BSBPMG522A Undertake Project Work And Manage Meetings Sample Assignment

Student Assessment Cover Sheet

Course: DIPLOMA OF BUSINESS

Unit Code: BSBPMG522A & BSBADM502B

Unit Title: UNDERTAKE PROJECT WORK AND MANAGE MEETINGS

Assessment:

• PART A – QUESTIONS
• PART B – CASE STUDY
• PART C - PROJECT

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:

• Copying another student’s work
• Copying work from a text or source of information without referencing

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:

1. The students’ enrolment is cancelled
2. The student will re enroll and pay for the required units. The student will be required to complete these units under the supervision of a College trainer.

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

• Please complete all assessment work following the Guideline for layout of assessments
• All parts must be complete to achieve competency in this unit.
• Attach a completed cover sheet to all assessments and submit by the due date.
• All work must be referenced
• There are 3 parts to this assessment
• PART A - REVIEW
• PART B – CASE STUDY
• PART C – PROJECT
• All 3 parts must be completed and presented as ONE assessment.
• Please read the STUDENT INSTRUCTIONS at the beginning of each PART.

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:

1. Project Scope

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.

1. Project Stakeholders

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.

1. Project Deliverables

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.

1. Project Outcomes.

Something that follows from an action, dispute, situation, etc.; result; consequence.

1. Project Exclusions

Asset or income that can be legally excluded from computation of gross income.

1. Project Constraints

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.

1. Project Parameters

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.

1. Project Resources

Economic or productive factors, required to accomplish an activity, or as means to undertake an enterprise to achieve desired outcome.

1. Project Risk Management

A technique to plan, control, monitor and review the exposure to a company that arises from taking on a particular task.

1. Chairperson

A person who presides over a meeting, committee, heads a board or department.

1. Agenda

Ordered sequence of items to be discussed in a formal meeting.

1. Meeting Papers

All the documentation and papers necessary to plan, monitor and review in a meeting.

1. Minutes of the 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.

• Anti-discrimination Act 1977

The Anti-discrimination Act 1977 is relevant because all people must be able to attend without discrimination their religion, colour or race.

• Privacy Act 1988

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

• Work Health and Safety Act 2011 relating to health and safety in the workplace.
• Competition and Consumer Act 2010 relating to contracts might be relevant to managing a project in the workplace.

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.

1. Design an action plan (to do list) with regards to the above Case Study remember to clearly document each step of the action plan to include date, times and include who will be completing the task, when the task has to be completed by. Present the action plan in a table format with actions, responsibilities, dates/times and resources.

1. As part of any project you have make allowances for any events that may threaten the project. Contingency plans should identify core issues of threat, the impact and cost involved and a solution to achieve a similar outcome to the initial project. You have to decide on two issues that can affect your project

For example: on the day of the barbeque it is raining.

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:

• Kitchen area with industrial fridge, freezer, oven and stove
• Bar area with coffee machine and drinks fridge
• Dishwasher area with industrial dishwashing machine
• Front counter with storage and cash register
• Tables and chairs
• Plates, cups, cutlery, glassware and table linen

The Project Plan

Instructions:

• The first page of The Project Plan must be a title page including the title of your project, your name and student number.
• The second page of The Project Plan must be a contents page outlining each section (as per the below inclusions) and the respective page numbers.
• Use the below section headings as headings in The Project Plan.
• Begin each section on a new page.
• Include a header on each page with your name and student number.
• Ensure that each page is numbered.

1. Project scope

1. Project parameters
• An overall description of the project, the purpose of the project and how it relates to the organisation’s objectives.
• Expected outcomes of the project in terms of deliverables – what the project will achieve. (include at least 3 deliverables)

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

• Identify all internal and external stakeholders who will play a part in implementing the project including project team members, administration staff, management, customers, external contractors and suppliers, Government (local and state), the community and the environment.

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

1. The role of the project manager in terms of:
• Planning and researching, legislative requirements, consulting with stakeholders, developing the project plan, implementing and administering the project, and finalising and reviewing the project’s success.
2. The project team member roles
• Allocating tasks to each team member.

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

• Teacher: supervision of the students
• Chef and sous chef: make the food quickly, in charge of warehouse.
• Kitchen hand: clean the kitchen
• Waitress: send the food to the table

4. Project resources and availability

1. An overview of the key resource requirements including physical, human and technical.

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

1. Whether the resources are available, need to be purchased, hired, leased or allocated from another department of the organisation.

The project team members will be hired. The equipments and materials will be purchased.

5. Timeframe for completion

1. A commencement and completion date for the project.

6. Project SMARTT goals

1. Develop three (3) SMARTT goals to enable the success of your project.
• The restaurant has to be ready until 25 of February 2015
• The restaurant can only use the exactly money that we have. Nothing more.
• The project team members have to be committed with this project.

7. Project management tools

1. Action plan in table format listing the major tasks (work breakdown structure) in order, the name of the person responsible for completing the task, an estimate of the number of days the task will be completed and the resources required to complete the task.

1. Gantt chart identifying the major tasks including those tasks that cannot be commenced until a previous task has been completed and those tasks that can be done simultaneously. Also include the milestones of the project that highlight major events for reporting progress.

8. Risk management plan (risk assessment matrix in table format)

1. Outline one (1) hazard and risk to the:
• Safety and,
• The success of the project

Including:

• The hazard
• The risk/s associated with the hazard (the consequences)
• The risk/s assessment (the likelihood and severity of the consequences)
• The risk control measure/s to be implemented

9. Project resources and budget

1. A breakdown of the resources required for the project including:
• Equipment, materials, consumables, employee hours for the project, external services/contractors etc. (Note that actual quotations are not required; you may make a realistic estimate.)
• 15 tables with 4 chairs U$100,00 ea. Total of U$1.500,00
• Refrigerator U$ 8.000,00
• Drink machine U$ 2.000,00
• Stove U$ 6.000,00
• Oven U$ 4.000,00
• Knifes U$ 500,00
• Forks U$ 500,00
• Spoons U$ 500,00
• Staff uniform U$ 700,00
• Tray U$ 300,00
• Food U$ 5.000,00
• Drinks U$ 2.000,00

The Project Team Meeting

Instructions:

• To ensure the success of the project you will need to hold project team meetings at various stages throughout the project. As the Project Manager your role would include being the chairperson of these meetings. In order for the meetings to be effective they will need to be organised and managed. Part of this process involves creating specific documentation. Your task is to create the documentation for a hypothetical meeting that could be held at any stage of the project, including planning, administering, monitoring and reviewing, or finalising the project. Templates for the agenda and minutes of the meeting are available on the student drive.

1. Notice of meeting EMAIL – Date on Email must be date of submission

• Statement of meeting’s purpose :generally found at top of agenda and is the reason for the meeting being held.
• Date, time & location of meeting: also found at top of agenda, the date, time and location of the actual meeting.
• Welcome: the chairperson announces the meeting “open” and welcomes all the attendees.
• Apologies: usually the secretary reads out the apologies for non-attendance, if any have been received.
• Minutes of the previous meeting: these are usually read out by secretary. If anyone has found an error in the minutes, it must be bought to the chairperson’s attention at this time. Any error is corrected on the file copy & initialed by the chairperson.
• Matters arising from the minutes of previous meetings: these could be matters decided at a previous meeting which required action. E.g. at last month’s meeting the marketing manager was asked to provide a proposal from the company’s advertising agency to devise a TV campaign promoting the company’s recent awards.
• Correspondence: this is information that has been received that needs to be told to the attendees, it can be an email, a letter, a fax, a letter or even a text message.
• Reports: these would generally be submitted by various members of the executive or board. The treasurer’s report is usually the first to be considered. Each report would be presented by the person responsible, but not read out. It is usual practice to sent copies of reports, together with minutes of previous meeting to attendees at least 14 days before the meeting.
• General Business: items such as any business not dealt with in the previous meeting or notices of motion (items that have been foreshadowed from the previous meeting) are dealt with first before any new business.
• Other Business: after dealing with any items under general business listed on the agenda, the chairperson asks if there is any other business to be discussed.
• Date and time of next meeting: after any other business has been dealt with. The chairperson announces the date of the next meeting, the time and the place.
• Close: The chairperson declares the meeting “closed

2. Agenda What Will Be Talked About (TEMPLATE AGENDA BELOW)

3. Meeting paper/s Information you need to bring to the Meeting when you are discussing your point. Please include the following information

• Financial reports-for example budget figures (what you believe the whole project will cost)
• Chairpersons report-for example budget allocations for furniture etc
• Research report-for example brochures on products and designs
• Draft documents-for example pricings and breakdowns of fitting

4. Minutes of the meeting (final draft – typed) Record Of What Was Discussed

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

• Why it is important for a manager to consult team members and at what stages in the development of the project plan you would consult with team members for their input and with the CEO to gain the necessary approvals.

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

• What you need to do to ensure that project team members are clear about their responsibilities and the project requirements and the importance of doing this.

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

• What you need to do to provide support for project team members to ensure that project outcomes and time lines are met.

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

• The type of systems you would establish and use to maintain required record keeping systems throughout the project including correspondence, quotations, purchases, time logs and samples.

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

• The type of financial records will you analyse, how you would analyse them and how often you would analyse them.

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

• How you will keep track of human resource usage to ensure the project is kept within budget.

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

• Who you will report to, how often you will report to them on the progress on achieving project deliverables and what information you will tell them when you do report to them.

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

• How you would ensure the style and structure of the meeting were appropriate to its purpose.
• How would you ensure your meeting meets all of the legal and ethical requirements in accordance with the organisation
• How you would conduct the meeting to ensure it was focused, time efficient and achieved its outcomes.
• What timelines you would despatch meeting papers to meeting participants.
• How you would ensure that each member of the meeting participated in discussion, problem-solving and resolving issues.
• How you would brief the minute taker on the method for recording the minutes of the meeting.
• When you typed up the minutes of the meeting and where you would store them.
• Why it is important to check the transcribed meeting notes to ensure they reflect a true and accurate record of the meeting and are formatted in accordance with organisational procedures and meeting conventions.

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

• How you will finalise the financial records of the project including checking them for accuracy and filing them.

The counter of Imagine Education will help me how to manage the financial records.

• How you would assign staff involved in the project to new roles or reassign them to previous roles.

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,

• Now list three (3) things that were difficult,
• Three (3) things that were easy, and
• Three (3) things you would do differently next time.
• Design a questionnaire for your Project Team to gain their feedback (minimum 5 questions)

Difficult:

1. Managing project finances and resources
2. Reporting on project deliverables
3. Managing the project meeting

Easy:

1. Smartt Goal
2. Project scope
3. Roles and responsibilities

Different:

1. Make the meetings not every week, but in every 15 days.
2. Not given to many responsibilities to one person.
3. Hire an assistant.

Design a questionnaire for your Project Team to gain their feedback

1. What is your opinion about this project?
2. How was for you to work with this project?
3. Is there something that you would like to change in this project?
4. Is there something that was difficult for you?
5. Did you like to work with this project team?
6. Do you think that is a great project?

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.