Project: Induction Process for Australian Sports Commission

This document is a comprehensive project report developed by a student to address the need for a structured induction process within the Australian Sports Commission (ASC). The project aims to enhance the onboarding experience for new employees by providing them with an appropriate overview of the organization, their roles, and responsibilities. The project includes a detailed project brief outlining the project's origins, benefits, budget, and deadlines. A thorough project plan is presented, encompassing the project's background, aims and objectives (using SMART goals), stakeholder analysis, methods, task breakdown, resource allocation, record-keeping strategies, and evaluation methods. Additionally, the document features a project budget, a risk assessment register identifying potential risks and mitigation strategies, and an induction plan that outlines the session plan for the induction day. The project covers the key components of the induction program which include topics on organizational overview, roles and responsibilities, goals and objectives, along with team building exercises, self-reflection, and goal setting. The project also provides a comprehensive guide for project management in HR.

BSBPMG522 Undertake project work
BSBADM502 Manage meetings
Assessment Task 1: Project
Part 1
Document Allocation Form:
Task Person Responsible To be completed by your assessor
Submitted (Yes/No) Date
Project Brief ************** ************** **************
Project Plan ************** ************** **************
Budget ************** ************** **************
Risk Assessment ************** ************** **************
Induction Plan ************** ************** **************
Communication Plan ************** ************** **************
a) Project Brief
Project origins
This project is developed for structuring the induction days which will occur on a monthly basis in
the Australian Sports Commission (ASC). The existing induction process within the organization is not
satisfactory. Hence, this project has been chosen to demonstrate the activities that are required for
enhancing induction process within the organization.
Benefits
This project will help to provide an appropriate overview of the organization to the new employees.
The new induction process of the project will help to provide relevant information to the employees
so that they could start their work as per their roles and responsibilities. The development of new
induction process will help to provide better understanding of the different departments within the
organization along with team building exercises, self-reflection and setting of goals.
Budget
The total budget that has been estimated for the project is $38,885.00 which includes costs
associated with resources, materials and other essentials to complete the project.
Deadlines
Completion of the project – 35 days from commencement of the project.
Completion of planning phase for the project – Within 2 weeks from commencement of the project.
Development of training timetable – Within 1 week from commencement of the project.
Determination of agenda for meetings – At the mid stage of the project that is 4-5 weeks from
commencement of the project.
Sign off approval
Project team member names Project team member signatures
1. ******* 1. *******
2. ******* 2. *******

3. ******* 3. *******
4. ******* 4. *******
Approving officer
name: *******
Approving officer
signature: *******
b) Project Plan
Project Plan
1. Background
Summarise the background of the project. The background should be an illustration of where the project
came from (how it builds on previous work) and why it is needed or important. You must include
reference to the project overall duration within this section also.
 Identify the enablers, barriers or other issues that may influence your project.
The project background is on developing a new induction process for the organization so that an
appropriate overview of the organization can be provided to the new employees.
1. Aims and Objectives
List a) the broad aim or purpose of the project, and b) objectives you intend to achieve.
Use SMART Objectives: Specific, Measurable, Attainable, Realistic and Timely.
a) Project aim and purpose is to develop a new induction process so that the new employees can easily
get an appropriate overview of the organization. This project will ensure that the employees can join the
workplace effectively by knowing their roles and responsibilities.
b) Project objectives –
 To develop a new induction process for the organization.
 To provide an appropriate overview of the organization.
 To design the induction plan and prepare necessary documents.
2. Target group and stakeholders
Identify your target group/s.
List all project stakeholder; their interest of relationship to the project and the importance of their
involvement.
Stakeholder Interest / stake Importance
Executive Director High Low
Director Medium Medium
Senior Consultant, People
Capability
Medium Low
Senior Consultant, HR Analytics High High
Employees High High
1. 3. Methods
Explain how you will meet your objectives by describing the strategy and methods:

 Describe key components of your project including an Induction Plan for the induction workshop
day (refer to task e) induction plan for additional instructions on what is required in this document).
Key components of your
project
Description of key components of
project
What is required for the project
Project Plan Planning of activities Proper planning with details
Requirements gathering Identification and analysis of
requirements
Requirements are met as
outcomes
Scheduling and Budgeting Schedule for activities and
associated cost
Proper scheduling and
budgeting
Approval of authorities Approval of project plan Authorization from relevant
parties for the plan
Induction plan Plan for new induction process Delivery as outcome of the
project
Defining agendas Statement of meeting agendas Agendas to be discussed in
meetings
Scheduling meetings Planning for meetings Scheduling of plan for meetings
Employee engagement Engage the new employees Planning for engagement
Session details Detailing the topics for sessions Planning for conducting
sessions
Communication plan Plan for communication Reporting and communication
plan
Invitation letters Letter for inviting the participants Delivery of invitation letters
 State how you will assess the needs of the target group/s; how will you involve them in your project
planning. Will other stakeholders be involved? How will their needs be met?
The needs of the target group/s will be assessed with the help of requirements gathering and analysis.
They will be involved with the project through proper communication and approval at every stage.
The stakeholders will be also involved by conveying the progress of project and their needs will be met
by evaluating the outcomes as per progress in context to schedule and budget.
How will you engage the target group and create an environment that fosters them to ask questions
and become involved in the induction process?
 Review sessions will be held for the target group.
 Questioning sessions will be conducted so that target group could ask questions.
 Frequently asked questions with answers document will be handed to the target group.
2. 4. Task Breakdown
Breakdown your objectives into key tasks, identify the person responsible for completing the task and
the date it needs to be completed.
Objective Key tasks Responsible person Due Date
Objective 1: To
develop a new
induction process for
the organization.
Task 1: Planning for the
project
********** 15/10/18
Task 2: Requirements
identification and analysis
********** 19/10/18
Task 3: Budgeting for the
project
********** 24/10/18
Objective 2: To
provide an
appropriate overview
Task 1: Present the
organization and working
********** 30/10/18
Task 2: Present the roles and ********** 02/11/18

of the organization. responsibilities of new
employees
Task 3: State the goals and
objectives of the
organization
********** 05/11/18
Objective 3: To design
the induction plan.
Task 1: Develop a plan for
induction of new employees
********** 10/11/18
Task 2: Determining agenda
for meetings
********** 15/11/18
Task 3: Scheduling of
meetings
********** 20/11/18
How will the quality of work being completed be monitored to ensure it is at an appropriate standard?
The quality of work will be analysed and evaluated as per progress of the project by comparing it with
determined goals and objectives.
3. 5. Resources
What resources do you need and where they will be sourced?
Resource Purpose Source
Personnel For training and induction Organization
Material For training purpose and
marketing
Outside organization
Employees Participants of the induction
process
Organization
How will these resources be managed and monitored to ensure their effectiveness?
The resources will be managed and monitored with help of suitable resource management plan to
ensure their effectiveness.
4. 6. Record Keeping
What sort of record keeping will you implement throughout the project for things such as:
 Correspondence
 Plans/budgets etc.
 Project outcomes
 Induction Plan
 Other supporting documentation
How will this record keeping method be monitored and maintained to ensure its effectiveness?
Project documents Required record keeping How to monitor and maintain these
record keeping
Correspondence Documentation Email and paper based document
Plans/budgets etc Soft copy of plans and
budget
Digital documents
Project outcomes Checklist Paper based record keeping
Induction Plan Schedule in software Digital as well as blueprint of the plan
Other supporting
documentation
Soft copy documentation Project archives and project folder
5. 7. Evaluation

How will you determine the effectiveness of your project?
I will determine the effectiveness of the project from the following success factors:
 Progress of the project.
 Evaluating the budget with respect to schedule.
 Evaluating the outcomes as per schedule.
 Quality of outcomes from the project.
 Analysis of deliverables as per objectives.
List the measures, the methods, tools or resources that you will use.
I have used the following measures, methods and tools during the project implementation:
 Gantt chart.
 PERT chart.
 Risk matrix.
6.
7. 8. Approval
Project team member names Project team member signatures
1. ******* 1. *******
2. ******* 2. *******
3. ******* 3. *******
4. ******* 4. *******
Approving officer
name: *******
Approving officer
signature: *******
c) Budget
Project Budget Plan:
Budget Actual Variance
Personnel:
Salaries, wages $23,000 $26,750 –$3,750
Personnel Total $23,000 $26,750 –$3,750
Marketing Communications:
Advertising $3,555 $2,110 $1,445
Web sites $1,120 $870 $250
Events $10,650 $11,125 –$475
Marketing
Communications Total
$15,325 $14,105 $1,200

Other:
Postage $230 $220 $10
Telephone $120 $100 $20
Travel $180 $0 $180
Other Total $530 $320 $210
Total Project Budget $38,885 $41,175 –$2,320
Budget
Total estimate $38,885
Detailed resource listings: - Salaries, wages
- Advertising
- Websites
- Events
- Travel expenses
- Other
Proposed costs associated with all resources - $23000
- $3555
- $1120
- $10650
- $180
- $880
Actual cost $41,175
Variances –$2,320
How will the project finances be managed and
monitored throughout the duration of the
project?
Budget analysis as per progress of the project
will be conducted on a regular basis.
d) Risk Assessment Register
Project Members: *******, ********, ********** , **********
Project Objective:  To develop a new induction process for the organization.
 To provide an appropriate overview of the organization.
 To design the induction plan and prepare necessary documents.
Date: 20/09/18
Rating for Likelihood and Seriousness for each risk
L Rated as Low E Rated as Extreme (Used for Seriousness only)
M Rated as Medium NA Not Assessed
H Rated as High
Grade: Combined effect of Likelihood/Seriousness
Seriousness
Likelihood low medium high EXTREME
low N D C A

medium D C B A
high C B A A
Recommended actions for grades of risk
Grade Risk mitigation actions
A Mitigation actions, to reduce the likelihood and seriousness, to be identified and
implemented as soon as the project commences as a priority.
B Mitigation actions, to reduce the likelihood and seriousness, to be identified and
appropriate actions implemented during project execution.
C Mitigation actions, to reduce the likelihood and seriousness, to be identified and costed
for possible action if funds permit.
D To be noted - no action is needed unless grading increases over time.
N To be noted - no action is needed unless grading increases over time.

Description of Risk
(including any
identified ‘triggers’)
Impact on Project
(Identify
consequences)
Assessment
of
Likelihood
Assessment
of
Seriousness
Grade
(combined
Likelihood
and
Seriousness) Mitigation
Actions
(Preventative or
Contingency)
Responsibility
for mitigation
action(s)
Cost Timeline for
mitigation action(s)
A “newspaper
headline” style
statement. Also
identify relevant
triggers that may cause
the risk to be realised
Describe the
nature of the risk
and the impact on
the project if the
risk is not
mitigated or
managed
Specify planned
mitigation
strategies:
Preventative
(implement
immediately)
Contingency
(implement
if/when risk
occurs)
Specify who is
responsible for
undertaking
each mitigation
action(s)
Specify timeframe
for mitigation
action(s) to be
completed by
Resource constraint moderate impact possibl
e
mediu
m
B Proper resource
management plan
Resource
Manager,
Project
Manager
$ 1050 18/10/18 –
23/10/18
Progress is not as per
schedule
Severe impact likely high C Evaluation of
progress regularly
Project
Manager
$2320 24/10/18 –
30/10/18
Technical faults and
errors
moderate impact possibl
e
mediu
m
B Implementation
of Backup and
recovery process
Technician and
IT staff
$1230 01/11/18 –
05/11/18
Over budgeting Severe impact likely high C Evaluation of
budget as per
progress
Financial
analyst
$1423 07/11/18 –
12/11/18
Team member left in
mid of project
Disastrous impact very
likely
extrem
e
A Hiring of skilled
member
HR manager $1032 15/11/18 –
20/11/18

e) Induction Plan
Session plan for the day
This induction plan outlines all the required topics need to be covered during the day:
SESSION TOPICS SESSION TOPICS DETAILS RESPONSIBLE STAFF TIMELINES
Overview of the
organization
 Presentation of the
organization
 Details about the
organization
 Working procedure
of the organization
****** 10 am – 11 am
Organizational
goals and
objectives
 Mission statement
 Vision and long term
goals
 Purpose of the
organization
****** 01 pm – 02:30 pm
Role and
responsibilities of
the employees
 Roles to be played
by employees within
the organization
 Responsibilities of
the employees
****** 03 pm – 04 pm
Work to be carried
out by the
employees
 Duties to be
performed by the
employees
 Activities to be
carried out by the
employees
****** 04 pm – 05:30 pm
Project member 1: ***** (***@asc.com.au)
Project member 2: ***** (***@asc.com.au)
Project member 3: ***** (***@asc.com.au)
Project member 4: ***** (***@asc.com.au)
Project manager: ***** (***@asc.com.au)
Invitation letter to the meeting participants:
To: ***@asc.com.au; ***@asc.com.au; ***@asc.com.au; ***@asc.com.au; ***@asc.com.au
Cc: [e-mail]
Bcc: [e-mail]
Subject: Invitation to staff induction project meeting
Dear staffs,

I hereby request you all the staffs to participate in the meeting for staff induction and contribute
some ideas to provide the induction training to the new staffs.
Please note the meeting will be conducted on 20/11/18 at 10 am at the meeting room within ASC.
Please ensure you will be attending this meeting.
Any inquiries please let me know on [phone] or ***@asc.com.au.
Regards,
Your name
ASC
f) Communication Plan

Date Stakeholder Information required by
stakeholder Timing/Frequency Delivery Channel(s) Team Owner
Insert date
Insert stakeholder
Identify the type of
information required by
the stakeholder
How often/when will
this information be
required
How will this be
distributed to them
(e.g. email, report
etc.)
Identify the member
of the project team
who will be
responsible for this
communication
15/10/18
 Executive Director
 Chief Executive
 Senior Manager
 Project progress
 Resource
 Quality
Weekly By Email **********
20/10/18
 HR Manager
 Senior Consultant,
HR
 Resource Manager
 Resource
management
 Personnel
recruitment
Monthly By personal
communication **********
30/10/18
 Executive Sponsor
 Chief Executive
 Resource Manager
 Spent budget
 Total expenditure
 Resource costs
Weekly By Face to face
meetings **********
05/11/18
 Project Manager
 Financial Analyst
 Resource Manager
 Quality as per budget
 Financial information
 Cash flow and
expenditure
Bi-weekly
By Email and
Telephonic
conversations
**********

Part 2
a) Schedule meeting – Chairperson’s Responsibility
Meeting chairperson will be Executive Director.
Meeting 1 date: 18/10/18
Meeting 1 location: ASC meeting room
Meeting 2 date: 02/11/18
Meeting 2 location: ASC meeting room
Meeting 3 date: 10/11/18
Meeting 3 location: ASC meeting room
Required meeting resources:
 Laptops and Screen Projector
 Pen and Paper
 Microphone and Audio equipment’s
Method for recording minutes:
 Recording device
 Formal documentation
 Video capture
Meeting invitation 1 notification:
To: ***@asc.com.au; ***@asc.com.au; ***@asc.com.au; ***@asc.com.au; ***@asc.com.au
Cc: [e-mail]
Bcc: [e-mail]
Subject: Invitation to staff induction project meeting
Dear staffs,
I hereby request you all the staffs to participate in the meeting for staff induction and contribute
some ideas to provide the induction training to the new staffs.
Please note the meeting will be conducted on 20/11/18 at 10 am at the meeting room within ASC.
Please ensure you will be attending this meeting.
Any inquiries please let me know on [phone] or ***@asc.com.au.
Regards,
Your name
ASC