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 abou...Read More

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
BSBPMG522 Undertake project work Project Planning Templates
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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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Project plan
The project plan is the basis for monitoring and controlling the project. All project
information is consolidated to date, forming the basis for monitoring and
controlling once implementation of the project commences.
Project title: Interactive Sessions with Agents and Clients of MLR
Project purpose
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.
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.
Other 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 objective
The objective of the project is to ensure the tenants and agents have clear idea
about the company’s operations.
Scope including key deliverables
Conduction of interactive sessions with the clients, tenants and agents is within
the scope. Strategic change in company administration is out of scope.
Assumptions
The agents and clients will agree to the project.
Constraints
Lack of interest among tenants to join the project
Deliverables
Separate interactive sessions with the clients, tenants and agents
Governance
The project manager will govern the entire project and will update progress
reports as per requirements.
Project client/owner
Max Lionel Realty
Project sponsor
Max Lionel
Project Manager
Kim Sweeney
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Manager of the project manager
Max Lionel
Project team members
Les Goodale, Sam Lee, Pat Mifsud, Peter Mitchell
Key stakeholders
All board members, clients, tenants and agents
Schedule
Using the information you generated in the work breakdown structure, update the
schedule. Include a Gantt chart or additional planning information in the
Appendices.
WB
S Task Name Duratio
n Start Finish Resource Names
0
Implementation of Program
to Inform Clients and Agents
of MLR
67 days
Wed
15-
04-20
Thu
16-07-
20
1 Discussion Phase 10 days
Wed
15-
04-20
Tue
28-04-
20
1.1
Survey on the Possible
Issues due to Lack of Proper
Information
4 days
Wed
15-04-
20
Mon
20-04-
20
Project Manager
1.2 Call Board Meeting 1 day
Tue
21-04-
20
Tue
21-04-
20
Project Manager
1.3 Discuss about the Problems
Highlighted 1 day
Wed
22-04-
20
Wed
22-04-
20
Project Manager
1.4 Discuss about the
Implementation of a Program 1 day
Thu
23-04-
20
Thu
23-04-
20
Project Manager
1.5 Agree on the Program 1 day Fri 24-
04-20
Fri 24-
04-20 Project Manager
1.6 Proceed with the Plan for
Information Program 2 days
Mon
27-04-
20
Tue
28-04-
20
Project Manager
2 Planning Phase 9 days
Wed
29-
04-20
Mon
11-05-
20
2.1 Create an Overall Plan for 4 days Wed
29-04-
Mon
04-05-
Project Manager
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the Project 20 20
2.2 Create an Appropriate
Schedule for Project Execution 1 day
Tue
05-05-
20
Tue
05-05-
20
Project Manager
2.3 Determine Suitable Budget
for the Project 2 days
Wed
06-05-
20
Thu
07-05-
20
Project Manager
2.4 Second Meeting with All the
Stakeholders 1 day Fri 08-
05-20
Fri 08-
05-20 Project Manager
2.5 Proceed with the Project 1 day
Mon
11-05-
20
Mon
11-05-
20
Project Manager
3 Preparation Phase 20 days
Tue
12-
05-20
Mon
08-06-
20
3.1 Hire Interactive Session
Host 2 days
Tue
12-05-
20
Wed
13-05-
20
Human Resource
Manager
3.2 Discuss with the Host
Regarding the Requirements 1 day
Thu
14-05-
20
Thu
14-05-
20
Project Manager
3.3 Plan for Ten Days
Interaction 2 days Fri 15-
05-20
Mon
18-05-
20
Project Manager
3.4 Inform the Agents to Attend
the Sessions 4 days
Tue
19-05-
20
Fri 22-
05-20 Project Manager
3.5 Create Document with
Relevant Information 6 days
Mon
25-05-
20
Mon
01-06-
20
Content Writer
3.6 Send Document for Printing
in Form of Booklet 1 day
Tue
02-06-
20
Tue
02-06-
20
Content Writer
3.7 Hire Website Developer 2 days
Wed
03-06-
20
Thu
04-06-
20
Human Resource
Manager
3.8 Convey Website
Requirements 1 day Fri 05-
06-20
Fri 05-
06-20 Project Manager
3.9 Proceed to Execute Project 1 day Mon Mon Project Manager
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08-06-
20
08-06-
20
4 Execution Phase 18 days
Tue
09-
06-20
Thu
02-07-
20
4.1 Conduct the Interactive
Sessions 10 days
Tue
09-06-
20
Mon
22-06-
20
Session Host,
Material
Resources[1]
4.2 Hand Out Booklets to the
Agents 1 day
Tue
23-06-
20
Tue
23-06-
20
Session Host
4.3 Send Booklets to the
Existing Clients 1 day
Wed
24-06-
20
Wed
24-06-
20
Project Manager
4.4 Develop the Website 8 days
Tue
09-06-
20
Thu
18-06-
20
Software
Resources[1],Websi
te Developer
4.5
Add All Relevant
Information Regarding Ethical
and Legal Policies and
Standards
7 days Fri 19-
06-20
Mon
29-06-
20
Website Developer
4.6 Roll Out Website for Public
Viewing 2 days
Tue
30-06-
20
Wed
01-07-
20
Website Developer
4.7 Finish Working on the
Project 1 day
Thu
02-07-
20
Thu
02-07-
20
Session Host,
Website Developer
5 Closing Phase 10 days
Fri
03-
07-20
Thu
16-07-
20
5.1 Review Project 2 days Fri 03-
07-20
Mon
06-07-
20
Project Manager
5.2
Receive Feedback from
Agents and Clients Regarding
the Information
5 days
Tue
07-07-
20
Mon
13-07-
20
Project Manager
5.3 Complete All Payments 2 days
Tue
14-07-
20
Wed
15-07-
20
Project Manager
5.4 Sign Off 1 day Thu Thu Project Manager
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16-07-
20
16-07-
20
Resource and cost plan
Resource planning is where you determine what resources (people, equipment
and materials) and what quantities of each should be used to perform activities.
Once the resources have been determined, estimate the project costs. Include a
more detailed resource and cost plan in the appendices if required.
WBS Task Name Resource Names Cost
0
Implementation of Program
to Inform Clients and
Agents of MLR
$87,900.00
1 Discussion Phase $12,800.00
1.1
Survey on the Possible
Issues due to Lack of Proper
Information
Project Manager $5,120.00
1.2 Call Board Meeting Project Manager $1,280.00
1.3 Discuss about the Problems
Highlighted Project Manager $1,280.00
1.4 Discuss about the
Implementation of a Program Project Manager $1,280.00
1.5 Agree on the Program Project Manager $1,280.00
1.6 Proceed with the Plan for
Information Program Project Manager $2,560.00
2 Planning Phase $11,520.00
2.1 Create an Overall Plan for
the Project Project Manager $5,120.00
2.2 Create an Appropriate
Schedule for Project Execution Project Manager $1,280.00
2.3 Determine Suitable Budget
for the Project Project Manager $2,560.00
2.4 Second Meeting with All the
Stakeholders Project Manager $1,280.00
2.5 Proceed with the Project Project Manager $1,280.00
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3 Preparation Phase $19,920.00
3.1 Hire Interactive Session
Host Human Resource Manager $2,240.00
3.2 Discuss with the Host
Regarding the Requirements Project Manager $1,280.00
3.3 Plan for Ten Days
Interaction Project Manager $2,560.00
3.4 Inform the Agents to Attend
the Sessions Project Manager $5,120.00
3.5 Create Document with
Relevant Information Content Writer $3,360.00
3.6 Send Document for Printing
in Form of Booklet Content Writer $560.00
3.7 Hire Website Developer Human Resource Manager $2,240.00
3.8 Convey Website
Requirements Project Manager $1,280.00
3.9 Proceed to Execute Project Project Manager $1,280.00
4 Execution Phase $30,860.00
4.1 Conduct the Interactive
Sessions
Session Host, Material
Resources[1] $8,900.00
4.2 Hand Out Booklets to the
Agents Session Host $640.00
4.3 Send Booklets to the
Existing Clients Project Manager $1,280.00
4.4 Develop the Website Software Resources[1],
Website Developer $11,400.00
4.5
Add All Relevant
Information Regarding Ethical
and Legal Policies and
Standards
Website Developer $5,600.00
4.6 Roll Out Website for Public
Viewing Website Developer $1,600.00
4.7 Finish Working on the
Project
Session Host, Website
Developer $1,440.00
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5 Closing Phase $12,800.00
5.1 Review Project Project Manager $2,560.00
5.2
Receive Feedback from
Agents and Clients Regarding
the Information
Project Manager $6,400.00
5.3 Complete All Payments Project Manager $2,560.00
5.4 Sign Off Project Manager $1,280.00
Project risk assessment
From project proposal – update if required. Include a more detailed risk
management plan in the appendices.
Risk Level
(high/medium/low)
Management strategy
No participation from any
party
High Promote the importance of
the project
Budget overshoot High Controlled expenses and
weekly allocation of funds
Quality management plan
Include a high level quality management plan here. Include a more detailed
quality management plan in the appendices if required.
Item from WBS Agreed quality
standard
Recovery procedure
Conduct interactive sessions Proper presentation
and incorporation of
information
Planning to be done
properly, recovery can
include handing out
informative documents
Communications and reporting
Include a high level communications plan here. Include a more detailed
communications management plan in the appendices if required.
Stakeholder Information
required
When
required
Format
Project Manager All project
requirements
Weekly Verbal / email
Tenants When to join the
discussion
Weekly Verbal
Clients When to join the Biweekly Written invitation
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discussion
Agents When to join the
discussion
Weekly Written invitation
Controls
The following documents can be used for control of the project. These documents
will provide significant assistance in managing and controlling the progress of the
project.
● status reports
● exception reports
● issues/risk log
● variance requests.
Future related projects
Although there are currently no future projects planned, this project is expected to
provide a lot of assistance and benefit to future projects that are able to help the
organisation to grow and gain more new clients.
Project approvals
Add any signatures that are required for approval to proceed to the next phase.
Project Manager Project Sponsor
Project Client/Owner Other
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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Gantt chart
To use a Gantt chart, list the activities and tasks in column A, select an
appropriate time interval (days, weeks or months), allocate the dates to columns
B onwards and plot the expected time duration (total time from start to
completion) under the appropriate column by selecting shading from the cells.
When you wish to provide a status report, simply colour or shade in black those
items that are completed or estimate the percentage complete. This will give you
an immediate visual representation as to whether or not you are on schedule. You
can add extra columns for assignment of responsibilities, etc.
For small projects, a Gantt chart can be created as a spreadsheet.
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Activities schedule
The activities schedule is a tool used to monitor individual activities against the
project plan. Information recorded on the schedule can be used when providing
project status updates to stakeholders.
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WB
S Task Name Duratio
n Start Finis
h
Resource
Names Cost
%
Complet
e
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0
Implementation of
Program to Inform Clients
and Agents of MLR
67 days
Wed
15-04-
20
Thu 16-
07-20 $87,900.00 0%
1 Discussion Phase 10 days
Wed
15-04-
20
Tue 28-
04-20 $12,800.00 0%
1.1
Survey on the Possible
Issues due to Lack of Proper
Information
4 days
Wed
15-04-
20
Mon
20-04-
20
Project Manager $5,120.00 0%
1.2 Call Board Meeting 1 day Tue 21-
04-20
Tue 21-
04-20 Project Manager $1,280.00 0%
1.3 Discuss about the
Problems Highlighted 1 day
Wed
22-04-
20
Wed
22-04-
20
Project Manager $1,280.00 0%
1.4
Discuss about the
Implementation of a
Program
1 day Thu 23-
04-20
Thu 23-
04-20 Project Manager $1,280.00 0%
1.5 Agree on the Program 1 day Fri 24-
04-20
Fri 24-
04-20 Project Manager $1,280.00 0%
1.6 Proceed with the Plan
for Information Program 2 days
Mon
27-04-
20
Tue 28-
04-20 Project Manager $2,560.00 0%
2 Planning Phase 9 days
Wed
29-04-
20
Mon
11-05-
20
$11,520.00 0%
2.1 Create an Overall Plan
for the Project 4 days
Wed
29-04-
20
Mon
04-05-
20
Project Manager $5,120.00 0%
2.2
Create an Appropriate
Schedule for Project
Execution
1 day Tue 05-
05-20
Tue 05-
05-20 Project Manager $1,280.00 0%
2.3 Determine Suitable
Budget for the Project 2 days
Wed
06-05-
20
Thu 07-
05-20 Project Manager $2,560.00 0%
2.4 Second Meeting with All
the Stakeholders 1 day Fri 08-
05-20
Fri 08-
05-20 Project Manager $1,280.00 0%
2.5 Proceed with the
Project 1 day
Mon
11-05-
20
Mon
11-05-
20
Project Manager $1,280.00 0%
3 Preparation Phase 20 days Tue 12-
05-20
Mon
08-06-
20
$19,920.00 0%
3.1 Hire Interactive Session
Host 2 days Tue 12-
05-20
Wed
13-05-
20
Human Resource
Manager $2,240.00 0%
3.2
Discuss with the Host
Regarding the
Requirements
1 day Thu 14-
05-20
Thu 14-
05-20 Project Manager $1,280.00 0%
3.3 Plan for Ten Days
Interaction 2 days Fri 15-
05-20
Mon
18-05-
20
Project Manager $2,560.00 0%
3.4 Inform the Agents to
Attend the Sessions 4 days Tue 19-
05-20
Fri 22-
05-20 Project Manager $5,120.00 0%
3.5 Create Document with
Relevant Information 6 days
Mon
25-05-
20
Mon
01-06-
20
Content Writer $3,360.00 0%
3.6 Send Document for
Printing in Form of Booklet 1 day Tue 02-
06-20
Tue 02-
06-20 Content Writer $560.00 0%
BSBPMG522 Undertake project work Project Planning Templates
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3.7 Hire Website Developer 2 days
Wed
03-06-
20
Thu 04-
06-20
Human Resource
Manager $2,240.00 0%
3.8 Convey Website
Requirements 1 day Fri 05-
06-20
Fri 05-
06-20 Project Manager $1,280.00 0%
3.9 Proceed to Execute
Project 1 day
Mon
08-06-
20
Mon
08-06-
20
Project Manager $1,280.00 0%
4 Execution Phase 18 days Tue 09-
06-20
Thu 02-
07-20 $30,860.00 0%
4.1 Conduct the Interactive
Sessions 10 days Tue 09-
06-20
Mon
22-06-
20
Session Host,
Material
Resources[1]
$8,900.00 0%
4.2 Hand Out Booklets to
the Agents 1 day Tue 23-
06-20
Tue 23-
06-20 Session Host $640.00 0%
4.3 Send Booklets to the
Existing Clients 1 day
Wed
24-06-
20
Wed
24-06-
20
Project Manager $1,280.00 0%
4.4 Develop the Website 8 days Tue 09-
06-20
Thu 18-
06-20
Software
Resources[1],
Website Developer
$11,400.00 0%
4.5
Add All Relevant
Information Regarding
Ethical and Legal Policies
and Standards
7 days Fri 19-
06-20
Mon
29-06-
20
Website Developer $5,600.00 0%
4.6 Roll Out Website for
Public Viewing 2 days Tue 30-
06-20
Wed
01-07-
20
Website Developer $1,600.00 0%
4.7 Finish Working on the
Project 1 day Thu 02-
07-20
Thu 02-
07-20
Session Host,
Website Developer $1,440.00 0%
5 Closing Phase 10 days Fri 03-
07-20
Thu 16-
07-20 $12,800.00 0%
5.1 Review Project 2 days Fri 03-
07-20
Mon
06-07-
20
Project Manager $2,560.00 0%
5.2
Receive Feedback from
Agents and Clients
Regarding the Information
5 days Tue 07-
07-20
Mon
13-07-
20
Project Manager $6,400.00 0%
5.3 Complete All Payments 2 days Tue 14-
07-20
Wed
15-07-
20
Project Manager $2,560.00 0%
5.4 Sign Off 1 day Thu 16-
07-20
Thu 16-
07-20 Project Manager $1,280.00 0%
BSBPMG522 Undertake project work Project Planning Templates
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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.
Project Name:
Income Inc. GST Ex. GST
No direct income expected from this project
Total income
Expense Inc. GST Ex. GST
Material Resources (Hardware, Projector, Laptop) $2500 $2400
Software Resources $5000 $4500
Wages of Employees $80,400 $75,000
Subtotal $87,900 $81,900
Contingency (+10%) $8790 $8190
TOTAL $96,690 $90,090
Project Title: MLR Project Project Client:
MLR
Date:
Version:
Project
Sponsor: MLR
Project
Manager:
Kim Sweeney
File Name: Page x
of y
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Risk register
This template is used to record identified risks associated with your project,
analyse the impact and determine resultant action to be taken.
Risk Likelihood
(H/M/L)
Impact
(H/M/L)
Risk
response
(contingenc
y strategies)
Responsibl
e
Lack of
participation of
clients and agents H H
Consider
making the
event
compulsory
for
participation
of clients and
agents
Project
Manager
Exceeding
maximum budget
for the project M M
Follow budget
control
procedures
and prevent
overspending
Finance
Manager
Delivering the
project behind
scheduled
deadline L L
Follow
deadlines of
work
packages
Project
Manager
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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Risk assessment form
Identified risks are logged on a risk form and a copy is forwarded to the project
manager.
Project details
Project Name Conducting a project for forwarding information of policies and
standards to tenants, agents and potential client.
Project Manager: Kim Sweeney
Risk details
Risk ID: 1
Raised by: Kim Sweeney
Date raised: 25/03/2020
Description of risk:
The tenants, clients and agents may feel the interactive sessions are
meaningless and waste of time and they can just deny to participate.
Likelihood of risk:
High
Impact of risk:
High
Risk mitigation
Preventative actions recommended:
Making the meeting compulsory and ensure all the target people are well
informed about the same.
Contingency actions recommended:
Ensure all the participants will join the session at least a day before the start.
Approval details
Supporting documentation:
Risk Register
Signature: _______________________ Date: ___ /___ /____
PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER
Project Title: MLR Project Project Client:
MLR
Date:
Version:
Project
Sponsor: MLR
Project
Manager:
Kim Sweeney
File Name: Page x
of y
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1.3 – Implementation
Change requests
This form is used to assist with recording and management of changes in scope, time,
quality or budget. The change management procedure must be negotiated with the key
stakeholders prior to the sign-off of the project plan.
Change request – Project
Issued by Project Manager
Item affected Interactive Session
Nature of
change
requested
Change the nature of presentation
Reason for
change
Initially, verbal discussion was proposed but it has been
claimed that it will not be as effective as visual presentation
Impact on scope Not much impact
Impact on
budget
Extra costs of hardware and projector
Impact on
schedule
2 or 3 extra days for procurement
Change
authorised:
Yes/No Adj. completion
date:
Adj. final
budget: $
Signed:
Project
Manager
Signed
Sponsor
Signed
Client
Signed
Date Date Date Date
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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Issues log
In this template all issues are treated as risks. They should be recorded when they arise,
assigned a number and responsibility, a recovery strategy or alternate path agreed,
acted upon and recorded when closed.
Item Strategy Date logged Date resolved
Agents have
raised concern
that such
prolonged
interaction will
affect their daily
business activities
Use alternating
strategy for the
agents
20/03/2020 23/03/2020
Signed:
Project
Manager
Signed:
Sponsor
Signed:
Client
Signed:
Date: Date: Date: Date:
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
1.4 – Monitoring
Status update report
This is one example of a status report. The preferred format should be negotiated with
the project sponsor.
Status report – Project
Item Work
completed
to-date
Mileston
e date
Revised
/ actual
date
Budget
ed cost
Revise
d/
actual
cost
Responsi
ble
Initial
Discussio
ns and
Project
Analysis
90%
complete,
documentati
on left to do
30/03/20
20
01/04/20
20
$5000 $5000 Project
Manager
Project Title: Project Client: Date:
Version:
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Project Sponsor: Project
Manager:
File Name: Page x
of y
1.5 – Finalising and review
Budget variation report
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.
Project name:
Income Budget Actual %
Variation
No direct income in the project
Total income
Expense Budget Actual %
Variation
Hardware $2500 $3000 20%
Software $5000 $4000 -20%
Wages $80,40
0
$85,000 5.6%
Subtotal $87,90
0
$92,000 4.7%
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TOTAL $92,000
Project Title: Project Client: Date:
Version:
Project
Sponsor:
Project
Manager:
File Name: Page x
of y
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Post-project review meeting
This template provides a proposed post-project review meeting agenda, detailing items
to be discussed when reviewing the overall project.
Post-Project Review Meeting – Agenda
Topic Speak
er
Time
Brief overview of project:
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.
Project
Manag
er
5 mins
Review by team:
Goals, objectives, deliverables, schedule, budget, and success
criteria
All 10 mins
What worked/what could have gone better?
The following documents will used as reference
● project planning
● project management
● project scheduling and tracking
● project estimating
● communication (with team, other groups/stakeholders,
sponsor)
● risk management & vendor management
● issues management & stakeholder management
● resourcing
● users
● development approach:
○ methodology
○ analysis and design
○ development
○ testing
○ implementation
● training, documentation
● technology
● overall approach to project (i.e. vendor package, staged
implementation, etc.)
● production and operation support.
All 20 mins
Lessons learned All 10 mins
Next steps All 5 mins
Project Title: Project Client: Date:
Version:
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Project
Sponsor:
Project
Manager:
File Name: Page x of y
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Handover report
This template summarises the project as delivered and any agreed changes to baseline
scope, quality, costs and schedule.
Handover report
Initial overall objectives Conduct meeting with tenants, clients and
agents
Agreed changes to
objectives
Use visual presentation during the meetings
Final agreed deliverables
Item Budgeted cost Final
cost
Schedul
e date
Final
date
Conducting interactive
session
$87,900 $92,00
0
16/07/20
20
16/07/20
20
Total $87,900 $92,00
0
16/07/20
20
16/07/20
20
Issues summary
Item Strategy Date
logged
Date
resolved
Agents’ issues regarding
participation
Compulsory and alternate
participation
20/03 23/03
Documents attached
No. Title
1 Project Charter
2 Project Plan
____________________
Project Manager
_____________________
Project Sponsor
_____________________
Project Client
Project Title: Project Client: Date:
Version:
Project Sponsor: Projec
t
Manag
er:
File Name: Page x
of y
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Post-project reviewreport
This template can be used to guide you through the process of conducting a post-project
review. This template can be used to document the key learning in terms of what worked
well and what could have been improved.
Post-Project Review Report
Name of project: Conducting a project for forwarding information of
policies and standards to tenants, agents and potential clients
Date and location of meeting: Max Lionel Meeting Hall, 09/06/2020
Names of attendees: 150 (over a period of 10 days)
1. Overview by Project Manager:
Presentation done according to plan, all participants have sent over
acknowledge letters
2. Review by team of goals, objectives/deliverables and schedule as
outlined in project plan
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 was 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.
Met Missed Partially
met
Comments
Project goal/s
√
Objectives/deliverables √
Success criteria √
Schedule √
Budget √ Slight overshoot
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3. What worked well; what could have gone better?
Worked well Could have gone better
Presentation More inputs from participants
4. Lessons learned
Frequent interactions help develop appropriate level of communication between
two or more parties
5. Next steps / improvement plans
Growth in business
Project Title: MLR Project Project Client:
MLR
Date:
Version:
Project
Sponsor: MLR
Project
Manager: Kim
Sweeney
File Name: Page x
of y
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