Assessment Title Assessment 1: Defining the project brief
Competency Details
Unit code/s and title/s BSBPMG522 Undertake project work
Qualification code/s and title/s BSB524415
Business unit/Work group Business, Justice, Library and IT
Instructions
Method/s of assessment A written assessment where the student populates the template provided to complete a project brief.
The student can do a workplace project where the Manager is the Project Sponsor or the student can use the case study (and choose the council in which they live) and the lecturer is the project sponsor.
Overview of assessment Instructions for conducting this assessment:
1. This will be completed by the student individually.
2. Students can customise this project eg; if the student is from library studies, the project can have a library focus.
3. This assessment will be a written task and submitted through the TAFESA learn site for marking.
4. The below section contains the specific questions that students are asked to respond to in writing.
5. Students are being assessed against the below element:
a. Defining the project brief
6. Students will submit their answers in a word document or pdf file.
7. Reasonable adjustments for this assignment will include additional time for completion however will depend greatly on the reason for these adjustments, please consult with the students DAP and the Principal Lecturer for advice.
8. Feedback will be provided on LEARN.
9. Final results will be uploaded on MY TAFE SA.
Use this link https://www.lga.sa.gov.au/councils to:
– Select the council where you live.
– Research this council’s website to provide supporting information and documentation for this assessment.
– The assessment is based on a case study and can be customised to fit the students area of study, eg. Library students can have a project to help the council’s library function.
– Read this case study before completing your assessment in the template provided.
– Answer the questions in the template provided to create a project brief.
Read the questions carefully before you start answering.
• If you do not understand any of the questions, ask your trainer/assessor for help.
Task/s to be assessed This is a written assessment using the template provided and information from the case study or agreed workplace project.
Time allowed 3 weeks from the commencement of the unit.
Location of assessment At TAFE SA, the workplace or home.
Decision making rules To receive a satisfactory outcome for this assessment the student must answer all questions correctly.
Students who are assessed as not satisfactory will be provided feedback and given 2 weeks to complete the resubmission against the same assessment tasks.
Assessment conditions The assessment must be conducted in a safe environment and will include access to:
• relevant legislation, regulations, standards and codes
• relevant workplace documentation and resources
• case studies and, where possible, real situations
• interaction with others
Resources required Computer access, Internet access, textbook and Unit plan.
Result notification and reassessment information After submission, you will be provided feedback via the LEARN platform.
Assessment 1: Defining the project brief
CASE STUDY: INFORMATION TO SUPPORT YOUR PROJECT BRIEF
Case Study: The Main Street Festival (MSF)
Scenario:
The council has decided to organise a one day festival for the Main Street. The Council values community engagement and organises a number of community events each year. In the last 12mths various projects have been undertaken to engage their community. These can be found on their website or you can use these examples;
– Community Park Fun Day – last October over the long weekend
– Community Art Senior Hipsters Competition – last month
– Community Junior Photographer of the year – this month
– Community Sustainable Street Competition – In 3mths time
– Library Meet the Author SA Event – 2 weeks ago
Scope:
Congratulations you have been appointed the “Project Manager” for organising a one day street festival in your local shopping strip known as the Main Street Festival (MSF) in your nominated Council. The festival will run all day Saturday from 8.00am to 5.00pm in eight weeks’ time. The objective of the festival is to create a community engagement opportunity for your rate payers in line with Council Policy and Procedures.
Target Outcomes:
The target outcomes will be:
• generate positive public relations for the local council, online and face to face
• engage the community
• create a fun community day
• promotion of local businesses in Main Street
• Within budget
• Within allocated timeframe
The local council has indicated success means at least 1,000 visitors on the day and at least 5 local businesses supporting the event.
As project manager you will work with the MSF Committee which is made up of representatives from the local council, the local traders’ association, local education groups (kindergarten, primary, high school and one private school) and the local newspaper.
Last year’s MSF was a disaster. The local media ran stories accusing the local council of wasting rate payer’s money and poor project management. The main problems were businesses running non-approved stalls on the streets to avoid paying the contribution fee and it rained most of the afternoon with no wet weather provision. The festival also ran at a loss, with delayed payments to service providers. The Council provided top up funds in the end.
BACKGROUND DATA
Timeframes:
The project will take 12 weeks in total.
The event is 8 weeks from today followed by 4 weeks to review and close
Deliverables:
The main deliverables for the MSF last year were the following:
1. Festival plan
2. Festival marketing
3. Festival set-up
4. Festival day operations
5. Take down and clean up
6. Finalisation
Finance:
The committee has been negotiating with various parties to secure funding and have identified resources to date as detailed.
Funds available
Local Government Grant
Like contribution from businesses (planned) State Government grant
Advertising (confirmed)
Total:
$
15,000
15,000
12,000
12,500
54,500
Terms of Grants
Local Government: 50% available now and 50% available when
100% of business contributions are confirmed.
State Government: Available two weeks before festival is to run, when insurance certificates provided.
Like Contributions from Businesses
These are to be obtained in the form of 50% cash payments on sign up and the remainder within one week prior to the festival operating.
There are 30 businesses in the Main Street Strip and the full contributions per business can be either $500 (silver sponsor) or $1000 (gold sponsor).
To date you have 4 signed up at $1000 each and 7 at $500. The Festival Marketing Manager will be working to sign as many as possible.
Advertising
You have 6 major advertisers each preparing to provide display banners and information desks on the day (at their cost). Advertisers 1, 2, 3 and 4 will each pay a fee of $2000 on invoice (terms 30 days). Advertiser 5 will pay $2,500 now but Advertiser 6 will only pay after the festival (terms 14 days).
Costs
Estimated costs to date are:
Part Time Project Manager – commencing now for 10 weeks $1,200 per week
Liability Insurance – payable two weeks before festival $4,500
Event Insurance – payable at least one day before festival $3,000
Part Time Festival Marketing Officer – commencing now until the festival day $900 per week
Advertising – commencing now until the festival $1,000 per week
Live Band for the festival $10,000
Marketing Brochure – design, printed and distributed within two weeks $3,500
Security – 6 security guards $500 per day per guard
Special Street Clean | garbage removal, etc. $2,500
Street Lighting, banners, etc. $5,500
Office Administration – incidental office costs $800 per week
Weekly contingency $500 per week
ASSESSMENT INSTRUCTIONS:
The project you will be based on a case study called the “Main Street Festival” for the council where you live, or you can undertake a work based project provided you have Lecturer’s approval prior to commencing your project brief.
Your council’s website is found using this link and has many supporting documents and policies to support assessment 1 and assessment 2.
Research your council using this link https://www.lga.sa.gov.au/councils)
________________________________________
ASSESSMENT 1: PROJECT BRIEF TEMPLATE (1400 WORDS)
1. Project title
A clear and succinct definition of the project must be included this should be a maximum of 1 sentence in length. (This needs to include the Council, the date and time of the event and explain the type of event).
1.1 Project background and related projects
• Summarise any relevant background information and include the Council’s vision, mission, values, objectives and goals.
• Explain how the project connects to the vision, mission, objectives and goals of the council.
• Explain how the project adds value to the council’s objectives and briefly describe the reasons for establishing the project and how it was initiated.
• Briefly explain how your project is aligned to the strategic plan or operational plans of your council.
• Research and include your councils website and list down the organisational documents relevant to your project.
• Include here related projects from those listed in the case study as well as those you can find on their website AND explain the relationship of this project to other projects in the council.
1.2 Project objective
• Explain your project objectives and what the Council wants to achieve from this project.
• Also include a clear scoping statement for your project, to include the Council, location, date, time, budget and type of festival (This should be written as a SMART Goal)
• (Note: A project can have one or more objectives, which do not need to be measurable. Each should be listed as a single sentence. A useful way to frame the objective(s) is to answer the question ‘why are you doing the project?’).
• Include the outcomes (what you expect the project to produce) or deliverable (what the project will deliver).
1.3 Target outcomes
• Include here the target outcomes for your project.
Target Outcomes Measurement
Target Outcome 1 Measure Completion Date Accountability
Example: Not to exceed budget Create one measure for each of the target outcomes
Financial reports (not exceeding allocated budget) Choose a date Name the person accountable – this might be you
1.4 Project scope
1.4.1 Project features/scope of work
The following table identifies all the work that falls within and outside the scope of the project. Complete the below table with required tasks and responsibility with a minimum of 3 responses for each inside and outside scope.
Part of the Project Responsibility
(Inside Scope – These are the tasks or activities which the Project Manager is responsible for and fall within the project budget)
Not Part of the Project Responsibility
(Outside Scope – These are tasks or activities which need to be completed for the success of the project and fall outside of the project budget)
1.4.2 Expectations and assumptions
Explain the expected outcomes of the project e.g. community engagement, performance criteria, functionality, and visual outcomes?
1.5 Scoping changes
Part of controlling the project is to restrict who and how any changes in scope are introduced. Scope change results in you changing the fundamental outcomes of the project, in some circumstances this may be necessary but uncontrolled scope change leads to overruns in time and dollars, creates stakeholder problems and quality issues. Control is normally implemented by having a clear documented process and a restriction on who can approve changes.
Explain the scoping change process for this project
1.6 Key stakeholders
This section of the Project brief outlines the framework by which communication and management strategies will be established and conducted for the project’s stakeholders/stakeholder groups.
List the key stakeholders who will impact the project or be impacted by the project and describe how they will be engaged.
Stakeholders Role/s in Project Authority/Responsibility Reporting Requirements
Internal
External
Government
Non-Government
1.7 Project resources list
1.7.1 Project budget
Include a budget here for the duration of your project, including all phases of the projects lifecycle.
Phase 1: Project initiation
Resources required
(Staff, Technical, Physical, Materials) $
Phase 2: Project planning
Phase 3: Project Implementation
Phase 4: Project Monitor and Review
Phase 5: Project closure
TOTAL $ _______________________.00
1.8 Project risk
1.8.1 Strategic risk to the organisation
Identify 5 risks (minimum 2 WHS) and list here
Risk Number Risk description – describe the risk Risk impact – describe the impact
1.
2.
3.
4.
5
1.9 Project roles and responsibilities
In the table below describes the roles, authority and responsibilities of the;
• Project sponsor
• Project Manager
• All team members
Role Responsibility
(This is your list of tasks eg, research software programs)
Include 2-3 key responsibilities Authority
(Outlines the authority that you have in this role eg. You can discount a dissatisfied customer invoice by 5%) Accountability
(What is the big picture eg. Superior customer service)
Project Sponsor (your Manager for a workplace project or your lecturer for the case study)
Project Manager (you)
Team member 1
Team member 2
Team member 3
Team member 4
Team member 5
1.10 Organisational procedures
Research and 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
• Record keeping
• Reporting
1.11 Project approval
Once you have completed this project brief, please contact your project sponsor (your manager if you are doing a workplace project, or your lecturer for the case study) to complete Assessment 2.
Assessment Outcome
Satisfactory ?
Not Satisfactory ?
Reassessment Details
(if applicable)
Date of reassessment
(Attach supplementary observation checklist/s used in re-assessment)
Reassessment Outcome (if applicable)
Satisfactory ?
Not Satisfactory ?
Feedback to Student
Student Name
Student Signature
I have been advised of the outcome of this assessment.
Assessor Name
Assessor Signature
Date:
