A .l 9 NSW GOVERNMENT TAFE: Part 1: Develop a Project Scope and Management Plan Using the information that you have prepared in the project activities in the workbook, prepare a brief project management plan. This plan should be in report format. Create an MS Word document with the following headings: 1.1. Scope Statement 1.1.1. Define project objective Outline the mission, goals, objectives and the operational context of the business, and relationship to other projects. 1.1.2. Define inclusions/exclusions Describe the tasks, items and actions involved in and outside of the project scope. 1.2. Project Governance 1.2.1. Relevant legislation and organisational policies/procedures List of relevant legislation and organisational policies / procedures that the project must adhere to including WHS considerations 1.3. Project team Provide a list of the project team and their responsibilities 1.3.1. Team members and responsibilities 1.4. Stakeholders and reporting 1.4.1. Stakeholders Outline the project stakeholders and their responsibilities and reporting requirements 1.4.2. Reporting requirement Define the project's reporting requirements 1.5. Resources List the resources required for the project (current and required) as well as their availability and access 1.5.1. Current 1.5.2. Required 1.5.3. Availability and access Document title: BSBPMG430_AE_Pro2of2 Page 7 of 26 Resource ID: BSBPMG430_AE_Pro2of2 | TAFE: 1.6. Risk Analysis 1.6.1. Risk identification List the major risks identified from the business case, as well as consequences of the risk occurring. 1.6.2. Risk assessment and management Use a risk assessment matrix to establish severity and likelihood. Document risk treatment/control measures. Include at least one WHS risk. Use the table below and add more rows if required. Table 2 Likelihood @ Severity Treatment/control methods Document title: BSBPMG430_AE_Pro2of2 Page 8 of 26 Resource ID: BSBPMG430_AE_Pro2of2 | TAFE: 1.7. Work Breakdown Schedule Complete the table below to communicate to project team members their responsibilities and project requirements. List the Project area, Actions required, scheduled start, scheduled finish and who has been assigned responsibility. Use the table below and add more rows if required. Table 3 Project area Actions required Responsibility N T L RS 14 Scheduled finish Document title: BSBPMG430_AE_Pro2of2 Page 9 of 26 Resource ID: BSBPMG430_AE_Pro20f2 NSW GOVERNMENT TAFE 1.8. Budget Develop a budget for the project 1.9. Project Management and Record Keeping tools List the project management tools used, including record keeping tools Once complete, save this file as: Project_Management_Plan _ YourName Submit Part 1 Submit the file: Project_Management_Plan _ YourName Document title: BSBPMG430_AE_Pro2of2 Page 10 of 26 Resource ID: BSBPMG430_AE_Pro2of2Business Scenario Native Bush Spices Use the information provided in the following Business Scenario Native Bush Spices as the basis for the Project Assessment, unless advised otherwise by your teacher/assessor. Native Bush Spices Australia is based in Coffs Harbour, NSW. The business was established in 2010 to cater for a demand for Australian native food products. The company has organic certification. The company manufactures and retails a range of organic, Australian native foods including: Native herbs and spices * Native herbal teas Native fruit jams and conserves. Currently the business is selling its products through a number of small supermarkets and health stores throughout Australia. The company also has a very basic website that includes four pages: home, about us, products and contact details. The company's mission is to provide organically certified products at a reasonable cost to more households across Australia. Their major goal or vision is to get more Australians to go organic. The company's overall business objectives for the next three years are to increase sales and create brand awareness, develop a broader product range, as well as expand into overseas markets, most likely Hong Kong, Japan and Singapore. The company's target customers are those that enjoy gourmet foods. The age range of Australian consumers buying products is between 35 and 65. Most consumers are health conscious, care about protecting the environment and have an average annual income of $80,000. The company currently employs the following staff in its head office: CEO, Operations Manager, Marketing Coordinator, Customer Service Officer and two administration staff. Ten staff are employed in the factory making and distributing the products. As the Marketing Coordinator, you have been asked by the Operations Manager to coordinate a project to develop a new website. The Operations Manager is ultimately responsible for the management of the project but has assigned significant responsibility to you. The new website is seen as a critical part of the company's expansion strategy, and the Operations Manager has advised that you will need to develop a project scoping for the website to present to senior management, as well a project management plan. You will have access to any physical resources required at the head office to ensure the smooth running of this project. The Operations Manager has also advised you that the new website is classified as a Medium Project. The project team is to commence immediately and consists of yourself, the Customer Service Officer who has been assigned to assist you with this project, and the Operations Manager. The Operations Manager has advised that the website is to include a shopping cart, so customers can order products directly through the website. He would also like customers to be able to access recipes and general information about the health benefits of bush spices. The company has long wanted to commission a new logo, and it has been decided to do this now, in conjunction with the new website. The Native Bush Spices marketing team will then use the logo across all of the company's communication. It has been allotted a budget separately from the website, but it is understood that the company that designs the website will also design the new logo too. The Operations Manager has identified several website developers on their approved suppliers list that are available for immediate start. All communications including, but not limited to, project initiation, status updates and issues are to be conducted via virtual meetings with associated documentation emailed to the project team. The company has established procedures for project management. These are documented in the Project Management Policy and Procedures. Native Bush Spices - Project management policy and procedure 1. Purpose Native Bush Spices Australia adopts a standard approach to project management to ensure the consistent use of project management procedures and templates. This policy and procedure is designed to specify the requirements for managing projects to ensure that project scope is articulated, stakeholders are involved, risks are managed and project benefits are maximised. This policy and procedure applies to all projects. 2. Types of project Generally, there are three types of project: small project, medium project and large project. In each of the above cases the following staff are to be involved. Small Project: Medium Project: Large Project: * Project Manager e Project Manager e Project Manager Project team member * Project team member * Project team member e Senior Manager e Senior Manager e Project Steering Group Project staff will vary depending on the type of project. 3. Project Phases All projects should progress through the following project phases. Stage one Stage one of the project management process is triggered when a staff member identifies the need to solve a problem, improve a process or implement a new service. It defines what the project will attempt to achieve based on appropriate business justification. Key tasks involved in this phase include: Making an initial assessment of project size and required staff. e Completing a project scoping and management plan. This means developing a project management plan based on the project scope. The Australian Native Bush Spice project management template included in the project portfolio documentation suite should be use. Essentially the preparation of a detailed model of the work required to achieve the project objectives is required and confirmation of the budget and project arrangements suggested in the Business Case. Risks are also defined and documented in a risk management plan. A detailed schedule is also prepared. Stage two The purpose of this phase is to communicate and consult with relevant stakeholders. Stage three The purpose of this phase is to implement the project. Regular reports of the progress of the project should be provided to relevant staff, as well as regular meetings as outlined in the project management plan. Stage four This is the final phase of the project and is the formal closure of the delivery component of the project. It has two main outcomes: The handover of project outputs to the operational areas responsible for ongoing support and maintenance (if applicable to the project); and The evaluation of the success of the project. The evaluation of the success of the project is important part of the project. The actual project outcomes and cost must be compared with the planned outcomes and determine whether what was achieved by the project was worth the amount invested. Project recommendations to be included in project evaluation report should include a recommendation to close project. All project issues arising must be documented in the project issues register. 4. Project Communication It is expected that the project team meet at least weekly depending on the size of the project. A report must also be sent to senior management regarding project progress every four weeks. 5. Project record keeping An online project folder is to be established for each project. At the beginning of each project, the project manager can decide on the best way to manage all of the project documentation and reporting as long as the policy above is followed in relation to timeframes and requirements. Methods of communication for the project and any online systems, software or project management tools to be used must be outlined at the beginning of the project in the project scoping document and adhered to throughout the lifecycle of the project