Knowledge Activity (Q & A)

Activit Answer each question in as much detail as possible, considering your organisational
y requirements for each one.

1. What is project governance?

Broadly speaking, project governance refers to the rules and regulations used to run a
successful project and puts in place procedures to ensure compliance with these
standards for the smooth running of the project. The rules and regulations will
correspond with the project objectives and be in line with any relevant industry
standards and/or regulatory measures and legislation.

2. Provide three (3) examples of project governance models you must follow in
your organisation.
Following are the three governance models that can be followed in the organization:

BSBPMG521 Learner Workbook V1.0

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3. Explain what each of the governance models are and how they affect your
organisation.
It is important to separate the project organisation chart from the structure of project
governance. The organisation chart sets out each team member’s role and
responsibilities and the management structure of daily project activities, or what needs
to be achieved, whereas the project governance structure identifies how these activities
should be achieved.

4. Identify one (1) method you could use to break down tasks in a project.

Work breakdown structure WBS can be used to break down the tasks in a project.
5. Explain what this method is.

A WBS is a way of breaking down the project into smaller, manageable sections in order
to identify the resources needed for each activity and to allocate roles and
responsibilities for each project team and member. Making it a visible diagram, like the
organisational chart above ensures that subordinates know their own roles and
responsibilities. It also enables you to identify potential risks in each section and put in
place contingency plans should the risk be realised.

6. Which three (3) sections can project objectives be split into?

Project objectives can be split into the following sections:
Project objectives can be split into three sections:
7. Main objective – the main reason(s) for doing the project

8. Additional objectives – indirect results/benefits to the

organisation/community/stakeholders as a result of completing the project
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9. Non-objectives – side effects from the project that may be expected as a result
of completing the project but that will not happen, for example by installing a
new technology system, stakeholders may expect production costs to be
reduced, but this will not happen as the objective was to improve the quality of
the product.

10. What is a SMART objective?

The SMART objectives are:
S – specific, significant

M – measurable, meaningful

A – attainable, achievable, acceptable, action-oriented, agreed upon

R – realistic, relevant, reasonable, rewarding, results-oriented

T – time-based, time-bound, timely, tangible, trackable.

11. How do you think a SMART objective can help to breakdown project
objectives?
SMART objectives can help in breaking down the project objectives in the following
ways:

Specific
The objective is clearly defined and clear to all involved in the goal.

Measurable
There will be various indicators that track how much of the task is complete and clarity
when it is actually complete.

Attainable
There is no doubt that the objective can be achieved.

Realistic
Similar to attainable, but taking into account resources and the ability of those involved.

Time-based
Sufficient time is set to achieve the objective, and not too long so time is not wasted.

12. What is a Gantt chart and how does it relate to project deliverables?

The Gantt Chart is used to graphically display the project’s timeline

including its phases, tasks, milestones and constraints.
The dynamic time scale at the top of the diagram can be used to
scroll forward and back along the project timeline by clicking and
holding directly on the time scale and scroll. The scroll bar at the
bottom of the diagram can be used as well.
The time scale can also be used to zoom out, simply double click
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directly.

The Gantt Chart is displayed in its default style named

Blueberry. It is also possible to display it in the alternate style
named Tangerine.

13. Outline the purpose of the following five (5) stages of a project life cycle.

Explain what is involved in each stage.

Initiation
Planning and design
Execution
Monitoring and controlling
Closing
Initiation
Defining the aims and objectives and the nature and scope of the project.

Usually, a team of people will be employed to define the project and set out in the
project charter the following details:
 Business plan

 Scope

 Objectives

 Deliverables

 Resources needed

 Timeline

 Estimated cost/budget

 Potential risks

 Dependencies.
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Planning and design

Considerable time is spent planning the details of the project and considering all
eventualities so as to effectively manage risk throughout the life of the project.

The planning stage involves:

 Developing the scope of the project

 Developing the work schedule

 Costing the project

 Identifying and recruiting the team

 Identifying deliverables

 Planning for risks and contingencies

 Communication planning.

Execution
The activities necessary to realise the end goal of the project. Project integration plays a
huge role during this process to ensure that all parties involved know what, how, when
and why they should be doing particular tasks.

Monitoring and controlling

The progress of the project is tracked throughout so as to quickly identify and rectify any
problems and is monitored against the management plan for efficiency.

Closing
It is important to officially close a project once it is completed and this is done by
finishing all activities, signing off the project team and signing the contract off with the
customer.

Throughout the life of a project, all activities and resources need to be co-ordinated and
integrated seamlessly in order to achieve the project objectives.

14. Identify and describe the appropriate organisational documentation you would
include in a project charter.
Project documentation may include:
 Agreed project management framework

 Agreed project methodology

 Client or customer requirements

 Concept proposal
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 Contract documentation

 Executive team instructions

 Feasibility study

 Life cycle approval gateways

 Output from prior project.

All documents need to be submitted as a PDF.