Posted: September 13th, 2017

Define project and develop plan

Define project and develop plan
Submission details
Candidate’s Name        Phone No.
Assessor’s Name        Phone No.
Assessment Site
Assessment Date/s        Time/s
The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this

document with any required evidence attached. See specifications below for details.
Performance objective
Candidates will demonstrate knowledge and skills required to define projects and develop project plans.
Assessment description
Using the workplace scenario information provided, you will determine the scope of a project and develop a portfolio of draft planning documentation to discuss with

your Operations General Manager (the assessor). You will then negotiate aspects of the project with your assigned project team. Finally, you will submit final planning

documentation for approval.
Procedure
1.    Review the simulated business documentation, including policies and procedures, in the document ‘Max Lionel Realty.docx’. Review templates contained in the

document ‘Project planning templates.docx’ for possible use or adaptation in completing project requirements.
2.    Review the scenario information provided in Appendix 1.
3.    Receive details from Operations General Manager (the assessor) of your project team, cost, skills, and suggested project deliverables and timeframes.
4.    Determine project scope. Develop appropriate initiation and scope documents for discussion with Operations General Manager (the assessor).
5.    Determine additional documentation required to determine project and develop deliverables.
6.    Define project stakeholders. Determine how you will engage and manage stakeholders to achieve project objectives. Develop communication and stakeholder

management plans for discussion.
Note: Consider scenario information and organisational structure to determine stakeholders and stakeholder interests.
7.    Identify personal responsibilities and reporting requirements.
8.    Determine relationship of project to other projects, systems, business operations, strategic aims of organisation, and external legislative requirements.
9.    Determine resources and access to resources. Consult with Operations General Manager (the assessor) to clarify if necessary.
10.    Determine project management tools, such as software (e.g. Microsoft Word, MS Excel, and MS Project) and templates, etc.
Note: You may use software tools or use or adapt the templates provided.
11.    Using an appropriate project management tool, develop your project plan
(version 1). Include:
a.    work breakdown structure: stages of development or of task completion (Design, Develop, Implement, Evaluate); opportunities for (peer and stakeholder) review

and feedback; coordination of roles and sharing of responsibility for deliverables; dependencies
b.    timelines
c.    roles and responsibilities for each team member
d.    resourcing requirements.
12.    Develop a risk management plan for your project (version 1) for discussion. Include consideration of WHS risk management. Identify, assess and suggest

treatment of at least three additional risks, including financial risk. Record risks on a risk register and complete a risk assessment document for each risk.
Note: You may use software tools or use or adapt the templates provided.
13.    Develop a budget (version 1) for the project.
Note: You may use software tools or use or adapt the template provided.
14.    Meet with Operations General Manager (the assessor) to discuss:
a.    project scope
b.    additional documentation required to determine project and develop deliverables.
c.    project stakeholders
d.    personal responsibilities
e.    relationship of project to other projects, systems, strategic aims of organisation
f.    resources and access to resources
g.    portfolio of documents:
i.    project initiation and scope documents
ii.    project plan (version 1)
iii.    risk management plan (version 1)
iv.    budget (version 1).
15.    Ask for feedback from your Operations General Manager (the assessor) on your version 1 drafts and ensure understanding of any additional project issues or

changes to project parameters.
16.    Meet with your project team to:
a.    negotiate roles and responsibilities
b.    Agree on version 2 of documents for approval by Operations General Manager (the assessor):
i.    project plan (version 2)
ii.    risk management plan (version 2)
iii.    budget (version 2).
c.    Incorporate Operations General Manager (the assessor) feedback into planning project:
Note: The meeting will be observed by your assessor. Follow your communication plan or agree to a time and date.
When meeting with your team, be:
i.    professional
ii.    accommodating and conscious of varying skill levels, interests, backgrounds
iii.    submit documentation as per specifications below.
Specifications
You must:
?    meet with Operations General Manager to discuss project scope and portfolio of planning documents
?    participate in project meeting/s with project team
?    submit:
?    project initiation and scope documents, including: a project brief; a project scope; a stakeholder analysis; a communication plan; roles and responsibilities;

project snapshot
?    a project plan (version 1 and version 2)
?    a risk management plan (risk register and risk assessment for each of four risks) (version 1 and version 2)
?    a budget (version 1 and version 2).
Your assessor will be looking for:
?    communication and negotiation skills to work with team members and other stakeholders to maintain project schedules
?    literacy skills to read, write and review a range of documentation
?    planning and organising skills to develop project plans
?    numeracy skills to analyse data and to compare timelines and implementation costs against budgets
?    culturally appropriate communication skills to relate to people from diverse backgrounds and people with diverse abilities
?    knowledge of relevant legislation from all levels of government that may affect aspects of business operations, such as:
?    anti-discrimination legislation
?    ethical principles
?    codes of practice
?    privacy laws
?    environmental issues
?    WHS
?    knowledge of organisational structure and chains of authority and communication within the organisation
?    knowledge of how the project relates to the organisation’s overall mission, goals, objectives and operations.
Adjustment for distance-based learners
?    No variation of the task is required.
?    A follow-up interview may be required (at the discretion of the assessor).
?    Documentation can be submitted electronically or posted in the mail
?    Meetings may be conducted and observed live or via an appropriate teleconferencing tool.
Appendix – Scenario
Max Lionel Realty
Max Lionel Realty (MLR), in order to build customer goodwill and satisfy its legal and ethical obligations, has decided to implement a program to:
?    inform agents of legal and ethical obligations (particularly with respect to WHS and anti-discrimination legislation) and any standards or codes of conduct

followed by the organisation
?    promote high standards in professional conduct (see Real Estate Institute of Victoria (REIV) Code of Conduct and relevant legislation)
?    inform clients, tenants and potential tenants of MLR’s commitments
?    achieve employee and client buy-in for initiative.
You are an external consultant (from Ace Consultants) contracted to project manage activities to achieve the objectives above.
Quality standards for deliverables:
?    clearly communicate legal obligations and REIV obligations
?    contain as content or support company strategic directions
?    no grammar or spelling errors
?    professional but friendly language
?    fair and flexible delivery for intended audience
?    meet audience requirements and sensitive to information needs, cultural diversity.
Previous needs analysis for the project has uncovered characteristics and requirements of Residential and Commercial Agents and Clients:
Agents     Clients    Tenants
?    under stress; time poor
?    highly trained and competent in selling and managing real estate
?    unaware of legal, ethical requirement. just want to please clients
?    even if aware, have no idea how to apply to daily client practice    ?    cynical: e.g. ‘why do I have to pay attention to MLR’s internal business? I

just want them to manage my property.’
?    time poor
?    not sure of MLR obligations and commitment to best-of-breed client service and ethical practice, REIV code of conduct    ?    sometimes feel discriminated

against on basis of:
?    lifestyle
?    family status
?    cultural background
?    income, etc.
?    unclear on overall strategic aims of MLR
?    culturally diverse.    ?    feel it’s the agent’s obligation to fill rental/lease properties according to client wishes: e.g. ‘I choose who lives in/leases

my property’
?    culturally diverse.    ?    residential agents have been rude or insensitive on occasion: e.g. ‘you wouldn’t treat your rich clients or investment partners

this way’
?    do not feel they are adequately consulted
?    residential/commercial agents/clients have let themselves in without consultation
?    inspections are sometimes unannounced.
Project conditions are as follows:
?    Six to eight team members (two to four candidates plus four virtual team members) who must be utilised and budgeted for. Operations General Manager (the

assessor) will determine composition of project team.
?    The structure of the work should include roles for project sponsor, technical experts, quality assurance of deliverables, project manager (yourself initially

and, after provisional approval, as negotiated with your team), and roles and responsibilities for each team member to achieve the deliverables according to standards,

etc.
?    All reasonable resources (e.g. access to a room, computers, software and templates) will be provided. Paper and telecommunications costs, for example, to be

covered by candidates. All resources must be costed and included in your budget.
?    Budget: $15,000.
?    Your Operations General Manager (the assessor) will suggest project deliverables, for example, presentations, information sessions, posters, promotional

materials, etc. You may determine your own specific deliverables so long as they are agreed to with stakeholders, meet project objectives, and adhere to budgetary

constraints.
?    Project timeframe to be determined by Operations General Manager (the assessor as project sponsor).
?    Project should include design, development, implementation and evaluation stages (with periodic quality review).
?    Project status reports are due at 25%, 50% and 75% of allotted timeframe.
?    Project must be coordinated with other organisational projects, operations, etc.

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