Undertake Project Work - Assessment Guide

This assessment guide provides information on the assessment for BSBPMG522 Undertake Project Work, including knowledge questions and a simulation. It covers project management tools, documents used in project parameters, risk identification and management, and legislative requirements.

2BSBPMG522 UNDERTAKE
PROJECT WORK CORE

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Student Assessment Guide
BSBPMG522
Undertake Project Work

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Table of Contents
1.Assessment Information.....................................................................................................................................................................5
2.Assessment Event 1 – Knowledge Questions......................................................................................................................................7
3.Question 1 .........................................................................................................................................................................................7
4.Question 2..........................................................................................................................................................................................7
5.Question 3..........................................................................................................................................................................................7
6.Question 4..........................................................................................................................................................................................9
7.Assessment Event 2: Perfect Coffee - Perfect Interns Simulation....................................................................................................10
8.Task 1: Define the project................................................................................................................................................................10
9.1.1 Access relevant documentation and identify project stakeholders.............................................................................................10
10.1.2 Identify scope and reporting requirements..............................................................................................................................10
11.1.3 Seek clarification......................................................................................................................................................................10
12.Task 2 Develop Project Plan..........................................................................................................................................................11
13.2.1 Develop draft Project Plan......................................................................................................................................................11
14.2.2 Identify and access a project management tool to schedule the project..................................................................................11
15.2.3 Formulate a risk management plan.........................................................................................................................................11
16.2.4 Develop project budget............................................................................................................................................................11
17.2.5 Consult team members.............................................................................................................................................................12
18.2.6 Finalise the Project Plan..........................................................................................................................................................13
19.Task 3 Administer and monitor Project ........................................................................................................................................14
20.3.1 Implement and monitor plan....................................................................................................................................................14
21.3.2 Take action to ensure team members are clear about responsibilities....................................................................................14
22.3.3 Provide support for team members .........................................................................................................................................14
23.3.4 Establish and maintain record keeping systems .....................................................................................................................16
24.3.5 Undertake risk management as required.................................................................................................................................16
25.3.6 Complete and forward project reports.....................................................................................................................................16
26.3.7 Achieve project deliverables....................................................................................................................................................16
27.Task 4 Finalise Project..................................................................................................................................................................17
28.4.1 Complete project documentation.............................................................................................................................................17
29.4.2 Transition of team members ....................................................................................................................................................17
30.Task 5 Review Project....................................................................................................................................................................18
31.Lessons Learnt in consultation with team members......................................................................................................................18
32.Appendix A: Perfect Coffee - Perfect Interns Simulation..............................................................................................................19
33.Simulation Background..................................................................................................................................................................19
34.Simulation Phases..........................................................................................................................................................................19
35.Your Role in the Simulation...........................................................................................................................................................19
36.Phase 1:..........................................................................................................................................................................................19
37.Phase 2:..........................................................................................................................................................................................20
38.Phase 3:..........................................................................................................................................................................................20
39.Simulation Setup.............................................................................................................................................................................21
40.Assessment Conditions for the Observations.................................................................................................................................24
41.Appendix B: Observation Check Sheets.........................................................................................................................................25
42.Observation Check Sheet 1 – Planning the Project.......................................................................................................................25

43.Observation Check Sheet 2 – Lessons Learnt................................................................................................................................27

1. Assessment Information
Welcome to your Student Assessment Guide for BSBPMG522 Undertake Project Work. This Guide
provides you with information on the assessment particularly what you have to do and to what level of
performance.
This assessment has the following two events:
To complete the Simulation, you will need to refer to the following resources:
Remember, you do not type your responses in this Student Assessment Guide, but use the Student
Assessment Workbook, which is a separate document. This document is simply a guide to explain what you
are required to do, and by doing so, this will assist you to perform at your best.
Please note that your responses for both assessment events can (where appropriate) use dot point format. See
below for an example of a dot point response and a full sentence response.
Assessment Event 1 – Knowledge Questions
There are four questions that will provide us with evidence of your general knowledge of tools,
documents, processes, and legislative context in relation to undertaking a project.
This assessment is completed in your own time and by a submission date provided by your Assessor. You
may use support material in the development of your responses, but you must indicate the source. In
addition, you must not ‘cut and paste’ content from your source, rather, use your words, unless it is a
direct quote.
Assessment Event 2 – Simulation: Perfect Coffee-Perfect Interns
You will complete a number of tasks that will provide us with evidence of your skills with planning,
implementing, monitoring and finalising a project. These tasks will be based on your role of Lead Project
Officer in a simulation that provides strategies for the professional development of interns in an
organisation called Perfect Coffee.
Business Case Provides background to the simulation (Task 1.1).
Project Charter Template You will enter the parameters of the project (Task 1.1, 1.2,
3.1, 3.5).
Stakeholder Register and Communications Plan Template You will table how and when you will communicate with
key stakeholders of the project (Task 1.2, 3.6).
WBS Template You will produce a work breakdown structure (WBS) that
is aligned to your Project Charter (Task 2.1, 2.2).
Project Plan Template You will enter strategies, tasks and outcomes achieved in
the implementation of the project (Task 2.1, 3.1).
Risk Management Template You will identify risks and table strategies to address
potential issues. It includes a numerical model for risk
ranking (Task 2.3, 3.5).
Budget Plan Template You will identify costs and lists actual expense in the
implementation (Task 2.4).
Project Completion Report Template You will summarise the results achieved at the end of the
project (Task 4.1).

Performance required
 complete all of the questions and tasks listed in the Student Assessment Workbook
 meet all the requirements listed in this Student Assessment Guide
 your responses to the questions and tasks must be relevant, accurate and specific
 submit your completed Student Assessment Workbook to your Assessor within the set timeframes
 your work must be in your own words
 where you use an external source of information, you must provide citation.
Please be aware that your Assessor is here to provide you with the necessary support throughout the
assessment process. If you have questions, then contact them for guidance.
Dot point format Presentation Plan includes the following:
 outcomes
 needs of the audience
 context.
Full sentence format When you are preparing for a Presentation, there are a number of tasks that must
be carried out. These are; listing the outcomes that you want to achieve, followed
by the identification of the needs of your audience. When you have completed
these two tasks, you then check on the room you will be conducting the
simulation in etc.

2. Assessment Event 1 – Knowledge Questions
The information contained in this assessment event lists the questions that you will need to develop a written
response. These questions are theoretical and provide evidence of your understanding of tools, documents,
processes, and legislative context in relation to undertaking a project work. Each question includes the
requirements which indicate what you have to do and the depth of your response to achieve a satisfactory
result.
1. Question 1
Using the table, list examples of project management tools and explain how they contribute to a project.
R 1. list five project management tools
R 2. for each tool, provide a brief summary on how they are used in project management
R 3. word count is approximately 25 words per tool.
2. Question 2
Using the table, outline types of documents used in defining the parameters of a project.
R 1. list four documents
R 2. provide an explanation on how it defines the project
R 3. word count is approximately 25 words per document.
3.
Q
uestion 3
Explain the processes for identifying and managing risk in a project.
Project management
tool
How it contributes to a project
PERT chart This is mainly used in terms to undertake the project evaluation and review
techniques. Thus, primary purpose is to plan and schedule the entire project
and to track implementation phase.
Calendar It is termed out as the time based project management tool that is one of the
easiest way to understand. However, this aids to better manage the work of
daily, weekly and monthly.
Timeline It is defined as the project management tool that aids to tract out the progress
of project.
Work breakdown
structure
This is defined as common project tool that assist to visualise the scope of
work by breaking the project within individual component that can be
effectively scheduled.
Status table This is defined as an effective tool that is used to track the progress of project.
It puts the major focus over status and complete progress.
Source of
information
Explanation
Time This is defined as project deadline and also termed out as the most significant
parameters. It aids to define the relationship between budget and deadline.
Cost It is mainly responsible for ensuring that the budget is not overspent and that
income is raised as per the plan.
Quantity There are some projects that has no quantify parameters and this mainly focused
on quantify results.
Quality The quality factors mainly applied to inputs to outputs to outcomes and to
possesses that aids to achieve the outputs.

R 1. explain the process used in identifying the risk
With the use of SWOT analysis tool, there can be ease to undertake the systematic risk identification with
focus on components as evaluating strength, weaknesses, opportunities and threats.
R 2. explain the process in managing the risk
Risk management is defined as the process that aids to undertake the functions as identifying, monitoring
and managing the potential task that helps to minimize the negative impact an organization have. Therefore,
potential risk will be inclusive of security breaches, data loss, cyber attacks and system failures etc.

4. Question 4
Use the table to outline the legislative requirements when managing a project.
R 1. list and explain three legislations that are relevant to project management:
 one of your legislations must be related to WHS
 these legislations must be accurate in terms of name and date
 explanations must cover how it would be used to assist in project management
R 2. word count is approximately 25 words per legislation.
Legislation Explanation
Health and safety It is framework that is mainly framed out in terms to protect the
health, safety and welfare of the all workers. This also protects the
health and safety of the other people that might be affected by work.
Equality The main aim of equality is to carry out the working activities in
equitable manner. No discrimination needs to be made on the following
grounds such as sex, age, culture etc.

3. Assessment Event 2: Perfect Coffee - Perfect Interns Simulation
In this assessment, you will undertake a number of tasks associated with planning, consulting, implementing
and finalising a project for the professional development of Perfect Coffe-perfect Interns. In this simulation
you will perform the following actions:
 define the project
The present report is based on business activities of perfect coffee. It will provide friendly,
comfortable atmosphere in which customer can receive the quality food, service and entertainment
at reasonable price.
develop a project plan
Planning- The planning of the project begin with the budget figures and estimated data of
completion of project. Therefore, planning is inclusive of scope and formal approval from the
authorities of the entity.
Execution of the project- It is phase that provides information in relation to schedule, cost and
commitment towards the formulating of project. It can be done by assembling the team on board
and speed up the functioning of the enterprise effectively.
administer and monitor the project
The monitoring and controlling can be performed with help of reliability and speed of the test that
indicates the exposures to reside in and this built as per the norms mention under the proposal.
finalize and review the project.
The closure of the project defined defines the final stage at which the evaluation of building and final
test can be performed.
5. Task 1: Define the project
6. 1.1 Access relevant documentation and identify project stakeholders
Stakeholder is defined as either an individual, group and organisation that can be impacted with the
outcome of project. Therefore, they are individuals who have interest in success of project and can be within
or outside the enterprise that is sponsoring the project. Therefore, the stakeholder are defined as-:
 Project manager- This is defined as term in which person is responsible for managing the project.
 Project team- It is defined as group of people who are performing the work of project.
 Customers- This is inclusive of the individuals or enterprise that make the use of project product or
outcome.
 Supplier- An individual or establishment that offer any type of supply that is essential to completion
of project.
 Government- Which is authorises the realization of the project or might be and end of line consumer
of the product and service.

4. Stakeholder Register and Communications Plan
7. 1.2 Identify scope and reporting requirements
R 1. populate the remainder of the Project Charter Template:
 Project scope and objectives- The main aim of project is to undertake the business plan on
the business activities of perfect coffee. this is entity that will offer the quality food, service
and entertainment at a reasonable price.
 Roles and responsibilities- The role and responsibilities is as to target the customer and to
make the effective business plan that can aids to gain competitive advancement.
 Deliverable , milestones and metrics- In this, the deliverable, milestones and key metrics
needs to be made to identify the requirements of the business plan. Under this, Business
Owners operate their own companies and handle responsibilities such as creating business
plans, arranging financing, hiring staff, reviewing sales, developing marketing strategies,
overseeing daily activities, and identifying business opportunities.
 Resources required- To make the coffee business successful the entity needs to have the
resources such as man, labor, capital, fund etc. Thus, equipment will be covered as Drip
coffeemakers, coffee presses, coffee beans water filtration system etc.
R 2. populate the Stakeholder Register and Communications Plan Template
Stakeholder
1
Stakeholder
2
Stakeholder
3 Results Comment
Role Shop owner Suppliers Project team This aids
to build the
easy
communic
ation and
it must be
used to
avoid the
misunderst
anding.
Therefore,
the issues
must be
resolved at
the lowest
level of
manageme
nt.
Internal/External Internal External Internal
Interests
To carry out
working activities
of the enterprise.
To offer
distribution
services to
customers.
To manage the
project related
work
effectively.
Contribution
Daily status
report and
discussion on
monthly progress
report
To discuss on
change
request in
terms to
contract
Discussion on
monthly
progress and
estimating the
completion of
report.
Influence High Low Medium
Level of
Importance
High Medium Medium

(Low, Medium,
High)
Deliverable
Daily report and
performance
report.
Monthly
progress
report
Confidential
progress
report
Method of
communication
Face to Face E-mail Face to face
Channel Whats'app email
and SMS.
Meeting Meeting
Frequency Weekly Monthly weekly
8. 1.3 Seek clarification
seek clarification from HR Manager on:
 relationship of this project to other organizational projects
 resources available to undertake the project
confirm approval to develop Project Plan:
 email your completed Project Charter to the HR Manager
 within this email, request approval to proceed
 modify your Project Charter in light of your manager’s feedback
 seek final confirmation of project scope
 this modification must be aligned to the feedback
9. Task 2 Develop Project Plan
In this task, you will develop and finalise your Project Plan in consultation with stakeholders.
These stakeholders are the members of the Team and the Manager of HR of the simulated
organisation. For more information on this please refer to the section titled “Simulation Set Up” in
the Appendix A.
10.2.1 Develop draft Project Plan
R 1. develop a work breakdown structure (WBS) using the parameters from the approved Project
Charter:
 populate the WBS template (see separate attachment)
 There must be a minimum of three parent tasks
 Each parent task must include a minimum of four subtasks
 The project baseline must be relevant, realistic and feasible to your strategy

11. Identify and access a project management tool to schedule the project
produce a Gantt Chart based on the WBS:
Task Name Duration Start Finish Predecessors WBS
Project planning 2 days Fri 9/18/20 Mon 9/21/20 1
Defining induction
purpose 2 days Fri 9/18/20 Mon 9/21/20 1.1
Define project
parameters 3 days Tue 9/22/20 Thu 9/24/20 2 1.2
Developing
preliminary integrated
schedules
1 day Fri 9/25/20 Fri 9/25/20 2,3 1.3
Schedule designing 2 days Mon 9/28/20 Tue 9/29/20 4,2 1.4
Discussion on budget 1 day Wed 9/30/20 Wed 9/30/20 4,5 1.5
Approval from
authority 1 day Thu 10/1/20 Thu 10/1/20 6 1.6
Draft event program 2 days Fri 10/2/20 Mon 10/5/20 7,2 1.7
Implementation 2 days Thu 9/24/20 Fri 9/25/20 2
Guest list preparation 1 day Tue 10/6/20 Tue 10/6/20 8 2.1
Prepare
communication message
for the academic year
students
3 days Wed 10/7/20 Fri 10/9/20 10 2.2
Produce attendance list 2 days Mon
10/12/20 Tue 10/13/20 11 2.3
Fund allocation 2 days Mon
10/12/20 Tue 10/13/20 11,2,8 2.4
Setting technical team
for arrange sound and
speakers for induction
program
1 day Wed
10/14/20
Wed
10/14/20 12,13 2.5
Program 3 days Thu 10/1/20 Mon 10/5/20 3
Drafting of induction
program 1 day Thu 10/15/20 Thu 10/15/20 14 3.1
Host confirmation 2 days Fri 10/16/20 Mon
10/19/20 16,2,8,14 3.2
Organization
accommodation
facilities
2 days Tue 10/20/20 Wed
10/21/20 17 3.3
Communication 1 day Thu 10/22/20 Thu 10/22/20 18 3.4
Print invitation 3 days Fri 10/23/20 Tue 10/27/20 19,2,16 3.5
Post event promotions 2 days Wed
10/28/20 Thu 10/29/20 20 3.6
Closure 1 day Sat 10/10/20 Sat 10/10/20 4
End of project 1 day Fri 10/30/20 Fri 10/30/20 21 4.1

12.2.3 Formulate a risk management plan

2.4 Develop project budget
R 1. create a project budget using the blank Budget Plan Template:
All tasks of the template must contain forecast costs-:
In order to undertake the project successfully, the all forecasting will be done primarily
so that better results can be produced.
These costs are for manpower, materials and overheads
 Manpower cost- 500£
 Materiel cost- 450£
 Overheads- 300£
R 2. word count is not critical.
13.2.5 Consult team members
R 1. project team will hold a meeting with a total duration of 90 minutes
Risk Risk Risk
Area Likelihood Impact Consequence
Risk
Rankin
g
Risk Level
1
Project
schedulin
g
conflicts
Busines
s Very high Serious
Difficult to
determine if it
occurs.
5 High
2 Equipme
nt failure
Manufa
cturing Medium Low
It can have
huge impact on
operational of
enterprise
3 High
3 Personal
injury
Busines
s High High
This can leads
to impact an
individual and
working of
enterprise.
4 High
4
Loss
digital
data
Busines
s High High
It can leads to
theft entity
crucial
information.
5 High
5
Data
logger
failure
Busines
s High Medium
It can have
huge impact on
the working of
enterprise
4 High

The status review meeting needs to regularly scheduled to exchange the information about the
project. In the most of projects, status review meeting needs to be held at varied frequencies at the
different levels.
R 2. in this meeting, the team member will take a leadership role for their chosen initiative:
 each project leader facilitates input on their Project Plan from the other two team
members
The project leader of each team will facilitate the effective project plan so that all things
can be carried out effectively and efficiently.
 this session has a duration of 30 minutes per Project Leader
Each team meeting will be conducted in the duration of 30 minutes.
R 3. word count is not critical.

14.2.6 Finalise the Project Plan
R 1. email your completed templates and plans to the HR manager:
 within this email, the you will request feedback and/or gain approval to proceed
 if feedback recommends improvements, you will modify your templates/plans in
light of the feedback
Hi,
I would like to discuss taking on a department of project.
As of now, I am currently working on projects. These are on track to be completed by next week. I
have made all the details in regards to project management plan. However, I have a bit of doubts in
relation to project management plan. I have attached the all task along with the project, I want to
go through it and review it. If there is any feedback relate to it, kindly let me know so that I can
make changes as per it.
Thank you.
R 2. How you will seek final confirmation of your Project Plan.
After, obtaining the feedback about the improvements about the all crucial changes. The final
project plan will be given to project manager.

15. Task 3 Administer and monitor Project
In this task, you will implement your project with your two team members and actively record
findings using the relevant templates provided. Based on the results achieved, you will make
decisions on issues as they arise and record these activities. This will require you to conduct
meetings with your team which will be used in the monitoring of your Project Plan. For more
information on this refer to the section titled ‘Simulation Set up’ in Appendix A.
16.3.1 Implement and monitor plan
Parent
Task Subtasks
Role
(responsi
ble)
Resource
s Needed Date Outcome
s required
Outcomes
achieved Comment on Variance
Project
plannin
g
Define
project
parameters
To plan
project
activities
and tasks
Project
charter 9/18/20 Project
plan Project plan No comment
Schedule
designing To
develop
schedule
Project
managem
ent tools
9/28/2
0
Project
activities
and
duration
Project
schedule No
Discussion
on budget
To
analyse
report
and
prepare
budget
Computer
systems 9/30/20
Direct
and
indirect
cost
incurred
Budget
prepared No
Implem
entatio
n
Prepare
communica
tion
message
Develop
communi
cation
strategy
Stationer
y 9/24/20
Communi
cation
tools
Confirmation
letter No
Progra
m
Drafting
of induction
program
Conduct
meeting
Board
room,
projector
10/1/20 Overview
of project
Induction
draft No
Closure Closure of
project
Closing
project
Project
charter
10/30/2
0
End of
project
in
deadline
Project
closure no
R 1. implement and monitor the Project Plan:
 implement the tasks listed in the WBS

 enter results into the Project Plan
 enter variance comments
R 2. record actual expenses in the Budget Plan:
 where there is variance between forecast and actual, you must provide your rationale in
the commentary section of the Project Plan
R 3. word count is not critical.
17.3.2 Take action to ensure team members are clear about responsibilities
To
Team members
This is to inform you about your roles and responsibilities which are assigned. Each member will
play different roles in project stage. However, each member will have to complete task in specified
time period. Also, for any inquiries please contact or revert back on this. In this mail there is
attached document of project plan.
Yours faithfully
Project manager
R 1. hold a meeting and allocate roles and responsibilities to each team member:
 make notes on what is agreed at this meeting
 these agreements must align to the project plan and WBS
R 2. request confirmation that they understand their roles and responsibilities:
 send an email to both team members confirming responsibilities
 attach evidence of these emails in your Student Assessment Workbook.
18.3.3 Provide support for team members
To
Team members
This is to inform you that in case of any required support you are free to contact me to it. Moreover,
there is some extra resources backed up for your support. however, you can consult as well with me
for any guidance regarding project task or activities.
Yours faithfully
Project manager
R 1. at the meeting, ask team members if they require support:
 document response

 seek clarification if required
R 2. develop a support strategy (if required) for each team member:
 minimum of one strategy must be documented
 strategy must be aligned to the needs of team members
R 3. email strategy(s) to team members:
 email confirms time and place for the strategy to be implemented
 includes outcomes expected
R 4. send follow up email that includes:
 a summary of what is achieved in the support session
 confirmation that all needs are met and if not what further support is required
R 5. attach evidence of this email exchange in your Student Assessment Workbook
R 6. word count is not critical.

19.3.4 Establish and maintain record keeping systems
R 1. develop an electronic filing system for your project, which must:
 be cloud based to ensure easy access by all team members and other stakeholders
 be intuitive so that all stakeholders can use
 have has a logical hierarchical structure for each project document
R 2. maintain files:
 all documents are in correct folders
 all documents are current and complete
R 3. produce screen shots of your record keeping system and attach to your Student Assessment
Workbook
R 4. word count is not critical.
20.3.5 Undertake risk management as required
R 1. review results achieved and identify variance
R 2. document explanations in the Project Plan
R 3. implement contingencies
R 4. document contingencies for these variances in the ‘Recovery Procedures’ section in the
Project Plan
R 5. word count is not critical.
21.3.6 Complete and forward project reports
To
The HR manager
390, Times Square
Respected Sir/ Mam
As discussed it has been said that a project is undertaken to develop a perfect coffee interns
which will be useful in serving coffee. the project plan is been developed along with risk
management plan. each member has been assigned their roles. However, resources are also
allocated to them.
It is required for team member and HR manager to provide support and guidance in
completion of project.
Yours sincerely
Project manager

R 1. send email to HR Manager and to team members:
 email contains summary of latest information including any risk initiated
 email contains the share link to the project documents
 information contains covering explanation and makes four key points
R 2. Make entries in the Stakeholder Register and Communications Plan when report is sent:
 the template contains results and comments
R 3. email exchange must be attached to your Student Assessment Workbook
R 4. word count is not critical.
22.3.7 Achieve project deliverables
R 1. review WBS, Project Plan and Budget Plan and produce a document that includes:
 objective
 statement on planned deliverables and actual deliverables
 strategies achieved
 specific processes within each strategy
R 2. strategy has a word count of 300 words at a minimum.

23. Task 4 Finalise Project
In this task, you will formalise the completion of your project. In addition, you will discuss
potential roles to your HR Manager for future team members based on their skill acquisition.
24.4.1 Complete project documentation
Project title and objectives:
Project results overview:
Project Outcomes
Deliverable Budget cost() Final cost()
Prepare project plan 350 325
Design structure 200 210
Analyst of technical requirements 150 140
Software development 200 210
System design 250 270
Creating resource requirements 200 160
Totals 1100 1315
Issues and Risks Summary
Issues/Risks
(arose during the lifecycle of the project)



Issues/risk Action taken
Equipment failure In order to cope with it, the entity needs to build
the strategies that can assist to cope with the
requirements of equipment failure.
Lack of resources In order to cope up with, the entity needs to make
effective handing of fund requirement so that
resources can be arranged effectively.
Unskilled labour workforce In order to cope up with, training must be given to
employees so that can able to carry out their work
efficiently.
Loss of digital data To cope up with it, the entity need to develop the

effective security mechanism that can helps handle
the issues and deal with following requirements.
25.4.2 Transition of team membersR 1. draft a report to the HR Manager on staff transition:
include in the report, a summary statement of what is achieved
The present report is based on the activities Perfect coffee. In order to build the project
management activities in this regard, the entity needs to arrange the resources, funds, man, material
etc. In this project plan, stakeholder activities has been framed out so that overall things can eb done
effectively and efficiently.
include roles taken by team members
The project manager has taken the several role that played team managers as are-:
 Contributed to overall objectives of project.
 They have completed individual deliverable.
 This provide expertise.
 It document the overall process.
It works with users to determine and to meet the needs of business.
Include skills learnt by team members
By working in the project management, individual can able to enhance the skills such as
communication, interaction, time management etc. It allows the team members to get interact with
one another and to do the things effectively.
Include three strengths and three areas for further development of each team member.
Strength (Team member) Areas of improvements (Team member)
They have good communication skills. They needs to have improvement in problem
solving technique.
Team member are much effective in managing
the task timely.
They must build capability of carrying out multi
task performance.
They have good managerial power in terms to
handle the day to day task.
Team members must have creative approach to
carry out the task efficiently.
propose future roles for project members
If the project member carries out the task effectively, they will propose to undertake the roles and
responsibility that assist them to carry out the future roles in well and advanced manner as-:
 Activity and resource planning.
 Organizing and motivating project team.

 Cost estimating and developing the budget.
 Ensuring customer satisfaction.
 Analyzing and managing the project risk.
R 2. send report to HR Manager seeking direction on future roles for team members
The report will be given to HR manager to seek direction on the future roles of team members. It
will be much more effective as HR manager set guidelines to it and can perform the work
accordingly. With help of taking the proper guidelines on the role and responsibilities of team
member can aids to carry put better planning.
R 3. word count is approximately 150 words.

26. Task 5 Review Project
In this task, you will develop learnings from the project, in particular, what insights you can
generate and how this could direct your approach to future projects. You will achieve this through
holding a meeting with your team members. Note that this meeting will be observed by your
Assessor.
27.Lessons Learnt in consultation with team members
Phase What worked What didn’t work Ways to improve
Project planning
The planning was done
in effective way.
It took a lot of time to
develop plan
In this specific days can
be set for doing
planning.
Implementation
Each task was followed
in systematic way
There arise some issues
in between project
tasks.
Discussion on budget Budget was prepared
by estimating costs
Initially it was difficult
to identify direct and
indirect cost
The help of finance
manager can be taken.
Were key stakeholders satisfied with outcomes? Why or why not?
the stakeholder was satisfied with outcomes as project was successfully implemented. also, the
resources were utilised in efficient way. along with it, in estimated budget project was finished. so, the
stakeholder was satisfied.
Were the resources allocated appropriate, sufficient and efficiently used?
Yes, it has been stated that resources were allocated in efficient way. the members were trained to use
those resources and share it in case of scarcity. moreover, project manager was highly experienced so it
enabled in proper allocation.
How well did the project team do in achieving and meeting project objectives, deliverables and within
budget?
The team members communicated with each other during entire project. they supported others and
worked in team. so, in this way each task was completed in deadline. furthermore, as budget was
prepared so it gave insight to them about cost in which they have to do it. besides that, deliverable was
set to achieve desired outcome.
How well did the project team communicate?
In order to communicate the team used a systematic method. they used e mails, conducted meetings
before each stage to work together. However, from time to time feedback was taken by manager and
then accordingly action was taken. thus, the changes were communicated to member via e mail and
meeting.
How well did the project team do at identifying and managing variances?
During project the team members analysed the variances which occurred. they immediately
communicated it to manager. then, a meeting was held to take some measures. so, a plan was developed
which allowed team to manage variance. also, they worked in prescribed manner. in this way variance
was determine and managed.

What are the top three lessons that could be applied to future projects?
There are some lessons that can be applied in future. first is a specific time frame must be developed for
planning. this will be useful in developing project plan in less time. another lesson is that for estimating
budget finance manager advice should be taken. it will be useful in preparing budget. the last lesson is
that for monitoring project technology can be used in it. this will be useful in effective monitoring.
R 1. hold a meeting and review each of the questions from the Lessons Learnt Template:
 in this meeting, each team member will share their views
 you will have 15 minutes to review your project
 each Lead Project Officer must make individual adjustments to their draft Lessons
Learnt report
R 2. forward completed Lessons Learnt report to the HR Manager
R 3. word count is approximately 150 words.

5. Appendix A: Perfect Coffee - Perfect Interns Simulation
28. Simulation Background
You will take part in a simulation titled Perfect Coffee – Perfect Interns. Perfect Coffee has been
undergoing change to its operations and products due to increasing competition from a leader with
significant market share. Perfect Coffee, to counter a move by their main competitor, is to launch a
number of retail outlets that will sell hardware, consumables both raw materials and coffee. To
achieve this senior management have requested that Human Resources (HR) commence a
recruitment drive. However, unlike the past, they want the positions to be filled by interns as
previous success with traditional applicants did not achieve outcomes. To ensure success, the HR
Manager is well aware that more needs to be done with supporting new recruits, in this case interns.
The challenge for most interns is securing long term employment with the company. This requires
not only development of on the job skills and positive attitude, but also how to be competitive in the
recruitment process. As a result, the HR Manager wants project officers to develop a resource kit
that has three particular initiatives:
 how to write a 'killer' resume
 how to write a ‘job landing’ cover letter
 how to master the interview process.
To give project officers exposure to project leadership skills, the HR Manager would like project
officers to form a team of three. Each of the three members are to lead aspects of the project. She
believes this is best done by having each team member take ownership and a lead role for one of the
three initiatives listed above. In this role, the lead officer for their particular initiative, will
coordinate this aspect of the project, with the other two members directly reporting to the Lead
Officer for their particular initiative.
The Lead Officer will be responsible for coordinating the plan and then implement one of the three
professional development initiatives for interns listed below:
 write 'killer' resumes
 job landing cover letters
 effective interview skills.
29. Simulation Phases
This simulation is divided into the following phases:
30. Your Role in the Simulation
You will be the Lead Project Officer of Perfect Coffe – Perfect Interns in the simulation. Your roles
and responsibilities in the simulation are as follows:
Phase
1:
defining the project to ensure parameters are understood and developing the Project Plan.
Phase
2:
implementing the Project Plan.
Phase
3:
finalise documentation for the project.

31.Phase 1:
Phase 1 occurs from Task 1.1 to Task 2.6. In Phase 1 your main duties in the organisation are as
follows:
 define the project
 develop the Project Plan
 consult with your two team members and the HR Manager to finalise the Project Plan.
In Phase 1, you will interact with the two team members (Task 2.5) who will be your fellow
students in the role of team members to the project. This session will have a total duration of 90
minutes for all project members. This means that each team member will have 30 minutes to lead
their respective initiative. This is to consult and take their views into account in planning your
project.
Note that your Assessor will not play a role in this observation activity as they will be observing
your interaction with the stakeholders and documenting evidence in the Observation Check Sheet 1
provided in Appendix B.
32.Phase 2:
Phase 2 occurs in Task 3.1 to Task 3.7.
In Phase 2 your main duties in the organisation are implementing and monitoring the project. This
will involve conducting multiple team meetings with the same two team members.
Note that this session does not require observation.
33.Phase 3:
Phase 3 occurs from Task 4.1 to Task 5.
In Phase 3, you will finalise your project and review Lessons Learnt. This will include a meeting
with your team members to consider Lessons Learnt (Task 5). This meeting will have a total
duration of 45 minutes. Within this period, you will have 15 minutes to facilitate the Lessons Learnt
with your own initiative.
Note that your Assessor will not play a role in this observation activity as they will be observing
your interaction with the stakeholders and documenting evidence in the Observation Check Sheet 2
provided in Appendix B.
In Phase 3 your main duties in the organisation are as follows:
 review project outcomes and processes
 consult with team members on their views of the success of the project
 document Lessons Learnt.

34. Simulation Setup
The simulation chosen is to give you the opportunity to provide evidence that demonstrates your
ability to implement a project. We have tried to make this simulation as real as possible but within a
classroom setting by using documents and templates towards a project that typifies the workplace.
To carry out your role in this simulation will require you to follow these steps:
1. In the initial class for this unit, your assessor will give you time to form a team of three with
other students in your class:
 select two students that you will be able to interact with over a four to six-week period
 once you have formed a team of three you now need to develop roles and responsibilities for
each of you
 divide up the three initiatives (resumes, covering letters and interview) amongst the three of
you
 with the initiative you have selected, you will be the Lead Officer for that task, which means
the other two members will follow your direction
 you will be a team member to the Lead Officers for the other two initiatives as represented
in the table below for a team made up Chan, Mary, Khan:
2. The tasks that each Lead Officer will direct are all the sub tasks that make up Tasks 1- 5. In
Task 1 you as Lead Officer will do individual preparation work through the completion of the
Project Charter and Stakeholder Register and Communications Plan Templates. You will then
email and seek feedback and approval from your Assessor, who will be role playing the HR
Manager.
3. In Task 2, you as Lead Officer now individually develop a draft Project Plan that consists
of:
 WBS and Gantt Chart
 Project Plan Template
 Risk Management Plan Template
 Budget Plan Template
With this draft complete, you will schedule a meeting with your team to present your draft and seek
input and commitment:
 this will require your Assessor to organise a meeting venue and inform you of the venue,
date and time
 this meeting has a duration of a total of 90 minutes with each Lead Officer’s session taking
30 minutes each
Lead Officer for resumes - Chan Team Member 1 - Khan Team Member 2 - Mary
Lead Officer for covering letter -
Khan Team Member 1 - Chan Team Member 2 - Mary
Lead Officer for interview skills -
Mary Team Member – Chan Team Member 2 - Khan

 your Assessor will observe this session and document findings in the Observation Check
Sheet 1 in Appendix B. Note that they will not be playing the role of HR Manager in this
observation
You as Lead Officer then use the feedback from your team and finalise your Project Plan then you
will email to your Assessor for feedback and approval.
4. In Task 3 as Lead Officer you will hold a number of meetings with your team:
 you will organise these meetings with your team, by yourself. If face to face you can make
use of venues such as Library, Study Rooms etc. on site or Cafes or Public Libraries etc.
 if you are holding your meetings via Teleconferencing or online platforms, again you will
organise this yourself
 Your Assessor will want you to be confident that you are implementing your project,
conducting meetings and recording findings in the templates. Whatever you have written in
your Communication Plan must be followed. For example, this could be the receipt of your
weekly progress summary via email. Your Assessor will monitor your progress and provide
guidance and or support if required.
5. In Task 4 you as Lead Officer will finalise your project by completing the Project Completion
Report Template. It is anticipated that this would occur approximately four weeks are the
project commencement date.
6. In Task 5 you as Lead Officer will review your Project using the Lessons Learnt Template:
 this meeting will be organised by your Assessor and they will communicate the time and
date and venue to you
 as Lead Officer, you will present for 15 minutes and your Assessor will record the findings
using the Observation Check Sheet number 2 in Appendix B.
7. As Lead Officer you will use the feedback from the team and submit this completed Template to
your Assessor.
Steps to the Project:

Step 1 Steps 2 Step 3 Step 4 Step 5
Identify team
members then
Lead Officer
confirm roles and
responsibilities
with their team
 Completion
of the Project
Charter and
Stakeholder
Register and
Communications
Plan Templates
 seek
approval from
Assessor (HR
Manager) via
email (respond
within 48 hours)
Develop a draft
Project Plan that
consists of:
 WBS and Gantt
Chart
 Project Plan
Template
 Risk
Management
Plan Template
 Budget Plan
Template
 Hold session
as Lead
Officer with
team
 Assessor will
observe this
session
 Lead Officer
uses feedback
from session
to finalise
Project Plan
and submit to
Assessor
 Assessor will
give approval
via email
(within 48
hours)
Step 6 Step 7 Step 8 Step 9 Step 10
 Lead
Officer
implements
Project and
records
findings in Plan
and emails
progress to
Assessor on a
weekly basis
 Assessor
records
progress on
receipt of email
from Lead
Officer and
enters
information
into the
Progress
Register and
provides
guidance to
Lead Officer
where required
 Holds
meetings as part
of this
implementation
and documents
discussions and
makes
adjustments
using
contingencies if
required
 Weekly
progress email to
Assessor
On completion of
Project (approx. 4
weeks) records in
the Project
Completion Report
Template
 Holds
session with
team and
documents in
the Lessons
Learnt
Template
 Assessor
observes this
session
Submits
completed project
and all templates
to the Assessor
for review

35. Assessment Conditions for the Observations
The information in this section outlines the assessment conditions for the Observations which
occurs in Phase 1 and 2 and involves your interaction with two team members.
Before the Observations:
 you must ensure that you have read and understood any documents required to undertake the
Observations
 you must ensure that you have read and understood all performance requirements listed under
each task
 you must ensure that you have read the requirements listed in the Observation Check Sheets as
your performance will be judged based on these criteria (see Appendix B)
 your Assessor will inform you of the date of your Observations.
During the Observations:
 you will be interacting with the two team members
 the first observation has a total duration of 30 minutes whereas the second has 15 minutes per
team member
 other students (other than your two team members) will not be observers during the session as
this will give them an unfair advantage
 you cannot refer to the Observation Check Sheets while undertaking the Observations
 your Assessor will:
observe you individually based on the criteria in the Observation Check Sheets 1 and 2
document their observations in detail on the Observation Check Sheets
provide extensive written feedback
ensure that the session will be free from distractions
 you must comply with WHS requirements
 you must demonstrate all the criteria in the Observation Check Sheets to achieve a satisfactory
result for the Observations.
If you are not successful, after the observations, the Assessor will:
 provide written feedback on the Observation Check Sheets explaining their justification in detail
 communicate this feedback to you
 arrange another suitable time to observe your second attempt.

6. Appendix B: Observation Check Sheets
We have provided the Observation Check Sheet(s) for you to prepare for your assessment with the
Assessor. Remember, you will not be able to use this Check Sheet(s) during this session. However,
we recommend you use this as a planning tool so that you are fully prepared for the observation.
Note that you must demonstrate all the criteria listed in the following Observation Check Sheet(s) to
be deemed satisfactory.

36. Observation Check Sheet 1 – Planning the Project

Performance requirements:
1. Introduction
 welcomes team members:
friendly
positive
 states objectives of the session, which are:
specific
relevant
measurable
achievable
time framed
 explains the format of their session, which is:
clear
concise
 seeks feedback on objectives and format:
notes input
where appropriate incorporated into session body
2. Body
 presents their Project Plan:
outlines their strategies, actions and resources, timeframes and outcomes
outlines their work breakdown structure
outlines the Risk Management Plan
summarises the budget
 credibility of data and information addresses the following:
data/information is correct
data/information is clear
data/information uses PowerPoint and Gantt
 seeks input on draft plan as follows:
seeks views from each team member
takes notes
where appropriate reaches agreement on input
 seeks commitment from members:
summarises tasks and responsibilities for each team member
asks can they achieve tasks within timeframe and resources and budget
listens to views
where possible modifies tasks if required
seeks confirmation on commitment
3. Conclusion
 the conclusion:
summarises the session in terms of what was covered and agreements reached
seeks input on the views of the session
overviews next steps
 time management
session is completed within the time allocated
4. Communication Skills
 body language skills demonstrates the following:
maintains eye contact
appropriate facial expressions
posture is appropriate
gestures fit message
 verbal skills:
vocal pitch is appropriate
tone is pleasant
pace is at the right speed to achieve clarity
volume is appropriate for participants
 sensitive to the cultural diversity of the participants:

Performance requirements:
1. Introduction
 welcomes team members:
friendly
is positive
 states objectives of the session, which are:
specific
relevant
measurable
achievable
time framed
 explains the format of their session, which is:
clear
concise
2. Body
 presents the Lesson Learnt template:
explains layout of template
clarifies any issues with template
 reviews their project:
summarises their Projects Completion Report
clarifies any understandings with these results
 generates discussion:
seeks views from each team member on the questions in template
takes notes
where appropriate reaches agreement on input
3. Conclusion
 the conclusion:
summarises the session in terms of what was covered and notes taken
overviews next steps
 time management
session is completed within the time allocated
4. Communication Skills
 body language skills demonstrates the following:
maintains eye contact
appropriate facial expressions
posture is appropriate
gestures fit message
 verbal skills:
tone is pleasant
pace is at the right speed to achieve clarity
volume is appropriate for participants
 sensitive to the cultural diversity of the participants:
language avoids jargon
language chosen is easy to understand
level of formality shows respect to members
content is non-sensitive
watches for non-verbal signs
seeks input through direct open questioning
 emotions:
processes emotions of self and members and stays calm
feeds back to the members emerging issues
these interpretations are accurate and appropriate
5. Consultation skills
 uses appropriate consultation skills:
requests views and opinions of participants
listens
does not interrupt

37. Observation Check Sheet 2 – Lessons Learnt