Analysis of Project Scope Management for Native Bush Spices Report

This report provides a comprehensive overview of project scope management, focusing on the context of Native Bush Spices. It begins by identifying and describing key documents used to initiate projects, such as project charters and risk management plans. The report then delves into the components of a scope management plan, emphasizing stakeholder and sponsor acceptance. It explores factors impacting project scope, including legal constraints and stakeholder requirements, and outlines processes for controlling changes. The report also discusses methods for measuring outcomes, such as KPIs and benchmarking, and describes techniques for segmenting and documenting work breakdown structures. Problem areas encountered in scope management, the concept of the project life cycle, and the importance of scope management within it are analyzed. Various project management tools like Gantt charts, WBS, and PERT charts are explored along with their applications in scope management. The report also outlines the key roles and responsibilities of a project manager during project planning. Finally, the report includes a project authorization request, emails, and change request forms to provide practical examples of project scope management in action.

Managing Project
Scope

Table of Contents
INTRODUCTION ..........................................................................................................................4
TASK 1............................................................................................................................................4
1.Identify as well as describe two document that can be used to initiate projects?...............4
2.Explain Two main components of scope management plan...............................................5
3.Explain two factors that makes impact on scope of project................................................5
4.Summarise the key process that should be followed in order to control changes with in a
project?...................................................................................................................................5
5.Two methods used to measure outcomes explain with example?.......................................7
6 Describe two methods for segmenting & documenting a work breakdown structure?.......7
7. Describe two problem areas encountered in scope management?.....................................7
8.Explain the concept of project life cycle and the importance of scope management with in
this cycle?...............................................................................................................................7
9. Identify three project management tools and explain their use in project scope
management?..........................................................................................................................7
10. Outline the key roles and four responsibility of a project manager at the time of project
planning?................................................................................................................................8
TASK 2............................................................................................................................................8
Project authorisation request..................................................................................................8
1. Define the project scope...................................................................................................10
2. Email to the senior management team..............................................................................11
3. Meeting with the Senior Management team ....................................................................12
4. Revised project scope management plan .........................................................................13
5. Send an email to top management to introduce the project by providing summary to the
attached contents..................................................................................................................14
TASK 3..........................................................................................................................................14
1. Change request form.........................................................................................................14
2. Client Proposal.................................................................................................................15
3. Email to PR Pulse.............................................................................................................16
CONCLUSION..............................................................................................................................17

REFERENCES..............................................................................................................................18
REFERENCES..............................................................................................................................19

INTRODUCTION
Project management is the process of leading the work of a team to achieve the objectives
and to meet the criteria of success at a specified time. The primary challenge of project
management is to achieve whole targets of project with in given constraints. The organisation
that was choose in this report are Native Bush Spices. It manufacture generally organic products.
The Australian herb spices are mostly trees from rain forest, woodland and open forest. As they
use leaf in cooking and spicy fruits are added to various dishes to flavour(Zwikael and Smyrk,
2019).
TASK 1
1.Identify as well as describe two document that can be used to initiate projects?
Project Charter: At the time of stating a project , than sponsors are liable to create a
document it is known as project charter. It is a document that identifies the requirement of the
project .At the beginning authorisation is given for respective project and authority can be given
by top management to project manager so that they can make arrangement for resources to
perform the activities (Müller, Packendorff and Sankaran, 2017). The charter of the project
includes following topics :
 A project statement of work that reference the scope of business product or services and
smart strategic plan.
 IT includes the details of customer request, legal requirement, demand, social
requirement and technologies
 It contains all the necessary documents and agreements that clearly describe the
objectives of the project.
 All the details of environmental factors that can make positive or negative impact on
business can be written in the project so that challenges can easily adopted by the
company.
 Covers details regarding process assets of organisation.
Risk management plan: How to deal effectively is always most important concern for
project manager as well as for their team members. The plan of risk management identifies

potential risk to project success and documents must be describe that how to overcome with risk
factor. Input for this project will come from respective plans. It covers the details regarding
investment. To serve the purpose register of equity and preference shareholders are maintained
(Cerdeiral and Santos, 2019)
2.Explain Two main components of scope management plan
Example of two main components management plan in respect to scope.
 Stakeholders : It is included in the project that in what manner the new plan is beneficial
for shareholders and is they are interested to invest in their plan is also explain in the
report. The list of shareholders and the no of shares they are holding along with the
details of value must be included in every project. How the plan gives benefit to
stakeholder are also explain in this report (Liu, 2016)
 Sponsor Acceptance: It covers the details regarding sponsors who invest the money in
their project. With how much amount it sponsor are describe in the plan. Name of the
brand which sponsor are explain in it. the sharing ratios are written in it.
3.Explain two factors that makes impact on scope of project
Legal Constraint: Unfavourable change in legal provisions and rules & regulation
effects the business negatively. On the other hand if favourable change is occur than it increase
the chances of business success. The project scope is depends on legal factors like compliances,
tax policies, laws etc.(Franková, Drahosová and Balco, 2016)
Changing the requirements of stake holder: If the need of stakeholder change due any
factors than the chances of business failure is increase because if they are not interested, the
money is not deploy by them to make investment in the project as it makes negative impact on
the project. Whereas if need to invest in the company the financial position as well image of the
brands raise in the markets that affects positively in business expansion.
4.Summarise the key process that should be followed in order to control changes with in a
project?
Eight essential steps to make alteration in project.
1. Identify what needs to be improve: As many changes occurs to make improvement in
product, process by doing an alteration as it is important to identify the core areas and to

clarify the goals. It involve identifying the resources as well as individuals which
facilitate the process and leading towards the endeavours(Correll and et. al., 2018).
2. Presents a solid business case to stakeholders: Various shareholders are involved it
includes top management who perform both the function like direction as well as finance
related work. The process of on boarding the different constituents vary as per change in
the frame work.
3. Plan to make change : It is like a road map that reflects beginning point, the taken routes
and finally point of destination. After making deep analysis proper planning is done to
make alteration in the project and in what manners it make impact is also be notice.
4. Provide resources & for evaluation utilise data: To achieve the objectives that was set
in the project various import task must be perform by the company. It is the duty of
managers to provide appropriate resources so that work can easily perform by them. With
respect to this resource identification & funding are most important element. It covers
software system, equipments, infrastructure etc.
5. Communicate: Success of every business is indirectly depends on communication as it
gives transparency and two ways communication structures provide avenues to vent
frustrations, provide appreciation through applaud which work's and alter what doesnot
work in effective manner (Nach, 2016)
6. Monitor & manage resistance, Budgeting risk and dependencies: Time to time
monitor or make control on the defects and deficiency by improving the quality through
eliminating the defect.
7. Celebration of success: And if the target is achieved on time or beyond the limit there is
need to do celebration for success as it helps to motivation of employees and boost them
through rewarding the candidate who put great efforts to achieve the targets.
8. Review, revise and improves continuously. Time to time reviews must be taken by the
customers and if it need revision than time to time alteration is done by smart team of
organisation.
5.Two methods used to measure outcomes explain with example?
KPI: With the help of this tools performance of the employees can easily be evaluated. It
helps to calculate success by understanding the performance(Pajares and et. al., 2017)

Bench marking: In this actual performance is compare with standards and if there is any
deviation involved than the reason behind it is observe and written in the project report.
6 Describe two methods for segmenting & documenting a work breakdown structure?
7. Describe two problem areas encountered in scope management?
 Customers make complain about the services if provides are unable to satisfy their
commitments.
 Increase the costing, reduce profit if saving targets are not achieved on time.
8.Explain the concept of project life cycle and the importance of scope management with in this
cycle?
Definition of project life cycle: It is a four step process that is followed by all the
managers through various stages of project completion. The project life cycle gives a framework
to manage any type of project in the business (Ordoñez and et. al., 2019).
Their importance
 Improves the level of communication among team members.
 It enables the progress to be tackled across the organisation
 It track the progress across the organisational
 It provides for progressive evolution of the project
 It enables structured reviews which provide support to governance.
 Structure is to be provide for the purpose of product delivery.
9. Identify three project management tools and explain their use in project scope management?
Gantt chart- It is used for the purpose of Time management(Cunha, Moura and
Vasconcellos, 2016).
WBS : The main purpose of this tool is to divide the work in small units.
PERT Chart: It is used to analyse the task involved in completing given project and
identifying the minimum time required to complete the total project.

10. Outline the key roles and four responsibility of a project manager at the time of project
planning?
Key roles
 Leading is an important role to assemble as well as to lead the project team. Project
manger act as a leader as set deadlines, assign task, give necessary resources so that task
can complete easily.
 Act the role of Executor: as all the stage of project is superwise and to act on behalf of
company and perform open communication with stakeholders (Galli, 2017)
Four responsibilities
 It is the responsibility of project manager to formulate a plan to satisfy the aim of the
project.
 Project manager are liable to prepare budget and moderating the spend & re allocate
funds if necessary.
 It is their responsibility to maintain time management as time is precious element for
every business.
 The expects are responsible to manage risk also and do planning for contingencies so
they continue move forward even roadblocks occurs.
TASK 2
Project authorisation request
Project Authorisation Request
Purpose
To full fill all the basic requirements about the project management like articulation of scope ,
involvement of stakeholders, all risk factors managed and most importantly maximisation of
benefits of the projects.
Types of Project
There are three types of projects which are discussed below with their project amount-
 Small Project
Small projects comes under $10000 amount. In this project , project manager, project team
manager and management team involved and give their approval for project management scope

plan. The given project on Native Bush Spices is a small project as the given budget is $8500 in
order to fulfil all the requirements.
Project Phases Stage
Many stages are involved in the following project phases.
 One Stage
This stage require when team member recognise the requirement to solve the problem and also
increase its new services. Its mandatory to prepare a authorisation template within this stage in
order to have proper planning of given project.
 Two Stage
under this stage benefits within the projects are recognised along with completing project scope
plan.
 Three Stage
This stage deal with how this project is going to execute. Besides this project arrangement
according to business case is being prepared.
 Four Stage
Project implementation is required in this stage along with providing relevant staff.
 Five Stage
Project delivery consider in this stage along with success evaluation.
Project Communication
For communication, a short email is required to be sent so that to provide the conducted
meeting results to the senior management.
Project record keeping
This is maintained For recording purpose, a project folder is made with the name of the project.
Project change requests
This is initiated in change document form and under this operation manager is going to analyse
changes which are feasible.

1. Define the project scope.
Introduction and background
The company is planning to expand their business over market segments of Singapore,
Hongkong and Japan. The prominent marketing strategy adopted by the company is to develop
their website and providing it an interactive gateway. In this manner they are making their
website user friendly so that their customers can order in easy manner.
In previous time the company has their stores in mini markets of Australia and by taking
new step of website development they can attract customers from varied markets of Singapore,
Hongkong and Japan.
In order to develop their website in international markets Native Bush Spices Australia is
meeting all the necessary requirements of import and export laws and WHS R regulations.
Criteria for success
The new marketing strategy is helping the organisation to boot sales, as developing new
website is one of the crucial step which is undertaken as a prominent aspect in order to adopt the
same as new marketing strategy as in parallel to existing one. Success of website is dependent on
training of assigned staff members by which brand awareness can be created and selling power
can be enhanced.
Project assumptions
With the help of professional website features and functionality of the business can be
recognised by customers in easy manner due to which major objective of the project can be
attained. This is helpful in receiving expected outcomes within provided resources.
Project dependencies
The success of this project is dependent on succession of website as this is the only
determining aspect for project. For this recruitment of candidates to be involved in the project
needs to be robust so that trained candidates can be selected for the given project.
Project constraints
Designing of website is the priority for the project as this is treated as the major source of
income for proposed project. Physical selling is the last priority for the project as the project is
being approached for the major purpose to develop website and reach out to broader product
range.
Preliminary risk assessment

Viruses are the primal risk as this may give problems to user in payment so in order to
deal with the same virus protection is necessary.
Project stakeholders
The major stakeholders are:
 Project managers Staff members with technical skills
Work breakdown structure
2. Email to the senior management team
EMAIL
From: Project manager
To: Senior management team

Subject: Revised Project Scope
Dear XXXXX,
I have revised various points within the project in which funds requirements are mentioned and
I have attached the same along as well. I hope you look into it.
Yours Sincerely,
Project manager
3. Meeting with the Senior Management team
PROJECT AUTHORISATION REQUEST AND PROJECT SCOPE
Email:
From: Project manager
To: Senior management
Subject: Project scope draft
Dear XXXXX,
I have mentioned scope of project for the given project based on website development in which
goals, funds and timelines for the project are being assigned. You can have a look into it as all
the files are attached in this email. We are waiting for your revert.
Yours
Sincerely
Project manager