Criteria

Unit code, name and release number

BSBPMG522 Undertake project work (Release 1)

Qualification/Course code, name and release number

BSB50215 Diploma of Business (Release 2)

Part 1: Project Initiation Document (PID)

To complete this part of the assessment, you are required to research and locate a suitable template for a Project Initiation Document. You will then complete this template for your chosen project. You may select a project you have initiated at work, or use one of the example projects provided in Appendix 1.

While the content of a Project Initiation Document may vary according to the size and nature of the project, as a minimum, this document must include:

1. Substantiation of the alignment of the proposed project to the organisational strategy.
2. Background information, including project concept and external environmental analysis conducted and legislative and regulatory requirements to be adhered to.
3. Confirmation of the project scope, objectives and benefits.
4. Details of project deliverables, explaining each one and their purpose.
5. Analysis of project assumptions, dependencies and constraints.
6. Identification and analysis of the project stakeholders, including a list of stakeholders and a stakeholder context diagram showing all internal and external stakeholders.
7. An analysis of initial risks factors, including any assumptions being made.
8. A project timeline including analysis of the stages of the project to achieve identified outcomes and resources required.
9. A high-level project budget and identified funding source.
10. Approval and sign off evidenced in the required documentation.

You must also submit two pieces of additional supporting evidence. One piece of evidence should demonstrate that you have consulted with governance personnel to determine the limits of your own responsibility and the reporting requirements for the project. The other piece of evidence should demonstrate that you have sought clarification from governance personnel with delegated authority in relation to project parameters.

Once completed you will need to submit:

• This assessment document.
• Completed Project Initiation Document.
• Two pieces of additional supporting evidence.

Part 2: Project Planning Meeting

You are to prepare a 5-minute video recording of yourself facilitating a Project Planning Meeting with your project team. You may select a project you have initiated or use one of the example projects provided in Appendix 1, using members of your class to role-play your project team.

The purpose of the meeting is to consult with your team members and take their views into account in planning the project and ensure project team members are clear about their responsibilities and the project requirements. As a minimum, your meeting must:

1. Acknowledge the project team members present.
2. Communicate the purpose of the meeting to team members.
3. Demonstrate active listening, questioning and negotiation skills to ensure the ideas, views and opinions of all team members are considered and negotiated.
4. Confirm a shared understanding of the responsibilities of each team member.
5. Facilitate a discussion on the ways in which diverse stakeholders with potentially competing demands can be managed.
6. Use clear language and appropriately present the information, seek feedback and confirm understanding.

This meeting will be observed in class by your assessor, using the Assessor observation checklist – Project Planning Meeting in the assessment feedback section. 

Students completing online can digitally record the meeting and submit as evidence. Use the Video and Audio Upload Instructions (Appendix 2) to assist you with this process.

You must also submit a copy of any documents used during your meeting.

Part 3: Project Plan

To complete this part of the assessment, you are required to research and locate a suitable template for a Project Plan. You will then complete this template for your chosen project. You may select a project you have initiated at work, or use one of the example projects provided in Appendix 1.

While the content of a Project Plan may vary according to the size and nature of the project, as a minimum, this document must include:

1. A list of the project deliverables.
2. A work breakdown structure diagram or table and accompanying WBS Dictionary.
3. A budget.
4. A schedule with resources allocated.
5. A risk management plan, including Work Health and Safety (WHS).
6. Information on the way in which record-keeping and reporting will take place during the project.
7. Approval and sign off evidenced in the required documentation.

You must also submit two pieces of additional supporting evidence. One piece of evidence should demonstrate that you have identified and accessed appropriate project management tools to prepare your plan. The other piece of evidence should demonstrate that you have consulted with project team members and taken into account their views when planning the project.

Once completed you will need to submit:

• This assessment document.
• Completed Project Plan document.
• Two pieces of additional supporting evidence.

Part 4: Project Team Meeting

You are to prepare a 5-minute video recording of yourself facilitating a Project Team Meeting with your project team. You may select a project you have initiated or use one of the example projects provided in Appendix 1, using members of your class to role-play your project team.

The purpose of the meeting is to discuss how you can support your project team members’ specific needs to ensure that the quality of the expected outcomes of the project and documented timelines are met. As a minimum, your meeting must:

1. Acknowledge the project team members present.
2. Communicate the purpose of the meeting to team members.
3. Facilitate a discussion of the specific needs of project team members, including the support they require to ensure that the quality outcomes and timelines of the project are met.
4. Confirm the support that will be provided to each team member.
5. Use clear language and appropriately present the information, seek feedback and confirm understanding.

This meeting will be observed in class by your assessor, using the Assessor observation checklist – Project Team Meeting in the assessment feedback section. 

Students completing online can digitally record the meeting and submit as evidence. Use the Video and Audio Upload Instructions (Appendix 2) to assist you with this process.

You must also submit a copy of any documents used during your meeting.

Part 5: Project Status Report

To complete this part of the assessment, you are required to research and locate a suitable template for a Project Status Report. You will then complete this template for your chosen project. You may select a project you have initiated at work, or use one of the example projects provided in Appendix 1.

While the content of a Project Status Report may vary according to the size and nature of the project, as a minimum, this document must include:

1. Project tasks completed and deliverables achieved since the last report and progress towards the overall project schedule as set out in the project plan.
2. Funds expended and resources utilised since the last report and progress against the overall project budget as set out in the project plan.
3. Quality outcomes measured against the quality objectives as set out in the project plan.
4. Risks identified, assessed and managed as per the risk management plan. 
5. Approval and sign off evidenced in the required documentation.

You must also submit two pieces of additional supporting evidence. One piece of evidence should demonstrate that you have distributed the Project Status Report to stakeholders using digital technologies or applications. The other piece of evidence should demonstrate that you have checked the accuracy of financial records and updated the project record-keeping system as a result of updated project information.

Once completed you will need to submit:

• This assessment document.
• Completed Project Status Report.
• Two pieces of additional supporting evidence.

Part 6: Project Review Meeting

You are to prepare a 5-minute video recording of yourself facilitating a Project Review Meeting with your project team. You may select a project you have initiated or use one of the example projects provided in Appendix 1, using members of your class to role-play your project team.

The purpose of the meeting is to consult with your team members and take their views into account in planning the project and ensure project team members are clear about their responsibilities and the project requirements. As a minimum, your meeting must:

1. Acknowledge the project team members present.
2. Communicate the purpose of the meeting to team members.
3. Review the achievement of project outcomes, encouraging active participation of team members.
4. Discuss lessons learned from the project, encouraging active participation of team members.
5. Use clear language and appropriately present the information, seek feedback and confirm understanding.

This meeting will be observed in class by your assessor, using the Assessor observation checklist – Project Review Meeting in the assessment feedback section. 

Students completing online can digitally record the meeting and submit as evidence. Use the Video and Audio Upload Instructions (Appendix 2) to assist you with this process.

You must also submit a copy of any documents used during your meeting.

Part 7: Project Finalisation Report

To complete this part of the assessment, you are required to research and locate a suitable template for a Project Finalisation Report. You will then complete this template for your chosen project. You may select a project you have initiated at work, or use one of the example projects provided in Appendix 1.

While the content of a Project Finalisation Report may vary according to the size and nature of the project, as a minimum, this document must include:

1. An explanation of the way in which project progress was monitored and controlled including finances, milestones, resources and quality.
2. A description of the project deliverables and outcomes achieved and processes against the project scope.
3. A description of the ways in which risks were managed to ensure project outcomes are met.
4. A description of the financial recordkeeping associated with the project and how financial records were checked for accuracy.
5. A description of the arrangements used to transition of staff involved in the project to their new roles or reassign them to previous roles.
6. An explanation of the lessons learned from the project.
7. Approval and sign off evidenced in the required documentation.