Reference no: EM132934885

BSBPMG522 Undertake project work

Section A: Knowledge Activity

Objective: To provide you with an opportunity to show you have the required knowledge for this unit.

The completion of the following activity will enable you to demonstrate your knowledge of:
- give examples of project management tools and how they contribute to a project

- outline types of documents and other sources of information commonly used in defining the parameters of a project

- explain processes for identifying and managing risk in a project

Answer each question in as much detail as possible, considering your organisational requirements for each one.

Background
You work for Bounce Fitness as their General Manager - Marketing. You will find the login details in the Moodle course for the Bounce Fitness website and intranet

The documents you will require for Bounce Fitness can be found on the Bounce Fitness website:

• Procedures / Administrative Procedures / Style Guide
• Infrastructure / Current Projects / Bounce Fitness Corporate Marketing Plan
• Infrastructure / Current Projects / Project Outcomes / Bounce Fitness Corporate Marketing Plan Performance Review
• Policies / Marketing Policy / Marketing Policy and Procedures

Be sure to check out the other documents to get information on the business and to understand Bounce Fitness's organisational requirements. You may need to conduct further research.

Scenario
Bounce Fitness has requested that you undertake the project of planning and implementing their Corporate Marketing Plan, and then review the outcome of this project.

More information about this brief is available in the Section B: Skills Performance Activity section below.

To ensure you do a really good job, you need to do some research and prepare your answers for the following questions.

1. Complete the following table to by providing 3 examples of project management tools and describe how they contribute to a project.
2. Complete the following table to outline the types of documents and other sources of information used to define the parameters of a project.
3. Explain the processes for identifying and managing risk in a project (70-100 words).

Section B: Skills Performance Activity
Objective: To provide you with an opportunity to demonstrate the required performance criteria, performance evidence and foundation skills for this unit.

This activity will enable you to demonstrate the following elements and performance criteria:

1. Define project
1.1 Access project scope and other relevant documentation
1.2 Define project stakeholders
1.3 Seek clarification from delegating authority of issues related to project and project parameters
1.4 Identify limits of own responsibility and reporting requirements
1.5 Clarify relationship of project to other projects and to the organisation's objectives
1.6 Determine and access available resources to undertake project

2. Develop project plan
2.1 Develop project plan in line with the project parameters
2.2 Identify and access appropriate project-management tools
2.3 Formulate risk-management plan for project, including work health and safety (WHS)
2.4 Develop and approve project budget
2.5 Consult team members and take their views into account in planning the project
2.6 Finalise project plan and gain necessary approvals to commence project according to documented plan

3. Administer and monitor project
3.1 Take action to ensure project team members are clear about their responsibilities and the project requirements
3.2 Provide support for project team members, especially with regard to specific needs, to ensure that the quality of the expected outcomes of the project and documented time lines are met
3.3 Establish and maintain required record-keeping systems throughout the project
3.4 Implement and monitor plans for managing project finances, resources and quality
3.5 Complete and forward project reports as required to stakeholders
3.6 Undertake risk management as required to ensure project outcomes are met
3.7 Achieve project deliverables

4. Finalise project
4.1 Complete financial record keeping associated with project and check for accuracy
4.2 Ensure transition of staff involved in project to new roles or reassignment to previous roles
4.3 Complete project documentation and obtain necessary sign-offs for concluding project

5. Review Project
5.1 Review project outcomes and processes against the project scope and plan
5.2 Involve team members in the project review
5.3 Document lessons learned from the project and report within the organisation

This activity will enable you to demonstrate the following performance evidence:
» define the parameters of the project including:
o project scope
o project stakeholders, including own responsibilities
o relationship of project to organisational objectives and other projects
o reporting requirements
o resource requirements
» use project management tools to develop and implement a project plan including:
o deliverables
o work breakdown
o budget and allocation of resources
o timelines
o risk management
o recordkeeping and reporting
» consult and communicate with relevant stakeholders to generate input and engagement in planning, implementing and reviewing the project
» provide support to team members to enable them to achieve deliverables and to transition
them as appropriate at completion of the project
» finalise the project including documentation, sign-offs and reporting
» review and document the project outcomes.

This activity will enable you to demonstrate the following knowledge evidence:
» outline the organisation's mission, goals, objectives and operations and how the project relates to them
» explain the organisation's procedures and processes that are relevant to managing a project
including:
o lines of authority and approvals
o quality assurance
o human resources
o budgets and finance
o recordkeeping
o reporting
» outline the legislative and regulatory context of the organisation in relation to project work, including work health and safety (WHS) requirements.

This activity will enable you to demonstrate the following foundation skills:
» Reading
o Organises, evaluates and critiques ideas and information from a range of complex texts
» Writing
o Develops plans, reports and recommendations using vocabulary, structure and conventions appropriate to text
o Establishes and maintains records according to organisational requirements
» Numeracy
o Uses formal and some informal, oral and written mathematical language and representation to prepare and communicate budgetary and financial information
» Oral Communication

o Participates in verbal discussions using clear language and appropriate features to present or seek information
o Using listening and questioning skills to seek information and confirm understanding
» Navigate the world of work
o Recognises and responds to organisational and legislative/regulatory requirements
» Interact with others
o Selects and uses appropriate communication protocols and practices to ensure shared understanding of project roles and expectations
o Uses collaborative techniques to engage stakeholders in consultations and negotiations
» Get the work done
o Develops and implements plans to manage projects that involve diverse stakeholders with potentially competing demands
o Systematically gathers and analyses all relevant information and evaluates options to make informed decisions
o Evaluates outcomes of decisions to identify opportunities for improvement
o Uses digital technologies and applications to access, organise and share information

Answer the activity in as much detail as possible, considering the organisational requirements.

Task 1 - Scoping the project
Review the Bounce Fitness Corporate Marketing Plan and other relevant documentation and then prepare a Project Scope document (500-700 words) that will enable you to manage the execution of this plan.
Bounce Fitness's CEO will sign off on this project.
As well as the normal things you should include in a Project Scope document, ensure you also include:
• List the project stakeholders and their needs, including your own responsibilities
• Explain how this project relates to Bounce Fitness's other current projects and the organisation's objectives
• Reporting requirements for the project

Save and submit this document as: "BSBPMG522 Task 1 Project Scope <Your name>"

Task 2 - Seeking clarification

Bounce Fitness's CEO and the Board of Directors have delegating authority of this project.

Send an email (30-60 words) to the CEO and the Board seeking:
• clarification whether there are any issues with the project scope
• their input as to whether the project scope meets Bounce Fitness's organisational, legal and regulatory requirements, and
• if appropriate, their approval

Save and submit this document as: "BSBPMG522 Task 2 Email - project scope approval <Your name>"

Once you have received feedback from your Trainer that you successfully completed tasks 1 & 2, you can proceed with the remaining tasks.

Task 3 - Develop draft project plan
Once you have received confirmation from your Trainer that you have correctly completed Tasks 1 & 2, assume that Bounce Fitness's CEO and Board have approved the Project Scope.

It is now time to prepare a draft project plan (500-1000 words) based on this scoping document which will be used to consult with your team members for their input.

As well as the normal things you should include in a Project Scope document, ensure you also include:
• quality assurance processes
• a risk management plan which includes WHS requirements
• recordkeeping and reporting requirements
• lines of authority and approvals
• organisational, legislative and regulatory requirements related to the project

Save and submit this document as: "BSBPMG522 Task 3 Draft Project Plan <Your name>"

Task 4 Consult project team

You now need to interact with two other BSBPMG522 Undertake project work students who have completed and submitted their work for Tasks 1-3 above. These people will act as your project team. Ensure these people have a copy of your Project Plan that you wrote for Task 3. These people will provide you with feedback and input about whether your project plan meets all of the requirements for the project.
At this meeting (10-15 mins), you need to:

• Facilitate a discussion to:
o Explain Bounce Fitness's procedures and processes relevant to managing this project, including:
- lines of authority and approvals
- quality assurance processes
- human resources
- budgets and finances
- recordkeeping and reporting
o determine whether:
- the project plan covers all of the requirements of the project parameters and scope
- your project management tools are appropriate

• Use:

- your risk management plan covers WHS requirements
- your project budget is correct

o clear and appropriate language, communication protocols and ways to present and seek information
o listening and questioning techniques to seek information and confirm the understanding of your project team members

Your trainer will advise you when this role play will be undertaken.

Task 5 - Finalise project plan
Following your team meeting in Task 4, finalise your project plan to incorporate the feedback and input of your team members.

Save and submit this document as: "BSBPMG522 Task 5 Final Project Plan <Your name>"

Task 6 - Gain approval of your project plan
You also need to gain the approval of the CEO and Board of your finalised project plan which incorporates the feedback and input of your team members.

Write an email (30-60 words) to the CEO and Board seeking their approval to commence your project based on your finalised project plan.

Save and submit this document as: "BSBPMG522 Task 6 Email - project plan approval <Your name>"

Task 7 - Brief and support project team
It is now time to implement your project plan by writing an email (50-70 words) to your project team explaining how they will need to support you in ensuring quality outcomes of the project by:
• outlining each team members' roles and responsibilities for the project ensuring they follow
organisational, legal and regulatory requirements
• how you will support each team member undertake and manage their roles and responsibilities for the project
• how your team will meet the project's timelines

Save and submit this document as: "BSBPMG522 Task 7 Project team brief and support <Your name>"

Task 8 - Minutes of meetings
Your project has commenced. You need to monitor the progress of the project by
• holding two meetings after each progression point with your project team
• writing two emails containing a progress report after each progression point to the CEO and the Board based on the following.

Progress point 1
You have received some preliminary reports related to your project as follows:
• Monthly sales figures are down, while monthly marketing costs have gone up, compared to the project's budget
• A key marketing person has fallen sick and needs to be replaced

Progress point 2

You have received further preliminary reports related to your project as follows:
• Monthly sales figures have started to steadily rise, however monthly marketing costs continue to up compared to budget
• Feedback regarding the marketing mix may need adjusting

At each progress meeting 1 (10-15 mins each), you need to discuss:
• How well the project is progressing/being achieved in relation to your project plan
• How the project finances, resources and quality is progressing/been achieved
• The project's risk management plan

Following each meeting:
• type up the Minutes of meeting (70-150 words each) outlining what was discussed and needed actioning
• write two emails (70-150 words each) outlining the progress of the project and your
recommended changes to the project plan.

Save and submit these document as:
• "BSBPMG522 Task 8 Minutes of meetings <Your name>"
• "BSBPMG522 Task 8 Progress report emails <Your name>"

Task 9 - Finalise the project
It is now time to finalise the project by completing the following tasks:
• send an email (30-50 words) to Bounce Fitness's General Manager for finance advising them to send you all outstanding invoices so you can check them for accuracy
• you have received these invoices and checked them for accuracy, now send another email
(30-50 words) to Bounce Fitness's General Manager for finance advising them to pay all of these outstanding invoices
• send an email (30-50 words) your team members advising them that the project has been
completed and once they have been involved in the review of the project, they will be returning to their previous job roles

Save and submit this document as: "BSBPMG522 Task 9 Email - finalise the project <Your name>"

Task 10 Review the project
You now need to interact with two other BSBPMG522 Undertake project work students who have completed and submitted their work for Tasks 1-9 above. These people will act as your project team. Ensure these people have a copy of your Project Plan that you wrote for Task 3 and the Corporate Marketing Plan Performance Review. These people will help you review the project outcomes and processes against your project scope and your project plan.
You will also need to take minutes of this meeting to document what was discussed at the meeting and the lessons learned from the project.
At this meeting (10-15 mins), you need to:
• Facilitate a discussion to:
o compare whether the project outcomes and processes against your project scope and your project plan
o determine what lessons were learned from this project which could be used in future projects
• Use:
o clear and appropriate language, communication protocols and ways to present and seek information

o listening and questioning techniques to seek information and confirm the understanding of your project team members

Your trainer will advise you when this role play will be undertaken.

Save and submit this document as: "BSBPMG522 Task 10 Minutes - review the project <Your name>"

Task 11 - Report on the review of the project

It is now time to report on the review of the project by sending an email (70-100 words) to Bounce Fitness's CEO and Board Members detailing the review of the project, including the lessons learned which could be used in future projects.

Attachment:- Learner Assessment.rar