BSBPMG422 Simulation Pack

Simulation Pack

Review the content in this Simulation Pack to complete the Skills Assessment activities. This Simulation Pack includes information about:

• the Simulated Organisation,
• the two projects you have been assigned,
• the Simulated Organisations Policies and Procedures.

All information is relevant to completing the Skills Assessment. For Project 2, you should also review the BSBPMG422_Sk2of2_Appx_ProjectSchedule (docx.) to complete the Progress Report and Quality Evaluation Report (activities 4 and 5).

Overview and context

You are working as a Project Officer at Native Bush Spices Australia, based in 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 and Native fruit jams and conserves.

Currently the business is selling its products through several 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 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.

Project stakeholders for Project's 1 and 2

The company currently employs the following staff in its head office: CEO, Operations Manager, Marketing Manager, Customer Service Officer and two administration staff. Ten staff are employed in the factory making and distributing the products.

Project 1 Overview

It has been decided that a new website is needed as part of the marketing communications strategy. The new website is seen as a critical part of the company's expansion strategy.

As the new website is seen as a critical part of the company's expansion strategy, the Project Manager has stressed the importance of project quality and has tasked you to assist with managing quality within this project through assisting with determining quality requirements and then implementing quality processes.

The CEO has advised of a budget of $11,000 for this project. The budget is based on estimated costs.

A key aim is that customers are attracted to the website and find it easy to use.

Timing is also an issue, as the website should be ready by October to be ready for the Christmas season: assume that it is currently June.

Project 2 Overview

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 the company's communication. It has been allotted a budget separately from the website ($3,000). It is understood that the company that designs the website will also design the new logo too. The logo must be simple, colourful, and easy to recognise.

The company has established procedures for project management. These are documented in the Project Management Policy and Procedures.

You have been appointed as a Project Officer on these two projects to support the Project Manager (the Operations Manager has been assigned Project Manager position).

Project 1: Website Development Project Brief

Information for Activity 1 Quality Management Plan, Activity 3 Video and Activity 5 Quality Evaluation Report

Also locate and interpret the Policy and Procedures on page 17 of this document to develop the Quality Management Plan.

Quality objectives and standards briefing report

Introduction

The purpose of this briefing report is to provide recommendations to ensure project quality in relation to the development of a new website project.

Proposed quality objectives

1. Effective Project Delivery:

To facilitate the delivery of the project on time and within +/- 10% budget, with successful achievement of the Project Objectives as defined in the project charter.

1. Effective Project Management:

To ensure that the project management methodology is adhered to, and all key processes involved in project management are undertaken effectively for the project. Including output of deliverables that align with the developed Project Framework:

• Project Proposal
• Project Charter
• Stakeholder Register
• Communication Plan
• Risk Management
• Quality Management Plan
• Project Management Plan
• Post Implementation Review

2. Fit for Purpose Deliverables:

Deliverables are efficient, effective, and meet the requirements of all project team and stakeholder members.

1. Customer Satisfaction:

Major stakeholders are satisfied with the final project outcome.

Proposed quality standards

This Quality Management Plan includes the selection of applicable process and product quality standards for the Website Design project. The following standards have been selected as the most appropriate for this project.

• QS1: Project objectives are aligned to organisational objectives
• QS6: Clear communication of goals and status of project-to-project team members and external stakeholders as required.
• QS8: Sufficient resources and budget are allocated to the project.
• QS11: Project schedule is agreed to by the team as achievable.
• QS5: Processes are in place for management approval.
• QS17: User training needs have been considered and relevant training put in place
• QS23: Changes to scope or schedule are reviewed and approved by all involved.
• QS25: All development documentation is complete and accessible
• QS21: Design is user friendly
• QS19: Design meets accessibility standards (requirements complete and clear).

Information for Activity 4 Progress Report, Activity 5 Quality Evaluation Report

Also use BSBPMG422_Sk2of2_ProjectSchedule (xlsx.) to complete the meetings to date section of the Project 1 Progress Report.

Website Interim Progress Status Report

The following is a project status report as per the agreed communication processes.

1. Meetings

The project schedule was agreed by the project team at the outset.

The project commenced with a meeting with web site developer to discuss the brief for the web site. A further meeting was held to confirm the brief.However, no further meetings with the developer have occurred as per the schedule.

1. Project progress

The web site developer has done a first mock-up of the site. However, they have been unable to get formal feedback from the project team yet to move on.

There is a budget overrun already.

1. Recommended actions

Provide feedback as soon as possible in order that the web site project does not fall too far behind the schedule.

Recommend that training costs for web site be reviewed to stay within budget.

Recommend that project team given the ability to focus on this project instead of other work so web site project can be completed.

Information for Activity 4, Website Project Finances Report

Budgeted expenses Actual expenses to date

Website	$3,000	Website	$3,500
Shopping cart	$2,000	Shopping cart	$2,200
Google analytics plug-in and training	$1,500	Google analytics plug-in and training	$1,500
Website training	$4,000	Website training	Not commenced yet
Hosting (first year)	$500	Hosting (first year)	Not commenced yet
TOTAL	$11,000	TOTAL	$9,700

Information for Activity 4, Additional Correspondence:

From the Website developer:

Dear Project Manager and Project Officer

The website is progressing well. We have created the following pages:

• Home
• Products
• About Us
• News and Events
• Blog
• Contact Us.

The shopping cart has also been created.

Thank you for providing the written content and the logos.

We have taken into consideration web accessibility standards in creating the web site by including images and plain English language. However, the weekly meetings that were advised following the confirmation of the project meeting have been consistently cancelled by you and we haven't been able to get any feedback from you on the website as current laid out.

This is causing significant delays to the project; I estimate we are now behind by a couple of weeks. Please get in touch with us as soon as possible with feedback so that we can progress.

Please note that an invoice of $5,700 plus GST has been sent to you.This is the total amount for the project to date minus the $2000 deposit you paid. We indicated an estimate in our original quote and due to the time taken to make the web site accessible at your request, the final amount is at the highest end of the quote we provided i.e., $9,700.

Thanks

Website Developer

From the CEO:

Dear Website Project Team

I recently attended a marketing forum that included some content on effective websites, which focussed on the inclusion of videos on website. I found this to make the showcased website to be much more interesting and memorable. I would therefore like to incorporate this into our website development project. I have made some enquiries with the website developers how have assured me this is possible. This would involve an additional cost of $4,000, which I am giving permission to add to the existing budget.

Please note this in the Progress Report.

Regards,

CEO

Information for Activity 5, Final Website Status Report:

The following is a final project status report as per the agreed communication processes.

Overall outcome

The web site is now live.

There has been very positive feedback amongst all staff about the look and content of the web site. Feedback also referenced the accessibility and user friendliness of the web site.

The web site designers were very professional and easy to deal with.

The training occurred at a reduced budget but was still very successful in terms of addressing the training needs identified (how to make changes to the web site and blogging).

All documentation is available under the folder Project - Website as part of our Intranet.

Scheduling and communication

The project commenced with a meeting with web site developer to discuss the brief for the web site. A further meeting was held to confirm the brief.

Following this no meetings occurred until the web site developer communicated that this was delaying the work. Following this, meetings were held to schedule.

All other project communication, including status reports and internal meetings and communication occurred as agreed.

Project budget

There was a budget overrun. This is documented in the finances report below.

Final Website Project Finances Report

Budgeted expenses Actual expenses to date

Website	$3,000	Website	$3,500
Shopping cart	$2,000	Shopping cart	$2,200
Google analytics plug-in and training	$1,500	Google analytics plug-in and training	$2000
Website training	$4,000	Website training	$3,000
Hosting (first year)	$500	Hosting (first year)	Not commenced yet
		Videos	$4,000
TOTAL	$11,000	TOTAL	$15,200

Project 2: Logo Design Project Brief

Information for Activity 1 Quality Management Plan, Activity 3 Quality Evaluation Report

Also locate and interpret the Policy and Procedures on page 17 of this document to develop the Quality Management Plan.

Introduction

The purpose of this briefing report is to provide recommendations to ensure project quality in relation to the development of a new logo.

Proposed quality objectives

1. Effective Project Delivery:

To facilitate the delivery of the project on time and within +/- 10% budget, with successful achievement of the Project Objectives as defined in the project charter.

1. Effective Project Management:

To ensure that the project management methodology is adhered to, and all key processes involved in project management are undertaken effectively for the project. Including output of deliverables that align with the developed Project Framework:

• Project Proposal
• Project Charter
• Stakeholder Register
• Communication Plan
• Risk Management
• Quality Management Plan
• Project Management Plan
• Post Implementation Review

1. Fit for Purpose Deliverables:

Deliverables are efficient, effective, and meet the requirements of all project team and stakeholder members.

1. Customer Satisfaction:

Major stakeholders are satisfied with the final project outcome.

Proposed quality standards

This Quality Management Plan includes the selection of applicable process and product quality standards for the Website Design project. The following standards have been selected as the most appropriate for this project.

• QS1: Project objectives are aligned to organisational objectives
• QS6: Clear communication of goals and status of project-to-project team members and external stakeholders as required.
• QS8: Sufficient resources and budget are allocated to the project.
• QS11: Project schedule is agreed to by the team as achievable.
• QS 5: Processes are in place for management approval.
• QS18: Little or no change to baseline requirements
• QS15: Stakeholders are highly involved with significant input.
• QS7: Project manager has complete support of the project team and management
• QS4: Project has active sponsorship
• QS25: All development documentation is complete and easily accessible

Information for Activity 1 Quality Management Plan:

Include the role you and the Project Manager have regarding this information under the Quality roles and responsibilities section of the Quality Management Plan.

The Project Manager has emphasised that as Project Officer, you are to adhere to any legislative requirements related to quality management.

According to the Australian Competition & Consumer Commission (ACCC), the website should not:

• Have any false or misleading statements
• Use false testimonials
• Impersonate another business
• Advertise something for free when the fine print requires some type of payment
• Offer good at a special price but not having a reasonable quantity available.

Find more information on the ACCC's website byclicking this link.

Long URL:https://www.accc.gov.au/publications/advertising-selling/advertising-and-selling-guide/avoid-misleading-or-deceptive-claims-or-conduct/misleading-or-deceptive-conduct

Logos are generally protected by copyright. Unauthorised use of a logo may infringe copyright and infringe on other laws such as trademark rights and consumer protection laws.

Information for Activity 2 Progress Report, Activity 3 Quality Evaluation Report, Project Management Plan Summary:

Logo Interim Progress Status Report

The following is a project status report as per the agreed communication processes.

1. Meetings

The project schedule was agreed by the project team at the beginning.

The project commenced with a meeting with designer to discuss the brief for the logo. A further meeting was held to confirm the brief.However, no further meetings with the designer have occurred as per the schedule.

1. Project progress

The designer has done a first logo prototype. Designer is still waiting for feedback.

The CEO has requested that the Logo be completed well before the website launch as new packaging must be ordered. This will impact the Project Schedule and budget.

Project team is focussed on the website and not attending weekly Logo design team meetings.

1. Recommended actions

Provide feedback as soon as possible in order that the logo does not fall too far behind the schedule and impact the launch of the website.

Project manager to discuss CEO's request with him as this is a baseline change with significant project impact. Suggest that the change is not made.

Recommend that project team is given an incentive (e.g., special morning tea) to attend logo design meetings.

Logo Project Finances Report

Budgeted expenses Actual expenses to date

Prototype design	$1,500	Prototype design	$1,500
Final logo	$1,500	Final logo	Not yet completed
TOTAL	$3,000	TOTAL to date	$1,500

Correspondence for Activity 2 Progress Report:

You received the following text message from the designer:

Good morning. I tried to call but couldn't get through. Please check your email for the invoice - I'm still waiting for feedback on the prototype but need the payment today. We're very busy and I don't know whether we can develop the final logo in a shorter time frame - does your CEO still want this to happen? Thanks. Designer.

You also received the following message (via the team's instant messaging software) from the Project Manager regarding the Logo:

Have you had a chance to look at the prototype yet? It is great - maybe too colourful?

Information for Activity 2 Progress Report from your CEO:

Dear Logo Project Team

Thanks for the great morning team last week - it was a productive team meeting and I'm very happy with the Logo prototype.

We discussed that it is perhaps too colourful, but I think we need the colour. Most of our competitors have opted for simple earthy colours and this will distinguish our brand.

I would like however, to include our company name beneath the logo image. The designer has suggested this will add $500 to the final cost.

Please note this in the Progress Report.

Regards,

CEO

Information for Activity 3, Final Progress Status Report:

The following is a final project status report as per the agreed communication processes.

Overall outcome

The logo was developed two weeks before the website was launched. This provided enough time for the packaging labels to be ordered and received.

There has been very positive feedback amongst all staff about the look of the logo, but customers are still getting used to it and are not yet able to identify it. Feedback has suggested that its helpful to have the company name below the logo.

The designer was very professional and easy to deal with.

The training for staff to use and include the logo occurred and all staff are able to recognise and replace the old logo.

All documentation is available under the folder Project - Logo as part of our Intranet.

Scheduling and communication

The project commenced with a meeting with designer to discuss the brief for the logo. A further meeting was held to confirm the brief.

Team members were initially not attending meetings as required. This was rectified by introducing an incentive (providing morning tea).

All other project communication, including status reports occurred as agreed. This included a change request to vary the budge and add a design requirement.

Final Project Budget

Budgeted expenses Actual expenses to date

Prototype design	$1,500	Prototype design	$1,500
Final logo	$1,500	Final logo	$2,000
TOTAL	$3,000	TOTAL to date	$3,500

Native Bush Spice Project Management Policy and Procedures

This Policy and Procedures document is relevant to complete Projects 1 and 2. Review the activities it is relevant to.

This section is relevant to the following activities for Project 1:

• Activity 1: Quality Management Plan
• Activity 2: Email plan to Project Manager to confirm record keeping
• Activity 3: Video
• Activity 5: Quality Evaluation Plan
• Activity 6: Screenshot Project Folder.

This section is relevant to the following activities for Project 2:

• Activity 1: Quality Management Plan
• Activity 3: Quality Evaluation Plan
• Activity 4: Screenshot Project Folder.

1. Purpose

Native Bush Spice Australia adopts a standard approach to project management to ensure the consistent use of project management procedures and templates.

These policies and procedures are 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 maximized.

This policy and procedure apply to all projects.

1. Types of project

Generally, there are three types of project: small project, medium project and large project which is determined through project cost.

In each of the cases the following staff are to be involved:

Small Project (under $10,000)

• Project Manager
• Project team member (generally the Project Officer)
• Senior management team to approve project management scope plan and kept informed of progress.

Medium Project ($10,000 - $50,000)

• Project Manager
• Project team member (generally the Project Officer)
• Senior Manager to be regularly updated on progress
• Senior management team to approve project management scope plan and kept informed of progress.

Large Project ($50,000 plus)

• Project Manager (Senior Manager)
• Project team member (Senior Manager)
• Project Steering Group

Project staff will vary depending on the type of project.

1. 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 or team 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.

At this stage, the staff member or team must complete the project authorisation template to gain authorisation for the detailed project scope management planning.

Stage two

Stage two of the project management includes defining and documenting the project scope in the project scope management plan.

Key tasks involved in this phase include:

• Identifying project benefits, outcomes and outputs.
• Making an initial assessment of project size and required staff.
• Completing a project scoping using the Native Bush Spices Australia project scope template.

The project scope management plan must be completed within 2 weeks of the project authorisation being given approval.

The project scope management plan must be reviewed by the senior management team prior to final approval. Where any issues are identified from the project management plan scoping, it is possible that the project may not proceed.

Stage three

The purpose of this phase is to determine how the project will be executed. This means developing a project management plan based on the project scope. The Australian Native Bush Spice project management template 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 four

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 five

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 project's success 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 included in project evaluation report should include a recommendation to close project.

1. Project Quality

Project quality is of the utmost importance. A Project Quality Management Plan is to be developed for all projects and then included in the Project Management Plan.

The following objectives must be incorporated into all projects and customised according to the specific project:

• Effective Project Delivery: To facilitate the delivery of the project on time and within +/- 10% budget to be varied according to project requirements and with successful achievement of the Project Objectives as defined in the project charter.
• Effective Project Management: To ensure that the project management methodology is adhered to, and all key processes involved in project management are undertaken effectively for the project.
• Fit for Purpose Deliverables: Project deliverables are efficient, effective and meet the requirements of all project team and stakeholder members.
• Customer Satisfaction: Major stakeholders are satisfied with the final project outcome.

Relevant project quality standards must be selected from Appendix A.

1. Project Communication

It is expected that the project team meet at least weekly depending on the size of the project. A brief email summarising the outcomes of the meeting must be sent to senior management.

Project Progress Reports must also be sent to senior management regarding project progress.

All project issues arising must be documented in the project issues register and reported on in a Project Quality Management Evaluation Report.

1. Project record keeping

A project folder is to be established for each project.

The overall folder should be the name of the project e.g., Human Resources Information System Project and sub-folders should be created including folders for the business case, project management plan, project reports, minutes and any other relevant folders e.g., briefs to contractors, quality management.

All documents should include the author's name, date and title of document.

Appendix A: Project standards

Number	Quality Standard Description	Quality Standard Explanation
QS1	Project fit to the Company	Project Objectives are aligned to Organisational Objectives
QS2	Definition of the project	Project is well defined with a scope that is manageable by the Company
QS3	Project objectives	Verifiable project objectives with reasonable requirements
QS4	Leadership	Project has active sponsorship
QS5	Project Management approach	Product and process planning, and controls are in place
QS6	Project Management communication	Clear communication of goals and status of the project, to team members and other relevant stakeholders
QS7	Project Management support	Project Manager has complete support of project team and management
QS8	Budget and resource allocations	Sufficient budget and resources are allocated to the project
QS9	Budget constraints	Funds allocated to the project are not constrained
QS10	Delivery commitment	Stable commitment dates
QS11	Development schedule	Project schedule is agreed to by team as achievable
QS12	Team availability	Team members are dedicated to the project, or readily available when required
QS13	Organisation roles and responsibilities	Organisation members understand their own roles and responsibilities and of others
QS14	Policies and standards	Development policies and procedures are defined and carefully followed
QS15	Stakeholder involvement	Stakeholders are highly involved in the project and provide significant input
QS16	User Acceptance	Relevant processes are in place for user approval
QS17	User Training Needs	Users training needs have been considered and relevant training plan has been put in place
QS18	Requirement's stability	Little or no change to baseline requirements
QS19	Requirements complete and clear	Requirements are completely specified and clearly written
QS20	Testability	Requirements are able to be tested and plans are underway
QS21	Design difficulty	Well defined interfaces and design is well understood
QS22	System Dependencies	Clearly defined dependencies of the system, processes, hardware etc.
QS23	Change Control Process	Changes to committed scope or schedule are reviewed and approved by all involved, formal change control process is followed
QS24	Quality Assurance Approach	Quality Assurance process is accepted and followed
QS25	Development Documentation	All development documentation is complete and easily accessible
QS26	Development Process	An established development process is in place, is effective and is followed by all team members
QS27	Defect Identification	Defects are detected early through frequent peer reviews
QS28	Defect Tracking	Defect tracking process is defined, consistent and followed
QS29	Lessons Learned	Lessons learned are reviewed at project milestones or phase ends, improvements are made and incorporated into future projects
QS30	Hardware platform	Stable, no significant changes expected, capacity is sufficient
QS31	Tools availability	Project Tools are in place, documented and validated
QS32	Vendor Support	Complete support at a reasonable price and in the necessary timeframe
QS33	Technology experience	Project team have adequate technology experience
QS34	Technology expertise availability	Technology support and experts are readily available
QS35	Data Migration requirements	Much data to migrate, but good descriptions available of structure and usage
QS36	External Hardware or Software interfaces	Some interfaces required
QS37	Design Complexity	Design is structurally and administratively maintainable
QS38	Support Team	Support Team is in place, sufficiently experienced and sufficient in number