FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) - X PROTECTED VIEW Be careful-files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing X The Eco-Conscious Expo - Recycle, Reuse, Reduce Everyday' project to plan, coordinate, Photocopying/Printing $200.00 and review is estimated to take approximately 13 weeks. Expo satchel $500.00 Eco friendly freebies $200.00 Estimated Project Costs Name badges $25.00 Outline all expenses associated with this project, including the resource requirements, moteriols, labour costs, etc. Posters and signs $100.00 Total stall setup costs $1,525.00 Budget Estimates Labour costs Planned Expense Miscellaneous Planned Expense Project Manager $20,000.00 Office stationery $500.00 Project Administrator $5,000.00 Vehicle use and petrol $50.00 Marketing Officer $1,000.00 Office equipment $300.00 IT assistance - wiki $500.00 Photocopying Reports $300.00 Administrative Clerk 3/4 $2,000.00 Public Liability Insurance $110.00 Administrative Clerk 1/2 $1,500.00 Total misc costs $1,260.00 Guest speaker $3,000.00 Council stallholders $400.00 Marketing/Publicity Planned Expense Total labour costs $33,400.00 Graphics - $400.00 $300.00 Outdoor exhibition space Related Photocopying/Printing Planned Expense $800.00 Costs Newspaper/adverts Hire of outdoor conference area $1,000.00 Publicity materia $200.00 Shopping Centre support staff $200.00 Council freebies - lanyards etc $100.00 Decorations - green theme $200.00 Total marketing costs $1,800.00 Hiring Stalls $1,000.00 Travel & Accomodation Planned Expense Equipment (PCs / screens) $400.00 $150.00 Hote $200.00 Entertainment/ music - duke box $50.00 Total outdoor exhibition space costs $2,950.00 Transport Food $50.00 Setting up stalls Planned Expense Other $50.00 Thank you to staff holders $500.00 Total Expo travel and accommodation costs $350.00 SCREENS 5-6 OF 34 + 100% Type here to search 1 1 0 70 0 ENG 6:43 PM WE P3 Humid 4/26/2024FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) - X PROTECTED VIEW Be careful-files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing X Timeline Prizes/Gratuities/Awards Planned Expense The Eco-Conscious Expo project to plan, coordinate, and review will take approximately 13 weeks. Ribbons/Plaques/Trophies $50.00 The detailed timeline with breakdown for the project is as follows: Gifts $100.00 Gratuities and Awards $50.00 Total prizes and gratuities $200.00 Responsibilities The following responsibilities have been assigned for the Eco-Conscious Expo project: Total Expenses $41,485.00 Planned Project Costs $41,485.00 Part A: Establish project parameters 2. Identify the stakeholders for the Eco-Conscious Expo project. Briefly outline: . their roles and responsibilities 1. Using the information from the case study and scenario above, define the . how you intend to communicate with them project scope for the Eco-Conscious Expo using the Scope of Work (SoW) how you intend to address their needs relating to the project. template following. Answer: Scope of Work (SoW): Eco-Conscious Expo Project Overview The overview for the Eco-Conscious Expo is: Project Objectives The project objectives for the Eco-Conscious Expo are as follows: 3. Describe the relationship between this project and other projects within Coral Waters Council. Outline Deliverables . Organisational objectives The project team will be responsible for the following deliverables: . How the project objectives are relevant to other organisational objectives Answer: SCREENS 7-8 OF 34 + 100% Type here to search Humid ABOX ENG 6:43 PM WE 4/26/2024FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) X PROTECTED VIEW Be careful-files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing X Eco- Conscious Expo 1. Create a detailed Work Breakdown Structure (WBS) using the template following that is based on the flowchart version provided: Planning Coordination Evaluation Prepare project charter Allocate Expo preparation Identify and complete - get approval tasks to council staff and wind-up procedures Prepare event brief project team ccording to the Pelican Waters requirements - get approval Monitor project Prepare Project Plan - timeframes and milestones Review project identifying Expo project and report to Derek administration against activities and milestones Morgan project plan (work breakdown structures) Detail project expenditure Evaluate the success of the Identify and address factors and monitor against project and lessons impacting timelines for the project budget learned Expo Maintain project records and documents on the wiki Produce final project Plan the Expo project budget set up on Pelican Waters report Intranet Identify monitoring and Recommendations for reporting arrangments for the continuous improvment expo according to the requirements of the council SCREENS 9-10 OF 34 + 100% Type here to search WE Humid ^BOX ENG 6:43 PM 4/26/2024FILE TOOLS o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) Detailed Work Break Down Structure (WBD) - Planning Stage Task | Task Details Predecessor | Resource Person Proposed No. Responsible | Timing 1 2 3 I 5 e 7 & I 10 11 4. Once you have completed the project scope and identified the budget required for the project, you need to ensure that the resources are available for you to implement the project. Use the Project Resources Log following to record all SCREENS 11-12 OF 34 the resources required for the project as specifi Statement. The log must include: s At least two (2) physical resources At least two (2) human resources At least one (1) technical resource Type here to search Q':(_,O d in the Project Scope Enable Editing = Note: As the Project Manager you need to check that these resources are available in the organisation before commencing the project. When doing so, ensure that you have obtained permissions and made necessary arrangements from relevant persons in the workplace to be able to access these resources. Document the date when you checked an section in th e Project Resources Log. (Approx. 100-200 words) accessed the resources. Ensure a relevant person has signed off that PROJECT RESOURCES LOG Project title: Project Manager: Date: Resource |Cluanl'rlv |Available? [Date [Supervisor/ = [No hecked |Personnel [Signature i' Humid g X FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) - X PROTECTED VIEW Be careful-files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing X Part B: Develop project plan . Project management and control activities (such as planning, reporting, Scenario 2 reviewing and quality checking), as well as the activities to create the products in scope should be considered and included in the plan. Management has reviewed the work so far and has now requested you to develop a Project . The plan should support the quality management, risk management and Management Plan which you will later submit to your CEO and the Board of Directors for approval. The Project Management Plan provides the detailed project work plan, timescale, communication management activities required for the project. and resourcing requirements, against which the Project Board or Sponsor can effectively monitor and control project progress. Where a separate business case is not required, the Use the following template to complete this task. Project Management Plan also provides the business justification for the project, which is reviewed as the project progresses to ensure it remains valid. PROJECT MANAGEMENT PLAN Project Management Plan: The key areas that the Project Management Plan should cover are: Learner must specify the title of the project to be undertaken . details of the project deliverables, including timing of and responsibilities for Project Manager Learner may also use their own name delivery Project Sponsor . key project milestones Who has identified the idea for the project and initiated its further development D Date . key dependencies, constraints, and assumptions Date when the document was developed . an overview of the major project risks Project Overview Brief description of what the project to be undertaken is about . a high-level project timeline Parameters resource management, including budget and other resourcing requirements. The key considerations in the development of the plan are: Project Stakeholders . The plan must be achievable. This means that estimates must be based on List three (3) stakeholders involved in this project including yourself as the project manager. Include two (2) responsibilities for the project manager and one (1) for each of the other roles. consultation with the staff who will undertake the work and/or reference to historical data. Personnel/Role Responsibilities . The plan should incorporate, or be informed by, lessons from previous Project Manager projects. SCREENS 13-14 OF 34 + 100% Humid 6:43 PM Type here to search WE 10 70X ENG 4/26/2024FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) X PROTECTED VIEW Be careful-files from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing X Risk Assessment Develop a Risk Management plan for the project that applies to the Fitness Industry. Risk Description Likelihood Impact Mitigation Strategies ow/Medium/High ow/Medium/High Risk management plan Risk The Risk Source Impact Treatment Effectiveness Likelihood Consequence Reference What can (How can (from strategies of treatment happen?) this event strategies happen?) happening) Scope Description Specify two (2) characteristics of the expected product or service from the project. Exclusions Compliance commitments Specify two (2) exclusions of the project. Highlight the key compliance commitments to the project. Consider legislation that applies to the events industry and may be relevant to this project. Project Constraints List two (2) resources or events that will limit or restrict the implementation of the project. Resource Requirements List at least two (2) physical resources, and two (2) human resources you will require to undertake the project Deliverables Specify two (2) deliverables expected from the project. Physical Resources Human Resources Technical Resources Acceptance Criteria/Measures of Success Specify two (2) criteria that will determine the achievement/completion of the project. Reporting Requirements Outline the reporting requirements involved in this project, including any reporting processes involved. Estimated Project Cost Outline all expenses associated with this project, including the resource requirements, materials, labour costs, etc. SCREENS 15-16 OF 34 -I + 100% 6:43 PM Type here to search WE P3 Humid A BOX ENG 4/26/2024FILE TOOLS VIEW BSBEPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) B - 8 % o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing X Project Manager Project Administrator Office stationery Marketing Officer ehicle use and petrol IT assistance - wiki Cffice equipment Isdministrative Clerk 3 Photocopying Reports IBdministrative Clerk z Public Liability Insurance Guest speaker [Total misc costs Council stallholders [Total labour costs Graphics - Photocopying/Printing Newspaper/adverts Hire of outdoor conference area Publicity material Shopping Centre support staff Council freebies - lanyards etc Decorations - green theme [Total marketing costs Hiring Stalls Equipment (PCs / screens) Entertainment/music - duke box Hotel [Total outdoor exhibition space Mransport |costs Food Other [Total Expo travel and [Thank you to staff holders laccommeodation costs Photocopying/Printing Expo satchels Eco friendly freebies Name badges Ribbons/Plagues/Trophies Gifts Posters and signs Gratuities and Awards [Total stall setup costs =P =S | [Total prizes and gratuities SCREEMS 17-18 OF 34 -+ 100% (PEER ] Type here to search Q;"; ) ! ) & 15C Partly cloudy : =R = | FILE TOOLS VIEW BSBEPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) B - 8 % o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing X b. Clarification the relationships between the project and other INSERT AMOUNT project objectives, ensuring they match the objectives of the Planned Project Costs INSERT AMOUNT organisation c. Discussion and decisions made on the relevant team's roles, responsibilities and reporting schedule. d. Discussion and decisions made on team's needs Monitoring and reporting Provide a summary of the manitaring and reparting mechanisms that will be adopted in refatian to the project and the |Frequency with which sach will be implemented, using the table that foliows. These should be agreed with the Project e. Discussion on communication schedule, methods and reporting [spansar. B sure ta delete any mechanisms that will not be used and add any that are not already included. requirements Control Purpose Frequency f. Budget allocation and timeline Project Status g. The risks and risk mitigations Report The meeting should be approximately ten to fifteen (10-15) minutes in length and involve at least two (2) participants playing the parts of a) project sponsor, b) senior management authority. Exception Report End Stage Report Smp.e In the meeting focus on the following: Quality Issue Log, Risk * scope Register * deliverables * timeline * budget Communication and consultation o quality * reporting and documentation [APPROVAL OF PROJECT MANAGEMENT PLAN * risk. |APPROVED BY: To prepare for the role play ask participants to play their roles and brief them fully on their roles which will require providing you with feedback. It is highly recommended that you use participants from your class and conduct all role plays in workshop time. Fellow students will be familiar with the unit of competency requirements, and you won't have to do the role plays in your own time. You should read the Important Notes a. Confirmation of the project parameters and scope below to help you complete the role play successfully. 2. Create a role play with stakeholders, specifically the project sponsor and Coral Waters Council Management as the delegating authority for the project. Using the information you have already generated discuss the following: SCREEMS 19-20 OF 34 L Type here to search /Ry f' 15C Partly cloudy FILE TOOLS VIEW o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing Note: You may choose to develop a set of PowerPoint slides as visual aids to run the agenda items. IMPORTANT NOTES: This part of the assessment includes a role play of project stakeholder meeting. Please follow the instructions below: Students taking face to face classes: * Youcan do the role play face-to face during class hours. You will be required to arrange fellow students to do the role play with you however they must be briefed on their rele and prepared to ask you questions and provide you with feedback. Please see further instructions in the assessment on the number of participants required for the role play. * Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will either be completed in hard copy by your trainer and handed to you in which you will be to photograph it and upload it OR it will be completely electronically by your trainer who will upload it as part of your assessment record). Students taking online classes: * You must arrange participants to do the role play with you (participants can include fellow students, friends, family members, or work colleagues however they must be briefed on their role and prepared to ask you questions and provide you with feedback. Please see further instructicns in the assessment on the number of participants required and the length for the role play. * You must also video record the rele play using your phone and uplead it to learning management system. You can alse do the task using an online platform such as Whatsapp or Zoom and record the session. * Your trainer will complete a Role Play Observation Criteria as evidence of your participation in the role play (this will be completely electronically by your trainer who will upload it as part of your assessment record). Uploading your video onto Learning Management System: SCREEMNS 21-22 OF 34 Type here to search Q':(_,O BSBEPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) = * Please see additional instructions uploaded together with Assessment Task 2 on how to submit your recording onto the learning management system. Role play observation criteria Note: Please refer to the following observation criteria for the role play explaining the learning expectations that your trainer/assessor will use to determine your grading as Satisfactory (S) or Not Yet Satisfactory (NYS): Seek clarification from delegating authority of issues related to project and project parameters ii. ldentify responsibilities of relevant stakeholders and reporting requirements iii. Clarify relationship of project to other projects and to the objectives of the organisation iv. Seek approval from relevant stakeholders of project budget and timeframe v. Finalise project plan and gain necessary approvals to commence project according to documented plan vi. Participates in verbal discussions using clear language and appropriate features to present or seek information vii. Using listening and questioning skills to seek infermation and confirm understanding viil. Selects and uses appropriate communication protocols and practices to ensure shared understanding of project roles and expectations ix. Uses collaborative technigues to engage stakeholders in consultations and negoetiations e' 15C Partly cloudy FILE TOOLS VIEW o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) Enable Editing X % Develops and implements plans to manage projects that involve diverse stakeholders with Subject: potentially competing demands 3. Complete meeting minutes MEETING MINUTES Purpose, Objectives and Elements of the Meeting: Attendees: Date and time of meeting: Outdoor exhibition space: Topics discussed and decisions made: Responsibilities: Part C: Administer and monitor project MName and date: 1. Establish and maintain record keeping systems, implement and monitor plans 4. Write a memo to project team members and stakeholder confirming the decisions for managing project finances and resources, complete and forward project made in the management meeting regarding: * Team roles, responsibilities, project requirements. Schedule, time line and * any risk mitigation decisions Memo To: SCREEMS 23-24 OF 34 ') f"l Type here to search O report, undertake risk management and achieve project deliverables. Complete the 'Recordkeeping Systems Log\" for the Eco-Conscious Expo project showing how you are going to maintain the required records. Recordkeeping Systems Log Record Type Purpose Frequency f' 15C Partly cloudy FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing 2. Read the scenario below and explain how you, as the Project Manager, will ensure that the record-keeping system is continuously maintained. Scenario During your weekly team meeting, you have reviewed the previous weeks' records and have found that some of the project records have not been entered into the system. You are not happy as all records need to be systematically entered and updated so that you monitor the milestones of the project. You have met with the Financial Controller of the project to discuss additional costs for the use of the outdoor exhibition space. The additional cost is $6,150 for securing the correct location in Expo . . . he previous location was too small. Writ It takehold the probl h tered d as the p K " ? an Erg:' your :r."a ena delrf: on the pml;t;" youd Ve encounterec in recar This means the budget needs to be increased as there was no contingency amount included in the eeping and how you will amend this. (approx. words) original budget estimates. You need to review the budget adding it to actual costs. Email To: You are now required to review your previously created budget (completed as an Excel = spreadsheet) and incorporate the increased costs to the project in the Actual Expense 2 column (you will later be required to present the revised budget to your sponsor and Subject: Coral Waters Council Management as the delegating authority for sign off). Project Budget 3. Read the scenario and complete the following task. i Expense Type Estimated Cost Actual Cost Scenario SCREEMNS 25-26 OF 34 ') f"l Type here to search O f' 15C Partly cloudy FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing = Total Approved by: Approval Date: [Insert date] 4. Complete an Exception Report to be sent to the delegating authority (Steering Committee/Reference Group) for the need to increase the budget for the Eco- Conscious Expo. This is to do with the need for extra space as the original space is not adequate. This was not accounted for as it is an unforeseen issue. Use the following template. Exception Report: Eco-Conscious Expo Project Date of Change Request: [Insert date] Reason for Change Request: 5. Refer to the previous risk analysis done as part of your Project Management Plan and review the risk assessment plan to ensure that the project outcomes are met. Review the risk assessment plan and the outcomes, you are required to write a report to your sponsor and delegating authority (Steering Committee/Reference Group). You must address the following key points: a.include a review of the risk management plan b. advise them of the need to review the budget for the project c. how the project is on track for the deliverables to be achieved Background Information: Review of the Risk Management Plan Proposed Change: Objectives Impact Assessment: Recommendation: Approval: Project Sponsor: [Insert name Approval Date: [Insert date] Project Manager: [Insert name] Approval Date: [Insert date] Steering Committee/Reference Group: [Insert names] Risk Management Process SCREEMS 27-28 OF 34 ') f"l Type here to search O f' 15C Partly cloudy g X FILE TOOLS VIEW BSBPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing Tracking and Reporting lessons learned and opportunities for improvement. Project Closure Report Status codes Copy the correct colour code into the status cofumn [ ' progress [EompletelN on hold [Terminated Milestone Target Date Status Name of project: Date & location of meeting: Names of attendees: Overview by project manager Summary of highlights and achisvements Review by team of the course goals, objectives/deliverables Part D: Finalise and review the project Met Missed | Partially met Comments Scenario: End of project You have completed a final meeting with your project team and together with your team finalised the project using the Project Closure Report. Management has now asked you to compete the final reperts for the project. 1. Complete the Project Closure Report that specifically addresses: finalised financial records, * how the project documentation will be archived, the transition plan for team members to new or previous roles, the outcome of the post implementation review, SCREENS 29-30 OF 34 ') f"l Type here to search O Schedule Budget/variance Success Factors f' 15C Partly cloudy g X FILE TOOLS VIEW BSBEPMG430 Assessment Task 2_V4.1.docx (Protected View) - Word (Product Activation Failed) = o PROTECTED VIEW Be carefulfiles from the Internet can contain viruses. Unless you need to edit, it's safer to stay in Protected View. Enable Editing Project closure report approvals Prepared by: Lessons learned Approved by: Approval date: Next steps / improvement plans / what could you do better? Archiving of records Transition plan for project team members SCREEMS 31-32 OF 34 ') f"l Type here to search O 2. Write an email to the sponsor and delegating authority (Steering Committee/Reference Group) by way of a report that finalises and reviews the Eco- Conscious Expo project. The email should draw on consultation with the project team, complete financial recordkeeping, reassign staff to roles, complete project documentation for sign-off and review project outcomes against project scope and plan. fapprox. 100 words) Email To: cc: Subject: Congratulations on completing your Assessment Task 2. Please remember to submit: [ This completed workbook, and including a reference list of all sources of information including Al, as per ihBC policy. f' 15C Partly cloudy g X