Assessment Task 2 BSBPMG409 Apply project scope management techniques

ASSESSMENT TASK 2 of 2
Apply project scope
management techniques
BSB41515 Certificate IV in Project Management
Practice (Release 4)
BSBPMG409 Apply project scope management
techniques

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Assessment Task 2 BSBPMG409 Apply project scope management techniques

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Assessment Task 2 BSBPMG409 Apply project scope management techniques

Introduction
This assessment task is the second of two tasks you are required to complete as part
of this unit.

You are required to complete a number of tasks relating to some of the skills and
knowledge requirements outlined in the unit. Specifically, your ability to:
 outline formal change-control processes

 contribute to delineating and controlling project scope

 record project scope management plan

 interpret and follow project initiation documentation for purposes of

documenting project scope.

Assessment context
1. This assessment must be based on the case scenario provided in this
assessment.
2. This assessment task can be completed either in or outside a classroom
environment.
3. Part A of this assessment task involves participation in group work with other
students. Students will need to form small groups (3-5 members) and collaborate
to complete Part A of this assessment task.
4. All documents completed and submitted as part of this assessment need to be
completed by you, this includes when students are collaborating with others.
5. Several templates are available for student use in the appendices. Soft copies of
all templates are also available.
6. Due dates for each assessment will vary depending on the student cohort. Please
provide the student with a due date at the time of issuing the assessment.

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Assessment instructions
This assessment task has three parts.
Part A
For this part of the assessment task you will need to complete a Project Scope
Management Plan based on a case study. Specifically:
1. Form a group of between 3-5 fellow students.
2. Read the first case study and associated Project Charter (see Appendix A).
3. Refer to the Project Scope Management Plan Template (available for download
from Moodle) and brainstorm with your group the content that needs to be
included in the Project Scope Management Plan.
4. Based on the outcome of your group discussion, develop a Project Scope
Management Plan.

Project Scope Management Plan

Project team
Names / Roles Responsibilities

Project Manager ：Julie Andrews working with the client and developed a project
charter.

Project Owner Sponsor：Andrew Responsible for the risk of the project, develop a risk
Simon plan, and allocate funds

Project Team Members Julie Andrews -project manager

Raj Patel- Website and graphic designer

Shou Ren- project support

Scope definition
Project scope statement
 all pages on the Council domain (www.council.nsw.gov.au)
 all applications currently linked to the Council website

Work Breakdown structure (WBS)

According to the Appendix A
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Scope control
Monitoring
Who is responsible for monitoring the project scope to ensure the project remains
within the scope baseline? What processes will be used?

Name Scope Monitoring Activities

Shou Ren project support and Conduct planned

testing and ensure that the test is more
people

Raj Patel To ensure the website is truly user friendly

we expect several rounds of user testing
with community members and other
stakeholders.

Julie Andrews Ensure website test reports and

organization meetings in the program

Change control procedures

Use the sections below to describe the change control procedures for the project
Written Requests
All requests for change must be submitted in writing, on the Change Request Form.
A. Who May Submit Change Requests

The following people may initiate changes to the project scope:

1. Project sponsor
2. Project team members
3. project manager
4. Other project stakeholders
B. Deliver To
All written requests for changes must be submitted to the project manager who will
log and track each request on the Change Request Log.

A. Approved
The change request is approved and we can know that the project manager will
ensure that the change project is implemented and approved. In the implementation
process, if it affects the plan change, the project manager needs to implement the

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modification according to the plan after the communication, and the revised release
notice

B. Approved with modifications

After the change request is modified and approved, the project manager will also
ensure that the modified change plan is implemented. If the plan affects the entire
project, we will change the plan as soon as possible, and communicate with the
project manager to confirm that the plan is revised carefully and released. Revision
notice
C. Rejected
When the change request is rejected, the project manager will note the rejection
request for the change request in the change request form, and provide a written
notice of rejection to the one side of the change. There will be no other plans.
D． Deferred
When the change request is delayed, the project manager will notify the change
request party, change the committee's approval later, modify the approval, or
reject the change request, otherwise there will be no other measures.

Assumptions
What assumptions are made about this project?

Assumption

This project is a hypothesis that the project team is committed to developing a user
center website rather than a user-centric organization.

The entire project department needs the support of the IT department

The entire project team needs the support of the committee

The entire team wants to available all the meetings available

Issues
Issues/risks

Stakeholder consultation process is very important to get feedback from

stakeholders, and the availability and accessibility of others has a major impact on
the time frame.
User Testing In order to ensure that the website is actually working, we expect
other members to conduct several rounds of user testing with other stakeholders.
This is very important, and the design of the website is also very important.
The existing website does not meet some of the Web Content Accessibility
Guidelines (WCAG) 2.0 which must be met.

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Plan Approval
By signing below, I, __________ Shou Ren __________________ in my capacity as
___________ project support ____________________ approve of this Scope Management
Plan.

Name: vishu
Title: manager

________________________________________ -
______________________________
Signature
Date Approved

Part B
For this part of the assessment task you will need to draft an email in response to an
issue outlined in a case study. Specifically:
1. Read the second case study (see Appendix B).
2. Write an email (see template in Appendix D to Mr Simon and advise him of the
procedure relating to change requests.
Part C
For this part of the assessment task you will need to complete a Project Scope
Change Request Form based on a case study. Specifically:
1. Read the third case study (see template in Appendix C).
2. Complete the Change Request Form template (see template in Appendix E).

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Assessment evidence (deliverables)

You must submit the following evidence:
1. A completed Project Scope Management Plan

2. A draft email.

3. A completed Change Request Form.

Assessors will be looking for the following:

1. Project Scope Management Plan:
o All sections of the template are completed.
o Includes the names of the other students in your brainstorming group.
o The Work Breakdown Structure is completed.
o Relates to and addresses the case study in Appendix A.
o Is typed. Handwritten submissions will not be accepted.
2. Email:
o Relates to the issues outlined in case study outlined in Part B.
o Clearly communicates the change request procedure as outlined in the Project
Scope Management Template.
o Language used is clear and professional.
o The information in the email is in your own words and not copied directly from
the Project Scope Management Plan.
3. Project Scope Change Request Form
o All sections of the template are completed.
o Relates to and addresses the case study in Appendix C

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Marking guide (assessor use only)

Instruction This checklist is to be used to check the student’s submission for
s to assessment task 2. When completing this checklist, you must
assessors ensure that:
1. Use the checklist below to ensure the student’s submission
is assessed against the criteria listed
2. An assessment result, either Yes or No, is recorded in the
columns on the right of the checklist
3. Feedback is provided to the learner
4. The learner is advised of the final assessment result, either
Satisfactory or Not Yet Satisfactory

Yes No

Marking Use the following criteria to assess each aspect of the

Guide student’s submission.
Reference
#

1. Project Scope Management Plan

1.1 All sections of the template are completed including

the Work Breakdown Structure.

Includes the names of the other students in your

brainstorming group.

1.2 Relates to and addresses the case study in Appendix A.

1.3 Is typed.

2. Draft email

2.1 Relates to the issues outlined in case study outlined in

Part B.

2.2 Clearly communicates the procedure relating to change

request procedure as outlined in the Project Scope
Management Plan.

2.3 Language used is clear and professional.

2.4 The information in the email is in your own words and

not copied directly from the Project Scope Management
Plan.

3. Project Scope Change Request Form

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3.1 All sections of the template are completed.

3.2 Relates to and addresses the case study in Appendix C

Assessment task 2 result Satisfactory Not Satisfactory

 

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Appendix A: Case study

Overview
A local Council has initiated a project to redesign their website. You have been
appointed as part of the project team in a support role.
The project Manager, Julie Andrews, has already been working with the client and
developed a project charter.
As a first task, Julie has asked you to develop a project scope management plan
based on the information in the project charter.

Project Charter
Background
Over the past year, Council has been collecting data on the accessibility and function
of its website from users and ratepayers. Survey results show that the website has
several ’pain points’ with users experiencing issues with:
 Settling accounts
 Locating information
 Location documentation, forms and other material relating to Council
applications.
 Further, the existing website does not meet some of the Web Content
Accessibility Guidelines (WCAG) 2.0 which must be met.
Goals
Overarching deliverable of this project will be a redesigned website that is user-
friendly, compliant with accessibility requirements, and more manageable.
Specifically, the project seeks to deliver the following outcomes:
 Awebsite that is designed primarily around user needs and behaviours.
 A more user-friendly and usable site and navigation system(s).
 A website that enhances searchability of content.
 An instructional document/program on how to maintain the website on an
ongoing basis.
 A smaller more streamlined website.
 A website that meets Council branding standards and style guide.
 A website that meets Web Content Accessibility Guidelines (WCAG) 2.0.
Scope
The scope of the project includes:
 all pages on the Council domain (www.council.nsw.gov.au)
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 all applications currently linked to the Council website

The scope of project does not include websites connected to Council managed
services, including:
 Waste management services (www.wastemanagementservices.com.au)
 Water management services (www.watermanagementservices.com.au)
Key stakeholders
Project owner:
 Andrew Simon
Other stakeholder groups:
 Staff
 Community members
 Suppliers
Project team
 Julie Andrews - Project Manager
 Raj Patel – Website and graphic designer
 You – Project support

Project milestones

Milestone Person allocated

Development of Project Scope Management Plan You

Collation and analysis of existing survey data from You and Julie Andrews
Council database

Design of site layout Raj Patel

Source user testing group from community You

Develop digital prototype Raj Patel

Alpha release: Commence user testing and capture You and Julie Andrews
results

Alpha review: Integrate user testing results into site Raj Patel

Beta release: Commence second round of user testing You and Julie Andrews
and capture results

Beta review: Integrate user testing results into site Raj Patel

Live testing Raj Patel

Distribution of live survey to stakeholders You

Post launch implementation updates Raj Patel

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Project budget
Budget considerations are as follows:
 Project team from Julie Andrews Projects PTY LTD (six-month contract)
$132,500.00
 WordPress website builder: $150.00 annually
 Miscellaneous items such as catering for user testing sessions: $1000.00
Constraints and risks
Tight timeframe
 With a six-month delivery date, this project has a tight timeframe to achieve
its objectives.
Stakeholder consultation
 It will be important to get stakeholder feedback throughout the process
however the availability and accessibility of stakeholders will have a significant
influence on timeframes.
User testing
 To ensure the website is truly user friendly we expect several rounds of user
testing with community members and other stakeholders. This will influence
timeframes and also impact the design of the website.
Assumptions
This project is based on the assumption that the Council is committed to developing
a website that is user-focussednot organisation-centered.
Dependencies
 Council must purchase an account to use WordPress website builder.
 Ongoing support from Council IT department throughout the life of the project.
 Support from the Council Community Liaison Officer who will be vital in
sourcing volunteers to participate in user testing.

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Appendix B: Case study

Now in the early stages of Alpha testing the project is progressing well. Users from
the community are using the site and you and Julie are collecting the data and
making observations that will shape the changes for the Beta phase. As user testing
for the Alpha phase comes to a close, the project owner Andrew Simon, emails you
and informs you that he has invited several key stakeholders to test the website in its
current state. He has asked that this be arranged for six days from today.
Mr Simon’s request concerns you for several reasons. Firstly, this request is not in
line with the project plan and you have no information on the web skills of the key
stakeholders and whether they would be appropriate for the user testing. Secondly,
the first round of user testing has only just been completed and the data is still to be
completely analysed. You are doubtful that extra testing at this point would add
value. Lastly, this requirement is not in line with the project plan.A change request
form has not been completed.
The Project Manager, Julie Andrews, asks you to email Mr Simon and advise him of
the procedure relating to change requests.

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Appendix C: Case study

Now in the Beta phase, the website is about to undergo its second round of user
testing. Users from the community have been selected and the testing commences.
Early in your observations, you notice that one area of the website, where
information on and applications for development are located, has received very little
testing.
You recall that the survey results from the Council study identified this as a key area
of concern, but it appears that community members who use this website
functionality have not been sourced. You are concerned that a potentially high traffic
area of the website has not undergone comprehensive user testing.
You suggest to Julie Andrews that an additional round of user testing be arranged that
focuses on this specific user group. You estimate another round of user testing will
add an additional two weeks to the project timeline with wage costs for Julie, Raj’ and
yourself estimated to be approximately $7500.00. Julie agrees and asks you to
complete a Change Request Form (see Appendix D).

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Appendix D: Email template

To: [email protected]
From: < Shou Ren >
Subject: Change request procedure

Dear Mr Simon,
We have received your email and your concerns, starting today will be a 6-
day test. During this period, we need to make changes.
Firstly, this request is not in line with the project plan and you have no
information on the web skills of the key stakeholders and whether they
would be appropriate for the user testing. Secondly, the first round of user
testing has only just been completed and the data is still to be completely
analysed. You are doubtful that extra testing at this point would add value.
We will do more testing and arrange the request form, we will compound
the request to change the form, change the progress and cost of the
request, and finally request the change.

Kind regards,
Shou Ren

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Appendix E: Change request form template

Project
Council website Date 10/06/2019
Name

Project
V120 Requestor V2.2
Number

Project Project
Manager Julie Andrew Owner Andrew Simon

Describe the requested change

Additional test information, user's new round of test arrangement

More people on the left are not planning, doing skill tests.

Adding tests to perfect imperfections

Describe the reason for the request

Observe early, pay attention to the information and applications in the website area

For development are located, has received very little testing.

Multi-test to achieve perfect results

Risk identification/analysis

Feedback from stakeholders in the activity is important throughout the process, and the
impact of visits and usability is significant

To ensure the normal operation of the website, we need to conduct several rounds of user
testing with stakeholders, and website design is also an important part.

Unreasonable places to change as soon as possible

Impact analysis

Work Products to be Modified Version Number

1. IT design 1.2

2. Testing 1.2

3. launch website 1.2

Describe the impact of the suggested change to work that is already complete.

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Quality impact

Additional Quality Assurance or Quality Control Activities

1. Must improve test quality

2. Website design is also very important

3. Consider the cost of expiration

Describe the impact of the change to quality assurance activities and quality control
activities.

Schedule impact

New Deliverables Description Effort Date Impact to Other

Hours Require Delivery Dates
d

1. Testing 80 2weeks Increased by 2 weeks

2.

3.

Based on the impact, state the estimated date for implementing the requested change.
State the new estimated project completion date.

Budget Impact

New Deliverables Description Lessen or Eliminate Other Cost of New Total

Expenses? Please Deliverable
describe.

1. Increased testing N/A 7500 7500

2.

3.

Describe the overall impact to budget/cost.

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Decision

Approved Rejected

Approved with modifications Deferred

Justifications

Through this test, we know that we need more website testing, and sites in high-traffic
areas, and other users do not have comprehensive testing, but also know that the design
of the website is also very important.

Additional comments

Potential high-traffic sites have not undergone comprehensive user testing, adding testing
to perfection

____________ Julie Andrew ______________________

____________13/06/2019____________________
Approver’s Printed Name Date

___________ Project Manager _______________________

Title

___________ Julie Andrew _______________________

Signature

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