BSB51915 Diploma of Leadership and Management BSBPMG522 Undertake project work Project Student Name: XXXXXX Student Number: XXXXXX Assessment Number: 31851B/03 Assessment Description For this assessment you are required to undertake a straightforward project, which includes developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application in future projects. To assist you in completing this project, we have divided the assessment into three parts which cover the assessment requirements for BSBPMG522―Undertake project work. All reports and evidence must be uploaded into OpenSpace once completed. Assessment Task 3 of 3 Workbook topics Word limit Part A: Project Monitoring & Implementation – Demonstration and Portfolio of Evidence (requires you to collect and prepare various reports and items of evidence, demonstrating successful monitoring and implementation of the project.) Topic 4 N/A Part B: Project finalisation – Written Task & Video (requires you to video a project review meeting, prepare a project finalisation report and a project review report.) Topic 5-6 N/A Option 1 - Simulated Scenario You may complete this assessment based on your own workplace, an organisation of your choice or the Australian Hardware Store case study (see below). Should you choose to use the Australian Hardware Store case study, you can access all of their supporting documents by clicking here. http://simulations.ibsa.org.au/australian_hardware/ The intranet tab on this site will direct you to the relevant Australian hardware documents. A range of other documents are also within this intranet page and provide valuable background information about the operation of the business. Simulated Scenario – Australian Hardware Store You have recently been appointed as the Store Manager of the Australian Hardware Newcastle store. You and the COO (Chief Operating Officer) have discussed opportunities for you to make an impact and improvements in relation to how the Newcastle store operates. An area for improvement that has been previously identified by the Human Resources Manager is around developing policies and procedures for your store. You have noticed the Wollongong store has already implemented policies and procedures which have made a positive operational impact on the store. These policies and procedures only require minor amendments before they can be utilised in your store. As these policies and procedures will be new to staff, it will be essential communicate these changes, as well as to organise and provide training to all staff. To support you in developing and implementing the policies and procedures you have decided to develop a project plan, which will assist you with planning, monitoring and implementing your project. The project will include: • Amending Wollongong policies and procedures to suit the Newcastle store • Creating a Newcastle Store section on the company Intranet • Publishing policies and procedures to the Intranet • Communicating the policies and procedures to staff • Collecting feedback from staff on new policies and procedures • Organising and providing training to all staff The project will not include: • Collecting feedback from staff on training • Review policies and procedures to identify whether further changes are required You have spoken to the Newcastle store about the project that they undertook and they have advised you that you are likely to encounter competing priorities between HR and department managers as department managers do not like to take their staff away from serving customers in order to attend training.   Part A: Project monitoring and implementation To demonstrate successful monitoring and implementation of the project, you must collect and prepare all reports and items of evidence specified for this part, using the provided templates Appendix 1. If you are using the Australian Hardware case study, you will need to implement your project plan as if the project was physically being undertaken. You will need to provide support for the project team with regards to their specific needs, ensuring the quality of the expected outcomes of the project and documented timelines. 1. Provide evidence of record-keeping in the form of at least three (3) status reports for management (and other relevant stakeholders) at progress intervals of 25%, 50% and 75% during the project, using the templates provided. 2. Outline the support that team members may require over the life of the project. Provide an example of how you would provide that support in regards to specific needs to ensure that the quality of the expected outcomes of the project and documented timelines are met. 3. Outline examples of when and how the communication and risk-management plans would be used in the project plan. Provide evidence of implementing communication and risk-management plans. 4. Summarise the deliverables the project plan needs to achieve and by what time they need to be achieved. 5. Outline three (3) examples of what might cause the deliverables to not be achieved. Part B: Project finalisation Using the provided templates, complete the following project finalisation processes, including all specified sections and details. 1. Conduct a project review meeting with at least two (2) participants* from your project team. You are required to record a 3-5 minute audio/video file of the review meeting. This recording must show an extract of you and your team discussing and determining the following: a) Whether objectives and deliverables were achieved b) What worked well c) Lessons learned In your audio/video file, you must include the following: 0 Evidence of participating in verbal discussions with your team using clear and appropriate language 0 Seeking information from your team by asking relevant questions from at least two (2) participants to encourage their input into the project review 0 Use of listening skills to demonstrate an understanding of the lessons learned by your team (e.g. summarising statements to confirm understanding) * Participants must be real people 2. A signed-off Project Closure report. The report must specifically address finalised financial records, how the project documentation will be archived and the transition plan for team members to new or previous roles. 3. Document and evaluate the outcomes of the post implementation review and prepare a report identifying opportunities for improvement. 4. Draft an email to send the finalisation document to stakeholders outlining how the decision was made in relation to opportunities for future improvements. Checklist You will need to complete the following: Part A – Project monitoring and implementation 0 Scheduling, records and responsibilities requirements 0 Communication and Risk Management documentation 0 Outline of support and deliverables of the project Part B – Project closure 0 Post project review report 0 Project closure meeting 0 Project closure report approvals • Project costs • Follow on activities Note: The field boxes above are an optional self-checklist. Double click each check box to mark as complete.   Appendix 1 Part A: Project Monitoring and Implementation Scheduling and Assignment of Tasks Explain how you have monitored the tasks in your Gantt chart and taken corrective action to maintain the project on schedule and within budget. Status Reports Status reports needs to be produced for management and any other relevant stakeholders at 25%, 50% and 75% during the project. Status Report – 25% Item Work completed to date Milestone date Revised/ actual date Budgeted cost Revised/ actual cost Responsibility Project Sponsor: Version: 1 Project Client: Date: Project Manager: File Name: Update.doc Page x of y   Status Report – 50% Item Work completed to date Milestone date Revised/ actual date Budgeted cost Revised/ actual cost Responsibility Project Sponsor: Version: 1 Project Client: Date: Project Manager: File Name: Update.doc Page x of y Status Report – 75% Item Work completed to date Milestone date Revised/ actual date Budgeted cost Revised/ actual cost Responsibility Project Sponsor: Version: 1 Project Client: Date: Project Manager: File Name: Update.doc Page x of y Record-keeping Explain or provide evidence of the record-keeping systems that you have set up for the project. This should include what has been done and any software applications used (e.g. Microsoft Project, Microsoft Excel, etc.). List some of the records that were created during the lifecycle of the project. Support for team members Explain or provide evidence of the support that team members may require over the life of the project. Provide an example of how you would provide that support and the outcome you would expect to see. Communication and Risk Management Plan Give examples of when and how the communication and risk-management plans would be used in the project. Provide evidence of how you have implemented the communication and risk management plans. Deliverables Summarise the deliverables for your project. Outline some examples of what might cause any of your deliverables to not be achieved. Provide evidences of achieving project deliverables. Complete this template and include it in the project plan that you submit for Part A of this assessment. Legislation How it applies to the implementation of the project plan   Part B: Project Closure Audio or Video Recording Don’t forget to upload a recording of your project review meeting. If you have uploaded your recording to YouTube or another external source, provide the link and access code (if applicable) here: Post-project review report Name of project: Date & location of meeting: Names of attendees: 1. Overview by project manager: (brief summary of highlights and achievements, etc.) 2. Review by team of the course goals, objectives/deliverables Met Missed Partially met Comments Project goal – Manage projects Objectives / deliverables Success criteria Schedule/duration of course Budget/value for money 3. What worked well; what could have gone better? What worked well Would could be improved 4. Lessons learned 5. Next steps / improvement plans / what could you do better in your workplace? 6. Archiving of records 7. Transition plan for project team members   PROJECT CLOSURE REPORT APPROVALS Project Costs Describe the actual performance of the project against the project budget. Resource Original budget Revised budget Final actual budget Variance Record the cost items for the project The amount difference between the Revised Budget and the Actual Budget Follow on Activities This section should cover the various activities required to close the project. Where relevant, the sub-sections should include: Follow-on activities Responsibility Date List any activities that need completing or further work. Record the Area/Person responsible for following up that activity. Record the date the activity requires action. Prepared By __________________________________ ([Job Title]) Approved By __________________________________ ([Job Title]) __________________________________ ([Job Title]) __________________________________ ([Job Title]) Approval Date __________________________________