Assessment
Task 3
Manage project integration
BSBPMG540
Student Declaration
To be filled out and submitted with assessment responses
◻
I declare that this task and any attached document related to the task is all my own work and I have not
cheated or plagiarised the work or colluded with any other student(s)
◻
I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me
according to the process explained to me
◻
I have correctly referenced all resources and reference texts throughout these assessment tasks.
◻
I have read and understood the assessment requirements for this unit
◻
I understand the rights to re-assessment
◻
I understand the right to appeal the decisions made in the assessment
Unit Title
Unit Code
Manage Project Integration
BSBPMG540
Student name
Student ID
number
66960
Student
signature
PN
Task Number
Date
Task 3
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
11/12/2021
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------OFFICE USE ONLY----For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Marking Sheet
Comments
N
DNS
Did the student satisfactorily:
The student has satisfactorily completed
and submitted the following:
Y
Completed successfully
☐
☐
☐
☐
☐
☐

Addressing of scenarios at execution
phase for the 3 projects
 Risk assessment form - Project 1
 Email to departmental manager Project 1
 Change request form - Project 1
 Email to the project sponsor – Project 1
 Status report - Project 1
 Issue log - Project 2
 Status report – Project 2
 Draft dialogue to resolve conflict –
Project 2
 Risk assessment form – Project 3
 Status Report – Project 3
 Reflection project 3
 Project finalisation activities for the 3
projects
 Handover report -Project 1
 Budget variation report – Project 1 and
3
 Project review report for the 3 projects
Demonstrated ability to:
 Implement and monitor project
according to project scope, time and
budget
 Resolve conflicts affecting attainment
of project objectives with relevant
stakeholders
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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Marking Sheet
Comments
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
DNS
This is evidenced by:
 Addressing of scenarios at execution
phase for the 3 projects
 Risk assessment form - Project 1
 Email to departmental manager Project 1
 Change request form - Project 1
 Email to the project sponsor – Project 1
 Status report - Project 1
 Issue log - Project 2
 Status report – Project 2
 Draft dialogue to resolve conflict –
Project 2
 Risk assessment form – Project 3
 Status Report – Project 3
 Reflection project 3
Demonstrated ability to:
 Identify and allocate project finalisation
activities
 Confirm project products and
associated documentation are prepared
for handover to client in a timely
manner
 Finalise financial, legal and contractual
obligations
 Seek feedback from relevant
stakeholder and project authorities on
project implementation, management
and integration
N
Did the student satisfactorily:
 Confirm project records are updated
against project deliverables at required
intervals
 Analyse and submit status reports on
project progress and identify issues
with relevant stakeholders and project
authorities
 Analyse and submit impact analysis of
change requests for approval
 Maintain relevant project logs and
registers for project audit
Y
Completed successfully
☐
☐
☐
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Marking Sheet
Comments
Task Outcome:
DNS
This is evidenced by:
 Project finalisation activities for the 3
projects
 Handover report -Project 1
 Budget variation report – Project 1 and
3
 Project review report for the 3 projects
The student consulted and collaborated
with the project team and the project
sponsor to gather inputs and feedback to
complete project monitoring and
finalisation activities.
N
Did the student satisfactorily:
 Document feedback received to
improve future projects
Y
Completed successfully
☐
☐
☐
Satisfactory ☐ Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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Table of Content
Student Declaration ....................................................................................................................... 2
Task 3 – Execute, control and finalise the project ........................................................ 7
Task 3.1 Execute and monitor project .......................................................................................... 9
Task 3.2 Review project ............................................................................................................... 30
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RTO Provider: 91153 - CRICOS Code: 02672K
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Task 3 – Execute, control and finalise the project
Task summary and instructions
What is this
assessment task
about?
This task builds on Task 2, and you will build on the work performed
for project 1, project 2 and project 3 in Task 2.
This task comprises of the following assessment methods:
o Product-based ☒
o Direct observation of Role-Play ☐
o Case Study ☒
o Other (specify) ☐
It has been designed to evaluate your ability to/competency in:











Implement and monitor project according to project scope, time
and budget
Resolve conflicts affecting attainment of project objectives with
relevant stakeholders
Confirm project records are updated against project deliverables
at required intervals
Analyse and submit status reports on project progress and identify
issues with relevant stakeholders and project authorities
Analyse and submit impact analysis of change requests for
approval
Maintain relevant project logs and registers for project audit
Identify and allocate project finalisation activities
Confirm project products and associated documentation are
prepared for handover to the client in a timely manner
Finalise financial, legal and contractual obligations
Seek feedback from relevant stakeholders and project authorities
on project implementation, management and integration
Document feedback received to improve future projects
Please note that the performance evidence for this unit of
competency requires you to demonstrate the ability to manage
project integration on at least three occasions. This assessment has
been designed to meet that requirement.
You are required to address the following:

Task 3.1 Execute and monitor project
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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Task summary and instructions
o

Task 3.2 Review project
o
What do I need to do
to complete this task
satisfactorily?
Specifications
Complete a series of tasks relevant to project execution and
monitoring for three projects
Complete a series of tasks relevant to project finalisation and
monitoring for three projects
Although the assessment requires group consultation and
collaboration to simulate a work environment, the assessment
submission is individual, and it will be marked as such.
 submit the completed assessment tasks, according to instructions,
 complete the tasks with sufficient detail and present them in a
professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this
assessment task you must satisfactorily address all of the
assessment criteria,
 if part of this task is not satisfactorily completed you will be asked
to complete further assessment to demonstrate satisfactory
performance.
You must deliver/participate in:


Consult and collaborate with the project team for inputs and
feedback on project execution and finalisation
Consult with the project sponsor as needed
You must submit to GOALS











Addressing of scenarios at execution phase for the 3 projects
Risk assessment form - Project 1
Email to the departmental manager - Project 1
Change request form - Project 1
Email to the project sponsor – Project 1
Status report - Project 1
Issue log - Project 2
Status report – Project 2
Draft dialogue to resolve conflict – Project 2
Risk assessment form – Project 3
Status Report – Project 3
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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Task summary and instructions
Resources and
equipment
Re-submission
opportunities





•
•
•
•
•
•
•
Reflection project 3
Project finalisation activities for the 3 projects
Handover report -Project 1
Budget variation report – Project 1 and 3
Project review report for the 3 projects
Computer with Internet access
Access to Microsoft Office suites or similar software
Learning material
Scenario for assessment as provided
Appendices as provided
Relevant policies and procedures as provided
Templates as provided
You will be provided feedback on your performance by the Assessor.
The feedback will indicate if you have satisfactorily addressed the
requirements of each part of this task. If any parts of the task are not
satisfactorily completed, the assessor will explain why, and provide
you written feedback along with guidance on what you must
undertake to demonstrate satisfactory performance. Re-assessment
attempt(s) will be arranged at a later time and date. You have the
right to appeal the outcome of assessment decisions if you feel that
you have been dealt with unfairly or have other appropriate grounds
for an appeal. You are encouraged to consult with the assessor prior
to attempting this task if you do not understand any part of this task
or if you have any learning issues or needs that may hinder you when
attempting any part of the assessment.
Complete the following activities:
Task 3.1 Execute and monitor project
This task is about the execution phase of the projects when monitoring is required during their
execution.
You will complete tasks relevant to each project to evidence your ability to:

Implement and monitor the project according to project scope, time and budget

Resolve conflicts affecting the attainment of project objectives with relevant stakeholders
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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
Confirm the update of project documents

Analyse and submit status reports on project progress and identify issues with relevant
stakeholders and project authorities

Analyse and submit impact analysis of change requests for approval

Maintain relevant project logs and registers for project audit
Work in collaboration with the project team and consult with the project sponsor (played by the
trainer and assessor in simulated work conditions) to ensure the projects' progress towards successful
completion. Ask for inputs and feedback in completing the tasks below in simulated work conditions.
Project 1 – MMI Main Project' Sydney Campus'
Assume that the following scenarios occurred:
Scenarios
25% project timeline
The project team includes employees from MMI departments seconded for a couple of
days/week to the project.
One of the departmental managers at MMI cannot share one of their staff members with the
project due to conflicting priorities.
This will impact the project schedule.
50% project timeline
MMI is planning to update their current website to include information about the new
campus.
The project sponsor asked to add this deliverable to the project.
75% timeline
The project budget is cut by 5%; as a project manager, you have reviewed the expense
items on your budget and decided to change the furniture supplier to a more affordable one
compromising on the quality of the furniture for the new campus.
A
B
C
1. For each scenario:



Detail what monitoring and control procedures/processes/techniques were applied to identify
the issue/s.
Identify the impact of the scenarios on project progress. Include the impact on project
interdependencies and constraints.
Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project
and to ensure project progress at each stage. Additionally, identify what changes/updates to
project documentation is implemented (example: changes to project plan).
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RTO Provider: 91153 - CRICOS Code: 02672K
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Scenario Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
A
This issue was identified
when managing the human
resources required for the
project. It was identified
that one of the staff
members could not be
shared due to priority
issues.
This will impact on project
schedule. This may provide
challenges on meeting the
deliverables within the
schedule. This will also require
changes in project team
members’ responsibilities.
B
This issue was identified
while meeting with the
project sponsor while
analysing the project
requirements and
deliverables. It was
identified that sponsor
wanted to update their
current website to add
information about new
campus.
This will impact on project
schedule. Project resources
should also need to be added.
Addition to project deliverables
should also be made as new
deliverable is added. There
would be added responsibilities
to the team members.
C
The issue was identified
during the communication
with the steering committee.
The project budget is cut by
5%; the project manager
has reviewed the expense
items and decided to change
the furniture supplier for a
more affordable one
compromising on the quality
of the furniture for the new
campus
This would impact the project
budget with further impact on
project quality. This will lead to
compromise in quality. Added
requirements in search
parameter for furniture
providers will require further
refinement of list of potential
suppliers.
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
How the issue is
addressed and
updates
(40-80
words/scenario)
This issue was
documented with
further discussions
with Human
Resources Manager.
Project Manager
played a role is
reassigning the
responsibilities to the
team members due to
unavailability of a
staff.
This issue was
presented to the
steering committee
and approval was
made to add the
deliverable to the
project deliverables
document. Project
schedule was
updated. Team
members were
assigned with updated
tasks and
responsibilities.
Existing budget was
reviewed and
adjustment was made
to the budget
available for the
project. Further
changes were made in
quality management
plan as focus now is
on more affordable
ones. Search
parameters for
suppliers were
changed and quality
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Scenario Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
How the issue is
addressed and
updates
(40-80
words/scenario)
of furniture was
compromised a bit to
fit into new budget.
2. Develop the following project documentation to meet the project record-keeping system
requirements:
a) A risk assessment form to the attention of the project sponsor for a risk identified at 25%
timeframe scenario. (Template 1)
Template 1 - Risk Assessment Form - at 25% timeframe
Project details
Project Name
MMI Project ‘Sydney Campus’
Project Manager:
Prayas Neupane
Risk details
Raised by:
Rampreet Singh Sandhu
Date raised:
11/03/2022
Description of risk:
Risks associated with this change are scope creep, unavailability of human resources on time.
This will impact on project schedule. This may provide challenges on meeting the deliverables
within the schedule. This will also require changes in project team members’ responsibilities.
Likelihood of risk:
Impact of risk:
Medium
Medium
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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Risk mitigation
Preventative actions recommended:
The associated risks should be documented with further discussions with Human Resources
Manager. Project Manager should play a role is reassigning the responsibilities to the team
members due to unavailability of a staff.
Approval details
Signature: __PN_____________________
Date: 11 /12/2021
PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: MMI Project ’Sydney
Campus’
Project Client:
Date: 11/12/2021
Version:1
Project Sponsor:
Project Manager:
File Name: Risk_Assessment_Form_1
Taylor Varin
Prayas Neupane
b) Write an email (Template 2) to the departmental manager (scenario A) to resolve the resource
conflict described in the scenario
The email text should be in grammatically correct English, written in an appropriate (polite,
business-like) style.
(50-100 words)
Template 2 -Email
Email to Departmental Manager
To: Departmental.Manager@MMI.xyz
Cc:
Bcc:
Subject: Resolving Resource Conflict
Date email is sent:11/03/2022
Attachments: Risk Assessment Document
BSBPMG540 - Manage project integration V3 2021
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Dear Departmental Manager,
I hope you are doing well. I am writing this email to let you know that the project team
includes employees from MMI departments seconded for a couple of days/week to the project.
One of the departmental managers at MMI cannot share one of their staff members with the project
due to conflicting priorities which will impact the project schedule.
I would like to request you to resolve the resource conflict caused due to unavailability of staff.
Please find attached the risk assessment form and take the necessary actions.
Looking forward to hearing from you soon.
Thank You
Prayas Neupane
Project Manager
c) Develop a change request form (Template 3) to request the changes needed as part of the
issue resolution strategy for the scenario at 75% timeframe.
Template 3 - Change Request Form - at 75% timeframe
This form is used to assist with recording and management of changes in scope, time, quality, resources, processes or budget needed to
manage the issue/s. Min. one change must be requested.
Change Request – Project
Issued by
Project Manager – Prayas Neupane
Change/s Requested
Cut the project budget by 5%
Change the furniture supplier to more affordable one
Reason for change/s
Minimising expenses
Impact on the project
Project Quality is compromised
Change authorised:
Yes
Signed: Prayas
Signed: Taylor Varin
Project Manager
Sponsor
Date: 11/08/2022
Date: 11/08/2022
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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Change Request – Project
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: MMI Project ‘Sydney
Campus’
Project Client:
Project Sponsor:
File Name: Change_Request_Form_3
Taylor Varin
Project
Manager:
Date: 11/09/2021
Version: 1
Prayas Neupane
d) Write a brief email (Template 2) to the project sponsor and request approval for the change/s
listed in the change request form.
Summarise the content of the change request form and attach the form by writing its title in
the 'attachment' section of the email template.
The email text should be in grammatically correct English, written in an appropriate (polite,
business-like) style.
(50-100 words)
Template 2 -Email
Email to Project Sponsor
To: Taylor Varin@MMI.xyz
Cc:
Bcc:
Subject: Request for change approval
Date email is sent:10/09/2022
Attachments: Change Request Form
Dear Taylor,
I hope you are doing well. I am writing this email to let you know that I have requested to cut
the project by 5%. I had gone through that I have reviewed the expense items on the budget plan
and have decided to change the furniture supplier to a more affordable one compromising on the
quality of the furniture for the new campus.
Please find attached the change request form for your review. I would like to request you to
approve the requested changes listed in the attached change request form.
Looking forward to hearing from you soon.
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
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Thank You
Prayas Neupane
Project Manager
e) Develop a status report at 75% timeframe (Template 4)
As per organisational project management record-keeping system requirements, your project
sponsor requires regular status reports to record:
● financial management and budget control,
● project milestones, for example:
○ quality review completion,
○ outcomes, and deliverables.
Consider the quality standards for the project documentation:
● clearly communicate legal obligations,
● no grammar or spelling errors,
● professional but friendly language,
● fair and flexible delivery for the intended audience,
● meet audience requirements and are sensitive to information needs.
Additional information to complete the report at 75% timeline:
● Two project team members are ill and will be on sick leave for one week
● A glitch in the CRM (Customer Relationship Management System) used in the organisation
(which is also used to gather data for project reporting) has caused the data to be inputted
incorrectly for three days. The data needs to be double-checked for accuracy and
correctness.
Template 4 - Status Report - at 75% timeframe
Project Name: MMI Project ‘Sydney Campus’
Project Status G:
Status
Y:
R:
Overall
Timeline
Budget
Resources
Scope
Quality
Risk
G
Y
G
Y
G
Y
Y
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RTO Provider: 91153 - CRICOS Code: 02672K
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List of Project Plan Updates:
Project Budget will be cut by 5%.
Human Resources will be managed effectively as per changes in the availability.
Project schedule will be updated and adjusted according to the availability of human resources.
Team members responsibilities will be updated for effective utilisation of time.
Status Report
Project Name: MMI Project ‘Sydney Campus’
Prepared by: Prayas Neupane
Date: 10/09/2022
Attention to: Project Sponsor
Executive
Almost 75% of project is completed. Overall project is in good condition. Project
summary
timeline is currently at moderate risk level as project is now facing issues with
report
unavailability of human resources. Budget and scope are in good condition.
Use this section for
summary
information about
the status of the
project.
Quality of Resources is Compromised and are on moderate risk level.
(30-50 words)
Change
request
The change needs are cutting the project budget and changing the furniture
supplier to more affordable one. This will lead to compromised project quality.
Deliverable
Almost 75% of project deliverables are completed and 25% are left to be
status
completed. Overall, the status of deliverables of the project is in good condition.
But there are some challenges in this stage which would be effectively managed
without compromising the deadline of the project.
Schedule
Project Schedule is in moderate risk condition. Due to unavailability of staff due to
status
priority issues and health issues, there has been a situation where project
schedule has to be modified accordingly. Some tasks are requiring to be
repeated, which will add additional time resource.
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RTO Provider: 91153 - CRICOS Code: 02672K
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Status Report
Budget
Overall Budget is in good condition. As of now, budget has been decided to be
status
reduced by 5%. Project is expected to be completed within the allocated budget.
Quality
According to the scope document and requirements described for each
status
deliverable, quality requirements are met until now. But Project quality has been
compromised to make the required furniture resources cost-effective.
Project 2 – 'Virtual Event'
Assume that the following scenarios occurred:
Scenarios
A
50% project timeline
As a Project Manager, you assigned a task (review all project reports completed so far to
identify errors) to one of your project team members.
The project team member identified several issues with the communication between the
project team and the marketing team involved in the project.
The marketing officers did not communicate some changes to the event schedule and
content that may cause scope creep.
75% timeline
The project sponsor would like to add a workshop about student engagement to the event
schedule (1-hour workshop).
B
1. For each scenario:



Detail what monitoring and control procedures/processes/techniques were applied to identify
the issue/s.
Identify the impact of the scenarios on project progress. Include the impact on project
interdependencies and constraints.
Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project
and to ensure project progress at each stage. Additionally, identify what changes/updates to
project documentation is implemented (example: changes to project plan).
Scenario Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
A
This will impact on project
planning and schedule. As
changes in event has not been
This issue was identified
when poring over the
project progress reports.
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RTO Provider: 91153 - CRICOS Code: 02672K
How the issue is
addressed and
updates
(40-80
words/scenario)
Meeting was
conducted with
marketing manager
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Scenario Monitoring and control
(30-50 words/scenario)
B
Impact
(30-50 words/scenario)
One the team member was
assigned the task to go over
progress reports, and it is
found that there was a
communication issues
between project manager
and marketing manager.
clearly communicate to the
project manager from
marketing team, it would lead
to scope creep and make the
management process difficult
further causing conflict with
marketing team.
This issue was identified
during the meeting with
project sponsor on the topic
of change process. The
project sponsor wanted to
add a one hour of workshop
on student engagement to
the event.
This will impact on event
schedule. The meeting will be
longer. Invitee's list needs to be
updated and more work needs
to be done to invite increased
attendees. This will have a
probable impact on project
budget,
How the issue is
addressed and
updates
(40-80
words/scenario)
and it has been
decided to train
marketing team on
communication
strategies. Team
reviews are set to be
done. Communication
plan has been
updated.
Procedures for change
process was
implemented. The
change request was
discussed in the
meetings with project
team and marketing
team. Deliverable list
was updated. Budget
was reviewed. Project
schedule was
updated.
2. Develop the following project documentation to meet the project record-keeping system
requirements:
a) Complete the issue log (Template 5) to include 50% and 75% project timeframe issues.
Add additional rows if needed.
Template 5 - Issues Log - at 50% and 75% timeframe
Issues should be recorded when they arise, assigned a number and responsibility, a recovery strategy or alternate path agreed, acted upon
and recorded when closed. A minimum of 2 issues must be identified to complete this form.
Note: include an indicative date for the issue resolution.
Issue
Communication Issue
Strategy to
manage the
issue
Training Marketing
team, reviewing
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RTO Provider: 91153 - CRICOS Code: 02672K
Date logged
Date resolved
10/08/2022
14/08/2022
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Issue
Strategy to
manage the
issue
Date logged
Date resolved
communication
plan, Updating
communication
plan
Estimation Error
Meeting with
marketing team,
reviewing project
schedule,
reviewing project
roles reviewing
project
deliverables,
implementing
change
management
procedures
10/08/2022
14/08/2022
Schedule Variation
Meeting with
marketing and
project team and
notifying them of
the addition of an
event. Reviewing
schedule, budget
changes, scope
changes.
10/09/2022
12/09/2022
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Virtual Event
Project Client:
Date:
16/09/2022
Version:1
b) Develop a status report at 75% timeframe (Template 4). Include an accompanying email to
submit the report to the project sponsor.
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RTO Provider: 91153 - CRICOS Code: 02672K
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As per organisational project management record-keeping system requirements, your project
sponsor requires regular status reports to record:
● financial management and budget control,
● project milestones, for example:
○ quality review completion,
○ outcomes, and deliverables.
Consider the quality standards for the project documentation:
● clearly communicate legal obligations,
● no grammar or spelling errors,
● professional but friendly language,
● fair and flexible delivery for the intended audience,
● meet audience requirements and are sensitive to information needs.
Additional information to complete the report:
● The team has been required to work additional hours due to the flu forcing several team
members to ask for sick days at different times
● An error in estimating an item in the budget has caused an increase in budget by 8%,
● The schedule is now one week behind
Template 4 - Status Report - at 75% timeframe
Accompanying email to project sponsor.
(50-100 words)
Email to Project Sponsor
To: Taylor Varin@MMI.xyz
Cc:
Bcc:
Subject: Status Report at 75% timeframe
Date email is sent: 10/09/2022
Attachments: Status Report
Dear Taylor,
I hope you are doing well. I am writing this email you to inform you on project
status report at 75% timeframe. Please find attached the status report containing the
detailed information on the status of project.
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Please note that along with the plan to add one hour workshop, the project schedule is now
one week behind. And an error in estimation an item in the budget has caused an increase
in budget by 8 %.
I request you to go through the attached status report before attending the meeting to
discuss project status. Looking forward to hearing from you soon.
Thank you
Prayas Neupane
Project Manager
Project Name:
Project Status G:
Status
Y:
R:
Overall
Timeline
Budget
Resources
Scope
Quality
Risk
Y
Y
R
Y
Y
G
Y
List of Project Plan Updates:
Project Budget will be increased by 8%.
Human Resources will be managed effectively as per changes in the availability due to flu season.
Project schedule will be updated and adjusted according to the availability of human resources.
Team members responsibilities will be updated for effective utilisation of time.
Status Report
Project Name: Virtual Event
Prepared by: Project Manager - Prayas Neupane
Date: 11/09/2022
Attention to: Project Sponsor
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Status Report
Executive
Overall, the project is one week behind the schedule. And an error in the
summary
estimation of an item has increased the budget by 8%. Almost 75% of project is
report
completed. Overall project is in moderate condition due to one week delay.
Use this section for
summary
information about
the status of the
project.
Project timeline is currently at moderate risk level as project will facing issues
with upcoming flu season. Budget and scope are in moderate condition. Quality of
project has not been compromised till now.
(30-50 words)
Change
Addition of one hour workshop.
request
Increase budget by 8%.
Increase working hours for project team members.
Deliverable
Almost 75% of project deliverables are completed and 25% are left to be
status
completed. Overall, the status of deliverables of the project is in good condition.
But there are some challenges in this stage which would be effectively managed
without compromising the deadline of the project. Deadlines for some
deliverables are set to be pushed forward to cope up with challenges that would
be faced in flu season.
Schedule
Overall project is one week behind the schedule. This is in high risk level as there
status
are more challenges to be faced in upcoming flu season.
Budget
Budget has been increased by 8% due to an error while estimating the cost of an
status
item.
Quality
Until now, quality of the project has not been compromised and fulfil the quality
status
requirements outlined.
c) Draft the content of a dialogue that you would have with the Marketing Manager to address
and resolve the issues identified in Scenario A.
Document the dialogue in the space provided below:
Me: Hi Marketing manager, I hope you are doing well.
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Marketing Manager: I am doing absolutely fine, what about you?
Me: I have been very busy with the project.
Marketing Manager: Ah, I had received an email from you regarding the communication
issues that happened between us. I am very sorry to let that happen. Actually, I had
assigned the responsibility to a staff member who was sick and did not come to work for
few days. Unfortunately, he forgot to provide the progress report to me. That caused the
information to be delayed.
Me: Oh, I see. I am planning to conduct a seminar on communication techniques this week
for your team members, just to remind them of the importance of communication in a
project. I am satisfied with the marketing team’s performance. All of you are doing a great
job.
Marketing manager: That sounds great. I will let my team member know about the seminar.
Me: Great, Thank you for your time. I have been very busy and I must leave now.
Marketing Manager: No worried, thank you for understanding the situation.
Me: Bye
Marketing Manager: Bye
Project 3 – 'Staff Event'
Assume that the following scenarios occurred:
Scenarios
A
75% project timeline
The cost of the accommodation for Melbourne personnel in Sydney was not included in the
project budget.
This cost estimation error will add $ 9,000 to the budget.
75% project timeline
The catering company informs you that they cannot deliver the service you booked with
them to cater for the event.
You have contacted a different catering company that does not seem to have the same
quality standards and does not deliver gluten-free options. Still, they will provide the
catering 5% cheaper than the first supplier.
75% project timeline
A project team member is experiencing some personal problems and feels under pressure at
work.
This morning the project team member was rude towards you due to the stress they are
experiencing.
B
C
1. For each scenario:


Detail what monitoring and control procedures/processes/techniques were applied to identify
the issue/s.
Identify the impact of the scenarios on project progress. Include the impact on project
interdependencies and constraints.
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
Outline how the issue/s is/are addressed to manage the impact of the scenarios on the project
and to ensure project progress at each stage. Additionally, identify what changes/updates to
project documentation is implemented (example: changes to project plan).
Scenario Monitoring and control
(30-50 words/scenario)
Impact
(30-50 words/scenario)
A
This issue was identified
while reviewing the budget.
It was found that cost of
accommodation of a
member from Melbourne
was not included in the
budget estimate.
This will impact on project
budget. It has led to increase
the project budget by $9000.
This will further induce changes
in project deliverables and
changes to the scope.
B
This issue was identified
during communication with
the supplier. They informed
that they could not provide
the service required.
This will impact the quality of
food. Budget will be decreased
as cheaper supplier will be
selected. Quality requirements
will not be met and requirement
of having gluten-free food will
not be met.
C
This issue was identified
while reviewing the team
member's daily progress.
The team member behaved
rudely during the
communication. During
personal chat with the team
member, it was found that
he is experiencing some
personal problems and is
under pressure at work.
This will impact the Project
Progress. Progress of a project
is highly dependent on team
members’ performance.
Demotivated members will lead
to scope creep and impact the
performance of the team. This
will also impact project
schedule and project
deliverables.
How the issue is
addressed and
updates
(40-80
words/scenario)
Budget Review was
conducted and
necessary addition
was made to the
budget. Changes were
made to the project
scope. Other costs
involved in the project
was discussed.
The requirement
criteria were updated
and project sponsor
and steering
committee members
were informed about
the decision to go for
another supplier.
Project Scope was
changed. Quality
requirements were
updated.
Team meeting was
conducted. Roles and
responsibilities were
reassigned. It was
decided to give some
days of leave to the
particular team
member to solve his
personal problems.
Further changes in
project deliverables
were made to cope up
with this change.
2. Develop the following project documentation to meet the project record-keeping system
requirements:
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a) A risk assessment form to the attention of the project sponsor for a risk identified at 75%
timeframe scenario. (Template 1)
Template 1 - Risk Assessment Form - at 75% timeframe
Project details
Project Name
Staff Event
Project Manager:
Prayas Neupane
Risk details
Raised by:
Rampreet Singh Sandhu
Date raised:
10/10/2022
Description of risk:
This will impact project scope. Some changes will be required on project scope. The quality of resources will be compromised.
Deliverable list will be updated with further changes in project schedule and project budget needed to be reviewed.
Likelihood of risk:
Impact of risk:
Medium
Medium
Risk mitigation
Preventative actions recommended:
Briefly describe any action to treat the risk (risk treatment option).
(30-50 words)
Project stakeholder meetings should be conducted. Regular team meetings should be conducted.
Roles and responsibilities should be reassigned as per the availability of human resources. Apart
from project, Recreational team events should be promoted and a motivating environment should
be created for project team.
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Approval details
Signature: ____PN_______________
Date: 15 /10/2022
PLEASE FORWARD THIS FORM TO THE PROJECT SPONSOR
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Staff Event
Project Client:
Project Sponsor:
Project Manager:
Taylor Varin
Prayas Neupane
Date: 15/10/2021
Version:1
File Name: Risk_Assessment_Form_3
b) Develop a status report at 75% timeframe (Template 4). Include an accompanying email to
submit the report to the project sponsor.
As per organisational project management record-keeping system requirements, your project
sponsor requires regular status reports to record:
● financial management and budget control,
● project milestones, for example:
○ quality review completion,
○ outcomes, and deliverables.
Consider the quality standards for the project documentation:
● clearly communicate legal obligations,
● no grammar or spelling errors,
● professional but friendly language,
● fair and flexible delivery for the intended audience,
● meet audience requirements and are sensitive to information needs.
Additional information to complete the report:
● A new external project team member has been appointed
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● The project manager has decided to conduct additional training on WHS for the team; the
project sponsor has agreed. The training will increase the budget by $500.00
● A public holiday was not reported in the project schedule, and this will affect two workdays
Template 4 - Status Report - at 75% timeframe
Accompanying email to project sponsor.
(50-100 words)
Email to Project Sponsor
To: Taylor Varin@MMI.xyz
Cc:
Bcc:
Subject: Status Report at 75% timeframe
Date email is sent: 10/10/2022
Attachments: Status Report
Dear Taylor,
I hope you are doing well. I am writing this email you to inform you on project status report
at 75% timeframe. Please find attached the status report containing the detailed
information on the status of project.
Please note that a new external project team member has been appointed. A public holiday
was not reported in the project schedule which will affect two workdays.
I request you to go through the attached status report before attending the meeting to
discuss project status. Looking forward to hearing from you soon.
Thank you
Prayas Neupane
Project Manager
Project Name:
Project Status G:
Overall
Y:
Timeline
Budget
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R:
Resources
Scope
Quality
Risk
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Status
Y
Y
Y
Y
Y
Y
Y
List of Project Plan Updates:
Assigning roles and responsibilities to newly appointed member.
Adjusting the work breakdown structure
Adjusting the project schedule as a public holiday was not counted
Conducting WHS Training
Conducting recreation team event
Status Report
Project Name: Staff Event
Prepared by: Prayas Neupane
Date: 15/10/2022
Attention to: Project Sponsor
Executive
Overall status of project is in moderate condition. The project is facing issues with
summary
the food suppliers, team members performance and project timeline. Project
report
budget, resources, scope, quality and risk are at moderate level of risk.
Change
Conduct WHS training the project team
request
Appoint a new team member
Increase in budget by $9000
Deliverable
Deliverable is in moderate risk status. 75% of project deliverables have been
status
completed. Project deliverables are required to change as a new member has
been appointed. And a Melbourne personnel was not included which require
adjustment in deliverables. Addition task of conducting WHS training needs to be
conducted.
Schedule
Project Schedule is in moderate status. A public holiday has not been counted
status
requiring 2 days of addition to project schedule. Further, addition of a new team
member is believed to overcome this issue.
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Status Report
Budget
Project Budget is set to increase by $9500, which includes additional
status
accommodation cost of a Melbourne personnel and additional WHS training cost.
Quality
Quality of project is compromised in terms of food quality. Except food, all the
status
quality requirements outlined are met.
c) Reflect on the conflict described in Scenario C and address the following:



How would you address the situation?
What conflict resolution strategy would you use, why?
What could you do to support the project team member?
Document your reflection in the space provided below.
(50-100 words)
Firstly, I would address the team member privately. I would try to understand the reason
behind the rude behaviour implementing some counselling tactics. I would try to motivate
him. And I would advise him to take time off from work and I would also consider flexible
arrangements for him. I would try my best, if I could provide some help in solving his
personal problem.
Task 3.2 Review project
This task is about the project finalisation phase, and it will provide evidence of your ability to:

Identify and allocate project finalisation activities

Confirm project products and associated documentation are prepared for handover to the client in
a timely manner

Finalise financial, legal and contractual obligations

Seek feedback from relevant stakeholders and project authorities on project implementation,
management and integration

Document feedback received to improve future projects
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The projects are now completed. Reflect on and review your work during project initiation, planning,
execution and monitoring and control.
Reflect on the work completed in this assessment and ask for feedback and inputs from the project
team and the project sponsor to complete the tasks below.
Address the following:
1. Identify and allocate project finalisation activities for each project
Project
Project 1
Project 2
Project 3
Finalisation Activities
(3-4/project)
Ensure Scope Completion
Project Goal Verification
Make final payments
Calculate and record the overall performance of
the project
Ensure Scope Completion
Project Goal Verification
Make final payments
Calculate and record the overall performance of
the project
Ensure Scope Completion
Project Goal Verification
Make final payments
Calculate and record the overall performance of
the project
Responsibility assigned to
Prayas Neupane
Taylor Varin
Rampreet Singh Sandhu
Prayas Neupane
Prayas Neupane
Taylor Varin
Rampreet Singh Sandhu
Prayas Neupane
Prayas Neupane
Taylor Varin
Rampreet Singh Sandhu
Prayas Neupane
2. Complete a handover report (Template 6) – for Project 1
Template 6 - Handover Report for MMI Main Project' Sydney Campus'
This report summarises the actions to be completed post-project by the sponsoring organisation or by another project team. Customise the
template and add additional rows as needed.
Handover report
Project Name
MMI Main Project ‘Sydney Campus’
Handed over by
Project Manager - Prayas Neupane
Handed over to
Project Sponsor - Taylor Varin
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Handover report
Actions post-project
Actions to be completed:
Evaluation Survey
Exit interviews to the HR department
Feedback assigned to marketing team
New Campus Launch
Post project evaluation after 3 months of implementation
Access to support and information:
Email project manager
Visit campus website
Staff transition
Summarise staff transition arrangements to new roles or re-assigned to previous roles. (50-80 words)
Staff transition arrangements are usually complicated, so plan was made to transitions
smooth. This involved:
-
-
Talk to them in person about the new roles.
Explain the changes from old to new roles
Ample lead time was set to adjust accordingly and handover their responsibilities.
proper training was provided
Creating goals for the new position
Conducting a departmental meeting
Transitioning slowly
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: MMI Main Project ’Sydney
Campus’
Project Client:
Project Sponsor:
File Name: HandOver_Report_Project1
Taylor Varin
Project
Manager:
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Handover report
Prayas
Neupane
3. Complete a budget variation report as part of finalising project financial obligations (Template 7)
for Project 1 and 3
Template 7 - Budget Variation Report for MMI Main Project' Sydney Campus'
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other
resources required to complete the project. At the end of the project, review budget variations and how the project performed concerning
the budget. Consider how the budget was impacted by the scenarios you worked on in Task 3.1.
Customise the template and add additional rows as needed.
Budget Variation Report
Expense
Budget
Actual
% Variation
Labour Cost
$1,000,000
$990,000
1%
Material Cost
$1,500,000
$1,425,000
5%
Rent or Lease
$400,000
$400,000
0%
Software Cost
$100,000
$101,000
1%
Subtotal
TOTAL
$3,000,000 $2,850,000 5%
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: MMI Main Campus ‘Sydney
Campus’
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Project Client:
Date: 20/12/2022
Version:1
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Budget Variation Report
Project Sponsor:
Taylor Varin
Project
Manager:
File Name:
Budget_Variation_Report_Project1
Prayas
Neupane
Template 7 - Budget Variation Report for 'Staff Event'
The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other
resources required to complete the project. At the end of the project, review budget variations and how the project performed concerning
the budget. Consider how the budget was impacted by the scenarios you worked on in Task 3.1.
Customise the template and add additional rows as needed.
Budget Variation Report
Expense
Budget
Actual
% Variation
Accommodation Cost
$90,000
$99,000
10%
Labour Cost
$5,000
$5,500
10%
Catering
$10,000
$9,500
5%
Rent
$1,000
$1,000
0%
Subtotal
TOTAL
$106,000 $115,000
8.4%
Record
Complete the filing record below so that the project documentation can be saved in the project management record system
Project Title: Staff Event
BSBPMG540 - Manage project integration V3 2021
RTO Provider: 91153 - CRICOS Code: 02672K
Project Client:
Date: 20/10/2022
Version:
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Budget Variation Report
Project Sponsor:
Taylor Varin
Project
Manager:
File Name:
Budget_Variance_Report_Project3
Prayas Neupane
4. Complete a project review report (Template 8) for each project
Template 8 - Project Review Report for MMI Main Project' Sydney Campus'
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project: MMI Main Project ’Sydney Campus’
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
All the project deliverables were completed. Project was completed withing the allocated budget.
Team work was effective and efficient. This project further boosted enhancement of skills and
knowledge of staff involved in the project. Overall project quality was good. Project requirements
was met and project goals were achieved.
Worked well
Could have gone better
Communication among team member
Timely Communication of scope changes
Software used for scheduling
Use of electronic form could have been used
Work relationship with sponsoring organisation
More real time communication tools could have been
used
Involvement of project sponsor
Use of X consultant
Quality of contractor/suppliers
Lessons learned and suggested improvements
(40-80 words):
Budget estimation techniques needs to be improved with more detailed breakdown of all the
possible expenses within the project. Contingency should be improved. All the risk factors present
in the project should be carefully monitored and researched. Human resources factor and
environmental condition should also be included as a factor while identifying risks. Staff should be
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Project Review Report
trained on techniques to deal with the changes in the project. Communication strategies require
improvement.
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: MMI Main Project ‘Sydney
Campus’
Project Client:
Project Sponsor:
File Name:
Project_Review_Report_Project1
Taylor Varin
Project
Manager:
Date: 20/12/2022
Version:1
Prayas Neupane
Template 8 - Project Review Report for 'Virtual Event'
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
The Virtual Event went as per planned with no technical issues. All project deliverables are
complete. The project was completed within the allocated budget. Teamwork was effective and
efficient. This project helped improve the skills and knowledge of the staff involved in the project.
The quality of the Microsoft Team was good overall. The project requirements have been met and
the project objectives have been achieved.
Worked well
Could have gone better
Change Management Process
Reporting system should have been documented and
defined clearly with no ambiguity
Software and equipment in use to support scope management
Communication channels could have been more effective
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Project Review Report
Communication with project sponsor
Cross team communications could have been improved
Correct identification of potential risks
Lessons learned and suggested improvements
(40-80 words):
Staff should be trained to adapt to changing project conditions. Better communication between
team members should be facilitated by holding seminars and training courses for employees. To
avoid ambiguity in the scope of the project, project sponsors should be limited to communication
with the project manager only. More attention and attention need to be paid to improve
communication planning and skills.
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Virtual Event
Project Sponsor:
Taylor Varin
Project Client:
Project
Manager:
Date: 25/12/2022
Version:1
File Name:
Project_Review_Report_Project2
Prayas Neupane
Template 8 - Project Review Report for 'StaffEvent'
This template is used to guide you through the process of conducting a project review.
Project Review Report
Name of project:
Overview
A brief summary of highlights and achievements, etc. (50-100 words)
Overall event was exciting and this further boosted a bonding between the team members. All
project deliverables are complete. The project was completed within the allocated budget.
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Project Review Report
Teamwork was effective and efficient. This project helped improve the skills and knowledge of the
staff involved in the project. The quality of the event was good overall. The project requirements
have been met and the project objectives have been achieved.
Worked well
Could have gone better
Correct identification of potential changes
Communication between team members
Effective implementation of change control process
Backup options should have been kept for catering
services
Control and monitoring tools and techniques were well designed
List of attendees should have been correctly identified
through thorough discussions with teams.
Lessons learned and suggested improvements
(40-80 words):
Planning is an important phase of the project and all the factors need to be considered while
planning the project. Careful planning of resources and correct budget estimating techniques are
required to be improved. Backup plans and backup options should be considered while planning
this kind of event which requires catering facilities. To avoid ambiguity in the scope of the project,
project sponsors should be limited to communication with the project manager only. More attention
and attention need to be paid to improve communication planning and skills.
Record
Complete the filing record below to save the project documentation in the project management record system.
Project Title: Staff Event
Project Sponsor:
Taylor Varin
Project Client:
Project
Manager:
Date: 27/12/2022
Version:1
File Name:
Project_Review_Report_Project3
Prayas Neupane
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