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BSBPMG540 Task 3 Manage Project Integration

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Assessment BSBPMG540

Task 3 Manage project integration BSBPMG540

Student Declaration

To be filled out and submitted with assessment responses

◻   I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)

◻   I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me

◻   I have correctly referenced all resources and reference texts throughout these assessment tasks.

◻   I have read and understood the assessment requirements for this unit

◻   I understand the rights to re-assessment

◻   I understand the right to appeal the decisions made in the assessment

Unit Title Unit Code
Student name 
Student ID number 
Student signature Date
Task Number  
——OFFICE USE ONLY—– For Trainer and Assessor to complete:   ◻   Student requested reasonable adjustment for the assessment  
Marking Sheet   Completed successfully   Did the student satisfactorily:CommentsYNDNS
The student has satisfactorily completed and submitted the following:       
Demonstrated ability to:   This is evidenced by:   
Demonstrated ability to:   This is evidenced by:   
The student consulted and collaborated with the project team and the project sponsor to gather inputs and feedback to complete project monitoring and finalisation activities.   
  Task Outcome:                 Satisfactory    Not Yet Satisfactory    
Student Name:  
Assessor Name:   Assessor Signature:   Date:

Table of Content

Student Declaration. 2

Task 3 – Execute, control and finalise the project 7

Task 3.1 Execute and monitor project 9

Task 3.2 Review project 26

Task 3 – Execute, control and finalise the project

Task summary and instructions  
What is this assessment task about?This task builds on Task 2, and you will build on the work performed for project 1, project 2 and project 3 in Task 2.   This task comprises of the following assessment methods:   It has been designed to evaluate your ability to/competency in:       Please note that the performance evidence for this unit of competency requires you to demonstrate the ability to manage project integration on at least three occasions. This assessment has been designed to meet that requirement.   You are required to address the following:   Complete a series of tasks relevant to project execution and monitoring for three projects Complete a series of tasks relevant to project finalisation and monitoring for three projects   Although the assessment requires group consultation and collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such.
What do I need to do to complete this task satisfactorily? 
SpecificationsYou must deliver/participate in:     You must submit to GOALS  
Resources and equipment  
Re-submission opportunitiesYou 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.  

Complete the following activities:

Task 3.1 Execute and monitor project

This task is about the execution phase of the projects when monitoring is required during their execution.

You will complete tasks relevant to each project to evidence your ability to:

Work in collaboration with the project team and consult with the project sponsor (played by the trainer and assessor in simulated work conditions) to ensure the projects’ progress towards successful completion. Ask for inputs and feedback in completing the tasks below in simulated work conditions.

Project 1 – MMI Main Project’ Sydney Campus’

Assume that the following scenarios occurred:

Scenarios
A25% project timeline The project team includes employees from MMI departments seconded for a couple of days/week to the project. One of the departmental managers at MMI cannot share one of their staff members with the project due to conflicting priorities. This will impact the project schedule.
B50% project timeline MMI is planning to update their current website to include information about the new campus. The project sponsor asked to add this deliverable to the project.
C75% timeline The project budget is cut by 5%; as a project manager, you have reviewed the expense items on your budget and decided to change the furniture supplier to a more affordable one compromising on the quality of the furniture for the new campus.
  • Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
  • Identify the impact of the scenarios on project progress. Include the impact on project interdependencies and constraints.
  • Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to ensure project progress at each stage. Additionally, identify what changes/updates to project documentation is implemented (example: changes to project plan).
ScenarioMonitoring and control (30-50 words/scenario)Impact (30-50 words/scenario)How the issue is addressed and updates (40-80 words/scenario)
A   
B   
C   

Template 1 – Risk Assessment Form – at 25% timeframe

Project details
Project Name        Project name to which the risk relates. Project Manager:    Name of the project manager responsible for mitigating the risk.
Risk details
Raised by:    Name of the person who has identified the risk. Date raised: Date of completion of this form.
Description of risk:
Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets). (30-50 words)  
Likelihood of risk:
Describe and rank the likelihood of the risk occurring (i.e. low, medium or high).  
Impact of risk:
Describe and rank the impact on the project if the risk occurs (i.e. low, medium or high).  
Risk mitigation
Preventative actions recommended:
Briefly describe any action to treat the risk (risk treatment option). (30-50 words)
Approval details
  Signature: _______________________               Date: ___ /___ /____ PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:  File Name:  

The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

(50-100 words)

Template 2 -Email

Email to Departmental Manager
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
       

Template 3 – Change Request Form – at 75% timeframe

This form is used to assist with recording and management of changes in scope, time, quality, resources, processes or budget needed to manage the issue/s. Min. one change must be requested.

Change Request – Project
Issued by 
Change/s Requested 
Reason for change/s   
Impact on the project   
Change authorised:Yes/No
Signed: Project ManagerSigned Sponsor
DateDate
Record Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:  File Name:  

Summarise the content of the change request form and attach the form by writing its title in the ‘attachment’ section of the email template.

The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

(50-100 words)

Template 2 -Email

Email to Project Sponsor
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
       

As per organisational project management record-keeping system requirements, your project sponsor requires regular status reports to record:

Consider the quality standards for the project documentation:

Additional information to complete the report at 75% timeline:

Template 4 – Status Report – at 75% timeframe

Project Name:   Project Status G:                   Y:                 R:
  OverallTimelineBudgetResourcesScopeQualityRisk  
Status         
List of Project Plan Updates: <Add>
Status Report
Project Name Prepared by: Date: Attention to:
Executive summary report Use this section for summary information about the status of the project. (30-50 words) 
Change request Summarise any change needs and include impact analysis of the required change/s. 
Deliverable status Use this section for summarising information about the status of the deliverables of the project. 
Schedule status Use this section for summarising the status of the project schedule 
Budget status Use this section for summarising the status of the project  budget 
Quality status Use this section for a summary of the status of the project’s quality. 

Project 2 – ‘Virtual Event’

Assume that the following scenarios occurred:

Scenarios
A50% project timeline As a Project Manager, you assigned a task (review all project reports completed so far to identify errors) to one of your project team members. The project team member identified several issues with the communication between the project team and the marketing team involved in the project. The marketing officers did not communicate some changes to the event schedule and content that may cause scope creep.
B75% timeline The project sponsor would like to add a workshop about student engagement to the event schedule (1-hour workshop).
  • Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
  • Identify the impact of the scenarios on project progress. Include the impact on project interdependencies and constraints.
  • Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to ensure project progress at each stage. Additionally, identify what changes/updates to project documentation is implemented (example: changes to project plan).
ScenarioMonitoring and control (30-50 words/scenario)Impact (30-50 words/scenario)How the issue is addressed and updates (40-80 words/scenario)
A   
B   

Add additional rows if needed.

Template 5 – Issues Log – at 50% and 75% timeframe

Issues should be recorded when they arise, assigned a number and responsibility, a recovery strategy or alternate path agreed, acted upon and recorded when closed. A minimum of 2 issues must be identified to complete this form.

Note: include an indicative date for the issue resolution.

IssueStrategy to manage the issueDate loggedDate resolved
    
    
    
Record Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client:Date:
Version:

As per organisational project management record-keeping system requirements, your project sponsor requires regular status reports to record:

Consider the quality standards for the project documentation:

Additional information to complete the report:

Template 4 – Status Report – at 75% timeframe

Accompanying email to project sponsor. (50-100 words)   Email to Project Sponsor To: Cc: Bcc: Subject: Date email is sent: Attachments: Status Report        
Project Name:   Project Status G:                   Y:                 R:
  OverallTimelineBudgetResourcesScopeQualityRisk  
Status         
List of Project Plan Updates: <Add>
Status Report
Project Name Prepared by: Date: Attention to:
Executive summary report Use this section for summary information about the status of the project. (30-50 words) 
Change request Summarise any change needs and include impact analysis of the required change/s. 
Deliverable status Use this section for summarising information about the status of the deliverables of the project. 
Schedule status Use this section for summarising the status of the project schedule 
Budget status Use this section for summarising the status of the project  budget 
Quality status Use this section for a summary of the status of the project’s quality. 

Document the dialogue in the space provided below:

       

Project 3 – ‘Staff Event’

Assume that the following scenarios occurred:

Scenarios
A75% project timeline The cost of the accommodation for Melbourne personnel in Sydney was not included in the project budget. This cost estimation error will add $ 9,000 to the budget.
B75% project timeline The catering company informs you that they cannot deliver the service you booked with them to cater for the event. You have contacted a different catering company that does not seem to have the same quality standards and does not deliver gluten-free options. Still, they will provide the catering 5% cheaper than the first supplier.
C75% project timeline A project team member is experiencing some personal problems and feels under pressure at work. This morning the project team member was rude towards you due to the stress they are experiencing.
  • Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
  • Identify the impact of the scenarios on project progress. Include the impact on project interdependencies and constraints.
  • Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to ensure project progress at each stage. Additionally, identify what changes/updates to project documentation is implemented (example: changes to project plan).
ScenarioMonitoring and control (30-50 words/scenario)Impact (30-50 words/scenario)How the issue is addressed and updates (40-80 words/scenario)
A   
B   
C   

Template 1 – Risk Assessment Form – at 75% timeframe

Project details
Project Name        Project name to which the risk relates    Project Manager:    Name of the project manager responsible for mitigating the risk.
Risk details
Raised by:    Name of the person who has identified the risk. Date raised: Date of completion of this form.
Description of risk:
Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets). (30-50 words)  
Likelihood of risk:
Describe and rank the likelihood of the risk occurring (i.e. low, medium or high).  
Impact of risk:
Describe and rank the impact on the project if the risk occurs (i.e. low, medium or high).  
Risk mitigation
Preventative actions recommended:
Briefly describe any action to treat the risk (risk treatment option). (30-50 words)
Approval details
  Signature: _______________________               Date: ___ /___ /____ PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:  File Name:  

As per organisational project management record-keeping system requirements, your project sponsor requires regular status reports to record:

Consider the quality standards for the project documentation:

Additional information to complete the report:

Template 4 – Status Report – at 75% timeframe

Accompanying email to project sponsor. (50-100 words)   Email to Project Sponsor To: Cc: Bcc: Subject: Date email is sent: Attachments: Status Report        
Project Name:   Project Status G:                   Y:                 R:
  OverallTimelineBudgetResourcesScopeQualityRisk  
Status         
List of Project Plan Updates: <Add>
Status Report
Project Name Prepared by: Date: Attention to:
Executive summary report Use this section for summary information about the status of the project. (30-50 words) 
Change request Summarise any change needs and include impact analysis of the required change/s. 
Deliverable status Use this section for summarising information about the status of the deliverables of the project. 
Schedule status Use this section for summarising the status of the project schedule 
Budget status Use this section for summarising the status of the project  budget 
Quality status Use this section for a summary of the status of the project’s quality. 

Document your reflection in the space provided below.

(50-100 words)

       

Task 3.2 Review project

This task is about the project finalisation phase, and it will provide evidence of your ability to:

The projects are now completed. Reflect on and review your work during project initiation, planning, execution and monitoring and control.

Reflect on the work completed in this assessment and ask for feedback and inputs from the project team and the project sponsor to complete the tasks below.

Address the following:

ProjectFinalisation Activities (3-4/project)Responsibility assigned to
Project 1  
  
  
  
Project 2  
  
  
  
Project 3  
  
  
  

Template 6 – Handover Report for MMI Main Project’ Sydney Campus’

This report summarises the actions to be completed post-project by the sponsoring organisation or by another project team. Customise the template and add additional rows as needed.

Handover report
Project Name 
Handed over by 
Handed over to 
Actions post-project
Actions to be completed: What actions must be completed once the project is finalised (example: evaluation survey)  
Access to support and information: How to reach project staff to obtain further information or support to implement actions (example: email project manager)  
Staff transition Summarise staff transition arrangements to new roles or re-assigned to previous roles. (50-80 words)
   
Record Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:File Name:  

Template 7 – Budget Variation Report for MMI Main Project’ Sydney Campus’

The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project. At the end of the project,  review budget variations and how the project performed concerning the budget. Consider how the budget was impacted by the scenarios you worked on in Task 3.1.

Customise the template and add additional rows as needed.

Budget Variation Report
ExpenseBudgetActual% Variation
    
    
    
    
    
Subtotal   
 
TOTAL   
Record Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:  File Name:  
   

Template 7 – Budget Variation Report for ‘Staff Event’

The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project. At the end of the project,  review budget variations and how the project performed concerning the budget. Consider how the budget was impacted by the scenarios you worked on in Task 3.1.

Customise the template and add additional rows as needed.

Budget Variation Report
ExpenseBudgetActual% Variation
    
    
    
    
    
Subtotal   
 
TOTAL   
Record Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:  File Name:  
   

Template 8 – Project Review Report for MMI Main Project’ Sydney Campus’

This template is used to guide you through the process of conducting a project review.

Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)  
Worked well List 3-5 items  Could have gone better List 3-5 items  
Lessons learned and suggested improvements (40-80 words):  
Record Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:File Name:    

Template 8 – Project Review Report for ‘Virtual Event’

This template is used to guide you through the process of conducting a project review.

Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)  
Worked well List 3-5 items  Could have gone better List 3-5 items  
Lessons learned and suggested improvements (40-80 words):  
Record Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:File Name:    

Template 8 – Project Review Report for ‘StaffEvent’

This template is used to guide you through the process of conducting a project review.

Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)  
Worked well List 3-5 items  Could have gone better List 3-5 items  
Lessons learned and suggested improvements (40-80 words):  
Record Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client:Date:
Version:
Project Sponsor:Project Manager:File Name:    




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mso-level-text:–; mso-level-tab-stop:3.0cm; mso-level-number-position:left; margin-left:3.0cm; text-indent:-14.15pt; mso-ansi-font-size:11.0pt; font-family:”Franklin Gothic Book”,sans-serif;} @list l30:level4 {mso-level-text:”\(%4\)”; mso-level-tab-stop:none; mso-level-number-position:left; margin-left:4.0cm; text-indent:-14.15pt;} @list l30:level5 {mso-level-number-format:alpha-lower; mso-level-text:”\(%5\)”; mso-level-tab-stop:none; mso-level-number-position:left; margin-left:5.0cm; text-indent:-14.15pt;} @list l30:level6 {mso-level-number-format:roman-lower; mso-level-text:”\(%6\)”; mso-level-tab-stop:none; mso-level-number-position:left; margin-left:6.0cm; text-indent:-14.15pt;} @list l30:level7 {mso-level-tab-stop:none; mso-level-number-position:left; margin-left:7.0cm; text-indent:-14.15pt;} @list l30:level8 {mso-level-number-format:alpha-lower; mso-level-tab-stop:none; mso-level-number-position:left; margin-left:8.0cm; text-indent:-14.15pt;} @list l30:level9 {mso-level-number-format:roman-lower; mso-level-tab-stop:none; mso-level-number-position:left; margin-left:9.0cm; text-indent:-14.15pt;} @list l31 {mso-list-id:2051606177; mso-list-type:hybrid; mso-list-template-ids:-1710466122 -314700060 67698691 67698693 67698689 67698691 67698693 67698689 67698691 67698693;} @list l31:level1 {mso-level-number-format:bullet; mso-level-style-link:”Checklist bullets”; mso-level-text:; mso-level-tab-stop:none; mso-level-number-position:left; text-indent:-18.0pt; font-family:Symbol;} @list l31:level2 {mso-level-number-format:bullet; mso-level-text:o; mso-level-tab-stop:none; mso-level-number-position:left; text-indent:-18.0pt; font-family:”Courier New”; mso-bidi-font-family:”Times New Roman”;} @list l31:level3 {mso-level-number-format:bullet; mso-level-text:; mso-level-tab-stop:none; mso-level-number-position:left; text-indent:-18.0pt; font-family:Wingdings;} @list l31:level4 {mso-level-number-format:bullet; mso-level-text:; mso-level-tab-stop:none; mso-level-number-position:left; text-indent:-18.0pt; 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Assessment
Task 3
Manage project integration
BSBPMG540
 

 
 
 
Student Declaration
To be filled out and submitted with assessment responses
◻   I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)
◻   I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me
◻   I have correctly referenced all resources and reference texts throughout these assessment tasks.
◻   I have read and understood the assessment requirements for this unit
◻   I understand the rights to re-assessment
◻   I understand the right to appeal the decisions made in the assessment
 
 
 
Unit Title
Unit Code
Student name
 
Student ID number
 
Student signature
 
Date
Task Number
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
——OFFICE USE ONLY—–
For Trainer and Assessor to complete:
 
◻   Student requested reasonable adjustment for the assessment
 
 
 
Marking Sheet
 
Completed successfully
 
Did the student satisfactorily:
Comments
Y
N
DNS
The student has satisfactorily completed and submitted the following:
 
·       Addressing of scenarios at execution phase for the 3 projects
·       Risk assessment form – Project 1
·       Email to departmental manager – Project 1
·       Change request form – Project 1
·       Email to the project sponsor – Project 1
·       Status report – Project 1
·       Issue log – Project 2
·       Status report – Project 2
·       Draft dialogue to resolve conflict – Project 2
·       Risk assessment form – Project 3
·       Status Report – Project 3
·       Reflection project 3
·       Project finalisation activities for the 3 projects
·       Handover report -Project 1
·       Budget variation report – Project 1 and 3
·       Project review report for the 3 projects
 
 
 






Demonstrated ability to:
·       Implement and monitor project according to project scope, time and budget
·       Resolve conflicts affecting attainment of project objectives with relevant stakeholders
·       Confirm project records are updated against project deliverables at required intervals
·       Analyse and submit status reports on project progress and identify issues with relevant stakeholders and project authorities
·       Analyse and submit impact analysis of change requests for approval
·       Maintain relevant project logs and registers for project audit
 
This is evidenced by:
·       Addressing of scenarios at execution phase for the 3 projects
·       Risk assessment form – Project 1
·       Email to departmental manager – Project 1
·       Change request form – Project 1
·       Email to the project sponsor – Project 1
·       Status report – Project 1
·       Issue log – Project 2
·       Status report – Project 2
·       Draft dialogue to resolve conflict – Project 2
·       Risk assessment form – Project 3
·       Status Report – Project 3
·       Reflection project 3
 
 






Demonstrated ability to:
·       Identify and allocate project finalisation activities
·       Confirm project products and associated documentation are prepared for handover to client in a timely manner
·       Finalise financial, legal and contractual obligations
·       Seek feedback from relevant stakeholder and project authorities on project implementation, management and integration
·       Document feedback received to improve future projects
 
This is evidenced by:
·       Project finalisation activities for the 3 projects
·       Handover report -Project 1
·       Budget variation report – Project 1 and 3
·       Project review report for the 3 projects
 
 






The student consulted and collaborated with the project team and the project sponsor to gather inputs and feedback to complete project monitoring and finalisation activities.
 
 






 
Task Outcome:                 Satisfactory  ☐
  Not Yet Satisfactory ☐
 
 
Student Name:
 
Assessor Name:
 
Assessor Signature:
 
Date:
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Table of Content
 
Student Declaration. 2
Task 3 – Execute, control and finalise the project 7
Task 3.1 Execute and monitor project 9
Task 3.2 Review project 26
 
 

 
Task 3 – Execute, control and finalise the project
 
Task summary and instructions
 
What is this assessment task about?
This task builds on Task 2, and you will build on the work performed for project 1, project 2 and project 3 in Task 2.
 
This task comprises of the following assessment methods:
o   Product-based

o   Direct observation of Role-Play

o   Case Study

o   Other (specify)

 
It has been designed to evaluate your ability to/competency in:
 
·       Implement and monitor project according to project scope, time and budget
·       Resolve conflicts affecting attainment of project objectives with relevant stakeholders
·       Confirm project records are updated against project deliverables at required intervals
·       Analyse and submit status reports on project progress and identify issues with relevant stakeholders and project authorities
·       Analyse and submit impact analysis of change requests for approval
·       Maintain relevant project logs and registers for project audit
·       Identify and allocate project finalisation activities
·       Confirm project products and associated documentation are prepared for handover to the client in a timely manner
·       Finalise financial, legal and contractual obligations
·       Seek feedback from relevant stakeholders and project authorities on project implementation, management and integration
·       Document feedback received to improve future projects
 
 
Please note that the performance evidence for this unit of competency requires you to demonstrate the ability to manage project integration on at least three occasions. This assessment has been designed to meet that requirement.
 
You are required to address the following:
 
·       Task 3.1 Execute and monitor project
Complete a series of tasks relevant to project execution and monitoring for three projects
·       Task 3.2 Review project
Complete a series of tasks relevant to project finalisation and monitoring for three projects
 
Although the assessment requires group consultation and collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such.
What do I need to do to complete this task satisfactorily?
·       submit the completed assessment tasks, according to instructions,
·       complete the tasks with sufficient detail and present them in a professional manner,
·       use your own words and reference sources appropriately,
·       meet the word count where required,
·       use the scenario provided,
·       use the templates provided where required,
·       for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria,
·       if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
 
Specifications
You must deliver/participate in:
 
·       Consult and collaborate with the project team for inputs and feedback on project execution and finalisation
·       Consult with the project sponsor as needed
 
You must submit to GOALS
 
·       Addressing of scenarios at execution phase for the 3 projects
·       Risk assessment form – Project 1
·       Email to the departmental manager – Project 1
·       Change request form – Project 1
·       Email to the project sponsor – Project 1
·       Status report – Project 1
·       Issue log – Project 2
·       Status report – Project 2
·       Draft dialogue to resolve conflict – Project 2
·       Risk assessment form – Project 3
·       Status Report – Project 3
·       Reflection project 3
·       Project finalisation activities for the 3 projects
·       Handover report -Project 1
·       Budget variation report – Project 1 and 3
·       Project review report for the 3 projects
Resources and equipment
•         Computer with Internet access
•         Access to Microsoft Office suites or similar software
•         Learning material
•         Scenario for assessment as provided
•         Appendices as provided
•         Relevant policies and procedures as provided
•         Templates as provided
 
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.
 
 
 
Complete the following activities:
 
Task 3.1 Execute and monitor project
 
This task is about the execution phase of the projects when monitoring is required during their execution.
You will complete tasks relevant to each project to evidence your ability to:
·       Implement and monitor the project according to project scope, time and budget
·       Resolve conflicts affecting the attainment of project objectives with relevant stakeholders
·       Confirm the update of project documents
·       Analyse and submit status reports on project progress and identify issues with relevant stakeholders and project authorities
·       Analyse and submit impact analysis of change requests for approval
·       Maintain relevant project logs and registers for project audit
Work in collaboration with the project team and consult with the project sponsor (played by the trainer and assessor in simulated work conditions) to ensure the projects’ progress towards successful completion. Ask for inputs and feedback in completing the tasks below in simulated work conditions.
Project 1 – MMI Main Project’ Sydney Campus’
Assume that the following scenarios occurred:
Scenarios
A
25% project timeline
The project team includes employees from MMI departments seconded for a couple of days/week to the project.
One of the departmental managers at MMI cannot share one of their staff members with the project due to conflicting priorities.
This will impact the project schedule.
B
50% project timeline
MMI is planning to update their current website to include information about the new campus.
The project sponsor asked to add this deliverable to the project.
C
75% timeline
The project budget is cut by 5%; as a project manager, you have reviewed the expense items on your budget and decided to change the furniture supplier to a more affordable one compromising on the quality of the furniture for the new campus.
 
1.     For each scenario:
Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
Identify the impact of the scenarios on project progress. Include the impact on project interdependencies and constraints.
Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to ensure project progress at each stage. Additionally, identify what changes/updates to project documentation is implemented (example: changes to project plan).
 
Scenario
Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
How the issue is addressed and updates
(40-80 words/scenario)
A
 
 
 
B
 
 
 
C
 
 
 
 
2.     Develop the following project documentation to meet the project record-keeping system requirements:
a)    A risk assessment form to the attention of the project sponsor for a risk identified at 25% timeframe scenario. (Template 1)
Template 1 – Risk Assessment Form – at 25% timeframe
Project details
Project Name       
Project name to which the risk relates.
Project Manager:   
Name of the project manager responsible for mitigating the risk.
Risk details
Raised by:   
Name of the person who has identified the risk.
Date raised:
Date of completion of this form.
Description of risk:
Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets).
(30-50 words)
 
Likelihood of risk:
Describe and rank the likelihood of the risk occurring (i.e. low, medium or high).
 
Impact of risk:
Describe and rank the impact on the project if the risk occurs (i.e. low, medium or high).
 
Risk mitigation
Preventative actions recommended:
Briefly describe any action to treat the risk (risk treatment option).
(30-50 words)

Approval details
 
Signature: _______________________               Date: ___ /___ /____
PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title:
Project Client:
Date:
Version:

Project Sponsor:
Project Manager:
 
File Name:
 





 
b)    Write an email (Template 2) to the departmental manager (scenario A) to resolve the resource conflict described in the scenario
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.
(50-100 words)
Template 2 -Email
Email to Departmental Manager
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
 
 
 
 
 
c)     Develop a change request form (Template 3) to request the changes needed as part of the issue resolution strategy for the scenario at 75% timeframe.
Template 3 – Change Request Form – at 75% timeframe
This form is used to assist with recording and management of changes in scope, time, quality, resources, processes or budget needed to manage the issue/s. Min. one change must be requested.
Change Request – Project
Issued by
 
Change/s Requested
 
Reason for change/s
 
 
Impact on the project
 
 
Change authorised:
Yes/No
Signed:
Project Manager
Signed
Sponsor
Date
Date
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title:
Project Client:
Date:
Version:

Project Sponsor:
Project Manager:
 
File Name:
 





 
d)    Write a brief email (Template 2) to the project sponsor and request approval for the change/s listed in the change request form.
Summarise the content of the change request form and attach the form by writing its title in the ‘attachment’ section of the email template.
The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.
(50-100 words)
Template 2 -Email
Email to Project Sponsor
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
 
 
 
 
 
e)    Develop a status report at 75% timeframe (Template 4)
As per organisational project management record-keeping system requirements, your project sponsor requires regular status reports to record:
●    financial management and budget control,
●    project milestones, for example:
○    quality review completion,
○    outcomes, and deliverables.
Consider the quality standards for the project documentation:
●    clearly communicate legal obligations,
●    no grammar or spelling errors,
●    professional but friendly language,
●    fair and flexible delivery for the intended audience,
●    meet audience requirements and are sensitive to information needs.
Additional information to complete the report at 75% timeline:
●    Two project team members are ill and will be on sick leave for one week
●    A glitch in the CRM (Customer Relationship Management System) used in the organisation (which is also used to gather data for project reporting) has caused the data to be inputted incorrectly for three days. The data needs to be double-checked for accuracy and correctness.
Template 4 – Status Report – at 75% timeframe
Project Name:
 
Project Status G:                   Y:                 R:
  
Overall
Timeline
Budget
Resources
Scope
Quality
Risk
 
Status
 
 
 
 
 
 
 
 
List of Project Plan Updates:
<Add>
 
Status Report
Project Name
Prepared by:
Date:
Attention to:
Executive summary report
Use this section for summary information about the status of the project.
(30-50 words)
 
Change request
Summarise any change needs and include impact analysis of the required change/s.
 
Deliverable status
Use this section for summarising information about the status of the deliverables of the project.
 
Schedule status
Use this section for summarising the status of the project schedule
 
Budget status
Use this section for summarising the status of the project  budget
 
Quality status
Use this section for a summary of the status of the project’s quality.
 
 
Project 2 – ‘Virtual Event’
Assume that the following scenarios occurred:
Scenarios
A
50% project timeline
As a Project Manager, you assigned a task (review all project reports completed so far to identify errors) to one of your project team members.
The project team member identified several issues with the communication between the project team and the marketing team involved in the project.
The marketing officers did not communicate some changes to the event schedule and content that may cause scope creep.
B
75% timeline
The project sponsor would like to add a workshop about student engagement to the event schedule (1-hour workshop).
 
1.     For each scenario:
Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
Identify the impact of the scenarios on project progress. Include the impact on project interdependencies and constraints.
Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to ensure project progress at each stage. Additionally, identify what changes/updates to project documentation is implemented (example: changes to project plan).
 
Scenario
Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
How the issue is addressed and updates
(40-80 words/scenario)
A
 
 
 
B
 
 
 
 
2.     Develop the following project documentation to meet the project record-keeping system requirements:
 
a)    Complete the issue log (Template 5) to include 50% and 75% project timeframe issues.
Add additional rows if needed.
Template 5 – Issues Log – at 50% and 75% timeframe
Issues should be recorded when they arise, assigned a number and responsibility, a recovery strategy or alternate path agreed, acted upon and recorded when closed. A minimum of 2 issues must be identified to complete this form.
Note: include an indicative date for the issue resolution.
Issue
Strategy to manage the issue
Date logged
Date resolved
 
 
 
 
 
 
 
 
 
 
 
 
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title:
Project Client:
Date:
Version:

 
b)  Develop a status report at 75% timeframe (Template 4).  Include an accompanying email to submit the report to the project sponsor.
As per organisational project management record-keeping system requirements, your project sponsor requires regular status reports to record:
●     financial management and budget control,
●     project milestones, for example:
○    quality review completion,
○    outcomes, and deliverables.
Consider the quality standards for the project documentation:
●     clearly communicate legal obligations,
●     no grammar or spelling errors,
●     professional but friendly language,
●     fair and flexible delivery for the intended audience,
●     meet audience requirements and are sensitive to information needs.
Additional information to complete the report:
●     The team has been required to work additional hours due to the flu forcing several team members to ask for sick days at different times
●     An error in estimating an item in the budget has caused an increase in budget by 8%,
●     The schedule is now one week behind
 
Template 4 – Status Report – at 75% timeframe
Accompanying email to project sponsor.
(50-100 words)
 
Email to Project Sponsor
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments: Status Report
 
 
 
 

 
Project Name:
 
Project Status G:                   Y:                 R:
  
Overall
Timeline
Budget
Resources
Scope
Quality
Risk
 
Status
 
 
 
 
 
 
 
 
List of Project Plan Updates:
<Add>
 
Status Report
Project Name
Prepared by:
Date:
Attention to:
Executive summary report
Use this section for summary information about the status of the project.
(30-50 words)
 
Change request
Summarise any change needs and include impact analysis of the required change/s.
 
Deliverable status
Use this section for summarising information about the status of the deliverables of the project.
 
Schedule status
Use this section for summarising the status of the project schedule
 
Budget status
Use this section for summarising the status of the project  budget
 
Quality status
Use this section for a summary of the status of the project’s quality.
 
 
c)     Draft the content of a dialogue that you would have with the Marketing Manager to address and resolve the issues identified in Scenario A.
 
Document the dialogue in the space provided below:
 
 
 
 
 
 
Project 3 – ‘Staff Event’
Assume that the following scenarios occurred:
Scenarios
A
75% project timeline
The cost of the accommodation for Melbourne personnel in Sydney was not included in the project budget.
This cost estimation error will add $ 9,000 to the budget.
B
75% project timeline
The catering company informs you that they cannot deliver the service you booked with them to cater for the event.
You have contacted a different catering company that does not seem to have the same quality standards and does not deliver gluten-free options. Still, they will provide the catering 5% cheaper than the first supplier.
C
75% project timeline
A project team member is experiencing some personal problems and feels under pressure at work.
This morning the project team member was rude towards you due to the stress they are experiencing.
 
1.     For each scenario:
Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
Identify the impact of the scenarios on project progress. Include the impact on project interdependencies and constraints.
Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to ensure project progress at each stage. Additionally, identify what changes/updates to project documentation is implemented (example: changes to project plan).
 
Scenario
Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
How the issue is addressed and updates
(40-80 words/scenario)
A
 
 
 
B
 
 
 
C
 
 
 
 
2.     Develop the following project documentation to meet the project record-keeping system requirements:
 
a)  A risk assessment form to the attention of the project sponsor for a risk identified at 75% timeframe scenario. (Template 1)
Template 1 – Risk Assessment Form – at 75% timeframe
Project details
Project Name       
Project name to which the risk relates   
Project Manager:   
Name of the project manager responsible for mitigating the risk.
Risk details
Raised by:   
Name of the person who has identified the risk.
Date raised:
Date of completion of this form.
Description of risk:
Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets).
(30-50 words)
 
Likelihood of risk:
Describe and rank the likelihood of the risk occurring (i.e. low, medium or high).
 
Impact of risk:
Describe and rank the impact on the project if the risk occurs (i.e. low, medium or high).
 
Risk mitigation
Preventative actions recommended:
Briefly describe any action to treat the risk (risk treatment option).
(30-50 words)

Approval details
 
Signature: _______________________               Date: ___ /___ /____
PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title:
Project Client:
Date:
Version:

Project Sponsor:
Project Manager:
 
File Name:
 





 
b)  Develop a status report at 75% timeframe (Template 4).  Include an accompanying email to submit the report to the project sponsor.
 
As per organisational project management record-keeping system requirements, your project sponsor requires regular status reports to record:
●    financial management and budget control,
●    project milestones, for example:
○    quality review completion,
○    outcomes, and deliverables.
Consider the quality standards for the project documentation:
●    clearly communicate legal obligations,
●    no grammar or spelling errors,
●    professional but friendly language,
●    fair and flexible delivery for the intended audience,
●    meet audience requirements and are sensitive to information needs.
Additional information to complete the report:
●    A new external project team member has been appointed
●    The project manager has decided to conduct additional training on WHS for the team; the project sponsor has agreed. The training will increase the budget by $500.00
●    A public holiday was not reported in the project schedule, and this will affect two workdays
 
Template 4 – Status Report – at 75% timeframe
Accompanying email to project sponsor.
(50-100 words)
 
Email to Project Sponsor
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments: Status Report
 
 
 
 

 
Project Name:
 
Project Status G:                   Y:                 R:
  
Overall
Timeline
Budget
Resources
Scope
Quality
Risk
 
Status
 
 
 
 
 
 
 
 
List of Project Plan Updates:
<Add>
 
Status Report
Project Name
Prepared by:
Date:
Attention to:
Executive summary report
Use this section for summary information about the status of the project.
(30-50 words)
 
Change request
Summarise any change needs and include impact analysis of the required change/s.
 
Deliverable status
Use this section for summarising information about the status of the deliverables of the project.
 
Schedule status
Use this section for summarising the status of the project schedule
 
Budget status
Use this section for summarising the status of the project  budget
 
Quality status
Use this section for a summary of the status of the project’s quality.
 
 
c)   Reflect on the conflict described in Scenario C and address the following:
 
·       How would you address the situation?
·       What conflict resolution strategy would you use, why?
·       What could you do to support the project team member?
 
Document your reflection in the space provided below.
(50-100 words)
 
 
 
 
 
 
Task 3.2 Review project
 
This task is about the project finalisation phase, and it will provide evidence of your ability to:
·       Identify and allocate project finalisation activities
·       Confirm project products and associated documentation are prepared for handover to the client in a timely manner
·       Finalise financial, legal and contractual obligations
·       Seek feedback from relevant stakeholders and project authorities on project implementation, management and integration
·       Document feedback received to improve future projects
The projects are now completed. Reflect on and review your work during project initiation, planning, execution and monitoring and control.
Reflect on the work completed in this assessment and ask for feedback and inputs from the project team and the project sponsor to complete the tasks below.
Address the following:
1.     Identify and allocate project finalisation activities for each project
 
Project
Finalisation Activities
(3-4/project)
Responsibility assigned to
Project 1
 
 
 
 
 
 
 
 
Project 2
 
 
 
 
 
 
 
 
Project 3
 
 
 
 
 
 
 
 
 
 
2.     Complete a handover report (Template 6) – for Project 1
 
Template 6 – Handover Report for MMI Main Project’ Sydney Campus’
 
This report summarises the actions to be completed post-project by the sponsoring organisation or by another project team. Customise the template and add additional rows as needed.
Handover report
Project Name
 
Handed over by
 
Handed over to
 
Actions post-project
Actions to be completed:
What actions must be completed once the project is finalised (example: evaluation survey)
 
Access to support and information:
How to reach project staff to obtain further information or support to implement actions (example: email project manager)
 
Staff transition
Summarise staff transition arrangements to new roles or re-assigned to previous roles. (50-80 words)
 
 
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title:
Project Client:
Date:
Version:

Project Sponsor:
Project Manager:
File Name:
 





 
3.     Complete a budget variation report as part of finalising project financial obligations (Template 7) for Project 1 and 3
 
Template 7 – Budget Variation Report for MMI Main Project’ Sydney Campus’
 
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project. At the end of the project,  review budget variations and how the project performed concerning the budget. Consider how the budget was impacted by the scenarios you worked on in Task 3.1.
Customise the template and add additional rows as needed.
Budget Variation Report
Expense
Budget
Actual
% Variation
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Subtotal
 
 
 
 
TOTAL
 
 
 
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title:
Project Client:
Date:
Version:

Project Sponsor:
Project Manager:
 
File Name:
 
 
 
 







 
 
Template 7 – Budget Variation Report for ‘Staff Event’
 
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project. At the end of the project,  review budget variations and how the project performed concerning the budget. Consider how the budget was impacted by the scenarios you worked on in Task 3.1.
Customise the template and add additional rows as needed.
Budget Variation Report
Expense
Budget
Actual
% Variation
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Subtotal
 
 
 
 
TOTAL
 
 
 
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title:
Project Client:
Date:
Version:

Project Sponsor:
Project Manager:
 
File Name:
 
 
 
 







 
4.     Complete a project review report (Template 8) for each project
 
Template 8 – Project Review Report for MMI Main Project’ Sydney Campus’
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
 
Worked well
List 3-5 items
 
Could have gone better
List 3-5 items
 
Lessons learned and suggested improvements (40-80 words):
 
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title:

Project Client:

Date:
Version:


Project Sponsor:

Project Manager:
File Name:
 
 





 
 
Template 8 – Project Review Report for ‘Virtual Event’
This template is used to guide you through the process of conducting a project review.
 
Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
 
Worked well
List 3-5 items
 
Could have gone better
List 3-5 items
 
Lessons learned and suggested improvements (40-80 words):
 
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title:

Project Client:

Date:
Version:


Project Sponsor:

Project Manager:
File Name:
 
 





 
Template 8 – Project Review Report for ‘StaffEvent’
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
 
Worked well
List 3-5 items
 
Could have gone better
List 3-5 items
 
Lessons learned and suggested improvements (40-80 words):
 
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title:

Project Client:

Date:
Version:


Project Sponsor:

Project Manager:
File Name:
 
 





 
 
 
 

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