Reference no: EM132787870
BSBPMG511 Manage project scope
Assessment Task 1 Instructions
Provide answers to all of the questions below:
1. Identify and describe two documents that can be used to initiate projects.
2. Identify and describe two key components of a project scope management plan.
3. Describe two factors that can impact on a project scope.
4. Explain the purpose of a change control plan within a project scope management plan, and summarise the key processes that should be followed in order to control changes within a project.
5. Explain two methods that can be used to measure project outcomes and progress, and provide example to illustrate each.
6. Describe two methods for segmenting and documenting a work break down structure (WBS).
7. Identify and describe two problem areas likely to be encountered in scope management.
8. Explain the concept of the project life cycle and the importance of scope management within this cycle.
9. Identify three project management tools and explain their use in project scope management.
10. Outline the key role and at least four responsibilities of a project manager when planning a project.
Assessment Task 2: Project authorisation and scope management plan project
Task summary
In the role of Project Officer of a fictitious company, Native Bush Spices, you are required to gain authorisation for a project to develop a web site and then develop a scope management plan.
This assessment will be completed in the classroom as part of a simulated work environment.
Required
• Computer with Microsoft Office and access to the internet.
• Project Management Policy and Procedures
• Project Authorisation Template
• Project Scope Management Plan Template
• Space for a meeting
Assessment Task 2 Instructions
Carefully read the following:
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 and 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 Manager, Customer Service Officer and two administration staff. Ten staff are employed in the factory making and distributing the products.
It has been decided that a new website is needed as part of the marketing communications strategy. The new web site is seen as a critical part of the company's expansion strategy. However, as with all projects, project authorisation needs to be obtained, as well as a detailed project scoping conducted prior to commencement.
The Operations Manager has provided the following information to assist with the initial project authorisation and the following development of the project management scoping document:
• Inclusions - Website is to include a shopping cart so customers can order products directly through the website. Customers should also be able to access recipes and general information about the health benefits of bush spices.
• New web site implemented within 2 months from the implementation of the project plan, sales show 20% increase over 12 months, market research shows brand increasingly recognized.
• Budget available for development of web site is $8,500.
• Web site to be developed by a skilled contractor. SEO optimisation also required. Content needs to be professionally written.
Complete the following activities:
1. Write a project authorisation request
The first part of this assessment task requires you to review Native Bush Spices Australia project management policy and procedures, as well as the case study information.
As set out in the organisation's policy and procedures, you are required to complete the Project Authorisation Template to develop and confirm the procedures for project authorisation. Remember that, at this stage, only a broad overview of the project is required so as to gain initial approval.
Complete the template using the information from the case study and project management policy and procedures and then send it as a memo to senior management for approval. Your memo should include a short summary of the attachment.
2. Send an email to the senior management team (your assessor).
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 authorisation request to the email.
3. Define the project scope
Assume that you have been provided with approval to proceed with the project as set out in your project authorisation request.
You are required to develop a detailed project scope management plan, which will then be negotiated and agreed on by the Senior Management Team in a meeting in the next part of the assessment task.
Use the Project Scope Management Plan Template to guide your work. You may use the link below to assist you in developing your plan.
To develop the work breakdown structure included as part of the project management plan, you will need to research the typical steps involved with developing a web site, assuming this work will be contracted out to web site designers and content writers.
Ensure that the procedures for project change control processes are clearly specified, as Assessment Task 3 will require you to implement these.
4. Send an email to the senior management team (your assessor).
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 ask for a suitable time and date for a meeting to discuss this.
Attach your project scope management plan to the email.
5. Participate in a meeting with the Senior Management team (your assessor).
At the meeting, you will be required to go through your project scope management plan, carefully explaining each part of the project scope management.
Be prepared to answer questions, as well as negotiate the project boundaries as indicated in your project scope management plan, noting that you may have identified changes to the project budget or timelines.
Be fore the conclusion of the meeting, you are to obtain confirmation of your plan by senior management.
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
6. Finalise project scope management plan
Update your project scope management plan to incorporate the feedback from senior management that you received at the meeting.
Make sure that you rename the and save document when you have made the changes.
7. Send an email to the senior management team (your assessor).
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,
Assessment Task 3: Scope control project
Task summary
In this assessment task, you will need to manage project scope control processes by managing a change request and reporting on scope management issues.
This assessment will be completed in the classroom as part of a simulated work environment.
Required
• Computer and Microsoft Office
• Access to the internet for research
• Project Management Policy and Procedures
Assessment Task 3 Instructions
Carefully read the following:
The project started in the previousAssessment Task has been running for four weeks, and the web site is progressing.
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. A public relations consultancy company, PR Pulse wrote the content for the cost specified in the project budget. You have signed off on the content, as it met the brief.
Three quotes have been received from web site developers as follows:
• Bestweb Design $3,750, timing indicated as 4 weeks. The examples they gave of web sites that they have developed do not seem to be suitable.
• Visualweb $5,000, timing indicated as 8 weeks.The examples they gave of web sites that they have developed seem to be along the lines required.
• Web designs Australia $6,000, timing indicated as 12 weeks.The examples they gave of web sites that they have developed seem to be along the lines required.
Timing for the quotes from web site developers are on track.
You have just received an email from the Marketing Manager:
Dear Project Officer
Thanks for sending through the content for the web site written by the consultants, PR Pulse. I have reviewed their web site and services they offer and, given the quality of the work provided, I would like you to prepare one newsletter and at least four blogs to be included as part of the web site launch. I think this would greatly increase the quality and usefulness of our web site. I have spoken to Marlene from PR Pulse who advised that this work would be at a cost of $2,000 which I would hope could be accommodated within the project timelines and budget.
Kind Regards
Marketing Manager
Complete the following activities:
1. Send an email to Senior Management (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
Write a change request and analysis in the format you identifiedin the procedures that you developed in your project scope management plan.
2. Send an email to PR Pulse (your assessor).
Assume that, following the change control procedure, the CEO has allocated the additional funds to cover the additional requirements. (Note this decision will be regardless of the outcome of your change request decision).
As set out in your organisation's policies and procedures, you are now required to draft a proposal to PR Pulse to confirm the additional work that will be conducted.
This will need to address:
• The scope of the proposed work
• Cost
• Timelines
• Quality requirements
• Confirm that this is an additional piece of work to that already completed.
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
3. Write a report on scope creep
Assume that the Operations Manager is concerned about scope creep for future projects and would like to put mechanisms in place within the project management policy and procedures to avoid this. Therefore, he has asked you to prepare a short report that addresses the following:
• Definition of scope creep
• Types of scope creep and organisational impact
• Why scope creep occurs
• Recommendations on preventing scope creep
Your report should be approximately 1 page long, and be written in clear and concise English. It should be professionally presented and error free.
4. Send an email to the senior management team (your assessor).
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,
Attach your scope creep report to the email.
Attachment:- Manage project scope.rar