Diploma of Project Management - BSBPMG521 Assignment Solution

This document presents a comprehensive solution to an assignment from the Diploma of Project Management course, specifically addressing the BSBPMG521 unit on managing project integration. The solution covers key aspects of project management, including the project life cycle phases (initiation, planning, execution, control and monitoring, and closure), and detailed explanations of activities within each phase. It also explores project initiation documents such as project proposals, feasibility analysis documents, and project charters. The assignment delves into disaggregating project objectives into deliverables, the relationship between project and organizational strategies, and the importance of stakeholder negotiation. It explains the project charter, triple constraints (scope, cost, and time), and their relationship to project management functions. Additionally, the solution addresses project management plans, mechanisms for monitoring and control, the internal work environment, aligning project and organizational objectives, conflict resolution approaches, updating project records, status reports, and project finalization activities. The document concludes with a discussion of project review assessments, governance models, and financial, legal, and contractual obligations.

Assessment Task 1.
Question 1: List the five (5) phases of the project life cycle and give a brief
explanation of the activities that occur during each phase. Answer in 150
– 200 words.
Answer: The five phases of the project life cycle are:
1. Initiation – During this part of the project, the project manager would be responsible
for laying out the foundation for every stage of the Project Life Cycle. This phase would
brief out the different team members and phases occurring within the project. During this
phase, the PM would be able to measure the feasibility of the project.
2. Planning – During this stage of the project, the planning stage would be able to focus
over the achievement of project goals, within budget and time. In the planning phase,
the scope would be defined and a plan would be developed and further approved.
3. Execution – This phase of the project would be associated with the actual phase of
project management. In this phase, the project managers would kick off with the actual
meeting.
4. Control and Monitoring – The project would be controlled and monitored during this
phase. The project would be monitored by the project manager and manage changes
over the project.
5. Closure–During the closure phase, each of the activities would be signed and then
payments would be made to project stages.
Question 2: Describe in 1-2 sentences each, any three (3) organisational documents used
during the project initiation phase of project management.
Answer: Some of the project initiation based documents that would be required during
the project initiation phase of project management are:
1.Project Proposal – This document includes an overall proposed plan for executing the
project. This is not the final plan, this document only includes a proposed plan that might
be followed and this document is subjected to further changes.
2. Feasibility Analysis Document – During the initiation phase of the project, a feasibility
analysis is being conducted and the feasibility analysis results are published in the
feasibility analysis document.
3. Project Charter – This is the first step of the project plan that is developed during the
initiation phase to document the initial scope, objectives, timeline and budget for the
project that are further elaborated in the project planning phase.
Question 3: Describe in 30-50 words each, the four (4) steps you will follow to disaggregate
project objectives into project deliverables.
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Diploma of Project Management -BSBPMG521 Manage Project Integration…………………………………………….
BSBPMG516 – Manage project information & communication
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Answer: The different steps that would be required for disaggregating the project
objectives into project deliverables are:
1. Setting up of the functional and business requirements – Setting up the functional and
business requirements enable the project manager to specify the exact type and extent
of work required for the project.
2. Design Requirements – The design requirements requires the project manager / a
stakeholder to design the roadmap of the project by utilising the requirements specified
for the project.
3. Determining the project schedule and phases –Determining the project schedule
allows the project manager to allocate specific but optimum time periods for each work
package in the project.
4. Defining test plans – The test plans are required to develop suitable plans for testing
the system once its development is complete.
Question 4: Describe the relationship between the project and organisational strategies and
goals. Answer in 70 – 100 words.
Answer: With the aligning of projects according to strategy, organizations would be able
to ensure the proper project phases according to the set strategies. The project and
organisational strategies would be set according to the project goals. The project would
be designed according to the organisational goals that are set for the project. This would
also be considered as important as they would be helpful in linking the goals set for the
organization.
Question 5: Describe the importance of negotiating project objectives, outcomes, benefits and
project governance structure with stakeholders. Answer in 30 – 50 words.
Answer: The importance of negotiation is that it would help in linking the project
objectives, benefits, outcomes, project governance with the various involved
stakeholders. This would be highly important as they would be help in linking the goals
and objectives of the project.
Question 6: Explain, using your own words, what you understand a “Project Charter” is?
Answer in 30 – 50 words.
Answer: The project charter helps in listing out the important activities that would be
occurring within the project. It also helps in listing out the important sections, the
required resources and the various plans that are being developed within the project.
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Diploma of Project Management -BSBPMG521 Manage Project Integration…………………………………………….
BSBPMG516 – Manage project information & communication
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Question 7: Describe the relationship between the triple constraints and project management
functions. Answer in 150 – 200 words.
Answer: The Triple Constraint helps in providing a firm sense regarding the course of the
project. They also help in linking the project management functions and bringing
together the most important aspects of the project within the project plan. The triple
constraints of a project are scope, cost and time, each of which is related to each other in
a specific way such that change in one results in drastic changes in the other two. Now,
these triple constraints are strongly related to any project management function as these
triple constraints are the foundations of project management.
Based on the understanding of the Triple Constraint for the project, it would be highly
important to understand the status of success for the project. The project manager would
also be helped to trade the important constraints for the project and changing their
nature accordingly. Management of the project is often defined as compromises and
trade-offs that would be helpful for keeping the managers to understand about the
course work.
Based on the keeping track over the Project Management dashboard, the manager would
be able to keep a track over the progress over the project at each stages. Different
metrics such as cost, schedule and scope would also be defined within the project scope.
Question 8: A) Describe what a Project Management Plan is and what it contains in 50 – 70
words.
B) Why is it important to get approval of the project management plan from
relevant stakeholders. Answer in 30 – 50 words.
Answer: A project management plan helps in listing out the most important activities,
their related resources and the budget that has been estimated for the project. This plan
also serves as a guideline for the project and based on that the project proceeds
accordingly.
Question 9: Describe in 1-2 sentences each, any five (5) mechanisms to monitor and control
planned activity during project management.
Answer: The different mechanisms to monitor and control the project management plan
are:
1. Determining the schedule and matching them with the activity
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2. Measuring the progress over the project
3. Determining any actions of control if needed to be taken
4. Determining the necessary actions and planning them
5. Implementing the actions
Question 10: Describe the term “internal work environment” of an organisation. Answer in 50 –
100 words emphasising its effect on project management.
Answer: Internal work environment is defined as the kind of working environment that
would be presented within the working area where the project team members are
deployed. Developing a professional internal work environment is essential such that the
project team members following specific guidelines regarding behaviour and activities
within the project.
Question 11: What steps can be taken by a company to align project objectives with
organisational objectives, throughout the project life cycle? Answer in 50-100
words.
Answer: The steps that need to be taken by the company to align project objectives are:
1. Measuring the goals according to the set plans
2. Feasibility analysis of project objectives with respect to the organisational objectives
3. Application of changes within the project by aligning with the organisational objectives
Question 12: What can be the five (5) different approaches to conflict resolution in project
management? Answer in 50 – 100 words.
Answer: The approaches to conflict resolution are:
1. Meeting with the members doing the conflict and resolve the issue
2. Suspension of employee creating unnecessary conflict
3. Replace an employee / team member by another one
4. Separating tasks so that the conflicting members do not have to work together
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5. Reporting to higher authority
Question 13: What are some of the steps that you can you take to ensure that project records
are updated against project deliverables, project logs and registers? Answer in 40 –
60 words.
Answer: The steps to ensure project records are updated are:
1. Taking updates over the project progress
2. Deciding over the quality statements
3. Planning for the necessary action to be taken if needed
Question 14: Describe the importance of submitting status reports and performing impact
analyses of change requests during the project management lifecycle. Answer in 30
– 50 words.
Answer: Status reports helps in understanding the current status of the project and thus
deciding over the best course of action that needs to be taken at critical points within the
project.
Question 15: Describe any five (5) associated plans that are updated to reflect project progress
against baselines and approved changes. Answer in 50-70 words.
Answer: The plans are:
1. Status reports
2. Cost benefit analysis
3. Gantt Charts
4. Cost Baseline
Question 16: List any five (5) project finalisation activities.
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Answer: The project finalisation activities are:
1. Developing project report document
2. Review of the entire project
3. Review of the performances of the team members in the project
4. Appraisal of the project
5. Sign off from the stakeholders and the project manager
Question 17: A) List any five (5) criteria that should be met during the handover and acceptance
of project products?
B) List any five (5) product associated documents required to be completed in the
project finalisation stage.
Answer:
The criteria for handover and acceptance are:
1. All deliverables are fulfilled
2. All milestones reached within specified timeline
3. The final product has been delivered
4. The key performance indicators (KPIs) are favourable
5. All the stakeholders and team members have fulfilled their duties
The documents required are:
1. Project progress reports
2. Project test report
3. Stakeholder activity report
4. Product specification report
5. Project report
Question 18: List five (5) examples of each of the financial, legal and contractual obligations (a
total of 15 examples) that need to be considered during finalisation of a project.
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Answer: Examples of financial, legal and contractual obligations are:
1. Sponsorship money details
2. Project budget report
3. Budget allocation report
4. Actual costs report
5. Total spending report
6. Project licensing
7. Contracts of the team members
8. Legal procedures report
9. Bulk procurement through legal procedures
10. Legality of the final product
11. Stakeholder contract
12. Team members’ contract
13. Contractor contract
14. Procurement contract
15. Sponsorship contract
Question 19: Describe the four (4) components of project review assessments during project
management, which can be utilised as an input to future projects. Answer in 50 –
100 words.
Answer: The components of project review assessments are:
1. Project status reports: These reports can be utilised in the future to review how this
project was being conducted step by step, keeping track of the progress.
2. Project upgradation reports: This can be used in future to review how the project was
upgraded to deliver better quality results.
3. Project closure report: This report can be used as reference regarding how the project
was closed after delivery.
4. Survey documents: This report can be used to determine how and what type of survey
was conducted for data collection for the project.
Question 20: Explain any three (3) project governance models. Answer in 50 – 100 words.
Answer: The project governance models are:
1. Effective and Efficient: A model that ensures the project team members are effective
and efficient for the project
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2. Responsive: A model that governs the responsiveness to changes of the team
members associated with the project
3. Accountable: A model that ensures the team members are accountable for actions in
various parts of the project.
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Diploma of Project Management -BSBPMG521 Manage Project Integration…………………………………………….
BSBPMG516 – Manage project information & communication
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Assessment Task 2
Task 2 Part A – 2.1 Project Charter- Template 1 submitted separately in template
provided.- Refer to case study and the assessment pack question.
Task 2 Part B – 2.2, 2.3 Role Play Observation Sheet submittedin assessment
pack
Assessment Task 3
Task 3 Part A – 3.1Project Management Plan- Template 2 submitted separately
in template provided.
Task 3 Part B – 3.2Role Play Observation Sheet submittedin assessment pack P32
Assessment Task 4
Task 4 Part A – 4.1 - Role Play Observation Sheet submitted in assessment pack
Task 4 Part A– 4.2 - Minutes of meeting- Template 3 submitted separately in
template provided. – To read scenario provided for Part A for this answer
Task 4 Part B- 4.3 List the project records that need to be updated at the required levels as
per the project deliverables and plans.To read scenario provided for Part B
List of Project Records
S No. Type of Record Remarks if any
1
Contract management record
No changes
required
2
Project progress report
Needs to be revised
as per change in
production plans
3
Budgetary report
Needs to be revised
as per change in
production plans
Task 4 - 4.4 –Status Report - Template 4 submitted separately in template
provided.To read scenario provided under Part B for this answer.
Task 4 - 4.5 –Change Request Form- Template 5 submitted separately in template
provided.To read scenario provided under Part B for this answer.
Task 4 - 4.6 – Updated/Revised Project Management Plan- Updated Template
2submitted separately with template provided.To read scenario provided for Part B
for this answer
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Diploma of Project Management -BSBPMG521 Manage Project Integration…………………………………………….
BSBPMG516 – Manage project information & communication
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Assessment Task 5
Task 5 - 5.1 –Template 6 submitted separately with template provided.
Task 5 - 5.2 – Email– refer to question on assessment pack
Insert your email here:
Dear Sir
Subject: Update on project progress
This is to inform you that the project is on track and is progressing well. There had been
certain changes within the production plans over the project. Hence, we had to make
changes within the production plans and replace them with new designed materials and
resources.
I would thus like to inform you that the project is on track and thus would be completed
as per the mentioned deadline.
Regards
Task 5 - 5.3 – Email– refer to question on assessment pack
Insert your email here:
DearSir
Subject: Communication Strategies over the project
I would like to inform you that there have been a proper management of communication
over the project. The project has been on tracks and thus there have been major
changes within the project. This has been made possible with the efficient use of
communication strategies that had been involved within the project.
Regards
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BSBPMG516 – Manage project information & communication
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Task 5 - 5.4 - Lessons Learned Template 7 submitted separately with template
provided.
This project module has become a strong learning platform for me in the field of project
management. Before working on this module, I was involved in theoretical studies based
on various concepts and principles of project management and at that time, I slow
developed skills and understanding on how to manage a project. This particular module
allowed me to test my expertise in managing a project utilising various project
management tools and techniques. The lessons in this module will help me in managing
more complex projects in the near future that will also help my future professional
career.
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Diploma of Project Management -BSBPMG521 Manage Project Integration…………………………………………….
BSBPMG516 – Manage project information & communication
Teacher :