BSB41515 Certificate IV in Project Management Practice. The Project Life Cycle. V1.0 Produced 29 March 2016

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1 BSB41515 Certificate IV in Project Management Practice The Project Life Cycle V1.0 Produced 29 March 2016 Copyright 2016 Compliant Learning Resources. All rights reserved. No part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system other than pursuant to the terms of the Copyright Act 1968 (Commonwealth), without the prior written permission of Compliant Learning Resources Assessor Guide 1

2 TABLE OF CONTENTS This is an interactive table of contents. If you are viewing this document in Acrobat, clicking on a heading will transfer you to that page. If you have this document open in Word, you will need to hold down the Control key while clicking for this to work. INTRODUCTION... 4 WHAT IS COMPETENCY BASED ASSESSMENT... 4 THE BASIC PRINCIPLES OF ASSESSING NATIONALLY RECOGNISED TRAINING... 5 THE DIMENSIONS OF COMPETENCY... 6 REASONABLE ADJUSTMENT... 7 THE UNIT OF COMPETENCY... 9 ASSESSMENT REQUIREMENTS...10 ASSESSMENT METHODS RESOURCES REQUIRED FOR ASSESSMENT INSTRUCTIONS TO ASSESSOR INSTRUCTIONS TO STUDENT ASSESSMENT WORKBOOK COVER SHEET WRITTEN QUESTIONS PRACTICAL ASSESSMENT CASE STUDY ASSESSOR CHECKLIST FEEDBACK Compliant Learning Resources Page 3

3 INTRODUCTION Assessment is a difficult process we understand this and have developed a range of assessment kits, such as this, to facilitate a painless process for both the assessor and the learner being assessed. There are a number of characteristics of assessment, ranging from subjective assessment (which is based on opinions and feelings), to objective assessment (which is based clearly on defined processes and specific standards). Nearly all assessment involves a mixture of both types of assessment because it is almost impossible to eradicate the subjectivity humans carry into the process of assessing. The goal in developing and implementing these assessment kits is to work towards the objective end as far as possible and to reduce the degree of opinions and feelings present. WHAT IS COMPETENCY BASED ASSESSMENT The features of a competency based assessment system are: It is focused on what learners can do and whether it meets the criteria specified by industry as competency standards. Assessment should mirror the environment the learner will encounter in the workplace. Assessment criteria should be clearly stated to the learner at the beginning of the learning process. Assessment should be holistic. That is it aims to assess as many elements and/or units of competency as is feasible at one time. In competency assessment a learner receives one of only two outcomes competent or not yet competent. The basis of assessment is in applying knowledge for some purpose. In a competency system, knowledge for the sake of knowledge is seen to be ineffectual unless it assists a person to perform a task to the level required in the workplace. The emphasis in assessment is on assessable outcomes that are clearly stated for the trainer and learner. Assessable outcomes are tied to the relevant industry competency standards where these exist. Where such competencies do not exist, the outcomes are based upon those identified in a training needs analysis. Assessor Guide 1 Version No. 1.0 Produced 29March 2016 Page 4 Compliant Learning Resources

4 Definition of competency Assessment in this context can be defined as: The fair, valid, reliable, and flexible gathering and recording of evidence to support judgement on whether competence has been achieved. Skills and knowledge (developed either in a structured learning situation, at work, or in some other context) are assessed against national standards of competence required by industry, rather than compared with the skills and knowledge of other learners. THE BASIC PRINCIPLES OF ASSESSING NATIONALLY RECOGNISED TRAINING Developing and conducing assessment, in an Australian vocational education and training context, is founded on a number of basic conventions: The principles of assessment Assessment must be valid Assessment must include the full range of skills and knowledge needed to demonstrate competency. Assessment must include the combination of knowledge and skills with their practical application. Assessment, where possible, must include judgements based on evidence drawn from a number of occasions and across a number of contexts. Assessment must be reliable Assessment must be reliable and must be regularly reviewed to ensure that assessors are making decisions in a consistent manner. Assessors must be trained in national competency standards for assessors to ensure reliability. Assessment must be flexible Assessment, where possible, must cover both the on and off-the-job components of training within a course. Assessment must provide for the recognition of knowledge, skills and attitudes regardless of how they have been acquired. Assessment must be made accessible to learners though a variety of delivery modes, so they can proceed through modularised training packages to gain competencies. Compliant Learning Resources Page 5

5 WRITTEN QUESTIONS 1. Project governance models vary from organisation to organisation. Identify among the following the aspects you must consider in a project to determine the type of project governance model you need to establish. Select all that apply. Mapping: BSBPMG417 KE1 a) Project success and deliverable acceptance criteria b) Established project budget c) Relationship among the project team, organisational groups, and external stakeholders d) Project decision-making processes e) Relationship between the project manager and the project sponsor f) Guidelines for aligning project governance and organisational strategy g) Approval of the project organisation structure that identifies project roles h) Process to identify, escalate, and resolve issues that arise during the project Compliant Learning Resources Page 15

6 2. Consider the project life cycle. Match each stage of the project life cycle to their descriptions below. Write the letter on the space provided. a. Planning d. Monitoring b. Closing e. Implementation c. Scoping Also called initiation, conceptualisation, or feasibility, this stage covers starting c the project and working it out at a high level. Also called schedule or preparation, this stage covers working out the details of the a project to determine the overall timeframes, costs, scope, and quality requirements along with the resourcing of the project. Also called executing, production, control, or development, this stage covers e putting the project plan into action by executing the project tasks and producing the project deliverables. Also called evaluation or auditing, this stage covers evaluating and controlling the d project. Also called completion, finalisation, termination, or handover, this stage covers b winding down the project by handing over the deliverables, releasing staff and completing reviews and archiving activities. 3. Which stage of the project life cycle is normally divided into phases? a) Planning b) Implementation c) Monitoring d) Closing Mapping: BSBPMG417 KE3(p) Mapping: BSBPMG417 KE3(p) Assessor Guide 1 Version No. 1.0 Produced 29March 2016 Page 16 Compliant Learning Resources

7 4. Match the following project planning documents to their descriptions below. Write the letter on the space provided. a. Risk register b. Issues register c. Work log Mapping: BSBPMG417 KE4, KE7 d a c b f c d. Task analysis e. Gantt chart f. Change log Shows the amount done in certain periods of time. It comes in the form of a bar graph. Helps to track potential problems and difficulties that arise during the project implementation phase. It comes in table form. Describes the activities in the project, breaking them down into tasks specifying each tasks duration, frequency, resource allocation, etc. May be in the form of a diagram or flow chart. Documents information on issues raised in a project, so that they may be addressed. It documents actions taken to correct these issues. It comes in table form. Records the requests for change within a project. It tracks when the change was requested, the status of the request, and if the change was approved or implemented. It typically comes in table form. Tracks the work done by relevant parties in a project. It typically records the hours of work each party contributes to the project for a given time increment (daily, weekly, etc). Compliant Learning Resources Page 17

8 5. Describe the project initiation documentation (PID) used in a typical organisation. Select all the descriptions that apply. Mapping: BSBPMG417 KE6 a) The PID provides information about the project at a high level. b) The PID does not provide the depth of information you would find in a project plan. c) The PID provides more specific information than a project plan. d) The PID clearly defines for relevant stakeholders what the project is about. e) The PID must always be accompanied by a Project Charter. f) The PID is, for some organisations, the same as the Project Charter. g) The PID provides an assessment of all the relevant stakeholders of the project. h) The PID must state the dates when the project is set to start and end. i) The PID must include a Gantt chart of the projected project timeframe. j) The PID must include a weekly work schedule for each of the relevant stakeholders. Assessor Guide 1 Version No. 1.0 Produced 29March 2016 Page 18 Compliant Learning Resources

9 6. Upon completion of a project, you are required to hand over the project deliverables as well as project closure documentation. Match the following project closure documentation to their descriptions below. Write the letter on the space provided. Mapping: BSBPMG417 KE2 c d b a a. Final report b. Project archive checklist c. Final project audit d. Feedback form Assesses how effective the management of the project was by defining a criteria for success. This also helps to ensure the compliance of relevant stakeholders to the policies and procedures set out by the organisation. Requests for input from clients in order to improve services in the future. This is a subjective evaluation of the services rendered and level of work performance during a project. Helps in making sure all project documents are stored or on hand at the close of a project. This is important for closing the project, providing information about the project upon request, and for reference for future projects. It summarises the outcome of a project, reviewing issues that arose throughout implementations, and lessons learned. It evaluates the performance of stakeholders for improvements in future projects. Compliant Learning Resources Page 19

10 PRACTICAL ASSESSMENT Instructions to Assessor This is a compulsory assessment to be completed by all students. This assessment tests the student s ability to solve problems they are expected to encounter in the workplace as a project manager, but are not likely to encounter specifically in the relatively short timeframes of the projects they are submitting for their practical assessment even if they are basing it on their own workplace. This assessment supports the industry requirement of inheriting a project that has issues. In real life project team members are more likely to enter a project whilst it is in progress and contains some baggage than they are to enter a project at the start. This assessment demonstrates the student s problem solving abilities in such a situation. As strong written literacy skills are listed in the required skills of every unit of competency in this qualification, the student is expected to complete this assessment as a written assessment, so there is no need for the option to complete it as a verbal assessment. This assessment applies to the following unit: BSBPMG417 Apply project life cycle management processes A case study is provided for this assessment. The case study will be based on a fictitious company and scenario. It will include a number of questions and all supporting documentation containing the information to answer the questions will be supplied. Instructions to Student The case study provided feature hypothetical situations which will not require you to have access to the workplace, although your past and present workplace experiences may help with the responses you provide. You will be expected to encounter similar situations to these in the future as you work in a project team environment. In the real world, you are likely to encounter the situation where you take over a project from another project administrator. The documentation that is handed over to you is not necessarily up to scratch, and there could be serious issues with the project. This assessment captures that real life scenario. Assessor Guide 1 Version No. 1.0 Produced 29March 2016 Page 20 Compliant Learning Resources

11 CASE STUDY This case study will guide you to apply project life cycle management processes. To ensure successful completion of this task, it has been divided into smaller tasks: 1. Assist in establishing the project 2. Support project planning and design processes 3. Assist with project control and execution 4. Assist with project finalisation You will be provided with templates and supplementary guide questions throughout this assessment to document evidence of your completion of the relevant unit requirements addressed in this task. The case study will provide you with all the information you will require to complete the tasks that follow. Review the case study carefully and complete the tasks according to the scenario provided. This workbook will guide you through the necessary steps to successfully complete your task. Simulated Scenario Lotus Compassionate Care is a large not-for-profit aged care and disability care facility at Cascade Peak. You can read more about the organisation by clicking on their logo below: (username: password: ) Lotus Compassionate Care has hired you to scope a proposed project to remove all the grass from its grounds and replace it with new turf and have trees planted inside the perimeter fence. There will also be garden beds established around the building. The new landscaping will include an underground irrigation system. The existing grounds have been poorly maintained following a long drought. The few small trees that have been planted on the grounds have died and the grass is in poor condition, making the centre appear neglected. There is currently no landscaping around the buildings. Compliant Learning Resources Page 21

12 Task 1 Assist in Establishing the Project Step 1 Discuss the potential impacts of the proposed project on Lotus Compassionate Care and on its residents. Answer in words. Guidance: How would the activities involved in the landscaping process negatively affect the residents of the facility? Mapping: BSBPMG417 PC1.2(k) The candidate must, in words, discuss the potential impacts of the proposed project on Lotus Compassionate Care and on its residents. Answers may vary, but they must be in line with the following idea: Elderly and disabled clients are likely to be distracted by the noise and activity of the landscaping. Access to different parts of the building could be restricted. Equipment can pose dangers to individuals in the premises. Step 2 Discuss the plan you would put in place to ensure the impacts mentioned in Step 1 are kept to a minimum. Answer in 150 words or less. Guidance: Include in your discussion the policies and/or procedures as to why these steps must be taken. Lotus Compassionate Care Policies and Procedures (username: password: ) Mapping: BSBPMG417 PC1.2(p), KE5(p) The candidate must, in 150 words or less, discuss the plan they would put in place to ensure the impacts mentioned in Task 1 are kept to a minimum. Answers may vary, but they must be in line with the following idea: Ensuring access to the building at all times. Erecting safety barriers and minimising work near buildings. Ensuring only one area is being worked at any given time to minimise distractions. Ensure all equipment is away from heavy foot traffic. Lotus Compassionate Care believes in person-centered planning, which places importance of the people within the premises. In line with this Lotus Compassionate Care is committed to ensuring a safe environment for clients, guests, and staff. Given this, it is important that during the project, steps must be taken to ensure the comfort and safety of everyone. Assessor Guide 1 Version No. 1.0 Produced 29March 2016 Page 22 Compliant Learning Resources

13 Step 3 Sonya Oakley is the director of Lotus Compassionate Care and the sponsor of the landscaping project you are undertaking. The project is estimated to cost $100,000 to be paid in three scheduled instalments: 1. 50% to be paid to start the project 2. 20% to be paid upon 50% completion of the project 3. 30% to be paid upon project completion according to the project specifications Sonya aims to have the project started the soonest possible and hopes to have the new grounds formally opened to Lotus s residents within the 1 st week of August. Assume the date today is 1 June 20xx (current year). Sonya (sonya.o@lotuscompassionatecare.com) to confirm the requirements of the project, so you can send a proposal to Awesome Landscapes. Your should include the following information: Project objectives, outcomes and benefits. Guidance: Refer to the introduction (Simulated Scenario) of this case study for what the final outcome should be. Ensure the project objectives, outcomes, and benefits listed in your are in accordance with the organisation s strategies and goals. Milestones Guidance: Use bullet points to breakdown the project objectives into SMART project deliverables. To complete this, you will have to review the typical process followed in landscaping projects. Timeframe It is a critical skill for project managers to make themselves familiar with the process to ensure that all aspects of the project are tracked accordingly. Guidance: Use the project milestones to define payment of schedule according to agreed instalment arrangement. Research on how long similar projects would typically take, and negotiate with Sonya how long the project would take given the outcome she hopes to achieve. Write the in the next page. There is no need to send an actual to the specified address. Mapping: BSBPMG417 PC1.1, PC1.2, PC1.3, PC2.1(p), PE1(p) Compliant Learning Resources Page 23

14 Step 5 It is now 22 July 20xx. You receive the following from the site supervisor: Gorgeous Grasses contacted me, stating our order of Hybrid Bermuda will be two (2) weeks delayed, due to a problem with their supplier. They are offering Kentucky Bluegrass. The Hybrid Bermuda was supposed to be for the large open area, as it is not suitable for the shaded areas. Update the Project Log. Then, write an to Sonya, updating her about the activities of the project so far (between 11 July and 22 July 20xx). Update her also about your plan of action concerning your site supervisor s , and explain why you have chosen this course. Mention one (1) other alternative you have considered, and explain why that alternative is less desirable. Guidance: You may need to do some research about different types of grasses in order to come up with a solution to this problem. Explain the impact of the chosen course of action on the project outcome and/or timeline. Write the on the next page. There is no need to send an actual to the specified address. Mapping: BSBPMG417 PC3.1(p), PC3.2(p), PC3.3, PC3.4(p), PE2(p), PE3 Assessor Guide 1 Version No. 1.0 Produced 29March 2016 Page 34 Compliant Learning Resources

15 To: Sonya Oakley Subject: Project Update (or other appropriate subject) Message: The candidate must write an to Sonya Oakley, updating her of the status of the landscaping project so far. The must include the following: A general overview of the project so far (between 15 July and 22 July 20xx) The overview must be consistent with the activities the candidate logged in the Project Log until 20 July 20xx. Mention the problem reported by the site manager Mention the course of action to address the problem The Kentucky bluegrass is not an acceptable alternative, as the bluegrass is not suitable for areas with full sun exposure. Mention an alternative solution Explain why this solution is less desirable The candidate s answer may vary, but must be in line with the above sample answers. Compliant Learning Resources Page 35

16 ASSESSOR CHECKLIST When you have completed this assessing the assessment workbook, review the candidate s assessment against the checklist below: The candidate has completed all the assessments in the workbook: Written Questions Practical Assessment The candidate has completed submission of all required supporting evidence: Answered all written questions Performed all tasks in the practical assessment Submitted all required documents with this answered workbook IMPORTANT REMINDER Candidates must achieve a satisfactory result to ALL assessment tasks to be awarded COMPETENT for the units relevant to this cluster. To award the candidate competent in the units relevant to this subject, the candidate must successfully complete all the requirements listed above according to the prescribed benchmarks. Compliant Learning Resources Page 37

17 FEEDBACK Well done for finishing this workbook. We hope that what you learn with us will open up new path ways of success in your life. At Compliant Learning Resources, we continually strive to improve our courses and heighten the learning experience for you. One way we do this is by seeking feedback. Your experience is important to us and we are very keen to hear any suggestions or complaints you may have. Click on the button below to let us know what you think of us and our course. CLICK HERE End of Document Assessor Guide 1 Version No. 1.0 Produced 29March 2016 Page 38 Compliant Learning Resources