TASK SUMMARY

In the role of Marketing Coordinator of a fictitious company, students will review a case study, meet with the Operations Manager to discuss the required project and develop a project scope document and project management plan.

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

What do I need in order to complete this assessment?

• Computer and Microsoft Office
• Access to the Internet for research
• Space for a meeting
• Project Scope template BSBPMG522 SD Project Scope template (ID 109583).docx 
• Project Management Plan template BSBPMG522 SD Project Management Plan template (ID 109595).docx 
• Project Management Policy and Procedure BSBPMG522 SD Project Management Policy and Procedure (ID 109585).docx 
• Risk Assessment Legend BSBPMG522 SD Risk Assessment Legend (ID 109581).docx 
• A classmate to play the role of the Customer Service Officer
• The assessor to play the role of the Operations Manager.

What do I need to submit?

• Completed Project Scope
• Completed Project Management Plan.

What do I need to do if I get something wrong?

If your assessor sees that you have not completed all parts of the task completely and satisfactorily, the details of re-submission will be discussed with you when you are advised of the outcome of this task. You will only need to redo the parts of the task that are incorrect.

Complete the following activities:

1. Identify project scope.

Review the case study information above, as well as the Project Scope Template.

Identify all the information you need to develop the project scope document and prepare a list of questions for the additional information you need to discuss with the Operations Manager at a meeting to confirm and clarify project parameters, including your own responsibilities. Write down your questions as notes to use at the meeting.

You should also review the Project Management Policies and Procedures as well as the Project Management Plan. You will need to confirm the responsibilities and reporting requirements with the Operations Manager at the meeting, too, so make notes on these to bring to the meeting.

2. Participate in a meeting with the Project Team.

The objective of the meeting is to discuss the project scope.

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 the required information
• Responding to questions as required
• Using active listening techniques to confirm understanding

3. Develop a project scoping document.

Based on your discussions at the meeting, you are now required to develop a project scoping document using the Project Scope template.

4. Send an email to the Operations Manager (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 summaries the contents of the attachment and seek their feedback and approval to move forward with the project.

Attach your Project Scope to the email.

5. Review your Project Scope document.

Update your Project Scope to reflect the feedback from the Operations Manager.

Save this document as Revised Project Scope.

6. Develop a Project Management Plan.

Based on the project scoping document that you have developed and any feedback from the Operations Manager, develop a Project Management Plan.

Use the Project Management Plan template to guide your work.

Your Project Management Plan should identify at least three risks associated with the project, one of which should be related to work health and safety.

Note that you will use the Risk Legend to assist in the classification of risks.

7. Meet with your project team.

Meet with your project team (the Customer Service Officer, a role played by a student and the Operations Manager, the role played by your assessor) to discuss the scope of the project and project management plan.

This will be on a date and time to be advised by your assessor.

At the meeting, you must:

• Outline the project as set out in your project scoping document
• Briefly explain the organization’s project management policies and procedures
• Outline the project management plan, including the roles and responsibilities of the project manager, as well as the project team member.
• Seek the project team member’s feedback.

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 the required information
• Responding to questions as required
• Using active listening techniques to confirm understanding

8. Finalize project management plan

Following the meeting, incorporate the feedback from the meeting into your plan

Save this document as a Final Project management Plan.

9. Send an email to the Operations Manager (your assessor).

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

It should state that you have had a meeting with the project team and give a brief outline of the topics discussed.

The email text should summaries changes that were made to the project management plan in response to the feedback that you received at the project team meeting.

Introduce and summarize the contents of the attachment and seek their feedback and approval to move forward with the project.

Ensure that you have uploaded your Revised Project Scope and Final Project Management Plan and the email.

 

10. Send an email to the project team members (your assessor and the Customer Service Officer).

The objective of this email is to ensure that the team is clear about overall project requirements and project roles and responsibilities.

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

The email text should introduce and summarize the contents of the attachment.

Remember to upload your Final Project Management Plan as well as the email.

11. Set up folders and files.

Create folders for the project as specified in the Project Management Policy and Procedures.

When the project is completed, you will be assessed on whether you have set up the folders and created documents as required.

 

Task-2:

Instructions:

Complete the following activities:

1. Develop a Website Design Brief.

You are to develop a brief in order to obtain quotes from at least three website designers.

Use the scenario information from Assessment Task 2 to develop the Website Design Brief.

Use the Website Design Brief template to guide your work.

2. Send an email to the three selected web site designers (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 summarize the contents of the attachment and explain the work that is required.

The email text should also ask them to send you a quote for the work.

Upload your Website Design Brief and email.

 

1. Develop a Project Status Report.

Review the information above and prepare a Project Status Report to send to the Operations Manager (your assessor).

Use the Project Status Report template to guide your work.

2. Send an email to the Operations Manager (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 summarize the contents of the attachment and seek their feedback and approval to move forward with the project.

Upload your Project Status Report and the email.

3. Meet with the new Customer Service Officer and the Operations Manager (your classmate and your assessor).

A new Customer Service Officer has been employed by the company to replace the one that left unexpectedly. They will join the project team.

You are required to provide support for the new Project Team member by discussing all aspects of the project with them. The Operations Manager will also be attending the meeting.

Keep in mind the new customer service officer will need your support at this stage, so make sure that you understand in what areas they may need assistance, and work with them to find how this can be provided.

During the meeting, you must be very clear about the expected quality of the project outcomes. Keep in mind that this is a new employee, and they are not familiar with the quality expectations that have been outlined during earlier discussions that you have participated in.

It is important that you are also very clear about the importance of meeting the documented timelines. These should be the same as those in the Project Activities & Milestones section of your Project Management Plan. Ensure that the new Customer Service Officer confirms that these timelines can be met.

During the meeting, you are required to demonstrate effective communication skills including:

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

 

4. Set up folders and files.

Create folders for the project as specified in the Project Management Policy and Procedures.

When the project is completed, you will be assessed on whether you have set up the folders and created documents as required.

 

Task-3:

Task summary:

This assessment task requires the student to finalise the project for the development of the website for Native Bush Spices Australia by developing a Project Evaluation Report.

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

What do I need in order to complete this assessment?

• Computer and Microsoft Office
• Access to the Internet for research
• Project Evaluation Brief template. BSBPMG522 SD Project Evaluation Report template (ID 109584)-1.docx

What do I need to submit?

• Project Evaluation Report and file management screenshot

What do I need to do if I get something wrong?

If your assessor sees that you have not completed all parts of the task completely and satisfactorily, the details of re-submission will be discussed with you when you are advised of the outcome of this task. You will only need to redo the parts of the task that are incorrect.

 

Instructions

Carefully read the following:

Complete the following activities:

1. Meet with team to finalize the project.

Review the information above and then meet with your team (your assessor and another student in the role of the Customer Service Officer) to get their input on the project. Your assessor will on a date and time advise this.

At the meeting, outline the project outcomes as above.

Before concluding the meeting, ensure that all project team members have the opportunity to give feedback.

The customer service officer will provide you with some feedback, which you will need to acknowledge and note for your project evaluation report.

Gain verbal confirmation from all team members that they are able to transition to their other tasks following project completion and offer your support of necessary.

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 the required information
• Responding to questions as required
• Using active listening techniques to confirm understanding.

2. Develop a final project evaluation report and finalize record keeping

Ensure that you incorporate the feedback from the team meeting into your report, as well as your own reflections based on the Project Status Report you developed and the scenario information above.

You will also need to ensure that the report makes it clear that training will be required to ensure that staff will be able to complete the required new duties.

Use the Project Evaluation Report template to guide your work.

3. Take a screenshot of your folder and file structures.

This activity requires you to demonstrate that you can file all of your records in a logical structure.

Ensure that you have an overall folder for your work, as well as sub-folders if necessary.

All of the documents you have submitted for this unit’s assessment tasks should be correctly named and filed.

You will be assessed on whether you have set up the folders and created documents as per the requirements of the Project Management Policy and Procedure.BSBPMG522 SD Project Management Policy and Procedure (ID 109585).docx

The screenshot should show all the folders and documents.

4. Send an email to Operations Manager (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 summarize the contents of the attachment and sign off for the project now that it is concluded.

Upload your Project Evaluation Report and screenshot email.

 

Task-4:

Task summary:

This assessment task requires the student to review a number of articles and answer questions about lessons learned.

Answers must be word processed and uploaded along with an accompanying email to the assessor.

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

What do I need in order to complete this assessment?

• Computer and Microsoft Office
• Access to the Internet and the following link: https://www.projectsmart.co.uk/lessons-learned.php (Links to an external site.)Links to an external site.

What do I need to submit?

• An email to the assessor and a document containing the Project Reflections Questions answered.

What do I need to do if I get something wrong?

If your assessor sees that you have not completed all parts of the task completely and satisfactorily, the details of re-submission will be discussed with you when you are advised of the outcome of this task. You will only need to redo the parts of the task that are incorrect.

Instructions

Carefully review each of the articles included at the following link:

https://www.projectsmart.co.uk/lessons-learned.php (Links to an external site.)Links to an external site.

Review the following link:

https://www.projectsmart.co.uk/has-your-project-jumped-the-shark.php (Links to an external site.) Links to an external site.

1. How often should project financials be reviewed and re-forecasted if required?
2. What level of overrun might be acceptable and what is not?

Review the following link:

https://www.projectsmart.co.uk/documenting-lessons-learned-what-have-you-learned.php (Links to an external site.) Links to an external site.

3. What type of lessons learned should be documented?
4. Briefly explain the best time to capture lessons learned from the project and why?
5. Who should provide input into lessons learned?
6. Should project lesson information be stored? Explain why or why not?

Review the following link:

https://www.projectsmart.co.uk/capturing-those-lessons-learned.php (Links to an external site.) Links to an external site.

7. Give three reasons why lessons learned may not be documented.
8. List three areas that it would be useful to include as part of lessons learned.

Review the following link:

https://www.projectsmart.co.uk/undertaking-a-successful-project-audit.php (Links to an external site.) Links to an external site.

9. Explain the purpose of a project audit and when it could be conducted.
10. Briefly, explain three areas of in-depth research could be undertaken as part of the project audit.
11. Create a new Word document and record the above questions and your answers to them in this.

Save this document as Project Reflection Questions.

12. Upload an email to 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 summarize the contents of the attachment.

Upload your Project Reflection Questions and the email.

 

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