Project management plan
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Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 1 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects
Project Overview
To complete this project you are required to plan, administer, monitor and finalise one (1) workplace project. You will be required to manage the project and project team from the initiation through to review phases ensuring completion of the necessary supporting project documentation to aid project implementation and completion. For the purposes of completion of this assessment activity, examples of appropriate workplace projects include, but are not limited to: Implementing a new product or service; Developing and implementing new Standard Operating Procedures; Installing and deploying new plant, machinery or equipment in the workplace; Implementing a newly-developed system throughout the workplace or across the organisation – for
example, a(n): o Performance Evaluation (or appraisal / review) system; o Occupational Health & Safety Management System (OHSMS); o Information or Records Management system.
This Project evaluates the below-listed elements of competency & performance criteria to assess your knowledge and skills in managing projects:
Element / PC # Specification Element 1 (All PC) Define project Element 2 (All PC) Develop project plan Element 3 (All PC) Administer and monitor project Element 4 (All PC) Finalise project
Project Purpose (Mapping to Elements of Competency)
Element 5 (All PC) Review project
Task Description: To complete this task, you are required to define the workplace project by developing a business case for your project, conducting a feasibility study, organising a project team, and putting together relevant project scope documentation to aid project completion.
Project Task Specifications You must complete all four (4) tasks described in the column to the right to satisfy the requirements of this project.
Task 1
Task Breakdown: 1. a) Develop a Business Case for your project outlining one (1) business
opportunity or problem that your project will work towards implementing solutions for. The Business Case must be recorded in a written format of your choosing and must contain the following: An executive summary; Introduction/background information to the one (1) identified problem/opportunity; Justification of the problem/opportunity’s alignment to overall business
goals/objectives; Identification of three (3) alternatives and/or solutions for the identified
problem/opportunity the project will seek to implement; A summarised description of the three (3) alternatives and/or solutions in regards to
the following: o Feasibility; o Cost/benefit analysis; o Risks; o General issues/concerns;
Suggested methods and resources required for the implementation of the identified alternatives and/or solutions;
Recommendations; End of document approval sign offs.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 2 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects b) Present your completed Business Case to the Project Sponsor for
approval. Ensure you obtain the appropriate sign off from the Project Sponsor as evidence of approval. The sign off must contain the:
Project Sponsor’s and Project Manager’s signatures; Date.
2. Conduct a Feasibility Study based on the three (3)
alternatives/solutions identified in your Business Case in Part 1. The study will identify the most feasible alternative/solution which will then be used as the foundation for project execution. The Feasibility Study must be recorded in a written format of your choosing and must include each of the following in relation to the three (3) alternatives/solutions outlined in your Business Case: An outline of the business, legal or other requirements which must
be adhered to ensure problem/opportunity is adequately addressed;
A detailed description of the alternative/solution; An assessment of the feasibility of the alternative/solution in
addressing the problem/opportunity in the Business Case with recognition of:
o Implementation risks; o Any issues or concerns.
A ranking of the results based on the available evidence from the feasibility assessment;
The feasibility outcome (i.e. the most feasible alternative/solution).
3. Create a Project Charter to help define, plan and deliver the project. This document will outline the project’s vision and scope and provide the necessary guidance to help execute the project. Taking into account the identified problem/opportunity as outlined in the Business Case and the most feasible alternative/solution as determined by the Feasibility Study, your Project Charter must: Identify overall project goals, objectives and scope; Specify project deliverables and milestones; Define project stakeholders, roles and responsibilities; Investigate potential project costs, time and resources required; Record project issues, constraints and assumptions; Contain end of document approval sign offs. The sign off must
contain the: o Project Sponsor’s and Project Manager’s signatures; o Date.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 3 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects 4. Organise and conduct a project initiation meeting to plan for the
project’s execution and outline project parameters (e.g. time, financial and resource constraints). You must also provide a copy of the meeting’s minutes. The meeting must be attended by: Yourself; The Project Sponsor; Other potential project stakeholders (e.g. project team members,
the project board, employees). Meeting Minutes must be submitted with this project and must include:
The date, time and location of the meeting; A record of attendance; The discussion of the project’s goals, objectives, key issues and parameters; Information and advice provided by persons present at the meeting.
5. Appoint the project team in order to help execute project goals and
objectives and meet project deliverables:
a) Define project roles and responsibilities including the names of potential candidates for each role (project team roles and responsibilities are specified within your Project Charter). This involves writing out complete project role descriptions including a list of selection criteria and skill requirements. A description for each project role must be submitted as part of this project. Project role descriptions should be created for each role and must include: Project description; A project role description; Key role responsibilities; Performance criteria; Required skills, knowledge, qualifications and experience; Salary (if applicable). b) In compliance with your organisation’s Recruitment and Selection Policy, you should identify the process for recruiting project team members. You may seek advice from HR in designing your recruitment process to fit the needs of the project. As evidence of this process, project team candidate discussions/interviews should be documented by you. You must submit the summary notes written for of each successful candidate. The summary notes should be a minimum of 150 words and must contain the following: Candidate identifier (NOTE: Do not reference candidate’s name in line with
information privacy principles); Project role title; Summary of skills, knowledge and experience in relation to the project role; Comments and recommendations.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 4 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects c) Having successfully chosen your Project Team, send out an email to each of the newly appointed team members informing them of the decision and the details of the first project team meeting. Your email correspondence with each team member must be submitted as part of this project and must include: The time and date of the email; The person’s name; A clear acknowledgement of the individual’s acceptance within the
given project role; The details of the first project team meeting including:
o The location, date and time; o Any specific requirements of the individual in preparation
for the meeting. Task Description: To complete this task, you are required to develop and plan for the project’s execution in conjunction with your project team by utilising a range of project management tools to help prepare a project plan, a risk management plan, a resource and quality plan and a budget.
Task 2
Task Breakdown: 1. Organise and conduct the project team meeting as mentioned in Task
1 Task breakdown 5.c). The purpose of this meeting is to formally initiate the project with the entire project team, ensure regular consultation between the Project Sponsor/Manager and the Project Team are in place and encourage their active involvement within overall project related decision-making processes. Meeting minutes must be submitted with this project and must include: The date, time and location of the meeting; A record of attendance; The discussion of the project planning processes and the next
course of action; Information and advice provided by persons present at the
meeting. 2. a) Identify and access three (3) project management tools to assist
with the development of project plans. The choice of project management tools is dependent on the nature of your project and how effectively these tools can be used in project planning processes. Examples of project management tools that you may use include: Gantt and PERT charts; Critical Path Analysis (CPA); The use of spreadsheets; Project management software; Technical resources (e.g. OHS management system tools).
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 5 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects b) For each of the three (3) project management tools chosen in part 2. a), you must prepare and submit the following: A 500 word statement explaining:
o The relevance of this tool in assisting with project planning; o How the tool was used; o Two (2) advantages and two (2) disadvantages of using the tool; o Any other comments, assumptions and conclusions made in relation to
the tool.
Hard copy evidence of having produced/worked with the tool. Examples include print outs of spreadsheets, graphs and diagrams.
3. In consultation with your project team and using the project
management tools in part 2, develop your Project Plan. The Project Plan must contain a detailed: Work Breakdown Structure; Project Schedule; You must ensure the Project Plan is submitted with the relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
4. Create a Resource Plan detailing the resource requirements of the project. Your Resource Plan must be submitted as part of this project and must include: Human capital resources: outlining roles, responsibilities, knowledge and skill
requirements and required start time; Plant & equipment resources: outlining the type of equipment, the amount required
and other equipment specifications; Materials: outlining the item, the amount required and other item specifications; Any resource assumptions and constraints; Relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
5. Develop a Risk Management Plan to identify, assess, control and
document all potential project risks, including OHS risks and considerations. Your Risk Management Plan must be submitted as part of this project and must include: A standardised risk management process; The roles of project stakeholders in the process; Reference to risk related documentation ( e.g. risk identification forms, risk
schedules); Relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signature; o Date.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 6 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects 6. Prepare and submit a Project Budget including all estimated project
expenses and possible deadlines for when these costs will be incurred. You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
7. Develop a Quality Control Plan to identify quality targets that must be met during the project and recognise quality assurance and control procedures to meet targets. You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
Task Description: To complete this task, you are required to administer and monitor the project by providing effective management and support to the Project Team, monitoring the implementation of project plans, completing and forwarding project reports to stakeholders and achieving project deliverables.
Task 3
Task Breakdown: 1. a) Provide ongoing guidance to your Project Team by implementing
two (2) support mechanisms to encourage both time efficient and quality outcomes and develop team member capabilities. Examples of support mechanisms you can implement to enable positive project outcomes include:
o Learning and development opportunities; o Feedback; o Supervision, mentoring and coaching.
b) Prepare and submit a 1000 word summary report detailing how the two (2) support mechanisms in part 1. have been utilised to:
o Provide ongoing support for project team members in regards to specific needs;
o Deliver high quality outcomes within specified time frames; o Develop team member skills and capabilities.
2. Develop and submit a Project Records Index to help you manage all project related documentation for project record keeping purposes. It may include:
o Project document title; o Date of issue; o Version number; o Document location; o Responsible persons.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 7 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects 3. Monitor and implement project plans developed in Task 2 of this
project and ensure project deliverables are met. You must ensure procedures are in place to monitor project:
o Costs; o Quality standards; o Risks.
As evidence of your monitoring activities, you should produce relevant supporting documentation demonstrating you and your project team’s involvement in achieving project outcomes. Examples of relevant documentation include:
o Project Expenses Forms/Registers; o Quality Registers; o Risk Identification Forms/Registers.
You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
4. Prepare and submit as part of this project a 1500 word Project Status
Report to be provided to all relevant project stakeholders ensuring they are kept informed of the project’s status. The report may detail aspects of the project such as:
o Completion of major phases, tasks, activities and milestones;
o Achievement of deliverables; o Issues of concern or project risks; o The status of project finances and other resources; o Any other important project considerations.
You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signature; o Date.
Task Description: To complete this task, you are required to finalise the project by completing all project related documentation with necessary sign offs. You must also conduct a project review of actual project outcomes against initial plans and document the lessons learnt for future projects.
Task 4
Task Breakdown: 1. Organise and conduct a Project Closure meeting with your team and
key project stakeholders to officially close the project. Meeting minutes must be submitted with this project and must include: The date, time and location of the meeting; A record of attendance; A record of the meeting’s discussions; Other information and advice provided by persons present at the
meeting.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 8 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects 2. Prepare and submit as part of this project a 1500 word Project Closure
Report detailing the outcomes, suggestions and required actions identified during the Project Closure meeting. Approval must be sought from the Project Sponsor to enable the implementation of required actions. You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
3. Once you have obtained Project Sponsor approval for project closure
and successfully carried out the required actions as per the Project Closure Report, you must conduct a Post Project Implementation Review meeting with your team. The meeting will help you:
o Assess the delivery of project outcomes and processes against project planning and scope documentation;
o Obtain the input of Project Team members to attain their opinions of the project and any recommendations;
o Document lessons learnt from the project for future use and application.
Meeting minutes must be submitted with this project and must include: o The date, time and location of the meeting; o A record of attendance; o A record of the meeting’s discussions; o Other information and advice provided by persons present
at the meeting. 4. Prepare a 1500 word Project Review Report documenting the
discussions and information obtained from the Project Review meeting. The report should be:
o Submitted as part of this project; o Distributed within your organisation as an indicator of the
project’s achievements.
Project Resource / Equipment & Context Specifications
This project must be completed in the following context: In the work environment; In consultation with relevant
individuals (e.g. your project team, project stakeholders) when necessary.
Using the following resources / equipment items: Computer; Internet; Workplace policies, procedures and
programs; Any supporting documentation you
wish to consult to assist with task completion (e.g. OHS legislation and codes of practice);
Project management software.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 9 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects
Supporting Documentation
To complete this project, you must access and use the provided: N/A
Final Project Submission Checklist
The complete project requires full and final submission of: Task 1:
A Business Case, recorded in a written format of your choosing and must contain the following:
o An executive summary; o Introduction/background information to the one (1) identified problem/opportunity; o Justification of the problem/opportunity’s alignment to overall business
goals/objectives; o Identification of three (3) alternatives and/or solutions for the identified
problem/opportunity the project will seek to implement; A summarised description of the three (3) alternatives and/or solutions in
regards to the following: Feasibility; Cost/benefit analysis; Risks; General issues/concerns; Suggested methods and resources required for the implementation of the
identified alternatives and/or solutions; o Any Recommendations; o End of document approval sign offs.
A Feasibility Study must be recorded in a written format of your choosing
and must include each of the following in relation to the three (3) alternatives/solutions outlined in your Business Case:
o An outline of the business, legal or other requirements which must be adhered to ensure problem/opportunity is adequately addressed;
o A detailed description of the alternative/solution; o An assessment of the feasibility of the alternative/solution in addressing the
problem/opportunity in the Business Case with recognition of: Implementation risks; Any issues or concerns.
o A ranking of the results based on the available evidence from the feasibility assessment;
o The feasibility outcome (i.e. the most feasible alternative/solution). A Project Charter to help define, plan and deliver the project which must:
o Identify overall project goals, objectives and scope; o Specify project deliverables and milestones; o Define project stakeholders, roles and responsibilities; o Investigate potential project costs, time and resources required; o Record project issues, constraints and assumptions; o Contain end of document approval sign offs. The sign off must contain the:
Project Sponsor’s and Project Manager’s signature; Date.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 10 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects
Project Initiation meeting minutes which must include: o The date, time and location of the meeting; o A record of attendance; o The discussion of the project’s goals, objectives, key issues and parameters; o Information and advice provided by persons present at the meeting.
Project role descriptions for each project role which must include:
o Project description; o A project role description; o Key role responsibilities; o Performance criteria; o Required skills, knowledge, qualifications and experience; o Salary (if applicable).
Summary notes of discussions/interviews held for each successful project
team candidate. The summary notes should be a minimum of 150 words and must contain the following:
o Candidate identifiers; o Project role title; o Summary of skills, knowledge and experience in relation to the project role; o Comments and recommendations.
Emails to each of the newly appointed team members informing them of the
decision and the details of the first project team meeting. Your email correspondence must include:
o The time and date of the email; o The person’s name; o A clear acknowledgement of the individual’s acceptance within the given project role; o The details of the first project team meeting including:
o The location, date and time; o Any specific requirements of the individual in preparation for the meeting.
Task 2
First Project Team Meeting minutes must be submitted with this project and must include:
o The date, time and location of the meeting; o A record of attendance; o The discussion of the project planning processes and the next course of action; o Information and advice provided by persons present at the meeting.
For each of the three (3) project management tools chosen in part 2. a), you must prepare and submit the following a 500 word statement explaining:
o The relevance of this tool in assisting with project planning; o How the tool was used; o Two (2) advantages and two (2) disadvantages of using the tool; o Any other comments, assumptions and conclusions made in relation to the tool.
Hard copy evidence of having produced/worked with the tool. Examples include print outs of spreadsheets, graphs and diagrams.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 11 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects The Project Plan containing a detailed:
o Work Breakdown Structure; o Project Schedule;
You must ensure the Project Plan is submitted with the relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
A Resource Plan detailing the resource requirements of the project and must include:
o Human capital resources: outlining roles, responsibilities, knowledge and skill requirements and required start time;
o Plant & equipment resources: outlining the type of equipment, the amount required and other equipment specifications;
o Materials: outlining the item, the amount required and other item specifications; o Any resource assumptions and constraints; o Relevant end of document approval sign offs. The sign off must contain the:
Project Sponsor’s and Project Manager’s signatures; Date.
A Risk Management Plan to identify, assess, control and document all
potential project risks, including OHS risks and considerations. It must include:
o A standardised risk management process; o The roles of project stakeholders in the process; o Reference to risk related documentation ( e.g. risk identification forms, risk
schedules); o Relevant end of document approval sign offs. The sign off must contain the:
Project Sponsor’s and Project Manager’s signatures; Date.
A Project Budget including all estimated project expenses and possible
deadlines for when these costs will be incurred. You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
A Quality Control Plan to identify quality targets that must be met during the
project and recognise quality assurance and control procedures to meet targets. You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 12 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects Task 3:
A 1000 word summary report detailing how the two (2) support mechanisms in part 1. have been utilised to:
o Provide ongoing support for project team members in regards to specific needs; o Deliver high quality outcomes within specified time frames; o Develop team member skills and capabilities.
A Project Records Index to help you manage all project related documentation for project record keeping purposes. It may include:
o Project document title; o Date of issue; o Version number; o Document location; o Responsible persons.
Relevant supporting documentation demonstrating you and your project team’s involvement in achieving project outcomes. You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
A 1500 word Project Status Report to be provided to all relevant project
stakeholders ensuring they are kept informed of the project’s status. The report must include relevant document sign offs and should detail aspects of the project such as:
o Completion of major phases, tasks, activities and milestones; o Achievement of deliverables; o Issues of concern or project risks; o The status of project finances and other resources; o Any other important project considerations.
Task 4
Project Closure meeting minutes must be submitted with this project and must include:
o The date, time and location of the meeting; o A record of attendance; o A record of the meeting’s discussions; o Other information and advice provided by persons present at the meeting.
A 1500 word Project Closure Report detailing the outcomes, suggestions
and required actions identified during the Project Closure meeting. Approval must be sought from the Project Sponsor to enable the implementation of required actions. You must ensure that you obtain relevant end of document approval sign offs. The sign off must contain the:
o Project Sponsor’s and Project Manager’s signatures; o Date.
Project Brief
Document: BSBPMG510A Project Brief Prepared By: RTO Manager: RM Version: 1.0 Endorsed By: RTO CEO: DL Date Effective: 14/02/11 Review Date: 13/02/12
Uncontrolled document when printed Page 13 of 13
Form: LA-PB-BSBPMG510A
PROJECT BRIEF
BSBPMG510A: Manage Projects
Post Project Implementation Review meeting minutes must be submitted with this project and must include:
o The date, time and location of the meeting; o A record of attendance; o A record of the meeting’s discussions; o Other information and advice provided by persons present at the meeting.
A 1500 word Project Review Report documenting the discussions and information obtained from the Project Review meeting.
Additional Project Information: N/A
