BSBPMG522
Project Name
Choose only 1 scenario from task 1
Otherwise, brief description of your project if you decide to choose your own one
Please delete all my highlighted comments or extra resources provided
Part 1: Define the Project
1. As part of your initial assessment of this project, you prepare a project scope plan using the
template in Appendix A.
Appendix A – Scope Plan
Project Name
Project No:
Project Manager
Start date 20/07/20
Background data:
Problem/opportunity
Organisation and
Project objectives
Measureable outcomes set at project beginning that can be reviewed at the end of the project to see if they were achieved. Specify relationship to the organisations objectives>
Project deliverables
In Scope
Out of Scope
Project constraints
Noise
Assumptions
Proposed high-level project timeline
Phase/ stages
Dates
Notes
Planning stage
20/07/20- 3/8/20
· Plan option menus
Decision stage
03/08/20- 05/08/20
Preparation stage
05/08/20- 20/8/20
Delivering stage
72h before party
Proposed high-level budget (costs and human resources)
Contract statement
Stakeholders and
title
Prepared by:
Date:
Approved by:
Date
2. List any questions that will enable you to clarify the project parameters (e.g.: scope, time, costs,
quality, resourcing, risks, legislation, procurement, reporting).
3. Provide an organisational/project structure chart including all stakeholders and the lines of
authority.
Part 2: Develop a Project Plan
1. You need to consult with the project team when planning the project. List 4 aspects on which you
would consult the project team including who you would consult.
2. What legislation will you need to be aware of when undertaking the project? Give two examples.
3. You must now create a project plan (a schedule, budget and risks) – a template is provided in
Appendix B.
Appendix B – Develop the Project Plan
Schedule
Task No
Phases/
Task /
Mileston es
Duratio n
Start Date (based on elapsed)
Finish
Date (based on elapsed)
Sequence/predece
ssors
Resourc es
Unique number. Use the one from milestones/ stages
1.0 planning stage
Meet with client. Look house
2 days
20/07/20
22/08/20
None
1.1
Work on 2 option menus
2 weeks
22/08/20
1.0
Clients references and market availability of products
1.2
Work on wines list
1.0
Clients wine taste
1.3
Work 2 options of deco
1.0
1.3
Work on 2 options
1.0
2.0 decision stage
Arrange meeting with client
1.1, 1.2, 1.3, 1.4
2.1
Prepare food sample and decide
1.1
Risk Register
Risk No
Risk Description
Risk Priority
Risk Mitigation Strategy
1.
Risk of power shortage due to excess of equipment connected
Likelihood= 4
Impact= 4
Risk Rating= 16 Extreme/ critical
2.
Project Budget
Category
Item
Quantity/ number of hours
Cost per item or per hour
Total cost
Labour
Project labours
chef + ass+ 2 waiters
entre
6pax *
$25.00
Deco
Food & wine
6 meal course and wine and cheese
10
300
$3000
Total:
In addition, you need to provide:
• work breakdown structure
Something like that. Please remove picture below and insert your own one!
• a Gantt chart (there are many free Gantt chart tools on the Internet or this may be hand
drawn)
if you want to use it: https://online.officetimeline.com/app/#/new-from-template
• The roles and responsibilities of the Project team. Please do not forget about your roles and responsibilities as a Project manager!
4. Explain how you would obtain approval of your project plan and from whom. Think about all the documents you have developed till now.
Part 3: Administering and Monitoring the Project
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.
2. List two concerns of the project team in this phase of the project and your plans to address these
concerns. One concern should be with respect to achieving timelines and the other with respect
to achieving quality.
3. To reduce the risk of the project going overtime or over budget due to unforeseen problems you
design the project control processes. These are processes – you need to 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
• time
• finances
• resources (human and non-human)
• Quality – or use the Quality template in Appendix C.
• Risks.
Appendix C – Administer and Monitor the Project
Quality Template
Project
Deliverable
Standards or
Requirements
Quality Assurance
Quality Control
ensure build
4. Provide an example Status Report to keep your stakeholders informed of the project progress.
Use the Status Report template provided in Appendix C.
Status Report Template
Project Title:
</p>
<p>Date and reporting period: <DD/MM/YYYY> reporting for <Month/Week etc.> </p>
<p>Author: <Author> </p>
<p>Traffic light: <Red/orange/green> </p>
<p>Accomplishments since the last report </p>
<p>(Deliverables completed, milestones attained, decisions made, issues resolved) </p>
<p>Date Due </p>
<p>Date Completed </p>
<p>Deliverable, milestones, decision or issue </p>
<p><DD/MM/YYYY> </p>
<p><DD/MM/YYYY> </p>
<p><Description of what was achieved – as per project plan> </p>
<p>Upcoming activities </p>
<p>(What the team must focus on achieving throughout the next reporting period) </p>
<p>Date Due </p>
<p>Tasks </p>
<p><DD/MM/YYYY> </p>
<p><What is due to be completed in the upcoming period> </p>
<p>Costs </p>
<p>Budgeted to date </p>
<p>Actuals to date </p>
<p>Comments </p>
<p>$<9999999> </p>
<p>$<9999999> </p>
<p><Reason for any variances> </p>
<p>Summary of issues and variations </p>
<p>Issue/Change No: </p>
<p>Description </p>
<p><Number> </p>
<p><Summary description of any issues or change requests> </p>
<p>Other Comments </p>
<p><Any other information that should be reported to stakeholders> </p>
<p>Part 4: Finalising and Reviewing the Project</p>
<p>1. What financial documentation do you need to complete? What financial records will be important<br />
to archive?</p>
<p>2. The human resources division has requested that you explain the process you will use to reassign<br />
your human resources now that the project is complete.</p>
<p>3. Explain how you will obtain client/stakeholder acceptance that the project is complete.</p>
<p>4. Create a project checklist that allows you to verify the actual project outcomes achieved against<br />
the outcomes as stated in the project scope and project plan. Fill this out – would your project be<br />
considered successful?</p>
<p>5. You have decided to try and involve the project team members in the project review process.<br />
• Who should be involved?<br />
• What input might they be able to provide?<br />
• How will you involve them?</p>
<p>6. What lessons you have learnt during the course of this project? Identify four key lessons and<br />
suggest how you would change your approach to your next project. Use the Lessons Learnt Log<br />
provided in Appendix D.</p>
<p>Appendix D – Review and Finalise the Project </p>
<p>Lessons Learnt Log </p>
<p>Date </p>
<p>Description </p>
<p>Recommended Action </p>
<p>Raised By </p>
<p><DD/MM/YYYY> </p>
<p><Description of the positive or negative lessons learnt from this project> </p>
<p><What action should be taken next time to either ensure this happens again (positive lesson) or does not happen again
(negative lesson)>. </p>
<p><Raised by></p>
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