BSBPMG522 Undertake Project Work

Administer and monitor project

Assessment Task 2

1. Review the simulated business documentation, including policies and procedures for Project ATI.
Review templates contained in the document ‘Project planning templates.docx’ for possible use or
adaptation in completing project requirements.

The mission of the Project ATI is to achieve the highest returns for clients and to deliver a client experience
that is second to none in the industry. The vision is to establish the highest ethical standards with best-in-breed
performance for clients within five years.

The purpose of the Project ATI procurement policy is to ensure the acquisition of resources is carried out
consistently, fairly and transparently and in accordance with organizational requirements. The scope of this
policy covers the purchasing and acquisition of resources by employees and contractors of Project ATI.

The title of the project is ‘Legal and ethical obligation’ and the purpose of this project is to build customer
good will and satisfy its legal and ethical obligations with respect to WHS and anti-discrimination legislation,
standards or code of conduct, promote high standards in professional conduct.

2. Review the scenario information provided in Appendix 2.

Implement the project I initiated, planned for and negotiated in Assessment Task 1.

Work with team to achieve agreed deliverables on time, to budget, and up to the required standard.

Operations General Manager requires regular status reports to record financial management, budget control
and project milestones.

Submit three status reports at 25%, 50%, 75% of timeframe. Also, risk management reports need to be
submitted to the project sponsor for each contingency managed.

3. Determine monitoring and record-keeping system requirements from scenario for project as
planned.

Refer to monitoring templates of assessment 1. (Monitoring plan)

Monitoring system helps determine exactly when a project is on track and when changes may be needed.
Monitoring forms the basis for modification of interventions and assessing the quality of activities being
conducted. Also, it helps with identifying the most valuable and efficient use of resources.

Record keeping is vital in regards to meeting the financial commitments of the business and providing
information on which decisions for the future of the business can be based.

4. Determine personal need for support.

As a project manager, it is very essential to determine every ones need and support while doing project. Project
manager must know how many people he may need to complete the project on time. Planning personal needs
starts with what kinds of team members are required and how much effort they have to give or invest for the
completion of project. These things should be required to know by general manager or project manager in
order to complete project on time with less budget etc. Likewise, it is also necessary to have full understanding
about project needs. The needs that the project addresses should not always be obvious. The different
techniques like speaking lengthy about needs and expectations of project, listening carefully for any
contradictions, confirming information from two or more independent sources etc. helps to determine personal
need that project should address.

5. Meet with the team to:

a. clarify roles and responsibilities and ensure written record of agreement, e.g. obtain signatures on
roles and responsibilities template provided

b. determine need for support and inform team members of your support needs

c. discuss monitoring and record-keeping systems as required by the organization

d. Discuss risk processes for identifying risks and risk management approaches.

Note: Minutes of these meetings should be attached to your project status reports. You may need to meet
on several occasions. Meetings may be observed by your assessor. Follow your communication plan or
agree to a time and date.

For this project we are going to make use of status update reports, minutes of meetings, risk register updates
and risk assessment forms, communication records and budget record (planned budget and actual budget
monitored for each milestone).

It was noticed that John Ng, our CPA, is having performance issues that may have a huge impact in the project
deliverables and may as well cause a delay in our dates. Considering that, we will give personal support to
John and provide training to help him and align him with the rest of the team, fill the knowledge and skill gaps
and we will also help him to have a better time management since his lack of skills has caused him to fall 8
hours behind. John will be participating in coaching sessions that will help him to complete his tasks, he will
also have follow-up/feedback meetings with the project manager and we are considering using the GROW-
model to force him on setting goals and objectives that will help him to finish his tasks within the deadline.
The sessions will happen twice a week and will start as soon as possible.
Role & Responsibilities:
 Role Name Responsibilities
Responsibility of the client is to provide proper information which helps
Project client Demin James in the preparation of the construction project according to its
requirement

It is the responsibilities of sponsor to provide and look after the funds

and financial transactions of the project. And observing the budgets for
Project sponsor Max Lionel cost centres and for viewing budget variation reports and for the
incorporation of the information in to financial statements and financial
projections for the estimation

It is the responsibility of a manager to look after the day-to-day operations

of the project. They are responsible for day-to-day functions of the
organisation. The main responsibilities are to review coordination,
structural separation, coordinating system and projects for achieving
benefits of team spirit. Human resource manager is responsible for the
Kim Sweeney production capacity and welfare of people and work with operations
Les Goodale manager in coordinating system and project. Manager residential realty is
Project manager Sam Lee responsible for managing all the aspects of residential realty and monitor
Pat Misfud and control the activities of residential agents. Manager commercial
Peter Mitchell realty is responsible for managing all the aspects of commercial realty
and the activities of commercial agents. A manager investment is
responsible for managing all the aspects related to investment realty. And
is responsible for the management of activities related to investment
agents

Kim Sweeney
Manager of the Les Goodale Managing the day-to-day activities of the operations of the company so
Project Sam Lee as to ensure the execution of the project in right direction.
Pat Misfud
Peter Mitchell

Kim Sweeney
Project team Les Goodale Guiding the project towards the right path and completing it in an
members Sam Lee effective and efficient manner.
Pat Misfud
Peter Mitchell

Steering Officer Riz

Mehra It is the responsibility of steering committee to provide advises for the
committee
improvement in the project and to provide recommendations which
helps in enhancing the implementation of the project plan.
 Meeting Minutes

Project Name: Legal and ethical obligations for Project ATI

Date: 20.01.2020 Time: 9 AM Location: Meeting Room

Facilitator: Les Goodale Attendees: Les Goodale , Sam Lee, Pat Mifsud, Peter Mitchell, Kim Sweeney

Background: 1. Team Meeting

Meeting Objective: This meeting is being held to address recent issues/changes, determines roles and possible
changes, to discuss personal needs and also to think about possible solutions to the problems we are currently facing
(by identifying risks and risk management needs).

Discussion points:
• Our WHS consultant had to leave the project;
• John Ng has fallen eight hours behind, budget and timeline adjustments required;
• Lack of sufficient consultation;
• Agents are not able to attend meetings/presentations and information briefs as scheduled;
• Reduction in budget to $10,000
• Shortened timeline by 10%
• Technical issues;
• Renegotiation required due to budget cutback;
• Roles changes (some people will now perform different roles in order to keep the project going on);
• Monitor and record-keeping systems (defined that systems are status update reports, minutes of meetings, risk
register updates and risk assessment forms, communication records and budget record);
• Risk identification;
• Final agreements.

Opportunities: to be coached and develop/improve new/different skills, possibility to work with new responsibilities
that will help one to grow professionally and also grow inside the company, acquire experience for future projects.

Risks:
• Mary Stewart has a family emergency and must leave the project. New WHS consultant required.
• John Ng has fallen eight hours behind. Budget and timelines need adjusting.
• Several agents have complained of lack of sufficient consultation. Address concerns in the project plan.
• Agents are not able to attend meetings/presentations and information briefs as scheduled. reschedule and adjust
planning.
 Project Name: Legal and ethical obligations for Project ATI

Actions taken:
• One of the team members who has WHS & Anti-discrimination background can take over Mary.
• Distribute John’s responsibilities to other person to continue the project.
• Project manager will hold a meeting with John Ng and some other key members to align John with the rest of the
team and help him fill his gaps and get back on the track.
• Ask agents and reschedule meetings/presentations.

The next meeting will be held in 15 days and we will review the issues mentioned above and discuss any new issues
we may have. The location is still to be defined.

As mentioned above, the personal support will be given to John Ng and will involve training, coaching and follow-
up/feedback meetings.

Status Report

Company Standards - 25%

Current
Final Budget
Item Deliverables % Planned % Done used
Date limit
budget

Creating, developing and informing

agents of legal and ethical code
(particularly with respect to WHS
1 and anti-discrimination legislation) 01/11 100% 100% 1,300.00 1,300.00
and any standards or codes of
conduct followed by the
organization

Promoting high standards in

2 05/11 100% 100% 1,150.00 1,150.00
professional conduct

Informing clients, tenants and

3 potential tenants of PROJECT 07/11 100% 100% 550.00 550.00
ATI’s commitments

Support company strategic

4 10/11 40% 0 160.00 400.00
directions (Throughout the project)

Promoting cultural diversity in the

5 13/11 0 0 600.00
workplace (Throughout the project)

Analyze the effectiveness of the

6 project by developing 17/11 0 0 200.00
questionnaires and surveys
 Company Standards - 25%

Develop a document containing all

7 the new procedures the company 21/11 0 0 150.00
will be taking

Company Standards - 50%

Current
Final Budget
Item Deliverables % Planned % Done used
Date limit
budget

Creating, developing and informing

agents of legal and ethical code
(particularly with respect to WHS and
1 01/11 100% 100% 1,300.00 1,300.00
anti-discrimination legislation) and
any standards or codes of conduct
followed by the organization

Promoting high standards in

2 professional conduct 05/11 100% 100% 1,150.00 1,150.00

Informing clients, tenants and

3 potential tenants of PROJECT ATI’s 07/11 100% 100% 550.00 550.00
commitments

Support company strategic directions

4 10/11 100% 100% 160.00 400.00
(Throughout the project)

Promoting cultural diversity in the

5 workplace (Throughout the project) 13/11 40% 10% 100.00 600.00

Analyze the effectiveness of the

6 project by developing questionnaires 17/11 10% 0 0.00 200.00
and surveys

Develop a document containing all

7 the new procedures the company will 21/11 0 0 0.00 150.00
be taking
 Company Standards - 75%

Current
Final Budget
Item Deliverables % Planned % Done used
Date limit
budget

Creating, developing and informing

agents of legal and ethical code
(particularly with respect to WHS and
1 01/11 100% 100% 1,300.00 1,300.00
anti-discrimination legislation) and
any standards or codes of conduct
followed by the organization

Promoting high standards in

2 05/11 100% 100% 1,150.00 1,150.00
professional conduct

Informing clients, tenants and

3 potential tenants of PROJECT ATI’s 07/11 100% 100% 550.00 550.00
commitments

Support company strategic directions

4 (Throughout the project) 10/11 100% 100% 160.00 400.00

Promoting cultural diversity in the

5 13/11 100% 100% 600.00 600.00
workplace (Throughout the project)

Analyze the effectiveness of the

6 project by developing questionnaires 17/11 100% 60% 120.00 200.00
and surveys

Develop a document containing all the

7 new procedures the company will be 21/11 50% 10% 30.00 150.00
taking

Risk Management Report

Risk Likelihood Impact Risk Mitigation Responsible

One of the team

members who
Mary Stewart has a has WHS &
family emergency and Anti-
must leave the project. Medium High discrimination HR manager
New WHS consultant background can
required. take over Mary.
 Risk Likelihood Impact Risk Mitigation Responsible

Distribute John’s
John Ng has fallen eight responsibilities to
hours behind. Budget other person to HR manager
Medium High
and timelines need continue the
adjusting. project.

Provide more
Several agents have consultation
complained of lack of through SNS to Commercial
sufficient consultation. Medium High meet agents’ manager
Address concerns in the needs.
project plan.

Agents are not able to

attend Ask agents and
meetings/presentations reschedule
Low High Project manager
and information briefs as meetings/present
scheduled. reschedule ations.
and adjust planning.

6. Plan to support a team member. Arrange suitable time with team member and assessor (to
observe). You may, for example, provide assistance with deliverables, coach, train, etc.

Note: Ensure you adhere to budgetary constraints and timelines. All resources and time spent on the
project will count towards expenditure.
Refer to coaching session template below.

The team may be characterized as a gathering of individuals who are focused on a typical reason and basic
way to deal with accomplishing that purpose and have integral aptitudes and everyday duty regarding
overseeing themselves.

Setting the establishment

Before bouncing into the work, groups need to first establish the framework by making a typical
comprehension of the group's motivation and how they will fulfill the function. They require clear up how
they will decide, share data, and approach the work. On the off chance that they don't comprehend the
significance of establishing the framework, or in the event that they are fretful with process, or in the event
that they are excessively energetic, making it impossible to start, they will hop into the work rashly. Eventually
they should clear up every one of these things. It's considerably less demanding to do it toward the front as
opposed to committing errors and backtracking.
Managing What's under the Table
As work gets in progress, pressure emerges as the inconsistency between beginning expectations and the
substances surface. There is a developing feeling of disappointment or anxiety, which may be coordinated
toward the objectives, administration or other colleagues. This is an essential stage. It is the place trust creates
in light of the fact that by effectively settling strife, the colleagues build up a more profound comprehension
and gratefulness for each other. For this situation we can recognize the issues and what you see occurring in
an illustrative, non-judgmental way.
Accomplishing
The group has figured out how to cooperate, acknowledging and using the gifts of each colleague, and
adaptable adjusting to conditions to accomplish its objectives. Administration can emerge from anyplace
relying upon what's required. The risk for the group now is in laying on its trees and getting exhausted or
messy. The group needs new difficulties. All things considered we can model and screen the group esteems
without disregarding botches.

COACHING SESSION
Resources: Laptop, hand-outs of
Date: 21 Dec 2020 Group:ABC12
Policies and Procedures
Venue: Meeting room

Coaching phase Notes/questions/planning

1. Help John Ng and align him with the rest of the team, fill the knowledge and skill
gaps.
2. Help John Ng to have a better time management.
Goal
3. Support him to complete his tasks.
4. Force him on setting goals and objectives that will help him to finish his tasks
within the deadline.

1. How is this change affecting your work?

Current Reality  May not be able to finish the project within the deadline.
 Budget and timelines need adjusting.
1. What other options have you considered for how we might handle this?
 Distribute John’s responsibilities to other team members to continue the
project.
 Provide a personal support to John Ng and will involve training, coaching and
Options
follow-up/feedback meetings.
2. What are the possible risks involved in these other options?
 All resources and time spent on the project will count towards expenditure.
 1. How are you going to achieve this?
 Provide a personal support to John Ng and other team members to finish this
Will project within the deadline.
2. What else will you do?
 Fit budget by balancing John Ng’s labor costs to other team members.
 Fit budget by reducing other expenses.

7. Meet with team member to provide support.

Communicate with Your Team member

Having good relation with every team member helps in good understanding between them and their concern
towards task will be more. It is not possible to learn about ideas, state of mind or concerns of team member
without consistent correspondence with them. Utilizing every chance to connect with them will find many
better approaches for sorting out activities more effectively.

Influence Every Member to feel Appreciated

One of the best needs of every individual is the need of being valued. All the time gratefulness is a more
prominent reward than cash. Demonstrate genuine appreciation for the one of a kind commitment everybody
makes to the organization.

Help to Support New Ideas

Each team member will feel enabled by the chance to execute everyday assignments, as well as and
recommend new thoughts and make them a reality. Allow individuals to step up and you will be astounded
by their capacity to make splendid thoughts.

8. Complete the following personal roles and responsibilities:

a. implement monitoring and record-keeping, using or adapting the template provided

b. develop project deliverables

c. ensure quality assurance on draft deliverables as required by your project plan.

In any project it’s necessary to get the correct team together in order to convey an effective outcome. It will
not be possible to have a full team in a place until if anyone does not have knowledge about defining and
initiating the project fully. The Roles and Responsibilities template includes typical things which can be used
to adapt in monitoring and record keeping, developing project deliverables, ensuring quality assurance etc.

A specific measure of record keeping and core documentation is required in any project. It is important to
actualize and screen the proposed documentation to the base basic with a specific end goal to characterize and
deal with the project and measure its prosperity. Well-managed records won't just deal with a project, they will
help in whenever round. Many projects are rehashed or have certain viewpoints that have been done or looked
into some time recently. Efficient and available records permit individuals to survey what has gone earlier and
either keep away from traps or perceive how to escape them.

Deliverables are standard terms used to characterize projects; however, there are regularly contrasts relying
upon the items or administrations sold. In project management, a deliverable is an item or service that is given
to your customer.

A deliverable normally has a due date and is substantial, quantifiable and particular.

A deliverable can be given to either an outer or inside client and fulfills a turning point or due date that is made
and created in the undertaking design. A deliverable can be a product item, an outline report, a preparation
program or other resource that is required by the undertaking design.

The Quality Assurance Plan determines the exercises to be executed, including their grouping, in request to
guarantee that the undertaking and its expectations fit in with particular necessities. Those capable for
guaranteeing that the required exercises are done, and the resources, which are essential for their effective
consummation, are distinguished inside the consequent sections of this archive. In that regard, the Quality
Assurance Plan incorporates clarification, important to indicate how quality prerequisites for exercises are
met.

9. Undertake risk management as per your project plan. Provide risk management reports (may
include change requests and/or issues logs). Use or adapt the templates provided.

Note: Your Operations General Manager (the assessor) will inform your project team of contingencies
that you will need to manage. Coordinate actions with your project team members. Each team member
will have at least one contingency to manage.

Risk Likelihood Impact Risk Mitigation Responsible

One of the team

members who has
Mary Stewart has a family WHS & Anti-
emergency and must leave discrimination
Medium High HR manager
the project. New WHS background can
consultant required. take over Mary.

Distribute John’s
John Ng has fallen eight responsibilities to
hours behind. Budget and Medium High other person to HR manager
timelines need adjusting. continue the
project.
 Risk Likelihood Impact Risk Mitigation Responsible

Provide more
Several agents have consultation
complained of lack of through SNS to Commercial
sufficient consultation. Medium High meet agents’ manager
Address concerns in the needs.
project plan.

Agents are not able to

attend Ask agents and
meetings/presentations and reschedule
Low High Project manager
information briefs as meetings/presentati
scheduled. reschedule and ons.
adjust planning.

10. Submit documentation as per specifications below.