leadership and management

Student Gap Assessment for

BSBPMG522 Undertake Project Work

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 2

WRITTEN QUESTIONS

Instructions to Students

Students are to complete all 6 Written questions.

A time limit of 60 minutes will be provided to answer all 6 questions.

This is an open book activity and students can use a variety of sources of information to answer the questions. Any reference to sources materials on the internet, must be listed.

Assessors will provide students with the due date for this assessment.

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 3

Question 1 Provide five examples of project management tools and explain how each of these tools contribute to the success of a project in the template below: Project Management tool How each of these tools contribute to a

project’s success

Question 2 What types of documents are commonly used in defining the parameters of a project? Please list at least 2.

Question 3 Explain in 25 words or more processes for identifying and managing risk in a project.

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 4

Question 4 Explain in 20 words or more your organisation’s mission, goals, objectives and operations and how projects relate to each of these. If you do not have an organisation that has mission, goals, objectives and operations, please source an organisation through the internet and explain their mission, goals and objectives and operations and how projects would relate to each of these. Include in your explanation what would happen if a project did not align with an organisation’s mission, goals, objectives and operations.

Question 5 Explain in 20 words or more your organisation’s (or an organisation that you have sourced through the internet) procedures and processes that are relevant to managing a project, which includes the areas below:

Project Area Detail the key points relating to project management procedures and processes for each area

Lines of authority and approvals

Quality assurance

Human resources

Budgets and finance

Record keeping

Reporting

Question 6 Provide a minimum of 4 legislative and regulatory requirements in relation to project work, including work health and safety (WHS) requirements

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 5

RESULTS SHEET - To be completed by the assessor

Student Name:

Trainer/Assessor Name:

Date of Assessment:

Unit of Competency: BSBPMG522 Undertake project work

Tasks Response

Comments Satisfactory Not Satisfactory

Question 1

Question 2

Question 3

Question 4

Question 5

Question 6 Were source references provided? Y / N

Feedback to Student:

Student’s overall performance is:

 Satisfactory  Not Satisfactory

Is re-assessment necessary?

 Yes  No

Trainer/Assessor Signature:

Date:

Student Signature: Date:

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 6

PROJECT ASSESSMENT

Instructions to student

1. Based on the email below, you are to develop a Project Plan, which will need to include: • project scope • project stakeholders, including own responsibilities • relationship of project to organisational objectives and other projects • reporting requirements • resource requirements • deliverables • work breakdown • budget and allocation of resources • timelines • risk management • recordkeeping and reporting

2. You may use your own Project Plan, or complete the Project Plan Summary template

provided.

3. During the Project, you will be required to demonstrate that you are able to consult and communicate with the relevant stakeholders you have identified in your project plan.

4. You will need to be observed setting up a meeting with other key stakeholders (who can

either be your class mates, or other nominated people).

5. Your Assessor will observe you consulting and communicating and document their observations using the Observation Checklist document, on page 9

6. You have 8 hours to research; consult and communicate and complete the Project Plan.

7. Once the Project Plan has been theoretically achieved, you will need to complete the

document ‘Project Review and Learning Document’

8. Your assessor will provide you with your assessment submission due date.

Project Assessment

Project Assessment • Project Plan Summary • Observation Checklist • Project Review and Learnings document

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 7

EMAIL – STUDENT’S – PLEASE READ

To: You

From: [email protected]

Date/time: August 1st, 8.05am

Subject: Project Brief

To You,

Thank-you for agreeing to lead this project on such short notice. As you know, our annual charity events are a big part of our community engagement strategy and from experience, they can be a lot of fun to plan! Beyondblue are an amazing charity, so it will be fantastic that we can raise some much-needed funds for them. We are looking at this charity event to be completed in the next 6 weeks. As you are aware, our organisational goals and objectives are to provide quality care for our customers and we would like to demonstrate this with our annual charity event. As far as the dinner dance goes, I am thinking that the following activities will be a must:  Dinner and drinks  Dancing  Prize raffles  Merchandise store  Beyondblue information stalls or other creative ways to share information I did make some preliminary calls to venues and obtained the following quotes:  Arc convention centre: $15,000 (room + food and drinks package for 50 people)  Gala ballroom at the Tivoli: $10,000 (room + food and drinks package for 100 people)  Hilton paradise function room: $25,000 (room + food and drinks package for 150 people) Of course, you and the project team can decide the finer details, but these activities and quotes a starting point. Please provide details in your Project Plan of the budget requirements for everything that you will need for this event. As you are aware, we will need to recruit some staff for this event – to manage everyone. I look forward to seeing your draft project plan and we can discuss details further in the project planning meeting.

Kind Regards,

Tina Hughes

Sales and Marketing Manager 300 Fictional Way, Sydney, NSW 2000 Phone: 1800 111 222 www.cbsa.com.au

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 8

PROJECT PLAN SUMMARY TEMPLATE Students - : you may either source your own Project Plan template, or use the template below to detail the requirements for the Project.

Project Scope

Scope of Work

Project Stakeholders and their responsibilities Stakeholder Work breakdown

Responsibility Reporting Requirements

Timeline for Deliverables

Organisational Objectives and relationship to Project

Organisational Objective Project Relationship

Resource requirements and budgetary costs

Resource Requirement Budget

Risk management

Identified Risks Risk Management

Communications Plan

Communication Medium Relevant stakeholders Timeline for communications

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 9

Achieving Project Deliverables

Initiatives/Solutions offered to support stakeholders achieve deliverables

Relevant stakeholders

Record Keeping

Records Stakeholder Responsibility

DOCUMENT ACCEPTANCE and FINALISATION RELEASE NOTICE

The Project Plan is a managed document. This document is authorised for release once all signatures have been obtained.

PREPARED: DATE:___/___/___

(for acceptance) (<Student’s Name>, <Project Title> Project Manager)

ACCEPTED: Tina Hughes DATE:___/___/___

(for release) (Project Sponsor, <Tina Hughes>)

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 10

CONSULT AND COMMUNICATE PLANNING MEETING

Student’s Instructions:

STUDENTS WILL NEED TO DEMONSTRATE THAT THEY ARE ABLE TO CONSULT AND COMMUNICATE WITH THEIR STAKEHOLDERS.

Assessors will observe you consulting and communicating with stakeholders. During the observation, the assessor will be assessing whether the student is able to:  Provide an overview of the purpose of the project, explaining how the project meets

organisational objectives and aligns with related projects  Provide an overview of each section of the plan  Use consultative techniques to allow the project team to be engaged and express their

ideas  Explain your roles and responsibilities, and the project teams’ roles and responsibilities

clearly  Collaborate with the team to finalise roles, activities, timelines and the budget  Use effective negotiation skills to decide on final roles, activities, timelines and the

budget  Seek clarity from the project sponsor when issues arise during the meeting.  Use effective listening and questioning skills to seek information, clarify information

and confirm understanding  Ask for final approval of the budget and plan from the project sponsor  Provide appropriate support to project team members throughout the meeting  Use open body language and clear verbal communication throughout the meeting  Adhere to relevant organisational and legislative requirements throughout the meeting

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 11

OBSERVATION CHECKLIST

Student’s name

Assessor’s name

Unit of competency

BSBPMG522 Undertake Project Work

Assessment period

Start date: End date:

Time

30 minutes

Describe the context and any possible implications

During the demonstration of skills, did the student perform the following?

Yes No Comment

Provide an overview of the purpose of the project – explaining how the project meets organisational objectives and aligns with related projects.

Provide an overview of each section of the plan.

Use consultative techniques to allow the project team to engage and express their ideas

Explain each person’s role and responsibilities

Collaborate with the team about their roles, activities, timelines and each budget requirement

Use effective negotiation skills

Seek to clarify issues when they arise from Project Sponsor and seek final approval from Project Sponsor

Using effective listening and questioning skills

Provide support to project team members

Use open body language and clear verbal communication

Demonstrate an understanding of organisational and legislative requirements

Feedback to student:

The student’s observation performance was: Satisfactory Not satisfactory Student’s signature: ........................................................... date ............................

Assessor’s signature: ........................................................ date ............................

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 12

PROJECT REVIEW AND LEARNING

Instructions to Students

Once the Project has been finalised (in theory), students will be required to describe the project review and their learning from the project and the outcomes of the project in the area below:

Students have 30 minutes to complete this section.

From the project, my findings in reviewing the project; the learning and the outcomes of the project have been:

Wall Street College BSBPMG522 Undertake Project Work Gap Assessment Student Gap Assessments 13

RESULTS SHEET - To be completed by the assessor

Student Name:

Trainer/Assessor Name:

Date of Assessment:

Unit of Competency: BSBPMG522 Undertake Project Work

Tasks Response

Comments Satisfactory Not Satisfactory

Project Assessment • Project Plan

Project Assessment • Observation Checklist

Project Assessment • Review and

Learnings document

Were source references provided? Y / N Feedback to Student:

Student’s overall performance is:

 Satisfactory  Not Satisfactory

Is re-assessment necessary?  Yes  No

Trainer/Assessor Signature: Date:

Student Signature: Date: