Native Bush Spices Australia is based in Coffs Harbour, NSW. The business was established in 2010 to cater for a demand for Australian native food products. The company has organic certification. The company manufactures and retails a range of organic, Australian native foods including Native herbs and spices, Native herbal teas and Native fruit jams and conserves.
Currently the business is selling its products through a number of small supermarkets and health stores throughout Australia. The company also has a very basic website that includes four pages: Home, About Us, Products and Contact Details.
The company’s overall business objectives for the next three years are to increase sales and create brand awareness, develop a broader product range, as well as expand into overseas markets, most likely Hong Kong, Japan and Singapore.
The company’s target customers are those that enjoy gourmet foods.
The age range of Australian consumers buying products is between 35 and 65.
Most consumers are health conscious, care about protecting the environment and have an average annual income of $80,000.
The company currently employs the following staff in its head office: CEO, Operations Manager, Marketing Manager, Customer Service Officer and two administration staff. Ten staff are employed in the factory making and distributing the products.
It has been decided that a new website is needed as part of the marketing communications strategy. The new web site is seen as a critical part of the company’s expansion strategy. The company has also decided to expand their product range at the same time to meet the market demand from a broader customer base.
After doing extensive vendor due diligence, the Operations Manager has selected Manager Networks to oversee the website design project as well as the product range expansion project (Manager Networks is an organisation that provides networking events for business people across Australia. They have recently expanded their business to include professional consultancy services).
As a project manager (employed by Manager Networks), you have been asked to manage the web design project and product expansion project for the client, Native Bush Spices Australia.
You will report to/receive instruction from the Operations Manager of Native Bush Spices Australia. As with all projects, project authorisation needs to be obtained, as well as a detailed project scoping conducted prior to the project’s commencement.
Information specific to Web design project (Sections 1 and 2 of the Project Portfolio)
The Native Bush Spices Australia’s Operations Manager has provided the following information to assist with the initial project authorisation and the following development of the project management scoping document:
- Inclusions: Website is to include a shopping cart, so customers can order products directly through the website. Customers should also be able to access recipes and general information about the health benefits of bush spices.
- New website implemented within 2 months from the implementation of the project plan, sales show 20% increase over 12 months, market research shows brand increasingly recognised.
- Budget available for development of website is $8,500.
- Website to be developed by a skilled contractor. SEO optimisation also required. Content needs to be professionally written.
Information specific to the Web design project (Section 3 of the Project Portfolio)
After a period of time, the project scope was approved and implemented. It has now been running for four weeks, and the website is progressing.
The status of the project is as follows:
The content has been developed for the website within the required timeline of 1 month from the implementation of the project plan, and at the specified cost. A public relations consultancy company, PR Pulse wrote the content for $5000. You have signed off on the content, as it met the brief.
You have just received an email from the Marketing Manager:
Dear Project Manager
Thanks for sending through the content for the website written by the consultants, PR Pulse. I have reviewed their website and services they offer and, given the quality of the work provided, I would like you to prepare one newsletter and at least four blogs to be included as part of the web site launch. I think this would greatly increase the quality and usefulness of our website. I have spoken to Marlene from PR Pulse who advised that this work would be at a cost of $2,000 which I would hope could be accommodated within the project timeline. Marlene has requested a formal email to confirm that she can go ahead with the changes.
Please fill out a project Change Request Form and send it to the Operations Manager for authorisation. I have already spoken with the Operations Manager and have their verbal approval.
Kind Regards
Marketing Manager
The Manager Networks Project Manager has been surprised at the hands-on involvement of the Marketing Manager, especially his conversation with PR Pulse without his knowledge.
Three quotes have been received from website developers as follows:
- Bestweb Design $5,750, timing indicated as 4 weeks. The examples they gave of websites that they have developed do not seem to be suitable.
- Visualweb $8,000, timing indicated as 8 weeks. The examples they gave of websites that they have developed seem to be along the lines required.
- Web designs Australia $9,000, timing indicated as 12 weeks. The examples they gave of web sites that they have developed seem to be along the lines required.
Information specific to Product range expansion project (Sections 1 and 2 of the Project Portfolio)
The Native Bush Spices Australia’s Operations Manager has provided the following information to assist with the initial project authorisation and the following development of the project management scoping document:
- Inclusions: Product range should be expanded to include complementary products such as native plant seedlings from another organisation (a collaborative relationship is required with an appropriate organisation). Research is required to identify market requirements and demand for specific products.
- The cooperative relationship should only be established once market research has been performed.
- Collaborative relationship established within 6 months from the implementation of the project plan. Market research shows increases customer satisfaction and suitable demand for the new products.
- Budget available for research and development of new product range is $6,000.
- The collaborative relationship with other organisation must sell products under the “Native Bush Spices Australia” brand. Market research should target a range of generations.
Information specific to Product range expansion project (Section 3 of the Project Portfolio)
After a period of time, the project scope was approved and implemented. Five weeks have passed and market research (cost of $2000) has been conducted for the following age groups:
- 15 – 22 years old
- 23 – 30 years old
- 31 – 35 years old
- 36 – 45 years old
- 46 – 60 years old
- 61+ years old.
In response to the research, you have just received an email from the Marketing Manager:
Dear Project Manager
Thanks for sending through marketing research results. I have reviewed the results. Although they are comprehensive, I would like more information about the people your surveyed (gender, profession, income bracket etc.).
I realise that further analysis and even market research is required. However, we cannot make an informed decision before we fully understand the customers.
Please will you adjust the scope of this project to include results according to a breakdown of customer information. The marketing team estimates this additional research to cost $3000 and take another 3 weeks.
Kind Regards
Marketing Manager
Once again, the Manager Networks Manager is frustrated that the Marketing Manager is making decisions and not going through the Operations Manager. Only once market research is complete, an appropriate cooperative partnership can be identified and established.
The assessment tasks for BSBPMG530 Manage project scope are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course.
Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Business Works Student User Guide. The Student User Guide provides important information for you relating to completing assessment successfully.
Assessment for this unit
BSBPMG530 Manage project scope describes the performance outcomes, skills and knowledge required to Manage project scope. It covers leadership strategies to motivate and inspire individuals and organisations to work constructively toward attainment of program benefits through consolidating program vision, managing risks and supporting staff.
For you to be assessed as competent, you must successfully complete two assessment tasks:
- Assessment Task 1: Knowledge questions – You must answer all questions correctly.
- Assessment Task 2: Project – You must work through a range of activities and complete a project portfolio.
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Assessment Task 1: Knowledge questions
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Information for students
Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:
- review the advice to students regarding answering knowledge questions in the Business Works Student User Guide
- comply with the due date for assessment which your assessor will provide
- adhere with your RTO’s submission guidelines
- answer all questions completely and correctly
- submit work which is original and, where necessary, properly referenced
- submit a completed cover sheet with your work
- avoid sharing your answers with other students.
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Assessment information
Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:
- where this task should be completed
- the maximum time allowed for completing this assessment task
- whether or not this task is open-book.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix C of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
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Questions
Provide answers to all of the questions below:
- Identify and describe two documents that can be used to initiate projects.
- Identify and describe two key components of a project scope management plan.
- Describe two factors that can impact on a project scope.
- Explain the purpose of a change control plan within a project scope management plan, and summarise the key processes that should be followed in order to control changes within a project.
- Explain two methods that can be used to measure project outcomes and progress and provide example to illustrate each.
- Describe two methods for segmenting and documenting a work break down structure (WBS).
- Identify and describe two problem areas likely to be encountered in scope management.
- Explain the concept of the project life cycle and the importance of scope management within this cycle.
- Identify three project management tools and explain their use in project scope management.
- Outline the key role and at least four responsibilities of a project manager when planning a project.
Assessment Task 1: Checklist
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Student’s name:
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Did the student provide a sufficient and clear answer that addresses the suggested answer for the following?
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Completed successfully?
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Comments
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Yes
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No
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Question 1
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Question 2
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Question 3
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Question 4
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Question 5
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Question 6
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Question 7
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Question 8
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Question 9
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Question 10
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Task outcome:
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¨ Satisfactory
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¨ Not satisfactory
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Assessor signature:
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Assessor name:
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Date:
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Assessment Task 2: Project Portfolio
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Information for students
In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.
You will need access to:
- a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access
- your learning resources and other information for reference
- Project Portfolio template
- Simulation Pack (if you need a case study).
Ensure that you:
- review the advice to students regarding responding to written tasks in the Business Works Student User Guide
- comply with the due date for assessment which your assessor will provide
- adhere with your RTO’s submission guidelines
- answer all questions completely and correctly
- submit work which is original and, where necessary, properly referenced
- submit a completed cover sheet with your work
- avoid sharing your answers with other students.
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Assessment information
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Information about how you should complete this assessment can be found in Appendix A of the Business Works Student User Guide. Refer to the appendix for information on:
- where this task should be completed
- how your assessment should be submitted.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.
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Activities
Complete the following activities:
- Carefully read the following:
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This project requires you to determine and manage a project scope on two separate occasions. For each project scope, you must obtain project authorisation, develop a scope management plan and manage project scope changes.
You can do this for two real projects at your workplace, for two projects associated with a start-up business you are working on yourself or you can use the Simulation Pack provided.
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Vocational education and training is all about gaining and developing practical skills that are industry relevant and that can help you to succeed in your chosen career. For this reason, basing your project on real relationships with classmates or work colleagues will mean that you are applying your knowledge and skills in a relevant, practical and meaningful way!
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If you use your own business or workplace, make sure it has policies and procedures that address project management (including project authorisation and change control procedures) and communication protocols already developed. Your projects should require at least one scope change each (see step 6 for more details). You should also have sufficient numerical information to monitor the impact of the scope changes to the timing, cost and quality constraints of the project. Speak to your assessor to get approval if you want to base this on your own business.
If you are basing this assessment on the case study business, read through the Simulation Pack in preparation for this assessment. All the information needed to complete this assessment is contained in the Simulation pack.
You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio. You must describe the organisation you are basing this assessment on and provide a short description of two projects for which you’ll manage the scope.
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Start working on Section 1 of your project portfolio. Steps 2 and 3 form part of Section 1.
If you are basing this assessment on Native Bush Spices Australia, further information to complete the next steps is available in the Simulation Pack.
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- For each project, write a project authorisation request.
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Before you begin, make sure you are familiar with any policies, procedures, protocols and templates that address project management.
If you are basing this assessment on the case study, review Native Bush Spices Australia’s project management policy and procedures, communication policy and procedures as well as the Project Authorisation Template.
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You are required to write a Project authorisation request. As part of this request:
- provide a broad overview of the project (so as to gain initial approval).
- briefly describe the project goals and deliverables, as well as the benefits and impact on the organisation.
- briefly describe the resources that will be required to conduct this project, including the proposed budget.
- provide a high-level project schedule.
- briefly describe the proposed project governance arrangements in accordance with the project management policy and procedure (i.e. what are the proposed/allowed project delegations and authorisations?).
- request authorisation to proceed to the detailed planning phase of the project.
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Separate authorisation requests are required for each project.
If your business has its own Project authorisation template, use it (make sure you include all the requirements listed above). Otherwise, use the template provided in the Simulation Pack.
The text of the Project authorisation request should be in grammatically correct English, written in an appropriate (polite, business-like) style.
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- Seek authorisation to proceed.
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Draft an email to an appropriate senior manager to request authorisation for your project (assume that your written Project authorisation request is attached to the email).
Your email should introduce and summarise the contents of the written Project authorisation request and seek their feedback and approval to move forward with the project. In particular:
- confirm that the details in the Project authorisation request are approved.
- seek authorisation to utilise the listed resources.
- confirm that the project delegations and authorisations are acceptable.
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Separate emails are required for each project.
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
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Make sure you have answered all questions in Section 1.
You are required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in Section 1 of the Project Portfolio.
Submit Section 1 to your assessor.
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Start working on Section 2 of your project portfolio. Steps 4 and 5 form part of Section 2.
If you are basing this assessment on Native Bush Spices Australia, further information to complete the next steps is available in the Simulation Pack.
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- For each project, meet with stakeholders to determine, negotiate and agree on the project scope.
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Assume that you have been provided with approval to proceed with the project as set out in your project authorisation request.
You are required to meet with at least two stakeholders for each project. If you are using the case study, assume you are meeting with the Operations Manager and CEO of Native Bush Spices Australia.
Prepare for the meeting by reading through steps 4 and 5 and making notes to guide your discussion.
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At the meeting, you will be required to:
- negotiate project boundaries (such as the budget or timelines)
- agree on the desired project outcomes.
- agree on scope management procedures and processes.
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Each meeting should take 20 minutes. This will either be attended in person by your assessor or they will attend online. If you are in the workplace, you may like to video record the session for your assessor to watch later (attach proof to Section 1 of your portfolio). Your assessor can provide you with more details at this step. Make sure you follow the instructions above and meet the timeframes allocated.
During the meeting, you will need to demonstrate effective communication and negotiation skills including:
- speaking clearly and concisely
- using non-verbal communication to assist with understanding
- asking questions to identify required information
- responding to questions as required
- using active listening techniques to confirm understanding
- being prepared for negotiation
- facilitating agreement on outcomes
- using problem solving skills to identify solutions.
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- For each project, document the project scope.
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Before you begin, review the following links. You may use them to assist you in developing your plan.
http://www.pm4dev.com/resources/docman/pm4dev-ebooks/7-project-scope-management/file.html
https://www.kazoohr.com/resources/library/constructive-feedback-examples
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Based on the outcomes of your meeting with the stakeholders, develop a detailed project scope management plan. Your plan should reflect what was discussed at the meeting and:
- provide an introduction and background to the project, including business needs and drivers.
- explain measurable project benefits.
- outline the criteria for success for the project (outcomes and outputs).
- describe at least one project assumption.
- describe at least one factor on which the project is dependent.
- describe at least one project constraint.
- describe at least two project risks.
- identify the project stakeholders,
- develop and document the Work Breakdown Structure.
- describe scope control management processes that will be followed (include procedures for changes to the project scope, such as a written change request - step 6 will require you to implement this).
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Separate plans are required for each project.
If your business has its own Project scope template, use it (make sure you include all the requirements listed above). Otherwise, use the template provided in the Simulation Pack.
The text of the Project scope should be in grammatically correct English, written in an appropriate (polite, business-like) style.
If you are using the case study (Native Bush Spices Australia):
For the web-design project: to develop the work breakdown structure, you must research the typical steps involved with developing a website, assuming this work will be contracted out to website designers and content writers.
For the product range expansion project: to develop the work breakdown structure, you must research the typical steps involved with market research and establishing collaborative relationships, assuming that the Operations Manager of Native Bush Spices Australia will meet with potential organisations and choose the best partnership.
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Make sure you have answered all questions in Section 2.
You are required to attach certain documents as part of your evidence – review the documents you need to attach as outlined in Section 2 of the Project Portfolio.
Submit Section 2 to your assessor.
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Start working on Section 3 of your project portfolio. Steps 6,7 and 8 form part of Section 3.
If you are basing this assessment on Native Bush Spices Australia, further information to complete the next steps is available in the Simulation Pack.
If you are basing this assessment on your own business or workplace, your projects should require at least one scope change each. You should have sufficient numerical information to monitor the impact of the scope changes to the timing, cost and quality constraints of the project.
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- For both projects, implement change procedures.
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Write a change request for at least one change.
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Separate change requests are required for each project.
If your business has its own Change request template, use it. Otherwise, use the template provided in the Simulation Pack.
The text of the Change request should be in grammatically correct English, written in an appropriate (polite, business-like) style.
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- Manage the scope changes.
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Write a draft email to an appropriate senior manager to request authorisation for the change (assume that your written Change request is attached to the email).
Your email should:
- introduce and summarise the contents of the change request.
- explain the impact of the changes on the timing, cost and quality constraints on the project.
- ask for their feedback and approval.
- list any scope management issues you’ve experienced in the project so far (at least one).
- recommend improvements for future projects (at least one).
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Separate emails are required for each project.
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
If you are basing this assessment on Native Bush Spices Australia, the email should be sent to the Operations Manager.
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- Document scope changes
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Assume that your requested changes have been approved.
If you are basing this assessment on the case study, assume that the Operations Manager has approved an increase in the budget to allow Visualweb to develop the website.
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Update your project scope document to reflect the changes.
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Highlight your changes to make them obvious (e.g. using a different colour or a highlighting tool).
Change the version number of your scope document.
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- Submit your completed Project Portfolio
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Make sure you have completed all sections of your Project Portfolio, answered all questions, provided enough detail as indicated and proofread for spelling and grammar as necessary.
Submit to your assessor for marking.
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Assessment Task 2: Checklist
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Student’s name:
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Did the student on two occasions:
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Completed successfully?
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Comments
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Yes
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No
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Interpret and analyse information from a range of complex texts?
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Write a project authorisation request, including:
- a broad overview of the project (so as to gain initial approval).
- a description of the project goals and deliverables, as well as the benefits and impact on the organisation.
- a description of the resources that will be required to conduct this project, including the proposed budget.
- a high-level project schedule.
- the proposed project governance arrangements in accordance with the project management policy and procedure.
- a request for authorisation to proceed to the detailed planning phase of the project.
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Seek authorisation to proceed by drafting an email to an appropriate senior manager that includes:
- confirmation that the details in the Project authorisation request are approved.
- request for authorisation to utilise the listed resources.
- confirmation that the project delegations and authorisations are acceptable.
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Meet with at least two stakeholders to determine, negotiate and agree on the project scope, including:
- negotiating project boundaries (such as the budget or timelines).
- agreeing on the desired project outcomes.
- agreeing on scope management procedures and processes.
- demonstrating effective communication skills.
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Document the project scope using a relevant template that includes:
- an introduction and background to the project, including business needs and drivers.
- measurable project benefits.
- criteria for success for the project (outcomes and outputs).
- at least one project assumption.
- at least one factor on which the project is dependent.
- at least one project constraint.
- at least two project risks.
- the project stakeholders,
- Work Breakdown Structure.
- scope control management processes that will be followed
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Implement change procedures by completing a change request.
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Manage scope changes by drafting an email to an appropriate senior manager that includes:
- summary of the change request.
- the impact of the changes on the timing, cost and quality constraints on the project.
- request for feedback and approval.
- at least one scope management issue experienced in the project so far.
- at least one recommendation for improvements for future projects.
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Document scope changes.
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Task outcome:
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¨ Satisfactory
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¨ Not satisfactory
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Assessor signature:
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Assessor name:
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Date:
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