Manage Project Scope for Desklib - BSBPMG530

This assessment task is about managing project scope for opening a new campus in Sydney. It includes finding premises, renting, obtaining permits, sourcing architect and building company, buying furniture and equipment, and liaising with stakeholders. The task requires developing and confirming project authorisation activities, completing a project authorisation document, and developing a project scope management plan in collaboration with the project team and relevant stakeholders. The output includes email to project sponsor, project authorisation document, list of changes applied to the authorisation document project, observation checklist, scope management plan, meeting minutes, and email to project sponsor and project steering committee.

Assessment
Task 2
Manage project scope
BSBPMG530

Marking Sheet
Completed successfully
Did the student satisfactorily:
Comments
Y
N
DNS
The student has satisfactorily completed and
submitted the following:
 Email to Project Sponsor in Task 2.1A
 Project Authorisation Document in Task
2.1B
 List of changes applied to the Authorisation
Document Project in Task 2.1C
 Observation checklist in Task 2.1C
 Scope management plan in Task 2.2
 Meeting minutes in Task 2.2
 Project Authorisation Document in Task
2.3A
 Email to Project Sponsor and Project
Steering Committee in Task 2.3B
 Scope management plan in Task 2.3C
 Meeting minutes in Task 2.3C
☐ ☐ ☐
The student organised and facilitated the
meeting with the project team to develop the
project scope plan collaboratively.
The student consulted with the project sponsor
(trainer and assessor), seeking feedback on the
project scope management plan.
The student :
 Ensured that the team is clear about the
project scope
 Explained the content of the project scope
plan
 Gathered feedback and inputs from the
☐ ☐ ☐

Marking Sheet
Completed successfully
Did the student satisfactorily:
Comments
Y
N
DNS
team and the project sponsor
 Used questioning to clarify understanding
 Listened actively
 Used negotiation to achieve an agreed
outcome
Feedback in comments.
The student organised and facilitated the
meeting with the Marketing Manager and the
Marketing Officer to collaboratively develop
the project scope plan.
The student consulted with the project sponsor
(trainer and assessor), seeking feedback on the
project scope management plan.
The student :
 Ensured that stakeholders are clear about
the project scope
 Explained the content of the project scope
plan
 Gathered feedback and inputs from the
stakeholders and the project sponsor
 Used questioning to clarify understanding
 Listened actively
 Used negotiation to achieve an agreed
outcome
Feedback in comments.
☐ ☐ ☐
Demonstrated ability to:
 Develop and confirm procedures for project
authorisation with an appropriate authority
 Obtain authorisation to expend resources
 Confirm project delegations and authorities
in project governance arrangements
☐ ☐ ☐

Marking Sheet
Completed successfully
Did the student satisfactorily:
Comments
Y
N
DNS
This is evidenced by:
 Email to Project Sponsor in Task 2.1A
 Project Authorisation Document in Task
2.1B
 List of changes applied to the Authorisation
Document Project in Task 2.1C
 Observation checklist in Task 2.1C
 Project Authorisation Document in Task
2.3A
 Email to Project Sponsor and Project
Steering Committee in Task 2.3B
Demonstrated ability to:
 Identify and negotiate project boundaries
with relevant stakeholders
 Establish measurable project benefits,
outcomes and outputs
 Establish a shared understanding of desired
project outcomes with relevant stakeholders
 Document scope management plan
This is evidenced by:
 Scope management plan in Task 2.2
 Meeting minutes in Task 2.2
 Scope management plan in Task 2.3C
 Meeting minutes in Task 2.3C
☐ ☐ ☐
When collaborating with the group, the student
has actively participated in group work with a
substantial contribution that can be assessed
individually for all the requirements of this
task.
☐ ☐ ☐
Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:

Marking Sheet
Completed successfully
Did the student satisfactorily:
Comments
Y
N
DNS
Assessor Name:
Assessor Signature:
Date:
Table of Content
Student Declaration.........................................................................................................................................................2
Task 2 – Plan project scope..........................................................................................................................7
Task 2.1 Conduct project authorisation activities.........................................................................................................12
Task 2.2 Define project scope.......................................................................................................................................15
Task 2.3 Case Study......................................................................................................................................................20

Task 2 – Plan project scope
Task summary and instructions
What is this assessment
task about?
Refer to and read the documents saved in a separate folder:
 MMI company profile and project task
 Policies and Procedures
You have been recently engaged by XYZ Pty Ltd trading as MMI as a
Project Manager (PM) to develop and implement a project to open a new
campus in Sydney (refer to MMI strategic objectives).
 The Board of Directors (BoD) has allocated 3 million dollars to the
project.
 Project duration: 1 year.
 You can employ four new staff members to be part of the project team
for its duration. Source the rest of the project team from existing MMI
personnel (flexible work arrangements will be needed)
The project includes:
 Finding premises in Sydney CBD ( 800-1000 square metres, onsite
parking for staff, natural light)
Ideally, there will be enough room for 5-7 classes, one meeting
room, one computer lab, 1 x student kitchen, student lounge, 1 x
staff kitchen, three offices for staff, toilet facilities
 Rent the premise
 Obtain necessary permits
 Source architect and building company
 Source and buy furniture and equipment

Task summary and instructions
 Liaise with the architect and building company
The project steering committee is composed of:
 Mr Eli Brown – Non-executive Director
 Mr Leonard Black - CFO
 Academic Manager (Jacob Graham)
The project sponsor is Taylor Varin (Client Service Manager), played by
the trainer and assessor.
You will have to:
 Determine the project requirements
 Work in collaboration with pertinent stakeholders
 Scope the project
 Cost and resource the project
 Develop the project plan
 Execute the project
 Finalise the project
Each unit covered in your Diploma of Project Management will address a
part of the project:
 Scope
 Time
 Quality
 Cost
 Human Resources
 Information system and communication
 Risk
 Project Integration
 Communicate with influence

Task summary and instructions
 Facilitate continuous improvement in project work
 Develop project workplace policy and procedures for sustainability
 Lead and manage project team effectiveness
BSBPMG530 addresses project scope.
Having a clear vision of the project and its structure will help you plan and
implement it in simulated work conditions.
Your trainer and assessor will provide support and mentorship in the role of
Project Sponsor (PS).
You will work in a project team of max four students. You will both lead the
team and be a part of it to experience different project roles in the simulated
work environment, project manager being the main one.
Take turns playing the role of PM when the task requires project team
collaboration. The trainer and assessor will observe project work and provide
feedback on the Marking Sheet.
Form or join a project team (3-4 students in the team).
Document the name of the students in the table below:
Student Name
Student Name
Student Name
Student Name
You will collaborate with the project team in a simulated work environment
to carry out the responsibility of your role as a PM relevant to scope
management.

Task summary and instructions
Although you will lead and collaborate with the project team, your
assessment's work must be individual, and it will be marked as such.
Please note that the performance evidence for this unit of competency
requires you to demonstrate the ability to manage project scope on at least
two occasions. This assessment has been designed to meet that requirement.
This task comprises of the following assessment methods:
o Product-based ☒
o Direct observation of Role-Play ☒
o Case Study ☒
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
 Develop and confirm procedures for project authorisation with an
appropriate authority
 Obtain authorisation to expend resources
 Confirm project delegations and authorities in project governance
arrangements
 Identify and negotiate project boundaries with relevant stakeholders
 Establish measurable project benefits, outcomes and outputs
 Establish a shared understanding of desired project outcomes with
relevant stakeholders
 Document scope management plan
Your assessor will be looking for demonstrated evidence of your competency
in the above.
You are required to address the following:
 Task 2.1 Conduct project authorisation activities
o Develop and confirm project authorisation activities
o Complete a project authorisation document
 Task 2.2 Define project scope
o Develop a project scope management plan in collaboration with the
project team and relevant stakeholders

Task summary and instructions
 Task 2.3 Case Study
o Confirm project authorisation following procedures
o Develop a project scope management plan in collaboration with
relevant stakeholders
Although the assessment requires group collaboration to simulate a work
environment, the assessment submission is individual, and it will be marked
as such.
What do I need to do to
complete this task
satisfactorily?
 submit the completed assessment tasks, according to instructions,
 complete the tasks with sufficient detail and present them in a
professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this assessment task
you must satisfactorily address all of the assessment criteria,
 if part of this task is not satisfactorily completed you will be asked to
complete further assessment to demonstrate satisfactory performance.
Specifications You must deliver/participate in:
 Meeting with the steering committee and project sponsor in week 3 of
class
 Meeting with the project team in week 4 of class
 Meeting with the Marketing Manager and the Marketing Officer in week
4 of class
You must submit to GOALS
 Email to Project Sponsor in Task 2.1A
 Project Authorisation Document in Task 2.1B
 List of changes applied to the Authorisation Document Project in Task
2.1C
 Observation checklist in Task 2.1C
 Scope management plan in Task 2.2
 Meeting minutes in Task 2.2
 Project Authorisation Document in Task 2.3A
 Email to Project Sponsor and Project Steering Committee in Task 2.3B
 Scope management plan in Task 2.3C

Task summary and instructions
 Meeting minutes in Task 2.3C
Resources and equipment • Computer with Internet access
• Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided
• Templates as provided
Re-submission
opportunities
You will be provided feedback on your performance by the Assessor. The
feedback will indicate if you have satisfactorily addressed the requirements
of each part of this task. If any parts of the task are not satisfactorily
completed, the assessor will explain why, and provide you written feedback
along with guidance on what you must undertake to demonstrate satisfactory
performance. Re-assessment attempt(s) will be arranged at a later time and
date. You have the right to appeal the outcome of assessment decisions if
you feel that you have been dealt with unfairly or have other appropriate
grounds for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task or if you
have any learning issues or needs that may hinder you when attempting any
part of the assessment.
Complete the following activities:
Task 2.1 Conduct project authorisation activities
A) Project authorisation procedures

The HR Manager has informed you that there will be an addition to the project authorisation procedures (Project
Management policy) that requires the Project Manager to complete a Project Authorisation Document for
approval by the project steering committee.
The HR Manager suggests that you should be the one to write a brief paragraph with the additional procedures to
include in the Project Management policy.
Write an email to the project sponsor to:
 Confirm that you agree with the use of the Project Authorisation Document
 Include a draft paragraph with the additional procedures to be added to the Project Management Policy, and
ask the project sponsor to review it for approval
 Ask the project sponsor to send you a copy of the Project Authorisation Document for completion
 Ask to set up a meeting with the project steering committee to present the Project Authorisation Document
for approval
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like)
style.
(100-150 words)
Write the email using the template below (Template 1).
Template 1 -Email
Email to Project Sponsor
To: Project sponsor (mail ID)
Cc: Project manger (mail ID)
Bcc:
Subject: Agreeing and addressing addition in project authorisation document.
Date email is sent: 21/11/2021
Attachments:
I have reviewed the project authorisation document, and I agree with the same. However, as a HR manger, I
believe that are some procedures to be added in this document. This document must include the risks and the
strategies to mitigate these risks is very important for the team members to understand and look after each of
risks that can cause harm to the project.
Looking forward for your approval on these changes in the document.
Also, I would like to have a copy of project authorisation document to the complete the same from my side. I
would like to conduct a meeting along with the project steering committee for the purpose of gaining their
approval for project authorisation document.
With regards,

HR manager.
B) Project Authorisation Document
Complete the Project Authorisation Document (Template 2).
Use the template below and follow the instructions.
Template 2 -Project Authorisation Document
Project Authorisations Document
Project name MMI company, policies and procedures
Authorisations Name Function Date Signature
Author Project Manager 11/11/2021 ABCD
Approved Taylor Varin on behalf of
the Project Steering
Committee.
Project Sponsor 11/11/2021 Taylor Varin
Project context and
background
Summary (30-50 words)
MMI company is associated with the business of becoming quality registered
organisation in the major areas of the Melbourne, Sydney and Brisbane. It is a
professional education company that is looking to open a new campus in Sydney,
Australia.
Key Stakeholders
List 6-8
Mr. Eli Brown (non- executive director)
MR. Leonard black (CFO)
Jacob- graham (academic manager)
Taylor Varin (Project sponsor)
Children (as users)
Parents (as users)
Government
School administration
Community members
Expected benefits Opening a new campus in Sydney will help in building an education space that will

Project Authorisations Document
List 3-4
accommodate 5-7 classes along with other necessary rooms and facilities for the
students. A new campus is an opportunity for the company to grow and reach out to
students from Sydney. This will create brand awareness in the field of education.
Proposed start date 1/05/2021 Proposed end date 01/05/2022
Key Project
objectives
List 3-4
 Providing quality business for personal and professional growth.
 Expand business operations to Sydney, where the demand is high.
 Increase revenue and profits.
 Position the company in quality business education.
 Expand the range of courses offered.
 Implement sustainability and increase local cliental base.
Key Deliverables
List 3-4
 High quality of practices.
 Bringing in innovative solutions to face the challenges in ever
changing business environment.
 Lead the markets.
 Increase value of its associated stakeholders and customer base.
Resources
Steering committee  Mr Eli Brown – Non-executive Director
 Mr Leonard Black - CFO
 Academic Manager (Jacob Graham)
Project Sponsor Taylor Varin
Project Manager ABCD
Project Team
Physical resources
List 4-6 broad categories
 Human skill resources
 Technology resources
 Financial resources
 Raw materials
 Machinery

Project Authorisations Document
Estimated project
budget
The board of directors of the company has allocated 3 million dollars for the
completion of this project.
Key risks
List 4-6
 Team conflicts: There are different people working in the team, each
have a different working style, these differences might create conflicts
within the team.
 Technology risks: The IT equipment and hardware must not work
according to the expectation or might create some, this might lead to
delay in completion of the project.
 Communication risk: This project involved various teams working
together, it is important to follow effective communication or else it
will lead to creating confusion between the team members which result
in poor work. Mis- communication will not help the workers
understand their roles in responsibilities in a proper sense, thus, not
having the desired results.
 Performance risks: with a low budget, the employees hired to work are
less when compared to their work. They are even paid less, which can
create performance issues from the employees side. As with low
motivation, they will not work up to their fullest potential.
Constraints
List 3-4
 Budget: The cost approved for this project does not necessarily means
that it will cover all the expenses important to deliver this project. It is
hard to maintain the balance of budget with the activities involved in
the project. Poorly executed budget plan can lead to having last minute
rush for spending the allocated amount. Therefore, cost forms a
limiting constraint.
 Quality: it is related with the project outcomes while considering the
implied needs and expectations. This quality must be in order to meet
the demands of all the stakeholders, thus giving them satisfaction.
Meeting these quality standards is hard under tight budget and
schedule of the project.
 Schedule: It is related with the time frame under which this project is
expected to be completed. Building a new campus project is associated
with many risks that can cause delays in its completion. There is a
scope of missing deadlines that requires proper control, where various
tasks are identified and performed. This project will go step- wise and
based on its priority.

Project Authorisations Document
Governance model
and structure
80-150 words
Governance models are associated with the policies and systems to interface with one
another while having the responsibility with the board. This model helps in
simplifying the way in projects related with the decision- making process. This model
has the role to bring in new policies and rules involved within the approach to
manage, control and report the work. Structure in this project helps in defining the
relations and have a graphical representation of the work tasks to be done and the
team responsible for the same.
C) Obtain approval
Schedule a time (20-30 minutes) with the trainer and assessor in week 3 of class.
Meet with the project steering committee, played by a group of classmates (Role-Play), and the project sponsor
(played by the trainer and assessor) to:
 Present the Project Authorisation Document for approval
 Obtain authorisation to expend resources
 Confirm project delegations and authorities in project governance arrangements
Before the meeting
 Draft the Project Authorisation Document
 Prepare to present the document
 Prepare to negotiate changes and refinement to the document
During the meeting
 Present the Project Authorisation Document for approval
 Participate in the discussion, engaging the audience and negotiate using appropriate techniques and language
 Use communication techniques such as active listening, questioning and summarising
 Use a collaborative approach to achieve shared goals
 Obtain authorisation to expend resources
 Confirm project delegations and authorities in project governance arrangements
After the meeting
 Document any change/refinement to the Project Authorisation Document in the space provided below
There are some changes to be addressed in the project authorization document. These changes include the
information about the risks and the ways to mitigate the same. Moreover, the project must involve other
technical resources to help making the process of project efficient.

 Apply the changes/refinements to the Project Authorisation Document and finalise it
Please note that the trainer and assessor will check that the documented changes have been applied to the
Project Authorisation Document submitted in your assessment.
The trainer and assessor will evaluate your performance during the Role-Play.
If you are absent from class, you are responsible for making alternative arrangements with the trainer and
assessor to perform the Role-Play.
Task 2.2 Define project scope
You have obtained approval for the project, and it is time to start planning.
This task requires you to:
 Develop a project scope management plan in collaboration with the team
 Consult with the Project Sponsor
 Incorporate feedback and inputs from stakeholders in the scope plan and finalise it
Schedule a time with the project team in week 4 of class:
 Develop a project scope management plan (Template 3) in collaboration with the project team
 Consult with the Project Sponsor (trainer and assessor) to identify and negotiate project boundaries
 Make sure that the project team is clear about the requirements of the project scope plan
 Complete the meeting minutes (Template 4)
Please note that the trainer and assessor will validate that the meeting took place and provide feedback in the
marking sheet.
Template 3 -Scope Management Plan
Management Approach
The term "project scope" refers to the sum of all products, services, and results provided by the project.
The purpose of this scope management plan is to set forth the plans and procedures for defining, developing,
monitoring, controlling, changing, implementing and verifying the project scope, outlining resource
requirements, and defining the project benefits, outputs, and outcomes. It's the intent of scope management to
ensure the completion of all the work required, and only the work required, to complete the project successfully.
The project manager will assume overall responsibility for project scope management.
The people listed below will assume the following scope management responsibilities:
(6-8 roles)

Names / Roles Responsibilities
Board of directors Monitor the work of various teams.
Finance department Look after the accounts received and the one that is to be paid.
Allow payroll for the workers.
Financial record keeping.
Taxes and fees for the company.
Marketing team Managing social media accounts.
Content writing for the online platforms.
Designing marketing events.
Conducting market research.
Building public relations.
Human resources Recruitment.
Training session for new and old workers.
Managing performances.
Looking after health and safety of workers.
Working on developing efficient employee relations.
Provide with compensation and other benefits.
Customer services Handling the front office activities.
Having direct contact with customers and clients.
Supporting academic staff.
Looking after building maintenance.
Dealing with enrolment and admissions related activities.
Academic department Conduct training sessions.
Producing learning material.
Assessing and validating the work of students.
Offering support and compliance to them.
Monitor the activities of students.
Information technology team Providing network services.

Names / Roles Responsibilities
Handling database and administration activities.
Data management and security.
Maintenance and fixing problems with computers and other
technical equipment.
Scope Development
The scope of this project is defined in the Scope Definition section below. Development of the project scope
began with an examination of the following sources:
Outline where/what/how information was gained to complete this document. (50-100 words)
Scope development is the process of planning and documenting specific goals along with deliverables and set
budgets. It includes detailed list of tasks and activities important for the completion of the project. This scope
is related with the basic understanding of the project and its needs and requirements based on the expectation
of clients. Development of this scope of project began with the process of market research where the demand
of good education service was required in Sydney. Such registered professional education organization was in
high demand and therefore, it is profitable for the company to expand.
Project Scope Statement
The project scope statement details the project's deliverables and the work necessary to create these deliverables. The Project Scope Statement should
contain the following components:
 Scope Description – describes what the project will accomplish, including timelines and overall budget
 Acceptance Criteria – describes what requirements must be met in order for the project to be accepted as complete
 Project Deliverables – a list of deliverables the project will result in (4-6)
(50-100 words)
Scope: The scope of his project is to build and setup a new campus in the area of Sydney, Australia. This
project will be competed in 1 years with the budget of 3 million dollars.
Accepted criteria: exploring the best suitable premises in Sydney with the requirement of 800-1000 square
meters. Renting the area. Obtaining required premises. Sourcing architecture along with furniture and
equipment.
Project deliverables: High quality educational practices. Innovative solutions for challenges. Leading the
market. A successfully running new education campus.

Work Breakdown Structure
Complete a Work Breakdown structure for the project. A work breakdown structure (WBS) in project management is a tool used to define and group the
project's discrete work elements in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised
and updated as needed by the project manager.
Develop the WBS for three levels work package starting with the key deliverables (3-5) and then adding work-packages (2-3/deliverable) and sub-work
packages (2-3/deliverable).
Scope boundaries
The project boundaries statement defines the reasonable limits of project work to determine what is included in the project and what's not are. (50-100
words)
Project Constraints
Project constraints are anything that restricts or dictates the actions of the project team. List 4-6.
Every project has some constraint that is limiting the success of the same. The constraints for this project
includes,
Time: It is one of the standard constraint and refers to the schedule of the project and its completion. It
Project
Design
Permits
Drawings
Construction
interior
exterior
Control
manaing risks
Managing changes

includes the deadlines present at every phase of the project along with the rollout for final deliverables.
Effective time management is required for the purpose of attaining goals. Managing the project deals with
providing a realistic timeframe involving all the processes of the project. Timeline of the project must be
visualized so that it can track towards other constraints.
Scope: It deals with range of particular deliverables that is agreed by project sponsor on prior basis. The scope
for this project is to have access to some particular items. Scope can be represented as range. It is important
that the scope of the project is clear and requires regular form of communications. Changes in the scope are
avoided. It is also important to communicate the scope to its stakeholders. It defines the purpose of the
project.
Quality: It is the outcomes generated from the project. It depends on the needs an d requirement along with
the overall expectations of the project. Quality helps in meeting the satisfaction level of the stakeholders.
Project must stand up to its quality standards that are set mandatory from government. These standards
includes, laws and regulations along with the health and safety considerations. Quality does not mark a
constraint but is affected with the time and budget set for the project. Changes in the quality expectations will
result in disturbing the already set project time, scope and cost. In the case, where it is important to meet
sudden rise in cost, quality might be compromised.
Budget: This is very important for the stakeholders of the company as it deals with the financial resources. It
involves estimating the costs on thoroughly basis involving researching the market rates. It includes
estimating the costs involved in various activities within this project. Estimating budget includes areas such
as labor, material, equipment and other contracts.
Assumptions
Project Assumption is "A factor in planning process that is considered to be true, real or certain often without any proof or demonstration". Another
definition could be "Project Assumptions are events or circumstances that are expected to occur during the project life-cycle". List 4-6.
Project assumptions include,
Resources will be available during the whole project and time.
Training rooms will be available to use when needed.
Project will be delivered as expected.
Project will be completed on time as expected by the delivery data and with no delays.
The cost of the project will stay the same as what was budgeted initially.
Training the workers will not incur any additional cost.
Funding for the whole project is completed.
Required licenses are obtained in various areas as needed.
The scope of the project will not change mid- project.

Project benefits, outputs and outcomes
Clearly explain the expected benefits of your project along with the expected outputs and outcomes of your project. A project's output is any of the
project's specialist products (whether tangible or intangible). An outcome is the result of the change derived from using the project's outputs. A benefit is a
measurable improvement resulting from an outcome that is perceived as an advantage by one or more stakeholders. (30-50 words)
Project benefits includes, better market position of the company, working innovatively that will help in
adapting to every changing market conditions as well as increasing the value for its stakeholders and
customers.
Resource requirements
Outline the resource requirements of your project. Provide an overview of all human resources as well as any technical/physical resources required. Please
note that detailed information on resource requirements is provided in a project resource plan. (50-100 words)
Human skill resources: It includes the skilled and unskilled labour required in the project. These are the
human form of resource that will perform various activities to this project a success. These are the
employees of the company that makes a company a success.
Technology resources: technology helps in performing better and efficiently. It helps in analysing the
purpose of project while helping employees to fulfil their roles and responsibilities. It helps in
streamlining the process with the help of automation while being cost effective for the project.
Technology builds higher employee productivity and opportunity to tap into non- local talent.
Financial resources: It includes the funds that are important for each area to work smoothly. It is related
with taking loans as per requirements . Such resources ae used for main operations in the business such as
buying the products and raw materials along with carrying out long term investment plans for the
company.
Raw materials: These form the inputs for the projects or as inventory that is important to manufacture and
built some tasks. It helps in regulating the next processes involved in the project.
Machinery: It helps in assisting in completion of the work. It makes use of natural forces and carry out
heavy and duplicate work. This way the work will be done at faster pace while being more accurate.
Machinery will allow the mobility of labor.
Project Governance
Outline the governance structure of the project, including:
o Project authority levels - authority to approve changes to scope, budget, quality requirements and schedule. Authority to resolve issues (issue
escalation). Authority to manage the project. Expert authority (expert advice).
o Project Manager (responsibilities)

o Project team (responsibilities)
o Project sponsor (responsibilities)
o Any other information related to governance (for example, a project organisation chart) if pertinent.
(80-100 words)
Project manager: responsible for planning and developing the project while monitoring the team and solving
the challenges.
Project team: Contributes to the objectives of the project to gain deliverables. They work while maintaining
quality standards.
Project sponsor: Ensure the strategic significance of the project, approve the funding for the project and
resolve conflicts.
Scope Control and Verification
Controlling project scope is the process of monitoring the status of the project scope and managing changes to the scope baseline.
Clearly explain how you will be managing your scope and the project scope control process you will have in place. This includes who may initiate change
requests, who will log and track the requests and who needs to provide approval of the requests.
Include the scope verification process: how the deliverables will be verified against the original scope and how the deliverables from the project will be
formally accepted.
(50-100 words)
Managing scope of the project: It will be managed with the help of having a proper planning that involves
gathering input from various stakeholders involved. The collected requirements will be controlled while
clearly defining roles and responsibilities.
Project scope control process: will be done by monitoring and measuring performance of the employees along
with managing the changes that come in the way.
Project sponsor is responsible to initiate change requests, with the authority to make project related decisions
such as approving or rejecting the same. While project manager is responsible for tracking down all these
requests.
Verifying the deliverables from the scope verification process includes having a control quality that will
ensure deliverables to be completed as per satisfaction level.
Validating scope is the process that allows accepting the deliverables of the completed project. It will include
reviewing the deliverables from before it is formally accepted by customers.
Monitoring
List who is responsible for monitoring the project scope to ensure the project remains within the scope baseline? What processes will be used? (3-4
activities)

Name and Role Scope Monitoring Activities
Project manager Monitor performance and goals of the project
Finance manager Monitoring that project is working under the set budget.
Project sponsor Monitoring project’s strategic significance.
Template 4 -Meeting Minutes
Date 23/11/2021
Location Board room, third floor
Attendees Senior employees of the organisation, 6 members
Item 1 – Project
Outcomes and
boundaries
Summary of discussion.
Project outcomes within this project includes, generating more revenue with the help
of project of new campus. Courses offered will be expanded along with the number
of registration.
Item 2- Scope
Management Plan
Summary of discussion.
The scope of this project is to generate more revenue and project margins for the
company and to complete this project within 1 year deadline.
Action Items
List changes/refinements to the
scope management plan agreed
on with the team.
Changes include making more use of technology and related equipment.
Task 2.3 Case Study
The Project Sponsor trusts your expertise in project management.
The Project Sponsor asked you and your team to help with a project. The Marketing Team is organising an event
to present the new campus to education agents. The Project Sponsor would like you to develop the scope
management plan for this project.
The plan will be used by the marketing team in charge of organising the event.

Please note the event will be planned and delivered by existing staff only: the marketing team, and any other
individual staff you believe should be included from the organisational chart.
Please see details below:
Event (Project) Presenting the new campus to education agents
Type of event Virtual event
Zoom meeting
Structure Power Point Presentation
Q&A
Duration 1 hour
Date Event Date: 20/6/20XX
Note: event planning starts on 10/5/20XX
Presenter Marketing Manager
Organiser Marketing Team
Attendees  Education Agents
 MMI -CEO
 MMI CFO
 Marketing Manager and Marketing team
 Academic Manager
Budget  $ 1,500.00
A. Project authorisation procedures
Complete the Project Authorisation Document (Template 2) following the project authorisation procedures
updated in Task 2.1.
Use the template below and follow the instructions.
Template 2 -Project Authorisation Document
Project Authorisations Document
Project name Marketing
Authorisations Name Function Date Signature
Author Project Manager 02/05 ABCD
Approved Taylor Varin on behalf of
the Project Steering
Project Sponsor 02/05 Taylor Varin

Project Authorisations Document
Committee.
Project context and
background
Summary (30-50 words)
This project is associated with marketing the new campus of MMI and make its
objective reachable to target audience. This is important as the new campus is
established in Sydney while offering new courses. It is important to reach out to
educational agents to boost the admission process in the same.
Key Stakeholders
List 4-6
 Educational agents
 Project manager
 Marketing team
 CEO
 Customers
Expected benefits
List 2-3
 This project will help in optimising the use of available resources.
 It will accelerate the activities to boost them as needed.
 It will help company increase its revenue and have brand
recognition.
Proposed start date 10/5/2021 Proposed end date 20/06/2021
Key Project
objectives
List 2-3
 Launching the new campus.
 Improving stakeholders relations.
 Enhancing customer relations.
 Spreading awareness regarding the new educational courses
offered.
Key Deliverables
List 2-3
 Competitive intelligence
 Brand positioning.
 Overarching strategy to market the product
Resources
Steering committee  Mr Eli Brown – Non-executive Director
 Mr Leonard Black - CFO
 Academic Manager (Jacob Graham)
Project Sponsor Taylor Varin

Project Authorisations Document
Project Manager ABCD
Project Team Marketing team
Physical resources
List 3-4 broad categories
 Raw materials
 Machinery
 Money
 Expertise
Estimated project
budget
$1,500.00
Key risks
List 3-4
 Absence of enough audience
 Lack of relatable content
 Technical problems
Constraints
List 2-3
 Time
 Money
 Quality
Governance model
and structure
50-100 words
Management team model will be applied to the as a government model for this
project. It includes dividing employees in different categories such as content,
social media, event planning and so on. The structure includes, project manager
followed by marketing managers with a team of specialists. It will allow the
board members to develop skills within particular area while making decisions.
B. Obtain authorisation and approval
Write an email to the project sponsor and the steering committee to:
 Confirm that you have discussed the Project Authorisation Document with the Marketing Manager
 Ask for authorisation to expend resources as described in the Project Authorisation Document

 Ask to confirm project delegations and authorities in project governance arrangements as described in the
Project Authorisation Document
 CC the Marketing Manager
 Attach the Project Authorisation Document by adding it to the attachments section in the template
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like)
style.
(100-150 words)
Write the email using the template below (Template 1).
Template 1 -Email
Email to Project Sponsor and Steering Committee
To: Project sponsor and steering committee
Cc: Marketing manager
Bcc:
Subject: Requesting for authorisation for expending the resources as mentioned in project authorisation
document.
Date email is sent: 23/05/2021
Attachments: Project authorisation document
This email is written to ask for the authority for utilising the expenses mentioned in the project authorisation
document. It will help in optimising the use of resources. In addition to this, I request you to confirm the project
related delegations as per the authorises mention in the project authorisation document.
The project authorisation document is attached below.
With regards,
Project manager.
C. Project Scope Plan
You have obtained approval for the project, and it is time to start planning.
This task requires you to:
 Develop a project scope management plan in collaboration with the Marketing Manager and a Marketing
Officer (played by classmates in simulated work conditions)
 Consult with the Project Sponsor (trainer and assessor)
 Incorporate feedback and inputs from stakeholders in the scope plan and finalise it

Schedule a time with the Marketing Manager and a Marketing Officer in week 4 of class:
 Develop a project scope management plan (Template 3) in collaboration with them
 Consult with the Project Sponsor (trainer and assessor) to identify and negotiate project boundaries
 Make sure that the Marketing Manager and a Marketing Officer are clear about the requirements of the
project scope plan
 Complete the meeting minutes (Template 4)
Please note that the trainer and assessor will validate that the meeting took place and provide feedback in the
marking sheet.
Template 3 -Scope Management Plan
Management Approach
The term "project scope" refers to the sum of all products, services, and results provided by the project.
The purpose of this scope management plan is to set forth the plans and procedures for defining, developing,
monitoring, controlling, changing, implementing and verifying the project scope, outlining resource
requirements, and defining the project benefits, outputs, and outcomes. It's the intent of scope management to
ensure the completion of all the work required, and only the work required, to complete the project successfully.
The project manager will assume overall responsibility for project scope management.
The people listed below will assume the following scope management responsibilities:
(4-6 roles)
Names / Roles Responsibilities
Project sponsor Accepting and rejecting the project plan
Project manager Monitoring the performance
Marketing manager Product planning and sales forecasting while ensuring all
resources required are available.
Social media office Create relations with influencers, manage all the social media
accounts for the company
Content writer Optimising posts on social media, selecting appealing images
and videos.
Scope Development
The scope of this project is defined in the Scope Definition section below. Development of the project scope
began with an examination of the following sources:
Outline where/what/how information was gained to complete this document. (40-80 words)
The scope for this marketing project is to value certain section of the market segment and marketing the

services among target audience. It is designed to plan and promote the activities done by the company.
Project Scope Statement
The project scope statement details the project's deliverables and the work necessary to create these deliverables. The Project Scope Statement should
contain the following components:
 Scope Description – describes what the project will accomplish, including timelines and overall budget
 Acceptance Criteria – describes what requirements must be met in order for the project to be accepted as complete
 Project Deliverables – a list of deliverables the project will result in (2-3)
(40-80 words)
Scope description: This marketing event helps in attaining highly effective goals of the company that is to
increase its revenue along with increasing the customer base in new setup. The scope includes making strong
connections. Timeline and budget is maintained with the help of making achievable goals and distributing
roles and responsibilities among the employees.
Acceptance criteria: Desired number of attendees including the educational agents attend the event.
Project deliverables: Focus on using company’s technology to create efficient marketing event.
Work Breakdown Structure
Complete a Work Breakdown structure for the project. A work breakdown structure (WBS) in project management is a tool used to define and group the
project's discrete work elements in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised
and updated as needed by the project manager.
Develop the WBS for three levels work package starting with the key deliverables (2-3) and then adding work-packages (1-2/deliverable) and sub-work
packages (1-2/deliverable).

Scope boundaries
The project boundaries statement defines the reasonable limits of project work to determine what is included in the project and what's not are. (40-80
words)
Project boundaries are measurable and auditable along with being closely linked to the objectives of the
project. Here, the project boundaries are to gather top educational agents and market them the new campus
along with the new courses launched within same.
Project Constraints
Project constraints are anything that restricts or dictates the actions of the project team. List 2-3.
The constraints of this project includes,
Time: The deadline to set a large scale marketing event is very less. It might result in skipping some important
aspects that are important for marketing purpose.
Money: The budget set for this projects is constraints as setting up an event requires many departments to
work together that involved lot of costs. The budget constraint might lead to work with less amount of
resources thus compromising with the project quality.
Quality: when the deadline is hard to be achieved along with a tight budget, it might lead to affect the quality
of the work done as the performance of the employees will be influenced from these factors.
Project
Deliverable 1
Work Package
Sub-work package
Deliverable 2
Work Package
Sub-work package
Deliverable 3
Work Package
Sub-work package

Assumptions
Project Assumption is "A factor in planning process that is considered to be true, real or certain often without any proof or demonstration". Another
definition could be "Project Assumptions are events or circumstances that are expected to occur during the project life-cycle". List 2-3.
For this project it can be assumed that:
The resources required for the project completion will be available during the time of need.
All the activities will be completed under set deadlines.
And lastly, all the employees will work to their high potential and perform their roles effectively.
Project benefits, outputs and outcomes
Clearly explain the expected benefits of your project along with the expected outputs and outcomes of your project. A project's output is any of the
project's specialist products (whether tangible or intangible). An outcome is the result of the change derived from using the project's outputs. A benefit is a
measurable improvement resulting from an outcome that is perceived as an advantage by one or more stakeholders. (30-50 words)
It includes take away from the attendees of the marketing event.
Reaching target audience.
Boosting the admission process.
Increasing brand exposure.
Resource requirements
Outline the resource requirements of your project. Provide an overview of all human resources as well as any technical/physical resources required. Please
note that detailed information on resource requirements is provided in a project resource plan. (40-80 words)
Human resources- it includes skilled employees specialized in the various areas associated with marketing.
Technical equipment- to promote the event on online platforms.
Financial resources- To fund the costs involved in establishing a marketing event.
Project Governance
Outline the governance structure of the project, including:

o Project authority levels - authority to approve changes to scope, budget, quality requirements and schedule. Authority to resolve issues (issue
escalation). Authority to manage the project. Expert authority (expert advice).
o Project Manager (responsibilities)
o Project team (responsibilities)
o Project sponsor (responsibilities)
o Any other information related to governance (for example, a project organisation chart) if pertinent.
(50-100 words)
Project manager: responsible for planning and developing the project while monitoring the team and solving
the challenges.
Project team: Contributes to the objectives of the project to gain deliverables. They work while maintaining
quality standards.
Project sponsor: Ensure the strategic significance of the project, approve the funding for the project and
resolve conflicts.
Scope Control and Verification
Controlling project scope is the process of monitoring the status of the project scope and managing changes to the scope baseline.
Clearly explain how you will be managing your scope and the project scope control process you will have in place. This includes who may initiate change
requests, who will log and track the requests and who needs to provide approval of the requests.
Include the scope verification process: how the deliverables will be verified against the original scope and how the deliverables from the project will be
formally accepted.
(40-80 words)
Managing scope of the project: It will be managed with the help of having a proper planning that involves
gathering input from various stakeholders involved. The collected requirements will be controlled while
clearly defining roles and responsibilities of the marketing team.
Project scope control process: will be done by monitoring and measuring performance of the employees along
with managing the changes that come in the way.
Project sponsor is responsible to initiate change requests, with the authority to make project related decisions
such as approving or rejecting the same. While project manager is responsible for tracking down all these
requests.
Verifying the deliverables from the scope verification process includes having a control quality that will
ensure deliverables to be completed as per satisfaction level.
Validating scope is the process that allows accepting the deliverables of the completed project. It will include
reviewing the deliverables from before it is formally accepted by customers.

Monitoring
List who is responsible for monitoring the project scope to ensure the project remains within the scope baseline? What processes will be used? (2-3
activities)
Name and Role Scope Monitoring Activities
Project manager Monitors the performance of team members.
Marketing manager Monitoring marketing plans and procedures.
Finance manager Monitoring the budget in marketing event.
Template 4 -Meeting Minutes
Date 20/06/2021
Location Vitual event, Zoom meeting
Attendees  Educational agents
 MMI- CEO
 MMI- CFO
 Marketing manager and marketing team
 Academic manager
Item 1 – Project
Outcomes and
boundaries
Summary of discussion.
It includes take away from the attendees of the marketing event.
Reaching target audience.
Boosting the admission process.
Increasing brand exposure
Item 2- Scope
Management Plan
Summary of discussion.
The scope of this project is to plan a marketing plan that includes educational
attendees along with other stakeholders of the company.

Project
Task3=- BSBPMG530
Table of Content
Student Declaration.........................................................................................................................................................2
Task 3 – Manage project scope control process...........................................................................................6
Task 3.1 Manage project scope control process..............................................................................................................8
Task 3.2 Case Study......................................................................................................................................................11

Task 3 – Manage project scope control process
Task summary and instructions
What is this assessment
task about?
Task 3.1 builds on Task 2.1 and 2.2.
Task 3.2 builds on Task 2.3
This task comprises of the following assessment methods:
o Product-based ☒
o Direct observation of Role-Play ☐
o Case Study ☒
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
 Implement agreed scope management procedures and processes
 Monitor impact of scope changes within the established time, cost and
quality constraints according to change control procedures
 Identify and document scope management issues and recommend
improvements for future projects
You are required to address the following:
 Task 3.1 Manage project scope control process
o Address scenarios about scope management implementation
o Develop a lessons learned report
 Task 3.2 Case Study
o Address scenarios about scope management implementation for the
Case Study
o Develop a lessons learned report for the Case Study
What do I need to do to
complete this task
satisfactorily?
 submit the completed assessment tasks, according to instructions,
 complete the tasks with sufficient detail and present them in a
professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this assessment task
you must satisfactorily address all of the assessment criteria,

Task summary and instructions
 if part of this task is not satisfactorily completed you will be asked to
complete further assessment to demonstrate satisfactory performance.
Specifications You must deliver/participate in:
 NA
You must submit to GOALS
 Addressing the scenarios (monitoring and control; how the issues were
addressed)
 Change request form
 Email to project sponsor and HR Manager
 Lessons learned report
 Addressing the scenarios (monitoring and control; how the issues were
addressed) – Case Study
 Change request form – Case Study
 Email to project sponsor and HR Manager – Case Study Lessons learned
report – Case Study
Resources and equipment • Computer with Internet access
• Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided
• Templates as provided
Re-submission
opportunities
You will be provided feedback on your performance by the Assessor. The
feedback will indicate if you have satisfactorily addressed the requirements
of each part of this task. If any parts of the task are not satisfactorily
completed, the assessor will explain why, and provide you written feedback
along with guidance on what you must undertake to demonstrate satisfactory
performance. Re-assessment attempt(s) will be arranged at a later time and
date. You have the right to appeal the outcome of assessment decisions if
you feel that you have been dealt with unfairly or have other appropriate
grounds for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task or if you
have any learning issues or needs that may hinder you when attempting any

Task summary and instructions
part of the assessment.
Complete the following activities:
Task 3.1 Manage project scope control process
Assume that the following has happened when executing the project:
Scenarios
A 25% timeline
The project sponsor communicated the decision to disregard the requirement of onsite car space for
staff to one of the project team members who did not document the decision.
B 50% timeline
The project budget is cut by 5%; the project manager has reviewed the expense items and decided to
change the furniture supplier for a more affordable one compromising on the quality of the furniture
for the new campus.
C 50% timeline
The flu season forces 60% of the project team to go on sick leave for three weeks.
D 75% timeline
One of the permits the project team applied for on behalf of MMI is delayed pending additional
information. This may cause a two weeks schedule delay.
A. For each scenario:
 Detail what scope monitoring and control procedures were applied to identify the issue.

 Outline how the issue is addressed to manage the impact of scope changes within the established time, cost,
and quality constraints according to the scope management plan.
Scenario Monitoring and control
(30-50 words/scenario)
How the issue was addressed (40-80
words/scenario)
A
B
C
D
B. Complete a change request form (Template 1) for SCENARIO B
Template 1 -Change Request Form
Change Request – Project
Issued by
Change/s Requested
Reason for change/s
Impact on the project
Change authorised:
Signed:
Project Manager
Signed
Sponsor
Signed
Client
Signed
Date Date Date Date
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:

Change Request – Project
Project Sponsor: Project Manager: File Name:
C. Write an email to the HR Manager and the project sponsor to address SCENARIO C.
 Inform the two stakeholders about the issue that the project is experiencing.
 Inform them about your strategy to address the issue and manage the project scope.
 Ask for support and/or resources.
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-
like) style.
(80-120 words)
Write the email using the template below (Template 2).
Template 2 -Email
Email to Project Sponsor and HR Manager
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
D. Lessons learned
Consider the work performed when developing the scope management plan and its implementation when
addressing Task 3.1 A, B and C.
Consider the following feedback received from the project team.

 The change control process was implemented effectively; however, it could be improved by using an
electronic form
 Some scope changes were not timely communicated, increasing the possibility of scope creep
 The scope management plan was updated every six weeks
Complete a lessons learned report (Template 3) to identify and document scope management issues and
recommend improvements for future projects.
Template 3 -Lessons Learned
Lessons Learned Report
Name of project:
Overview
A brief summary of how scope was managed, to include issues and how they were addressed.
Worked well
List 3-5 items
Could have gone better
List 3-5 items
Lessons learned and suggested improvements (50-100 words):
Record
Complete the filing record below so that the project documentation can be saved in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Task 3.2 Case Study
Assume that the following has happened when executing the project:
Scenarios
A 25% timeline

Scenarios
The marketing team is extending the invitation to attend the event to education agents overseas.
B 50% timeline
The project sponsor wants to use Microsoft Team, not Zoom.
C 75% timeline
The project steering committee decides to cut the budget by 10%.
A. For each scenario:
 Detail what scope monitoring and control procedures were applied to identify the issue.
 Outline how the issue is addressed to manage the impact of scope changes within the established time, cost,
and quality constraints according to the scope management plan.
Scenario Monitoring and control
(30-50 words/scenario)
How the issue was addressed (40-80
words/scenario)
A
B
C
B. Complete a change request form (Template 1) for SCENARIO B
Template 1 -Change Request Form
Change Request – Project
Issued by
Change/s Requested
Reason for change/s
Impact on the project
Change authorised:
Signed: Signed Signed Signed

Change Request – Project
Project Manager Sponsor Client
Date Date Date Date
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
C. Write an email to the Marketing Manager and the project sponsor to address SCENARIO C.
 Inform the two stakeholders about the cut in budget and its impact on the project.
 Inform them about your strategy to address the budget change and manage the project scope.
 Ask for support and/or resources if needed.
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-
like) style.
(80-120 words)
Write the email using the template below (Template 2).
Template 2 -Email
Email to Project Sponsor and Marketing Manager
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

D. Lessons learned
Consider the work performed when developing the scope management plan and its implementation when
addressing Task 3.2 A, B and C.
Consider the following feedback received from the project team.
 The Marketing Officer and the Marketing Manager’s lack of project management knowledge impacted their
performance
 The Marketing Officer asked another team to send some of the invitations to the event. The invitations were
never sent.
Complete a lessons learned report (Template 3) to identify and document scope management issues and
recommend improvements for future projects.
Template 3 -Lessons Learned
Lessons Learned Report
Name of project:
Overview
A brief summary of how scope was managed, to include issues and how they were addressed.
Worked well
List 2-3 items
Could have gone better
List 2-3 items
Lessons learned and suggested improvements (40-80 words):
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:

Lessons Learned Report
Task 2
BSBPMG540
Table of Content
Student Declaration.........................................................................................................................................................2
Task 2 – Establish and plan the project........................................................................................................9
Task 2.1 Establish the project.......................................................................................................................................14
Task 2.2 Project Plan.....................................................................................................................................................28
Task 2.3 Present and negotiate project plan..................................................................................................................54

Task 2 – Establish and plan the project
Task summary and instructions
What is this assessment
task about?
Refer to and read the documents saved in a separate folder:
 MMI company profile and project task
 Policies and Procedures
You have been recently engaged by XYZ Pty Ltd trading as MMI as a
Project Manager (PM) to develop and implement a project to open a new
campus in Sydney (refer to MMI strategic objectives).
 The Board of Directors (BoD) has allocated 3 million dollars to the
project.
 Project duration: 1 year.
 You can employ four new staff members to be part of the project team
for its duration. Source the rest of the project team from existing MMI
personnel (flexible work arrangements will be needed)
The project includes:
 Finding premises in Sydney CBD ( 800-1000 square metres, onsite
parking for staff, natural light)
Ideally, there will be enough room for 5-7 classes, one meeting
room, one computer lab, 1 x student kitchen, student lounge, 1 x
staff kitchen, three offices for staff, toilet facilities
 Rent the premise
 Obtain necessary permits
 Source architect and building company
 Source and buy furniture and equipment

Task summary and instructions
 Liaise with the architect and building company
The project steering committee is composed of:
 Mr Eli Brown – Non-executive Director
 Mr Leonard Black - CFO
 Academic Manager (Jacob Graham)
The project sponsor is Taylor Varin (Client Service Manager), played by
the trainer and assessor.
You will have to:
 Determine the project requirements
 Work in collaboration with pertinent stakeholders
 Scope the project
 Cost and resource the project
 Develop the project plan
 Execute the project
 Finalise the project
Each unit covered in your Diploma of Project Management will address a
part of the project:
 Scope
 Time
 Quality
 Cost
 Human Resources
 Information system and communication
 Risk
 Project Integration
 Communicate with influence

Task summary and instructions
 Facilitate continuous improvement in project work
 Develop project workplace policy and procedures for sustainability
 Lead and manage project team effectiveness
BSBPMG540 addresses project integration.
Having a clear vision of the project and its structure will help you plan and
implement it in simulated work conditions.
Your trainer and assessor will provide support and mentorship in the role of
Project Sponsor (PS).
You will work in a project team of max four students. You will both lead the
team and be a part of it to experience different project roles in the simulated
work environment, project manager being the main one.
Take turns playing the role of PM when the task requires project team
collaboration. The trainer and assessor will observe project work and provide
feedback on the Marking Sheet.
Form or join a project team (3-4 students in the team).
Document the name of the students in the table below:
Student Name
Student Name
Student Name
Student Name
You will collaborate with the project team in a simulated work environment
to carry out the responsibility of your role as a PM relevant to project
integration management.

Task summary and instructions
Although you will lead and collaborate with the project team, your
assessment's work must be individual, and it will be marked as such.
Please note that the performance evidence for this unit of competency
requires you to demonstrate the ability to manage project integration on at
least three occasions. This assessment has been designed to meet that
requirement.
This task comprises of the following assessment methods:
o Product-based ☒
o Direct observation of Role-Play ☒
o Case Study ☐
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
 Identify, clarify and prepare project initiation documentation
 Identify stakeholders with decision making authority on the project
 Establish client requirements and needs
 Identify the relationship between the project and broader organisational
strategies and goals
 Negotiate and document project objectives, outcomes and benefits
 Establish project governance structure with stakeholders and project
authority
 Prepare and submit project charter for approval by relevant authorities
 Establish project objectives
 Identify project stages and key requirements for stage completion against
client requirements and project objectives
 Analyse project management functions to identify interdependencies and
impacts of constraints
 Develop a project management plan that integrates all project-
management functions with associated plans and baselines
 Establish tools to monitor and control planned activity
 Negotiate approval of project plan with relevant stakeholders and project
authority
Your assessor will be looking for demonstrated evidence of your competency
in the above.

Task summary and instructions
You are required to address the following:
 Task 2.1 Establish project
o Participate in three meetings with the project team and consult with
the project sponsor to establish three projects
o Develop a Project Charter and obtain approval to move to the project
planning phase
 Task 2.2 Project Plan
o Develop three project plans
o Present and negotiate three project plans
 Task 2.3 Present and negotiate the project plan
o Obtain approval for the project plans
Although the assessment requires group collaboration to simulate a work
environment, the assessment submission is individual, and it will be marked
as such.
What do I need to do to
complete this task
satisfactorily?
 submit the completed assessment tasks, according to instructions,
 complete the tasks with sufficient detail and present them in a
professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this assessment task
you must satisfactorily address all of the assessment criteria,
 if part of this task is not satisfactorily completed you will be asked to
complete further assessment to demonstrate satisfactory performance.
Specifications You must deliver/participate in:
 Meeting with the project team in week 2 to establish three projects in
collaboration with the team and consulting with the project sponsor
(Role-Play)
 Meeting with the project board to obtain approval for the three plans in
week 4 (Role-Play)
You must submit to GOALS

Task summary and instructions
 Meeting minutes x 3 in Task 2.1
 Project Charter x 3 in Task 2.1
 Emails to project sponsor and steering committee x 3 in Task 2.1
 Project plans x 3 in Task 2.2
 List of agreed changes to project plan x 3 in Task 2.3
 Answer to questions about reflection in Task 2.3
Resources and equipment • Computer with Internet access
• Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided
• Templates as provided
Re-submission
opportunities
You will be provided feedback on your performance by the Assessor. The
feedback will indicate if you have satisfactorily addressed the requirements
of each part of this task. If any parts of the task are not satisfactorily
completed, the assessor will explain why, and provide you written feedback
along with guidance on what you must undertake to demonstrate satisfactory
performance. Re-assessment attempt(s) will be arranged at a later time and
date. You have the right to appeal the outcome of assessment decisions if
you feel that you have been dealt with unfairly or have other appropriate
grounds for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task or if you
have any learning issues or needs that may hinder you when attempting any
part of the assessment.
Complete the following activities:
Task 2.1 Establish the project

Work in collaboration with the project team and consultation with the project sponsor in simulated work
conditions to:
 Identify, clarify and prepare project initiation documentation
 Identify stakeholders with decision making authority on the project
 Establish client requirements and needs
 Identify the relationship between the project and broader organisational strategies and goals
 Negotiate and document project objectives, outcomes and benefits
 Establish project governance structure with stakeholders and project authority
 Prepare and submit project charter for approval by relevant authorities
To meet the performance evidence requirements for this unit, you will work on three projects:
 Project 1 - The main MMI Project' Sydney Campus'
 Project 2 - The virtual event to present the new campus to education agents' Virtual Event'
 Project 3 - The celebratory party for MMI personnel in the new Sydney campus' Staff Event'
Project 1 – MMI Main Project' Sydney Campus'
Meet with the project team in week 2 of class and consult with the Project Sponsor (played by the trainer and
assessor in simulated work conditions) to clarify and negotiate project objectives and requirements.
This is a Role-Play in simulated work conditions.
Duration: 30 minutes
Before the session
 Read the information about the project for MMI Education and take into consideration MMI's policies and
procedures
 Identify relevant information to discuss during the project team meeting to inform the development of the
Project Charter (Template 2)
During the session
 Actively participate in the meeting
 Identify project initiation documentation
 Discuss critical information to develop the Project Charter
 Identify stakeholders with decision making authority on the project
 Draft a project governance model in consultation with the team and the Project Sponsor
 Identify project requirements and needs

 Clarify the relationship between the project and the broader organisational strategies and goals
 Clarify and negotiate project objectives, outcomes and benefits
 Consult with the Project Sponsor as needed
 Take notes to complete the meeting minutes and to develop the Project Charter
After the session
 Complete the meeting minutes (Template 1 - follow the instructions)
 Develop the Project Charter (Template 2 - follow the instructions)
 Submit the Project Charter as instructed by writing an email to the Project Sponsor and the Project Steering
Committee (Template 3 - follow the instructions)
Please note that the trainer and assessor will validate your active participation in the meeting and provide
feedback on the marking sheet.
If you are absent from class, you are responsible for making alternative arrangements with the trainer and
assessor to gather further information about the project.
Template 1 -Meeting Minutes
Date
Location
Attendees
Item 1 – Project
initiation
documentation
List of project documentation
identified during the meeting.
Item 2- Stakeholders
and project
governance model
Summary of discussion about
stakeholders with decision-
making authority and the
project governance model.
Item 3- Project
requirements and

needs
Summary of discussion.
Item 4- Relationship
between the project
and broader
organisational
strategies and goals
Summary of discussion.
Item 5- Project
objectives, outcomes
and benefits
Summary of discussion.
Item 6- Other
Summary of discussion of any
other item discussed during the
meeting (optional).
Template 2 -Project Charter
Project Charter
Project Title
Project Description
Address the following:
o What the project is about
and why it is undertaken.
o Identify and outline the
relationship between the
project and the broader
organisational strategies
and goals
(50-100 words)
Project Objectives

Project Charter
List 2-4 project goals and 2-4
SMART objectives for the
project.
Key deliverables and
requirements
Prepare a list (4-6) with key
information about the project
requirements. Add any relevant
acceptance criteria, keeping in
mind that acceptance criteria
should be measurable and
specific to the requirement to
keep the project on the path of
successful completion.
Deliverables Requirements
Constraints and
assumptions
List 3 constraints and 2
assumptions.
Initial risks
Identify and list 4-6 risks for the
project.
Milestone schedule
Develop a milestone schedule for
the project (4-6 milestones).
Timeline: specify as '1 month
after …'. At this stage, you
cannot indicate specific dates yet.
Milestone Timeline
Budget summary
The budget summary includes the
planned/estimated cost for the

Project Charter
preliminary scope (high level).
The total estimated budget for the
project and list 4-6 key cost
items.
Project manager and
project team
Who is the project manager?
An overview of the team (the
team would not be fully
assembled yet at this stage,
however, provide an overview of
what the project team would look
like).
Include responsibilities of the
project manager and the team.
Project Governance
Document the agreed project
governance model and describe
it: responsibilities, authority.
Template 3 -Email
Write an email to the project sponsor and the steering committee to:
 Submit the project charter for approval
 Summarise the content of the project charter
 Ask to approve the project charter to move to the project planning stage
 Attach the Project Charter by adding it to the attachments section in the email template
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like)
style.
(50-100 words)
Write the email using the template below.
Email to Project Sponsor and Steering Committee
To:
Cc:
Bcc:

Subject:
Date email is sent:
Attachments:
Project 2 – ‘Virtual Event’
Meet with the project team in week 2 of class and consult with the Project Sponsor (played by the trainer and
assessor in simulated work conditions) to clarify and negotiate project objectives and requirements.
This is a Role-Play in simulated work conditions.
Duration: 30 minutes
Before the session
 Read the information about the project provided in the table below and take into consideration MMI's
policies and procedures
Overview The Project Sponsor trusts your expertise in project management.
The Project Sponsor asked you and your team to help with a project.
The Marketing Team is organising an event to present the new campus to
education agents.
The Project Sponsor would like you and the project team to help with project
integration activities: establish the project, plan the project, implement and
monitor the project, review the project.
Please note the event will be planned and delivered by existing staff only: the
project team, the marketing team, and any other individual staff you believe
should be included from the MMI organisational chart.

Note: the Project Sponsor and the Project Steering Committee for Project 2 are
the same listed for Project 1.
Event (Project) Presenting the new campus to education agents
Type of event Virtual event
Zoom meeting
Structure PowerPoint Presentation
Q&A
Duration 1 hour
Date Event Date: 20/6/20XX
Note: event planning starts on 10/5/20XX
Presenter Marketing Manager
Organiser Marketing Team
Attendees  Education Agents
 MMI -CEO
 MMI CFO
 Marketing Manager and Marketing team
 Academic Manager
Budget  $ 1,500.00
 Identify relevant information to discuss during the project team meeting to inform the development of the
Project Charter (Template 2)
During the session
 Actively participate in the meeting
 Identify project initiation documentation
 Discuss critical information to develop the Project Charter
 Identify stakeholders with decision making authority on the project
 Draft a project governance model in consultation with the team and the Project Sponsor
 Identify project requirements and needs
 Clarify the relationship between the project and the broader organisational strategies and goals
 Clarify and negotiate project objectives, outcomes and benefits
 Consult with the Project Sponsor as needed

 Take notes to complete the meeting minutes and to develop the Project Charter
After the session
 Complete the meeting minutes (Template 1 - follow the instructions)
 Develop the Project Charter (Template 2 - follow the instructions)
 Submit the project charter as instructed by writing an email to the Project Sponsor and the Project Steering
Committee (Template 3 - follow the instructions)
Please note that the trainer and assessor will validate your active participation in the meeting and provide
feedback on the marking sheet.
If you are absent from class, you are responsible for making alternative arrangements with the trainer and
assessor to gather further information about the project.
Template 1 -Meeting Minutes
Date
Location
Attendees
Item 1 – Project
initiation
documentation
List of project documentation
identified during the meeting.
Item 2- Stakeholders
and project
governance model
Summary of discussion about
stakeholders with decision-
making authority and the
project governance model.
Item 3- Project
requirements and
needs
Summary of discussion.

Item 4- Relationship
between the project
and broader
organisational
strategies and goals
Summary of discussion.
Item 5- Project
objectives, outcomes
and benefits
Summary of discussion.
Item 6- Other
Summary of discussion of any
other item discussed during the
meeting (optional).
Template 2 -Project Charter
Project Charter
Project Title
Project Description
Address the following:
o What the project is about
and why it is undertaken.
o Identify and outline the
relationship between the
project and the broader
organisational strategies
and goals
(40-80)
Project Objectives
List 2-3 project goals and 2-3
SMART objectives for the
project.
Key deliverables and
requirements
Deliverables Requirements

Project Charter
Prepare a list (2-3) with key
information about the project
requirements. Add any relevant
acceptance criteria, keeping in
mind that acceptance criteria
should be measurable and
specific to the requirement to
keep the project on the path of
successful completion.
Constraints and
assumptions
List 2 constraints and 2
assumptions.
Initial risks
Identify and list 3-4 risks for the
project.
Milestone schedule
Develop a milestone schedule for
the project (3-4 milestones).
Timeline: specify as '1 month
after …'. At this stage, you
cannot indicate specific dates yet.
Milestone Timeline
Budget summary
The budget summary includes the
planned/estimated cost for the
preliminary scope (high level).
The total estimated budget for the
project and list 3-4 key cost
items.
Project manager and
project team

Project Charter
Who is the project manager?
An overview of the team (the
team would not be fully
assembled yet at this stage,
however, provide an overview of
what the project team would look
like).
Include responsibilities of the
project manager and the team.
Project Governance
Document the agreed project
governance model and describe
it: responsibilities, authority.
Template 3 -Email
Write an email to the project sponsor and the steering committee to:
 Submit the project charter for approval
 Summarise the content of the project charter
 Ask to approve the project charter in order to move to the project planning stage
 Attach the Project Charter by adding it to the attachments section in the email template
 CC the Marketing Manager
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like)
style.
(50-100 words)
Write the email using the template below.
Email to Project Sponsor and Steering Committee
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

Project 3 – ‘Staff Event’
Meet with the project team in week 2 of class and consult with the Project Sponsor (played by the trainer and
assessor in simulated work conditions) to clarify and negotiate project objectives and requirements.
This is a Role-Play in simulated work conditions.
Duration: 30 minutes
Before the session
 Read the information about the project provided in the table below and take into consideration MMI's
policies and procedures
Overview The Project Sponsor trusts your expertise in project management.
The Project Sponsor asked you and your team to help with a project.
The BoD would like to organise a party to celebrate the completion of the new
campus in Sydney.
The BoD would like the management team from Melbourne and newly
appointed staff in Sydney to attend.
The Project Sponsor would like you and the project team to complete tasks
associated with project integration: establish the project, plan the project,
implement and monitor the project, review the project.
Staffing considerations:
 Project Team
 Collaboration from relevant departmental managers at MMI
 External catering company
Note: the Project Sponsor and the Project Steering Committee for Project 3 are
the same listed for Project 1.

Event (Project) Celebrate the opening of the new Campus in Sydney
Type of event In-person event
Structure Max 50 attendees
Drinks and canapes on arrival
Speeches from executive management
More drinks and canapes
Duration 3 hours
Date Event Date: 20/8/20XX
Note: event planning starts on 10/7/20XX
Organiser Project Team
Attendees  Executive management
 Departmental managers
 Newly appointed staff in Sydney
Budget  $ 15,000.00
 Identify relevant information to discuss during the project team meeting to inform the development of the
Project Charter (Template 2)
During the session
 Actively participate in the meeting
 Identify project initiation documentation
 Discuss critical information to develop the Project Charter
 Identify stakeholders with decision making authority on the project
 Draft a project governance model in consultation with the team and the Project Sponsor
 Identify project requirements and needs
 Clarify the relationship between the project and the broader organisational strategies and goals
 Clarify and negotiate project objectives, outcomes and benefits
 Consult with the Project Sponsor as needed
 Take notes to complete the meeting minutes and to develop the Project Charter
After the session

 Complete the meeting minutes (Template 1 - follow the instructions)
 Develop the Project Charter (Template 2 - follow the instructions)
 Submit the project charter as instructed by writing an email to the Project Sponsor and the Project Steering
Committee (Template 3 - follow the instructions)
Please note that the trainer and assessor will validate your active participation in the meeting and provide
feedback on the marking sheet.
If you are absent from class, you are responsible for making alternative arrangements with the trainer and
assessor to gather further information about the project.
Template 1 -Meeting Minutes
Date
Location
Attendees
Item 1 – Project
initiation
documentation
List of project documentation
identified during the meeting.
Item 2- Stakeholders
and project
governance model
Summary of discussion about
stakeholders with decision-
making authority and the
project governance model.
Item 3- Project
requirements and
needs
Summary of discussion.
Item 4- Relationship
between the project
and broader
organisational

strategies and goals
Summary of discussion.
Item 5- Project
objectives, outcomes
and benefits
Summary of discussion.
Item 6- Other
Summary of discussion of any
other item discussed during the
meeting (optional).
Template 2 -Project Charter
Project Charter
Project Title
Project Description
Address the following:
o What the project is about
and why it is undertaken.
o Identify and outline the
relationship between the
project and the broader
organisational strategies
and goals
(40-80)
Project Objectives
List 2-3 project goals and 2-3
SMART objectives for the
project.
Key deliverables and
requirements
Prepare a list (3-4) with key
information about the project
requirements. Add any relevant
Deliverables Requirements

Project Charter
acceptance criteria, keeping in
mind that acceptance criteria
should be measurable and
specific to the requirement to
keep the project on the path of
successful completion.
Constraints and
assumptions
List 2 constraints and 2
assumptions.
Initial risks
Identify and list 3-4 risks for the
project.
Milestone schedule
Develop a milestone schedule for
the project (3-4 milestones).
Timeline: specify as '1 month
after …'. At this stage, you
cannot indicate specific dates yet.
Milestone Timeline
Budget summary
The budget summary includes the
planned/estimated cost for the
preliminary scope (high level).
The total estimated budget for the
project and list 3-4 key cost
items.
Project manager and
project team
Who is the project manager?
An overview of the team (the

Project Charter
team would not be fully
assembled yet at this stage,
however, provide an overview of
what the project team would look
like).
Include responsibilities of the
project manager and the team.
Project Governance
Document the agreed project
governance model and describe
it: responsibilities, authority.
Template 3 -Email
Write an email to the project sponsor and the steering committee to:
 Submit the project charter for approval
 Summarise the content of the project charter
 Ask to approve the project charter to move to the project planning stage
 Attach the Project Charter by adding it to the attachments section in the email template
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like)
style.
(50-100 words)
Write the email using the template below.
Email to Project Sponsor and Steering Committee
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

Task 2.2 Project Plan
Develop a project plan (Template 4) with inputs from the project team and in consultation with the project
sponsor as needed.
When developing the project plan:
 Establish project objectives
 Identify project stages and critical requirements for stage completion against requirements and project
objectives
 Analyse project management functions to identify interdependencies and impacts of constraints
 Establish tools to monitor and control planned activities
To meet the performance evidence requirements for this unit, you will work on three projects:
 Project 1 - The main MMI Project' Sydney Campus'
 Project 2 - The virtual event to present the new campus to education agents' Virtual Event'
 Project 3 - The celebratory party for MMI personnel in the new Sydney campus' Staff Event'
Project 1 – MMI Main Project ' Sydney Campus'
Template 4 -Project Plan
<Add Project Title>
Project Background
Provide an overview of the project based on your work at the project initiation phase, update information if required.
Address all the following:
1. The purpose of the project
2. The project background and the strategic context.
3. The objective of the project (3-5)
4. Project client/owner
(50-100 words)

Project Scope Statement
Develop a scope statement to define the project, including the overall budget and duration of the project.
(20-50 words)
Complete a project scope document. This tool can be used with key stakeholders to define the logical boundaries of the project. Ensure that you note any
requirements that are out of scope to achieve absolute clarity about what is and is not covered by this project and avoid potential problems later on.
Project Scope Document
In scope
List what is in scope
Out of scope (exclusion)
List what is not in scope
Assumptions
List assumptions (2-5)
Constraints
List constraints (3-5)
Record
Complete the filing record below so that the project documentation can be saved in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:

WBS
Complete a Work Breakdown structure for the project. A work breakdown structure (WBS) in project management is a tool used to define and group the
project's discrete work elements in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised
and updated as needed by the project manager.
Develop the WBS for three levels work package starting with the key deliverables (3-5) and then adding work-packages (2-3/deliverable) and sub-work
packages (2-3/deliverable).
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Project Stakeholders
Project
Deliverable 1
Work Package
Sub-work package
Deliverable 2
Work Package
Sub-work package
Deliverable 3
Work Package
Sub-work package

Use the following template to identify areas, groups or individuals who may participate in, or are affected by, the project. Include everyone who has a
vested interest. A useful question to ask is: 'What will make this project a success for you? 5-10 stakeholders.Add additional rows if needed.
Name Work area Stakeholder type
(client, end-user)
Impact on/by project,
requirements, success
criteria
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Roles and responsibilities
It is important to identify who the major players are on the project. List the major project roles, responsibilities and the actual people involved. We have
provided some suggested roles below. Adjust the Role and responsibility table according to the project. Add in any additional roles as needed.
Role Name/s Responsibilities
Project client/owner
The person who requires the project to be undertaken.
Project sponsor/project director/project
board
Senior management of the project. Accountable for the
success of the project. Has the authority to commit
resources.

Role Name/s Responsibilities
Project manager
The person responsible for running the project daily within
defined authorities for cost and schedule as agreed with the
project sponsor/board.
Manager of the project manager
The operational/line manager to who the project manager
reports to on a day-to-day basis.
Project team members
Staff who will be working on the project.
Steering committee/
working party
To provide advice and recommendations.
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Project Governance
Outline the governance structure of the project, including:
o Project authority levels - authority to approve changes to scope, budget, quality requirements and schedule. Authority to resolve issues (issue
escalation). Authority to manage the project. Expert authority (expert advice).
o Project Manager (responsibilities)
o Project team (responsibilities)
o Project sponsor (responsibilities)
o Any other information related to governance (for example, a project organisation chart) if pertinent.
(80-100 words)

Communication Plan
Develop a communication plan for the project. Use the template provided below. Five communication needs must be addressed. Add additional rows if
needed.
What Who Purpose When/frequency Type/methods
What is communicated Who the communication
is for
The purpose of the
communication
When the communication
happens and how frequently
The type and method of
communication
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Schedule
Using the information that you generated in the work breakdown structure, develop a schedule for the project. Complete the milestone register below (5-10
milestones, add additional rows if needed) complete and attach to your submission a Gantt Chart (the use of excel or a project management software is
recommended).
The Gantt chart must address, at a minimum: 5 milestones, associated sub-tasks (2-5 per milestones), responsibility for each sub-task, start date and end-
date, actual completion column and a comment/status column. Suggested link:
o http://www.ganttproject.biz/
o https://www.youtube.com/watch?v=5rHCSa5ad34&feature=youtu.be
Item Milestone date Responsibility

Item Milestone date Responsibility
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Budget
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to
complete the project. Identify and estimate the cost of 8-10 cost items for the project. Use the template below; add additional rows if needed.
Cost Item Quantity Cost (including GST)
AU$
Subtotal
Contingency (+10%)
TOTAL

Cost Item Quantity Cost (including GST)
AU$
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Risk Plan
The template below is used to record identified risks associated with your project, analyse the impact and determine resultant action to be taken. 5-10 risks
must be identified and analysed for treatment. Include Work Health and Safety risks (2-3). Add additional rows if needed.
Risk Likelihood
(H/M/L)
Impact
(H/M/L)
Risk response
(contingency
strategies)
Responsible
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:

Risk Likelihood
(H/M/L)
Impact
(H/M/L)
Risk response
(contingency
strategies)
Responsible
Project Sponsor: Project Manager: File Name:
Monitoring and control
Determine monitoring and control activities for the project. (50-100 words)
Project 2 – 'Virtual Event'
Template 4 -Project Plan
<Add Project Title>
Project Background
Provide an overview of the project based on your work at the project initiation phase, update information if required.
Address all the following:
5. The purpose of the project
6. The project background and the strategic context.
7. The objective of the project (2-3)
8. Project client/owner
(50-100 words)
Project Scope Statement

Develop a scope statement to define the project, including the overall budget and duration of the project.
(20-50 words)
Complete a project scope document. This tool can be used with key stakeholders to define the logical boundaries of the project. Ensure that you note any
requirements that are out of scope to achieve absolute clarity about what is and is not covered by this project and avoid potential problems later on.
Project Scope Document
In scope
List what is in scope
Out of scope (exclusion)
List what is not in scope
Assumptions
List assumptions (2-3)
Constraints
List constraints (2-3)
Record
Complete the filing record below so that the project documentation can be saved in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
WBS
Complete a Work Breakdown structure for the project. A work breakdown structure (WBS) in project management is a tool used to define and group the
project's discrete work elements in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised
and updated as needed by the project manager.

Develop the WBS for three levels of work package, starting with the key deliverables (2-3) and then adding work packages (2-3/deliverable) and sub-work
packages (2-3/deliverable).
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Project Stakeholders
Use the following template to identify areas, groups or individuals who may participate in, or are affected by, the project. Include everyone who has a
vested interest. A useful question to ask is: 'What will make this project a success for you? 4-6 stakeholders.
Project
Deliverable 1
Work Package
Sub-work package
Deliverable 2
Work Package
Sub-work package
Deliverable 3
Work Package
Sub-work package

Name Work area Stakeholder type
(client, end-user)
Impact on/by project,
requirements, success
criteria
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Roles and responsibilities
It is important to identify who the major players are on the project. List the major project roles, responsibilities and the actual people involved. We have
provided some suggested roles below. Adjust the Role and responsibility table according to the project. Add in any additional roles as needed.
Role Name/s Responsibilities
Project client/owner
The person who requires the project to be undertaken.
Project sponsor/project director/project
board
Senior management of the project. Accountable for the

Role Name/s Responsibilities
success of the project. Has the authority to commit
resources.
Project manager
The person responsible for running the project daily within
defined authorities for cost and schedule as agreed with the
project sponsor/board.
Manager of the project manager
The operational/line manager to who the project manager
reports to on a day-to-day basis.
Project team members
Staff who will be working on the project.
Steering committee/
working party
To provide advice and recommendations.
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Project Governance
Outline the governance structure of the project, including:
o Project authority levels - authority to approve changes to scope, budget, quality requirements and schedule. Authority to resolve issues (issue
escalation). Authority to manage the project. Expert authority (expert advice).
o Project Manager (responsibilities)
o Project team (responsibilities)
o Project sponsor (responsibilities)
o Any other information related to governance (for example, a project organisation chart) if pertinent.
(50-100 words)

Communication Plan
Develop a communication plan for the project. Use the template provided below. Five communication needs must be addressed. Add additional rows if
needed.
What Who Purpose When/frequency Type/methods
What is communicated Who the communication
is for
The purpose of the
communication
When the communication
happens and how frequently
The type and method of
communication
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Schedule
Using the information that you generated in the work breakdown structure, develop a schedule for the project. Complete the milestone register below (4-6
milestones, add additional rows if needed), complete and attach to your submission a Gantt Chart (the use of excel or a project management software is
recommended).
The Gantt chart must address, at a minimum: 5 milestones, associated sub-tasks (2-5 per milestones), responsibility for each sub-task, start date and end
date, actual completion column and a comment/status column. Suggested link:
o http://www.ganttproject.biz/
o https://www.youtube.com/watch?v=5rHCSa5ad34&feature=youtu.be

Item Milestone date Responsibility
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Budget
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to
complete the project. Identify and estimate the cost of 4-5 cost items for the project. Use the template below; add additional rows if needed.
Cost Item Quantity Cost (including GST)
AU$
Subtotal
Contingency (+10%)
TOTAL
Record
Complete the filing record below to save the project documentation in the project management record system.

Cost Item Quantity Cost (including GST)
AU$
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Risk Plan
The template below is used to record identified risks associated with your project, analyse the impact and determine resultant action to be taken. 4-6 risks
must be identified and analysed for treatment. Include Work Health and Safety risks (1-2). Add additional rows if needed.
Risk Likelihood
(H/M/L)
Impact
(H/M/L)
Risk response
(contingency
strategies)
Responsible
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:

Monitoring and control
Determine monitoring and control activities for the project. (50-100 words)
Project 3 – 'Staff Event'
Template 4 -Project Plan
<Add Project Title>
Project Background
Provide an overview of the project based on your work at the project initiation phase, update information if required.
Address all the following:
9. The purpose of the project
10. The project background and the strategic context.
11. The objective of the project (2-3)
12. Project client/owner
(50-100 words)
Project Scope Statement
Develop a scope statement to define the project, including the overall budget and duration of the project.
(20-50 words)

Complete a project scope document. This tool can be used with key stakeholders to define the logical boundaries of the project. Ensure that you note any
requirements that are out of scope to achieve absolute clarity about what is and is not covered by this project and avoid potential problems later on.
Project Scope Document
In scope
List what is in scope
Out of scope (exclusion)
List what is not in scope
Assumptions
List assumptions (2-3)
Constraints
List constraints (2-3)
Record
Complete the filing record below so that the project documentation can be saved in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
WBS
Complete a Work Breakdown structure for the project. A work breakdown structure (WBS) in project management is a tool used to define and group the
project's discrete work elements in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised
and updated as needed by the project manager.
Develop the WBS for three levels of work package, starting with the key deliverables (2-3) and then adding work packages (2-3/deliverable) and sub-work
packages (2-3/deliverable).

Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Project Stakeholders
Use the following template to identify areas, groups or individuals who may participate in, or are affected by, the project. Include everyone who has a
vested interest. A useful question to ask is: 'What will make this project a success for you? 4-6 stakeholders.
Name Work area Stakeholder type
(client, end-user)
Impact on/by project,
requirements, success
criteria
Project
Deliverable 1
Work Package
Sub-work package
Deliverable 2
Work Package
Sub-work package
Deliverable 3
Work Package
Sub-work package

Name Work area Stakeholder type
(client, end-user)
Impact on/by project,
requirements, success
criteria
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Roles and responsibilities
It is important to identify who the major players are on the project. List the major project roles, responsibilities and the actual people involved. We have
provided some suggested roles below. Adjust the Role and responsibility table according to the project. Add in any additional roles as needed.
Role Name/s Responsibilities
Project client/owner
The person who requires the project to be undertaken.
Project sponsor/project director/project
board
Senior management of the project. Accountable for the
success of the project. Has the authority to commit
resources.

Role Name/s Responsibilities
Project manager
The person responsible for running the project daily within
defined authorities for cost and schedule as agreed with the
project sponsor/board.
Manager of the project manager
The operational/line manager to who the project manager
reports to on a day-to-day basis.
Project team members
Staff who will be working on the project.
Steering committee/
working party
To provide advice and recommendations.
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Project Governance
Outline the governance structure of the project, including:
o Project authority levels - authority to approve changes to scope, budget, quality requirements and schedule. Authority to resolve issues (issue
escalation). Authority to manage the project. Expert authority (expert advice).
o Project Manager (responsibilities)
o Project team (responsibilities)
o Project sponsor (responsibilities)
o Any other information related to governance (for example, a project organisation chart) if pertinent.
(80-100 words)

Communication Plan
Develop a communication plan for the project. Use the template provided below. Five communication needs must be addressed. Add additional rows if
needed.
What Who Purpose When/frequency Type/methods
What is communicated Who the communication
is for
The purpose of the
communication
When the communication
happens and how frequently
The type and method of
communication
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Schedule
Using the information that you generated in the work breakdown structure, develop a schedule for the project. Complete the milestone register below (4-6
milestones, add additional rows if needed), complete and attach to your submission a Gantt Chart (the use of excel or a project management software is
recommended).
The Gantt chart must address, at a minimum: 5 milestones, associated sub-tasks (2-5 per milestones), responsibility for each sub-task, start date and end
date, actual completion column and a comment/status column. Suggested link:
o http://www.ganttproject.biz/
o https://www.youtube.com/watch?v=5rHCSa5ad34&feature=youtu.be
Item Milestone date Responsibility

Item Milestone date Responsibility
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Budget
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to
complete the project. Identify and estimate the cost of 4-5 cost items for the project. Use the template below; add additional rows if needed.
Cost Item Quantity Cost (including GST)
AU$
Subtotal
Contingency (+10%)
TOTAL
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:

Cost Item Quantity Cost (including GST)
AU$
Project Sponsor: Project Manager: File Name:
Risk Plan
The template below is used to record identified risks associated with your project, analyse the impact and determine resultant action to be taken. 4-6 risks
must be identified and analysed for treatment. Include Work Health and Safety risks (1-2). Add additional rows if needed.
Risk Likelihood
(H/M/L)
Impact
(H/M/L)
Risk response
(contingency
strategies)
Responsible
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Monitoring and control

Determine monitoring and control activities for the project. (50-100 words)
Task 2.3 Present and negotiate project plan
Schedule a time in week 4 of class with the trainer and assessor to negotiate the approval of the three project
plans.
Duration 10-15 minutes/plan
Present the plans to the project board (project steering committee) played by a group of classmates. This is a
Role-Play in simulated work conditions.
The trainer and assessor will validate that the session took place and provide feedback on the marking sheet.
If you are absent from class, you are responsible for making alternative arrangements with the trainer and
assessor to perform the Role-Play.
Before the presentation
 Make sure to have prepared the draft of the three Project Plans (Task 2.2)
 Prepare to present: receive and ask for feedback; respond to questions and negotiate the content of the plans.
During the presentation
 Present the project plans
 Respond to questions from the project board
 Provide and ask for feedback and inputs
 Negotiate and agree on the key content of the plan
 Obtain approval from the project board
After the Presentation
 Document the change/refinements to the plans negotiated with the project board. Use the table below to
document the changes.

Project Agreed on changes
Project 1
Project 2
Project 3
 Finalise the project plans based on the outcome of the meeting with the project board
Please note that the trainer and assessor will check that the changes negotiated with the project board have
been applied to the project plan submitted.
 Reflect on the meeting with the project board and address the questions below:
Question Answer
What questions did the project
board ask?
Were you prepared to respond?
Provide an example of your
response.
What items of the project plans
did you negotiate?
What negotiation techniques
did you use?
Explain why you chose
that/those technique/s.
Was the project board
engaged?
How did you facilitate the
discussion with the board?
Were the project approved? Project 1 Y ☐ N ☐
Project 2 Y ☐ N ☐
Project 3 Y ☐ N ☐
What did you do well, and what
could you improve?

Assessment
Task 3
Manage project integration
BSBPMG540

Table of Content
Student Declaration.........................................................................................................................................................2
Task 3 – Execute, control and finalise the project........................................................................................7
Task 3.1 Execute and monitor project.............................................................................................................................9
Task 3.2 Review project................................................................................................................................................26

Task 3 – Execute, control and finalise the project
Task summary and instructions
What is this assessment
task about?
This task builds on Task 2, and you will build on the work performed for
project 1, project 2 and project 3 in Task 2.
This task comprises of the following assessment methods:
o Product-based ☒
o Direct observation of Role-Play ☐
o Case Study ☒
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
 Implement and monitor project according to project scope, time and
budget
 Resolve conflicts affecting attainment of project objectives with relevant
stakeholders
 Confirm project records are updated against project deliverables at
required intervals
 Analyse and submit status reports on project progress and identify issues
with relevant stakeholders and project authorities
 Analyse and submit impact analysis of change requests for approval
 Maintain relevant project logs and registers for project audit
 Identify and allocate project finalisation activities
 Confirm project products and associated documentation are prepared for
handover to the client in a timely manner
 Finalise financial, legal and contractual obligations
 Seek feedback from relevant stakeholders and project authorities on
project implementation, management and integration
 Document feedback received to improve future projects
Please note that the performance evidence for this unit of competency
requires you to demonstrate the ability to manage project integration on at
least three occasions. This assessment has been designed to meet that
requirement.

Task summary and instructions
You are required to address the following:
 Task 3.1 Execute and monitor project
o Complete a series of tasks relevant to project execution and
monitoring for three projects
 Task 3.2 Review project
o Complete a series of tasks relevant to project finalisation and
monitoring for three projects
Although the assessment requires group consultation and collaboration to
simulate a work environment, the assessment submission is individual, and it
will be marked as such.
What do I need to do to
complete this task
satisfactorily?
 submit the completed assessment tasks, according to instructions,
 complete the tasks with sufficient detail and present them in a
professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this assessment task
you must satisfactorily address all of the assessment criteria,
 if part of this task is not satisfactorily completed you will be asked to
complete further assessment to demonstrate satisfactory performance.
Specifications You must deliver/participate in:
 Consult and collaborate with the project team for inputs and feedback on
project execution and finalisation
 Consult with the project sponsor as needed
You must submit to GOALS
 Addressing of scenarios at execution phase for the 3 projects

Task summary and instructions
 Risk assessment form - Project 1
 Email to the departmental manager - Project 1
 Change request form - Project 1
 Email to the project sponsor – Project 1
 Status report - Project 1
 Issue log - Project 2
 Status report – Project 2
 Draft dialogue to resolve conflict – Project 2
 Risk assessment form – Project 3
 Status Report – Project 3
 Reflection project 3
 Project finalisation activities for the 3 projects
 Handover report -Project 1
 Budget variation report – Project 1 and 3
 Project review report for the 3 projects
Resources and equipment • Computer with Internet access
• Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided
• Templates as provided
Re-submission
opportunities
You will be provided feedback on your performance by the Assessor. The
feedback will indicate if you have satisfactorily addressed the requirements
of each part of this task. If any parts of the task are not satisfactorily
completed, the assessor will explain why, and provide you written feedback
along with guidance on what you must undertake to demonstrate satisfactory
performance. Re-assessment attempt(s) will be arranged at a later time and
date. You have the right to appeal the outcome of assessment decisions if
you feel that you have been dealt with unfairly or have other appropriate
grounds for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task or if you
have any learning issues or needs that may hinder you when attempting any
part of the assessment.
Complete the following activities:

Task 3.1 Execute and monitor project
This task is about the execution phase of the projects when monitoring is required during their execution.
You will complete tasks relevant to each project to evidence your ability to:
 Implement and monitor the project according to project scope, time and budget
 Resolve conflicts affecting the attainment of project objectives with relevant stakeholders
 Confirm the update of project documents
 Analyse and submit status reports on project progress and identify issues with relevant stakeholders and
project authorities
 Analyse and submit impact analysis of change requests for approval
 Maintain relevant project logs and registers for project audit
Work in collaboration with the project team and consult with the project sponsor (played by the trainer and
assessor in simulated work conditions) to ensure the projects' progress towards successful completion. Ask for
inputs and feedback in completing the tasks below in simulated work conditions.
Project 1 – MMI Main Project' Sydney Campus'
Assume that the following scenarios occurred:
Scenarios
A 25% project timeline
The project team includes employees from MMI departments seconded for a couple of days/week to
the project.
One of the departmental managers at MMI cannot share one of their staff members with the project
due to conflicting priorities.
This will impact the project schedule.
B 50% project timeline
MMI is planning to update their current website to include information about the new campus.
The project sponsor asked to add this deliverable to the project.
C 75% timeline
The project budget is cut by 5%; as a project manager, you have reviewed the expense items on your
budget and decided to change the furniture supplier to a more affordable one compromising on the
quality of the furniture for the new campus.

1. For each scenario:
 Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
 Identify the impact of the scenarios on project progress. Include the impact on project interdependencies
and constraints.
 Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to
ensure project progress at each stage. Additionally, identify what changes/updates to project
documentation is implemented (example: changes to project plan).
Scenario Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
How the issue is
addressed and updates
(40-80 words/scenario)
A
B
C
2. Develop the following project documentation to meet the project record-keeping system requirements:
a) A risk assessment form to the attention of the project sponsor for a risk identified at 25% timeframe
scenario. (Template 1)
Template 1 - Risk Assessment Form - at 25% timeframe
Project details
Project Name
Project name to which the risk relates.
Project Manager:
Name of the project manager responsible for mitigating the risk.
Risk details
Raised by:
Name of the person who has identified the risk.
Date raised:
Date of completion of this form.
Description of risk:
Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets).

(30-50 words)
Likelihood of risk:
Describe and rank the likelihood of the risk occurring (i.e. low, medium
or high).
Impact of risk:
Describe and rank the impact on the project if the risk occurs (i.e. low,
medium or high).
Risk mitigation
Preventative actions recommended:
Briefly describe any action to treat the risk (risk treatment option).
(30-50 words)
Approval details
Signature: _______________________ Date: ___ /___ /____
PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
b) Write an email (Template 2) to the departmental manager (scenario A) to resolve the resource conflict
described in the scenario
The email text should be in grammatically correct English, written in an appropriate (polite, business-
like) style.
(50-100 words)
Template 2 -Email

Email to Departmental Manager
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:
c) Develop a change request form (Template 3) to request the changes needed as part of the issue
resolution strategy for the scenario at 75% timeframe.
Template 3 - Change Request Form - at 75% timeframe
This form is used to assist with recording and management of changes in scope, time, quality, resources, processes or budget needed to manage the issue/s.
Min. one change must be requested.
Change Request – Project
Issued by
Change/s Requested
Reason for change/s
Impact on the project
Change authorised: Yes/No
Signed: Signed

Change Request – Project
Project Manager Sponsor
Date Date
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
d) Write a brief email (Template 2) to the project sponsor and request approval for the change/s listed in the
change request form.
Summarise the content of the change request form and attach the form by writing its title in the
'attachment' section of the email template.
The email text should be in grammatically correct English, written in an appropriate (polite, business-
like) style.
(50-100 words)
Template 2 -Email
Email to Project Sponsor
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments:

e) Develop a status report at 75% timeframe (Template 4)
As per organisational project management record-keeping system requirements, your project sponsor
requires regular status reports to record:
● financial management and budget control,
● project milestones, for example:
○ quality review completion,
○ outcomes, and deliverables.
Consider the quality standards for the project documentation:
● clearly communicate legal obligations,
● no grammar or spelling errors,
● professional but friendly language,
● fair and flexible delivery for the intended audience,
● meet audience requirements and are sensitive to information needs.
Additional information to complete the report at 75% timeline:
● Two project team members are ill and will be on sick leave for one week
● A glitch in the CRM (Customer Relationship Management System) used in the organisation (which is
also used to gather data for project reporting) has caused the data to be inputted incorrectly for three
days. The data needs to be double-checked for accuracy and correctness.
Template 4 - Status Report - at 75% timeframe
Project Name:
Project Status G: Y: R:
Overall Timeline Budget Resources Scope Quality Risk
Status
List of Project Plan Updates:

<Add>
Status Report
Project Name
Prepared by:
Date:
Attention to:
Executive
summary
report
Use this section for
summary information
about the status of the
project.
(30-50 words)
Change request
Summarise any
change needs and
include impact
analysis of the
required change/s.
Deliverable
status
Use this section for
summarising
information about the
status of the
deliverables of the
project.
Schedule status
Use this section for
summarising the status

Status Report
of the project schedule
Budget status
Use this section for
summarising the status
of the project budget
Quality status
Use this section for a
summary of the status
of the project's quality.
Project 2 – 'Virtual Event'
Assume that the following scenarios occurred:
Scenarios
A 50% project timeline
As a Project Manager, you assigned a task (review all project reports completed so far to identify
errors) to one of your project team members.
The project team member identified several issues with the communication between the project team
and the marketing team involved in the project.
The marketing officers did not communicate some changes to the event schedule and content that may
cause scope creep.
B 75% timeline
The project sponsor would like to add a workshop about student engagement to the event schedule (1-
hour workshop).
1. For each scenario:
 Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
 Identify the impact of the scenarios on project progress. Include the impact on project interdependencies
and constraints.
 Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to
ensure project progress at each stage. Additionally, identify what changes/updates to project
documentation is implemented (example: changes to project plan).

Scenario Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
How the issue is
addressed and updates
(40-80 words/scenario)
A
B
2. Develop the following project documentation to meet the project record-keeping system requirements:
a) Complete the issue log (Template 5) to include 50% and 75% project timeframe issues.
Add additional rows if needed.
Template 5 - Issues Log - at 50% and 75% timeframe
Issues should be recorded when they arise, assigned a number and responsibility, a recovery strategy or alternate path agreed, acted upon and recorded
when closed. A minimum of 2 issues must be identified to complete this form.
Note: include an indicative date for the issue resolution.
Issue Strategy to manage
the issue Date logged Date resolved
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
b) Develop a status report at 75% timeframe (Template 4). Include an accompanying email to submit the report
to the project sponsor.
As per organisational project management record-keeping system requirements, your project sponsor requires
regular status reports to record:
● financial management and budget control,
● project milestones, for example:
○ quality review completion,

○ outcomes, and deliverables.
Consider the quality standards for the project documentation:
● clearly communicate legal obligations,
● no grammar or spelling errors,
● professional but friendly language,
● fair and flexible delivery for the intended audience,
● meet audience requirements and are sensitive to information needs.
Additional information to complete the report:
● The team has been required to work additional hours due to the flu forcing several team members to ask
for sick days at different times
● An error in estimating an item in the budget has caused an increase in budget by 8%,
● The schedule is now one week behind
Template 4 - Status Report - at 75% timeframe
Accompanying email to project sponsor.
(50-100 words)
Email to Project Sponsor
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments: Status Report

Project Name:
Project Status G: Y: R:
Overall Timeline Budget Resources Scope Quality Risk
Status
List of Project Plan Updates:
<Add>
Status Report
Project Name
Prepared by:
Date:
Attention to:
Executive
summary
report
Use this section for
summary information
about the status of the
project.
(30-50 words)
Change request
Summarise any
change needs and
include impact
analysis of the

Status Report
required change/s.
Deliverable
status
Use this section for
summarising
information about the
status of the
deliverables of the
project.
Schedule status
Use this section for
summarising the status
of the project schedule
Budget status
Use this section for
summarising the status
of the project budget
Quality status
Use this section for a
summary of the status
of the project's quality.
c) Draft the content of a dialogue that you would have with the Marketing Manager to address and resolve
the issues identified in Scenario A.
Document the dialogue in the space provided below:
Project 3 – 'Staff Event'

Assume that the following scenarios occurred:
Scenarios
A 75% project timeline
The cost of the accommodation for Melbourne personnel in Sydney was not included in the project
budget.
This cost estimation error will add $ 9,000 to the budget.
B 75% project timeline
The catering company informs you that they cannot deliver the service you booked with them to cater
for the event.
You have contacted a different catering company that does not seem to have the same quality
standards and does not deliver gluten-free options. Still, they will provide the catering 5% cheaper
than the first supplier.
C 75% project timeline
A project team member is experiencing some personal problems and feels under pressure at work.
This morning the project team member was rude towards you due to the stress they are experiencing.
1. For each scenario:
 Detail what monitoring and control procedures/processes/techniques were applied to identify the issue/s.
 Identify the impact of the scenarios on project progress. Include the impact on project interdependencies
and constraints.
 Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project and to
ensure project progress at each stage. Additionally, identify what changes/updates to project
documentation is implemented (example: changes to project plan).
Scenario Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
How the issue is
addressed and updates
(40-80 words/scenario)
A
B
C
2. Develop the following project documentation to meet the project record-keeping system requirements:

a) A risk assessment form to the attention of the project sponsor for a risk identified at 75% timeframe
scenario. (Template 1)
Template 1 - Risk Assessment Form - at 75% timeframe
Project details
Project Name
Project name to which the risk relates
Project Manager:
Name of the project manager responsible for mitigating the risk.
Risk details
Raised by:
Name of the person who has identified the risk.
Date raised:
Date of completion of this form.
Description of risk:
Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets).
(30-50 words)
Likelihood of risk:
Describe and rank the likelihood of the risk occurring (i.e. low, medium
or high).
Impact of risk:
Describe and rank the impact on the project if the risk occurs (i.e. low,
medium or high).
Risk mitigation
Preventative actions recommended:
Briefly describe any action to treat the risk (risk treatment option).
(30-50 words)
Approval details

Signature: _______________________ Date: ___ /___ /____
PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
b) Develop a status report at 75% timeframe (Template 4). Include an accompanying email to submit the
report to the project sponsor.
As per organisational project management record-keeping system requirements, your project sponsor
requires regular status reports to record:
● financial management and budget control,
● project milestones, for example:
○ quality review completion,
○ outcomes, and deliverables.
Consider the quality standards for the project documentation:
● clearly communicate legal obligations,
● no grammar or spelling errors,
● professional but friendly language,
● fair and flexible delivery for the intended audience,
● meet audience requirements and are sensitive to information needs.
Additional information to complete the report:
● A new external project team member has been appointed
● The project manager has decided to conduct additional training on WHS for the team; the project
sponsor has agreed. The training will increase the budget by $500.00
● A public holiday was not reported in the project schedule, and this will affect two workdays

Template 4 - Status Report - at 75% timeframe
Accompanying email to project sponsor.
(50-100 words)
Email to Project Sponsor
To:
Cc:
Bcc:
Subject:
Date email is sent:
Attachments: Status Report
Project Name:
Project Status G: Y: R:
Overall Timeline Budget Resources Scope Quality Risk
Status
List of Project Plan Updates:
<Add>

Status Report
Project Name
Prepared by:
Date:
Attention to:
Executive
summary
report
Use this section for
summary information
about the status of the
project.
(30-50 words)
Change request
Summarise any
change needs and
include impact
analysis of the
required change/s.
Deliverable
status
Use this section for
summarising
information about the
status of the
deliverables of the
project.
Schedule status
Use this section for
summarising the status
of the project schedule
Budget status

Status Report
Use this section for
summarising the status
of the project budget
Quality status
Use this section for a
summary of the status
of the project's quality.
c) Reflect on the conflict described in Scenario C and address the following:
 How would you address the situation?
 What conflict resolution strategy would you use, why?
 What could you do to support the project team member?
Document your reflection in the space provided below.
(50-100 words)
Task 3.2 Review project
This task is about the project finalisation phase, and it will provide evidence of your ability to:
 Identify and allocate project finalisation activities
 Confirm project products and associated documentation are prepared for handover to the client in a timely
manner
 Finalise financial, legal and contractual obligations
 Seek feedback from relevant stakeholders and project authorities on project implementation, management
and integration
 Document feedback received to improve future projects

The projects are now completed. Reflect on and review your work during project initiation, planning, execution
and monitoring and control.
Reflect on the work completed in this assessment and ask for feedback and inputs from the project team and the
project sponsor to complete the tasks below.
Address the following:
1. Identify and allocate project finalisation activities for each project
Project Finalisation Activities
(3-4/project)
Responsibility assigned to
Project 1
Project 2
Project 3
2. Complete a handover report (Template 6) – for Project 1
Template 6 - Handover Report for MMI Main Project' Sydney Campus'
This report summarises the actions to be completed post-project by the sponsoring organisation or by another project team. Customise the template and add
additional rows as needed.
Handover report
Project Name
Handed over by

Handover report
Handed over to
Actions post-project
Actions to be completed:
What actions must be completed once the project is finalised (example: evaluation survey)
Access to support and information:
How to reach project staff to obtain further information or support to implement actions (example: email project manager)
Staff transition
Summarise staff transition arrangements to new roles or re-assigned to previous roles. (50-80 words)
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project
Manager:
File Name:
3. Complete a budget variation report as part of finalising project financial obligations (Template 7) for Project
1 and 3
Template 7 - Budget Variation Report for MMI Main Project' Sydney Campus'
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to
complete the project. At the end of the project, review budget variations and how the project performed concerning the budget. Consider how the budget
was impacted by the scenarios you worked on in Task 3.1.
Customise the template and add additional rows as needed.

Budget Variation Report
Expense Budget Actual % Variation
Subtotal
TOTAL
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Template 7 - Budget Variation Report for 'Staff Event'
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to
complete the project. At the end of the project, review budget variations and how the project performed concerning the budget. Consider how the budget
was impacted by the scenarios you worked on in Task 3.1.
Customise the template and add additional rows as needed.

Budget Variation Report
Expense Budget Actual % Variation
Subtotal
TOTAL
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
4. Complete a project review report (Template 8) for each project
Template 8 - Project Review Report for MMI Main Project' Sydney Campus'
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project:
Overview

Project Review Report
A brief summary of highlights and achievements, etc. (50-100 words)
Worked well
List 3-5 items
Could have gone better
List 3-5 items
Lessons learned and suggested improvements (40-80 words):
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Template 8 - Project Review Report for 'Virtual Event'
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
Worked well
List 3-5 items
Could have gone better
List 3-5 items

Project Review Report
Lessons learned and suggested improvements (40-80 words):
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
Template 8 - Project Review Report for 'StaffEvent'
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
Worked well
List 3-5 items
Could have gone better
List 3-5 items
Lessons learned and suggested improvements (40-80 words):
Record
Complete the filing record below to save the project documentation in the project management record system.

Project Review Report
Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager: File Name:
References.