UNIVERSITY OF CAMBRIDGE INTERNATIONAL EXAMINATIONS
Cambridge International Diploma in Project Management
Professional Level
Scheme of Work
5212
Project Definition, Organisation and Financial Approval
Core Module
www.xtremepapers.net
Suggested Scheme of Work, for Classroom Sessions and Guidance
Sessions
Unit Three
Introduction
Unit Three focuses on management structures in relation to projects and the organisations in
which they are carried out. Furthermore, it focuses on the definition of a specific Project Team
and assignment of tasks and responsibilities to team members. Project planning software is
introduced for planning and optimisation purposes.
General Principles and Procedures
In the syllabus, Unit Three is strongly marked by the use of IT based planning methods in the
form of project planning software applications. However, it should be noted that only quite
basic skills in the use of these tools are required in the assessment of candidates’
competence. Thus, unless it is a special wish or requirement from a group of candidates, the
programme need not focus on advanced use of these tools. Also, it should be carefully
observed in the planning and conduct of the programme that use of IT will always serve as a
tool, never as a goal in itself.
Students who are not already at least basically familiar with project planning software should
be encouraged to undertake some training or individual practise in order that they can benefit
from the training in the management aspects of using IT tools for project planning rather that
get lost in technicalities. Candidates should be encouraged to maintain an overview of their
project, to choose their own work methods and actively consider how they wish to utilise the
planning provided by software rather than uncritically submit to the numerous options
provided by software packages.
The creation of a project file was introduced previously in the programme. Maintenance and
updating of the file should be a recurrent issue throughout the programme.
What is Assessed
The Student Assessment Record for the unit will confirm that the candidate has achieved
understanding and skills in relation to
·
·
·
·
organisational management and project management structures
team composition, roles and responsibilities
basic computer skills
specific project planning software skills
Assignment Two Parts One and Two together relate to Units Three and Four but not with a
clear division of competence areas between them. In total, Assignment Two must
demonstrate the candidate’s ability to organise and plan the project in terms of overall
structures, detailed planning of tasks and allocation of resources in terms of staffing and
costs.
Furthermore, the candidate should be able to use project planning software to produce a
Gantt chart and optimise a project plan in preparation of project approval.
© UCLES 2003
42
www.xtremepapers.net
Tutor Preparation Required
The tutor needs to identify which project planning software should be used in the programme.
Candidates may have experience with different ones used in their organisation and they
should be allowed to use those for their individual projects.
For several reasons it is obvious that one software package for Project Managers cannot be
recommended in general. The first and foremost reason is that candidates should use the
software which is used in their home organisations when developing their assignments.
Authenticity is important in The Cambridge International Diploma in Project Management as it is in other
performance based competency standards. Thus, the candidate should prove his competency
under the existing conditions in his own organisation, unless change of project management
software is included among the project objectives.
However, it would be a good idea to choose one specific software package for training
purposes. Candidates will then have to transfer their competence gained from the training to
their own software. The project management software applied for training could be either the
most widespread among the team of candidates or a software package selected by the
training centre because its generally high market share or other criteria.
As for IT facilities, in addition to word processing and spreadsheet software, students will
need access to a project planning software for Unit Three and the following units. It should be
noted that students who work on more that one computer may experience difficulties when
transferring data files between computers when working with project planning software. The
tutor should ensure practical arrangements which will not cause technical problems for the
candidates.
The tutor should make sure appropriate procedures are in place for monitoring the
candidates’ project files regularly and should advise candidates on maintaining the files with
relevant documentation.
In the work schemes for Unit Three a few additional sessions have been suggested mainly in
relation to introduction and use of IT. In general, the tutor should be aware of candidates’
individually emerging learning needs at this point in the programme and be prepared to
accommodate sessions for individual and group guidance between general sessions.
© UCLES 2003
43
www.xtremepapers.net
Unit Three Project Definition and Planning
Session Ten – Organisational Presentations
Area of
Learning Objectives
competence
6.0
Describing
organisation structure
and project relation to
this
Teaching Activities
Introduction to different types of
organisations and description of them
in diagrams
Notes, comments Online
and exercises
Resources
3A
11
53
63
64
3B
Introduction to description of projects
in diagrams
Organising projects,
defining Project Team
Introduction to design of Project Team
and team members’
diagrams and description of roles and
functions
responsibilities
3C
Notes
Group work
Candidates sketch out diagrams of own
organisation and the relationship to their
own project
Home work
Produce a schedule of project delivery, the
organisation’s management structure and
a diagram of the specific project
management structure.
Outline diagram of Project Team and
description of roles and responsibilities.
Suggested reading
Organisation theory
© UCLES 2003
45
www.xtremepapers.net
Unit Three Project Definition and Planning
Session Eleven – Introduction to Task Planning
Area of
Learning Objectives
competence
7.0
The relevance of
using IT tools for
project planning and
monitoring
Activity planning
Basic use of IT tools
for project planning
Teaching Activities
Notes, comments Online
and exercises
Resources
Candidates present diagrams and
description of Project Team members’
roles and responsibilities for
discussion
Introduce the general perspectives of
using IT-tools for project planning
3D
3E
Introduce and demonstrate at least
two different software packages, e.g.
MS Project which is used globally and
a locally used software, if relevant
Introduce paper based methods for
planning activities, breakdown of
operational objectives into task lists
9
46
47
48
49
Notes
Group work
Compare advantages and disadvantages
of the introduced software packages in
relation to individual requirements for
planning tools and information
Make work breakdown for transforming
operational objectives into tasks
Home work
Identify the use of project planning
software in the organisation and the
requirements for software output
Complete Project Team diagram with
description of roles and responsibilities
Prepare all diagrams for Assignment Two
Draft work breakdown for achievement of
operational objectives
Suggested reading
Software manual on task registration and
links
© UCLES 2003
46
www.xtremepapers.net
Unit Three Project Definition and Planning
Session 12 – Issues in Detailed Planning
Area of
Learning
competence Objectives
8.0
9.0
10.0
11.0
14.0
Activity planning
Use of IT tools
for activity
planning
Identification of
link
dependencies
between tasks
16.0
Assigning time
and duration to
tasks
Project
Managers’
management of
his own
assignment
Online
Notes,
comments and Resources
exercises
Teaching Activities
Discussion about choice of IT tools based on
candidates identification of needs for these
46
47
48
49
Candidates present work breakdowns for
discussion
Introduction of project calendar in project
planning software and significance of
appropriate set-up
3F
Discuss allocation and planning of the Project
Manager’s own time.
3G
Demonstrate registration of activities in a
software planning tool for an example project
3H
Demonstrate registration of dependency links
between tasks in a software planning tool for
an example project
Demonstrate assignment of time and
duration to
tasks in a software planning tool for an
example project. Explain lag and slack time.
© UCLES 2003
Group work
Produce lists of tasks and work breakdown
Practise registration of tasks in the PM
software
Home work
Produce an outline Gantt chart for the
individual project with relevant link
relations between tasks and assignment of
time and duration
Suggested reading
Critical path
Introduce calculation of time and duration for
activities
Introduce relations and dependency links
between tasks.
Notes
3I
47
www.xtremepapers.net
Unit Three Project Definition and Planning
Additional Session
After an introduction to the use of project planning software, it can be useful to conduct an additional session with a focus on technical skills in relation to this.
Candidates who are inexperienced in this field will need to practise use of the basic facilities. Some software tools have a wide range of functions which can
make it difficult to get a grasp of the basic elements. Thus, one or more practice sessions with tutor guidance and individual support will probably be
appropriate at this stage of the programme.
The number of issues raised in session twelve may be too numerous, depending on candidates’ experience and general background. It may be relevant to
conduct an additional general session to accommodate all the issues.
© UCLES 2003
48
www.xtremepapers.net
Unit Three Project Definition and Planning
Session 13 – Milestones
Area of
Learning Objectives
competence
12.0
The concept of critical
path analysis
13.0
Identification and use
14.0
of milestones
Managing lag time
and slack time
Teaching Activities
Notes, comments Online
and exercises
Resources
Candidates present Gantt charts and
explain their choices of link
dependencies for discussion
Introduce critical path analysis and its
significance
14
62
Notes
Group work
Identify relevant milestones and explain
the function of each of them
Indicate milestones in Gantt chart
3J
3K
Introduce the significance of
milestones in project planning and
demonstrate registration of them in
software task planning for an example
project
Home work
Produce IT based Gantt chart with
dependency links between tasks and
registration of milestones
Suggested reading
Software manual on assignment of
resources
Unit Three Project Definition and Planning
Additional session
It may be appropriate that another session with a focus on practical application of IT tools is needed at this stage. It should be noted that for documentation in
Assignment Two, the Gantt chart does not need to be very comprehensive. IT experienced candidates can produce charts equivalent to their usual planning
procedures but inexperienced candidates should be encouraged to keep their software planning at a basic level in order that they appreciate its usefulness
and advantages rather than be confused by the details.
© UCLES 2003
49
www.xtremepapers.net
Unit Three Project Definition and Planning
Session 14 – Project Resources
Area of
Learning Objectives
competence
Assigning resources
15.0
to the project
17.0
Using IT tools for
planning of resources
18.0
and time
Teaching Activities
Introduce co-ordination and
assignment of resources to the tasks
in the project plan
Notes, comments Online
and exercises
Resources
3L
26
65
66
3M
Produce a critical task report with
commentary
Prepare all relevant charts for Assignment
Two
Discuss the Student Assessment
Record for Unit Three with each
candidates
© UCLES 2003
Group work
Identify resources and manpower in
individual projects
Home work
Create list of resources in project
management software and apply
resources to tasks
Demonstrate IT-registration of
resources in project planning software
and the application of resources to
tasks for an example project
Optimising project
plans in terms of time
and applied resources Explain optimisation of a project plan
Notes
50
www.xtremepapers.net
Unit Four
Introduction
Unit Four focuses on finalisation of a project plan which can serve as documentation in relation to
acquiring an approval of the detailed project implementation plan. This includes detailed budgeting
and securing the coherence of the project planning. Furthermore, procedures and preconditions for
approval are exposed, e.g. communication of information.
General Principles and Procedures
As is the case for Unit Three, in the syllabus description of Unit Four there is a strong focus on use of
IT planning tools. Again, it should be emphasised that such tools should not determine the planning
but only act as supporting facilities in the Project Manager’s strive to gain an overview of the most
appropriate way to deal with the project. Thus, tutor and candidate focus must be on maintaining the
perspective on the project itself, not on the software.
What is Assessed
The Student Assessment Record for the unit will confirm that the candidate has achieved
understanding and skills in relation to
·
·
·
preparation of project estimates and budgets
compilation of a baseline plan for the project
selecting project information for various stakeholders
As mentioned in the introduction to Unit Three, Assignment Two Parts One and Two together relate to
Units Three and Four but not with a clear division of competence areas between them. In total,
Assignment Two must demonstrate the candidate’s ability to organise and plan the project in terms of
overall structures, detailed planning of tasks and allocation of resources in terms of staffing and costs.
Furthermore, it must be demonstrated that the candidate can use a project planning software to
produce a Gantt chart and optimise a project plan in preparation of project approval.
Tutor Preparation Required
Candidates’ level of comprehension, skills and competence can be expected to vary a lot at this stage
in the programme. Furthermore, the individual projects will probably develop at very different speeds.
Thus, the main preparation for the tutor is to plan how to conduct individual guidance sessions and to
maintain the procedures for assessing candidates’ project files.
Individual counselling needs may be specifically in relation to candidates acting as Project Managers
in their home organisations with demands on sponsor and team which may seem more formal and
specific than the usual tone in the organisation.
© UCLES 2003
64
www.xtremepapers.net
Unit Four Project Management and Implementation
Session 15 – Project Budgets
Area of
Learning Objectives
competence
19.0
Preparing estimates
and budgets
Online
Notes,
comments and Resources
exercises
Introduce development of detailed project 4 A
42
budgets based on activities and
62
resources
Teaching Activities
Application of budgets
Explain the budget calculation function of
with IT tools
the Project Planning software by an
example project
Discuss potential action for changes of
budgets and relevant procedures for this
4B
Discuss the detail level required and an
appropriate balance in relation to budget
monitoring and follow-up
Discuss the need for documentation of
budgets in relation to achieving approval
of the project proposal
Explain the implications of a baseline in
relation to project planning
© UCLES 2003
4C
66
www.xtremepapers.net
Notes
Group work
Discuss foreseen implications of proposal
approvals in home organisations and how
identified constraints may be countermeasured
Home work
Prepare an IT based project budget
with relevant printouts to support presentation
Unit Four Project Management and Implementation
Session 16 – Project Proposal
Area of
Learning Objectives
competence
Teaching Activities
20.0
Candidates present budget and
supporting printouts for discussion
21.0
Finalise a complete
project proposal
including detailed
planning and budgets
Notes,
Online
comments and Resources
exercises
Give guidelines to the presentation of a
well-documented project proposal in
Identification of
terms of sequence of information,
communication needs background documentation and notes for
in relation to the
the individual parts of the proposal
project
Discuss potential partners in an approval 4 D
process and related strategies for
approaches in the proposal.
Give guidelines for adjustment of project
proposal to meet strategies and
requirements
Discuss the Student Assessment Record
for Unit Four with each candidate
© UCLES 2003
67
www.xtremepapers.net
38
55
56
57
58
59
66
Notes
Group work
Go through candidates’ projects and identify
weak points to be taken care of in
presentation
Home work
Complete project proposal and produce
Assignment Two according to guidelines
Unit Three – Four
Additional Session
In relation to the completion of the project proposal and the presentation of it in Assignment Two, it will probably be necessary to conduct individual guidance on
a number of different issues. One or more joint sessions in which candidates can work in their groups or individually and receive support from the tutor should be
planned.
In general, the focus should be to gain an overview of and make adjustments to ensure coherence in the project planning process from identification of project, in
relation to organisational strategies, to development of the detailed project proposal for approval.
© UCLES 2003
68
www.xtremepapers.net
Guidelines for Writing Assignment Two
Guidelines for writing Assignment Two are given in the syllabus following Units Three and
Four. The guidelines focus mainly on specific directions for technical skills to be demonstrated
in terms of production of diagrams and charts. However, candidates should make an effort to
introduce their work methods, state the reasons for their choice of methods and explain how it
relates to the demands of their organisation. For instance, if very detailed charts or large
numbers of reports are included, a specific explanation should be provided as to the need for
the level of details etc. The concept of ‘the more information, the better’ does not necessarily
apply to the assignment, rather the concept of ‘the more targeted, the better’.
In cases where candidates deviate from the guidelines given for the assignment, well-founded
explanations should be given. In general, candidates should not only provide tables and
charts but also give textual information about how the proposal has been prepared and why
the specific formats have been chosen for the purpose.
© UCLES 2003
72
www.xtremepapers.net