Student Assessment Cover Sheet
Course: DIPLOMA OF BUSINESS
Unit Code: BSBPMG522A & BSBADM502B
Unit Title: UNDERTAKE PROJECT WORK AND MANAGE MEETINGS
Assessment:
Unit Details
Unit code: BSBPMG522A & BSBADM502B
Course title: UNDERTAKE PROJECT WORK AND MANAGE MEETINGS
Qualification: Diploma of Business BSB50207
Unit Descriptor: This unit describes the performance outcomes, skills and knowledge required to manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Unit Descriptor: This unit describes the performance outcomes, skills and knowledge required to manage a straightforward project or a section of a larger project. This unit addresses the management of projects including the development of a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learnt for application to future projects. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Assessment Detail
Short answer questions: research the following terms and phrases these are linked with your assessment. Attach your definition or explanation to each word. Please remember to reference.
Case Study: please read the case study and answer the questions below demonstrating an understanding of the key elements of this unit, this work must be completed individually.
Project: this project requires you to apply your understanding of the unit material. Your project must follow the formatting guidelines and remember to reference, this work must be completed individually.
Policies and Guidelines
Imagine Education has provided a detailed portfolio of policies and processes in the BSB50207 Diploma of Business Course Handbook. It is advised that students consult this document before discussing any issue with your trainer.
Referencing
When you use information in your Assessments from other sources (such as text books, journals or internet articles) you need to source where you found the information. Please see the ‘Referencing Guide’ in your Course Handbook for more details. For this unit all work must be accurately reference below every question that you answer. Care must be taken when using material from the web to ensure that the information has come from a credible source such as journals, news organisations and government websites. While Wikipedia, or other online encyclopaedias, are a valuable reference tool; however, it is not appropriate to use this material as source material.
Plagiarism
If you use work from other sources without referencing where you found the source, you are plagiarising. Plagiarism is very serious as it is stealing words from another source, and claiming it as your own work. Referencing or sourcing your information is therefore vital Please ensure you fully source where you found your information and follow the ‘Referencing Guide’ in your Course Handbook.
Plagiarism can include:
At Imagine Education we take plagiarism seriously. If you plagiarise work, or you give your work to a peer to copy you will have been deemed to have failed the assessment and will be required to face an academic panel to determine if your enrolment should be cancelled.
There are two outcomes from the academic panel:
Competency-based Assessment
Competency-based assessment is the process of collecting evidence and making judgments about whether or not the student has the knowledge and skills to meet the performance criteria required in the workplace – such as the student’s ability to use workplace equipment competently.
With this type of assessment the student will be given more than one opportunity to gain competency in particular units of competency or learning outcomes. Students will be required to demonstrate their skill at least three times in order to be deemed competent.
Feedback
Feedback will only be issued to the student using the Imagine Education Australia “Student Feedback Form”. The Student Feedback Form will signal to the student that they are Competent (C) or Not-Yet-Competent (NYC) in this unit. As stated above student will be given more than one opportunity to gain competency and the Student Feedback Form will provide direction on what is required to demonstrate competency if the assessment is deemed NYC.
The Student Feedback Form will record all of the assessment pieces linked to the unit. Feedback is to be given for any Assessment with an attached Assessment Cover Sheet that is submitted by a student. If a student submits more than one Assessment at a time for a unit, one Student Feedback Form can be returned to the student outlining feedback for each individual Assessment.
Students also have the opportunity to provide feedback on the units delivered by completing unit feedback forms and returning it to your Trainer.
Submitting assessment
All assessment must be submitted with this Assessment Cover Sheet attached. The Trainer or Assessor can ask the student to resubmit the assessment after the due date until the student is deemed Competent. It is the responsibility of the student to retain a copy of the assessment.
INSTRUCTIONS FOR LEARNER
PART A – QUESTIONS
Question 1 –
Research the following TERMS and PHRASES these are linked with your assessment. Attach your definition or explanation to each point. Please remember to Reference.
In your own words explain the following:
The division of work to be performed under a contract, or subcontract in the completion of a project, typically broken out into specific tasks with deadlines.
Any person or organisation that is actively involved in a project, or whose interests may be positively or negatively affected by execution or completion of the project.
A project management term for the quantifiable goods or services that will be provided upon the completion of a project. Deliverables can be tangible or intangible parts of the development process, and are often specified functions or characteristics of the project.
Something that follows from an action, dispute, situation, etc.; result; consequence.
Asset or income that can be legally excluded from computation of gross income.
Element, factor, or subsystem that works as a bottleneck. It restricts an entity, project, or system from achieving its potential with reference to its goal.
Definable, measurable and constant or variable characteristic, dimension, property, or value selected from a set of data because it is considered essential to understanding a situation.
Economic or productive factors, required to accomplish an activity, or as means to undertake an enterprise to achieve desired outcome.
A technique to plan, control, monitor and review the exposure to a company that arises from taking on a particular task.
A person who presides over a meeting, committee, heads a board or department.
Ordered sequence of items to be discussed in a formal meeting.
All the documentation and papers necessary to plan, monitor and review in a meeting.
The written or recorded documentation that is used to inform attendees and non-attendees of the happenings during the meeting.
QUESTION 2
Explain how the following Acts are relevant to organising and managing a meeting in the workplace.
The Anti-discrimination Act 1977 is relevant because all people must be able to attend without discrimination their religion, colour or race.
The Privacy Act 1988 is relevant because regulates how your personal information is handled. For example: how your personal information is collected, how it is then used and disclosed, its accuracy, how securely it is kept, your general right to access that information.
QUESTION 3
Explain the following two Acts
When devising a project within a business, one has to consider the welfare of all staff involved. Health and safety issues are the centre to running any project in order to accommodate its success and execution in a safe environment for all involved.
The object of the Competition and Consumer Act 2010 is to enhance the welfare of Australians through the promotion of competition and fair trading and provision for consumer protection
Workplace competition and consumer acts help protect the rights of the consumer. Considering this, all aspects and welfare of both staff and customers are huge in high regard and everyone involved in such projects feel and are fully protected.
PART B – CASE STUDY
You have decided to organise a barbeque at a nearby park that has both gas and wood-fired barbeques. There is usually a supply of dry wood there. There are several fixed tables with seats, in the open. There is a small covered gazebo in the park. You will need to set the date, decide on the number of guests, menu and catering arrangements (BYO or other). You have enlisted several of your friends to assist in the planning and organising of your barbeque.
Actions |
Responsibilities |
Date |
Time |
Resources |
The planning and inviting friends |
Bárbara |
10/02/2015 |
10:00 |
Facebook and phone message |
Provide equipment as plates, cutlery, plastic cups, paper towel, thongs etc |
Bárbara |
15/02/2015 |
14:00 |
K-mart |
Buy drinks |
Gustavo |
20/02/2015 |
12:00 |
Bottle shop |
Buy food |
Gustavo |
20/02/2015 |
13:00 |
Supermarket |
Food prepation |
Bárbara |
21/02/2015 |
16:00 |
Kitchen, utensils |
Barbeque Party |
Bárbara and Gustavo |
22/22/2015 |
15:00 |
Kurrawa Park |
For example: on the day of the barbeque it is raining.
Issue |
Impact |
Cost |
Contingency/Solution |
On the day of the barbeque it is raining. |
People would be wet and we couldn't use the barbecue |
300,00 |
Cover the open place with plastic cover /Using a portable barbecue |
Run out of drinks or food |
People could be hungry or dusty |
10,00 ~ 15,00 each |
Buy more drinks and food at the next bottle shop/supermarket |
PART C- PROJECT
MKA Education has decided to venture into the restaurant industry. As an international education provider the restaurant is targeted at international students from all countries. You are the Hospitality Faculty Co-ordinator and have been given the role of Project Manager for this task. Once complete the restaurant will be staffed by the hospitality students and provide an avenue for them to complete the practical components of their course. Your task is to design a restaurant for this purpose. They have found a suitable location in Southport on Scarborough Street at ground level. The space is 20m x 20m in size and is empty. You will need to fit out this space including:
The Project Plan
Instructions:
1. Project scope
Imagine Education Australia is a school with international students from different countries. The purposes of this project is create a new place that the students can meet each other and know more about the different cultures and types of food. It is also a place for the hospitality students training what their learn in class, it is kind of internship.
The project it is a new place in Southport for all the students, staff and people that works close to enjoy different food of a different country.
It will be a restaurant with low prices, option for the international students eat good food without expend a lot of money.
Every day will be a different kind of food from a country.
2. Stakeholders
Team members: teacher, chef, sous chef, kitchen hand, waitress. (students)
Administration staff: manager
Customers: international students, Imagine staff, people that work close to the restaurant
Suppliers: food suppliers, drink suppliers, supermarkets (Coles, Woolworths, Aldi)
Gold Coast City Council
The communit
3. Roles and responsibilities
The role of the project manager in terms of:
The project manager is in charge of planning the restaurant, consulting with stakeholders, developing the project plan, implementing and administering the project, and finalising and reviewing the project’s success.
The project team member roles
4. Project resources and availability
Recruiting suitably qualified team staff
Negotiating with consultants for the carrying out of specific tasks
Negotiating with other service providers for ongoing services
Monitoring inputs (internal and external) for consistency and quality
Ensuring that resources area available where and when they are needed
Managing cost effective use of resources to meet budgetary requirements
Monitoring and assessing waste in order to reduce waste quantities, improve/increase quality and manage waste effectively to reduce environmental impact
The project team members will be hired. The equipments and materials will be purchased.
5. Timeframe for completion
6. Project SMARTT goals
7. Project management tools
Action |
Responsibility |
Timeline |
Resources |
Bring In A Designer |
Andrea |
2 Weeks |
Internet |
Plans In To Council |
Andrea |
6 Weeks |
Application Documents/ Plans |
Action |
Responsibility |
Timeline |
Resources |
Stakeholders meetings |
Julie |
6 weeks |
Paper meetings, contracts |
Restaurant lay out |
Rebecca |
4 weeks |
Materials, paint, restaurant equipment. |
Training the staff |
Andrew |
3 weeks |
Internet, white board, computer. |
Activity |
Timeline |
|||||||||
Wk 1 |
Wk 2 |
Wk 3 |
Wk 4 |
Wk 5 |
Wk 6 |
Wk 7 |
Wk 8 |
Wk 9 |
Wk 10 |
|
Bring In A Designer |
||||||||||
Plans In To Council |
Activity |
Timeline |
|||||||||
Wk 1 |
Wk 2 |
Wk 3 |
Wk 4 |
Wk 5 |
Wk 6 |
Wk 7 |
Wk 8 |
Wk 9 |
Wk 10 |
|
Stakeholders meetings |
||||||||||
Restaurant ley out |
||||||||||
Training the staff |
8. Risk management plan (risk assessment matrix in table format)
Including:
Project name and description |
|||||||||
Risk Identification |
Risk/likelihood |
Severity of impact |
Contingency action |
||||||
Critical |
High |
Med |
Low |
Critical |
High |
Med |
Low |
||
Restaurant does not open on time |
x |
x |
Monitor the action plan and follow up with meeting and communication with all members of the Team |
Project name and description |
|||||||||
Risk Identification |
Risk/likelihood |
Severity of impact |
Contingency action |
||||||
Critical |
High |
Med |
Low |
Critical |
High |
Med |
Low |
||
Supplier is not meeting deadline and budget will be exceeded |
X |
X |
Use another supplier |
||||||
Availability of resources |
X |
X |
Draw up agreement with supplier and get sign-off for resources to be available |
9. Project resources and budget
The Project Team Meeting
Instructions:
1. Notice of meeting EMAIL – Date on Email must be date of submission
2. Agenda What Will Be Talked About (TEMPLATE AGENDA BELOW)
AGENDA OF MEETING |
|
TOPIC: |
VENUE: 61 Crescent Avenue |
CHAIRPERSON: Lachlan |
MINUTE TAKER: 70 |
MEETING START: 10:00 |
MEETING FINISH: 11:00 |
ATTENDANCE: Andrew, John, Julie, Brandon, Janelle, |
APOLOGIES: |
By |
Agenda Item |
Timing |
Andrew |
Lay out |
15 minutes |
John |
Publicity |
20 minutes |
Brandon |
Hire Staff |
10 minutes |
Janelle |
Open days and times |
10 minutes |
Julie |
Management |
15 minutes |
3. Meeting paper/s Information you need to bring to the Meeting when you are discussing your point. Please include the following information
4. Minutes of the meeting (final draft – typed) Record Of What Was Discussed
MINUTES OF MEETING |
|||
TOPIC: |
DATE: VENUE: |
||
CHAIRPERSON: |
Julie |
MINUTE TAKER: |
50 minutes |
MEETING OPENED: |
10:00 |
MEETING CLOSED: |
10:50 |
ATTENDANCE: |
Andrew, John, Lachlan, Brandon, Janelle, |
||
APOLOGIES: |
|||
INITIALS OF PERSON RAISED BY |
NOTES OF DISCUSSION |
ACTION |
|
Andrew |
Publicity |
Post on internet and distribute flyers |
|
Lachlan |
Hire staff |
Post a advertising at gumtree and seek.com and leave a advertising paper seeking for staff in front of the restaurant. |
|
Brandon |
Opening Day |
Hire a band, invite people, decoration |
The Project Report
Instructions:
Type a report answering each of the following areas in a minimum of one paragraph of 3-4 sentences for each. Your report must relate to The Project Plan you created.
1. Consulting and finalising project plan
It is important for a manager to consult team members and at what stages in the development of the project because the project manager has to show to CEO how is everything going with the project, dates, and objectives and if the money that was invested is worthing.
2. Clarifying project team responsibilities
To ensure that project team members are clear about their responsibilities, every Friday afternoon will be a meeting and everybody will explain how it is going with the project and their responsibilities. It is very important to do this to make sure that everything is going to be ready at the time that was established.
3. Supporting the project team
Every Friday at afternoon will be a meeting with the project team members to discuss every step, responsibilities and to make sure that the time line will be fulfilled.
4. Project record keeping systems
Measuring the ongoing project activities
Monitoring the project variables (cost, effort, scope, etc.) against the project management plan and the project performance baseline
Identify corrective actions to address issues and risks properly
5. Managing project finances and resources
A final project cost to be accurately determined
Tracking of all the project stages
Comparison of expectations with outcomes
Analysis of variance
Detailed information that can be used for future projects
All financial transactions
Plans and tracking results
Records of resource use, availability and disbursement processes
Reports on risks encountered and how they were handled
Measurements of performance, evaluations of personnel and business success
Feedback from customers, suppliers, team members and other stakeholders
Any issues or problems that were encountered and the measures taken to minimise impact
Contracts
6. Reporting on project deliverables
I will report the progress on achieving project to the CEO of Imagine Education, directors and managers every 15 days in a meeting. I will report the responsibilities that every project team members have, how it is going and the time that will spend to do that.
7. Managing the project meeting
As we will have every week a meeting we have to do very quickly and efficient. The purpose is very direct. Me as Project Manager I have to know if everything is going well and be ready at the time.
Every project member team will discuss and if it is a problem we will try to solving together. Every meeting we will make sure that if it is any problem it will be solving and discuss very quickly, but if it is not possible, we will have someone to type what will be discuss and on the other week we will discuss again. It is very important to do this, because in this way we cannot forget anything.
And every 15 days I will meet the CEO, directors and managers at Imagine Education with the important topics of every meeting that I will have with the project team members.
8. Project finalisation
The counter of Imagine Education will help me how to manage the financial records.
At the first year of the restaurant the project team members will still work in this project to guarantee the successful of this idea. The project team will still research better ways to manager the restaurant. After that, they will be reassign to others departs or for a new project.
9. Project review - The project is now complete,
Difficult:
Easy:
Different:
Design a questionnaire for your Project Team to gain their feedback
Present an overview of your findings in your report
Start a project this big is very complicated and requires attention in all details. It is a new project for Imagine Education Australia, that involves a lot of money and you cannot fail.
You have to pay attention in everything, especially with the Smartt Goals, that is the purpose of the successful of the project. You have to be ready to deal with problems and find a solution very quickly and efficiently.
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