BSBPMG522 Undertake project work

Assessment Task 1

1. As part of your initial assessment of this project, you need to prepare a project scope plan
using the template in Appendix A.

Project Name Project No: Project Manager: Start date: 1/8/2020

Customer Satisfaction CSS001 Enoch Cheung
Survey
Background data: This purpose of this project is to collect customer’s reviews on our service and
Problem/opportunity products. We plan to implement an improvement plan based of the result of this
survey.
Organisation and
Project objectives - The project objectives are to collect customer’s reviews on our service and
products
- When the project is completed, it helps the organisation to improve on
customer service and product range.
Project deliverables This project is carried out as written survey questions. Majority of the questions are
objectives; whereas some of the questions are subjective to collect customers’
thoughts more accurately.

In Scope A survey questionnaire to be designed to be filled by customers.

Out of Scope The survey is not carried out face-to-face

Project constraints  Number of respondents who participate in the survey.

 The genuine of the customer’s respond

Assumptions All customer respond are true and genuine

Proposed high-level Phase Dates Notes

project timeline Planning phase 1/8/20 – 7/8/20

10/8/20 – 31/8/20
Survey phase

1/9/20 – 14/9/20
Analysis phase

15/9/20- 20/9/20
 Conclusion phase

Proposed high-level
budget (costs and $ 5,000
human resources)
- Human resources
- Paper and printing
- Computer analysis
- Expert analysis
Contract statement This agreement for professional surveying services, made this the day of 1/8/20
, by and between a MyPastries Bakery having its principal business located at
(“Surveyor”), and , a Survey Company having its principal place of business located
at (“Client”). Surveyor and Client may be collectively referred to herein as the
“Parties”. For and in consideration of the following terms, conditions, covenants, and
agreements set forth herein, the Parties here to agree as follows:
Stakeholders and title - Customers
- Survey contractor
- Project manager
- Bakery’s staffs
Prepared by: Date: Approved by: Date
Enoch Cheung 25/7/20 Emilia 28/7/20

2. List any questions that will enabled you to clarify the project parameters (e.g.: scope, time, costs,
quality, resourcing, risks, legislation, procurement, reporting).

- Scope: What is the scope of this project?

- Time: What is the timeframe of this project?
- Costs: What is the budget allocated for this project?
- Quality: How is the quality of data assessed in this project?
- Resourcing: How is resourcing is this project?
- Risks: What are the risks in this project?
- Legislation: What are the legislations applicable in this project?
- Procurement: What is the procurement for this project?
- Reporting: Who do we report to in this project?

3. Provide an organisational/project structure chart including all stakeholders and the lines of
authority.
4. You need to consult with the project team when planning the project. Discuss 4 aspects on
which you would consult the project team including who you would consult with. Once you have
completed consultation, email it to your team. Your email should provide the following
information:
 seek the clarification from the relevant team members regarding issues of the project and
project parameters.
 outline the organisational missions, goals, objectives and operations and how the project
relates to them.
 Outline the other projects within the organisation and explain how your project relates to
the other projects within the organisation

4 aspects on which you would consult the project team including who you would consult with:

 project finances or budget:

A project budget is the total sum of money allocated for the particular purpose of the
project for a specific period of time. The goal of budget management is to control project
costs within the approved budget and deliver the expected project goals.

 procurement requirements associated with project:

Procurement is the act of obtaining goods, supplies, and/or services. Therefore, project
procurement is obtaining all of the materials and services that are required for the project.
Project procurement management encompasses the processes used for making sure project
procurement is successful.

 scope of project:
Project scope is the features and functions of a product, or the scope of work needed to
finish a project. Scope involves getting information required to start a project, and the
features the product would have that would meet its stakeholders requirements.

 time lines:
A timeline is a chronological order of events. In most cases, it is a line with dates, events or
actions. It is very important for project managers to develop skills to build an accurate
timeline.

Email to the team:

From: Enoch@gmail.com
To: Mary@silverbakery.com.au; anthony@ silverbakery.com.au; john@ silverbakery.com.au; lisa@
silverbakery.com.au; ervin@silverbakery.com.au;

Subject: Consultation results regarding the project

Dear project team,

I have conducted a detailed consultation with the relevant stakeholders and below are the
summarised information we required during the project:
  Seek the clarification from the relevant team members regarding issues of the project and
project parameters:

- Unclear project scope:

It seems that the scope of the project is little unclear and undefined. Please review this. Unclear
project scope will directly affect the scope of questions in the survey.

- Design issues:

Questions designed in the survey are correlated closely by the scope of project. As mentioned,
the scope of the project is needed to be reconsidered before the questions can be finalised.

- Skills:
Staffs need to be equipped with skills to engage customers to take part in the survey. Training
should be given to staffs about this. All front staffs have to be familiar with the survey questions
to answer any queries come from the customers.

 Outline the organisational missions, goals, objectives and operations and how the project
relates to them:

Organisational missions: What is your organisational mission?

Silver Bakery is a committed team of talented

individuals who provide superior quality bakery,
pastries and wedding cakes. Our goal is to
provide all of our customers with an unparalleled
product and experience.

Organisational goals, objectives: What is your organisational goals and

objectives?

The goals and objectives of Silver bakery is to

become the most high rated bakery in town. To
have 20% of sales increment each year.

Organisational operations: What are your organisational operations?

The bakery is managed by the boss who is also a

barista. He is helped with 2 bakers, 2 kitchen
staffs and 2 front staffs.

How the project relates to them:
What are the resulted benefits once this project
is completed?
- More understanding the requirement of
customers
- Implement plans to further improve
operational based on customer satisfactions
- Improve and upgrade bakery
  Outline the other projects within the organisation and explain how your project relates to
the other projects within the organisation:

Other projects within the organisation:

- Launch new product lines

- Conduct staff skill performance appraisal
- Conduct customer satisfaction feedback

How your project relates to the other projects within the organisation:

- Help to establish effective project communication management structure:

There are several projects on-going at the same time and they are mostly inter-related with each
other. By being aware and understand other projects, it helps to establish effective project
communication management structure, and makes the team works more cohesively and
effectively.

- Train staffs how to implement projects in a similar way:

There are company’s procedures and guidelines of implementing projects. Staffs are needed to
follow the procedures and guidelines in every projects so they are carried out and reported in
similar way.

- Document records for the implemented project for future usage:

Reporting and document records of a project have to follow the reporting procedures and
guidelines. This is more systematic and easier for auditing in the future.

Please let me know if you have any inquiries.

Kind regards,
Enoch

5. Discuss the legislations, regulations, standards and codes that you need to be aware of when
undertaking the project?

- Anti-discrimination legislation:

Anti-discrimination legislation prevents discrimination against gender, race, sex, disability.

Therefore, the participants of this project have to include all customers, disregard of their
gender, race, social status and ability. This also ensure the result and data gained are more
accurate.

- Ethical principles:

In general, participation in surveys should be on the basis of fully-informed, freely-given consent.

Thus, information on the nature and purpose of the study and other aspects should be provided.
- Privacy laws:

The data collected is protected by privacy law. They are nor to be disclosed to other parties for
other reasons whatsoever.

Assessment Task 2

Develop the Project Plan

Schedule
Task Phases/ Dura Start Finish Date Sequen Require How to
No Task / tion Date (based on ce/pred d allocate and
Milestones (based elapsed) ecessor Resourc obtain these
on s es resources
elapsed)
1 Develop the 5 1/8/20 5/8/20 1 Project
scope of days manage
project r
2 Design survey 10 6/8/20 15/8/20 2
questions days Project
manage
r and
designer

3 Decide survey 1 day 16/8/20 17/8/20 3 Project

method manage
r
4 Printing 1 day 18/8/20 19/8/20 4
Team
member

5 Carry out 30 20/8/20 20/9/20 5

survey days All front
staffs

6 Data 15 21/9/20 5/10/20 6 Data

collection and days analysist
analysis
 work breakdown structure:
  a Gantt chart (there are many free Gantt chart tools on the Internet or this may be
hand drawn):

W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12 W13

Choose xxxx
topic
Research xxxx
proposal
Backgroun xxxx Xxxx
d research
Find/Read Xxx
sources x
Create xxxx Xxxx
survey
Complete xxxx Xxxx
survey
Analyse xxxx xxxx
result

 the roles and responsibilities of the Project team:

Project stakeholders Their roles and responsibilities

clients or customers (internal and external) To participate in the survey, to act as a study
body. Their inputs are to be studied and
analyse to improve the bakery

funding bodies Provide funding and resources in this

project. For example, papers and printing,
hiring analysis company to analyse data etc.

management, employees and relevant key
personnel (internal and external) with
special responsibilities
project sponsor
To carry out individual assigned tasks in this
project.
Provide funding and resources in this
project. For example, papers and printing,
hiring analysis company to analyse data etc.

2. Set up a meeting with your team members to discuss their views and include the views in
the project planning process. At the meeting, you must ensure that you provide the following
information to your assessor:
• Types of documents and other sources of information used in defining the parameters of a
project
• Agreed project milestones
• Project risk identification process
A detailed meeting minutes needs to be submitted as evidence at the end of the meeting
session

Project team meeting minutes

Meeting time: 9.00am
Meeting date: 25/7/20
Meeting participants: Mary, Ervin, Lisa, Anthony, John
Apologies: Andrew
Meeting agenda:
9.00am – 9.15am Meeting introduction and welcome
9.15am – 10.00am Types of documents and other sources of information used in defining the
parameters of a project:

- business case:

A business case captures the reasoning for initiating a project or task. It is often presented in
a well-structured written document, but may also come in the form of a short verbal
agreement or presentation.

- feasibility study:

A feasibility study is an analysis that takes all of a project's relevant factors into account—
including economic, technical, legal, and scheduling considerations—to ascertain the
likelihood of completing the project successfully

- organisation strategic and business plans:

A strategic plan is primarily used for implementing and managing the strategic direction of
an existing organization. A business plan is used to initially start a business, obtain funding,
or direct operations. The two plans cover different time frames as well.

10.00am – 10.30am Agreed project milestones:

- achievement of key tasks and project phases:

The project timeline is Gantt chart is produced, outlining all the key tasks and timeframe of
completion.

- measurement and achievement of set outcomes:

The work and achievement is assessed by range of indicators decided by the project
manager.

10.30am – 11.00am Project risk identification process:

- negotiating an extension of deadline, or redefining completion or quantity or quality of

outcomes:

Things may not be carried out as planned. In situations where deadlines are missed,
- outsourcing some aspects of the project:

11.00am – 11.30am Group discussion

 11.30am – 12.00pmMeeting wrap up and closure

Next meeting: 14/8/20

3. Explain how you would obtain approval of your project plan and from whom.

Project stakeholders How to obtain approval from them

clients - By face to face meeting

funding body - By email

management - By board meeting voting

project sponsor - By presentation

Assessment Task 3

1. To maintain and improve the progress of the project all stakeholders must be aware of their
responsibilities and the tasks assigned to them. Discuss how you will ensure that this occurs.

- regular project team meetings:

Regular meeting is organised every week and should be attended by all project team members.
This meeting is to report on the progress and discuss any issues or difficulties faced, so that we
could find the solutions together.

- supervision, mentoring and coaching:

Manager or mentor or project leader should supervise and coach team members. They should
review team members’ works and progress regularly.

2. List at least THREE concerns of the project team in this phase of the project and your plans to
address these concerns. At least one concern should be with respect to achieving quality and at least
the other with respect to achieving timelines.

THREE concerns of the project team Plans to address these concerns

- Communication breakdown
- The project doesn’t start on time
Address issues immediately and openly. Set clear
expectations and recognise and respect personal
differences.
Design a workflow chart and timeline. Organise
weekly meeting to check on progress.

- Staffs are lack of productivity Check what the issues are causing lack
productivity. Manager and team leader should
train and empower their members if lacking of
knowledge and training is the issue.
3. To reduce the risk of the project going overtime or over budget due to unforseen problems you
need to design the project control processes, which include the relevant stakeholders, what they
need to do at each step and when as well as required record keeping for managing/executing the
project (to make sure the project goes to the plan) – approx. three or four lines per dot point for:
 Scope – this includes how you stay in scope as well as what happens if the client requests a
change to scope
 time
 budgets
 resources (including human and non-human)
 quality – or use the Quality template in Appendix C.
 risks.

Risk factors How to reduce this risk

Scope - Outline the purposes
- List deliverables
- Create workflow
- Insist on change forms

Time - Reserves time for unexpected issues

- Break down the project into smaller tasks
- Review the Project's Progress Frequently.

Budgets - Set a realistic budget in the beginning.

- Avoid scope creep.
- Track staff time.
- Know your effective bill rate.

Resources (including human and non-human) - Make electricity use more efficient.
- Use more renewable energy.
- Promote sustainable fishing rules.
- Avoid single-use plastics

Quality - Stick to project requirement

- Follow project process
- Project de-brief
-
Risks - Clarify the requirements.
- Get the right team.
- Communicate and listen.
- Assess feasibility.

4. Provide an example Status Report to keep your stakeholders informed of the project progress.
Use the Status Report template provided in Appendix C
Quality Template

Project Deliverable Standards or Requirements Quality Assurance Quality Control

Documenting customer Monitoring the quality of the products Monitor specific project products to Determine if measurement of quality is
expectations and and services produced by their determine if they meet performance appropriate by evaluating overall
consensus quality team members serving on PDTs or the measurement thresholds defined in the performance on a regular basis to insure the
management objectives contractors they use to quality management plan project will satisfy customer quality
at a project-level that supplement their in-house capability expectations
supports the
implementation of the
project
Utilizing the expertise of Project Execution & Control Teaching, coaching, mentoring and training Activity/Schedule Development
their project delivery staff so that they have technically competent
teams to determine the staff to assign to the project
procedures necessary
(such as independent
technical review) to
achieve the target level
of quality
Participating in selection Project Scope & Customer Requirements Project Execution, & Control Phase Project Execution, & Control Phase and
of outside consultants Definition Project Planning Phase
and service/goods
providers to ensure they
are qualified to perform
assigned work
Assigning team members Determine what will be quality on the Resource Estimate Development Project Delivery Acquisition Strategy
to project teams project and how quality will be measured
commensurate with their
ability and experience
Ensuring that there are Organizational Quality System Develop an effective plan and processes, Develop performance measure thresholds
processes in place and Requirements including quality assurance and quality to ensure agreement on the definition of
Project Deliverable Standards or Requirements Quality Assurance Quality Control

qualified staff or control procedures, to achieve objectives. success relative to Quality Objectives
contractors are available Consider risk/hazard factors and complexity
to guarantee that an of the project and adapt processes to provide
independent technical the requisite level of quality.
review is conducted
5. Email the project control report and status report your team members. Your email should
briefly state the project summary and status.

From: Enoch@gmail.com
To: Mary@silverbakery.com.au; anthony@ silverbakery.com.au; john@ silverbakery.com.au; lisa@
silverbakery.com.au; ervin@silverbakery.com.au;

Cc: ceo@silverbakery.com.au

Subject: Notification of project control report and status report

Dear project team members,

Please see the attached project control report and status report. I would also like to inform you the
project summary and status.

Project summary:

 This project is to collect feedbacks from customers using survey method. The data is to be
used as basis to improve the bakery in the future.
 The project takes about 2 months in total. From 1/8/20 until 30/9/20.
 The budget allocated for this project is about $5,000.

Project status:
 Incomplete but progressing well

Should you have any inquiries please let me know.

Kind regards.
Enoch

6. Conduct a risk management plan to ensure project outcomes are achieved.

 changing roles and responsibilities within project team:

People who involves in the project might change in the middle of project. Hence, the roles
and responsibilities of personnel might change. To ensure that the project will still carry on
without any turbulence, every team member has to have some kind of understanding of
each role.

 reducing costs:

Financial has to always ensure budget to be used correctly and as planned. When comes to
areas that can save cost, the money saved is to be used as emergency financial contingency
plan.
7. Discuss the factors preventing your team to achieve the project deliverables and explain how
you would address them.

Factors preventing your team to achieve the project deliverables include:

Factors preventing your team to achieve the
project deliverables
- teams and interpersonal dynamics
How you would address them
Team dynamics and interpersonal relationship
affect the work directly. Good relationship
between co-workers increases work
effectiveness. In order to address this, team
building activities should be organised at least
once a month.

- physical location of program project
managers, personnel and equipment
In the current lockdown situation, it affects the
work progress as workers are required to work
from home. Organise online meeting when
required will help to move the project when
everyone is not in the same working
environment.

- computing support and integrated The last part of the project, which is data
computer networks analysis, requires professional. Outsource from
other data analysis company will help in this
part.

Assessment Task 4

1. What financial documentation do you need to complete? What financial records will be
important to archive? With the financial documentations and records you have completed and
collected, how would you ensure their accuracy?

Financial documents include:

- Electronic banking
- Orders
- Service statements
- Invoices and receipts

Financial records include:

- Balance sheet
- Income statement
- Cash flow statement
-
How would you ensure their accuracy:

- Applicable provisions of legislative and organisational requirements relevant to operating a

security database are identified and complied with.
 - Ergonomic and conservation issues are identified and appropriate risk control measures
implemented in accordance with Occupational Health and Safety (OHS) guidelines.
- Appropriate software and hardware is identified to meet task requirements and installed in
accordance with manufacturer's instructions.
- Virus protection is monitored, maintained regularly updated to ensure the continuous
integrity and protection of data.
- Database storage, security and access requirements are identified and complied with to
ensure the confidentiality and security of data.
- Established housekeeping, maintenance and back -up procedures are identified and
conducted on a routine basis.
- Stand-by database and alternative strategies are identified and implemented as required to
address operational faults and deficiencies in database systems.
- Data entry , output and presentation requirements are identified and complied with in
accordance with assignment instructions.
- Data is obtained from verifiable sources, checked and monitored for variations in data
quality.
- Data is entered, checked for accuracy and updated as required.
- Errors and lags in data processing or discrepancies are identified, diagnosed and reported.
- Complex faults or repair requirements outside area of responsibility or competence are
reported for specialist assistance.
- Measures to improve database content, interfaces or effectiveness are identified and
confirmed with relevant persons.

2. Now that the project is completed, you are required to design the process you will use to re-
assign or transit your team members.

- Review staff skills and knowledge for task reassignment:

Review all staff skills to check if every staff is competent for their roles and responsibilities.
This can be done by checking their work quality, time spent and budget used.

- Discuss with management to determine the reassignment tasks:

Tasks have to be relisted down assigned to suitable person. After each task and role listed, it
has to be discussed with manager and assign to worker.

- Explain to staff about the reassignment tasks:

After reassignment is decided and announced, discuss with them about their new reassigned
task and see if they have any questions.

- Get the management to sign the contract of reassignment:

After everything is settled, get them to sign the contracts.

- Meet with new supervisor to discuss the new reassignment:

3. Explain how you will obtain client/stakeholder acceptance that the project is complete.

- Written evidences of acceptance from the stakeholders

- Sign off contract provided by the stakeholders

4. Create a project checklist that allows you to verify the actual project outcomes achieved against
the outcomes as stated in the project scope and project plan. Fill this out – would your project be
considered successful? Why?

Project requirements Checklist

Have all required sections been addressed in the Project Plan?  Yes  No
Define project scope  Yes  No
List tasks  Yes  No
Task assignment  Yes  No
Group meeting and discussion (weekly)  Yes  No
Project review  Yes  No
Planning for next project  Yes  No

5. You have decided to involve the project team members in the project review process.
 Who should be involved?

- Project clients
- Staffs
- Management

 What input might they be able to provide?

- Team management skills: Time management means working efficiently, and employers in every
industry look for staff that can make optimal use of the time available to them on the job. Saving
time saves the organization money and increases revenue.
- Staff transition training: create and encourage two-way communication to engage employees.
This differs from the way many organizations handle change, which is to focus solely on one-way
communication coming from management in the form of telling employees what to do or what
is happening. Often, one-way communication is vague or incomplete, leaving employees uneasy,
unsure, and uninformed about what is happening and how it may impact them.
- Communication strategy improvement: Organizational leaders can learn through listening about
issues or concerns before they become formal grievances or lawsuits. They can also discover
potential employee relations issues and learn about attitudes toward terms and conditions of
employment.

 How will you involve them?

- By email: Email can help to reach anyone, anywhere in the world, instantly. A fax can get
stopped by a busy phone line, a phone call may go to voice mail and a letter sent by standard
mail will take days to reach its destination. Many business people spend their time in front of
their computer, or make time to access their email several times a day. An email is a way to get
important information to a business associate quickly.
- By face to face meeting: Face-to-face communication allows efficiency in channelling of
information from the speaker to the listener. It allows the listener to not only hear information
but also observe carefully on the speaker’s body language, facial expressions, and gestures.
These visual cues generally improve the ability of two persons to effectively communicate with
each other without missing a hint of the message.
- By group meeting: Lack of information can be very harmful to an organization. This can result in
failure of the managers to share vital information with the members. Whether it is face-to-face
or online meeting, every member of the organization will have a chance to participate.