BSBPMG530 MANAGE PROJECT SCOPE

CASE STUDY 2

Scenario 1

After a successful time heading up the rectification of a number of major problems with OzMarket Consulting's major client, management have finally discovered your potential.

Your direct manager, Robert has approached you and advised you of your promotion to a newly created position, a roving project manager. From now on, you are the one they will rely on. You will be sent in when things aren't right and won't come out till they are fixed. Some may be frightened by the prospect, you are over the moon.

OzMarket has sent you to Pedal Power, a small local gym that up until now has focused on bike related fitness programs. They now want to widen the services and equipment on offer to their clients, but aren't sure what services to include. The management team for Pedal Power is divided over:

• Treadmills
• Elliptical trainers
• Stair climbers
• Hula hoops
• Exercise classes
• Expansion of the premises
• All of the above

The management of Pedal Power is unusual in that all five members of the management team have equal say, rights and power within the business and all five of them are going to be taking an active role in the development project. The members of the team are Annalise, Anton, Harold, James and Jessie. When you watch them, you realise they bicker and argue quite a lot, but seem able to come to reasonable decisions if given the chance to have their say about everything.

Question 1

Identify the potential problems that may be encountered when managing the scope of this project (don't forget the normal everyday problems that can occur on projects).

Once identified, outline a short report that you will send to Robert that outlines how these potential problems could impact the project.

Scenario 2

You go looking for a project authorisation template on the OzMarket Intranet but cannot find one. You send a quick email to Robert asking about its whereabouts and are surprised when you get the following response, "Hmmm, haven't been asked about them for a while. I don't think we have one. Could you outline one for me?"

Question 2

Outline a draft project authorisation procedure.

Remember to use industry appropriate language and formatting.

Scenario 3

Getting this project successfully underway is going to require a collaborative miracle. Especially with the people you have just met. Good negotiation with the various board members is going to be crucial. Having all of them able to influence and input into the project may very well lead to major difficulties, particularly as they aren't sure of the project goals and deliverables.

What they have decided are the services and equipment they will be widening. They have chosen "All of the above" (from Scenario 1).

Question 3

Your Trainer & Assessor will play the role of 3 of the board members: Annalise, James and Jessie. Meet with each one individually and during the meetings, negotiate and agree on:

Project goals, objectives and boundaries (e.g. Communication, Financial)

Measurable project outcomes (deliverables), outputs and benefits.

Acceptance and understanding of the project outcomes (deliverables).

Once the negotiations are completed, you will need to document all outcomes (deliverables) and measures.

Scenario 4

You've been working with the management of Pedal Power to determine project governance roles and responsibilities. It has been decided that:

• Annalise will be the client-project team liaison and will manage communication between the other board members of Pedal Power and the project team and attend the project meetings.
• Harold will have final authority and control of the budget and is the person to give final approval to all requests.
• The other three members (Anton, James and Jessie) of the Pedal Power team are not available to assist the project team at this time, but will attend project meetings as time and schedules allow.

Question 4

Outline a letter for the files that outlines the positions and delegates from Pedal Power. Remind the Pedal Power board that deviations from these negotiated roles could impact the management of the project.

Develop a formal process that will apply when changes (Change control Procedure) are to be made and include this in the letter so all the board members are aware of it.

Scenario 5

After much discussion, the Pedal Power team have decided to:

• Expand the premises with a large addition to the back of the premises
• Purchase and install all suggested equipment
• Create a schedule of classes and employ staff to run the classes

Question 5

Using these three goals, Outline an outline and schedule of tasks and activities that will need to be completed. (HINT Use a Work Breakdown Structure where possible)

Once you have completed the outline, outline a request for authorisation to expend money and resources to get the project started.