32514/02 – Knowledge Test – Short Answer Questions

32514/02 – Knowledge Test
Student Name: Student ID: 32514/02 – Knowledge Test – Short Answer QuestionsE1141 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 GroupsWould they be a part of your project? Include an x
StaffProgram staff 
Others accountable for program/project 
ManagementProgram managers 
Executive officer 
 Management board 
BeneficiariesParticipants 
 Clients 
Volunteers  
Community Groups and leadersCommunity-based organisations 
Community leaders 
Religious leaders 
 Local police or committees 
Community service groups 
Chamber of commerce 
Other 
OtherStaff from similar programs/initiatives 
Professional associations 
Media 
GovernmentLocal council 
 Other government departments 
FundersFunding 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/GroupInvolvement 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.

  1. 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

  1. 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):
  1. 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.

  1. 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)
  1. 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 1The student is able to  adequately complete the project scope document in all  13 criteriaThe student fails to  adequately complete the project scope document in all  13 criteria
Part 1 Question 2The student is able to adequately identify one or more stakeholders for their projectThe student fails to adequately identify one or more stakeholders for their project
Part 1 Question 3For one stakeholder, the student is able to adequately outline the stakeholder’s involvement with the project   And   the method of engagement with the stakeholderFor 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 4The student is able to   adequately document two project goals, objectives, tasks and time frame in the provided table formatThe student fails to   adequately document two project goals, objectives, tasks and time frame in the provided table format
Part 1 Question 5The student is able to  adequately make a Gantt chart or a similar chart to visually display the project time framesThe student fails to adequately make a Gantt chart or a similar chart to visually display the project time frames
Part 2 Question 1The student is able to  adequately provide a project budgetThe student fails to adequately provide a project budget
Part 2 Question 2The student is able to  adequately identify who needs to approve the project budgetThe student fails to adequately identify who needs to approve the project budget
Part 2 Question 3The student is able to  adequately identify who in the work team needs to have access to the budgetThe student fails to adequately  identify who in the work team needs to have access to the budget
Part 2 Question 4The student is able to adequately identify how to report on the project’s financesThe student fails to  adequately identify how to report on the project’s finances
Part 2 Question 5The student is able to adequately identify the organisational protocols that apply to the budget reportingThe student fails to  adequately identify the organisational protocols that apply to the budget reporting
Part 3 Question 1The student is able to adequately develop a risk management plan that takes account of WHS issuesThe student fails to  adequately develop a risk management plan that takes account of WHS issues
Part 3 Question 2aThe student is able to  adequately identify 3 project deliverablesThe student fails to adequately  identify 3 project deliverables
Part 3 Question 2bThe student is able to adequately identify the work breakdown to achieve each of the project deliverables identified in Part 3 Question 2aThe student fails to adequately identify the work breakdown to achieve each of the project deliverables identified in Part 3 Question 2a  
Part 3 Question 2cThe student is able to  adequately allocate time lines to each of the deliverables identified in Part 3 Question 2aThe student fails to  adequately allocate time lines to each of the deliverables identified in Part 3 Question 2a
Part 3 Question 3The student is able to  adequately identify what tasks in the project plan they have completedThe student fails to adequately identify what tasks in the project plan they have completed
Part 3 Question 4The student is able to  adequately identify who to show the final project plan to for approvalThe student fails to  adequately identify who to show the final project plan to for approval
Part 3 Question 5The student is able to  adequately identify to  the format of a project report to stakeholdersThe student fails to  adequately identify to  the format of a project report to stakeholders
Part 3 Question 6The student is able to adequately list the record keeping systems they will useThe student fails to adequately list the record keeping systems they will use
Part 4 Question 1The student is able to adequately identify how team members were supported to achieve their deliverablesThe student fails to adequately identify how team members were supported to achieve their deliverables
Part 4 Question 2The student is able to adequately show how they will assist staff transition from this project to their next roleThe student fails to  adequately show how they will assist staff transition from this project to their next role
Part 4 Question 3The student is able to adequately identify the project documentation required to finalise the projectThe student fails to adequately identify the project documentation required to finalise the project
Part 4 Question 4The student is able to adequately identify how they will report on the project outcomesThe student fails to adequately identify how they will report on the project outcomes
Part 4 Question 5The student is able to adequately  identify how they will ensure the team is involved in the project  reviewThe student fails to adequately  identify how they will ensure the team is involved in the project  review
Part 4 Question 6aThe 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 requirementsThe 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 6bThe student is able to adequately identify the procedures in place in the organisation to ensure that quality assurance for the project is within organisational requirementsThe 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 6cThe 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 requirementsThe 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 6dThe 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 6eThe 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 6fThe student is able to adequately identify the procedures in place in the organisation to ensure that   project management reporting is within organisational requirementsThe 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

All terms mentioned in this text that are known to be trademarks or service marks have been appropriately capitalised. Use of a term in this text should not be regarded as affecting the validity of any trademark or service mark.

© Open Colleges Pty Ltd, 2016. All rights reserved. No part of the material protected by this copyright may be reproduced or utilised in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without permission in writing from the copyright owner.

32514/02 – Knowledge Test

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