Assessment Task 3

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Western Sydney University *

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2

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Management

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Nov 24, 2024

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60

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Assessment Task 3 - Skills Test Assessment type Skills Test - M anage project integration Instructions provided to the student: Assessment task description: This is the third (3) assessment task you must successfully complete to be deemed competent in this unit of competency. This assessment task is a Skills Test. You will receive your feedback within two (1) week, and you will be notified by your trainer/assessor when your results are available. You must attempt all activities of the project for your trainer/assessor to assess your competence in this assessment task. Applicable conditions: This skill test is untimed and is conducted as an open book assessment (this means you are able to refer to your textbook or other learner materials during the test). You will be assessed independently on this assessment task. No marks or grades are allocated for this assessment task. The outcome of the task will be Satisfactory or Not Satisfactory. As you complete this assessment task, you are predominately demonstrating your skills, techniques and knowledge to your trainer/assessor. Your trainer/assessor may ask you relevant questions during this assessment task Resubmissions and reattempts: Where a student’s answers are deemed not satisfactory after the first attempt, a resubmission attempt will be allowed. The student may speak to their trainer/assessor if they have any difficulty in completing this task and require reasonable adjustments. For more information, please refer to the Training Organisation’s Student Handbook. Location: This assessment task may be completed in: a classroom BSBMKG540 Assessment V1 Page 1 of 62
BSBPMG540 Assessment V1 Page 2 of 62 learning management system (i.e. Moodle), workplace, or an independent learning environment. Your Trainer/Assessor will provide you with further information regarding the location for completing this assessment task. Purpose of the assessment The purpose of this assessment task is to assess the student’s knowledge and skills essential to manage project integration i n a range of contexts and industry settings. Skills to work closely with others to integrate all project management functions across a project life cycle according to organisational objectives Skills to negotiate with internal and external stakeholders Skills to create accurate project management documentation Skills to make suggestions for improvements to managing project integration in the future Skills to maintain established links to align project objectives with organisational objectives. Task instructions This is an individual assessment. This assessment task aims to integrate and balance overall project management functions and to align and track project objectives to comply with organisational goals, strategies and objectives. The trainer/assessor must assign a team to the student. The team will have the following stakeholders: o Supervisor o Two (2) project team members The trainer/assessor will assign the role of stakeholders to the staf members of the training organisation. The student must document the outcomes using the templates provided. The trainer/assessor must assess the student based on the performance checklists provided.
Assessment Task 3 - Skills Test BSBPMG540 Assessment V1 Page 3 of 62 Skills Test: This assessment task requires you to integrate and balance overall project management functions and to align and track project objectives to comply with organisational goals, strategies and objectives. This includes: Collaborating closely with others to integrate all project management functions throughout a project's life cycle in accordance with organisational goals Negotiating with both internal and external stakeholders Making precise project management documentation Making recommendations for future improvements to project integration management Maintaining established links in order to align project objectives with organisational goals. To do so, the student will be required to complete the following activities: Activity 1: Establish project Activity 2: Undertake project planning and design processes Activity 3: Implement and monitor project Activity 4: Review project Workplace/simulated workplace requirements This assessment task will be completed at your training organisation. The training organisation must meet the following requirements: Requirements: The simulated workplace environment consists of: Your training organisation as your workplace Standard operating/workplace procedures. Your trainer/assessor to provide you with assistance throughout the assessment activity. Workplace equipment and materials: Computers and internet Workstation Printer
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BSBPMG540 Assessment V1 Page 4 of 62 MS PowerPoint Project management budgets and related documentation Project documentation, including information about life cycle processes. (Given in the case study) The simulated workplace environment must meet the following criteria: Are there opportunities for students to: Yes/No/NA Follow standard operating/workplace procedures Use up-to-date software and equipment Work within stated timelines to meet deadlines Gain experience in the challenges and complexities of dealing with multiple tasks Experience prioritising competing tasks and dealing with contingencies Workplace environment to work with others in a team Safety processes relevant to the area of work Equipment, materials and business software packages specified in the simulated workplace requirements Workplace environment sufficient to work independently and manage workload
BSBPMG540 Assessment V1 Page 5 of 62 Workplace simulated scenario Your training organisation wants to publish and print its brochures to promote the qualifications its ofers. These brochures are to be distributed to the registered education and migration agents. The project has been assigned to the Marketing Manager. The following are the details of the project: Project deliverable Design and print 1000 copies of brochures. Project objectives To print 1000 copies of brochure within next one (1) month. To achieve the allocated cost and budget objectives. Project duration One (1) month Cost of the project The cost of the project is $60,000. Expected return: $80,000. Cost objectives: To keep the costs below $60,000. Avoid unnecessary expenses Project phases: The project manager and project team have one shared goal: To carry out the work of the project to meet the project’s objectives. The project will have a beginning, a middle period during which activities move toward completion, and an ending (either successful or unsuccessful). A standard project will have the following four major phases: Initiation Planning Implementation Closure
BSBPMG540 Assessment V1 Page 6 of 62 Initiation Steps for the initiation phase may include the following: Figure out the objectives for your project Determine whether the project is feasible, and Identify the major deliverables for the project. Identify project stakeholders Developing a statement of work Planning Steps for the initiation phase may include the following: Creating a project plan Creating workflow diagrams Estimating budget and creating a financial plan Gathering resources Anticipating risk Execution Steps for the execution phase may include the following: Creating tasks and organizing workflows: Briefing team members on tasks Communicating with team members, clients, and upper management Monitoring quality of work Managing budget Closure Steps for the project closure phase may include the following: Analysing project performance Analysing team performance Documenting project closure Conducting post-implementation reviews Accounting for used and unused budget Resource requirements
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BSBPMG540 Assessment V1 Page 7 of 62 The following resources are required to design and print copies of the brochure: Resource requirements: Resource requirements Costs Designer cost to design brochures $25,000 Brochure paper $15 per brochure Printing cost $15 per brochure Marketing Manager (50 hours) $60/hour Expected distribution of the costs over the project timeline $25,000 (Designer cost) will be incurred in 15 days of the project. The remaining cost will be distributed over the next 15 days. Manager’s cost will be distributed equally over the period of one (1) month. Pre-determined intervals The projected income and expenditure needs to be monitored at the following intervals: After the design phase After the printing of the brochures Organisational policies and procedures relating to financial assets, liabilities and records. Following are the organisational policies and procedures relating to financial assets, liabilities and records: Bottom-up budgeting is to be used to establish budgets Assets and liabilities are to be recorded based on the double-entry bookkeeping system. Records are to be maintained on cloud storage. If the variations in the costs are within the 0-5% range, then they should be reported, and an explanation of the cause should be provided before recording into the financial budgets. When a variation is above 5%, then a change request must be submitted to the project manager. The change request must include: o Additional costs
BSBPMG540 Assessment V1 Page 8 of 62 o Variations in costs o Justification for change o Request for approval Established project cost methods, techniques, and tools to identify and report budget variances. The organisation has the following existing project cost methods, techniques, and tools to identify and report budget variances: The actual budget needs to be compared with the projected budget. Variance needs to be identified based on the comparison conducted. Budget variance is to be reported using the Budget variance report. Your role and responsibilities You are a project manager for the above-given project. As part of your job role, you havethe following responsibilities: Your responsibilities during the project are as follow: Identify, clarify, and prepare project start-up documentation. Identify stakeholders with project decision-making authority. Determine the client's requirements and needs. Determine the relationship between the project and the organization's overall strategies and goals. Agree on and document the project's objectives, outcomes, and benefits. Create a project governance structure that includes stakeholders and project authority. Create and submit a project charter for approval by the appropriate authorities. Establish project goals. Determine project stages and key requirements for stage completion in accordance with client requirements and project objectives. Examine project management functions to determine interdependencies and the efects of constraints. Create a project management plan that incorporates all project-management functions, as well as associated plans and baselines. Create tools for monitoring and controlling planned activity. Negotiate project plan approval with relevant stakeholders and project authority. Implement and monitor the project in accordance with the project scope, timeline, and budget.
BSBPMG540 Assessment V1 Page 9 of 62 Work with relevant stakeholders to resolve conflicts that are impeding the achievement of project objectives. Ensure that project records are updated against project deliverables at the appropriate intervals. Analyse and submit project progress status reports, as well as identify issues with relevant stakeholders and project authorities. Analyse and submit for approval an impact analysis of change requests. Keep relevant project logs and registers for project auditing purposes. Determine and allocate project completion activities. Ensure that project products and associated documentation are ready for handover to the client on time. Complete your financial, legal, and contractual obligations. Seek feedback on project implementation, management, and integration from relevant stakeholders and project authorities. Keep track of any feedback you receive in order to improve future projects.
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BSBPMG540 Assessment V1 Page 10 of 62 Project: This assessment task requires you to integrate and balance overall project management functions and to align and track project objectives to comply with organisational goals, strategies and objectives. This includes: Collaborating closely with others to integrate all project management functions throughout a project's life cycle in accordance with organisational goals Negotiating with both internal and external stakeholders Making precise project management documentation Making recommendations for future improvements to project integration management Maintaining established links in order to align project objectives with organisational goals. To do so, the student will be required to complete the following activities: Activity 1: Establish project Activity 2: Undertake project planning and design processes Activity 3: Implement and monitor project Activity 4: Review project Note: The trainer/assessor will take on the role of Supervisor or assign a staf member in the role of Marketing Manager. Each student will be assessed individually for all assessment activities. Roles and responsibilities: Trainer/assessor : Assign a team to the student. The team will have the following stakeholders: o Supervisor o Two (2) project team members The trainer/assessor will assign the role of stakeholders to the staf members of the training organisation. Assist you in understanding the task requirements Provide you information about job roles and responsibilities Supervise you completing the assessment task and requirements Timeframe to complete the project:
BSBPMG540 Assessment V1 Page 11 of 62 Two weeks (You have two weeks to complete the project): Changes to be made by the training organisation) Task requirements You will be assessed on your technical knowledge and skills to complete this project. You will be assessed on working in a team environment and meeting your job role and responsibilities. You must follow the instructions provided by the trainer/assessor. The task must be completed in the specified timeframe. Your trainer/assessor will supervise and observe you completing the above activities.
BSBPMG540 Assessment V1 Page 12 of 62 Activity 1: Establish project This activity requires you to establish the project given in the workplace simulated scenario. To do so, you are required to: Complete the steps given below. Complete the template/s associated with each step. Submit the completed templates to the trainer/assessor. Step 1: Identify, clarify and develop project initiation documentation using Template 1. Analyse the information regarding the project given in the workplace simulated scenario. Develop project initiation documentation using Template 1. Include the following information in the project initiation document: o Project scope o Project objectives o KPIs to measure project objectives o Key milestones Clarify the project initiation document prepared with the Supervisor. Step 2: Determine project stakeholders with decision making authority on project. Identify who will be the project stakeholders with decision making authority on project and document using Template 2. Analyse the project stakeholders roles and responsibilities and document using Template 2. Step 3: Establish client requirements and needs. Evaluate the information given in the workplace simulated scenario. Determine and establish client requirement and needs. Document the client requirement and needs using Template 3. Step 4: Determine the relationship between the project and the broader organisational strategies and goals. Analyse the information regarding the project given in the workplace simulated scenario.
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BSBPMG540 Assessment V1 Page 13 of 62 Determine the relationship between the project and the broader organisational strategies and goals. Document the relationship between the project and the broader organisational strategies and goals using Template 4. Step 5: Negotiating and documenting project objectives, outcomes and benefits. Collaborate with the team members. Discuss the project initiation document with the team members assigned, including the following: o Project scope o Project objectives o KPIs to measure project objectives o Key milestones Negotiate on the following and document using Template 5: o Project objectives o Project outcomes o Project benefits Step 6: Establish project governance structure with stakeholders and project authority. Collaborate with the team members and Supervisor assigned and establish a project governance structure. Develop a project governance structure using Template 6. Include the following information in the project governance structure: o Roles and responsibilities of the project team members in project governance. o Rules related to project governance o Procedures for implementation of project governance Step 7: Assist in the creation of a project charter for approval. Analyse the information given in the workplace simulated scenario. Collaborate with the team members and develop project charter for approval using Template 7.
BSBPMG540 Assessment V1 Page 14 of 62 o Brief description: Include a few sentences that explain why you want to do this project and what you hope to accomplish. o Scope: This answers the question, “What is being produced by the project?” Provide an overview of services, products, or results that you plan to develop. o Stakeholders: The stakeholders are the people you’ve been working with to create the project charter. o Goals/deliverables o Roles and responsibilities: This covers who is going to do what and identifies the team ' s responsibilities. o Project budget o Constraints and Assumptions: What are the project’s known and unknown parameters at this point? o Success Measurements/ROI: Establish how you will define project success.
BSBPMG540 Assessment V1 Page 15 of 62 Template 1: Project initiation document Project initiation document (200-300 words) Project scope Design and print 1000 copies of brochures. Project objectives To print 1000 copies of brochure within next one (1) month. To achieve the allocated cost and budget objectives. KPIs to measure project objectives 1000 copies of brochures were designed and printed. The brochures were distributed to registered education and migration agents. Design time for brochures Number of users who enrolled in the institution after receiving the brochure
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BSBPMG540 Assessment V1 Page 16 of 62 Key milestones To carry out the work of the project to meet the project’s objectives. Have brochures ready within one month The design must first be approved and then the brochure can be printed.
BSBPMG540 Assessment V1 Page 17 of 62 Template 2: Project stakeholders Project stakeholders (200-300 words) Project stakeholders with decision making authority Team leader is in charge of the team, of approving the design, of the form of distribution. Marketing Manager has the authority to choose the programme to design the brochure, the technique and the content to be written in it. The project sponsor will have the authority to approve if more budget is needed. In addition, you have to be clear about the preference of your customers, so you have to make a brochure that is attractive to new students. Project stakeholders’ roles and responsibilities Project Manager/Team Leader • Resource and activity planning. • Setting up and inspiring a project team. • Managing time efectively. • Budget creation and cost estimation. • Making sure customers are happy. • Monitoring and controlling project risk. • Tracking development. Marketing Manager Coordinate marketing strategies with sales, finance, public relations and production departments. Develop and manage the marketing department budget.
BSBPMG540 Assessment V1 Page 18 of 62 Manage marketing department staf. Keep informed of marketing strategies and trends. Project Sponsor Promoting and advocating the project Overseeing and supporting the entire project Allocating resources Making key business decisions Ensuring successful closure
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BSBPMG540 Assessment V1 Page 19 of 62 Template 3: Client requirements and needs Client requirements and needs (150-200 words) The client wants 1000 brochures designed and printed, which should promote the institution's services. These brochures are to be distributed to registered education and migration agents to promote the services to students and to attract more clients to register with the institution.
BSBPMG540 Assessment V1 Page 20 of 62 Template 4: Relationship between the project and the broader organisational strategies and goals Relationship between the project and the broader organisational strategies and goals (150-200 words) The project aims to provide brochures distributed to registered education and migration agents to promote the services to students and to attract more clients to register with the institution.
BSBPMG540 Assessment V1 Page 21 of 62 Template 5: Negotiation outcomes Negotiation outcomes (150-200 words) Project objectives To print 1000 copies of brochure within next one (1) month. To achieve the allocated cost and budget objectives. Project outcomes With this project we want to have a written and digital publicity of the services ofered by the institution, by obtaining the promotion through 1000 copies of brochure Project benefits The benefits of the project will be: -The brochures, which will add value to the institution, having an advertising document that integrates all the services that the institution ofers, it is like a letter of introduction to customers. - It will also help business receiving more profit from the service.
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BSBPMG540 Assessment V1 Page 22 of 62 Template 6: Project governance structure Project governance structure (150-200 words) Roles and responsibilities of the project team members in project governance Project manager responsibilities may include: Drawing out a project plan Monitor Project Progress and Set Deadlines Solve Issues That Arise Manage the budget Evaluate Project Performance Project team member responsibilities often include: Assisting with the overall project goals Completing their work on time and within budget Providing expertise. Working with users to establish business needs. Rules related to project governance The information will only be accessible to team members; it will not be available to anyone else working on the project. Systems and technologies to be used: Online communication is the tool that connects team member together. They are able to exchange information and update progress. Management and upkeep of tracking the progress of project.
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BSBPMG540 Assessment V1 Page 23 of 62 It will be private session as one on one when the serious issue raised up. Plans for information auditing Various steps involved in an information systems audit process include obtaining the background information, understanding the controls, developing the audit plan, compliance test of controls, use of analytical review procedures, summary of evidences, and evaluation and opinion Procedures for implementation of project governance When all interested parties are invited to a meeting, they should all show up to discuss their respective roles. They must be aware of the project's objectives and collaborate with team member to achieve target.
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BSBPMG540 Assessment V1 Page 24 of 62 Template 7: Project charter Project charter (500-600 words) Brief description: Include a few sentences that explain why you want to do this project and what you hope to accomplish. This project is intended to give 1000 copies of brochure within next one (1) month Scope: This answers the question, “What is being produced by the project?” Provide an overview of services, products, or results that you plan to develop The project will produce a brochure design which will showcase the institution's services. These brochures will be distributed to registered education and migration agents to promote the services to students and to attract more clients to register with the institution. Stakeholders: The stakeholders are the people you’ve been working with to create the project charter. The project sponsor is the person who has given us the budget for the project, this budget is $60,000, with him we should review the costs of the project and if we need any authorisation or important decision making we should talk to him. The project manager, who is me, is the one who must manage the project, be aware of the schedule and that all tasks are fulfilled, also must be aware of the costs and decisions to be taken. The marketing manager is in charge of carrying out the work of the project to meet the project’s objectives. Finally, we have the educational and migration agents to whom the brochure will be sent so that they can hand it out to their clients.
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BSBPMG540 Assessment V1 Page 25 of 62 Goals/deliverables Our deliverable is: Design and print 1000 copies of brochures. The goals are: to be able to achieve the allocated cost and budget objectives Roles and responsibilities Project manager responsibilities may include: Drawing out a project plan Monitor Project Progress and Set Deadlines Solve Issues That Arise Manage the budget Evaluate Project Performance Project team member responsibilities often include: Assisting with the overall project goals Completing their work on time and within budget Providing expertise. Working with users to establish business needs.
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BSBPMG540 Assessment V1 Page 26 of 62 Project budget Cost of the project The cost of the project is $60,000. Expected return: $80,000. Cost objectives: To keep the costs below $60,000. Avoid unnecessary expenses Constraints and Assumptions: What are the project’s known and unknown parameters at this point? It is known that the design of the leaflet has to be done, also 1000 of these have to be printed out on time. .
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BSBPMG540 Assessment V1 Page 27 of 62 Success Measurements/ROI: Establish how you will define project success. The success of the project will be defined as follows: - 1000 brochures were produced on time. - Budget is under controlled Activity 2: Undertake project planning and design processes This activity is a continuation of Activity 1. This activity requires you to undertake project planning and design processes. To do so, you are required to: Complete the steps given below. Complete the template/s associated with each step. Submit the completed templates to the trainer/assessor. Step 1: Establish project objectives Analyse the information given in the workplace simulated scenario and outcomes of Activity 1. Collaborate with the team members and develop project budget using Template 8. Step 2: Determine project stages and key requirements for stage completion in accordance with client requirements and project objectives. Determine diferent stages in project management life cycle and document using Template 9.
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BSBPMG540 Assessment V1 Page 28 of 62 Determine the key requirements for each stage completion against client requirements and project objectives Step 3: Examine project management functions to determine interdependencies and the impact of triple constraints. Assess the project management functions related to the project given in the workplace simulated scenario. Determine interdependencies of the project management functions and the impact of the following constraints using Template 10. o Cost o Scope and quality o Time. Step 4: Create a project management plan that incorporates all project-management functions, as well as associated plans and baselines. Follow the guideline provided when preparing project management plan. The project management plan must be prepared using Template 11. Word-limit to prepare the project management plan is 600-800 words. The project management plan must include the following information: o Purpose of the project o Assumptions/contraints o Project schedule and milestones including significant aspects such as: Phases Stages Decision making. o Scope baseline. What is the project outcome expected to be? What are the deliverables, along with key milestones and the approach to delivery? The business need for the project deliverables and what business problem they solve?
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Roles and responsibilities (Student/Project Manager) Discuss the following with the potential collaborators. o Purpose of the project o Assumptions/contraints o Project schedule and milestones BSBPMG540 Assessment V1 Page 29 of 62 o Schedule and cost baselines Identifying the resources for each task. Estimating how long each task will take to complete. Estimating the cost of each task. Using the tasks list and estimates to develop the schedule. o Quality management o Change control management Step 5: Create two (2) tools for monitoring and controlling planned activity and document using Template 12. Develop two (2) tools for monitoring project activities planned in Step 4. Discuss the steps for implementation of each tool for monitoring and controlling planned activity and document using Template 12. Step 6: Negotiate project plan approval with relevant stakeholders and project authority. Arrange a meeting with the following stakeholders and project authority. Supervisor. Team members The trainer/assessor must observe the student conducting the meeting. The trainer assessor must further brief the student and the staf members of their roles and responsibilities and script to be followed before the meeting. The roles and responsibilities are as below:
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BSBPMG540 Assessment V1 Page 30 of 62 o Scope baseline. o Schedule and cost baselines o Quality management o Change control management Use listening and questioning to confirm and clarify understanding. Conduct the meeting based on the ‘Script’ provided. Roles and responsibilities (Potential collaborators) Participate in open and honest discussions. Participate in the meeting using following the script provided. To conduct the meeting, you must follow the meeting process and the meeting script provided below. Meeting process: Before the meeting 1. Create a meeting agenda. Confirm the meeting time and place with the trainer/assessor. Use the meeting agenda template provided to prepare the meeting agenda. 2. E-mail the meeting participants’ presentation and meeting agenda and request confirmation for the meeting. During the meeting 1. Welcome the participants 2. Conduct the meeting based on the ‘Meeting script’ provided. 3. Clarify the understanding of the participants. After the meeting 1. Summarise the agreed outcomes using the meeting minutes template provided.
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BSBPMG540 Assessment V1 Page 31 of 62 Meeting script: Meeting 1 Script: Meeting (Student/Project Manager) The (Student/Project Manager) will discuss the following with the internal stakeholders: Purpose of the project Assumptions/contraints Project schedule and milestones Scope baseline. Schedule and cost baselines Quality management Change control management The Student/Project Manager will further: Clarify the understanding of the internal stakeholders. Answer the questions asked by the stakeholders. Negotiate project plan and gain approval. Script for stakeholders: Note: The stakeholders will discuss the following with the Project Manager: 1. How does the project management plan align with the organisational objectives? 2. What monitoring and evaluation strategies will be used to monitor and control the project?
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BSBPMG540 Assessment V1 Page 32 of 62 Template 8: Project budget Project budget Cost of the project The cost of the project is $60,000. Expected return: $80,000. Cost objectives: To keep the costs below $60,000. Avoid unnecessary expenses Resource requirements Costs Designer cost to design brochures $25,000 Brochure paper $15 per brochure Printing cost $15 per brochure Marketing Manager (50 hours) $60/hour Expected distribution of the costs over the project timeline $25,000 (Designer cost) will be incurred in 15 days of the project. The remaining cost will be distributed over the next 15 days. Manager’s cost will be distributed equally over the period of one (1) month.
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BSBPMG540 Assessment V1 Page 33 of 62 Template 9: Project stages and key requirements for stage completion Project stages and key requirements for stage completion (300-400 words) Different stages in project management life cycle The project manager and project team have one shared goal: To carry out the work of the project to meet the project’s objectives. The project will have a beginning, a middle period during which activities move toward completion, and an ending (either successful or unsuccessful). A standard project will have the following four major phases: Initiation Planning Implementation Closure Initiation Steps for the initiation phase may include the following: Figure out the objectives for your project Determine whether the project is feasible, and Identify the major deliverables for the project. Identify project stakeholders Developing a statement of work Planning Steps for the initiation phase may include the following: Creating a project plan Creating workflow diagrams Estimating budget and creating a financial plan Gathering resources Anticipating risk Execution
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BSBPMG540 Assessment V1 Page 34 of 62 Steps for the execution phase may include the following: Creating tasks and organizing workflows: Briefing team members on tasks Communicating with team members, clients, and upper management Monitoring quality of work Managing budget Closure Steps for the project closure phase may include the following: Analysing project performance Analysing team performance Documenting project closure Conducting post-implementation reviews Accounting for used and unused budget Key requirements for each stage completion against client requirements and project objectives The projected income and expenditure needs to be monitored at the following intervals: After the design phase After the printing of the brochures
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BSBPMG540 Assessment V1 Page 35 of 62 Template 10: Examine project management functions to determine interdependencies and the impact of triple constraints Examine project management functions to determine interdependencies and the impact of triple constraints (200-300 words) Interdependencies of the project management functions and the impact of the following constraints. Cost Scope and quality Time. According to project management we can determine the following interdependencies: Before printing the brochure, the design must be approved, which has to meet some established parameters, and the project supervisor must approve this before going to print. It is very important that all detail must be reviewed and get approval before printing in order to avoid time and cost wasting.
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BSBPMG540 Assessment V1 Page 36 of 62 Template 11: Project management plan Project management plan (500-600 words) Purpose of the project The purpose of the project is to be able to have 1000 printed brochures to hand out registered education and migration agents Assumptions/constraints As we assume that these brochures will be given to students who are interested in gaining information on which institute matches their requirement. Project schedule and milestones including significant aspects such as: Phases Stages Decision making. It is important to know that this project has a duration of - Initiation - Planning - Implementation - Closure They are crucial guideline for team member to follow.
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BSBPMG540 Assessment V1 Page 37 of 62 Scope baseline. What is the project outcome expected to be? What are the deliverables, along with key milestones and the approach to delivery? The business need for the project deliverables and what business problem they solve? The expected outcome of the project is to be able to meet the budget by delivering the designated 1000 brochures. Design and print 1000 copies of brochures. The need of the company will be to promote our service through the brochure printed out.
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BSBPMG540 Assessment V1 Page 38 of 62 Schedule and cost baselines Identifying the resources for each task. Estimating how long each task will take to complete. Estimating the cost of each task. Using the tasks list and estimates to develop the schedule. The first 15 days of the schedule will be spent with the brochure designer, who must submit the brochure design for approval by the end of the 15 days, the cost for this task is $25,000 Each task will take about 7-10 days to be completed. $25,000 (Designer cost) will be incurred in 15 days of the project. The remaining cost will be distributed over the next 15 days. Manager’s cost will be distributed equally over the period of one (1) month. The estimated total cost will be $58,000. Quality management In order to comply with quality management, the following policies must be taken into account: Bottom-up budgeting is to be used to establish budgets Assets and liabilities are to be recorded based on the double-entry bookkeeping system. Records are to be maintained on cloud storage. If the variations in the costs are within the 0-5% range, then they should be reported, and an explanation of the cause should be provided before recording into the financial budgets. When a variation is above 5%, then a change request must be submitted to the project manager. The change request must include: o Additional costs o Variations in costs o Justification for change o Request for approval
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BSBPMG540 Assessment V1 Page 39 of 62 Purpose of the project The purpose of the project is to be able to have 1000 printed brochures to hand out to students and to attract more clients to register with the institution. From this we need to have an Expected return of $80,000, and above all avoid unnecessary expenses. Change control management Change control is a process used to manage project change requests and other major initiatives. To make a change to the project we must follow these steps: 1. Define the scope of chang. 2. Evaluate the impact of potential change . 3. Analysis: here the request is approved or rejected, if changes are made they must be communicated to the whole team. 4. Adjust project plans 5. Closure: Communicate and implement the approved change request
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BSBPMG540 Assessment V1 Page 40 of 62 Template 12: Tools for monitoring and controlling planned activity Tools for monitoring and controlling planned activity (200-300 words) Two (2) tools for monitoring and controlling planned activity In this project we can use two tools to monitor and control the accomplishment of the tasks. Trello is a collaboration tool that organizes your projects into boards. In one glance, Trello tells you what's being worked on, who's working on what, and where something is in a process. Imagine a white board, filled with lists of sticky notes, with each note as a task for you and your team. Chanty is an all-in-one collaboration platform with a built-in task manager. You can turn any message into a task. Tasks can be assigned to any team member and filtered by status, dates and people. Chanty lets you discuss any task in a related flow with relevant team members. Steps for implementation of each tool for monitoring and controlling planned activity With Trello Trello’s interface allows users to have a clear overview of their tasks and project progress. They can easily move cards across lists to reflect the status of each task, from “To Do” to “In Progress” to “Completed,” providing a visual representation of the workflow and making it easy to prioritize and track tasks. With Chanty Chanty’s Kanban board offers a flexible and simple way to manage all your tasks in one place. You can set a due date, assign a person and control status and priority of any task.
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BSBPMG540 Assessment V1 Page 41 of 62 Meeting minutes: Meeting Minutes: Meeting 1 Date of Meeting: (MM/DD/YYYY) 09/08/2022 Time: 10 am Minutes Prepared By: Alejandra Lince Location: Meeting Room 1. Meeting Objective Discuss about the project 2. Attendance at Meeting Name Department/Division E-mail Phone Jhon Smith Marketing Manager jsmith@berkeley.edu.au +61480054012 Margaret Turner Graphic Designer mturner@gmail.com +61480050609 James Wilson Marketing Staff jwilson@berkeley.edu.au +61485813063 3. Agenda and Notes, Decisions, Issues Topic Owner Time Discuss the project on these specific topics Purpose of the project • Assumptions/contraints • Project schedule and milestones • Scope baseline. • Schedule and cost baselines • Quality management • Change control management Alejandra Lince 15 minutes Questions All stakeholders 10 minutes Negotiate project plan Alejandra Lince 10 minutes 4. Action Items Action Owner Due Date
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BSBPMG540 Assessment V1 Page 42 of 62 Draw up a schedule specifying the tasks and the person responsible for them. Alejand ra Lince 09/08/2022 Meeting Minutes: Meeting 1 Date of Meeting: (MM/DD/YYYY) 09/08/2022 Time: 10 am Minutes Prepared By: Alejandra Lince Location: Meeting Room Discuss the project Alejandra Lince 15 minutes Questions All stakeholders 10 minutes Negotiate project plan Alejandra Lince 10 minutes 5. Next Meeting (if applicable) Date: (MM/DD/YYYY) 25/08 Time: 09.00 Location: Room a Objective:
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1. Meeting Objective BSBPMG540 Assessment V1 Page 43 of 62 Meeting agenda template: Meeting/Project Name: Meeting 1 / Brochures Date of Meeting: (MM/DD/YYYY) 09/20/2002 Time: 10 am Meeting Facilitator: Alejandra Lince Location: Meeting Room 2. Attendees Name Department/Division E-mail Phone Jhon Smith Marketing Manager jsmith@berkeley.edu. au +61480054012 Margaret Turner Graphic Designer mturner@gmail.com +61480050609 James Wilson Marketing Staf jwilson@berkeley.edu .au +61485813063 3. Meeting Agenda Topic Owner Time Discuss the project Alejandra Lince 15 minutes Questions All stakeholders 10 minutes Negotiate project plan Alejandra Lince 10 minutes 4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.) Description Prepared by Discuss about the project
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BSBPMG540 Assessment V1 Page 44 of 62 Template 11: Project management plan Alejandra Lince Template 12: Tools for monitoring and controlling planned activity Alejandra Lince
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BSBPMG540 Assessment V1 Page 45 of 62 Activity 3: Implement and monitor project This activity is a continuation of Activity 2. This activity requires you to implement and monitor project given in the workplace simulated scenario. Guidelines for Activity 3: This activity will take place during the implementation phase of the project. The timeline to complete the implementation phase of the project is one month. During the implementation phase of the project, the student will work with the team members assigned and develop an advertising campaign that includes the following: o Social media advertisements that promote the brand message to its target market o Newsletters o Magazines advertisements At the end of the implementation phase, the project team must submit the following documents to the trainer/assessor. o Social media advertisements that promote the brand message to its target market o Newsletters o Magazines advertisements The student will prepare a status report on the project each week for a period of one month. To complete this activity, you are required to: Collaborate with the stakeholders/team members and complete the steps given below. Complete the template/s associated with each step. Submit the completed templates to the trainer/assessor. Step 1: Prepare, maintain and update status reports on project progress and identified challenges. Collaborate with the team members assigned. Prepare a weekly project status report on project progress and identified challenges for a period of one month. o For each weekly project status report for a period of one month, include the following information using Template 13:
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BSBPMG540 Assessment V1 Page 46 of 62 Reporting period Project title Project manager Project milestones Status Baseline completion date Challenges identified Note: Step 2 will be completed after 15 days of implementation. Step 2: Seek feedback and changes required to the project from relevant stakeholders. Seek feedback from the team members and Supervisor (Trainer/assessor). Discuss the following with the team members and Supervisor: o Project milestones o Status o Baseline completion date o Challenges identified Collaborate with team members and Supervisor and discuss the changes required for the next implementation phases. Document the changes required based on the feedback received using Template 14. Step 3: Undertake an impact analysis of the proposed changes to the project. Collaborate with the team members assigned. Undertake an impact analysis of the proposed changes. o Analyse the proposed changes identified in Step 2. o Determine the impact of the changes and document using Template 15. o Determine the cost of change and impact of not making the change and document using Template 15. Note: This activity will be completed after week 2 and week 3. Step 4: Update associated plans and reflect project progress against baselines and approved changes. Update project plans and project baselines prepared in Activity 2. Submit the updated project plans and project baselines to Supervisor.
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BSBPMG540 Assessment V1 Page 47 of 62 Reflect project progress against baselines and approved changes. Prepare an assessment report reflecting project progress against baselines and approved changes using Template 16. Include the following information: o Scope baseline o Schedule and cost baselines o Project progress against baselines and approved changes
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BSBPMG540 Assessment V1 Page 48 of 62 Template 13: Project status report Project status report (300-400) words Reporting period The reporting period is established weekly to review the schedule and enforce compliance. Week 1 Content is developed Establish roles and responsibilities. Assign tasks and create a timeline. Week 2 Brainstorm on artwork designed. Any changes required? Recheck the spelling of artwork Send the final artwork to customer Week 3 Get approval from customer Week 4 Printing the brochures Hand the brochure to customer Project title Advertising campaign
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BSBPMG540 Assessment V1 Page 49 of 62 Project manager Alejandra Lince
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BSBPMG540 Assessment V1 Page 50 of 62 Project milestones Develop an advertising campaign containing the following: -Advertisements on social networks promoting the brand's message to its target market. o Newsletters o Magazines advertisements Status Week 1 Develop the content of the advertising campaign, the message you want to give to the audience. Establish roles and responsibilities. Assign tasks and create a timeline. Week 2 Brainstorm on artwork designed. Any changes required? Recheck the spelling of artwork Send the final artwork to customer Week 3 Get approval from customer Week 4 Printing the brochures Hand the brochure to customer Baseline completion date Week 4 is due for completion as the one-month deadline is reached.
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BSBPMG540 Assessment V1 Page 51 of 62 Challenges identified The information to be included in the advertisements must be reviewed very well, since you want to convey a clear message to the audience, you must also patiently check the spelling and the written words so that you can be consistent with what you want to inform. It should also be eye-catching and in line with the institution.
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BSBPMG540 Assessment V1 Page 52 of 62 Template 14: Changes required based on the feedback received Changes required based on the feedback received (100-200) words As discussed with stakeholders, all designs are required to be done in the second week to allow more time for review. This would be as follows: Week 1 Develop the content of the advertising campaign, the message you want to give to the audience. Establish roles and responsibilities. Assign tasks and create a timeline. Week 2 Brainstorm on artwork designed. Any changes required? Recheck the spelling of artwork Send the final artwork to customer Week 3 Get approval from customer Week 4 Printing the brochures Hand the brochure to customer
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BSBPMG540 Assessment V1 Page 53 of 62 Template 15: An impact analysis of the proposed changes An impact analysis of the proposed changes (300-400) words The impact of the changes With the change in the design delivery schedule, the team member has to work overtime. That means the budget is spent additionally. The cost of change and impact of not making the change By not making the change we could be delayed in the process estimate 4 days.
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BSBPMG540 Assessment V1 Page 54 of 62 Template 16: Assessment report Assessment report (300-400) words Scope baseline With respect to the scope baseline, not much has changed, since the tasks did not require much resource. Schedule and cost baselines Regarding the schedule, if the delivery of the designs was modified for the second week, this puts a little extra expense. This is to prevent project are delayed. Project progress against baselines and approved changes The project went well, the objectives were met and the changes that were approved helped to better organize schedule. In other words, the project is finished as expectation.
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BSBPMG540 Assessment V1 Page 55 of 62 Activity 4: Review project This activity is a continuation of Activity 3. This activity requires you to assist with project finalisation. Guidelines for Activity 4: This activity will take place during the implementation phase of the project. The student will submit the developed advertising campaign that includes the following to the Supervisor (Trainer/assessor): o Social media advertisements that promote the brand message to its target market o Newsletters o Magazines advertisements The trainer/assessor will provide feedback and suggestions for improvement to project performance. To complete this activity, you are required to: Collaborate with the stakeholders/team members and complete the steps given below. Complete the template/s associated with each step. Submit the completed templates to the trainer/assessor. Step 1: Prepare finalised project products and associated documentation for handover to client. Prepare the following finalised project products and associated documentation to the Supervisor. o Social media advertisements that promote the brand message to its target market o Newsletters
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BSBPMG540 Assessment V1 Page 56 of 62 o Magazines advertisements Step 2: Assist in completing financial, legal and contractual obligations for the finalised project products and associated documentation . Collaborate with the team members. Determine financial, legal and contractual obligations for the finalised project products and associated documentation and document using Template 17. Complete financial, legal and contractual obligations. Step 3: Provide feedback and suggestions for improvement to project performance. Collaborate with the team members. Evalaute the performance of the project. Determine two (2) areas of improvement and document using Template 18. Develop suggestion to address each area of improvement and document using Template 18. Step 4: Review project performance, assessments and document lessons learned. Analyse project performance and assessments based on the outcomes of project and Step 3. Document lessons learned using Template 19.
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BSBPMG540 Assessment V1 Page 57 of 62 Template 17: Financial, legal and contractual obligations financial, legal and contractual obligations (200-300) words Organizational policies and procedures relating to financial assets, liabilities and records. Following are the organisational policies and procedures relating to financial assets, liabilities and records: Bottom-up budgeting is to be used to establish budgets Assets and liabilities are to be recorded based on the double-entry bookkeeping system. Records are to be maintained on cloud storage. If the variations in the costs are within the 0-5% range, then they should be reported, and an explanation of the cause should be provided before recording into the financial budgets. • When a variation is above 5%, then a change request must be submitted to the project manager. The change request must include: o Additional costs o Variations in costs o Justification for change o Request for approval
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BSBPMG540 Assessment V1 Page 58 of 62 Template 18: Improvement to project performance. Improvement to project performance. (300-400) words Two (2) areas of improvement 1. Create a clear objective 2. Identify clear metrics Develop suggestion to address each area of improvement 1. Create a clear objective One way to resolve conflict is to make sure the objective is relate to SMART principle. Moreover, everyone is communicated on the objectives clearly. 2. Identify clear metrics To ensure the quality of the work, clear metrics must be indicated. In other words, everyone know the expectation of the project. Furthermore, the personal KPIs are also clarified before project implemented.
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BSBPMG540 Assessment V1 Page 59 of 62 Template 19: Lessons learned Lessons learned (200-300 words) To distribute content, the best strategy is to use social media as it allows you to reach your target through diferent channels/platforms and create meaningful connections with them. The success of your content marketing eforts depends on this. The greatest power of content is to specific audience needs allows brands to demonstrate their awareness of consumer wants and interests. This, in turn, aids in the development of trust and credibility with the target audience, leading to greater brand recognition Content marketing is a powerful tool for businesses looking to engage their audience, build trust, and drive customer action. By understanding the benefits of content marketing, the various types of content, and implementing best practices, you can create a successful content marketing strategy that drives results. Remember to be patient and persistent, as content marketing takes time to deliver results, but the long-term benefits are well worth the efort. REFERENCES
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BSBPMG540 Assessment V1 Page 60 of 62 https://www.linkedin.com/pulse/power-content-marketing-strategies-success-armand-ruci/ https://timesofindia.indiatimes.com/blogs/voices/how-to-leverage-the-power-of- content-in-the-digital-landscape/ https://sswm.info/sites/default/files/reference_attachments/finance%20policies.pdf
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