BSBPMG522A - Undertake Project Work by Precision Group (Australia)

A human being is not attaining his full heights until he is educated.

Trainer Manual & Simulated Business Assessment

H o ra ce M an n A liberal education is at the heart of a civil society, and at the heart of a liberal education is the act of teaching. - A. Bartlett Giamatti An educated man is thoroughly inoculated against humbug, thinks for himself and tries to give his thoughts, in speech or on paper, some style. - Alan K. Simpson An education isn’t how much you have committed to memory, or even how much you know. It’s being able to differentiate between what you know and what you don’t. – Anatole France Children have to be educated, but they have also to be left to educate themselves. Ernest Dimnet Data is not information, information is not knowledge, knowledge is not understanding, understanding is not wisdom. – Clifford Stoll Develop a passion for learning. If you do, you will never cease to grow. – Anthony J. D’Angelo Education is all a matter of building bridges. - Ralph Ellison Education is an admirable thing, but it is well to remember from time to time that nothing that is worth knowing can be taught. - Oscar Wilde Education is learning what you didn’t even know you didn’t know. Daniel J. Boorstin Education is not preparation for life; education is life itself. - John Dewey Education is not the filling of a pail, but the lighting of a fire. - William Butler Yeats Education is the key to unlock the golden door of freedom. - George Washington Carver Education is the transmission of civilization. - Will Durant Education is what survives when what has been learned has been forgotten. - B. F. Skinner Education’s purpose is to replace an empty mind with an open one. - Malcolm Forbes Good teaching is one-fourth preparation and three-fourths pure theatre. - Gail Godwin He who opens a school door, closes a prison. - Victor Hugo It has been said that 80% of what people learn is visual. - Allen Klein It is the mark of an educated mind to be able to entertain a thought without accepting it. - Aristotle Learning is not attained by chance, it must be sought for with ardor and diligence. - Abigail Adams Some people drink from the fountain of knowledge, others just gargle. - Robert Anthony Some people will never learn anything, for this reason, because they understand everything too soon. - Alexander Pope The great difficulty in education is to get experience out of ideas. - George Santayana The illiterate of the future will not be the person who cannot read. It will be the person who does not know how to learn. Alvin Toffler The only person who is educated is the one who has learned how to learn and change. - Carl Rogers Science is analytical, descriptive, informative. Man does not live by bread alone, but by science he attempts to do so. Hence the deadliness of all that is purely scientific. - Eric Gill A human being is not attaining his full heights until he is educated. - Horace Mann A liberal education is at the heart of a civil society, and at the heart of a liberal education is the act of teaching. - A. Bartlett Giamatti An educated man is thoroughly inoculated against humbug, thinks for himself and tries to give his thoughts, in speech or on paper, some style. - Alan K. Simpson An education isn’t how much you have committed to memory, or even how much you know. It’s being able to differentiate between what you know and what you don’t. – Anatole France Children have to be educated, but they have also to be left to educate themselves. - Ernest Dimnet Data is

Undertake Project Work BSBPMG522A

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BSBPMG522A Undertake Project Work May ‘13

Version

PGAV1

History

May ‘13 Introduction of PGAV1

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BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Table of Contents 3 Legend 4

Qualification Pathways

Qualification Rules

6 Introduction 9

BSBPMG522A/01 Define Project 1.1 Access project scope and other relevant documentation 1.2 Define project stakeholders 1.3 Seek clarification from delegating authority of issues related to project and project parameters 1.4 Identify limits of own responsibility and reporting requirements 1.5 Clarify relationship of project to other projects and to the organisation’s objectives 1.6 Determine and access available resources to undertake project

20 21

Key Points

BSBPMG522A/02 Develop Project Plan

‘True’ or ‘False’ Quiz

2.1 Develop project plan in line with the project parameters 2.2 Identify and access appropriate project-management tools 2.3 Formulate risk-management plan for project, including work health and safety (WHS) 2.4 Develop and approve project budget 2.5 Consult team members and take their views into account in planning the project 2.6 Finalise project plan and gain necessary approvals to commence project according to documented plan

40 41

Key Points

BSBPMG522A/03 Administer and Monitor Project

‘True’ or ‘False’ Quiz

3.1 Take action to ensure project team members are clear about their responsibilities and the project requirements 3.2 Provide support for project team members, especially with regard to specific needs, to ensure that the quality of the expected outcomes of the project and documented time lines are met 3.3 Establish and maintain required record-keeping systems throughout the project

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Table of Contents (continued)

3.4 Implement and monitor plans for managing project finances, resources and quality 3.5 Complete and forward project reports as required to stakeholders 3.6 Undertake risk management as required to ensure project outcomes are met 3.7 Achieve project deliverables

54 55

Key Points

BSBPMG522A/04 Finalise Project

‘True’ or ‘False’ Quiz

4.1 Complete financial record keeping associated with project and check for accuracy 4.2 Ensure transition of staff involved in project to new roles or reassignment to previous roles 4.3 Complete project documentation and obtain necessary sign-offs for concluding project

62 63

Key Points

BSBPMG522A/05 Review Project

‘True’ or ‘False’ Quiz

5.1 Review project outcomes and processes against the project scope and plan 5.2 Involve team members in the project review 5.3 Document lessons learned from the project and report within the organisation

70 71

Key Points ‘True’ or ‘False’ Quiz

72 Summary 73 Bibliography 75

Assessment Pack

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Use considered risk taking in your ‘grey’ area

...and others will follow you!

Legend This symbol indicates the beginning of a new Element. These will help you to find the information for your Assessment Activities.

Activity: Whenever you see this symbol, there is an Activity to carry out which has been designed to help reinforce the learning about the topic and take some action.

This symbol is used at the end of each Element to indicate the key points.

This symbol is used to indicate an answer to the Learner’s questions or notes to assist the Trainer.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Qualification Pathways

“There are always two choices. Two paths to take. One is easy. And its only reward is that it’s easy.” Source Unknown

This unit of competency is provided to meet the requirements of BSB07 Business Services Training Package although it can be used in a range of different qualifications. The BSB07 Business Services Training Package does not state how a qualification is to be achieved. Rather, Registered Training Organisations are required to use the qualification rules to ensure the needs of the learner and business customer are met. This is to be achieved through the development of effective learning programs delivered in an order that meets the stated needs of nominated Learners and business customers.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Qualification Rules

“Life’s a game, all you have to do, is know how to play it.” Source Unknown

Qualification requirements include core and elective units. The unit mix is determined by specific unit of competency requirements which are stated in the qualification description. Registered Training Organisations then work with learners and business customers to select elective units relevant to the work outcome, local industry requirements and the qualification level. All vocational education qualifications must lead to a work outcome. BSB07 Business Services Training Package qualifications allow for Registered Training Organisations (RTOs) to vary programs to meet: • Specific needs of a business or group of businesses • Skill needs of a locality or a particular industry application of business skills • Maximum employability of a group of students or an individual. When packaging a qualification elective units are to be selected from an equivalent level qualification unless otherwise stated.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Introduction

“Knowledge is of no value unless you put it into practice.” Anton Chekhov

This unit of competency is all about being able to manage projects within your workplace. It will help you with the skills you need to demonstrate competency for the unit, BSBPMG522A, Undertake Project Work. This manual is broken up into five Elements. They are:

1. Define

project: First we will look at developing scope documents and getting

the project underway

2. Develop project plan: From there, we will develop a full project plan 3. Administer and monitor project: Then we will examine the processes involved in implementing a project and monitoring its progress

4. Finalise project: Next we will look at what needs to be done to finish a project 5. Review

project: Finally, we will undertake to review the project and look at

what has been learned from the process as a whole.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Introduction (continued)

At the conclusion of this training you will be asked to complete an assessment pack for this unit of competency. The information contained in this manual will assist you to complete this task. On conclusion of this unit of competency, you will have demonstrated your ability to develop a project plan, administer and monitor the project, finalise the project, and review the project to identify lessons learnt for application to future projects.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

ELEMENT 1:

Define Project

Performance Criteria Element 1 1.1 1.2 1.3

Access project scope and other relevant documentation Define project stakeholders Seek clarification from delegating authority of issues related to project and project parameters

1.4 Identify limits of own responsibility and reporting requirements 1.5 Clarify relationship of project to other projects and to the organisation’s objectives

1.6 Determine and access available resources to undertake project

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Element 1: Define Project

Define Project The Essentials of Project Management In this training, we will be examining the process of managing projects (whether they are large or small in scale). A project manager needs a good level of managerial skills – as they must lead teams, negotiate with stakeholders, organise, make and implement plans, solve issues that arise, analyse, and review a project – and a wide range of other tasks. In this unit, we will take the project management process as a five step process. We will deal with each step in turn throughout the five Elements of this Manual. The five stages to the management of any project are presented below:

The Project Management Process

1. Initiate

2. Plan

5. Close

3. Organise

4. Control

As you can see, project management is about much more than simply doing the right thing at the right time. You need to be able to manage the resources that you have and use them in such a way that you can complete the project in line with the goals that you initially set for the project. You may have heard the managerial principle of PLOC – planning, leading, organising, and controlling. This simple principle sums up exactly what a good project manager sets out to do.

PLOC P

Plan: Establish an overall plan for the implementation of your project.

Lead: Leading the project team towards your objectives and goals.

Organise: Organise your resources and initiate project activities.

Control: Tracking and monitoring the progress against the initial project plan.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Element 1: Define Project

Strong managerial skills are crucial to good project management because they allow you, as a project manager, to plan your project, lead your team, organise your resources, and successfully control everything that goes on.

Initiate the Project Now that we have examined a few of the important managerial skills that you must possess as a project manager, let’s move on and work through the project management process step-by-step. As the diagram previously demonstrates, our first step is to initiate the project. In order to initiate a project, you need to: • Identify the overall goal that the project is trying to achieve • List the objectives of the project, think of these as the steps you need to achieve in order to reach your overall goal • Identify those individuals who are involved in the project (these are known as your stakeholders) Stakeholders may include: ○ ○ Clients or customers (internal and external) ○ ○ Funding bodies ○ ○ Management, employees, and relevant key personnel (internal and external) with special responsibilities ○ ○ Project sponsor • Identify any constraints, assumptions, and risks you will be taking on board. Examine what work needs to be done prior to the project as well as what resources are needed and the milestones you must achieve. You can use a document known as the project scope document to help you organise each of these items and document them in a way that allows you to work on the project easily. As its name indicates, the project scope document outlines the extent of the project – what does it cover, what will you undertake, and what do you hope to achieve.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Element 1: Define Project

A scope document should be set out so that it covers each of the following: Project Scope Document

Scope Statement and Objectives

List of Constraints

Assumptions, Inclusions, and Exclusions

List of Tasks and Quality Standards

Estimates (Cost, Time, and Resources)

Statement of Contract.

The table below outlines exactly what each of these sections should contain: Project Scope Document

1. Scope Statement and Objectives

Details A statement of the project goal, objectives, and deliverables that you have set for the project. Basically, when writing a scope statement, think that anything that is not mentioned within the statement is not a part of the project and should not be dealt with.

2. List of Constraints

Here we are examining the factors that we feel will limit the project’s forward movement. They may cause the project to stop or perhaps for it to go awry. Think about deadlines, resource constraints (do we have the right equipment), do tasks have to be performed in a given order, or perhaps there is a set budget which cannot be exceeded. These are all examples of limiting constraints.

3. Assumptions,

As its name indicates, your assumptions are any factor in the project that you include in the project scope document to account for the possibility of uncertainty – they are concrete assumptions that you make in advance. For example, staff will require training to use the new machinery, or we can source our human resources needs from our internal personnel.

Inclusions, and Exclusions

The list of inclusions and exclusions at this point will clarify the project parameters for all readers.

BSBPMG522A Undertake Project Work Trainer Manual © Precision Group (Australia) Pty Ltd

Element 1: Define Project

Project Scope Document

4. List of Tasks and Quality Standards

5. Estimates (Cost, Time, and Resources)

6. Statement of Contract

Details This is relatively straight forward, you can think of a list of tasks as being just that. A list of the tasks that you need to deliver or achieve during the life of the project. They are all the activities that need to take place to bring the project to completion. This is also the time to specify the quality expected for each task to ensure those performing are clearly aware of the expectations of their work and to reassure management of the ultimate quality of the project. In this document, you will make an initial estimate of the cost, time, and resources required in order to meet your list of tasks and deliverables. This section will outline the names of all individuals involved in the project that are able to sign a contract and initiate a contract with the various contractors you may be required to work with.

The scope document should be used actively during the entire running of the project to ensure that the project is meeting its objectives and that the tasks being conducted are run according to the scope document. The scope document can also be used as a basis for a detailed task list to be compiled at a later date. There is project management software that can be used to produce scope documents as well as helping in the planning of projects in general. We have used Project KickStart 3.2 – however many other pieces of software such as MindManager and Microsoft Project can also be used in developing project documentation.

Element 1: Define Project

We have listed below all the phases (or general tasks) that are present in a sample project. This project involves a training department organising health and safety training for their organisation:

In this example, you can see each of the phases of the project listed. You should also identify the specific tasks that are present at each phase. As an example, you can see the specific tasks that have been identified for the ‘identify potential vendors’ stage below:

Here we have used Project KickStart to generate a simple scope / planning statement. This outlines the important information used during the initial stage of planning for any project. All project management software offers similar functionality.

Element 1: Define Project

Project: Planning a Training Program for Health and Safety Section • Needs Analysis • Identify Attendees • Identify Potential Vendors • Select Vendor • Complete Contract Requirements • Design and Development • Logistical Planning • Seminar Delivery • Follow-Up • Plan for Next Steps

Goals • Time: Project completed by 30 May 20XX • Money: The project budget is $4500 • Quality: The quality requirements are – experienced vendor, experienced facilitator, professionally designed course content, alignment with our strategic initiatives, and core competencies • Deliverable: Off-the-Shelf or Customised Training?

People • Training Director • Training Manager • Training Assistant

Obstacles • Lack of budget to support project • Ensuring the quality of the trainer • Trainer may not be available when we need them • If training time is reduced due to budget constraints – will we still meet our performance objectives? • Will there be enough interest to justify the expense?

Element 1: Define Project

Team Responsibilities A project manager needs to identify the limits of each project team member’s responsibility. You need to examine the overall responsibility of the project manager, individual team members within the project, how changes to the project will affect how the project is managed, and who is responsible for each task. It is important that every member of your team has a set of clearly defined responsibilities to ensure that they understand exactly what they must and must not do, and what every other team member is to do and not do. This is the scope of their responsibility. If you do not clearly state this, members of your team may either go off and make changes which they are not authorised to do or conversely, take less responsibility than needed for the success of the project.

“Plans are only good intentions unless they immediately degenerate into hard work.” Peter Drucker

Element 1: Define Project

Project Resources When you are beginning a new project, it is important that you identify the availability of your resources – what people, equipment, plant, money, and facilities will you need to actually achieve the goals of the project. If the resources you need are not going to be available at the time you need them, then it is time to take stock of the project and examine whether it is an appropriate time to undertake the work. This and all project information will come from a delegating authority. This could include: • Customer or client • Funding body • Manager or management representative • Project sponsor. The information for the development of your project plan will include: • Project finances or budget • Integration of project within organisation • Legislative and quality standards • Physical, human, and technical resources available or required for project • Procurement requirements associated with project • Reporting requirements • Risks associated with project, including WHS • Scope of project • Time lines.

Element 1: Define Project

Notes

Element 1: Define Project

Activity One Think of a project that you have recently undertaken. How well do you think you planned this project? Based on the information in this Element, what would you have done differently? ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... ......................................................................... .........................................................................

Trainer’s Notes for Activity One Encourage Learners to be analytical, not critical of their planning. This reflection is intended to allow each to seek continuous improvement in their performance, not be destructive.

Element 1: Define Project

Key Points Element 1 • As a project manager, managing a project is a five step process: Initiate, plan, organise, control, and close. • At the initial stages of your project you should develop a project scope document that outlines the scope of the project – that is what it will and will not involve. • The scope document should also outline your stakeholders, your reporting requirements, and the limits of your responsibility. • It is important that you determine how your project is linked to others around you – especially since some parts of the project may impact on delivery of other projects.

Element 1: Define Project

Element 1 – ‘True’ or ‘False’ Quiz True

False

A project manager does not need general management skills.

They must possess the same skills held by any good manager to be effective.

A project should begin by detailed planning.

You need to initiate the project first.

In order to initiate a project, you first must define its goals or objectives.

PLOC means planning, leading, organising, and controlling.

A scope document outlines how a project will proceed.

It outlines the extent of the project.

A deadline is an example of a constraint.

Project management software makes project management easier.

Each team member must have limits put on their responsibility.

People are the only resource needed to run a project.

Finances and physical resources are also needed.

Contracts are prepared during the organising phase.

Contracts should be prepared for inclusion in the scope document.