BSBPMG540 Student Assessment Tasks
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 1 Assessment Tasks BSBPMG540 Manage project integration STUDENT ASSESSMENT TASKS
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 2 Contents Introduction 3
Assessment Task 1: Knowledge questions 4
Assessment Task 1: Checklist 11
Assessment Task 2: Project Portfolio 12
Assessment Task 2: Checklist 23
Final results record 24
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 3 Introduction The assessment tasks for BSBPMG540 Manage project integration are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course. Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Business Works Student User Guide
. The Student User Guide provides important information for you relating to completing assessment successfully. Assessment for this unit BSBPMG540 Manage project integration describes the performance outcomes, skills and knowledge required to Manage project integration. It covers leadership strategies to motivate and inspire individuals and organisations to work constructively toward attainment of program benefits through consolidating program vision, managing risks and supporting staff. For you to be assessed as competent, you must successfully complete two assessment tasks: •
Assessment Task 1: Knowledge questions –
You must answer all questions correctly. •
Assessment Task 2: Project –
You must work through a range of activities and complete a project portfolio.
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 4 Assessment Task 1: Knowledge questions Information for students Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you: •
review the advice to students regarding answering knowledge questions in the Business Works Student User Guide
•
comply with the due date for assessment which your assessor will provide •
adhere with your RTO’s submission guidelines
•
answer all questions completely and correctly •
submit work which is original and, where necessary, properly referenced •
avoid sharing your answers with other students. Assessment information Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide
.
Refer to the appendix for information on: •
where this task should be completed •
the maximum time allowed for completing this assessment task i
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 5 Questions Provide answers to all of the questions below: 1. Identify and describe two documents that can be used to initiate projects. Project Initiation Document
: The project initiation stage is the initial stage of project activities since a project has been agreed to work on. At this stage, the problem to be resolved will be identified. Several solution options to solve the problem are also defined. In this document, all global pictures of the target activities are identified and structured. Project Planning:
A set of activities in which a person / institution defines an ideal state (improvement, goal), devises a strategy to achieve it, and develops tools to assess the achievement of that strategy. Project objectives and scope are contained in the project planning including timeframe and scheduled activities as well as budget required to complete the project. 2. Explain two methods that can be used to measure project outcomes and progress and provide examples to illustrate each. Units that are completed:
The units of work that is completed is clearly identified and calculated. For a job that is repeatedly done in the same amount of time can be calculated based on the completion of the units. As an example, an installation of several sub-unit of a bridge construction can be calculated based on the sub-unit completed. Parts of the work starting from the first to the end can be completed in parts. Based on Incremental
: Milestones Incremental Milestone is a part of a work item that is made as if it is a temporary finish or temporary completion of a group or series of jobs that are part of a large schedule. Work items that are made into milestones must be work items that are considered to be an important part before continuing the next work or have an effect on the continuity of the next job 3. Describe two methods for segmenting and documenting a work break down structure (WBS). Project statement must be determined and described first. You can do it by highlighting phases of the project. Deliverables must be created and listed, after that divide all deliverables into manageable tasks.
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 6 4. Outline the key role and at least four responsibilities of a project manager when planning a project. Scope is planned and defined
: Project is planned by the manager regarding commencement and completion. Scope of the project is also defined. Schedules are developed:
The project manager has to prepare schedules that will be developed. Schedules help him control the flow of progress. Cost Estimating
: Budgets are prepared and estimated since the commencement of the project until the completion of the project. 5. Explain project governance. Project governance establishes direction and establishes decision-making mechanisms as well as benchmarks for validating project impacts. It also allows the project team to meet deadlines and provides a venue for rapid issue resolution. 6. Summarise two project governance models and explain one advantage and disadvantage of each. The Change Request
: All requests for a change control must be done in writing. Clarification to the team is needed why the request is made. In order the request is understood, provide sufficient document so that the change request. Option and Response Document are defined and created
The request having been reviewed, define the option and create the response document. Place option in response document. 7. Describe the concept of decomposition in project management and its role in breaking project objectives into achievable project deliverables. When implementing a project in an organization, it is very important to adopt the concept of decay in general it works perfectly to the organization has adequate planning and effective tools to facilitate achievement of organizational and general goals. Because decomposition means effective and correctly applied technology which is mainly used through project management which facilitates size organizing and assigning workloads and tasks prior to arrival or designing the structure of the division of labour. It helps the employees save time in the long run. Its implementation is very important for the organization This aspect ensures smooth functioning between staff and employees management to achieve as many goals as possible. In implementing this the concept in the organization can be difficult or take a lot of time, Therefore, it requires the project manager to use the entire device most automated tools and techniques. If you try to break up it is always recommended to implement the
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 7 entire complex or projects brainstorming before creating a project plan. that means that the wrong disposal of a project in an organization can be huge impact on the organization. This is usually due to misinterpretation the extent of the customer base. The following are important for project management concept in the organization; First, it helps to estimate the budget or cost of the whole project - the team Working with this concept must be aimed at the whole organization dividing the budget and coming up with the most efficient and an affordable price that facilitates the smooth functioning of the organization. It requires top management and all the experts to implement it the distribution of project management must be presented within the budget Second, it helps allocate resources to the project the organization to which the entire project-level distribution is recommended so that you or your organization can identify the resources you need which facilitates the successful implementation of the project. The it is recommended that the organization documents the resources of the entire project the organization uses to achieve the main goal that means that the organization must know and understand when and where it receives it resources that facilitate the smooth functioning of the organization. Finally, it helps in project planning - experts Working on this concept should break down the whole structure the most an appropriate way to facilitate the decomposition process requires two the main methods namely; traditional waterfall method and clever methodology If you use an agile method, you are encouraged to stand several stories until you can read a manageable passage. It forces you can create an appropriately allocated plan that allows you to do this have full control and control over your project, but if you use traditional waterfall method, it forces you to divide the plan into levels that are slower and also describe the entire compliance management format throughout the project. 8. Explain the role of the project management life cycle in project management and describe each key phase. The role of the project management life cycle in project management
The project life cycle is a four-step structure that project managers may use to successfully steer their projects from start to completion. The goal of the project life cycle is to provide a simple framework for project management. The project management life cycle outlines the high-level procedures involved in completing a project successfully. According to Project Management Institute Research, for every $1 billion invested in projects by firms in the United States, $122 million was lost owing to poor project performance. Effective project management may save money and resources, as 57 percent of failed initiatives fail due to a breakdown in communication. You come up with a project concept, establish its goals, plan for its implementation, and steer it to completion during the phases of the project management life cycle. Describe each key phases of the project management life cycle
In most cases, the project management life cycle is divided into four phases: initiation, planning, execution, and closure. These phases make up the road that leads from the start to the finish of your project. Controlling or monitoring is a fifth step in some methods, however for our purposes, this phase is covered by the execution and closing phases.
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 8 •
Initiation •
Planning •
Execution •
Closure 9. Assume that you have been appointed as Project Manager of a firm of lawyers based in Sydney who wishes to establish an additional office in Melbourne. A timeline of 3 months is given plus maximum budget of $20,000 rent per month for the new office. Project objective: •
To locate an office space within Melbourne. •
Cost: Maximum budget of $20,000 per month on rent •
Location: Melbourne CBD •
Timeframe: 12 weeks Identify all stakeholders: create a communication plan to keep everyone involved on the project, create roles and responsibilities •
Arrange regular meetings with the project board •
Set up a risk management process •
Call team meetings to update on the project, take on feedback Keep track of the project timeline and create a change document incase the timeline or budget fails in the project •
Submit the final results for approval to the customer. •
Obtain written consent from the customer. •
Prepare to complete the project.
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 9 10. Identify and describe two organisational documents that can be used to record strategies and goals for project integration. The Project Charter is one document that can be utilised. This section details the project's duties and responsibilities, as well as its aims and objectives. The Scope Statement is the second document. It details the project's deliverables and may be amended and altered as the project progresses. 11. Describe how a project scope management plan assists with recording strategies and goals for project integration processes. This covers what will be produced in the project. This is the end product and its features. So, it can be used by a guidance throughout the project progress. 12. List the steps in a change request process. •
Request any supporting materials. •
Determine whether the change request is in inside or outside the scope. •
Have your team assess the priority of the change request. •
Approve or reject the change request. •
Decide on a course of action going forward 13. List four key aspects of a change request. •
Smooth Approval Processes. Approval status issues play a key role in ensuring smooth change operations. •
Process Automation.
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 10 •
Governance Tools. •
Data Access 14. Discuss impact analysis. First say what impact analysis is, then list two methods that may be used for impact analysis and briefly explain each method.
An impact analysis is a thorough examination of a company's operations, dependencies, and infrastructure. It analyses the potential impact of a disruptive event across time and indicates how vital products and services are delivered. •
Environmental Impact Assessment: The method of examining the potential environmental consequences of a proposed development or project on the physical world is known as environmental impact assessment (EIA). It considers the positive and negative effects on cultural and human health, as well as socioeconomic consequences. •
Social Impact Assessment: The suggested plan's social impact refers to how it affects individuals, organizations, families, and communities. A social impact assessment examines the elements that may alter communities and their surroundings if the suggested intervention is implemented.
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 11 Assessment Task 1: Checklist Student’s name:
Did the student provide a sufficient and clear answer that addresses the suggested answer for the following? Completed successfully?
Comments Yes No Question 1 Question 2 Question 3 Question 4 Question 5 Question 6 Question 7 Question 8 Question 9 Question 10 Question 11 Question 12 Question 13 Question 14 Task outcome:
Satisfactory
Not satisfactory Assessor signature: Assessor name: Date:
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 12 Assessment Task 2: Project Portfolio Information for students In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio. You will need access to: •
a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access •
your learning resources and other information for reference •
Project Portfolio template •
Simulation Pack (if using the case study) •
if using your own business: o
the broader organisational strategies and goals o
organisational requirements for project management and communication (e.g. Project Management Policy and Procedures). o
internal and external stakeholders o
resources to implement one activity from the WBS for each project o
budget, time and scope information o
one conflict to resolve that may impact the project’s objectives
o
at least one request for a project change. Ensure that you: •
review the advice to students regarding responding to written tasks in the Business Works Student User Guide
•
comply with the due date for assessment which your assessor will provide •
adhere with your RTO’s submission guidelines
•
answer all questions completely and correctly •
submit work which is original and, where necessary, properly referenced •
submit a completed cover sheet with your work •
avoid sharing your answers with other students.
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 13 Assessment information Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide
.
Refer to the appendix for information on: •
where this task should be completed •
how your assessment should be submitted. i
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 14 Activities Complete the following activities: 1. Carefully read the following: This project requires you to integrate and balance the management of three separate projects so that the project objectives are met and organisational goals, strategies and objectives are supported. You can do this for three real projects at your workplace, for three projects associated with a start-up business you are working on yourself or you can use the Simulation Pack provided. Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, basing your project on real relationships with classmates or work colleagues will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way! If you use your own business or workplace, make sure it has sufficient information to successfully complete the assessment. Read through the steps below –
guidance is provided about the information you need. Speak to your assessor to get approval if you want to base this on your own business. If you are basing this assessment on the case study business, read through the Simulation Pack
in preparation for this assessment. All the information needed to complete this assessment is contained in the Simulation pack. You will be collecting evidence for this unit in a Project Portfolio
. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.
You must describe the organisation you are basing this assessment on and provide a short description of three projects you’ll manage.
Start working on Section 1 of your project portfolio. Steps 2 to 5 form part of Section 1. If you are basing this assessment on Native Bush Spices Australia, further information to complete the next steps is available in the Simulation Pack
. If you are basing this assessment on your own business, you need access to: •
the broader organisational strategies and goals •
organisational requirements for project management and communication (e.g. Project Management Policy and Procedures). i
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 15 2. For each project, prepare a Draft Project Charter. Before you begin, make sure you are familiar with the organisation’s strategies and objectives as well as any policies, procedures, protocols and templates that address project management and communication. Also do general research on the project. You will use the knowledge you gain from your research to help you manage the project and comprehensively prepare project documentation. Step 5 provides specific guidance on the knowledge required for each project. You are required to prepare a Draft Project Charter. Your charter should include: •
an explanation why the project is being undertaken (describe the opportunity or problem that the project is to address) •
an explanation of the relationship between the project and broader organisational strategies and goals
•
specific and measurable objectives for the project •
a description of the desired end-result (i.e. the outcomes) and workplace impacts •
the benefits and workplace impacts the project is expected to have for the organisation •
key stakeholders and the proposed project governance structure •
main project expenses, timelines and constraints •
project assumptions and dependencies •
a preliminary risk assessment. Separate Project Charter documents are required for each project. If your business has its own Project Charter template, use it (make sure you include all the requirements listed above). Otherwise, use the template provided in the Simulation Pack
. The text of the Project Charter request should be in grammatically correct English, written in an appropriate (polite, business-like) style. Use the correct accounting language when describing budget requirements or objectives (e.g. use correct terminology such as profit margin etc.). 3. For each project, meet with a key decision-maker to determine, clarify and negotiate the Project Charter. Have your Draft Project Charter ready to use in the discussion (e.g. printed or on a device). Prepare for the meeting by reading through step 3 and making notes to guide your discussion. i i i
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 16 You are required to meet with at least one key-decision-maker (already identified in your Project Charter under project governance). At the meeting: •
clarify that the Project Charter is an acceptable project initiation document
•
explain all of the information in the Project Charter (provide a clear rationale for each aspect of the Project Charter and use correct accounting and mathematical terminology when you explain the budget requirements and objectives)
•
negotiate at least one project objective or outcome.
•
seek stakeholder input and agree on the project governance structure and proposed project authority arrangements. During the meeting, you will need to demonstrate effective communication and negotiation skills including: •
speaking clearly and concisely •
asking questions to identify required information •
responding to questions as required •
facilitating discussion to achieve mutually agreeable outcomes. Each meeting should take 20 minutes. This will either be attended in person by your assessor or they will attend online. If your assessor cannot view the meeting in person, video record the session for your assessor to watch later (attach proof to Section 1 of your Project Portfolio
). Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated. If you are using the case study, assume you are meeting with the CEO of Native Bush Spices Australia. Your assessor (or another student) will play the role of the stakeholder and provide further guidance on what should be negotiated. 4. Seek approval for the negotiated Project Charter. Revise your Project Charter to reflect the meeting outcomes. Draft an email to a relevant decision-maker (e.g. CEO) to request approval (assume that your Project Charter is attached to the email). Your email should introduce and summarise the contents of the Project Charter and seek their approval to move forward with the project. Separate emails are required for each project. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. i i
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 17 5. For each project, develop a Work Breakdown Structure (WBS). Develop a WBS that will enable effective planning and control of the project. Make sure it: •
includes project stages and the requirements for the stage to be completed •
enables the project objectives and outcomes (as per the Project Charter) to be achieved. The WBS may be in the form of a diagram or a list of activities, but it must contain sufficient detail to enable a Project Schedule to be developed from it. If you are using the case study (Native Bush Spices Australia): For the web-design project: to develop the work breakdown structure, you must research the typical steps involved with developing a web site, assuming this work will be contracted out to web site designers and content writers. For the product range expansion project: to develop the work breakdown structure, you must research the typical steps involved with market research and establishing collaborative relationships, assuming that the Marketing Coordinator of Native Bush Spices Australia will meet with potential organisations and choose the best partnership. For project 3: to develop the work breakdown structure, you must research the typical steps involved with developing an advert campaign, assuming this will be contracted to an advertising specialist. Make sure you have answered all questions in Section 1. You are required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 1 of the Project Portfolio
. Submit Section 1 to your assessor. Start working on Section 2 of your project portfolio. Steps 6 to 9 form part of Section 2. If you are basing this assessment on Native Bush Spices Australia, further information to complete the next steps is available in the Simulation Pack
. If you are basing this assessment on your own business, be prepared to meet with internal and external stakeholders (step 7) and implement one activity from the WBS for each project (see step 9). 6. For each project, develop a Draft Project Management Plan. Before you develop the plan, do an analysis of each of the project management functions (cost, time, quality, human resources, communication and information and risk) to identify the links between each function (interdependencies), as well as the constraints associated with each function. Next, develop a Draft project Management Plan. i i
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 18 The plan should be comprehensive and fully address and integrate all aspects of project management. It should include: •
general project details based on the Project Charter information (e.g. title, background, objectives, target outcomes) •
success criteria •
specific project details such as the project activities and milestones (as per the WBS), tools to monitor and control the activities, project budget and communication plan. •
a risk management strategy. Separate plans are required for each project. If your business has its own Project Management Plan template, use it (make sure you include all the requirements listed above). Otherwise, use the template provided in the Simulation Pack
. The text of the Project Management Plan should be in grammatically correct English, written in an appropriate (polite, business-like) style. Use the correct accounting language when describing budget requirements or objectives (e.g. use correct terminology such as cashflow, profit margin etc.). 7. For each project, meet with stakeholders to approve and finalise the Project management Plan. Have your Draft Project Management Plan ready to use in the discussion (e.g. printed or on a device). Prepare for the meeting by reading through step 7 and making notes to guide your discussion. You are required to meet with at two project stakeholders (at least one of the stakeholders must have authority to make decisions such as the CEO and at least one stakeholder should be an external stakeholder such as a vendor). At the meeting: •
present the Draft Project Management Plan.
•
negotiate at least one aspect of the plan.
During the meeting, you will need to demonstrate effective communication and negotiation skills including: •
speaking clearly and concisely •
facilitating discussion to achieve mutually agreeable outcomes. Each meeting should take 30 minutes. This will either be attended in person by your assessor or they will attend online. If your assessor cannot view the meeting in person, video record the session for your assessor to watch later (attach proof to Section 2 of your i i i
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 19 Project Portfolio
). Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated. If you are using the case study, assume you are meeting with the CEO of Native Bush Spices Australia and one external vendor (the website developer, cooperative partner or the digital marketing specialist). You will conduct this meeting in a round table discussion format. You will be placed into groups with fellow students. Each student will have 5 minutes to lead the meeting and present their Draft Project Management Plan. The remainder of the time will be spent negotiating one aspect of each person’s plan
(each student will be required to negotiate a different aspect of their plan with the other two students taking on the role of decision-maker and external stakeholder). Your assessor will prompt each student which aspect to negotiate (e.g. risk management, communication, monitoring activities). 8. Confirm approval for the negotiated Project Management Plan. Revise your Project Management Plan to reflect the meeting outcomes. Draft an email to both stakeholders who attended the meeting to confirm their approval of the plan (assume that your Project Management Plan is attached to the email). Separate emails are required for each project. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. 9. For each project, commence project activity. Select one activity on the WBS and complete it. If you are using the case study (Native Bush Spices Australia): For the web-design project: Develop a web design brief that shows a clear alignment to organisational objectives. Use the Website Design Brief Template to guide your work. For the product range expansion project: Conduct a SWOT analysis of the partnership. For project 3: Review the advert idea and provide feedback via email. Make sure you have answered all questions in Section 2. You are required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 2 of the Project Portfolio
. Submit Section 2 to your assessor. Start working on Section 3 of your Project Portfolio
. Steps 10 to 13 form part of Section 3. i i
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 20 Assume that a period of time has passed, but the project is not yet complete. If you are basing this assessment on Native Bush Spices Australia, further information to complete the next steps is available in the Simulation Pack
. If you are basing this assessment on your own business or workplace, your projects should: •
have sufficient budget, time and scope information to report on the project status (e.g. invoices, project schedule information etc.) •
have at least one conflict to resolve that may impact the project’s objectives
•
include at least one request for a project change. 10. For each project, resolve a conflict. Resolve a conflict that has the potential to impact the project’s objectives with other stakeholders. If you are using the case study (Native Bush Spices Australia): For the web-design project: Review the Native Bush Spices Code of Conduct and consider how you would address the conflict of interest (as per the email in the Simulation Pack
) in accordance with the Code of Conduct. Draft an email to the Project Team Member (your assessor) giving them your response. Ensure that your email is written in a positive manner so as to resolve any potential further conflicts. For the product range expansion project: Search the internet for articles supporting the use of contracts or formal agreements with cooperative partnerships. Draft an email to the cooperative partnership representative to explain the importance of creating a formal agreement. Add a few website links on cooperative partnerships that support the argument for contractual agreement to your email. For project 3: Draft an email to the customer service officer to explain the concept of intellectual property (define the concept in your explanation) and suggest that they use paid images from an alternative image depository (provide suggestions). 11. For each project, manage project changes. First, develop a Project Status Report. Your report should: •
provide project specific budget, timeline or scope information regarding the project’s progress. •
identify any project information or communication issues (including required changes) •
analyse the impact on the project and organisational objectives of the required changes. Next, complete the Project Register and Log with details about issues experienced. i
BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 21 Finally, update your Project Management Plan to incorporate the changes. Separate Project Status Reports and Project Register and Logs are required for each project. If your business has its own Project Status template or Project Register and Logs template, use it. Otherwise, use the templates provided in the Simulation Pack
. The text of your documents should be in grammatically correct English, written in an appropriate (polite, business-like) style. Use the correct formal (e.g. profit margin) and some informal (e.g. lower price) accounting language when describing budget requirements. Assume that the projects have been completed. If you are basing this assessment on Native Bush Spices Australia, further information to complete the next steps is available in the Simulation Pack
. If you are basing this assessment on your own business or workplace, you need information about the final outcomes (deliverables, timelines, budget) for each project. You will also need feedback from relevant stakeholders regarding the project’s implementa
tion, management and integration. You may ask your assessor for feedback if necessary. 12. For each project, manage the project finalisation. First, draft an email to a relevant team member to finalise the legal, contractual and financial obligations. In your email: •
confirm that the project deliverables and related documents are ready to be handed to the client within the agreed timeframe •
request that a financial obligation be finalised (e.g. send or pay an invoice) •
approve the delivery of the final deliverable. Separate emails are required for each project. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. Conduct finalisation requirements, including: •
update the Project Register and Logs to show completed activity. •
identify the activities required by your organisation to finalise the project and allocate the activities to relevant staff. i i
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 22 13. For each project seek and document feedback. Draft an email to seek feedback from at least two stakeholders (e.g. a decision-maker, team member and external stakeholder) on how they experienced the project implementation, management and integration. Once feedback has been received, document the feedback on the Project management Plan using review comment functionality. 14. Submit your completed Project Portfolio. Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Submit to your assessor for marking.
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 23 Assessment Task 2: Checklist Student’s name:
Did the student on three occasions
:
Completed successfully?
Comments Yes No Review and makes note on the organisation’s strategies and objectives as well as any policies, procedures, protocols and templates that address project management and communication? Do general research on the project, providing references for their sources? Prepare a Draft Project Charter that includes: •
an explanation why the project is being undertaken (describe the opportunity or problem that the project is to address) •
an explanation of the relationship between the project and broader organisational strategies and goals
•
specific and measurable objectives for the project •
a description of the desired end-result (i.e. the outcomes) and workplace impacts •
the benefits and workplace impacts the project is expected to have for the organisation •
key stakeholders and the proposed project governance structure •
main project expenses, timelines and constraints •
project assumptions and dependencies
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 24 •
a preliminary risk assessment? Meet with a key decision-maker to determine, clarify and negotiate the Project Charter including: •
clarifying that the Project Charter is an acceptable project initiation document
•
explaining all of the information in the Project Charter (provide a clear rationale for each aspect of the Project Charter and use correct accounting and mathematical terminology when you explain the budget requirements and objectives)
•
negotiating at least one project objective or outcome
•
seeking stakeholder input and agree on the project governance structure and proposed project authority arrangements
•
demonstrating effective communication and negotiation skills including: o
speaking clearly and concisely o
asking questions to identify required information o
responding to questions as required o
facilitating discussion to achieve mutually agreeable outcomes?
Finalise the Project Charter to include negotiation outcomes? Seek approval of the Project Charter by drafting an email to an appropriate decision-
maker?
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 25 Develop a WBS that enables effective planning and control of the project and: •
includes project stages and the requirements for the stage to be completed •
enables the project objectives and outcomes (as per the Project Charter) to be achieved? Do an analysis of each of the project management functions (cost, time, quality, human resources, communication and information and risk) to identify the links between each function (interdependencies), as well as the constraints associated with each function? Develop a Draft project Management Plan that includes: •
general project details based on the Project Charter information •
success criteria •
specific project details such as the project activities and milestones (as per the WBS), tools to monitor and control the activities, project budget and communication plan •
a risk management strategy? Meet with internal and external stakeholders to approve and finalise the Project management Plan including: •
presenting the Draft Project Management Plan
•
negotiating at least one aspect of the plan •
demonstrating effective communication and negotiation skills including: o
speaking clearly and concisely
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 26 o
facilitating discussion to achieve mutually agreeable outcomes?
Finalise the Project Management Plan to include negotiation outcomes? Seek approval of the Project Management Plan by drafting an email to meeting attendees? Implement one activity from the WBS? Resolve a conflict that has the potential to impact the project’s objectives with other stakeholders? Develop a Project Status report that: •
provides project specific budget, timeline or scope information regarding the project’s progress
•
identifies any project information or communication issues (including required changes) •
analyses the impact on the project and organisational objectives of the required changes? Complete the Project Register and Log with details about issues experienced? Draft an email to a relevant team member to finalise the legal, contractual and financial obligations? Conduct finalisation requirements, including: •
updating the Project Register and Logs to show completed activity •
identifying the activities required by their organisation to finalise the project and allocate the activities to relevant staff? Seek and document feedback?
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BSBPMG540 Manage project integration | Australian Business Management Pty Ltd | RTO No.45578 | CRICOS No. 03826M| V1.0 August 2023 27 Task outcome:
Satisfactory
Not satisfactory Assessor signature: Assessor name: Date:
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