Project Management: Staff Recruitment and Selection Process Analysis

This project management assignment focuses on developing a new staff recruitment and selection process for a local mail distribution center. The assignment covers various aspects of project management, including project documentation, stakeholder analysis, risk assessment, and budget planning. The student addresses activities such as defining project scope, identifying stakeholders, delegating authority, and outlining responsibilities. The project plan includes goals, timelines, work breakdown structure, and roles and responsibilities. The assignment also explores project management tools, risk management plans, and budget plans. Furthermore, it discusses team composition, communication strategies, project approval processes, and the importance of coaching and recordkeeping. The student also details monitoring methods for finances, resources, and quality, and provides a progress report. The assignment provides a comprehensive overview of the project management lifecycle for a staff recruitment and selection project.

Running head: PROJECT MANAGEMENT
Staff Recruitment and Selection Process
Name of the Student:
Name of the University:

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Table of Contents
Activity 1....................................................................................................................................3
1. Project Documentation....................................................................................................3
2. Scope document..............................................................................................................3
Activity 2....................................................................................................................................3
Activity 3....................................................................................................................................4
Activity 4....................................................................................................................................5
Activity 5....................................................................................................................................5
Activity 6....................................................................................................................................6
Activity 7....................................................................................................................................6
Activity 8....................................................................................................................................8
Activity 9....................................................................................................................................8
Activity 10................................................................................................................................10
Activity 11................................................................................................................................10
1. Team of people..............................................................................................................10
2. Communicate with people from diverse backgrounds..................................................11
Activity 12................................................................................................................................11
Activity 13................................................................................................................................11
1. Responsibilities of team members................................................................................11
2. Actions taken to clear responsibilities and project requirements..................................11
Activity 14................................................................................................................................12
Activity 15................................................................................................................................12
Activity 16................................................................................................................................13
Activity 17................................................................................................................................13
Activity 18................................................................................................................................14
Activity 19................................................................................................................................15
Activity 20................................................................................................................................15

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Activity 21................................................................................................................................15
Activity 22................................................................................................................................15
Activity 23................................................................................................................................16
1. Importance of review....................................................................................................16
2. Five things review must reveal.....................................................................................16
3. Presentation of Review.................................................................................................17
Activity 24................................................................................................................................17
Summative Assessment 1.........................................................................................................17
Question 1............................................................................................................................17
Question 2............................................................................................................................18
Question 3............................................................................................................................18
Question 4............................................................................................................................18
Question 5............................................................................................................................19
Question 6............................................................................................................................20
Summative Assessment 2.........................................................................................................20
Project 1...............................................................................................................................20
References................................................................................................................................25

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Activity 1
1. Project Documentation
Documentation and information required to prepare project plan are:
i. Project status report- Update on project progress
ii. Budget documents- Provide financial information of project
iii. Project charter- Describe entire project work including objectives, stakeholders, start
and end date (Meredith, Mantel Jr and Shafer 2017).
iv. Scope statement- Outline deliverables of plan
v. Resource documents- Information on personnel and stakeholder involved
vi. Requirements documentation- Define purpose of plan (Harrison and Lock 2017).
vii. Change control register- Document possible project changes
2. Scope document
 What is the purpose of project?
 What are available resources?
 What is in-scope and out scope of project?
 Timeframe and cost
 Who should work in project plan?
 Who will get affected by project outcomes?
Activity 2
The stakeholder table is shown as:
Type of stakeholder Stakeholder Interest Power/authority
Primary Senior Manager Providing financial
inputs
Authorize the project
plan

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Project Team Providing service
related information
Support customer
relations
Employees Providing secured
services with
customer value
Performance
management
Customers Product delivery and
service level
Offering of credits
Secondary Suppliers Maintain quality
standards
Maintain availability of
product
Community Staff donations Financial support
Regulatory
bodies
Legislation and
regulations
Practices of project
governance
Activity 3
The delegating authority is the manager of Local Mail Distribution Centre. The things
which are required to clarify such that the project can complete on scheduled time. There is
required to clarify about the completion date of project and project deliverables. It will help
to estimate the budget for plan and assess resources required. Monitoring as well as
evaluation techniques are considered to take correct project related decisions. It is
significantly important that the project is started when there is recruitment and selection of
skilled resources. Employment and labour laws is considered for implementing the project
(Fleming and Koppelman 2016). This legislation would encourage the members to resolve
disputes.

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Activity 4
As a role of project manager for developing new staff recruitment and selection
process, there are some limits of responsibility which are taken in account. Limits of
responsibility means a person has responsibility but without power. Following are limits of
responsibility:
I. Review project schedule with senior manager
II. Contract with the consultants for working on project
III. Maintaining confidential and personal information
IV. Monitor progress of plan (Lock 2017).
V. Write reports on project management for funders
VI. Review work quality on daily basis
VII. Establish a communication plan to interact with project team
VIII. Manage project funds based on accounting policies
Activity 5
The mission statement of IVM Constructions is to improve service to customers and
responsive to needs by constructing sustainable, high quality, safe and cost effective homes
through innovation. Based on this statement, the organization’s objectives are:
 To meet with customer’s needs
 Focus on sustainable construction of homes
 Benefits of the shareholders
The mission of company is supporting the objectives. As the company is at top
performer, then it will benefit the shareholders. Improve service to customers lead to meet
with their needs and constructing sustainable to meet with their expectations.

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It is required to consult with other people in the organization to take more
construction project related information.
Activity 6
Resources required to undertake development of new product for sale are:
a. People: Skilled people have experience in product development such as Marketing
Manager, HR Manager, Project Manager, Sales Manager and Operational Manager.
b. Equipment: Computer, internet, telephone, printers besides other communication
channels.
c. Financial resources: Paying salaries of people, facilitating the operational project
expenses and purchase of equipment.
Activity 7
Project plan for development of new staff recruitment and selection process
Goals
The goal of the project plan is to develop a process for recruiting new staffs for the
local mail distribution centre. The purpose is to provide with recruitment and selection
process of the new candidates based on three project phases- recruitment and selection
process, selection process and sending job offers.
Timelines
The duration of the project is 3 months. Start date of the project is 24-05-2020 and
end date is 15-05-2020.

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Work breakdown structure
Develop staff selection
and recruitment process
Recruitment and
selection process
Selecting criteria for
the applicants
Advetising the job
Receiving
applications for the
position
Selection process
Listing of the
candidates
Invitation to the
applicants for
interview
Interviewing the
candidates
Sending thank you
message to the
candudates
Sending job offers
Induction of the
candidates
Providing training to
candidates
Roles and responsibilities
Role Responsibilities
Project Sponsor  Estimating the project financial resources
 Controlling and monitoring cost
 Participating in project meetings
Project Manager  Organising the project meetings
 Updating the project documents
 Communicating with team members
HR Manager  Selecting top applicants

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 Interviewing the selected applicants
 Responsible for giving advertisements
Team Leader  Verifying the project scope
 Monitoring the project schedule
 Monitoring team work
Activity 8
Two project management tools related to the project:
Gantt chart: It shows as a bar chart to track project tasks across the time. It will show
relationships between the project tasks and track total duration of the plan. It is related to the
project to show project phases, resources as well as milestones (Fewings and Henjewele
2016).
Work breakdown structure: It shows hierarchical deliverables of the project for
completion of project work. It is related to the project as it is used to break down the main
activities in work packages (Nicholas and Steyn, 2017). It benefits the project by organizing
work based on requirements and classify scope risks that is not well distinct.
Activity 9
The risk assessment is required to assess probability as well as consequences of
possible risk events. It creates an awareness of the project risks to project team. The risk
management plan helps to aware people of potential risks linked with the project and provide
mitigation strategies to overcome with it. Potential project risks are business risk, injury of
workers, health and safety risks (Marchewka 2016). Following risk management plan shows
the areas which should be covered by project plan:

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Type of
risk
Consequen
ces
Probabili
ty
Impact Risk
level
Risk
response
Mitigation
strategy
Business
risk
Ruin
reputation
of the
company
Moderate Moderat
e
Medium Mitigate Business continuity
management plan
will help to protect
the business assets
and financial
resources.
Injury of
workers
Cost of pain
and loss of
life quality
Likely Moderat
e
Medium Accept There should
require to
communicate with
them regarding
safety policies to
deal with hazards.
Health and
safety risks
Damage to
business
productivity
and finances
Likely Major High Mitigate Health and safety
program should be
developed to
prevent workplace
injuries and
improve over
compliance laws as
well as procedures.

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Activity 10
Budget plan for project
Cost Items Budgeted Cost (in $)
Desktop and laptop cost 30,000
Printing cost 2,400
Internet charges 8,000
Telephone bill 9,000
Transport cost 5,600
Extra allowances 7,000
Total: 62,000
Activity 11
1. Team of people
Finance team: The financial officer is consulted to put help in project financing such
that there is no cost overrun. The team will guide the project manager to prepare the project
budget and monitor the project cost.
IT team: They are consulted for technical related issues. The team is responsible to
take decisions regarding purchase of IT equipment and resources.
Logistics team: They are consulted on issues regarding distribution as well as
logistics. They are responsible to deliver the mail distribution services on time (Heldman
2018).
HR team: They are consulted regarding human resource issues. The team is
responsible to manage issues regarding recruitment and selection of project human resources.

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2. Communicate with people from diverse backgrounds
At the time of communicating with people from diverse backgrounds, it should
require to interact with people to understand their cultural backgrounds. People should
require to learn as well as adapt consistency (Heldman 2018). It should require to speak
property with them so that people having less English knowledge should understand it.
Activity 12
The project plan is finalized by taking approval from the project sponsor. The project
approval is acknowledged by producing the project deliverables at the completion of project
planning stage. Signatures on the project document indicated final project approval.
Activity 13
1. Responsibilities of team members
 Human Resource Manager
 Financial Officer
 Risk Manager
 Project Sponsor
 Functional Manager
2. Actions taken to clear responsibilities and project requirements
Human Resource Manager: The manager is responsible to coordinate with
administrative functions of the organization for clean up as well as repair of the office
premises. HR Manager is responsible to hire of new staffs and consult with the executives on
project strategic development.
Financial Officer: The officer is responsible to assist in preparing of project budgets
and managing financial records for repair of flooded premises. Then the officer managers the
financial invoices (Papke-Shields and Boyer-Wright 2017).

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Risk Manager: The manager is responsible to communicate with the project risk
policies along with processes in the business organization. The manager deals with the risks
affect the organization.
Project Sponsor: The sponsor is responsible for daily operations of project and takes
strategic business decisions.
Functional Manager: The manager is responsible to direct technical work of the
project and train the team members (Young 2016).
Activity 14
The team member should provide with coaching as a support to help them in
developing their skills required to meet with quality outcomes of project. It is a form of
training helps to develop skills for achieving goals, quality requirements and meeting with
timeline. It helps to improve over employee morality and tell the team members that they
should believe in their capabilities in long run (Muller 2017). This support helps the team
members to build positive change and boost transfer of knowledge from the trainer to the
individual.
Activity 15
Electronic database is used as recordkeeping system for establishing as well as
maintaining through the project plan. It collects data and information and stored it into
computer readable format. It helps to retain hard copy and soft copy of the project records. It
is used for this project as it makes easier to search and retrieve project data. It allows
centralized usage of the information among the users over network and reduces data
duplication. It is superior to other record keeping system as it can reduce data redundancy as
well as reduce updated errors with increase in data consistency (Turner 2017). It improves
over data access to the users and improves data security.

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Activity 16
Following are the monitoring methods used to manage the finances, resources and
quality of the local mail distribution centre project:
i. There is monitoring of project budget and project expenses required.
ii. There is proper approval of the project documents before starting the project work.
iii. There is a procurement system ensures that purchases paid for the items ordered as
well as delivered are recorded (Samset and Volden 2016).
iv. Ensure that the items are received before processing payment.
v. Ensure that invoices from the suppliers are processed through system.
Those are superior to other monitoring methods as those above mentioned methods
are helpful to ensure that there is proper estimation of costs of expenditure and project
purchases and ensured that the project can complete on scheduled timeframe.
Activity 17
Progress Report
I. The project is being commenced as it is scheduled and planned to complete in three
months.
II. In order to meet with project objectives, we required extra resources.
III. The project team members selected for the project are human resource, risk manager,
financial officer, IT Manager, logistics manager and project sponsor.
IV. We conducted team meetings on each Wednesday to analyze the project status
(Huemann, Eskerod and Ringhofer 2016).
V. We keep communicating with high level managers through email and telephone
conversation.

14PROJECT MANAGEMENT
VI. There should be concern for the project if resources are not available in five days,
then it would impact on project deadline.
VII. We need transport facilities to move around when it is required.
Activity 18
Project Risks Risk Management Strategies
Lack of qualifications of job
applicants
Before selecting the candidates for the interview, it
should require to verify their skills and qualifications
suitable for the job position (Harris 2017).
False claiming of qualifications
by applicants
It should prior inform to the applicants that false claim of
qualifications should lead to dismissal and legal crime.
Duplication of records The organization should use record keeping system to
store data so that there is no data errors while recording
academic and professional data of job applicants (Kliem
and Ludin 2019).
Lack of investigation on
background check
Pre-employment screening should be conducted to
investigate background of the applicants and verify their
accuracy. It helps to discover their criminal history plus
employer sanctions.
Activity 19
The list of project deliverables are:
Tangible deliverables Intangible deliverables
Report on mail processing Training manuals
Increase in quality service Quality management plan

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Reduction of operational cost by 12% Marketing documents
Reduction of staffs by 15% Production report
Activity 20
The financial records kept are project expenses included wages for the project team as
well as financial resources (salaries of human resources). Accuracy of the financial records
are kept by integration of the financial records with the external records like bank statements,
statement of credit card and invoices of supplier (Anantatmula and Rad 2018).
Activity 21
Manager: Thank you for coming, James. You have been working in the company for
4 years and you are currently one of the best employee. How do you feel about your job role
as I came to know that you are disappointed with your previous role? I understand that you
are not happy to return to our previous role, therefore I am going to offer you some options. I
would like to provide you will new job role of marketing manager where you are expertise
and you can explore your skills in this area (Brewer and Dittman 2018). I would like to add
extra staffs with you those can help you with extra responsibilities.
Activity 22
Documentation required to complete before the project would end such as:
i. Project Charter
ii. Scope Statement
iii. Quality plan
iv. Risk plan

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v. Stakeholder plan
vi. Resource plan
vii. Schedule plan
viii. Cost plan
ix. Procurement plan
x. Communication plan
The project sign off is obtained from the project sponsor (Manager of the Local Mail
Distribution Centre). The sign off is obtained in form of project report contains project
purpose, objectives, start and end date, project duration, person responsible, name of project
manager and list of project deliverables.
Activity 23
1. Importance of review
Review of project outcomes is important as it will summarize the project findings and
map against what has planned to evaluate project success.
2. Five things review must reveal
The project review must reveal- performance of project, summary of project plan,
closure project activities, lessons learned and recommendations to manager (Ekrot, Kock, and
Gemünden 2016).
3. Presentation of Review
The project review is presented as project deliverables produced to date and
determined whether the project should meet with its objectives or not. It is also determined by
measuring stakeholder satisfaction level as well as cost benefits achieved from plan.

17PROJECT MANAGEMENT
Activity 24
Five of lessons learned are:
i. Change control processes: It is reported in the change management plan.
ii. Understand the project methodology: It is reported by documenting the project
methods used to collect and store information related to plan.
iii. Quality assurance process: It is reported in the quality management plan by
documentation of quality of project deliverables.
iv. Risk management: It is a process of identifying risks and product report by analyzing
impact of risk treatments (Frijns, Van Leeuwen and Bierwolf 2017).
v. Communication: It is reported in communication management plan by identifying
stakeholders, communication purpose, medium and frequency.
Summative Assessment 1
Question 1
Flow chart is used as project management tool to provide a clear picture of the project
processes and find ways for making improvement over project efficiency. The flow chart is
used to display the objectives and activities of project in logical way (Silvius 2017).
In the project, the flow chart is used to manage planning phase. The chart is created to
show the project milestones and schedule the tasks for the team members.
Five tools contribute to project management processes are as follows:
a. Network Diagram
b. Gantt chart
c. Work breakdown structure
d. PERT Diagram

18PROJECT MANAGEMENT
e. Fishbone diagram
Question 2
Documentation related to project parameters are as follows:
Budget: It documents the project costs associated with project activities and calculates
total amount of money spend by a specific date.
Human Resources: It identifies the human resources required for the project plan and
its roles and responsibilities to meet with project objectives (Harrison and Lock 2017).
Timeline: Timeline helps to schedule total time required, start and end date of each
individual project activities.
Question 3
Risk is the probability of occurrence of uncertain events in the project due to
unexpected project outcomes, and project delays. The process to manage project risk is risk
identification, evaluation as well as estimation of risk levels involved in the project plan
(Nicholas and Steyn 2017).
Question 4
The mission statement is defined as objectives along with approaches required to meet
with project objectives. The vision statement defined desired future of the company.
The undertaken project work should relate with the vision, mission, objectives and
operations of the organization for setting a direction of the project. It helps to identify
strategies used to achieve project goals (Turner 2017). The operations will direct individuals
to perform daily tasks to run the organization.
Question 5
Ten procedures relevant to manage the project plan are:

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i. Allocate project team
ii. Planning the project
iii. Coordination with the managers
iv. Reporting
v. Budget and finance
vi. Human resources
vii. Quality assurance
viii. Recordkeeping
ix. Risk identification and assessment
x. Lesson learned
Lines of authority and approval: The team member should need approval for release
of project funds, assign resources and proposed actions in line with requirements.
Quality assurance: The team should produce quality project deliverables by
maintaining quality standards.
Human resources: The allocation of human resources are based on stakeholder’s skills
and qualifications about project success and requirements (Kliem and Ludin 2019).
Budget and finance: The team members are responsible to make sure that finance are
in line with estimated cost to achieve financial objectives.
Recordkeeping: The rights of project clients are protected and records are documented
in safe place.
Reporting: The project reporting includes progress, status, schedule and budget
variance reports.

20PROJECT MANAGEMENT
Question 6
Health and safety legislation has importance in the project to protect wellbeing of the
employees and customers. It ensures that the employees and staffs are kept at safe place to
avoid injuries and loss of staffs (Frijns, Van Leeuwen and Bierwolf 2017). Five regulatory
requirements are:
i. Providing safe place of employment
ii. Providing safe working environment
iii. Providing safety policies and risk assessment
iv. Cooperate with the supervisor on health and safety
v. Implementation of health and safety program
Summative Assessment 2
Project 1
The project is based on develop new staff recruitment and selection process for Local
Mail Distribution Centre. This project is beneficial for increasing business operations,
increasing in profitability and productivity of the business (Nicholas and Steyn 2017). The
project was sponsored and supported by the organization by ensuring that there is an increase
in 15% profits of the business.
1 Stakeholders CEO, customer service manager, marketing manager, project
manager and project sponsor.
2 Role of project
manager
My role is to lead the project, create a project roadmap and
define the project scope. The project manager also assign roles to
project team members to achieve project outcomes.
3 Objectives and The goals of the project is to achieve the scheduled timeline and

21PROJECT MANAGEMENT
goals estimated budget.
The objectives are:
 To expand the departmental store in 3 months timeline
 To increase in profit by 15%
 To increase in market share by next 1 year
4 Align with
vision and
mission
The project aligns with organizational mission and vision by
ensuring a strong connections among the operational resources. It
helps to discover the implementation gap in the business.
5 Resources
required and
sourcing
Finance resources: It is sourced from project funding and lines of
credit.
Human resources: Hiring of the experienced applicants based on
mission and organizational goals
Physical resources: It includes workspace, information system and
marketing materials (Heldman 2018).
6 Communicatio
n
Communication helps the project manager to engage the project
team members by driving the project activities.
7 Monitor project
quality
The quality of project outcomes are monitored through measuring
results and determining whether the outcomes are being achieved.
8 Meet project
timeline
 Knowing the project deadlines
 Tracking the project tasks (Muller 2017).
 Understand project requirements
 Prioritization of project tasks
9 Project
Management
tools used
Network Diagram: It is useful to track and plan work from its initial
phase to closure phase.
Gantt chart: It is useful to view project tasks and its start and end

22PROJECT MANAGEMENT
date.
PERT chart: It is useful to estimate time required to finish the project
work (Anantatmula and Rad 2018).
10 Delegate roles
and tasks
Roles of person is delegated to choose right person for the project
and provide them training.
Tasks are delegated by providing instructions as well as information
to people and providing them strategies to control cost and schedule.
11 Risk
management
and
contingency
plan
The project contingency plan is executed when the risks are
presented. The purpose of this two plans is to reduce damage of
project risks when occurred. Without risk and contingency plan, it
provides impact on project plan.
By means of this plan, health and safety risks are managed by
identification of hazards, assessment of risks and control over the
risks by implementation of strict health and safety policies in the
retail group (Silvius 2017).
12 Methods used
to clarify roles
and
responsibilities
Stakeholder management plan and project management plan are used
to identify list of individuals involved in the project and their
respective roles and responsibilities for specific project tasks.
13 Prepare budget
and used as
communication
and monitoring
tool
Budget is prepared by considering the required project expenses
included in expansion of department store. The budget is prepared by
considering following points:
 Focusing on income sources
 Determining fixed cost
 Including variable project expenses

23PROJECT MANAGEMENT
 Predicting one time cost
It is used as communication and monitoring tool to monitor the
definite performance of the project (Heldman 2018). Communication
is important in budget for getting the financial resources.
14 Record keeping
processes
The data collection, recordkeeping and reporting processes used for
this project are:
 Documentation of the marketing research records
 Communicate with the market researcher
 Sign off the records by project sponsor and manager (Lock
2017).
 Coordinating external as well as internal access of records
15 Legislation  WHS act 1974 will secure safety of the workers
 WHS act 2011 will set for incident notifications and issue
resolution
 WHS act 2017 or OHS regulations will provide safe
operations of hazards
16 Project
deliverables
 Feasibility study
 Project Charter
 Budget and schedule plan (Harrison and Lock 2017)
 Marketing research report
17 Procedures to
review
outcomes and
processes
The project outcomes are reviewed by determining if the project
goals are achieved. It is also determined by measuring satisfaction of
project stakeholders. There is determining of costs as well as benefits
and identifying lessons learned.

24PROJECT MANAGEMENT

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