Managing Project

This document provides information on project management, including scope management, project life cycle, and key project management tools. It also includes a project authorization request and defines the project scope. The document covers various topics such as project initiation, factors impacting project scope, methods for measuring outcomes, and problem areas encountered in scope management. It also outlines the key roles and responsibilities of a project manager during project planning. The document is relevant for students studying project management or anyone interested in learning about project management principles and practices.

Managing Project
Scope

Table of Contents
INTRODUCTION ..........................................................................................................................4
TASK 1............................................................................................................................................4
1.Identify as well as describe two document that can be used to initiate projects?...............4
2.Explain Two main components of scope management plan...............................................5
3.Explain two factors that makes impact on scope of project................................................5
4.Summarise the key process that should be followed in order to control changes with in a
project?...................................................................................................................................5
5.Two methods used to measure outcomes explain with example?.......................................7
6 Describe two methods for segmenting & documenting a work breakdown structure?.......7
7. Describe two problem areas encountered in scope management?.....................................7
8.Explain the concept of project life cycle and the importance of scope management with in
this cycle?...............................................................................................................................7
9. Identify three project management tools and explain their use in project scope
management?..........................................................................................................................7
10. Outline the key roles and four responsibility of a project manager at the time of project
planning?................................................................................................................................8
TASK 2............................................................................................................................................8
Project authorisation request..................................................................................................8
1. Define the project scope...................................................................................................10
2. Email to the senior management team..............................................................................11
3. Meeting with the Senior Management team ....................................................................12
4. Revised project scope management plan .........................................................................13
5. Send an email to top management to introduce the project by providing summary to the
attached contents..................................................................................................................14
TASK 3..........................................................................................................................................14
1. Change request form.........................................................................................................14
2. Client Proposal.................................................................................................................15
3. Email to PR Pulse.............................................................................................................16
CONCLUSION..............................................................................................................................17

REFERENCES..............................................................................................................................18
REFERENCES..............................................................................................................................19

INTRODUCTION
Project management is the process of leading the work of a team to achieve the objectives
and to meet the criteria of success at a specified time. The primary challenge of project
management is to achieve whole targets of project with in given constraints. The organisation
that was choose in this report are Native Bush Spices. It manufacture generally organic products.
The Australian herb spices are mostly trees from rain forest, woodland and open forest. As they
use leaf in cooking and spicy fruits are added to various dishes to flavour(Zwikael and Smyrk,
2019).
TASK 1
1.Identify as well as describe two document that can be used to initiate projects?
Project Charter: At the time of stating a project , than sponsors are liable to create a
document it is known as project charter. It is a document that identifies the requirement of the
project .At the beginning authorisation is given for respective project and authority can be given
by top management to project manager so that they can make arrangement for resources to
perform the activities (Müller, Packendorff and Sankaran, 2017). The charter of the project
includes following topics :
 A project statement of work that reference the scope of business product or services and
smart strategic plan.
 IT includes the details of customer request, legal requirement, demand, social
requirement and technologies
 It contains all the necessary documents and agreements that clearly describe the
objectives of the project.
 All the details of environmental factors that can make positive or negative impact on
business can be written in the project so that challenges can easily adopted by the
company.
 Covers details regarding process assets of organisation.
Risk management plan: How to deal effectively is always most important concern for
project manager as well as for their team members. The plan of risk management identifies

potential risk to project success and documents must be describe that how to overcome with risk
factor. Input for this project will come from respective plans. It covers the details regarding
investment. To serve the purpose register of equity and preference shareholders are maintained
(Cerdeiral and Santos, 2019)
2.Explain Two main components of scope management plan
Example of two main components management plan in respect to scope.
 Stakeholders : It is included in the project that in what manner the new plan is beneficial
for shareholders and is they are interested to invest in their plan is also explain in the
report. The list of shareholders and the no of shares they are holding along with the
details of value must be included in every project. How the plan gives benefit to
stakeholder are also explain in this report (Liu, 2016)
 Sponsor Acceptance: It covers the details regarding sponsors who invest the money in
their project. With how much amount it sponsor are describe in the plan. Name of the
brand which sponsor are explain in it. the sharing ratios are written in it.
3.Explain two factors that makes impact on scope of project
Legal Constraint: Unfavourable change in legal provisions and rules & regulation
effects the business negatively. On the other hand if favourable change is occur than it increase
the chances of business success. The project scope is depends on legal factors like compliances,
tax policies, laws etc.(Franková, Drahosová and Balco, 2016)
Changing the requirements of stake holder: If the need of stakeholder change due any
factors than the chances of business failure is increase because if they are not interested, the
money is not deploy by them to make investment in the project as it makes negative impact on
the project. Whereas if need to invest in the company the financial position as well image of the
brands raise in the markets that affects positively in business expansion.
4.Summarise the key process that should be followed in order to control changes with in a
project?
Eight essential steps to make alteration in project.
1. Identify what needs to be improve: As many changes occurs to make improvement in
product, process by doing an alteration as it is important to identify the core areas and to

clarify the goals. It involve identifying the resources as well as individuals which
facilitate the process and leading towards the endeavours(Correll and et. al., 2018).
2. Presents a solid business case to stakeholders: Various shareholders are involved it
includes top management who perform both the function like direction as well as finance
related work. The process of on boarding the different constituents vary as per change in
the frame work.
3. Plan to make change : It is like a road map that reflects beginning point, the taken routes
and finally point of destination. After making deep analysis proper planning is done to
make alteration in the project and in what manners it make impact is also be notice.
4. Provide resources & for evaluation utilise data: To achieve the objectives that was set
in the project various import task must be perform by the company. It is the duty of
managers to provide appropriate resources so that work can easily perform by them. With
respect to this resource identification & funding are most important element. It covers
software system, equipments, infrastructure etc.
5. Communicate: Success of every business is indirectly depends on communication as it
gives transparency and two ways communication structures provide avenues to vent
frustrations, provide appreciation through applaud which work's and alter what doesnot
work in effective manner (Nach, 2016)
6. Monitor & manage resistance, Budgeting risk and dependencies: Time to time
monitor or make control on the defects and deficiency by improving the quality through
eliminating the defect.
7. Celebration of success: And if the target is achieved on time or beyond the limit there is
need to do celebration for success as it helps to motivation of employees and boost them
through rewarding the candidate who put great efforts to achieve the targets.
8. Review, revise and improves continuously. Time to time reviews must be taken by the
customers and if it need revision than time to time alteration is done by smart team of
organisation.
5.Two methods used to measure outcomes explain with example?
KPI: With the help of this tools performance of the employees can easily be evaluated. It
helps to calculate success by understanding the performance(Pajares and et. al., 2017)

Bench marking: In this actual performance is compare with standards and if there is any
deviation involved than the reason behind it is observe and written in the project report.
6 Describe two methods for segmenting & documenting a work breakdown structure?
7. Describe two problem areas encountered in scope management?
 Customers make complain about the services if provides are unable to satisfy their
commitments.
 Increase the costing, reduce profit if saving targets are not achieved on time.
8.Explain the concept of project life cycle and the importance of scope management with in this
cycle?
Definition of project life cycle: It is a four step process that is followed by all the
managers through various stages of project completion. The project life cycle gives a framework
to manage any type of project in the business (Ordoñez and et. al., 2019).
Their importance
 Improves the level of communication among team members.
 It enables the progress to be tackled across the organisation
 It track the progress across the organisational
 It provides for progressive evolution of the project
 It enables structured reviews which provide support to governance.
 Structure is to be provide for the purpose of product delivery.
9. Identify three project management tools and explain their use in project scope management?
Gantt chart- It is used for the purpose of Time management(Cunha, Moura and
Vasconcellos, 2016).
WBS : The main purpose of this tool is to divide the work in small units.
PERT Chart: It is used to analyse the task involved in completing given project and
identifying the minimum time required to complete the total project.

10. Outline the key roles and four responsibility of a project manager at the time of project
planning?
Key roles
 Leading is an important role to assemble as well as to lead the project team. Project
manger act as a leader as set deadlines, assign task, give necessary resources so that task
can complete easily.
 Act the role of Executor: as all the stage of project is superwise and to act on behalf of
company and perform open communication with stakeholders (Galli, 2017)
Four responsibilities
 It is the responsibility of project manager to formulate a plan to satisfy the aim of the
project.
 Project manager are liable to prepare budget and moderating the spend & re allocate
funds if necessary.
 It is their responsibility to maintain time management as time is precious element for
every business.
 The expects are responsible to manage risk also and do planning for contingencies so
they continue move forward even roadblocks occurs.
TASK 2
Project authorisation request
Project Authorisation Request
Purpose
To full fill all the basic requirements about the project management like articulation of scope ,
involvement of stakeholders, all risk factors managed and most importantly maximisation of
benefits of the projects.
Types of Project
There are three types of projects which are discussed below with their project amount-
 Small Project
Small projects comes under $10000 amount. In this project , project manager, project team
manager and management team involved and give their approval for project management scope

plan. The given project on Native Bush Spices is a small project as the given budget is $8500 in
order to fulfil all the requirements.
Project Phases Stage
Many stages are involved in the following project phases.
 One Stage
This stage require when team member recognise the requirement to solve the problem and also
increase its new services. Its mandatory to prepare a authorisation template within this stage in
order to have proper planning of given project.
 Two Stage
under this stage benefits within the projects are recognised along with completing project scope
plan.
 Three Stage
This stage deal with how this project is going to execute. Besides this project arrangement
according to business case is being prepared.
 Four Stage
Project implementation is required in this stage along with providing relevant staff.
 Five Stage
Project delivery consider in this stage along with success evaluation.
Project Communication
For communication, a short email is required to be sent so that to provide the conducted
meeting results to the senior management.
Project record keeping
This is maintained For recording purpose, a project folder is made with the name of the project.
Project change requests
This is initiated in change document form and under this operation manager is going to analyse
changes which are feasible.

1. Define the project scope.
Introduction and background
The company is planning to expand their business over market segments of Singapore,
Hongkong and Japan. The prominent marketing strategy adopted by the company is to develop
their website and providing it an interactive gateway. In this manner they are making their
website user friendly so that their customers can order in easy manner.
In previous time the company has their stores in mini markets of Australia and by taking
new step of website development they can attract customers from varied markets of Singapore,
Hongkong and Japan.
In order to develop their website in international markets Native Bush Spices Australia is
meeting all the necessary requirements of import and export laws and WHS R regulations.
Criteria for success
The new marketing strategy is helping the organisation to boot sales, as developing new
website is one of the crucial step which is undertaken as a prominent aspect in order to adopt the
same as new marketing strategy as in parallel to existing one. Success of website is dependent on
training of assigned staff members by which brand awareness can be created and selling power
can be enhanced.
Project assumptions
With the help of professional website features and functionality of the business can be
recognised by customers in easy manner due to which major objective of the project can be
attained. This is helpful in receiving expected outcomes within provided resources.
Project dependencies
The success of this project is dependent on succession of website as this is the only
determining aspect for project. For this recruitment of candidates to be involved in the project
needs to be robust so that trained candidates can be selected for the given project.
Project constraints
Designing of website is the priority for the project as this is treated as the major source of
income for proposed project. Physical selling is the last priority for the project as the project is
being approached for the major purpose to develop website and reach out to broader product
range.
Preliminary risk assessment

Viruses are the primal risk as this may give problems to user in payment so in order to
deal with the same virus protection is necessary.
Project stakeholders
The major stakeholders are:
 Project managers Staff members with technical skills
Work breakdown structure
2. Email to the senior management team
EMAIL
From: Project manager
To: Senior management team

Subject: Revised Project Scope
Dear XXXXX,
I have revised various points within the project in which funds requirements are mentioned and
I have attached the same along as well. I hope you look into it.
Yours Sincerely,
Project manager
3. Meeting with the Senior Management team
PROJECT AUTHORISATION REQUEST AND PROJECT SCOPE
Email:
From: Project manager
To: Senior management
Subject: Project scope draft
Dear XXXXX,
I have mentioned scope of project for the given project based on website development in which
goals, funds and timelines for the project are being assigned. You can have a look into it as all
the files are attached in this email. We are waiting for your revert.
Yours
Sincerely
Project manager

Native Bush Spices Australia
Project name Website development
Project manager XXXX
1 . Intended Outcomes
Increasing sales and overall brand awareness is the major objective in which business
expansion is taking place.
2. Required resources
The major resource is budget which is $8,500 and marketing managers are responsible to
handle marketing strategies as well.
3. Project Schedule
Planning commence November 23rd, 2020
Planning complete January 13th 2021
Delivery commence November 17rh 2020
Delivery complete January 18th 2021
4 . Proposed Project Governance Arrangements
The person who is responsible to plan to plan the project is having obligation to set up
objectives accordance with organisational structure.
4. Revised project scope management plan
Introduction and background
Native Bush Spices Australia is taking step ahead in order to launch a website so that to
meet business expansion needs. The project is undertaken as small project in which high
assistance is provided to customer in order to place their order directly from website.
Business needs and business drivers
 Requisition to develop wide product range
 Expansion of business in international markets
 Developing innovative marketing strategies
Criteria for success

 Launching of website within 8 weeks Expansion in international market within 6 months
Project constraints
 Lack of knowledge Staying adhered to company standards
Preliminary risk assessment
 Proof reading is suggested in order to avoid grammatical errors limitation in budget
Project stakeholders
 Managing directors
 Operational manager
 Customers
 Media
 Suppliers Contractors
Work breakdown structure

Scope control process
The company is following scope management strategies in which they are following
standardised policies and processes.
5. Send an email to top management to introduce the project by providing summary to the
attached contents.
TASK 3
1. Change request form
Project change request form
This is a form which is required to be completed for change request over the project and
the same is required to be approved by client and project manager.
Description of change
This is required to undertake 4 blogs in order to finish up website as this is helpful in
intensifying quality and prominence of website. This change will implicate to increase in budget
and timelines as well.
Priority level: High

What are the affected phases and work activities
Phase of development which includes the entire stages.
Will there be a change in the budget?
Yes, budget will be increased by $2000.
Will there be a change in the timeline?
Yes the project will be postponed by 6 weeks.
Reference any components of the project that will be affected
There are two main components that are going to be affected which are stage of development
and closing.
State the business value of the change
With the change in website quality and usefulness for customer can be enhanced which may
lead in increased sales.
What actions are required for the change?
 Completion of change request form
 Giving directions to web designer
 Asking the professional web designer
Status: Pending approval
Actions
 Updating of changes recorded in project management file.
 Changes within work breakdown structure
 Changes within budget
 Changes in project timelines
 Updating project definition
Email to Operation Manager
Subject: Project change request
Dear Operation Manager,

After execution of discussion with marketing manager we are required to change and various
aspects of new project. We are required to examine change after receiving email from marketing
manager. We are requisite to add on newsletter for the website along with 4 blogs so that to
understand website content. I am attaching detailed information so please have a look into this.
Yours Sincerely,
Marketing manager
2. Client Proposal
 Scope of the proposed work
The new changed proposed work plan is involved with the new development needs to be
placed in the website. The scope of the project is simple the website is being modified where
new changes which are being introduced are new testimonials and better clarity for customer.
The website of Native Bush Spice is being added up with more features where on the main page
of the website the better information will be presented for better clarity for customer and keeping
them informed. Another change is of adding testimonials where comments of valuable customers
are played in videos.
 Cost
The cost structure or the amount of money which is needed to make changes the changes in the
website which are most suitable and quoted by the PR Pulse is $2000. The necessary cost can be
accommodated for the project and used effectively.
 Timelines
The time required for implementing change and development of the project and completing the
modification on the website and adding new features is 1 month.
 Quality Requirements
Quality of the assessment and the changes made in the website have to be the best and will be in
accordance to the mentioned requirements. The testimonials have to be creative and evaluative.
The information placed on the website will be attractive and eye catchy which will attract
customers focus in a minute and effectively.
EMAIL II

From: XXXX
To: XXXXX
Subject: Client proposal
Dear XXXXX,
I would like to address brief of the project so you may look in to the documents which I have
attached to it in order to understand further information.
Thank you
Yours Sincerely,
XXXXX
3. Email to PR Pulse
Dear, PR Pulse
We are asking PR Pulse to develop a website which is helpful for the customers to clearly
understand purchasing decision of customers in which customers may have online delivery
options. Besides this customer is having option to choose store pick up as well. In online
purchase customers are putting complaints that they are not able to look after to various options
as they are not finding products over the website. PR pulse is required to present new proposal in
which clean and appropriate view is given to the website in which purchase process of customers
can be made better. The attached changed plan is attached in the mail below where we have
specified the timeline, cost and required quality of the content which we need to be added and
evaluated in the website.
Regards,
Project Officer

CONCLUSION
The presented project above concludes the effectiveness and requirements for managing a
whole project. The assignment concludes the needs for evaluating every stage and step of the
project which is being conducted and the process. Respective stages and processes of the
assignment which the organizations is conducted have certain guidelines and plans which will be
followed by varied blueprints.

REFERENCES
Books and Journals
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Cunha, J.A.O., Moura, H.P. and Vasconcellos, F.J., 2016. Decision-making in software project
management: a systematic literature review. Procedia Computer Science, 100, pp.947-
954.
Franková, P., Drahosová, M. and Balco, P., 2016, January. Agile Project Management Approach
and its Use in Big Data Management. In ANT/SEIT (pp. 576-583).
Galli, B.J., 2017. Risk management in project environments: Reflection of the standard
process. The Journal of Modern Project Managemen. 5(2).
Liu, S., 2016. How the user liaison's understanding of development processes moderates the
effects of user-related and project management risks on IT project performance.
Information & Management. 53(1). pp.122-134.
Müller, R., Packendorff, J. and Sankaran, S., 2017. Balanced leadership: A new perspective for
leadership in organizational project management. Cambridge handbook of
organizational project management.
Nach, H., 2016. Project management 2.0: Towards the renewal of the discipline. In Strategic
integration of social media into project management practice (pp. 1-15). IGI Global.
Ordoñez and et. al., 2019. A study of the critical chain project management method applied to a
multiproject system. Project Management Journal. 50(3). pp.322-334.
Pajares and et. al., 2017. Project Management Methodologies in the Fourth Technological
Revolution. In Advances in Management Engineering (pp. 121-144). Springer, Cham.
Pimchangthong, D. and Boonjing, V., 2017. Effects of risk management practices on IT project
success. Management and production engineering review, 8.
Zwikael, O. and Smyrk, J.R., 2019. Project Management: A Benefit Realisation Approach.
Springer.
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REFERENCES
Books and Journals