Assessment Tasks

Task 1 Define Project and Develop Plan

1. Project Scope 2--------------------------------------------------------- 1.1 Project title 2........................................................................................ 1.2 Background information 2................................................................... 1.3 Purpose 2............................................................................................. 1.4 Target outcomes 2............................................................................... 1.5 Related projects 2................................................................................ 1.6 Related guidelines and standards 2..................................................... 1.7 Project-related people 2...................................................................... 1.8 Stakeholders Analysis 3....................................................................... 1.9 Project Scope Recodes 4....................................................................

1.9.1 In scope 4 ......................................................................................................... 1.9.2 Out of Scope 4 ................................................................................................. 1.9.3 Assumptions 4 ..................................................................................................

2. Personal Responsibilities and Roles 5-------------------------------- 2.1 Communication Plan 5......................................................................... 2.2 Project Snapshot 6.............................................................................. 2.3 Project plan 7.......................................................................................

2.3.1 Work breakdown structure 7 ............................................................................ 2.3.2 Project Schedule 7 ........................................................................................... 2.3.3 Resources and Costs Plan 8 ............................................................................ 2.3.4 Gantt Chart 9 ....................................................................................................

3 Project Risk Management Plan 10 ------------------------------------- 3.1 Justification of Top 5 Risks 10 ............................................................. 3.2 Prioritized Risk Register 10 .................................................................. 3.3 Risk assessment form 11 ..................................................................... 4. Activity Schedule 12---------------------------------------------------- 5. Project Budget 14-------------------------------------------------------

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1. Project Scope 1.1 Project title Max Lionel Reality Project Plan

1.2 Background information Max Lionel Reality, which was founded in 2019, offers property solutions for buyers, sellers and renters. The company has nearly 100 employees, and about 80 percent of them are licensed real estate agents. Besides, the company tries to build a strong relationship with its customers.

1.3 Purpose The purpose of this project is to:

inform agents of legal and ethical obligations as well as any standards or codes of practice instructed by MLR; promote high standards in Real Estate Institute of Vitoria Code of Conduct; inform clients, tenants of the commitments of MLR; get support from employees and clients.

1.4 Target outcomes This project wants to provide ethical and legal work practice to communicate legal obligations and REIV obligations. From the perspective of the company strategy, the outcome is to improve company reputation and customer satisfaction.

1.5 Related projects Employees trainings: ensure a better understanding of related regulations and obligations; Risk management trainings: ensure better company’s fame.

1.6 Related guidelines and standards Real Estate Institute of Victoria (REIV) Code of Conduct; Privacy Act 1988; Sex Discrimination Act 1984; Copyright Act 1968. Work, Health and Safety (WHS) Regulations

1.7 Project-related people Project Owner Max Lionel

Project Sponcer Max Lionel

Project Manager Longlong Hua

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1.8 Stakeholders Analysis Stakeholder Name Position Internal or External Project Role

Max Lionel Chief Executive Officer (CEO)

Internal Oversee the entire project to ensure the outcome of this project align with the company’s objectives. Make decisions for project operations.

Philip Downes Finance Director Internal Provide adequate financial resources to support the completion of the project; Oversee the project to ensure the effective use of company funds.

Nena Curnow New Business Manager Internal Identify new projects to ensure the sustainability of the company.

Dina Konnov Human Resource Manager

Internal Develop human resource strategies to improve employees’ moral and ethical practice.

Jack Eddy Rental Department Manager

Internal assist with large maintenance items, insurance claims related to rental issues.

Longlong Hua Project Manager External Oversee the development of the project.

All project management team

Team Members External and Internal Ensure the smooth development of the project in both functional and non- functional parts.

Potential Clients House Buyers House Sellers House Renters

External Clearly understand the successful development of the company; Be willing to choose the company as the preferred real estate agency.

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1.9 Project Scope Recodes 1.9.1 In scope

Build customer goodwill and customer satisfaction; Ensure high performance in business operation; Ensure employees the understanding of legal and ethical regulations; Ensure house buyers, sellers and renters of MLR’s commitments.

1.9.2 Out of Scope Relavant trainings; Data management tools, including systems and software;

1.9.3 Assumptions Assume MLR is willing to provide extra fundings for the implementation of the project; Assume this plan is only suitable for MLR.

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2. Personal Responsibilities and Roles

2.1 Communication Plan

Project Role Name/s Responsibilities and Roles

Project Sponsor Max Lionel Provide representation on behalf the company; Make decisions for the recommendations provided by Ace Consultants.

Project Manager Longlong Hua Organize the project into some sub-projects; Manage each aspect of the project; Risk management; Budget management; Time management.

Consultants in Ace Consultants Mary Wang Identify MLR’s requirements; Clarify the requirements for project manager.

Project team members Max Lionel Longlong Hua Mary Wang Philip Downes Nena Curnow Dina Konnov Jack Eddy Potential Clients

Each person has its own responsibility for the project.

What Who How When/How often

Initial contacts All stakeholders Teleconference First priority Before the initial date of the project.

Project initial plan All stakeholders Email Before the initial date of the project.

Project group meetings Project teams Teleconference Monthly as needed.

Progress report All stakeholders Email As scheduled.

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2.2 Project Snapshot Project Snapshot

Project Name Max Lionel Realty Business Plan

Project Objectives inform agents of legal and ethical obligations as well as any standards or codes of practice instructed by MLR; promote high standards in Real Estate Institute of Vitoria Code of Conduct; inform clients, tenants of the commitments of MLR; get support from employees and clients.

Deliverables Employees have a clear understanding of legal obligations and REIV obligations ; The project can support company’s business strategy; The project can consider different aspects such as cultural diversity and information sensitive.

Timeframes The project duration is 3 months; Project status reports are due at 25%, 50% and 75% of allocated timeframe.

Key Stakeholders Max Lionel (CEO) Philip Downes (Finance Director) Nena Curnow (New Business Manager) Dina Konnov (Human Resource Manager) Jack Eddy (Rental Department Manager) Jenny Chen (Project Manager) Potential Clients

Resources Financial resources: budget: $15,000 Human resources: project manager, consultants, technicians, risk managers, financial directors. Other resources: software, data processing systems, project rooms, paper.

Potential issues and risks

Project management risks: over budget, fail to meet schedule, project scope change, misunderstanding client’s requirements. Organizational change: organizational structure change, project team change. Technical risks: software requirements; security; software maintenance. External risks: political legislation; external environment change.

Success criteria By phase: The project can be completed well during each sub-project delivery period. By objective: The project can clarify the objectives of the company to ensure the benefits of stakeholders; By function: The project can inform agents of legal and ethical obligations as well as any standards or codes of practice instructed by MLR;

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2.3 Project plan 2.3.1 Work breakdown structure

2.3.2 Project Schedule Item Milestone Date Responsibility

Initiation 2 weeks CEO, finance director, new business manager and project managers develop the project charter.

Planning 2 weeks CEO, finance director, new business manager and human resource manager identify project scope, and discuss project plan with team members.

Execution 6 weeks The MLR and external consultants discuss the work practice ethical. Human resource department trains staff about REVI obligation, and guides staff about the use of systems related to these regulations.

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2.3.3 Resources and Costs Plan

Control 1 weeks Human resource department control the smooth develop about staff’s regulation learning; Risk management department control risks related to the implementation of the project.

Closeout 1 weeks The MLA should review the whole project.

Milestone Resource Cost

1. Initiation $ 3500

1.1 Meet with stakeholders Meeting room $ 500

1.2 Develop project charter Meeting room $ 2000

1.3 Deliverables Email $ 500

1.4 Project sponsor reviews the project charter

Paper $ 500

1.5 Project charter signed Paper $ 0

2. Planning $ 4000

2.1 Scope statement Meeting room $ 1000

2.2 Determine project team Meeting room $ 1000

2.3 Project team kick off meeting Meeting room $ 500

2.4 Develop project plan Paper $ 1500

2.5 Project plan approved Paper $ 0

3. Execution $ 4500

3.1 Project kick off meeting Meeting room $ 500

3.2 Verify user requirements Meeting room $ 1000

3.3 Organize the REVI code of conduct and ethical trainings

Relevant regulations $ 3000

4. Control $ 2500

4.1 Project management Email $ 1000

4.2 Risk management Email $ 1000

4.3 Feedback Email $ 500

5. Closeout $ 500

5.1 Lessons learnt Paper and Email $ 500

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2.3.4 Gantt Chart

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3 Project Risk Management Plan 3.1 Justification of Top 5 Risks 1. Misunderstanding client’s requirements (High level risk ——— Probability: 95% Impact: 100% P*I score: 95) Misunderstanding the requirements is a quite common risk as some clients may not clearly know the product that they want.

2. Requirements change frequently (High level risk ——— Probability: 95% Impact: 95% P*I score= 90) The changes of requirements may be caused by business scope change and budget constrain.

3. Inadequate real estate agents recruit procedure. (High level risk — — — Probability: 85% Impact: 90% P*I score= 77)

4. Poor organizational culture and low level of staff engagement. (High level risk — — — Probability: 80% Impact: 90% P*I score= 72)

5. Failure to achieve profits since the slump of the price of real estates. (Medium level risk — — — Probability: 60% Impact: 100% P*I score=60)

3.2 Prioritized Risk Register Risk Scenario Possible Triggers Probability Impact Cumulative

Impact Risk Response Strategy

Misunderstanding the requirements of the client

Clients may not clearly know the product they want; Lack of communication with clients.

95% 100% 95 Avoidance The project team should have enough communication with clients.

Requirements change frequently

Clients change the demands; regulations, obligations and policies change.

95% 95% 90 Mitigation Change management

Inadequate real estate agents recruit procedure

Unqualified recruitment procedure. Irresponsible human resource staff.

85% 90% 77 Avoidance The recruitment team should be responsible.

Poor organizational culture and low level of staff engagement

Business change 80% 90% 72 Avoidance Ensure a good working environment.

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3.3 Risk assessment form Risks that are identified are logged in this assessment form. Here is a sample of the form.

Failure to achieve profits since the slump of the price of real estates

Economy change 60% 100% 60 Active acceptance Take positive measures to deal with the economic crisis

Inadequate WHS system

Unfamiliar with the complexities of the new act, regulations and codes of practice

70% 80% 56 Avoidance Audit existing WHS system, and update policies to meet the new requirements. Introduction of health and safety representatives and their power to issue provisional improvement notices.

Project Details

Project Name: Max Lionel Reality Project Plan Project Manager: Longlong Hua

Risk description Persons who may be affected

Risk assessment LOW, MEDIUM, HIGH

Control measures Further action required to control risk

Unfamiliar with the importance of reducing discriminatory to clients

Clients Stakeholders

High Strengthen employee ethical and legal trainings

Regular trainings and tests

Signature: Longlong Hua Date: 20/04/2019

PLEASE FORWARD THIS ASSESSMENT FORM TO THE PROJECT MANAGER

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4. Activity Schedule Phases and activities

Related person

Resources Efforts (hours)

Started Deadline Whether completed

1. Initiation 01/01/2019 20/01/2019

1.1 Meet with stakeholders

CEO, finance director, new business manager and project managers

Email, meeting room

3 01/01/2019 20/01/2019 Completed

1.2 Develop project charter

CEO, finance director, new business manager and project managers

Paper, meeting room

12 04/01/2019 15/01/2019 Completed

1.3 Deliverables

CEO, finance director, new business manager and project managers

Paper, meeting room

5 12/01/2019 15/01/2019 Completed

1.4 Project sponsor reviews the project charter

CEO Paper, Email

2 16/01/2019 20/01/2019 Completed

1.5 Project charter signed

CEO Paper 1 20/01/2019 20/01/2019 Completed

2. Planning

2.1 Scope statement

CEO, finance director, new business manager

Meeting room

3 21/01/2019 25/01/2019 Completed

2.2 Determine project team

CEO, finance director, new business manager and human resource manager

Meeting room

3 26/01/2019 28/01/2019 Completed

2.3 Project team kick off meeting

CEO, finance director, new business manager and human resource manager

Meeting room

3 29/01/2019 30/01/2019 Completed

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2.4 Develop project plan

CEO, finance director, new business manager and human resource manager

Paper, meeting room

10 21/01/2019 09/02/2019 Completed

2.5 Project plan approved

CEO, project manager

Paper 1 10/02/2019 10/02/2019 Completed

3. Execution

3.1 Project kick off meeting

The MLR and external consultants

Meeting room

3 12/02/2019 12/02/2019 Completed

3.2 Verify user requirements

The MLR and external consultants

Meeting room

2 12/02/2019 18/02/2019 Completed

3.3 Organize the REVI code of conduct and ethical trainings

Human resource department

Meeting room

240 19/02/2019 29/02/2019 Completed

4. Control

4.1 Project management

CEO, finance director, new business manager and human resource manager

Email, meeting room

200 12/02/2019 01/04/2019 25%

4.2 Risk management

Risk management department

Email, meeting room

200 12/02/2019 01/04/2019 25%

4.3 Feedback

CEO, finance director, new business manager and human resource manager

Email, meeting room

200 12/02/2019 01/04/2019 25%

5. Closeout

5.1 Lessons learnt

All stakeholders

Email, meeting room

5 01/04/2019 01/04/2019

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5. Project Budget Human resources Development Goods/Services Other

Salary Commissions Casual wages Employee incentives Benefits

Meetings Trainings Consulting fees Legal fees Other professional fees Recruitment

Travel and entertainment Contracted services

Paper IT related equipment Telecommunication fees Meeting room booking fees

Sub costs Sub costs Sub costs Sub costs

$ 5000 $ 6000 $1500 $2500

Total

$ 15000

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