including roles and responsibilities of the project manager, as well as the project team member. Discuss the limitations of your responsibilities and how approval processes will work with your team.

· Identify and discuss factors that could affect the timeframes to ensure that the timeframes are realistic and achievable

· Seek the project team members’ feedback.

During the meeting, you will need to demonstrate effective communication skills including:

· Speaking clearly and concisely

· Using non-verbal communication to assist with understanding

· Asking questions to identify required information

· Responding to questions as required

· Using active listening techniques to confirm understanding

· Applying appropriate communication protocols as expected of your role

· Engage your team in the discussion and encourage feedback and discussion.

Based on your discussion with the Project Team, you are now required to revise the project scoping document that you have developed in draft format.

Your project scope should include, as a minimum, the following:

· Introduction: give the rationale for the project

· Scope: as discussed at the meeting

· Legislative and regulatory context: include at least three relevant pieces of legislation. At least one should be relevant to WHS

· Business objectives: clarify relationship of project to the organisation's objectives

· Risk assessment: make a list of potential risks

· Stakeholders: list all stakeholders

· Resources: any additional resources that will be required.

· Relationship to other projects: include dependencies

· Reporting: define the project’s reporting requirements

Save this document as Revised Project Scope.

Incorporate the feedback that you received from the meeting participants into your plan.

Save this document as Revised Project Management Plan.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should state that you have had a meeting with the project team and give a brief outline of the topics discussed.

The email text should summaries changes that were made to the project management plan in response to the feedback that you received at the project team meeting.

Introduce and summarise the contents of the attachments and seek their feedback and approval to move forward with the project.

Attach your Revised Project Scope and Final Project Management Plan to the email.

Update your Project Scope to reflect the feedback from the Operations Manager.

Save this document as Final Project Scope.

Update your Project Management Plan to reflect the feedback from the Operations Manager.

Save this document as Final Project Management Plan.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Introduce and summarise the contents of the attachments and seek their feedback and approval to move forward with the project.

Attach your final project scope and final project management plan to the email.

When the Operations Manager has given their approval for your plan, you are required to ensure that the team is clear about overall project requirements and project roles and responsibilities.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

The email text should introduce and summarise the contents of the attachment.

Attach your Final Project Management Plan to the email.

Create folders for the project as specified in the Project Management Policy and Procedures.

When the project is completed, you will be assessed on whether you have set up the folders and created documents as required.

Student’s name:

Did the student:

Completed successfully?

Comments

Yes

No

In their Project Scope, define the project stakeholders?

At the meeting with the Operations Manager, discuss the project scope and other relevant documentation?

At the meeting with the Operations Manager, seek clarification of all issues related to project and the project’s parameters?

Identify the limits of their own responsibilities?

Identify reporting requirements?

Clarify any relationships that the project has to other projects?

Clarify the relationship that the project has to the organisation's objectives?

Determine and access the available resources to carry out the project?

Develop a project management plan within the project parameters?

Identify and use the appropriate project management tools?

Identify risks associated with the project, including at least one WHS risk, and document these in a risk management plan within project management plan?

Develop and approve the project’s budget?

Consult project team members and take their views into account in the planning of the project?

Finalise the project plan and gain the necessary approvals to begin project according to the plan?

Ensure that the project team members are clear about their responsibilities and the project’s requirements?

During the meeting with the project team, demonstrate effective communication skills including:

· Speaking clearly and concisely

· Using non-verbal communication to assist with understanding

· Asking questions to identify required information

· Responding to questions as required

· Using active listening techniques to confirm understanding

· Applying appropriate communication protocols as expected of their role

· Engaging team in the discussion and encouraging feedback and discussion.

Task outcome:

Satisfactory

Not satisfactory

Assessor signature:

Assessor name:

Date:

You are to develop a brief in order to obtain quotes from at least three website designers.

Use the scenario information from Assessment Task 2 to develop the website design brief.

Your brief should include the following:

· Background information

· Target audience

· Content: what should be included in the website.

· Call to action: what the people who visit the website should do

· Social Media

· Functional requirements

· Website design ideas

· Logo

· Search engine optimisation

· Practical issues

Use the Website Design Brief Template to guide your work.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and explain the work that is required.

The email text should also ask them to send you a quote for the work.

Attach your Website Design Brief to the email.

It is two months into the project for the development of the web site.

The status of the project is as follows:

The content has been developed for the web site within the required timeline of 1 month from the implementation of the project plan and at the specified cost.

The content was written by a public relations consultancy company, PR Pulse for the cost specified in the project budget.

Three quotes have been received from web site developers as follows:

· Bestweb Design $3,750, timing indicated as 4 weeks – examples of other web sites developed do not seem to be suitable.

· Visualweb $5,000, timing indicated as 8 weeks – examples of other web sites developed seem to be along the lines required.

· Web designs Australia $6,000, timing indicated as 12 weeks – examples of other web sites developed seem to be along the lines required.

The customer service officer has left the organisation unexpectedly.

Review the information above and prepare a project status report to send to the Operations Manager (your assessor).

Your status report should include, as a minimum, the following:

· Progress summary

· Milestones: achievement of key dates for activities as specified in the Project Management Plan

· Budget: planned expenditure and actual expenditure

· Risk management: of project risks to date

· Recommendations

Use the Project Status Report Template to guide your work.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and seek their feedback and approval to move forward with the project.

Attach your Project Status Report to the email.

A new customer service officer has been employed by the company to replace the one that left. They will be part of the project team, replacing the one who left the organisation unexpectedly.

You are required to provide support for the new Project Team member by discussing all aspects of the project with them. The Operations Manager will also be attending the meeting.

Keep in mind the new customer service officer will need your support at this stage, so make sure that you understand in what areas they may need assistance, and work with them to find how this can be provided.

During the meeting, you must be very clear about the expected quality of the project outcomes. Keep in mind that this is a new employee, and they are not familiar with the quality expectations that have been outlined during earlier discussions that you have participated in.

It is important that you are also very clear about the importance of meeting the documented timelines. These should be the same as those in the Activities & Milestones section of your Project Management Plan. Confirm that the new customer service officer confirms that these timelines can be met.

During the meeting, you are required to demonstrate effective communication skills including:

· Speaking clearly and concisely

· Using non-verbal communication to assist with understanding

· Asking questions to identify required information

· Responding to questions as required

· Using active listening techniques to confirm understanding

Create folders for the project as specified in the Project Management Policy and Procedures.

When the project is completed, you will be assessed on whether you have set up the folders and created documents as required.

Student’s name:

Did the student:

Completed successfully?

Comments

Yes

No

Provide support for the new customer service officer to ensure the quality of the project outcomes and documented time lines are met, responding to any specific needs that the new customer service officer may have.

Implement and monitor plans for managing the project’s finances, resources and quality?

Complete and forward the project status report to stakeholders as required?

Undertake risk management tasks as required to ensure that the project outcomes are met?

Achieve project deliverables?

Complete the project’s financial recordkeeping and check for accuracy?

During the meeting with the new customer service officer, demonstrate effective communication skills including:

· Speaking clearly and concisely

· Using non-verbal communication to assist with understanding

· Asking questions to identify required information

· Responding to questions as required

· Using active listening techniques to confirm understanding

Task outcome:

Satisfactory

Not satisfactory

Assessor signature:

Assessor name:

Date:

The project is now complete, with the outcomes as follows:

The web site is now live. There has been very positive feedback amongst all staff about the look and content of the web site. The web site designers were very professional and easy to deal with.

It is four months since the project commenced. Delays occurred because of the following:

· The web site developer could not complete the web site within the required timelines as originally stated in their quote.

· There were additional delays due to the customer service officer’s departure and changes to the web site during the development as a result of the project manager’s input.

· The design of the logo took longer – see below.

The estimated cost for the logo was doubled because the first designer employed was unable to develop a logo to the company’s liking and so a new logo designer was contracted. This therefore doubled the costs as the first designer, as well as the second designer needed to be paid.

Training will be required in web site maintenance to ensure information is regularly updated e.g. the newsletter. Training should ideally be provided to the administration staff.

Review the information above and then meet with your team (your assessor and another student) to get their input on the project. This will on a date and time advised by your assessor.

At the meeting, outline the project outcomes as above.

Ensure that all of the staff involved in the project are working in new roles or have been reassigned to their previous roles.

Before concluding the meeting, ensure that all project team members have the opportunity to give feedback.

The customer service officer will provide you with some feedback, which you will need to acknowledge and note for your project evaluation report.

Gain verbal confirmation from all team members that they can transition to their other tasks following project completion and offer your support as necessary.

During the meeting, you will need to demonstrate effective communication skills including:

· Speaking clearly and concisely

· Using non-verbal communication to assist with understanding

· Asking questions to identify required information

· Responding to questions as required

· Using active listening techniques to confirm understanding

Ensure that you incorporate the feedback from the team meeting into your report, as well as your own reflections based on the project status report you developed and the scenario information above.

Your project evaluation report should include the following:

· The reason for closing the project

· Any highlights from the project and any innovations that were made.

· A summary of recommendations relating to the project

· Project performance against objectives

· Project performance against outcomes

· Project performance against outputs

· Project performance against budget

· Lessons learnt

Use the Project Evaluation Report Template to guide your work.

This activity requires you to demonstrate that you can file all of your records in a logical structure.

Ensure that you have an overall folder for your work, as well as sub folders if necessary.

All of the documents you have submitted for this unit’s assessment tasks should be correctly named and filed.

You will be assessed on whether you have set up the folders and created documents as per the project management policy and procedure requirements.

The screen shot should show all the folders and documents.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and sign off for the project now that it is concluded.

Attach your Project Evaluation Report and screen shot to the email.

Student’s name:

Did the student:

Completed successfully?

Comments

Yes

No

At the Project Team meeting, ensure that all of the staff involved in the project are working in new roles or have been reassigned to their previous roles?

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

Complete the project’s financial recordkeeping and check for accuracy?

Establish and maintain records as per the project management policy and procedures?

Review the project outcomes and processes against the project scope and the project management plan?

Involve the Project Team members in the project review?

Document lessons learned from the project and report these within the organisation?

During the meeting, demonstrate effective communication skills including:

· Speaking clearly and concisely

· Using non-verbal communication to assist with understanding

· Asking questions to identify required information

· Responding to questions as required

Using active listening techniques to confirm understanding

Task outcome:

Satisfactory

Not satisfactory

Assessor signature:

Assessor name:

Date:

Student’s name:

Did the student provide a sufficient and clear answer that addresses the suggested answer for the following?

Completed successfully?

Comments

Yes

No

Question 1

Question 2

Question 3

Question 4

Question 5

Question 6

Question 7

Question 8

Question 9

Question 10

Question 11

Question 12

Task outcome:

Satisfactory

Not satisfactory

Assessor signature:

Assessor name:

Date:

Student name:

Assessor name:

Date

Task

Type

Result

Satisfactory

Unsatisfactory

Did not submit

Assessment Task 1

Written questions

S

U

DNS

Assessment Task 2

Project set up

S

U

DNS

Assessment Task 3

Project monitoring

S

U

DNS

Assessment Task 4

Project evaluation

S

U

DNS

Assessment Task 5

Project reflection

S

U

DNS

Overall unit results

C

NYC

WSC V1.0 09-2020 (Review 10-2021) RTOWORKS Quality Solutions

BSBPMG522 Undertake project work

Student Assessment tasks

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