BSBPMG522A: Project Work - Project Planning Templates and Documents

This document presents a comprehensive project plan and related templates for the BSBPMG522 "Undertake Project Work" assignment, focusing on a project for Max Lionel Realty. The project aims to conduct interactive sessions with clients, agents, and tenants to disseminate information about company policies and standards. The document includes various templates such as a project brief, scope document, stakeholder analysis, communication plan, roles and responsibilities, project snapshot, work breakdown structure, project plan, Gantt chart, budget, risk register, change requests, issues log, status update report, and post-project review. The project's objective is to strengthen relationships with stakeholders and ensure compliance with company standards. The project is divided into phases: initiation, planning, implementation, monitoring, and finalization. It addresses the project's purpose, scope, stakeholders, resources, risks, and success criteria. The work breakdown structure outlines project tasks, and the project plan provides a detailed schedule, budget, and resource allocation. The document also includes templates for change requests, issues logs, status reports, and final project review, providing a holistic approach to project management and execution.

Project Planning
Templates
BSBPMG522 Undertake project
work

Table of Contents
1.1 – Initiation and scope........................................................................1
Project brief..................................................................................... 1
Project scope document..................................................................2
Stakeholder analysis.......................................................................3
Communication plan (example)......................................................4
Roles and responsibilities................................................................5
Project snapshot............................................................................. 6
1.2 – Planning......................................................................................... 7
Work breakdown structure..............................................................7
Project plan..................................................................................... 8
Gantt chart.................................................................................... 12
Activities schedule........................................................................13
Budget.......................................................................................... 14
Risk register.................................................................................. 15
Risk assessment form...................................................................16
1.3 – Implementation............................................................................17
Change requests...........................................................................17
Issues log...................................................................................... 18
1.4 – Monitoring.................................................................................... 19
Status update report.....................................................................19
1.5 – Finalising and review....................................................................20
Budget variation report.................................................................20
Post-project review meeting.........................................................21
Handover report............................................................................22
Post-project review report.............................................................23

1.1 – Initiation and scope
Project brief
Project purpose and rationale
The purpose of this project is to conduct an interactive session with potential
clients, agents and current tenants regarding current compliances and standards
followed by the company and also achieve client buy in.
Project title
Conducting a project for forwarding information of policies and standards to
tenants, agents and potential clients.
Project purpose
The purpose of the project is to ensure the tenants and agents have clear idea
about the company’s operations.
Background and strategic context
MLR wants to strengthen its relationship with tenants, agents and potential clients
so that the company gets a strong ground to grow beyond its current limitations.
This project is necessary for the strategy because once the target groups are
aware of the policies and standards, they will also comply with them allowing the
company to operate as per their own strategic directions.
Priority
The project has moderate priority and needs to be conducted within a specific
timescale.
Related projects
Currently, there are no related projects but once this project is complete, there
will be a series of mini projects later on.
Project client/owner
MLR CEO Max Lionel is the project owner.
Project sponsor
MLR CEO himself will provide the funds as it is an internal project for the company.
Project manager
Operations General Manager Kim Sweeney has been selected for project manager.
Project status
Initial planning for the project is complete and the initiation of the project has
started. One major constraint is that the tenants are not willing to join the project
as they feel it is waste of time.
Special provisions
No clients, agents or tenants will be included in the project without their proper
consent.
Project approvals
Add any signatures that are required for approval to proceed to the next phase.
Project Manager Project Sponsor
Project Client/Owner Other
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Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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Project scope document
This template is a tool that can be used with key stakeholders to clearly 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 to avoid the potential for problems later on.
In Scope Out of scope
(exclusions)
Assumptions Constraints
Conduction of
interactive
sessions with
the clients,
tenants and
agents is within
the scope.
Strategic change in
company
administration is out
of scope.
The agents and
clients will agree to
the project.
Lack of interest
among tenants to
join the project.
Project Title: MLR Project Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
Stakeholder analysis
Use this 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?’
Name Work area Stakeholder
type (client,
end-user)
Impact on/by
project,
requirements,
success criteria
MLR
Management
Business
Management
Management Monitoring and
governance
Agents Business and
Negotiations
External / Hired Active participation in
the project
Tenants Various Client Active participation in
the project
Potential
Clients
Various Client Active participation in
the project
Project Title: Project Client: Date:
Version:
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Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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Communication plan (example)
What Who Purpose When/
frequency
Type/methods
Initiati
on
meetin
g
All stakeholders. Gather
information for
initiation plan.
FIRST
Before project
start date.
Meeting.
Distrib
ute
project
initiati
on plan
All stakeholders. Distribute plan
to alert
stakeholders of
project scope
and to gain buy
in.
Before kick-off
meeting.
Before project
start date.
Project snapshot
distributed via
hard copy or
electronically.
May be posted
on project
website.
Project
kick-off
All stakeholders. Communicate
plans and
stakeholder
roles/
responsibilities.
Encourage
communication
among
stakeholders.
At or near
project start
date.
Meeting.
Status
reports
All stakeholders
and project
office.
Update
stakeholders on
progress of the
project.
Regularly
scheduled.
Weekly is
recommended
for small-
medium
projects.
Distribute status
report
electronically
and post via
website.
Team
meetin
gs
Entire project
team.
Individual
meetings for
sub-teams as
appropriate.
To review
detailed plans
(tasks,
assignments,
and action
items).
Regularly
scheduled.
Weekly is
recommended
for entire team.
Weekly or bi-
weekly for
sub-teams as
needed.
Meeting:
detailed plan.
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What Who Purpose When/
frequency
Type/methods
Sponso
r
meetin
gs
Sponsor/s and
Project Manager.
Update
sponsor/s on
status and
discuss critical
issues.
Seek approval
for changes to
project plan.
Regularly
scheduled.
Recommended
bi-weekly or
monthly and
also as needed
when issues
cannot be
resolved or
changes need to
be made to
project plan.
Meeting.
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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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. Add in any additional
roles as required.
Role Name/s Responsibilities Signature/s
(if required)
Project client/owner
The person who requires
the project to be
undertaken.
Max Lionel Supervision and
governance
Project sponsor/project
director/project board
Senior management of
the project. Accountable
for the success of the
project. Has the authority
to commit resources.
Max Lionel Funding
Project manager
Person responsible for
running the project on a
day-to-day basis within
defined authorities for
cost and schedule as
agreed with the project
sponsor/board.
Kim Sweeney Planning and
management
Manager of the project
manager
The operational/line
manager who the project
manager reports to on a
day-to-day basis.
Max Lionel Supervision and
progress
monitoring
Project team members
Staff who will be working
on the project.
Les Goodale,
Sam Lee, Pat
Mifsud, Peter
Mitchell
Working on the
work packages
specified for the
project
Steering committee/
working party
To provide advice and
recommendations.
Riz Mehra Providing advices
and
recommendations
to the team
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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Project snapshot
The project snapshot summarises the purpose, deliverables, stakeholders,
resources, risks, interdependencies and success criteria of the project.
Project snapshot
Name of project:
Project purpose:
The purpose of the project is to ensure the tenants and agents have clear idea
about the company’s operations.
Deliverables with timeframes
The interactive sessions will be held
for 10 days starting from 09/06/2020.
Stakeholders
Stakeholders of this project include all
the board members of MLR as well as
agents, tenants and clients of MLR.
Resources
For this project, a venue will be
selected where the interactive
sessions will be conducted.
Risks
There might be risks related to
deadlines and budget and hence,
suitable approach is to be made based
on estimations.
Interdependencies
This project will have direct impact
over future growth and projects of
MLR.
Success criteria
The project will be considered as
successful if the target people are
provided with sufficient information
that are being specified.
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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1.2 – Planning
Work breakdown structure
A work breakdown structure (WBS) in project management is a tool used to define
and group the project’s discrete work elements (or tasks) 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.
WBS Task Name
0 Implementation of Program to Inform Clients and Agents of MLR
1 Discussion Phase
1.1 Survey on the Possible Issues due to Lack of Proper Information
1.2 Call Board Meeting
1.3 Discuss about the Problems Highlighted
1.4 Discuss about the Implementation of a Program
1.5 Agree on the Program
1.6 Proceed with the Plan for Information Program
2 Planning Phase
2.1 Create an Overall Plan for the Project
2.2 Create an Appropriate Schedule for Project Execution
2.3 Determine Suitable Budget for the Project
2.4 Second Meeting with All the Stakeholders
2.5 Proceed with the Project
3 Preparation Phase
3.1 Hire Interactive Session Host
3.2 Discuss with the Host Regarding the Requirements
3.3 Plan for Ten Days Interaction
3.4 Inform the Agents to Attend the Sessions
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3.5 Create Document with Relevant Information
3.6 Send Document for Printing in Form of Booklet
3.7 Hire Website Developer
3.8 Convey Website Requirements
3.9 Proceed to Execute Project
4 Execution Phase
4.1 Conduct the Interactive Sessions
4.2 Hand Out Booklets to the Agents
4.3 Send Booklets to the Existing Clients
4.4 Develop the Website
4.5 Add All Relevant Information Regarding Ethical and Legal Policies and
Standards
4.6 Roll Out Website for Public Viewing
4.7 Finish Working on the Project
5 Closing Phase
5.1 Review Project
5.2 Receive Feedback from Agents and Clients Regarding the Information
5.3 Complete All Payments
5.4 Sign Off
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