BSBPMG521 Manage Project Integration Assessment Answer

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Question :

BSBPMG521 Manage project integration

Assessment Information

Assessment Task 1: Written Questions 

Assessment Task 1 Instructions

Provide answers to all of the questions below: 

  1. Explain project governance.
  2. Summarise two project governance models and explain one advantage and disadvantage of each.
  3. Describe the purpose of a Work breakdown structure and the key steps involved in creating a Work breakdown structure.
  4. Describe the concept of decomposition in project management and its role in breaking project objectives into achievable project deliverables. 
  5. Explain the role of the project management life cycle in project management and describe each key phase.
  6. Assume that you have been appointed as Project Manager of a firm of lawyers based in Sydney who wishes to establish an additional office in Melbourne.  A timeline of 3 months is given plus maximum budget of $20,000 rent per month for the new office. Explain each part of the project life cycle relevant to this project and provide an outline of an appropriate project governance structure.
  7. Identify and describe two organisational documents that can be used to record strategies and goals for project integration.
  8. Describe how a project scope management plan assists with recording strategies and goals for project integration processes. 

Assessment Task 2: Project establishment 

Task summary 

In the role of Marketing Coordinator of a fictitious company and appointed as Project Manager for a marketing communications project, you are required to establish the project and then plan and design the project.

This assessment is to be completed in the simulated work environment in the RTO.

Assessment Task 2 Instructions 

Carefully read the following: 

Native Bush Spices Australia is based in Coffs Harbour, NSW. 

The business was established in 2010 to cater for a demand for Australian native food products. The company has organic certification.   

The company manufactures and retails a range of organic, Australian native foods including:

  • Native herbs and spices
  • Native herbal teas
  • Native fruit jams and conserves.

The company’s mission statement is to make Native Bush Spices a preferred shopping destination by delivering high quality, organic, earth friendly foods to all customers and its vision statement is to inspire the way the world eats. 

The company’s overall business objectives as stated in the recent Strategic Plan that has been developed is to increase sales by 10% each year for the upcoming three years and to create brand awareness, develop a broader product range, as well as expand into overseas markets, which are most likely to be Hong Kong, Japan and Singapore due to an identified demand for Australian organic native foods in these countries.  The organisation’s marketing strategy as identified in the Strategic Plan focuses on using a range of marketing communications, with the key focus on the web site as a marketing tool. 

Currently the business is selling its products through a number of small supermarkets and health stores throughout Australia. The company also has a basic website that includes four pages: home, about us, products and contact details. Most sales occur through existing customers, referrals and passing traffic. 

The aim is for the new website to be modern and responsive to reflect the company’s objectives.  The aim is that the web site is developed and live within 2 months of project commencement with a budget of $15,000, As the web site development is considered to be complex, it is proposed that an outside contractor be used. 

The company’s target customers are those that enjoy gourmet foods. 

The age range of Australian consumers buying products is generally between 35 and 65.

Most consumers are health conscious, care about protecting the environment and have an average annual income of $80,000. 

The company currently employs the following staff in its head office: CEO, Operations Manager, Marketing Coordinator, Customer Service Officer and two administration staff. 

Ten staff are employed in the factory making and distributing the products. 

The company also has a Board, which comprises of two Directors and the CEO.

As the Marketing Coordinator, you have been asked by the Operations Manager to coordinate a project to improve marketing communications in a bid to increase the company’s sales and profile. As indicated, the cornerstone of the marketing communication project is the development of a web site. 

The company has established procedures for project management as documented in the project management policy and procedure. You have been allocated the Customer Service Officer as a project team member.

Complete the following activities

1. Establish project 

The first part of this assessment task requires you to review the case study information provided to you above, as well as the organisation’s Project Management Policy and Procedures. 

You will need to populate the project charter document according to the case study information and project management policy and procedure and then meet with the CEO to negotiate and discuss the project charter prior to approval and commencement of the project. 

Developing the Project Charter requires you to consider the features of a modern, responsive web site and provide a clear rationale for these features, including benefits. You will need to negotiate these at the meeting with the CEO.

Use the Project Charter Template to guide your work.

Save this document as Draft Project Charter.

2. Send an email to the CEO (your assessor).

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

It should introduce and summarise the contents of the attachment. 

Attach your Draft Project Charter to the email.

3. Participate in a meeting with the CEO. 

The next part of the assessment requires you to participate in a meeting with the CEO (your assessor) to discuss and negotiate the project charter.

Explain all of the information in the Project Charter, providing a clear rationale for each aspect of the Charter so as to gain support for the proposed project scope. 

During the meeting your assessor in the role of the CEO will propose a different viewpoint to that outlined in your Project Charter and you will be required to demonstrate your negotiation skills so as to achieve a win-win outcome. 

During the meeting, you will need to demonstrate effective communication skills including:

  • Speaking clearly and concisely 
  • Using non-verbal communication to assist with understanding 
  • Asking questions to identify required information 
  • Responding to questions as required 

4. Update your Project Charter

Following the meeting revise your Project Charter to reflect the meeting outcomes.

Save this document as Updated Project Charter.

5. Send an email to the CEO (your assessor).

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

It should introduce and summarise the contents of the attachment. 

Attach your Updated Project Charter to the email.

6. Write a Work Breakdown Structure (WBS)

Develop a WBS that includes that will enable effective planning and control of the project.

The WBS may be in the form of a diagram or a list of activities, but it must contain sufficient detail to enable a Project Schedule to be developed from it.

7. Develop a draft Project Management Plan (PMP).

Using your Project Charter and research, develop a draft Project Management Plan using the Project Management Plan (PMP)) Template provided. 

Your PMP must include, as a minimum, the following:

  • Project scope
  • Milestones and mechanisms to measure, record and report progress of activities
  • Roles and responsibilities
  • Project stakeholders
  • Project communication
  • Cost management
  • Risk management
  • Issue management
  • Management plan approval process.

It should also include an analysis of each of the project management functions (cost, time quality, human resources, communication and information and risk) to identify the links between each function, as well as the constraints associated with each function. 

Use the Project Management Plan Template to guide your work.

Your draft project management plan should be between 2 and 3 pages.

Name this document Draft Project Management Plan.

Print out a copy of this document to take to the project team meeting with you.

8. Send an email to the CEO (your assessor).

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

It should introduce and summarise the contents of the attachments, and ask for the place, date and time of your meeting with the project team. 

Attach your Work Breakdown Structure and Draft Project Management Plan to the email.

9. Meet with the project team 

The next part of the assessment requires you to participate in a meeting with the project team to discuss and negotiate the Project Management Plan.

Begin by explaining all of the information in your Project Management Plan, providing a clear rationale for each aspect of the Plan so as to gain support for the Plan. 

During the meeting a member of your team will seek to make changes to the Project Management Plan, which you may not agree with. You will therefore be required to demonstrate your negotiation skills so as to achieve an agreeable outcome to all. 

During the meeting, you will need to demonstrate effective communication skills including:

  • Asking questions to identify required information
  • Using non-verbal communication to assist with understanding 
  • Responding to questions as required
  • Using active listening techniques to confirm information

Take notes at the meeting, as you will be required to adjust your documents to include the input from team members.

1. Update your project management plan

Following the meeting, incorporate the feedback you received during the meeting into your plan.

Save this document as Updated Project Management Plan.

2. Send an email to the CEO (your assessor).

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

It should introduce and summarise the contents of the attachment and ask for final approval and seek approval to proceed.

Attach your Updated Project Management Plan to the email.

3. Send an email to the Project Team (your assessor).

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

It should introduce and summarise the contents of the attachment.

The email text should state that the PMP has been confirmed by the CEO and ensure that the team is clear about overall project requirements and the project roles and responsibilities. 

Assessment Task 3: Project execution, control and finalisation

Task summary 

For this assessment task, you are required to conduct and monitor the project for the development of the website, including developing a brief for the project to provide to website developers and preparing a project status report.

This task will be completed in the simulated work environment in the RTO.

Assessment Task 3 Instruction

Complete the following activities:

1. Develop a website design brief

The first part of this assessment task requires you to commence the project according to the agreed work breakdown structure by developing a brief.

This will enable quotes to be obtained from at least three web site designers.  

Use the case study information from Assessment Task 2 and your Project Charter to develop the website design brief. 

Your web site design brief must show a clear alignment to organisational objectives.

Use the Website Design Brief Template to guide your work.

2. Send an email to the Project Team Member (your assessor).

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

It should introduce and summarise the contents of the attachment and ask them to send it out to the three selected web site designers for a quote. 

Attach your Website Design Brief to the email.

A short time later you receive the following email from the Project team member. 

Dear Project Manager

I have received the three quotes from the website designers. 

I just wanted to let you know that one of them is a friend of mine and although his quote is more expensive than all of the other quotes, I highly recommend him as he has done a lot of really great looking web sites.  I therefore recommend that we just go ahead and accept his quote. 

Kind Regards 

Project Team Member

3. Resolve project conflicts

Review the Native Bush Spices Code of Conduct included and consider how you would address this in accordance with the Code of Conduct.

Send an email to the Project Team Member (your assessor) giving them your response. 

Ensure that your email is written in a positive manner so as to resolve any potential further conflicts. 

4. Develop a project status report 

It is four weeks into the project for the development of the web site. 

You have received progress reports from the website developers and the project team member. 

Review the Project Progress Report Project Team Member and the Project Progress Report Website Developer.

Analyse the information provided and prepare a project status report.

As one of the project status reports shows the need for change, your analysis should include an analysis of the impact of the change on the project and a request for approval for change as required.

Use the Project Status Report Template to guide your work.

5. Send an email to the CEO (your assessor).

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

It should introduce and summarise the contents of the attachment and seek their feedback and approval to move forward with the project. 

Attach your Project Status Report to the email

6. Complete the Project Register and Log.

As set out in the Project Management Policy and Procedures, you should complete the Project Register and Log with details from the Project Status report. 

Use the Project Register and Log Template to guide your work.

7. Revise the Project Management Plan.

Update your project management plan from Assessment Task 2 to include the information from this Assessment Task.

Name this document Final Project Management Plan

8. Send an email to the CEO (your assessor).

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

It should introduce and summarise the contents of the attachments.

Attach your Project Register and Log and Final Project Management Plan to the email.

9. Manage project finalisation.

Review the Project Management Policy and Procedures to identify project finalisation activities that need to occur. 

Review the Final Project Status Report and Final Project Finances Report to assist you with your project evaluation. 

Use Project Evaluation Report Template to guide your work.

10. Send an email to the CEO (your assessor).

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

It should provide a summary of the project and outcomes and outline the project finalisation activities that you have conducted. 

Attach your project evaluation report to the email.

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Answer :

Risk numberRiskResponsible personMitigation strategyDuration
1Market demandProject SponsorConduct Porter's five forces analysis in order to recognise the strategies to sustain the risk of buying power of customers. After the report is prepared, then the products should be launched typically, which can efficiently increase the market demand of the products. Moreover, customers' needs should be incorporated during the production time of the skincare products.  Two weeks
2Economic swingFinancial teamPricing should be fixed based on the current situation of the economy. If the company can be able to provide the new products at a marginal cost, then the authorities can attract the attention of buyers. One week
3Service qualityHuman resources teamProvide training to the staffs. Some sessional training can enhance the service quality providence of the staffs (Rose and Gallivan,  2019).Two weeks
4Operational processes Project managerFocusing on the seamless performance of every employee within the organisation. Higher authorities should access every day's functioning report in order to assure that the operations are performed without any flaw. Two weeks
5Skillset of EmployeesHR teamProvide training to the staffs of NatureCare products which will be responsible for handling the retail outlets Sydney and Melbourne. Two weeks
6Staff motivationProject managerBy fulfilling the Employees' needs and requirements, they should be motivated by the project manager. Two weeks
7New rivalsMarketing teamService quality and the products' quality should be enriched in order to mitigate the risk of new competitors. One week