BSBPMG430_ Assessment Task 1
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ASSESSMENT 1– WRITTEN ASSESSMENT
Student Name:
Student ID No:
This cover sheet is to be completed by the student and assessor and used as a record of student competency in this assessment task.
Student Declaration: In accordance with Ei’s Plagiarism Policy, I hereby acknowledge by signing this declaration that I have not cheated or plagiarized any work in regards to this assessment task undertaken in this unit of competency except where the work has been correctly acknowledged.
Signature: Date: / / Attempt
Outcome
Date
Assessor’s Feedback (As required)
Trainer’s
Initial
1
S/NS
2
S/NS
3
S/NS
Feedback to Student
Please provide feedback on the student’s performance in this task.
Assessor: I declare that I have conducted a fair, valid, reliable and flexible assessment with the student, and I have provided appropriate feedback.
Signature: Name: Date: / / Assessment Task 1
Version: 3.0
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BSBPMG430- Undertake Project Work
Everest Institute of Education PTY LTD Trading as Everest Institute
Head Office: 479 King Street, West Melbourne, VIC 3003
Tel:
(03) 8393 6550
E-mail
: enquiries@everest.edu.au
Website: www.everest.edu.au
ASSESSMENT 1– WRITTEN ASSESSMENT
STUDENT INSTRUCTIONS:
This is a written assessment that will test your knowledge. This assessment may be completed over the duration of the training day. As you learn, practice and review knowledge and skills, you will keep Assessment Task 1 in front of you and answer the questions as the information becomes clear to you. At the beginning of each review session, you will be given a few minutes to familiarise yourself with the questions. You will be given extra time at the end of the day to complete this assessment or to clarify facts with the Trainer/Assessor.
Make sure you:
•
Answer all questions
•
Print clearly
•
All the answers must be typed in a separate word document and must be submitted along with the coversheet.
•
Time allocated for this test is 3 hours.
•
Ask your assessor if you do not understand a question. Whist your assessor cannot tell you the answer, he/she may be able to re-word the question for you
•
Do not talk to your classmates. If you are caught discussion the answers you will be asked to leave and your assessment will not be marked.
•
Do not cheat. Anyone caught cheating will automatically be marked Not Competent for this unit. There are NO EXCEPTIONS to this rule.
Answer the following questions in the space provided. You may use extra sheet if the space provided isn’t enough. To those who wish to type your answers in word document must reflect the question numbers clearly.
Assessment Task 1
Version: 3.0
Page 4 of 6
Questions
Provide answers to all of the questions below:
1.
List five project management tools and explain their use in project management.
Ans:
1.
Trello:
Use:
Trello is a visual project management tool that uses boards, lists, and cards to help teams organize tasks
and workflows. It's particularly useful for smaller projects and agile development.
2.
Asana:
Use:
Asana is a versatile project management tool designed to help teams organize work, track tasks, and collaborate on projects of varying complexity.
3.
Microsoft Project:
Use:
Microsoft Project is a comprehensive project management software for complex and large-scale projects. It's particularly useful for Gantt chart-based scheduling and resource management.
4.
Jira:
Use:
Jira is primarily designed for software development projects, particularly for teams using agile methodologies. It helps manage and track software development tasks, issues, and workflows.
5.
Basecamp:
Use:
Basecamp is a simple and user-friendly project management tool that focuses on collaboration, communication, and document sharing. It's ideal for smaller teams and projects.
2.
Outline three types of documents and sources of information that are used to define the parameters
of a project.
Answer:
Project Charter:
Description: The project charter is an essential document that formally authorizes the existence of a project. It's typically created at the project initiation stage and provides a high-level overview of the project's purpose, objectives, and stakeholders.
Information Included: The project charter contains information such as the project's title, scope, objectives, constraints, assumptions, and high-level budget. It also identifies key stakeholders, their roles, and the project manager. This document is typically signed off by the project sponsor or relevant authority.
Project Scope Statement:
Description: The project scope statement is a detailed document that outlines the project's boundaries, deliverables, and the work that needs to be accomplished to meet the project's objectives. It is created during the project initiation and planning phases.
Information Included: The project scope statement includes a comprehensive description of what is within the project scope (in-scope) and what is not (out-of-scope). It also specifies the project's objectives, constraints, assumptions, and acceptance criteria. Stakeholder Analysis and Interviews:
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Description: Stakeholder analysis involves identifying, assessing, and understanding all individuals, groups, or organizations that may have an interest in or be affected by the project. This process often
includes conducting interviews and surveys with key stakeholders.
Information Included: Stakeholder analysis provides insights into the needs, expectations, and requirements of different stakeholders. It helps in understanding their influence, level of interest, and potential impact on the project. 3.
Explain the importance of planning for risks in a project and list three processes that can be used to
identify risks as part of a risk assessment process for a project.
Answer:
Planning for risks in a project is crucial because it helps project managers and teams proactively identify, assess, and mitigate potential issues and uncertainties that could impact the project's success. Demonstrating that the project team has a risk management plan in place can instill confidence in stakeholders, including clients, sponsors, and team members
Three key processes that can be used to identify risks as part of a risk assessment process for a project include:
Risk Identification: In this process, the project team systematically identifies potential risks that could affect the project's objectives. This can be done through brainstorming, workshops, documentation
review, historical data analysis, and expert judgment. The result is a comprehensive list of risks.
Risk Analysis: Once risks are identified, the project team analyzes them to assess their probability of occurrence and potential impact on the project's objectives. This analysis can be quantitative or qualitative, and it helps prioritize risks based on their significance.
Risk Documentation: All identified risks should be documented in a risk register or risk log. This document includes details about each risk, such as its description, potential consequences, likelihood, and proposed risk response strategies. It's a living document that is updated throughout the project's lifecycle as new risks are identified or existing risks change.
4.
Explain the importance of a risk management plan in identifying and managing risks for a project.
Answer:
A risk management plan is a crucial component of project management that outlines how risks will be identified, assessed, addressed, and monitored throughout the project lifecycle. It is essential for effective risk management in a project for several reasons:
Structured Approach to Risk Management: A risk management plan provides a systematic and structured approach to managing risks. It defines the processes and procedures that the project team will follow to identify, assess, and respond to risks. This structure ensures that risks are not overlooked and that there is a consistent approach to dealing with them.
Early Identification of Risks: The plan establishes mechanisms for identifying risks early in the project. By doing so,
the project team can proactively address potential issues, which can prevent them from escalating into larger problems that could threaten the project's success.
Risk Prioritization: The plan helps in prioritizing risks based on their potential impact and likelihood. This allows the project team to focus on the most critical risks, allocating resources and attention where they are needed the most.
5.
Explain the process of risk avoidance in project management.
Answer:
Risk avoidance is one of the risk response strategies in project management. It involves taking actions to eliminate the risk or prevent it from having any impact on the project. The process of risk avoidance typically includes the following steps:
Identify Risks: The first step in risk avoidance is to identify the risks that could potentially affect the project. This involves a thorough analysis of potential threats, uncertainties, and issues that may arise during the project's lifecycle. Assess Risks: After identifying the risks, the project team assesses them to determine their potential impact and likelihood. This assessment helps in prioritizing risks and focusing on those that are most critical to the project's success.
Risk Avoidance Strategy Selection: Once risks are assessed, the project team decides whether risk avoidance is an
appropriate strategy for specific risks. Risk avoidance is typically considered when the risk's impact is severe, and the project team can take actions to completely eliminate the risk.
Develop Avoidance Plans: For risks selected for avoidance, the project team develops detailed avoidance plans. These plans outline the specific actions and measures to be taken to prevent the risk from occurring. Implementation: With avoidance plans in place, the project team proceeds to implement them. This may involve making changes to the project's scope, design, or approach to eliminate the risk. Monitoring and Control: Throughout the project, the project team must closely monitor the effectiveness of the avoidance measures. This includes tracking the progress of the avoidance actions, ensuring that they are being followed, and verifying that the risk is indeed being avoided. Any deviations or issues must be addressed promptly.
Documentation and Reporting: All activities related to risk avoidance should be documented and reported in project documentation and status reports. Contingency Planning: Although risk avoidance aims to completely eliminate certain risks, it's essential to have contingency plans in place in case avoidance measures fail or new risks emerge. 6.
Explain the use of risk mitigation strategies in project management.
Answer:
Risk mitigation is a crucial aspect of project management that focuses on reducing the impact or likelihood of identified risks. It involves developing and implementing strategies to lessen the potential negative consequences of risks. Risk mitigation strategies in project management are used to reduce the potential negative impact of identified risks on a project. These strategies are proactive measures that help enhance the project's chances of success and minimize the likelihood of costly disruptions and delays.
7.
Explain the concept of risk acceptance in project management.
Answer:
Risk acceptance is a fundamental risk response strategy in project management. It involves recognizing and accommodating certain risks without actively pursuing measures to mitigate, transfer, or avoid them. When a project team or organization decides to accept a risk, they essentially acknowledge the possibility of adverse outcomes and are prepared to deal with the consequences if the risk materializes.
The process of risk acceptance begins with the identification and assessment of potential risks that could impact the project. Risks are prioritized based on their potential impact and likelihood. High-priority risks, often associated with significant consequences, are candidates for acceptance if it is deemed that addressing them
through other strategies is impractical or cost-prohibitive.
Risk acceptance is justified for several reasons. Risks with low potential impact or likelihood may be accepted when the consequences are manageable or not worth the investment in mitigation. A cost-benefit analysis may show that the expense of risk mitigation exceeds the expected cost of managing the risk's consequences, making risk acceptance a cost-effective approach. In situations where the project team lacks control over the risk or has limited resources, accepting certain risks and having contingency plans in place can be a pragmatic choice.
8.
Explain the importance of quality assurance processes and procedures to guide effective and efficient project management.
Answer:
Quality assurance processes and procedures are vital components of effective and efficient project management. They are designed to ensure that the project's deliverables meet the required quality standards and that the project is executed successfully. Here's why quality assurance is important in project management:
Customer Satisfaction: Meeting or exceeding quality expectations is essential for customer satisfaction. Quality assurance processes ensure that the project's deliverables align with the customer's requirements, leading to higher satisfaction and a positive project outcome.
Risk Mitigation: Quality assurance helps in identifying and addressing potential quality-related risks early in the project. By doing so, it reduces the likelihood of defects, rework, and project delays, ultimately mitigating risks to project success.
Cost Control: Preventing defects and errors through quality assurance reduces the cost of rework, revisions, and corrective actions. It contributes to cost control and keeps the project within budget.
Time Efficiency: By maintaining a focus on quality from the start of the project, quality assurance reduces the likelihood of schedule delays caused by errors, defects, or the need for corrective actions.
Consistency: Quality assurance processes ensure that the project team follows consistent and standardized procedures throughout the project's lifecycle. This consistency improves the predictability of outcomes and makes it easier to manage projects efficiently.
9.
Explain the importance of human resources processes and procedures to guide effective and efficient project management.
Answer:
Human resources (HR) processes and procedures play a crucial role in guiding effective and efficient project management. They are essential for building and managing project teams, ensuring that the right people are in the right roles, and facilitating the successful execution of project tasks. Here's why human resources processes are important in project management:
Team Formation: HR processes are vital for assembling project teams with the necessary skills, knowledge,
and experience. This ensures that the project has the right people to achieve its goals.
Roles and Responsibilities: Clearly defined job roles and responsibilities help prevent confusion and ensure
that each team member knows their specific tasks and contributions to the project.
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Recruitment and Selection: Proper HR procedures are essential for recruiting and selecting the right team members. This includes defining job requirements, conducting interviews, and making hiring decisions based on qualifications and fit with the project.
10.
Explain the importance of budgetary/financial processes and procedures to guide effective and
efficient project management.
Answer:
The importance of budgetary and financial processes and procedures in project management cannot be overstated. These processes provide the framework for resource allocation, cost control, and financial monitoring, ensuring that projects stay on track in terms of expenditure and funding. Effective budgetary procedures enable project managers to make informed decisions, allocate resources wisely, and mitigate financial risks. By tracking costs and adhering to budget constraints, project teams can maintain fiscal responsibility, prevent overruns, and ensure that the project's financial objectives align with its overall goals. These financial processes are essential for effective and efficient project management, enabling the successful completion of projects within the defined budget and supporting the organization's financial health.
11.
Explain the importance of record keeping processes and procedures to guide effective and efficient project management.
Answer:
Record keeping processes and procedures are critical for guiding effective and efficient project management for several reasons.
Firstly, they provide a documented history of the project's activities, decisions, and milestones. This historical record can be invaluable for assessing past performance, learning from successes and failures, and making data-driven decisions in current and future projects.
Secondly, record keeping ensures transparency and accountability. When project information, such as contracts, agreements, and communication, is well-documented, it becomes easier to trace responsibilities, track progress, and resolve disputes. This fosters trust among stakeholders and team members.
Thirdly, record keeping supports compliance and audit requirements. Many projects are subject to regulatory or industry-specific standards, and maintaining detailed records helps demonstrate adherence to these standards, reducing the risk of legal issues or fines.
Fourthly, it aids in effective communication and knowledge sharing. Team members can access project records to understand project history, goals, and constraints. This facilitates better decision-
making, problem-solving, and collaboration among team members and stakeholders.
Fifthly, record keeping helps with risk management. It allows project managers to identify issues early and respond to them effectively, reducing the impact of potential risks. It also supports evidence-
based decision-making, which is essential for proactive risk management.
Lastly, it contributes to the overall efficiency of project management. Well-organized and accessible
records save time by simplifying the retrieval of essential information. This streamlines project processes, such as reporting, evaluation, and continuous improvement.
12.
Explain the importance of reporting in project management.
Answer:
Reporting is a cornerstone of effective project management, serving as a conduit for essential information sharing
among project stakeholders. It provides a structured means of conveying updates on project status, progress, and significant milestones. By doing so, reporting ensures that all relevant parties, including team members, sponsors, clients, and management, are well-informed about the project's current state. Effective communication through reporting is instrumental in fostering a shared understanding of project goals and objectives, aligning efforts, and enhancing collaboration among all stakeholders.
Transparency is another key benefit of reporting in project management. It creates a window into the project's operations, making project information readily accessible to all stakeholders. This transparency helps build trust and maintains an open, honest, and accountable project environment. It demonstrates to stakeholders that the project is being managed with integrity and that decisions are made based on accurate and verifiable data. This fosters an environment of trust and credibility, which is essential for the success of any project.
Accountability is central to the successful execution of a project, and reporting plays a pivotal role in assigning and enforcing it. By documenting project activities and results, reporting ensures that individual team members and stakeholders are responsible for their roles in the project. Accountability encourages ownership of tasks and motivates team members to fulfill their responsibilities diligently. In cases where deviations or issues arise, reporting can pinpoint areas where accountability needs to be reinforced, thus promoting better adherence to project schedules and quality standards.
13.
Explain the following terms:
Mission:
A mission is a concise and clear statement that defines an organization's fundamental purpose and reason for existence. It articulates the organization's core values, its primary functions, and the impact it aims to achieve in the broader context.
Goals:
Goals are high-level, broad-based, and long-term achievements that an organization or individual aims to attain. They are strategic and provide a sense of direction for the organization. Goals are often qualitative and reflect the organization's aspirations.
Objectives:
Objectives are specific, measurable, achievable, relevant, and time-bound (SMART) targets that support the achievement of an organization's goals. They break down the broader goals into concrete, actionable steps. Operations:
Operations refer to the day-to-day activities and processes an organization undertakes to achieve its mission,
goals, and objectives. It encompasses the core functions and tasks that keep an organization running.
Assessment Task 1
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14.
Explain the following regulations:
Age Discrimination Act 2004:
The Age Discrimination Act 2004 is an Australian law designed to prevent and eliminate discrimination on the basis of age in various areas of public life. It aims to promote equal opportunities for people of all ages, ensuring that individuals are not unfairly treated or disadvantaged due to their age. Disability Discrimination Act 1992:
The Disability Discrimination Act 1992 is an Australian law that seeks to eliminate discrimination against individuals with disabilities. It promotes equal access to employment, education, goods and services, facilities, and accommodation. Corporations Act 2001:
The Corporations Act 2001 is one of the most significant pieces of legislation governing corporations and financial
markets in Australia. It regulates various aspects of corporate activities, including the formation and management of companies, financial reporting, fundraising, and corporate governance. Equal Opportunity Act 1987:
The Equal Opportunity Act 1987, specific to the state of Victoria in Australia, prohibits discrimination on various grounds, such as race, sex, disability, and age. It covers areas like employment, education, and the provision of goods and services. Fair Work Act 2009:
The Fair Work Act 2009 is the primary piece of labor legislation in Australia. It governs various aspects of employment, including minimum employment standards, employment contracts, industrial relations, and dispute resolution. Occupational Health and Safety Act 2004:
The Occupational Health and Safety Act 2004, specific to the state of Victoria, Australia, outlines regulations and standards related to workplace health and safety. The act establishes the responsibilities of employers and employees in maintaining safe working environments
15.
What do you understand by ‘lines of authority’?
Answer:
"Lines of authority" refer to the hierarchical structure within an organization that delineates the chain of command and decision-making. These lines establish a clear path through which orders, instructions, and information flow from higher levels of management to lower levels, indicating who has the power and responsibility to make decisions, assign tasks, and oversee specific functions. In essence, lines of authority create an organizational framework that ensures efficient communication, accountability, and the smooth operation of the organization by defining reporting relationships and the distribution of decision-making power. This hierarchical structure is essential for maintaining order, coordination, and control within the organization.
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Assessment Task 1
Version: 3.0
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