| Student Name: Student ID: 32514/02 – Knowledge Test – Short Answer Questions | E1141 CHC52015 Diploma of Community Services Module 8: Projects and Budgets This is assessment 2 of 2. |
| 1. Background/Overview As a community services team leader or manager, you need to know how to manage projects effectively and understand all aspects of a project, including its finances. Project management often involves engagement with multiple and diverse stakeholders, so good project managers also need to be effective communicators and team players. 2. Brief The tasks in this assessment include: Developing a program planIdentifying stakeholders and developing an engagement planDeveloping program goals and objectivesCreating a chart to manage your projectIdentifying and managing project resources including a budget Finalise the project planComplete the project and finalise all matters involved with it. | Deliverables Please submit this assessment in Word doc format. To do list: Write your name and student ID at the top of this page. Read the background/overview and brief sections of this document.Complete the 4 parts. Collate your written answers into one Word document.Save the Word document using the naming convention: your student number_assessment number.doc. For example: “12345678_31135_01.doc.”Upload your document in Open Space using the relevant Assessment Upload link in this Module. |
3. Questions/Task
In this assessment, you can either build on your program plan developed in the Module 2 assessment or you can design a new project. Building on your program plan from Module 2 will enable you to expand your knowledge and skills gained and extend them to now include program management. In some of the questions for this assessment, you will be able to build on your answers from the previous module and look at it in a different way.
Alternatively, you can work with a new project – one that you may have worked on during work placement or in your workplace. If you have a current project, consider using it for this assessment. Further examples can be found online at Mission Australia or Salvation Army, if required.
To commence your program planning, you will need to decide on your project and its scope. You will need to complete the following templates.
Part 1
1. Project Scope Document. Define the following information for your chosen project. (Approximately 25-75 words each).
| Project background and description |
| Project objectives and goals |
| Project fit with organisations missions |
| High level requirements |
| Assumptions |
| Constraints |
| Project risk |
| Project deliverables |
| Project staffing |
| Stakeholders |
| Reporting requirements |
| Estimated date/time frame |
| Estimated budget |
2. Identifying Stakeholders. Identify the relevant stakeholders for your project. Add an “x” in the right-hand column to identify who you believe would be a stakeholder/stakeholder group in your project. You can select as many as you feel are relevant.
| Types of Stakeholders | Possible Stakeholder Groups | Would they be a part of your project? Include an x |
| Staff | Program staff | |
| Others accountable for program/project | ||
| Management | Program managers | |
| Executive officer | ||
| Management board | ||
| Beneficiaries | Participants | |
| Clients | ||
| Volunteers | ||
| Community Groups and leaders | Community-based organisations | |
| Community leaders | ||
| Religious leaders | ||
| Local police or committees | ||
| Community service groups | ||
| Chamber of commerce | ||
| Other | ||
| Other | Staff from similar programs/initiatives | |
| Professional associations | ||
| Media | ||
| Government | Local council | |
| Other government departments | ||
| Funders | Funding body government | |
| Funding body non-government |
3. Select one of the stakeholders/stakeholder groups you identified as relevant to your project in Question 2. In the table below, identify the stakeholder/group and outline what you believe to be their involvement with the project and then provide information on how you would engage with that stakeholder/group.
| Stakeholder/Group | Involvement in project (Approximately 25 words each) | Method of engagement (Approximately 25 words each) |
4. Project management. Your next step is to identify, in more detail, two of your project’s goals: including their objectives, tasks and time frames.
Complete the table below by identifying two project goals. Provide at least one objective for each goal. Also provide two tasks related to the goal and include a proposed due date or time frame for each task.
| Goal (up to 25 words each) | Objective (up to 25 words each) | Tasks (up to 25 words each) | Due Date/Time Frame |
| 1. | 1. | ||
| 2. | |||
| 2. | 1. | ||
| 2. |
5. Task Chart. Using the goals identified in Question 4, create a Task Chart, such as a Gantt chart or WBS (work breakdown structure) in the space below to visually display the project time frames for both goals.
Part 2: Identifying and collecting resources and managing your project budget
In this part of the assessment, you will develop a budget and identify in that budget where the resources come from. They may be funding or other resources such as staff or materials.
For your project to be effective it must be adequately resourced. In topic 8.1.3, we looked at budgets for a project and this included a template. You can use this template or modify it to complete a budget for your project. Remember to include all costs associated with the project, including staffing.
Answer the following questions below.
- What is your budget?
| Insert your budget here |
- Who in the organisation will need to approve this project budget? (Approximately 25 words)
- Who in the work team will need to have access to the budget? (Approximately 25 words)
- An important part of managing a project is ensuring the finances are on track. Describe how you would report on the project finances. (Approximately 25-50 words)
- What organisational protocols would impact on your budget reporting? (Approximately 25-50 words)
Part 3: Finalising your project plan
- An essential part of your project plan is a risk assessment. Formulate a risk management plan, including WHS/OH&S for the project. Identify two risks in the template provided below and describe the impact on the project and a contingency plan for each risk identified.
| Description of risk (25-50 words for each risk) | Impact on project (Identify consequences) (25-50 words for each risk) | Contingency plan to mitigate the risk (25-50 words for each risk) |
| 1. | ||
| 2. |
- A project plan should be very clear on what is to be achieved by the project. Complete the following information for your project plan. (Approximately 25-50 words each):
- Identify three project deliverables.
| 1. |
| 2. |
| 3. |
- For each project deliverable, identify the work breakdown required.
| 1. |
| 2. |
| 3. |
- Identify the timelines required for achieving each deliverable.
| 1. |
| 2. |
| 3. |
- You have completed a number of tasks in developing your project. Produce a list of all the sections of the project plan you have developed. (Approximately 25-50 words).
- Identify who you would need to show the final project plan to for approval. (Approximately 25 words).
- Provide an example of the format you would use to report on your project to stakeholders. (Approximately 25-50 words)
- Identify the record keeping systems you would need to assist you in your project management. (Approximately 25 words)
Part 4: Finalising your project
Congratulations! The project is nearing completion.
To complete this assessment, answer the following questions on how you will ensure the project is properly finalised.
- How did you ensure team members were supported to achieve their deliverables? (Approximately 25-50 words)
- How will you assist staff transition from this project to their next role? (Approximately 25-50 words)
- What project documentation is required to finalise the project? (Approximately 25-50 words)
- How will you report on the project outcomes? (Approximately 25-50 words)
- How will you ensure the team is involved in this review? (Approximately 25-50 words)
- What procedures in the organisation would be in place to manage the following aspects of the project? (Approximately 25-50 words each)
- Project Management, including lines of authority and approvals.
- Ensuring quality assurance.
- Managing human resources.
- Managing budgets and finance.
- Recordkeeping requirements for the project.
- Reporting on the project within the organisation.
4. Assessment Rubric
Below is a rubric that determines whether your answers and knowledge is satisfactory or not yet satisfactory.
To pass the assessment, you must complete ALL the requirements for the column that is titled ‘satisfactory’.
It is advisable to read the rubric before attempting the assessments to help you attain the correct submission standard.
| Criteria | Satisfactory | Not yet satisfactory |
| Part 1 Question 1 | The student is able to adequately complete the project scope document in all 13 criteria | The student fails to adequately complete the project scope document in all 13 criteria |
| Part 1 Question 2 | The student is able to adequately identify one or more stakeholders for their project | The student fails to adequately identify one or more stakeholders for their project |
| Part 1 Question 3 | For one stakeholder, the student is able to adequately outline the stakeholder’s involvement with the project And the method of engagement with the stakeholder | For one stakeholder, the student fails to adequately outline the stakeholder’s involvement with the project And/or the method of engagement with the stakeholder |
| Part 1 Question 4 | The student is able to adequately document two project goals, objectives, tasks and time frame in the provided table format | The student fails to adequately document two project goals, objectives, tasks and time frame in the provided table format |
| Part 1 Question 5 | The student is able to adequately make a Gantt chart or a similar chart to visually display the project time frames | The student fails to adequately make a Gantt chart or a similar chart to visually display the project time frames |
| Part 2 Question 1 | The student is able to adequately provide a project budget | The student fails to adequately provide a project budget |
| Part 2 Question 2 | The student is able to adequately identify who needs to approve the project budget | The student fails to adequately identify who needs to approve the project budget |
| Part 2 Question 3 | The student is able to adequately identify who in the work team needs to have access to the budget | The student fails to adequately identify who in the work team needs to have access to the budget |
| Part 2 Question 4 | The student is able to adequately identify how to report on the project’s finances | The student fails to adequately identify how to report on the project’s finances |
| Part 2 Question 5 | The student is able to adequately identify the organisational protocols that apply to the budget reporting | The student fails to adequately identify the organisational protocols that apply to the budget reporting |
| Part 3 Question 1 | The student is able to adequately develop a risk management plan that takes account of WHS issues | The student fails to adequately develop a risk management plan that takes account of WHS issues |
| Part 3 Question 2a | The student is able to adequately identify 3 project deliverables | The student fails to adequately identify 3 project deliverables |
| Part 3 Question 2b | The student is able to adequately identify the work breakdown to achieve each of the project deliverables identified in Part 3 Question 2a | The student fails to adequately identify the work breakdown to achieve each of the project deliverables identified in Part 3 Question 2a |
| Part 3 Question 2c | The student is able to adequately allocate time lines to each of the deliverables identified in Part 3 Question 2a | The student fails to adequately allocate time lines to each of the deliverables identified in Part 3 Question 2a |
| Part 3 Question 3 | The student is able to adequately identify what tasks in the project plan they have completed | The student fails to adequately identify what tasks in the project plan they have completed |
| Part 3 Question 4 | The student is able to adequately identify who to show the final project plan to for approval | The student fails to adequately identify who to show the final project plan to for approval |
| Part 3 Question 5 | The student is able to adequately identify to the format of a project report to stakeholders | The student fails to adequately identify to the format of a project report to stakeholders |
| Part 3 Question 6 | The student is able to adequately list the record keeping systems they will use | The student fails to adequately list the record keeping systems they will use |
| Part 4 Question 1 | The student is able to adequately identify how team members were supported to achieve their deliverables | The student fails to adequately identify how team members were supported to achieve their deliverables |
| Part 4 Question 2 | The student is able to adequately show how they will assist staff transition from this project to their next role | The student fails to adequately show how they will assist staff transition from this project to their next role |
| Part 4 Question 3 | The student is able to adequately identify the project documentation required to finalise the project | The student fails to adequately identify the project documentation required to finalise the project |
| Part 4 Question 4 | The student is able to adequately identify how they will report on the project outcomes | The student fails to adequately identify how they will report on the project outcomes |
| Part 4 Question 5 | The student is able to adequately identify how they will ensure the team is involved in the project review | The student fails to adequately identify how they will ensure the team is involved in the project review |
| Part 4 Question 6a | The student is able to adequately identify the procedures in place in the organisation to ensure that Project Management including lines of authority and approvals is within organisational requirements | The student fails to adequately identify the procedures in place in the organisation to ensure that Project Management including lines of authority and approvals is within organisational requirements |
| Part 4 Question 6b | The student is able to adequately identify the procedures in place in the organisation to ensure that quality assurance for the project is within organisational requirements | The student fails to adequately identify the procedures in place in the organisation to ensure that quality assurance for the project is within organisational requirements |
| Part 4 Question 6c | The student is able to adequately identify the procedures in place in the organisation to ensure that the management of human resources for the project is within organisational requirements | The student fails to adequately identify the procedures in place in the organisation to ensure that the management of human resources for the project is within organisational requirements |
| Part 4 Question 6d | The student is able to adequately identify the procedures in place in the organisation to ensure that the management of budgets and finances for the project is within organisational requirements | The student fails to adequately identify the procedures in place in the organisation to ensure that the management of budgets and finances for the project is within organisational requirements |
| Part 4 Question 6e | The student is able to adequately identify the procedures in place in the organisation to ensure that record keeping for the project is within organisational requirements | The student fails to adequately identify the procedures in place in the organisation to ensure that record keeping for the project is within organisational requirements |
| Part 4 Question 6f | The student is able to adequately identify the procedures in place in the organisation to ensure that project management reporting is within organisational requirements | The student fails to adequately identify the procedures in place in the organisation to ensure that project management reporting is within organisational requirements |
| Overall assessment expectations | ||
| Word counts | As per tasks. | |
| Plagiarism | All the student’s work is original and sourced where appropriate. | |
| Referencing | Appropriate referencing conventions are used. |
5. Units of Competency
This assessment contributes to the overall competencies for the following units of competency:
BSBFIM501 Manage budgets and financial plans
BSBPMG522 Undertake project work
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