The local City Council want to stage a free family fun day at the local city Botanic Gardens to celebrate its 25th Birthday. Who would you list as the stakeholders?
Using the examples provided on the types of parameters you may need to consider when seeking clarification from a delegating authority for issues related to the project, detail briefly your thoughts and suggestions on the impact of these:
• Project finances or budget
• Procurement requirements associated with project
• Scope of project
• Integration of project within organisation
• Legislative and quality standards
• Physical, human and technical resources available or required for project
• Reporting requirements
• Risks associated with project, including WHS
• Time lines
Are there other projects that have occurred previously that would help you better understand the strategic objectives?
• If so, what are they?
• Are you able to access them?
• How do they compare with the current proposed project?
• How can you relate such key items as cost, feasibility, and so forth?
Using your workplace as the source of a project, complete the initial details in this suggested example.
The Broad Scope Definition template is a tool that can be used with key stakeholders to clearly define the logical boundaries of the project. Be sure to 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.
Name of project
These are items that you are definitely going to deliver/manage.
Out of Scope (Exclusions)
These are items that you are not responsible for. The assumption is that someone else will do them. Exclusions are things that don’t form part of your project, but influence on whether or not you can successfully achieve your objective.
Knowledge about the project that is taken as being true or correct for the purposes of project planning. Assumptions are circumstances and events that need to occur for the project to be successful, but are outside the total control of the project team.
Known restrictions. These could include any restrictions in start/finish date, time, deliverable or milestone dates, budget limitations, resourcing limits, vendor restraints, etc.
Using your workplace as a reference, develop a project plan outline, either from the examples provided or using what is provided by your workplace.
You should address:
Also, describe the project management system used.
Conduct a WHS audit.
Using a project plan example or one from your workplace, address the issues below as it relates to your project WHS assessment.
1. Design a simple project WHS reporting and monitoring check list
2. Describe how the project director/manager will investigate serious WHS breaches or incidents.
3. Describe safe work procedures that are specific to you project
4. Identify and describe at least four (4) project KPIs that may have impact on WHS performance parameters.
Using a project from your workplace, address the issues below as it relates to developing and planning for approval of a project budget. Use as an example the base structure of an existing workplace project but avoid simply duplicating that budget!
• Demonstrate your budget knowledge:
o Estimate team hours required to complete each task
o Describe applicable overhead costs as a percentage of those direct labour costs
o Estimate other direct costs (such as consultants, printing etc)
o Describe appropriate contingency costs and why.
• Detail how much you have to spend.
• Detail what project expenses are mandatory or most important.
• How would you go about obtaining prices and quotes for expenses?
Describe what experiences you have encountered in gaining the necessary approvals to commence a project?
How did you overcome any approval obstacles?
What were the methods you used in seeking approvals?
Using a workplace example of a recent or current project, detail your experience either as a team member or as a project manager using the following examples provided:
• Take action to ensure project team members are clear about their responsibilities and the project requirements
• Provide support for project team members, especially with regard to specific needs, to ensure that the quality of the expected outcomes of the project and documented time lines are met
Using a workplace example of a recent or current project, detail how you experienced maintaining required record keeping systems throughout the project as a team member or how you handled it as a project manager. Provide examples and suggestions used in your workplace.
Suggest further comments to these steps for implementing and monitoring plans for managing project finances.
|Implement Steps||Monitor Actions||Your Comments|
|Communicate what needs to be done and by what deadline||Assign the work by breaking down the tasks into smaller and more manageable pieces.|
|Consider a variety of expense alternatives||Develop and agree on the project budget plan.|
|Choosing suppliers and contracts for goods or services||Base decisions on either company policy or what i best to deliver on project time as well as price.|
|Prepare timeline and sequence of activities||Use a prepared schedule to manage the overall project to ensure its timely completion.|
|Outline clear expectations for the project team and other human resources||Project teams are only temporary so select team members based on their technical skills. Their individual and collective performance will impact on the financial resources and outcome.|
|Identify as many potential financial risks as applies||Manage or minimise each one, large or small|
Routinely monitor and re-evaluate significant risks as the project continues
|Keep all project stakeholders informed and up-to-date||Issue performance reports, status changes, and other project documents|
|Forecasting costs||Delivering on time and on budget is the expectation. Include extra funds in the budget|
Using a project from within your workplace, conduct a risk assessment, which should address the following:
• External/strategic context
• Internal/organisational context
• Risk management context
Think about previous workplace projects you’ve done and explain how project deliverables were:
How deliverables were achieved?
How deliverables were documented?
How deliverables were presented?
Complete and comment on the suggested forms reports and tables that are designed to ‘finalise a project’ and make specific references to your experiences with:
• Completing financial record keeping
• Assigning staff involved in project to other roles etc. and obtaining any necessary sign offs
• Completing project documentation
Give an example of a workplace project and explain the process you would follow to review its effectiveness and success.
List the tools and techniques you would use to do this.
Answer the following questions:
1. Define this project and explain its purpose and intended outcomes.
2 Who are the stakeholders?
3.What is your own role and level of responsibility to this project?
4.How would you develop a project plan? Explain the project parameters and budget. Also, note the number of staff you would need and identify a potential risk.
5.How does this align with the organisation’s objectives?
6.How would you monitor the project? How would you assign staff their roles and brief them of this? How would you support the staff? What are the deliverables?
7.How would you finalise the project? What financial records do you have to keep? How do you transition staff into their new roles? What documentation do you need to sign off?
8.How would you review the project? How would you review the outcomes? How would you determine the level of success and the effectiveness of the project? What lessons have been learned?
1.Why is project scope important?
2.Why do you need to define project stakeholders?
3.Why is delegating authority important in a project?
4.Why do you need to recognise the limits of your role?
5.Why do you need to understand the purpose of this project in the context of the organisation’s objectives?
6.Why do you need to determine available resources?
7.Why do you need to keep within the project parameters?
8.Why do you need to use project management tools?
9.Why do you need to be aware of risks?
10.Why are budgets important?
11.Why do you need to take your team’s views into account?
12.Why do you need to gain approval for your project before you start?
13.Why do team members need to be clear about their roles?
14.Why do you need to support team members?
15.Why is record-keeping important?
16.Why do you need to monitor project expenditure?
17.Why might project stakeholders require copies of reports?
18.Why does risk management contribute to meeting outcomes?
19.Why do you need to achieve project deliverables?
20.Why do you need to check records for accuracy?
21.Why is post-project staff transition important?
22.Why are sign-offs required?
23.Why do you need to review project outcomes and processes against the project’s scope and plan?
24.Why is involving team members in project reviews important?
25.Why is documenting lessons learned a good practice?