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BSBPMG522 Undertake Project Work Assignment - Mercury Institute of Victoria, Australia

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Assessment Task - Report & Role Play

Part A - Planning

1. Briefly introduce your project by defining the parameters/scope of the project, including: Project name; Project period; Project objectives; Project stakeholders; Project budget; and Resource requirements and allocation.

2. Break down your project objectives by creating milestones and drawing a Gantt chart to represent the following: Deliverables; Work breakdown; Budget and allocation of resources; Timelines; Risk management; and Recordkeeping and reporting.

3. Identify one (1) Work Health and Safety (WHS) related risk and create a risk management matrix to record your strategies including responsibilities to manage these risks.

4. Develop a project budget and discuss it with your partners for approval.

5. Discuss with your partners whether they are clear about their responsibilities and project requirements and consult with them regarding the next step in the planning process.

6. Complete the project documentations template below and get signed-off from your partners to conclude the project and gain approval.

Solution - Part A - Planning

Project parameters

The project is named relocation of café in Melbourne's CBD to suburb and action plan. The desired period of completion of this project is less than 180 days.

The relocation project aims the following -

- Identification of an ideal place in the suburb to restart the café

- Successful operations of the café in the new place

As there are 2 more partners in addition to myself in this project, they will act as the key stakeholders. The business consultant will be yet another stakeholder who will offer advice for better operations. The proposed budget for this project is below 25000 AUD. This will include relocation, consultation, setup and initial marketing.

I shall personally consult the expert and mark the places whereas one of the partners will list down the options where spaces are available and then decide together (Phillips, 2003). The other partner shall propose the marketing strategy and the business plan for the first 3 years and produce the same to the expert to take advices.

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Gantt chart

Task Name

Duration

Start

Finish

Predecessors

Resource Names

Business requirements

5 days

Sun 18-08-19

Thu 22-08-19


business consultant,partner 1,partner 2,partner 3

Space consultation

3 days

Fri 23-08-19

Tue 27-08-19

1

partner 2

Space identification

10 days

Wed 28-08-19

Tue 10-09-19

2

partner 2

Budget allocation

3 days

Wed 18-09-19

Fri 20-09-19

3

partner 1

Space finalization

10 days

Wed 18-09-19

Tue 01-10-19

3

partner 1,business consultant,partner 2,partner 3

Business strategic planning

7 days

Wed 02-10-19

Thu 10-10-19

1,5

partner 3,business consultant

Risk analysis

7 days

Tue 15-10-19

Wed 23-10-19

6

business consultant

Contingency planning

7 days

Thu 24-10-19

Fri 01-11-19

7

business consultant

Marketing plan

7 days

Thu 24-10-19

Fri 01-11-19

1,5,7

partner 3,business consultant

Relocation

7 days

Wed 02-10-19

Thu 10-10-19

5

business consultant,partner 1,partner 2,partner 3

Test run

10 days

Thu 07-11-19

Wed 20-11-19

8,9,10

partner 1

Documentation

6 days

Thu 28-11-19

Thu 05-12-19

11

partner 3

Relaunch

10 days

Thu 12-12-19

Wed 25-12-19

12

partner 1,partner 2,partner 3

The chart is presented below.

Undertake Project Work Assignment Figure.jpg

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The task based budget associated with this project is mentioned here.

Name

Fixed Cost

Actual Cost

Remaining Cost

Cost

Baseline Cost

Cost Variance

Business requirements

$0.00

$0.00

$2,360.00

$2,360.00

$0.00

$2,360.00

Space consultation

$0.00

$0.00

$288.00

$288.00

$0.00

$288.00

Space identification

$0.00

$0.00

$960.00

$960.00

$0.00

$960.00

Budget allocation

$0.00

$0.00

$360.00

$360.00

$0.00

$360.00

Space finalization

$0.00

$0.00

$4,720.00

$4,720.00

$0.00

$4,720.00

Business strategic planning

$0.00

$0.00

$1,792.00

$1,792.00

$0.00

$1,792.00

Risk analysis

$0.00

$0.00

$1,120.00

$1,120.00

$0.00

$1,120.00

Contingency planning

$0.00

$0.00

$1,120.00

$1,120.00

$0.00

$1,120.00

Marketing plan

$0.00

$0.00

$1,792.00

$1,792.00

$0.00

$1,792.00

Relocation

$0.00

$0.00

$3,304.00

$3,304.00

$0.00

$3,304.00

Test run

$0.00

$0.00

$1,200.00

$1,200.00

$0.00

$1,200.00

Documentation

$0.00

$0.00

$576.00

$576.00

$0.00

$576.00

Relaunch

$0.00

$0.00

$3,120.00

$3,120.00

$0.00

$3,120.00

Undertake Project Work Assignment Figure1.jpg

On the whole, there is a need for about $23000 AUD so as to complete this project successfully. This is certainly below the proposed budget that we have allocated to this project in the initial stage.

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Work health and safety related risk

One risk that is predominant in the case is workplace bullying (Phillips, 2003). This can create stress and affect the workplace culture.

The risk management matrix is given below.

Business process risks

Impact

Probability

Risk rating

Identifying the wrong space

High

Low

Medium

Unavailability of space

High

low

Medium

Excess budget

medium

medium

Medium

Poor business forecast

High

Low

high

Workplace bullying

medium

high

High

Lack of cooperation between partners

medium

medium

medium

Delay in proposed plan

medium

low

Low

The ideal budget to keep in hand is 25000 AUD. We also need a communication plan in place to understand the individual responsibilities and progress during different stages.

Project documentation approval

Project name

Relocation of café and action plan

Start date

18/08/2019

End date

25/12/2019

Budget

23000 AUD

Project manager

Partner 1 and café owner

Other management team involvement

Two other partners and business consultant

Stakeholder analysis and capacity assessment

Stakeholder

Capacity asset and gaps

Desired future outcomes

Stakeholder influence

Partner

Has a clear and practical knowledge on business needs and plans for the new café

Relocation to the right place and no more experiences of failures or losses

High

Business consultant

Doesn't know the past vulnerabilities but can draft a perfect pitch for the future

Business prediction for the years to come

High

Project outputs

Output one

Relocation to a new café

Output two

A detailed marketing plan with a ready to use contingency plan

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Part B - Implementing and Monitoring

1. Identify three (3) types of data for record keeping. How would you ensure financial record keeping is complete and accurate?

2. Develop three (3) strategies you could use to implement and monitor the plan for managing project finances, resources and quality.

3. Review with your partners the project outcomes with your project scope and the plan you prepared in part A.

4. Check your risk management matrix prepared in Part A and ensure your project outcomes are met and deliverables are achieved.

Solution - Part B - Implementing and monitoring

It is noticed that we have now found a new place to relocate the café and there is an approval letter signed by the council so as to officially launch and carry ahead with operations.

During this process, it is important to maintain records. There are typically 3 types of records that need to be managed - accounting records, permits and licenses and legal documents. Accounting records are meant to be the most important type of records that can totally influence the day to day operations of the firm. It has to be accurate as well as complete.

We shall maintain an accounting management system with a password authenticator that allows us to update records, retrieve specific values and transfer to suitable devices. This way, all of them shall have separate accesses and records are updated easily at all ends. Passwords need to be changed on a regular basis and accounting software has to be chosen accordingly.

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Monitoring is the key in this project(Kerzner, 2003). This will ensure that the project finances, human resources and the quality of the outcomes are as per the desired objectives. For this project, we need to implement 3 major strategies that will enable us to implement as well as monitor the plan.

The first strategy is project tracking and reporting. All the partners shall maintain the same calendar software to list the activities to be completed, under progress and already completed in the past. Any comments related to those activities need to be listed alongside. For every activity, costs and timelines need to be fixed so that it is possible to report in case of discrepancies.

The second strategy is to perform financial management on a daily basis (Kerzner, 2003). This will include management of inflows and outflows and choose suitable investment options to expand further. Forecasting the financial climate of the firm with the help of charts is excellent to keep the plans on track.

Risk management and quality analytics is the final strategy appropriate to monitor the activities and control the risks. With the reduction in number of risks, it is possible to focus more on the quality of customer service, products and other strategies.

Comparing the results in this section with the desires in the previous part, it is clear that the quality shall be ensured and the activities are within the project scope. Once the new café returns better profitability ratio in a period of 3 months, it is possible to agree that the deliverables are achieved and the new café is on the right track.

In other words, this is an indicator that the project is successful and stakeholders have exercised their responsibilities efficiently.

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