BSBPMG426 Assessment Tasks 2 DONE

BSBPMG426 Apply project risk management techniques Assessment Task 2 – Performance and Skills Task summary This assessment task requires you to assist with aspects of risk management in a project. It specifically involves planning for, controlling and reviewing risks associated with the project, and assisting in this process where required. Required  Access to textbooks/other learning materials.  Access to a computer and Microsoft Office.  Access to the internet. Note: If you do not have access to Microsoft Office, you must save your work as PDF before uploading. Timing  The due date of this assessment is available on your learning management system. Submit  This completed workbook. Assessment requirements  All questions must be answered correctly for you to be assessed as having completed the task satisfactorily. Re-submission opportunities  You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task.  If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date.  You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal.  You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment. 1 | P a g e

Assessment Task 2 – Performance and Skills Preamble This assessment is divided into four (4) parts: Part A: Assist with risk analysis and planning Part B: Review risks and execute risk-control activities Part C: Develop contingency plan Part D: Contribute to assessing risk management outcomes For this assessment, you are required to assist with aspects of risk management in a project, specifically involving planning for, controlling and reviewing risks associated with the project, and assisting in this process where required. Project risk management techniques need to be applied during at least two different projects. There are two case study , scenarios, and organisational documents to help you with your task. There is also a role play in Part B. Read the case study and related workplace policies and information before commencing the assessment questions. Part 1: Case study 1 (appendix has tools to assist in this task) a) Assist with risk analysis and planning Case study: Project management for Violet’s Dressers Business Context: 'Violet’s Dressers' is a thriving fashion retailer with three strategically positioned outlets across the Brisbane metropolitan region. Having garnered a substantial clientele of female shoppers aged 19-39 over the past five years, the business is rooted in prime locations, ensuring a high footfall. The team includes 16 dedicated full-time professionals, complemented by an extended team of 25 part-time and casual employees. Objective: Violet’s Dresser seeks to extend its presence into the digital realm under the moniker 'Violet’s Online', aiming to cater to a broader audience and capitalize on the booming e-commerce market. Project Vision: 1. Establish 'Violet’s Online' as a bustling online outlet in the initial year, steering it towards profitability by year two. Project Deliverables: 1. E-commerce Platform Integration: A seamless integration of an e-commerce platform with the existing 'Violet’s Dressers' website to facilitate online purchases. 2 | P a g e

smooth functioning of the online platform. Objective: The main goal or objective is to extend Violet’s Dressers into the digital realm, creating 'Violet’s Online' to tap into the e-commerce market. The goal is to establish the online outlet within the initial year and steer it towards profitability by the end of the second year, targeting a broader audience and enhancing the business's overall market presence. About Current Resources: The project leverages the existing workforce of 41 staff members, both full-time and part-time, and the infrastructure of three physical store locations. Additionally, there is an existing website, albeit with limited e-commerce functionalities and subpar online visibility. Missing Policies and Procedures: In a business like Violets dressers it is crucial to establish new policies and procedures related to online transactions, data security, customer privacy, and order fulfillment. Clear guidelines on handling customer data, payment processing, product listings, and customer service interactions are essential. Additionally, protocols for managing online inventory, addressing customer complaints, and ensuring cybersecurity measures are also necessary to safeguard the business and customer information in the online environment. Creating and implementing these policies will be vital to the success and sustainability of the 'Violet’s Online' venture. 2) Conduct a SWOT analysis, identifying at least three of each. Strengths Established Brand Presence: Violet’s Dressers has a strong brand presence in the local market, which can be leveraged to attract customers to Violet’s Online. Experienced Team: The company has a dedicated team of 41 staff members, showcasing their commitment and expertise in the fashion retail industry. Customer Loyalty: The existing customer base built through physical stores provides an initial audience for Violet’s Online, enhancing Weaknesses Limited E-commerce Expertise: The lack of in- house e-commerce expertise poses a challenge, necessitating external hiring or training for successful online operations. Outdated Digital Infrastructure: The current website lacks essential e-commerce functionalities, making it difficult to support online transactions and showcase products effectively. Logistical Challenges: Absence of a dedicated distribution center could lead to inefficiencies in order processing, delayed deliveries, and potential customer dissatisfaction. 4 | P a g e

the chances of early customer adoption. Opportunities E-commerce Market Growth: The booming e- commerce market presents a significant opportunity to tap into a broader customer base, reaching beyond the geographical constraints of physical stores. Digital Marketing: With effective digital marketing strategies, Violet’s Online can enhance online visibility, attract more visitors, and convert them into loyal customers. Data-Driven Insights: E-commerce platforms provide valuable data on customer behavior, preferences, and purchasing patterns, enabling targeted marketing efforts and personalized customer experiences. Threats Competition: Intense competition in the online fashion industry can make it challenging to stand out and attract customers, especially without a distinctive online presence. Cybersecurity Risks: The online platform is susceptible to cyber threats such as data breaches and payment fraud, which can damage the company’s reputation and customer trust. Supply Chain Disruptions: External factors like global events, natural disasters, or political instability can disrupt the supply chain, leading to inventory shortages and delivery delays, affecting customer satisfaction. 3) Undertake a risk assessment plan using the template below and covering the following areas: a) E-commerce Platform and digital presence b) Distribution c) Team skills d) Stakeholder expectations Risk 1 Risk: Inventory Management Challenges Risk rating: Moderate Control measure: Implement inventory management software to track stock levels, forecast demand, and automate reordering processes. Conduct regular audits to Contingency measure: Develop partnerships with suppliers for efficient restocking and maintain buffer stock for popular items. 5 | P a g e

4) Write an email to stakeholders advising them on your risk plan’s findings and your recommendations for developing a policy to manage these risks. The policy should include strategies for continued risk management and risk-reporting mechanisms that best match the needs of the project. (approx. 250 words) 7 | P a g e

8 | P a g e Email To: STAKEHOLDERS Cc: MANAGEMENT AREA Subject: Risk Management Plan and Policy Recommendations for Violet’s Online Project Dear Stakeholders, I am writing to share the findings of our risk management plan for the 'Violet’s Online' project and to recommend a comprehensive policy to effectively manage the identified risks. Risk Identification and Analysis: E-commerce Expertise Gap: The lack of in-house e-commerce expertise could lead to strategic and operational inefficiencies. Website Upgrades: Insufficient upgrades to the existing website might result in a poor user experience, leading to reduced online traffic and sales. Distribution Center Absence: Without a dedicated distribution center, the timely and efficient processing of online orders could be compromised. Risk Control Plan and Recommendations: E-commerce Expertise Gap: Strategy: Recruit a skilled e-commerce specialist and provide training for existing staff. Continued Management: Regular skill assessments and continuous training programs to keep the team updated with industry trends. Website Upgrades: Strategy: Collaborate with a reputable web development agency to revamp the website, ensuring user- friendly interface, mobile responsiveness, and robust security. Continued Management: Implement regular website audits and updates to adapt to changing customer preferences and technological advancements. Distribution Center Absence: Strategy: Swiftly secure a distribution center, optimizing the space for efficient order processing and timely deliveries. Continued Management: Implement strict inventory management protocols, invest in automation where possible, and conduct periodic assessments for process optimization. Risk Management Policy: We recommend establishing a robust risk management policy, including: Regular Risk Assessments: Conduct periodic assessments to identify new risks and reassess existing ones. Clear Reporting Mechanisms: Implement a structured reporting system for timely escalation and resolution of risks. Continuous Monitoring: Utilize key performance indicators (KPIs) to monitor the effectiveness of risk mitigation strategies and make necessary adjustments. By implementing these strategies and adhering to the outlined risk management policy, we can ensure the successful launch and sustained growth of 'Violet’s Online.' Please feel free to reach out if you have any questions or require further clarification. Best regards,

 Diversify Product Offerings: Introduce new products or services that cater to changing consumer needs and preferences, ensuring a competitive edge even during economic challenges.  Strengthen Online Presence: Invest in search engine optimization (SEO) and online advertising to improve the website's visibility and attract more online traffic despite reduced footfall in physical stores. Risk 2: Violet’s Dressers' is still ranked third in the Google results for searched terms. Was this risk identified in the risk management plan?: Yes, the risk of low search engine rankings impacting online visibility and customer acquisition was likely identified. Risk controls/corrective actions:  SEO Optimization: Conduct a comprehensive SEO analysis and implement necessary changes on the website to improve its search engine ranking. This may include optimizing website content, meta tags, and improving site speed.  Content Marketing: Develop a content marketing strategy to create high-quality, relevant, and engaging content. Regularly update the website with blogs, articles, and product descriptions to enhance organic search rankings.  Paid Advertising: Invest in pay-per-click (PPC) advertising campaigns to increase visibility in search results. Use targeted keywords and compelling ad copy to attract potential customers. Risk 3. Online retail trends have differed significantly from those in store due to poor data analysis, resulting in excess stock and distribution delays. . Was this risk identified in the risk management plan?: Yes, the risk of inaccurate data analysis leading to inventory management issues was likely identified. Risk controls/corrective actions: Improve Data Analysis: Enhance data analysis methods to accurately predict online retail trends. Utilize advanced analytics tools and techniques to gather actionable insights from customer behavior, preferences, and market trends. Streamline Inventory Management: Implement a robust inventory management system that integrates 10 | P a g e

real-time data analytics. Use demand forecasting algorithms to optimize stock levels and prevent overstocking or stockouts. Efficient Distribution: Optimize the supply chain and distribution process to minimize delays. Collaborate with reliable logistics partners and monitor shipping routes to ensure timely deliveries to customers. Risk 4. Violet’s Online website was hacked, compromising customer personal details, leading to negative reviews and loss of customer trust Was this risk identified in the risk management plan?: Cybersecurity risks were likely identified, but the specific event of a successful hacking compromising customer data might not have been anticipated. Risk controls/corrective actions: Enhance Cybersecurity Measures: Strengthen website security by implementing advanced encryption protocols, regular security audits, and penetration testing. Invest in a robust firewall, intrusion detection system, and secure sockets layer (SSL) certificates. Inform and Support Affected Customers: Notify customers immediately about the security breach, explaining the situation transparently. Provide guidance on securing their accounts and offer support services such as credit monitoring for affected individuals. Rebuild Customer Trust: Launch a public relations campaign to rebuild customer trust. Apologize for the security breach, outline the steps taken to enhance security, and offer incentives such as discounts or exclusive offers to regain customer confidence. 2) What opportunities have arisen from the risk evaluation and review? Describe three: Answer:  Diversification of Services: By expanding the range of services beyond regular home cleaning, Ozhouse Clean can tap into new market segments. Offering specialized cleaning services such as deep cleaning, carpet cleaning, or eco-friendly cleaning options can attract clients with diverse needs. Additionally, providing add-on services like organizing, laundry, or home maintenance could enhance customer satisfaction and increase revenue streams.  Geographic Expansion: Exploring opportunities in suburban areas or neighboring regions allows Ozhouse Clean to reach a broader customer base. Suburban areas often have households in need of cleaning services, and expanding the business footprint can significantly increase the client pool. Conducting market research in potential areas can help identify areas with high demand and less competition. 11 | P a g e

A suitable area for storage of external chairs will be required for storage after hours. External tables should be fixed to the concrete. External seating must not exceed allowed numbers. Children’s seating should be included. Ideas raised during the meeting included wireless internet, comfortable sitting areas, big screen televisions, children tables & chairs. New playground: Playground facility is to have two separate play areas for 3-6yrs; and 7-12yrs. Staff training will be required for first aid and child safety- prior to installation. 1. Risk Identification: a) Menu Changes :  Potential dissatisfaction of regular customers with new menu items.  New menu items may not resonate with the target audience.  Potential allergen and dietary concern with new ingredients. b) Furniture Procurement and Installation :  Delays in furniture delivery.  Furniture may not fit the intended space or match the aesthetic.  Installation disruptions to current operations. c) Children's Play Area :  To be decided 2. Risk Analysis and Prioritisation:  High Priority : Dissatisfaction of regular customers, allergen concerns.  Medium Priority : Delays in furniture delivery, noise disturbance, installation disruptions.  Low Priority : Furniture aesthetic mismatch  Children’s play area is missing – Management would like to keep the large slide and add a set of swings. 3. Risk Mitigation Strategies : a) Menu Changes :  Conduct a survey among a subset of regular customers to gauge reactions to potential new menu items. 13 | P a g e

b) Furniture Procurement and Installation :  Engage a reliable vendor with a track record for on-time delivery. c) Children's Play Area :  To be completed 4. Monitoring and Reporting :  Weekly Meetings : Gather the project team for updates on each segment of the makeover, discussing any emerging risks or challenges.  Feedback Channels : Establish a clear channel (like a suggestion box or an online platform) for staff and customers to provide feedback during the makeover. 5. Risk Contingency Plan :  To be completed 6. Stakeholder Communication :  Keep all stakeholders, especially the board of directors, café/bakery manager, marketing manager, and finance team, updated with bi-weekly progress reports.  Consider transparent communication with customers, letting them know about the makeover, its progress, and any temporary disruptions they might experience. 1. Based on this case study above complete the risk plan and contingency using the template below for the risks identified in the case study Risk 1 Menu changes Risk: Potential dissatisfaction of regular customers with new menu items, new menu items may not resonate with the target audience, potential allergen and dietary concerns with new ingredients. Risk rating: High Control measure: Contingency: 14 | P a g e

Children’s play area SWOT S  Attraction for families with young children, enhancing customer base.  Potential for increased revenue through family-oriented clientele.  Differentiator from competitors, creating a unique selling point for the café/bakery. W  Initial high setup cost for quality playground equipment.  Space constraints might limit the size of the play area.  Maintenance and safety concerns over time. O  Increased customer loyalty and positive word-of-mouth marketing.  Potential collaboration with nearby businesses for joint promotions (e.g., discounts for families after shopping at the department store).  Tie-ins with local events and promotions to attract more foot traffic. T  Competition from other family- friendly establishments in the area.  Negative publicity in case of accidents or injuries in the play area.  Seasonal fluctuations in customer numbers, affecting the utilization of the play area. Health and Safety Legislation Safe Equipment Usage: Ensure all baking equipment is well- maintained, regularly inspected, and meets safety standards. Train employees to use equipment safely and provide personal protective equipment (PPE) like gloves and aprons. Food Safety: Implement a Hazard Analysis and Critical Pros and Cons  Design and Installation: Collaborate with a reputable playground equipment provider experienced in designing age- appropriate, safe play areas. Ensure compliance with relevant safety standards and regulations during the design and installation process.  Staff Training: Conduct 16 | P a g e

Control Points (HACCP) plan to identify and prevent potential food safety hazards. Regularly inspect and clean food preparation areas, utensils, and surfaces to prevent contamination. Allergen Management: Clearly label all products with potential allergens. Separate and clearly mark areas for preparing allergen-free products to prevent cross-contamination. comprehensive training sessions for staff members responsible for supervising the play area. Training should cover emergency procedures, basic first aid, and effective communication with parents.  Regular Inspections: Implement a regular inspection schedule for the play area. Inspections should cover structural integrity, cleanliness, and the presence of any hazards. Address issues promptly to maintain a safe environment. Risk 3 Children’s play area Risk: Possibility of accidents or injuries occurring within the play area due to design flaws, equipment malfunction, or inadequate supervision. Risk rating: HIGH Control measure: Implement regular safety inspections, staff training in child safety and first aid, clear signage with safety rules, and supervision protocols. Contingency: In case of any accidents, have a well- equipped first aid kit on-site and establish an emergency response protocol. Additionally, have liability insurance to mitigate legal consequences. c) Conduct a stakeholder review meeting role play to review the risk plan for the children’s play centre and to discuss the suitability of the contingency plan. In particular make sure to cover; a. All risks ranked b. Describe current plan and your recommendations to contingencies for all three areas. c. Brainstorm suitability of the contingencies d. Document any changes to the contingencies. 17 | P a g e

Low Priority: Collaborate with the interior designer to ensure play area aesthetics align with the overall café/bakery theme. 4. Recommendations for Contingency Plans (Facilitator) - 2 minutes Suggest contingency plans for each risk: High Priority: Develop two alternative play area designs and conduct a customer survey for feedback before finalizing the design. Medium Priority: Identify an alternative installation team in case of delays; inform neighboring businesses about the installation schedule to manage noise concerns. Low Priority: Regularly update the interior designer on the café/bakery’s theme and request design revisions if necessary. 5. Brainstorming and Suitability of Contingencies (All) - 1 minute Open the floor for discussion on the proposed contingency plans: Discuss the feasibility and potential challenges of the proposed strategies. Brainstorm additional ideas or improvements to the contingency plans. 6. Documenting Changes to Contingencies (Sarah Johnson) - 1 minute Document any changes or enhancements made to the contingency plans based on the discussion. Ensure all modifications are recorded accurately for future reference. 7. Closing the Meeting (Facilitator) - 1 minute MARKETING MANAGER OWNER BAKERY MANAGER OWNER/ MARKETING MANAGER BAKERY MANAGER 9:30 AM 10:15 AM 11:15 AM 11:40 AM 12PM List of Attachments:  Summarize the key points discussed during the meeting.  Confirm action items, responsible parties, and deadlines.  Express gratitude for the participants' valuable input and collaboration.  End of Meeting. 19 | P a g e

To prepare for the role play ask participants to play their roles and brief them fully on their roles which will require providing you with feedback. It is highly recommended that you use participants from your class and conduct all role plays in workshop time. Fellow students will be familiar with the unit of competency requirements, and you won’t have to do the role plays in your own time. You should read the Important Notes below to help you complete the role play successfully. IMPORTANT NOTES: This part of the assessment includes a role play of stakeholder review meeting. Please follow the instructions below: Students taking face to face classes:  You can do the role play face-to face during class hours. You will be required to arrange fellow students to do the role play with you however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required for the role play.  Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will either be completed in hard copy by your trainer and handed to you in which you will be to photograph it and upload it OR it will be completely electronically by your trainer who will upload it as part of your assessment record). Students taking online classes:  You must arrange participants to do the role play with you (participants can include fellow students, friends, family members, or work colleagues however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required and the length for the role play.  You must also video record the role play using your phone and upload it to learning management system. You can also do the task using an online platform such as WhatsApp or Zoom and record the session.  Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will be completely electronically by your trainer who will upload it as part of your assessment record). Uploading your video onto Learning Management System:  Please see additional instructions uploaded together with Assessment Task 2 on how to submit your recording onto the learning management system. Role play observation criteria Note: Please refer to the following observation criteria for the role play explaining the learning expectations that your trainer/assessor will use to determine your grading as Satisfactory (S) or Not Yet Satisfactory (NYS): i. Contribute to corrective action on risks according to risk management plan and delegated authority ii. Contribute to review of contingency plans on an ongoing basis iii. Confirm tasks allocated to individuals and teams are agreed with supervisor before 20 | P a g e