BSBPMG530 Assessment 1

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School

Albright Institute of Business and Language *

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Course

530

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Information Systems

Date

Feb 20, 2024

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pdf

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Assessment 1 – Coversheet Student and Submission Details Student Name BUAN, MA BUENA FELICITA Student ID AIBL222914 Unit Code and Name BSBPMG530 Manage project scope Date of submission 18/02/2024 STUDENT DECLARATION I declare that a. This assessment is my own work. b. None of this work has been completed by any other person. c. I have not cheated or plagiarized the work or colluded with any other student/s. d. I have correctly referenced all resources and reference texts throughout these assessment tasks. e. I understand that if I am found to be in breach of policy, disciplinary action may be taken against me. Student Signature : Assessor To Complete Assessment 1 Assessment Result Date Type Of Submission Short Answer Questions □ C (Competent) □ NYC (Not Yet Competent) □ DNS (Did Not Submit) 00/00/0000 ☐ First submission ☐ First re-submission ☐ Second re-submission Assessor feedback Assessor Name Assessor Signature: Assessment 1 – Short Answer Questions Assessment summary You are required to answer all the written questions in this assessment. Resources and equipment required to complete this assessment • Access to textbooks and other learning materials. • Access to a computer, printer, Internet and email software (if required). When and where should the assessment be completed • This assessment may be done in your own time as homework or you may be given time to do this task in class (where applicable).

ANIT Australia Pty Ltd T/A Albright Institute of Business and Language RTO #: 45041 CRICOS #: 03553J www.albrightinstitute.edu.au Head Office Address: Level 2,4 & 8,341- 345 Queen Street, Melbourne VIC 3000 Tel: 1300 189 154 Campuses at: Sydney, Brisbane, Adelaide TRG-DOC-09 Assessment Booklet – BSBPMG530 | Version: V1.1 | Last Reviewed: July 2022 | Next review Date: As required | Page 2 of 9 ASSESSMENT BOOKLET – BSBPMG530 • Your assessor will provide you with the due date for this assessment. What needs to be submitted Your answers to each question in this assessment along with references. Instructions • This is an open book test – you can use your text book/learning materials as reference. • You must answer all questions in this assessment correctly. • You must answer the questions by typing your answers in Microsoft Word and converting it into a pdf. • Please include the following details in the header section of each page of your assessment document: o Student Name and ID o Course Code and title o Unit Code and title o Trainer and assessor name o Page numbers • You are required to submit your assessment on the LMS (Moodle). No submissions will be accepted via emails. Short Answer Questions 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  submit a completed cover sheet with your work  avoid sharing your answers with other students.

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ANIT Australia Pty Ltd T/A Albright Institute of Business and Language RTO #: 45041 CRICOS #: 03553J www.albrightinstitute.edu.au Head Office Address: Level 2,4 & 8,341- 345 Queen Street, Melbourne VIC 3000 Tel: 1300 189 154 Campuses at: Sydney, Brisbane, Adelaide TRG-DOC-09 Assessment Booklet – BSBPMG530 | Version: V1.1 | Last Reviewed: July 2022 | Next review Date: As required | Page 4 of 9 ASSESSMENT BOOKLET – BSBPMG530 1. Identify and describe two documents that can be used to initiate projects. Two documents commonly used to initiate projects are: Project Charter: A project charter is a formal, concise document that officially authorizes the existence of a project. It outlines the project's objectives, scope, stakeholders, constraints, assumptions, and high-level risks. The charter is typically developed by the project sponsor or initiator and serves as a reference point throughout the project lifecycle. Key components of a project charter include: Project title and description: Provides a clear overview of the project's purpose and objectives. Project scope: Defines the boundaries of the project, including what is included and excluded. Stakeholder identification: Lists the individuals or groups involved in or affected by the project. Project objectives and success criteria: Outlines the desired outcomes and how success will be measured. Project constraints and assumptions: Identifies any limitations or assumptions that may impact the project. Project approval and authorization: Confirms the authority and responsibility for executing the project. The project charter serves as a formal agreement between the project sponsor and the project team, providing clarity and alignment on project goals and expectations. Business Case: A business case is a comprehensive document that justifies the need for a project and outlines its potential benefits, costs, and risks. It helps decision-makers evaluate whether the project is worth pursuing and provides a basis for securing funding and resources. Key components of a business case include: Executive summary: Summarizes the key points of the business case, including the project's objectives and anticipated benefits. Problem statement: Describes the issue or opportunity that the project aims to address. Project objectives: States the specific goals and outcomes the project intends to achieve.

ANIT Australia Pty Ltd T/A Albright Institute of Business and Language RTO #: 45041 CRICOS #: 03553J www.albrightinstitute.edu.au Head Office Address: Level 2,4 & 8,341- 345 Queen Street, Melbourne VIC 3000 Tel: 1300 189 154 Campuses at: Sydney, Brisbane, Adelaide TRG-DOC-09 Assessment Booklet – BSBPMG530 | Version: V1.1 | Last Reviewed: July 2022 | Next review Date: As required | Page 5 of 9 ASSESSMENT BOOKLET – BSBPMG530 Benefits analysis: Identifies the potential benefits of the project, such as increased revenue, cost savings, or improved efficiency. Cost estimation: Estimates the financial investment required to execute the project, including expenses for resources, equipment, and any associated costs. Risk assessment: Evaluates the potential risks and uncertainties associated with the project and proposes mitigation strategies. Recommendations: Provides a recommendation on whether to proceed with the project based on the analysis presented. The business case serves as a persuasive tool to gain buy-in from stakeholders and secure the necessary support and resources to initiate the project. It provides a clear rationale for why the project is necessary and how it aligns with the organization's strategic objectives. 2. Identify and describe two key components of a project scope management plan. Project scope statement - often known as a statement of work, contains executions, constraints, assumptions, and milestones. It is the document to be considered while planning and measuring the project's success . Project scope management plan – it outlines the processes involved in executing your project and serves as a guideline to keep the project within specific limits. As a project manager, it's your responsibility to guide your team through the project life cycle 3. Describe two factors that can impact on a project scope. Two significant factors that can impact a project scope are: Stakeholder Requirements and Expectations: The needs and expectations of stakeholders can heavily influence the scope of a project. These stakeholders may include clients, customers, end-users, sponsors, regulatory bodies, and other relevant parties. Changes in stakeholder requirements or evolving expectations can lead to scope creep, where the project scope expands beyond its initial boundaries. Effective communication and stakeholder management are crucial for understanding, documenting, and managing these requirements throughout the project lifecycle.

ANIT Australia Pty Ltd T/A Albright Institute of Business and Language RTO #: 45041 CRICOS #: 03553J www.albrightinstitute.edu.au Head Office Address: Level 2,4 & 8,341- 345 Queen Street, Melbourne VIC 3000 Tel: 1300 189 154 Campuses at: Sydney, Brisbane, Adelaide TRG-DOC-09 Assessment Booklet – BSBPMG530 | Version: V1.1 | Last Reviewed: July 2022 | Next review Date: As required | Page 6 of 9 ASSESSMENT BOOKLET – BSBPMG530 Resource Constraints: Resource constraints such as budget, time, and available expertise can significantly impact the project scope. Limited resources may require adjustments to the scope to ensure that the project can be completed within the allocated constraints. For example, if a project faces budget limitations, it may necessitate prioritizing certain features or functionalities over others, thereby altering the scope. Similarly, tight deadlines may require streamlining the scope to focus on essential deliverables or reducing the project's complexity to meet the timeframe. Balancing the available resources with project objectives is essential for maintaining a realistic and achievable scope. 4. Explain the purpose of a change control plan within a project scope management plan, and summarise the key processes that should be followed in order to control changes within a project. Change control is a systematic approach to managing all changes made to a product or system. The purpose is to ensure that no unnecessary changes are made, all changes are documented, services are not unnecessarily disrupted and resources are used efficiently. An ideal change control plan follows specific steps to manage the modifications. These change control process steps are planning, analyzing, approval, testing, implementing, and closing 5. Explain two methods that can be used to measure project outcomes and progress and provide example to illustrate each. You can monitor progress using both quantitative and qualitative methods. Quantitative project tracking methods look at numerical metrics such as cost, time, and milestones. Qualitative methods, on the other hand, use survey data and regular team meetings to track progress 6. Describe two methods for segmenting and documenting a work break down structure (WBS). There are two types of work breakdown structures commonly employed in project management:

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ANIT Australia Pty Ltd T/A Albright Institute of Business and Language RTO #: 45041 CRICOS #: 03553J www.albrightinstitute.edu.au Head Office Address: Level 2,4 & 8,341- 345 Queen Street, Melbourne VIC 3000 Tel: 1300 189 154 Campuses at: Sydney, Brisbane, Adelaide TRG-DOC-09 Assessment Booklet – BSBPMG530 | Version: V1.1 | Last Reviewed: July 2022 | Next review Date: As required | Page 7 of 9 ASSESSMENT BOOKLET – BSBPMG530 The Process Oriented WBS defines a project in terms of steps, work phases, or functions. This type of WBS is focused on the steps that need to be taken within individual disciplines to complete a project and typically phrases individual elements in verb form . Deliverable-Oriented WBS - list all the smaller products of work that, put together, comprise the final product. In other words, it names the level 2 items by their expected tangible outcomes (deliverables) instead of the actions needed to achieve them. 7. Identify and describe two problem areas likely to be encountered in scope management. Two common problem areas encountered in scope management are: Scope Creep: Scope creep refers to the gradual and uncontrolled expansion of a project's scope beyond its original boundaries. It occurs when additional features, requirements, or deliverables are added to the project without proper evaluation or approval. Scope creep can result from various factors, such as evolving stakeholder expectations, unclear project objectives, or inadequate change control processes. Consequences of scope creep include: Increased project costs: Additional work and resources required to accommodate changes in scope can lead to budget overruns. Schedule delays: Scope creep can extend the project timeline as new tasks or requirements are introduced, affecting project deadlines. Decreased quality: Rushed implementation of new features or changes may compromise the quality of deliverables. Stakeholder dissatisfaction: Continuous changes in scope can lead to confusion, frustration, and dissatisfaction among stakeholders. To mitigate scope creep, it's essential to establish clear project objectives and scope boundaries from the outset, involve stakeholders in scope definition and change control processes, and rigorously assess and document proposed scope changes before implementation. Scope Uncertainty and Inadequate Requirements Management:

ANIT Australia Pty Ltd T/A Albright Institute of Business and Language RTO #: 45041 CRICOS #: 03553J www.albrightinstitute.edu.au Head Office Address: Level 2,4 & 8,341- 345 Queen Street, Melbourne VIC 3000 Tel: 1300 189 154 Campuses at: Sydney, Brisbane, Adelaide TRG-DOC-09 Assessment Booklet – BSBPMG530 | Version: V1.1 | Last Reviewed: July 2022 | Next review Date: As required | Page 8 of 9 ASSESSMENT BOOKLET – BSBPMG530 Scope uncertainty arises when project requirements are not clearly defined, documented, or understood. Inadequate requirements management can lead to ambiguity, misunderstandings, and inconsistencies in project deliverables, resulting in rework, delays, and cost overruns. Common issues related to scope uncertainty and inadequate requirements management include: Incomplete or ambiguous requirements: Lack of clarity in requirements can lead to misunderstandings and discrepancies in project deliverables. Changing requirements: Requirements may evolve over the course of the project due to changing stakeholder needs or external factors, leading to scope instability. Poor communication: Ineffective communication between project stakeholders can result in misinterpretation or miscommunication of requirements. Unrealistic expectations: Stakeholders may have unrealistic expectations regarding project deliverables, timelines, or resources, leading to scope-related challenges. To address scope uncertainty and improve requirements management, it's essential to employ robust requirements elicitation, analysis, and validation techniques, involve stakeholders throughout the requirements gathering process, establish a formal change control process to manage scope changes, and continuously monitor and update project requirements as needed. Additionally, implementing clear communication channels and ensuring alignment between project objectives and stakeholder expectations can help mitigate scope-related issues. 8. Explain the concept of the project life cycle and the importance of scope management within this cycle. The project life cycle is vital because it provides a structured framework for managing a project from beginning to end. It defines the phases a project goes through, from initiation to closure, and helps ensure that all necessary steps are taken to complete the project successfully 9. Identify three project management tools and explain their use in project scope management. There are project management tools, however, that if we were to incorporate them into our daily activities, could dramatically make us more productive and ultimately more

ANIT Australia Pty Ltd T/A Albright Institute of Business and Language RTO #: 45041 CRICOS #: 03553J www.albrightinstitute.edu.au Head Office Address: Level 2,4 & 8,341- 345 Queen Street, Melbourne VIC 3000 Tel: 1300 189 154 Campuses at: Sydney, Brisbane, Adelaide TRG-DOC-09 Assessment Booklet – BSBPMG530 | Version: V1.1 | Last Reviewed: July 2022 | Next review Date: As required | Page 9 of 9 ASSESSMENT BOOKLET – BSBPMG530 successful! I suggest three such project planning tools. the Gantt Chart, Extreme project calendaring, and a Kanban board. 10. Outline the key role and at least four responsibilities of a project manager when planning a project. Though there are variations to project management positions across industry lines, the general project manager duties stay the same. Those responsibilities include: Plan and Develop the Project Idea - Every project starts as an idea. It’s a project manager’s responsibility to work with internal stakeholders and external clients to define that concept and create a process to bring it to fruition. This includes setting and managing client expectations, developing a detailed project plan, defining the scope of the project, understanding project risks and assigning team members to specific tasks. Create and Lead the Team - Project managers are accountable for every aspect of the project, including leading a team capable of meeting or exceeding client expectations for their vision. Successful project managers assemble and manage these individuals to make a fine-tuned project machine. If the team needs guidance, training or coaching, it’s a project manager’s responsibility to set them up for success. In order to build and maintain a dynamic team mentality, a project manager must be able to keep open and honest communication, form working relationships and motivate anyone who needs it. Monitor Project Progress and Set Deadlines - Organization and follow-through are a big part of a project manager’s role. From creating an accurate timeline of project completion to ensuring tasks are finished within the confines of the assignment, the project manager must remain aware of how the project is progressing. The project manager also anticipates delays that may occur on the client side and apprises the team of any changes in the client’s needs. Solve Issues That Arise - During every project, issues arise that need to be solved. The project manager is the first person who clients and team members turn to when something goes wrong, so it is in these professionals’ best interest to anticipate any potential hiccups before they happen. Adaptability and problem solving are key to keeping control of a project.

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BSBPMG530 Assessment 1

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