Course Title: Undertake project work

Part B: Course Detail

Teaching Period: Term1 2024

Course Code: BUSM7931C

Course Title: Undertake project work

School: 525T Business & Enterprise

Campus: City Campus

Program: C5400 - Diploma of Business (Public Relations)

Course Contact: Nick Reynolds

Course Contact Phone: +61 3 9925 0791

Course Contact Email: nick.reynolds@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

Joe Matthews

joseph.matthews@rmit.edu.au

Nominal Hours: 60

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites

None

Course Description

This unit describes the performance outcomes, skills and knowledge required to undertake a straightforward project or a section of a larger project.

It covers developing a project plan, administering and monitoring the project, finalising the project and reviewing the project to identify lessons learned for application to future projects.

 This unit applies to individuals who play a significant role in ensuring a project meets timelines, quality standards, budgetary limits and other requirements set for the project.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBPMG522 Undertake project work

Element:

1. Define project

Performance Criteria:

1.1 Access project scope and other relevant documentation

1.2 Define project stakeholders

1.3 Seek clarification from delegating authority of issues related to project and project parameters

1.4 Identify limits of own responsibility and reporting requirements

1.5 Clarify relationship of project to other projects and to the organisation's objectives

1.6 Determine and access available resources to undertake project

Element:

2. Develop project plan

Performance Criteria:

2.1 Develop project plan in line with the project parameters

2.2 Identify and access appropriate project management tools

2.3 Formulate risk management plan for project, including Work Health and Safety (WHS)

2.4 Develop and approve project budget

2.5 Consult team members and take their views into account in planning the project

2.6 Finalise project plan and gain necessary approvals to commence project according to documented plan

Element:

3. Administer and monitor project

Performance Criteria:

3.1 Take action to ensure project team members are clear about their responsibilities and the project requirements

3.2 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

3.3 Establish and maintain required recordkeeping systems throughout the project

3.4 Implement and monitor plans for managing project finances, resources and quality

3.5 Complete and forward project reports as required to stakeholders

3.6 Undertake risk management as required to ensure project outcomes are met

3.7 Achieve project deliverables

Element:

4. Finalise project

Performance Criteria:

4.1 Complete financial recordkeeping associated with project and check for accuracy

4.2 Ensure transition of staff involved in project to new roles or reassignment to previous roles

4.3 Complete project documentation and obtain necessary sign-offs for concluding project

Element:

5. Review project

Performance Criteria:

5.1 Review project outcomes and processes against the project scope and plan

5.2 Involve team members in the project review

5.3 Document lessons learned from the project and report within the organisation

Learning Outcomes


You will learn how to apply project-management skills and how to meet the requirement of timelines, quality standards, budgetary limits, risks and other requirements set for a project.

On successful completion of this course you will have developed and applied the skills and knowledge required to demonstrate competency in undertaking a project, including:

  • defining a project
  • developing a project plan
  • administering and monitoring a project
  • finalising a project
  • reviewing a project.


Details of Learning Activities

Students will be undertaking in-class learning working on a project brief, and developing a project plan to meet the objectives of the brief. Lecture slides and resources are available via Canvas.


Teaching Schedule

Week         

  Topic                                                                          

Assessment       

1

Introduction to project management

 

2

Project scope

 

3

Project Time

 

4

Administer a project

 

5

Manage project risks

 

6

AT1 workshop

 

7

AT1 workshop

 

8

 Legislation and WHS

 

9

AT1 Due / Workshop

 AT1 due

10

AT2 – Introduction to project monitoring and reporting

 

11

Reporting team performance

 

12

Reporting team performance

 

13

Project review

 

14

Project review meeting

*

15

Project Completion Report due

AT2

16

Rework if required

 

17

  

 


Learning Resources

Prescribed Texts


References


Other Resources

All learning resources are provided to the learners.


Overview of Assessment

Assessment Methods

A range of assessment methods will be used to assess practical skills and knowledge. The following assessment methods will be used specifically to assess competency in undertaking project work:

  • direct questioning combined with review of portfolios of evidence and third-party workplace reports of on-the-job performance by the candidate
  • observation of presentations
  • oral or written questioning to assess knowledge of the organisation's mission, goals, objectives and operations and how the project relates to them
  • review of project risk-management plan and project plan
  • evaluation of project reports forwarded to stakeholders
  • analysis of documentation reviewing project outcomes and processes against the project scope and plan
  • evaluation of documentation outlining lessons learned from the project.

In order to achieve competency in this unit, you must provide:

Performance evidence

Evidence of the skills to:

  • define the parameters of the project including:
    • project scope
    • project stakeholders, including own responsibilities
    • relationship of project to organisational objectives and other projects
    • reporting requirements
    • resource requirements
  • use project management tools to develop and implement a project plan including:
    • deliverables
    • work breakdown
    • budget and allocation of resources
    • timelines
    • risk management
    • recordkeeping and reporting
  • consult and communicate with relevant stakeholders to generate input and engagement in planning, implementing and reviewing the project
  • provide support to team members to enable them to achieve deliverables and to transition them as appropriate at completion of the project
  • finalise the project including documentation, sign-offs and reporting
  • review and document the project outcomes.

Knowledge evidence:

To complete this unit requirements you must provide the following knowledge evidence:

  • give examples of project management tools and how they contribute to a project
  • outline types of documents and other sources of information commonly used in defining the parameters of a project
  • explain processes for identifying and managing risk in a project
  • outline the organisation's mission, goals, objectives and operations and how the project relates to them
  • explain the organisation's procedures and processes that are relevant to managing a project including:
    • lines of authority and approvals
    • quality assurance
    • human resources
    • budgets and finance
    • recordkeeping
    • reporting
  • outline the legislative and regulatory context of the organisation in relation to project work, including work health and safety (WHS) requirements.

Assessment Conditions

Assessment must ensure:

  • access to workplace project documentation
  • demonstration of all required skills, knowledge and performance in a workplace-based project.

You are advised that you are likely to be asked to personally demonstrate your assessment work to your teacher to ensure that the relevant competency standards are being met.

Feedback

Feedback will be provided throughout the semester in class and/or online discussions.

You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed.

Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.

You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.


Assessment Tasks

Learners are required to successfully complete two assessment tasks to be deemed competent for this Unit.

Assessment Task 1 - Project Plan

Summary and Purpose of Assessment

This assessment evaluates your ability to:

  • Clarify the parameters of a project
  • Use project management tools to develop and implement a project plan
  • Consult and communicate with relevant stakeholders to generate input and engagement in planning, implementing and reviewing a project
  • Provide support to team members to enable them to achieve project deliverables and to transition them as appropriate at completion of the project

You will be required to finalise and review the project in assessment 2.

This is an individual assessment task.

In this task, you will need to develop a project plan. You will work together with two (2) other students on the same umbrella PR event of their choice.

A PR Event to raise awareness of Global Warming. Each student could develop an event for this campaign as follows:

  • Event 1: Organise entertainment (e.g.: music, live performance and sponsorship)
  • Event 2: Organise three key speakers and organise the presentation
  • Event 3: Organise the logistics (e.g.: catering, etc)

Completing this assessment allows you to demonstrate skills and knowledge in planning a project while applying project management tools and showing regard for the legal and regulatory environment, the impacts of key stakeholders as well as cultural nuances that need to be taken into consideration.

Assessment Instructions

What

This assessment will be produced in report format with a heading/title page, table of contents and references at the end of the document.

 To complete this assessment task, you will need to:

  • Team up with two students and select a cause/focus for their PR project
  • Define the project (Part A) and establish what PR event will be covered (by each student)
  • Plan the individual tasks of their project and allocate times
  • Develop a project plan (Part B)

You will be required to:

Part A – Define the Project

  1. Summarise the assessment brief: what needs to get done by when?
  1. A project brief based on the project scope above. (50-100 words) This brief must include:
    • Details of the PR event, e.g. type of music, catering etc., location, and the cause/motto the event is supporting.
    • The proposed budget for the event.
    • The duration of the project.
  2. You need to team up in groups of three (3) students and select a cause/focus for their PR projects (each student will be assessed as an individual)
  3. Define the events and tasks to be performed by each student in the team (as outlined above).

Once the brief has been completed, each student group is to meet with their Assessor to confirm:

    • Project parameters as outlined at point A.
    • The relationship between this project and the organisation’s objectives.
  1. Defining the scope: You need to:
  1. State the goals and objectives of the organisation. (100 words approximately)
  2. Define the goals and SMART objectives of the project. (100 words approximately)
  3. Describe how your chosen project aligns with other organisational projects as well as organisational values and objectives (100-150 words)
  4. Document at least three (3) project stakeholders, e.g. project manager, sponsor, team members etc. This needs to be done in a project pit stop and the parameters need to be agreed upon with the teacher.
  5. Create a list of the key issues related to the different areas of the project, e.g. overspend, alignment with organisational values, risks (WHS) etc. and identify the stakeholder(s) against each issue, the student would need to seek assistance/clarification on.
  6. Create a flowchart outlining the role/title, lines of authority and key responsibilities and limits of all project members (including self) as well as reporting requirements.
  7. Describe all the key resources needed to undertake the project, including all physical, human, technological and financial resources.
  1. You need to research and summarise the relevant legislation, regulations, protocols/codes of conduct that may apply for each of the following areas:
    • anti-discrimination legislation
    • codes of practice
    • environmental issues
    • ethical principles
    • WHS
    • privacy laws.

(150 words approximately)

  1. A list of communication suggestions for people with diverse backgrounds needs to be included, in context of anti-discrimination legislation. Bullet points should address ideas for staff with diverse accessibility, cultural and language needs.

Part B – Project Plan

In this part of the task you need to develop a project plan in line with project parameters.

  1. All parts of the attached project plan template (refer to Appendix 1) need to be completed.

  2. Additional documentation to be identified as appropriate by the student, accessed and completed by the student must include:
    1. Gantt chart of the complete project
    2. Draft budget
    3. Risk management plan (incl. WHS) for 3 major risks
    4. Quality standard
  1. A minimum of one (1) team meeting with an agenda and minutes, and a list of attendees needs to be held and recorded. These points need to be brainstormed, discussed and documented: 
  1. Potential ethical or legal issues to consider
  2. Team member responsibilities, any specific needs to ensure quality outcomes and on time delivery against project requirements (teacher can act as project sponsor and give feedback)
  3. Approve documentation including budget (must be signed off to finalise project plan)
  4. Describe all the key resources needed to undertake the project, including all physical, human, technological and financial resources.

 

Assessment Task 2 - Project Monitoring and completion report

Summary and Purpose of Assessment

This is Assessment Task 2 of 2 that you need to be complete for this unit. Both assessments need to be completed satisfactorily to be assessed competent for this unit. 

Assessment Task 2 (AT2) requires you to demonstrate your skills and knowledge in monitoring, finalising and reviewing a project while completing, updating and acquiring necessary signoffs of project documentation for financial and record-keeping purposes. The project is based on the Project Plan they prepared for Assessment Task 1 (AT1).

For this assessment task, you are required to:

Administer and Monitor a project’s planned work status with project team members

  • Finalise a project, update and acquire necessary signoffs of project documentation for financial and record-keeping purposes, consult and communicate with relevant stakeholders to review project outcomes against the scope and plan, assist staff in transitioning to new roles and document lessons learned from the project
  • Complete and Review project outcomes via the preparation of a ‘Project Completion Report’ that accurately reflects the project outcomes, processes against the project scope and plan, and makes recommendations based on ‘lessons learned’

Roleplay scenario

You will continue to act in the role of Project Manager for the Project Plan developed for Assessment Task 1.

The teacher will perform the role of ‘Project Sponsor’.

Two other students will be designated project team members. Each team member will provide input and feedback to the Project Manager to facilitate project monitoring, reporting and completion activities.

Although this assessment requires group work, each student must submit their own work.

Assessment Instructions

What

You will need to satisfactorily complete all three parts to this Assessment Task:

  • Part A – Administer and monitor the project
  • Part B – Finalise the project
  • Part C – Review the project

Part A - Administer and Monitor the project

The project has commenced, and you as the Project Manager are now required to consult and communicate with the two project team members to get their input and engagement in the project implementation and review phases.

1a) As Project Manager you need to organise project administration and monitoring activities consistent with the Project Plan (AT1). To do this, you will plan and conduct a Project Monitoring Meeting with the two project team members.

As part of the assessment submission for this step, you will need to provide the email sent to the team members (screen shot) about the details of the proposed Project Monitoring Meeting and showing appropriate attachments and a meeting Agenda.

Ensure that as part of the planning for this meeting you have informed your teacher because they will need to observe the meeting.

During this meeting, you as the Project Manager must:

1b) review the progress of planned activities, ensure that the team members are clear about their responsibilities and deliverables.

1c) consult, seek feedback, and provide support for the two project team members, with regard to any specific needs and expectations.

1d) ensure that the quality of the expected outcomes, resources, budget, documented time-lines and ‘project deliverables’ of the project are being monitored according to the Project Plan and reported to the Project Sponsor.

1e) During this meeting, you at the Project Manager are required to review the risks identified in the Project Plan, explain the processes for identifying and managing the risks, and complete a ‘WHS checklist’ with both of the team members, and retain this documentation for review at the completion of the project, and for inclusion in the Project Completion Report (use the template provided).

The WHS checklist can be sourced via the following: WorkSafe Victoria Checklist for Health and Safety Consultation [ https://content.api.worksafe.vic.gov.au/sites/default/files/2018-06/ISBN-Checklist-for-health-and-safety-consultation-2012-10.pdf ]. A sample is provided in Appendix 3.

1f) After the meeting has been conducted, you at the Project Manager need to prepare one Status Report (see sample template in Appendix 2) for each of the two team members (i.e.: two in total) and forward this to the Project Sponsor (teacher) and to each of the team members via email. The email is to include a brief summary of the project status in the email body. 

Use the project ‘Status Report’ template provided.

The completed ‘Status Reports’ are to be retained by you, the Project Manager consistent with the ‘record keeping’ systems and methods documented in the Project Plan and included in the Project Completion Report.

Part B - Finalise the project

The project activities have now been completed and the Project Manager is required to formally ‘finalise’ the project and report on project outcomes (planned v. actual).

The Project Manager is to use the ‘Project Outcome Scenario’ provided (see Appendix 1) for the project review and finalisation.

Note, the student/teacher can modify the Project Outcome Scenario as required to suit any specifics of their Project Plan, however any changes must be clearly identified and communicated in the Project Completion Report.

2a) As Project Manager you are to review the project outcomes against the Project Plan and amend (labelled ‘v2’) the project plan ‘tools’ sourced from AT1 to reflect the ‘Planned v Actual’ results for future review and signoff with the project team members. Sign-off can include electronic signatures or scanned signatures of the team members

Project Management tools to be reviewed, revised, and ‘finalised’ as ‘v2’ are:

  • Gantt Chart / WBS / timeline and deliverables
  • Budget / Resources (Planned v Actual)
  • Quality standards checklist
  • Risk Management Plan

The Project Manager is to include the signed-off (v2) project tools in the Project Completion Report. Team Member names, role, and ‘sign-off’ is to be noted in the appropriate section of the Project Completion Report template.

All changes to the revised project management tools are to be consistent with the Project Outcome Scenario. 

The changes to the finalised project tools (v2) must be clearly evident, using colour or graphics, and include a brief summary (1 paragraph) for each tool in the Project Completion Report. 

2b) At this stage, as Project Manager you are to prepare recommendations for project staff transition to new roles or to reassign to previous roles.

These recommendations are to be discussed as an Agenda item in the Project Completion Meeting, and outcomes included in the Project Completion Report provided to the Project Sponsor.

Part C- Review the project

As Project Manager you are now required to review the finalised project tools (v2), project outcomes and deliverables with the project team members via a Project Completion Meeting. Also, at this meeting you need to discuss and seek feedback regarding project management processes used, the revised tools against the Project Plan, and ‘lessons learned’ from the project, and report this to the organisation (to be included in the Project Completion Report). At this meeting you will also need complete all financial recordkeeping, check for accuracy, and secure formal ‘sign-off’ of the revised tools from the team members.

3a) As Project Manager organise and schedule the ‘Project Completion Meeting’ with the project team members via an electronic calendar invitation. The invite is to include a summary of the meeting purpose and attachments including the Project Plan (AT1), the draft ‘v2’ Project Tools, and the meeting Agenda (see details to be included in 3b).

Include a copy of the electronic calendar invite with attachments as a screenshot for assessment.

3b) The Project Manager is to prepare the Project Completion Meeting ‘Agenda’ including the following topics:

  • Analysis of project outcomes against Objectives, Scope and the Project Plan (Refer to Project Outcome Scenario in Appendix 1)
  • Review of v2 Project Tools (Budget, Gantt chart, Quality Plan, Risk Plan/WHS checklist)
  • Analysis of cost v budget ('Planned v. Actual') and where/why amendments were made
  • Ethics and legislation review (refer to the Project Plan)
  • Team member performance v. Planned (deliverables, outcomes, skills, processes, reporting)
  • Team member Feedback / Reflection on what worked well / what didn't work well
  • Team member skills for 'transition' at the completion of the project (good and bad)
  • Team communication / consultations (including cultural considerations)
  • Project Monitoring (Meetings, processes, procedures, instructions, tools, forms, monitoring and reporting)
  • 'Lessons learned' (to be included in the Project Completion Report)

3c) As Project Manager you are now required to conduct the Project Completion Meeting consistent with the Agenda that was circulated. This meeting is to be conducted via roleplay and is to be observed by the Teacher

During this meeting, you as the Project Manager need to:

  • discuss, source and record feedback on the project outcomes
  • acquire all necessary signoffs of ‘v2’ project documentation/tools from the project team members.
  • prepare and discuss project team member ‘transition’ to new roles or reassignment to previous roles.

3d) The signed-off revised tools are to be included in the Project Completion Report, along with a description (1 paragraph) clearly explaining the amendments, the cause of the changes, and the impact on the Project Plan.

3e) At the conclusion of the meeting, the Project Manager is to prepare detailed meeting ‘Minutes’. A summary of the Minutes is to be included in the Project Completion Report.

Project Review:

3f) As the Project Manager you need to organise a ‘Project Review Meeting’ with the Project Sponsor (Teacher), where the signed-off Project Completion Report can be discussed in detail. Your ‘Sign-off’ is a digital signature (or equivalent) in the document prior to forwarding the report to the Project Sponsor.

Invite the Project Sponsor to the Project Review Meeting via an electronic calendar invitation. This calendar invite is to include as an attachment:

  • the completed Project Plan (AT1)
  • the ‘signed-off’ Project Completion Report
  • a summary of the meeting purpose and topics included in the invite.

You need to create the calendar invite only, not actually conduct the review meeting with the Project Sponsor/Teacher.

Include a copy of the electronic calendar invite with attachments as a screenshot for assessment.

3g) Complete all sections of Project Completions Report using the template provided and forward it to the Project Sponsor (your teacher). 

At the end of the report, include a reflection section where you respond to the following:

  1. What aspects of the project were achieved, what worked and what did not work?
  2. Scope, goals, objectives, outcomes, ethics and legislation considered.
  3. Team performance and team communication.
  4. Describe two lessons learned from this project and suggestions for improvement (what worked well, what can be improved, what are your recommendations for improvement?)
  5. Describe the team’s consultation process and how the views of all team members were considered.
 

 


Assessment Matrix

Assessment Matrix

There are two assessment tasks for this unit

Assessment Task 1 - Project Plan

Assessment Task 2 - Project Monitoring and completion report

Course Overview: Access Course Overview