Assessment

Task 3
Apply project scope
management
techniques
BSBPMG420

Unit Title
Unit Code Apply project scope management techniques
Student Laura Liliana Rodriguez Restrepo
name
 Student ID 54170
number
Student Laura Rodriguez Date
signature
3 29/11/2024
Task Number

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 ------OFFICE USE ONLY-----
For Trainer and Assessor to complete:

◻ Student requested reasonable adjustment for the assessment

Marking Sheet Comments Y N D

N
Completed successfully S

Did the student satisfactorily:

The student has satisfactorily
completed and submitted the
following:

● Monitoring and control table x 2

in Task 3.1A
● Changes to the scope
management plan x 2 in Task
3.1B
● Change request form x 2 in Task
3.1C
● Outline of the application of the
change control process x 2 in
Task 3.1D
● Status Report x 2 in Task 3.1E
● Email to the project manager
and the project team x 2 in Task
3.1F
● Lessons Learned Report x 2 in
Task 3.2
Demonstrated ability to:
● Undertake work according to
agreed project scope
management plan
● Identify and respond to
variations according to
established change control
procedures within the scope of
own responsibility
● Communicate instances of non-
compliance with overall scope to
the project manager and other

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 Marking Sheet Comments Y N D
N
Completed successfully S

Did the student satisfactorily:

team members
● Identify scope changes against
scope management plan with
assistance
● Contribute to reporting scope
changes

This is evidenced by:

● Monitoring and control table x 2
in Task 3.1A
● Changes to the scope
management plan x 2 in Task
3.1B
● Change request form x 2 in Task
3.1C
● Outline of the application of the
change control process x 2 in
Task 3.1D
● Status Report x 2 in Task 3.1E
● Email to the project manager
and the project team x 2 in Task
3.1F
Demonstrated ability to:
● Participate in reviewing the
effectiveness of project
outcomes

This is evidenced by:

● Lessons Learned Report x 2 in
Task 3.2
When collaborating with the group,
the student has actively
participated in group work with a
substantial contribution that can be
assessed individually for all the
requirements of this task.

Task Outcome: Satisfactory Not Yet Satisfactory

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 Marking Sheet Comments Y N D
N
Completed successfully S

Did the student satisfactorily:

Student Name: Brandon Said Duarte Gutierrez

Assessor Name: Rashi Sharma

Assessor Signature:

Date: 18/11/2024

Table of Content

Student Declaration
Task 3 – Contribute to project scope control and review
Task 3.1 Case Study – apply scope controls and report on project progress
Task 3.2 Lessons Learned
References

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Task 3 – Contribute to project scope control and
review
Task summary and instructions

What is this This task builds on Task 2.

assessment task
about? This task comprises of the following assessment
methods:
o Product-based
o Direct observation of Role-Play
o Case Study
o Other (specify)

It has been designed to evaluate your ability

to/competency in:

● Undertake work according to agreed project scope

management plan
● Identify and respond to variations according to
established change control procedures within the
scope of own responsibility
● Communicate instances of non-compliance with
overall scope to the project manager and other
team members
● Identify scope changes against scope
management plan with assistance
● Contribute to reporting scope changes
● Participate in reviewing the effectiveness of
project outcomes

You are required to address the following:

● Task 3.1 Case Study – apply scope controls
and report on project progress:
o Review the scenarios provided in the Case Study
and apply scope control and reporting according
to instructions
● Task 3.2 Lessons learned:
o Develop lessons learned reports

Although the assessment requires group

collaboration to simulate a work environment, the

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 Task summary and instructions

assessment submission is individual, and it will be

marked as such.
What do I need ● submit the completed assessment tasks,
to do to complete according to instructions,
this task ● complete the tasks with sufficient detail and
satisfactorily? present them in a professional manner,
● use your own words and reference sources
appropriately,
● meet the word count where required,
● use the scenario provided,
● use the templates provided where required,
● for your performance to be deemed satisfactory in
this assessment task you must satisfactorily
address all of the assessment criteria,
● if part of this task is not satisfactorily completed
you will be asked to complete further assessment
to demonstrate satisfactory performance.

Specifications You must deliver/participate in:

● Consult with the team and the project manager to

address Task 3.1
● Collaborate with the team to develop the lessons
learned report in Task 3.2

You must submit to GOALS

● Monitoring and control table x 2

● Changes to the scope management plan x 2
● Change request form x 2
● Outline of the application of the change control
process x 2
● Status Report x 2
● Email to the project manager and the project team
x2
● Lessons Learned Report x 2
Resources and • Computer with Internet access
equipment • Access to Microsoft Office suites or similar
software
• Learning material
• Scenario for assessment as provided
• Appendices as provided
• Relevant policies and procedures as provided

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 Task summary and instructions

• Templates as provided
Re-submission You will be provided feedback on your performance
opportunities by the Assessor. The feedback will indicate if you
have satisfactorily addressed the requirements of
each part of this task. If any parts of the task are not
satisfactorily completed, the assessor will explain
why, and provide you written feedback along with
guidance on what you must undertake to
demonstrate satisfactory performance. Re-
assessment attempt(s) will be arranged at a later
time and date. You have the right to appeal the
outcome of assessment decisions if you feel that you
have been dealt with unfairly or have other
appropriate grounds for an appeal. You are
encouraged to consult with the assessor prior to
attempting this task if you do not understand any
part of this task or if you have any learning issues or
needs that may hinder you when attempting any part
of the assessment.

Complete the following activities:

The following tasks require you to:

● Apply project scope controls
● Contribute to the review of scope controls
Please note that the trainer and assessor will observe your work and your
collaboration with the team (where needed) and provide feedback in the
marking sheet

Task 3.1 Case Study – apply scope controls and report on project
progress

Review the following scenarios for the two projects and address them as
instructed.
Project 1 - Website
Assume that the following has happened when executing the project:
Scenarios
A 25% timeline
The project sponsor communicated the decision to add an online
learning management system (LAM) to the website to launch a series
of online coffee making courses.
The budget has increased by 20%.

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 Scenarios

One of the team members in charge of project reporting made an

error and communicated a budget variance of +2% instead of 20% to
the project manager.

This error caused the wrong re-estimation of the budget when

addressing the change in the project scope plan.
The incorrect budget was followed for one week before the error was
discovered, and the budget had to be re-estimated with a severe
impact on the project schedule, quality and resourcing.
B 50% timeline
Due to Covid 19, the company engaged in developing the new
website is now out of business, and the project team has to find a
new website development company.
C 75% timeline
When working on the learning management system, the web
designer chose PayPal as the only payment method for students
enrolling in coffee-making courses.
He did so by communicating his choice to a project team member
who did not add the information to the weekly project status report.
Zeemh finance department does not use PayPal.

To address the tasks below, consult with the Project Manager (played by the
trainer and assessor in the simulated work environment) and the project
team if needed.
A. Monitoring and control

For each scenario:

● Outline what scope monitoring and control procedures were applied to
identify the issue/s
● Determine the impact of each scenario on project scope management
● Outline how the issue is addressed to manage the impact of scope
changes within the established time, cost, quality constraints according to
the scope management plan
Scenar Monitoring and Impact How the issue is
io control (30-50 addressed (40-80
(30-50 words/scenario) words/scenario)
words/scenario
)
A Regular budget Incorrect budget Re-evaluate and align
reviews and variance reporting the budget with the
status meetings led to misallocation 20% increase,
were applied, of resources and communicate changes
but the reporting time for a week, to stakeholders, and
error highlighted impacting implement immediate

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 Scenar Monitoring and Impact How the issue is
io control (30-50 addressed (40-80
(30-50 words/scenario) words/scenario)
words/scenario
)
a need for scheduling, status report audits.
stricter cross- resourcing, and Develop a plan to
checks and overall project recover the schedule,
oversight to quality as including resource
catch adjustments were reallocation and
discrepancies in required to correct extended work hours.
project reporting course. Enforce periodic
early. budget reviews and
enhance team training
on reporting
procedures.
B Ongoing project This unforeseen Initiate a search for a
monitoring event led to potential new development
detected the project delays, partner immediately
website increased costs from and expedite contract
developer’s onboarding a new discussions for
cessation of developer, and the seamless transition.
operations, risk of quality Reassess project risks
necessitating a variance as the new and update
quick pivot. developer may need stakeholders. Establish
Continuous time to reach project a vendor backup
vendor standards. strategy and maintain
performance a vetted vendor list for
checks are key quick transitions in
in such risk- future projects.
prone projects.
C Status reports The use of PayPal, Quickly coordinate
and cross- which Zeemh’s with the web designer
functional finance department and finance team to
communication does not support, replace PayPal with an
checks should caused a compliance approved system,
have flagged the issue and delays ensuring integration
payment system while transitioning to does not disrupt the
decision. a compatible timeline. Reinforce
Enhanced payment system. status reporting
documentation practices and
and sign-off emphasize approval
protocols would protocols. Improve
prevent documentation and
unapproved team alignment
changes. processes for key

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 Scenar Monitoring and Impact How the issue is
io control (30-50 addressed (40-80
(30-50 words/scenario) words/scenario)
words/scenario
)
decisions.

B. Changes to the scope management plan

For each scenario:

● Measure the impact on project progress to determine perceived and
actual changes needed to the scope management plan
Scenar Changes to the scope management plan
io
A ● Budget Re-estimation: Adjust the budget to reflect the 20%
increase caused by the addition of the online learning management
system (LMS). Ensure that future budget estimates are accurate.
● Schedule Extension: Extend the project timeline to accommodate
the new LMS functionality, ensuring all tasks related to the LMS are
integrated and tested.
● Resource Allocation: Reallocate resources to address the
additional work from integrating the LMS, possibly adding more
team members to handle the increased scope.
● Correct Reporting Process: Implement a more rigorous budget
variance tracking process to prevent miscommunication, and
provide clearer guidance on budget estimation to avoid future
errors.

B ● Find New Developer: Source and onboard a new website

development company, which could require adjusting the timeline
to accommodate the onboarding and knowledge transfer process.
● Reassess Timeline and Budget: Re-evaluate the project’s
budget and timeline with the new vendor, factoring in any
additional time required for ramp-up and rework.
● Adjust Scope: Depending on the new developer’s capabilities, it
may be necessary to adjust the scope of work or features for the
website to match the new company’s skills, resources, or pricing.
● Vendor Management: Strengthen vendor selection and contract
management processes to mitigate risk in the future.

C ● Payment Method Change: Rework the payment gateway

integration to replace PayPal with a solution that aligns with the
finance department's systems (e.g., bank transfer or credit card
options).
● Additional Testing: Conduct additional testing to ensure the new
payment method works seamlessly with the LMS platform and is
integrated with the finance department’s system.

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 Scenar Changes to the scope management plan
io
● Adjust Schedule: Allocate more time in the project schedule to
incorporate the new payment system, especially if it causes delays
in the development or testing phases.
● Communication Protocol Improvement: Reinforce
communication protocols within the project team to ensure that all
relevant updates (like payment method changes) are captured and
communicated properly.

C. Change request
Complete a change request form (Template 1) for a scenario of choice (A,B
or C)

Template 1 -Change Request Form

Change Request – Project

Issued by Laura Rodriguez

Change/s ● Addition of an Online Learning Management System

Requested (LMS) to the website for hosting a series of online coffee-
making courses.
● Increase the budget by 20% to accommodate the new
LMS feature.
● Extend the project timeline by 25% to integrate and test
the LMS, ensuring full functionality.

Reason for The project sponsor has decided to add a new functionality
change/s to the website—a Learning Management System (LMS)—to
support online coffee-making courses. This change will
provide a new revenue stream and enhance customer
engagement.

Impact on the ● Budget: The project budget will need to be increased by

project 20% to account for additional development costs,
platform integration, and testing for the LMS.
● Timeline: The timeline for the project will be extended by
25%, with additional time required for integrating the
LMS and completing quality assurance (QA) testing.
● Resources: Additional resources will be required,
including developers and QA specialists, to implement
the LMS and ensure it aligns with project objectives.

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Change Request – Project

● Quality: Potential impact on the overall quality of the

website due to extended development phases and
increased complexity.

Change Zeemh Executive Team

authorised:

Signed: Signed Signed Signed

Project Manager Sponsor Client Project Sponsor

Date Date Date Date

15/11/2024 15/11/2024 18/11/2024 18/11/2024

Record
Complete the filing record below so that the project documentation can be saved in the project management record
system.

Project Title: Project Client: Date:

Version:
Zeemh Website with LMS Zeemh
Integration 1.0

Project Sponsor: Project File Name:

Manager:
Zeemh Executive Zeemh_Change_Request_LMS_Integration_20
Team Laura 24
Rodriguez

D. Change control process

Describe how the change control process is applied to action the change
request form in Task 3.1C.
(30-50 words)
The change control process begins by submitting the change request form,
which is reviewed by the project manager and sponsor. Once approved,
the change is communicated to the team, resources are allocated, and the
project scope, budget, and timeline are adjusted. The change is then
implemented and monitored for impact.

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E. Status Report

Complete a Status report (Template 2) for a scenario of choice (A,B or C).

Template 2 -Project Status Report

Project Name: Zeemh Website with LMS Integration
Scenario: Addition of Online Learning Management System (LMS)
Project Status G: Y: R:

Overa Timelin Budge Resource Scop Qualit Risk

ll e t s e y

Statu
s

Status Report

Project Name: Zeemh Website with LMS Integration

Prepared by: Brandon Duarte
Date: 19/11/2024
Attention to: Project Sponsor, Project Manager, Team

Summary The Zeemh website project has expanded in scope to include an

report Online Learning Management System (LMS) for hosting coffee-
Use this section making courses. This change has resulted in a 20% increase in
for summary
information about budget and a 25% extension in timeline. Deliverables related to
the status of the the website’s design and functionality are progressing but with
project.
Consider: potential risks due to the new LMS integration. The project
● Deliverables schedule has been adjusted to accommodate the new scope, but
● Schedule
resource constraints are being closely monitored to ensure that
● Budget
● Quality team capacity is not exceeded. Budget tracking is ongoing to
● Resources
ensure the 20% increase remains within the revised limits. The
(100-150 words)
quality of the website and LMS integration is a priority, with
ongoing testing and adjustments to meet user expectations. The

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 Status Report

project team is working diligently to maintain project standards

and manage risks associated with the extended timeline.

Record
Complete the filing record below so that the project documentation can be saved in the project management record
system

Project Title: Project Client: Date:

Version:
Zeemh Website with LMS Integration Zeemh
1.0

Project Sponsor: Project File Name:

Manager:
Zeemh Executive Team Zeemh_Status_Report_LMS_Int
Laura egration_2024
Rodriguez

F. Non-compliance
Review the three scenarios and identify non-compliance with the project's
overall scope, including relevant processes and procedures.
Select one non-compliance and communicate it via email to the project
manager, copying the other team members in the email.
The text of the email should be in grammatically correct English, written in
an appropriate (polite, business-like) style.
(40-80 words)
Write the email using the template below (Template 3).
Template 3 -Email
Email to Project Manager and Project Team
To: [email protected];
Cc: [email protected];
Bcc:
Subject: Non-Compliance with Project Scope: LMS Payment Gateway
Date email is sent: 18/11/2024
Attachments:

Dear Project Manager.

I am writing to highlight a non-compliance issue regarding the selection of PayPal

as the sole payment method for the LMS in Scenario C. This decision was not

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 aligned with the approved scope, which required integration with Zeemh's finance
systems. To resolve this, the payment gateway must be updated to match
internal requirements.
Please advise on next steps.

Best regards,
Brandon Duarte.

Project 2 - Event
Assume that the following has happened when executing the project:
Scenarios
A 25% timeline
The project sponsor communicates a cut of 25% in the project budget
and a request to run the event two days earlier.

B 50% timeline
The project sponsor decides to change the online meeting platform to
Microsoft Teams.
The change is not communicated to the Project Manager and the rest
of the project team until 48 hours before the event.

To address the tasks below, consult with the Project Manager (played by the
trainer and assessor in the simulated work environment) and the project
team if needed.
G. Monitoring and control

For each scenario:

● Outline what scope monitoring and control procedures were applied to
identify the issue/s
● Determine the impact of each scenario on project scope management
● Outline how the issue is addressed to manage the impact of scope
changes within the established time, cost, quality constraints according to
the scope management plan
Scenar Monitoring and Impact How the issue is
io control (30-50 addressed (40-80
(30-50 words/scenario) words/scenario)
words/scenario
)
A The project The reduced budget The project team
schedule and and timeline affected revised the schedule

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 Scenar Monitoring and Impact How the issue is
io control (30-50 addressed (40-80
(30-50 words/scenario) words/scenario)
words/scenario
)
budget were the scope, requiring to meet the earlier
monitored prioritization of deadline and
through regular critical deliverables reprioritized
sponsor updates. like the presentation expenditures to ensure
The project and website demo, critical scope elements
sponsor's potentially sacrificing were delivered. Non-
communication non-essential essential costs were
highlighted the activities. cut, and internal
timeline and resources were used
budget changes, for slide design and
triggering an rehearsals.
immediate
review of the
work plan and
resource
allocation.
B Regular updates The platform change The team conducted
on event introduced scope urgent training
logistics flagged variations, risking sessions on Microsoft
this issue when quality issues due to Teams, ran an
the sponsor limited testing time emergency test, and
communicated and a lack of team updated stakeholders
the platform familiarity with about the change. A
change. Microsoft Teams. fallback to Zoom was
Communication prepared in case
monitoring Teams failed to meet
revealed the requirements.
delay in
informing the
project team
about the
switch.

H. Changes to the scope management plan

For each scenario:

● Measure the impact on project progress to determine perceived and
actual changes needed to the scope management plan
Scenar Changes to the scope management plan
io
A The scope management plan is updated to prioritize essential

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 Scenar Changes to the scope management plan
io
deliverables like the PowerPoint presentation and website demo.
Non-critical tasks, such as enhanced visuals or extended
rehearsals, are removed to fit the reduced budget and timeline.
Resource allocation is adjusted to rely on internal staff to save
costs, and milestone deadlines are updated to reflect the
accelerated schedule.
B The scope management plan incorporates contingencies for
platform changes, including allocating additional time for urgent
testing and training on the new platform. A communication
protocol is introduced to ensure earlier notification of such
changes. A fallback plan (e.g., reverting to Zoom) is added, and
stakeholder engagement steps are updated to inform attendees
about the platform switch.

I. Change request
Complete a change request form (Template 1) for a scenario of choice (A, B
or C)

Template 1 -Change Request Form

Change Request – Project

Issued by Julian Perdomo

Change/s Platform Transition Preparation:

Requested Allocate resources to set up Microsoft Teams as the new
online meeting platform, including testing functionality,
user access, and technical configurations to ensure a
smooth event.

Training and Documentation:

Provide quick training or guidance for team members and
participants unfamiliar with Microsoft Teams to minimize
disruptions during the event.

Schedule Adjustment:
Update the project timeline to reflect the additional tasks
required for the platform switch, ensuring all preparations
are completed on time.

Enhanced Communication Protocols:

Implement stricter communication protocols to ensure
that all critical decisions, especially those impacting

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Change Request – Project

deliverables, are promptly shared with the Project

Manager and team.

Reason for Platform Compatibility and Preparation:

change/s The late switch to Microsoft Teams requires immediate
setup and testing to ensure the platform supports the
event's requirements, such as participant access,
presentation sharing, and Q&A facilitation.

Event Success:
Without preparation and training, the last-minute change
increases the risk of technical issues or participant
confusion, potentially affecting the event's success and
user experience.

Timeline Impact:
The platform transition introduces unplanned tasks,
requiring adjustments to the schedule to accommodate
the necessary setup and testing.

Communication Gaps:
The delay in informing the project team about the
platform change highlights the need for improved
communication to ensure decisions are promptly shared,
reducing project risks.

Impact on the
project

1. Schedule Disruption:
The late decision to switch to Microsoft Teams
creates additional, unplanned tasks such as
platform setup, testing, and training, potentially
causing delays in the project timeline.

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Change Request – Project

2. Resource Reallocation:
Resources originally assigned to other tasks must
be redirected to manage the platform transition,
potentially impacting other deliverables.
3. Quality Risks:
Limited preparation time increases the likelihood of
technical issues or participant confusion during the
event, potentially compromising the quality of the
user experience.
4. Budget Adjustments:
While the financial impact may be minimal if
Microsoft Teams is already available, additional
costs could arise from expedited work, training, or
troubleshooting.
5. Team Efficiency:
The late communication of this decision may cause
frustration or confusion among team members,
affecting morale and overall productivity.

Change Zeemh Executive Team

authorised:

Signed: Signed Signed Signed

Project Manager Sponsor Client Project Sponsor

Date Date Date Date

19/11/2024 19/11/2024 20/11/2024 20/11/2024

Record
Complete the filing record below so that the project documentation can be saved in the project management record
system.

Project Title: Project Date:

Client: Version:
Zeemh Website with LMS Integration
Zeemh 1.0

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Change Request – Project

Project Sponsor: Project File Name:

Manager:
Zeemh Executive Zeemh_Change_Request_LMS_Integratio
Team Laura n_2024
Rodriguez

J. Change control process

Describe how the change control process is applied to action the change
request form in Task 3.1C.
(30-50 words)

The change control process involves documenting the platform change

request, assessing its impact on the project timeline, budget, and
resources, and seeking approval from the Project Sponsor and key
stakeholders. Once approved, the change is communicated to the team,
adjustments are made, and updates are reflected in the project plan.

K. Status Report

Complete a Status report (Template 2) for a scenario of choice (A or B).

Template 2 -Project Status Report

Project Name: Zeemh Website with LMS
Scenario: The project sponsor decides to change the online meeting platform
to Microsoft Teams
Project Status G: Y: R:

Overa Timelin Budge Resource Scop Qualit Risk

ll e t s e y

Statu
s

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 Status Report

Project Name:Zeemh Website with LMS Integration

Prepared by: Laura Rodriguez
Date:20/11/2024
Attention to: Project Sponsor, Project Manager, Team

Summary
The project is progressing, but a late-stage platform change to
report
Use this section
Microsoft Teams has introduced challenges. Most deliverables,
for summary including presentation materials and event content, remain on
information about
the status of the
track. However, the last-minute switch has required urgent
project. adjustments to ensure the platform is fully operational and tested
Consider:
before the event.
● Deliverables
● Schedule
● Budget
The schedule has been impacted, with resources reallocated to
● Quality manage platform setup, user training, and troubleshooting within
● Resources
a tight timeframe. Despite this, the project team is working
(100-150 words)
diligently to minimize delays and meet the event deadline.

The budget remains largely intact as Microsoft Teams is already

available; however, minor additional costs may arise from
expedited work or training efforts.

Quality risks have increased due to the limited preparation time,

though measures are being taken to maintain high standards and
ensure a smooth event. Resources are stretched but adequate,
with the team focused on resolving this issue effectively.

Record
Complete the filing record below so that the project documentation can be saved in the project management record
system

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 Project Title: Project Client: Date:
Version:
Zeemh Website with LMS Integration Zeemh
1.0

Project Sponsor: Project File Name:

Manager:
Zeemh Executive Team Zeemh_Status_Report_LMS_Int
Laura egration_2024
Rodriguez

L. Non-compliance
Review the three scenarios and identify non-compliance with the project's
overall scope, including relevant processes and procedures.

Non-compliance Summary

25% Timeline: LMS Addition

 Scope Management: Scope changes (adding LMS) were made without

proper documentation or approval.
 Budget Management: Reporting errors (+2% vs. 20%) led to
misaligned re-estimations, impacting schedule and quality.

50% Timeline: Developer Out of Business

 Risk Management: No contingency plan for vendor-related risks,

violating risk mitigation protocols.
 Procurement Management: Lack of alternative vendor options
breached procurement best practices.

75% Timeline: PayPal Issue

 Stakeholder Engagement: Designer’s unilateral decision bypassed the

finance department.
 Integration Management: Payment system choice didn’t align with
organizational requirements or reporting standards.

Recommendations

1. Scope Management: Formalize approval processes for scope changes.

2. Budget Accuracy: Implement double-checking for financial reporting.

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 3. Risk Mitigation: Develop contingency plans for critical vendors.
4. Stakeholder Alignment: Ensure decisions involve all relevant
stakeholders.
5. Reporting: Standardize and audit status reports for consistency.

These steps will mitigate risks, improve compliance, and ensure project
success.

Select one non-compliance and communicate it via email to the project

manager, copying the other team members in the email.
The text of the email should be in grammatically correct English, written in
an appropriate (polite, business-like) style.
(40-80 words)
Write the email using the template below (Template 3).
Template 3 -Email
Email to Project Manager and Project Team
To:[email protected];
Cc:[email protected];
Bcc:
Subject:Urgent: Project Scope Non-Compliance Due to Budget and Schedule
Changes
Date email is sent: 20/11/2024
Attachments:

Dear Project Manager's Laura Rodriguez

I am writing to express concern regarding the recent 25% budget cut and the
request to advance the event by two days. These changes significantly deviate
from our original project scope and may impact deliverables and quality.

Could we please discuss this matter at your earliest convenience to assess the
implications and determine the best course of action?

Best regards,

Julian Perdomo

BSBPMG420 Apply project scope management techniques Page 24 of 27

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 Task 3.2 Lessons Learned

You have now completed the two projects.

Consider the work performed when developing the scope management plans
(Task 2.1 and 2.2) and their implementation when addressing Task 3.1.
Review the project outcomes to determine the effectiveness of the initial and
subsequent scope management approaches in collaboration with the team.
Complete the lessons learned reports (Template 4) for the two projects.
Template 4 -Lessons Learned -Project 1 Website
Lessons Learned Report

Name of project: Website

Overview
The project experienced several challenges with scope management and
unforeseen external factors. Changes to the project scope included the addition
of a learning management system (LMS) with a budget increase of 20%.
Miscommunication regarding budget variance delayed accurate re-estimation.
Additionally, the initial web development company went out of business due to
COVID-19, requiring the team to find a replacement, causing significant
disruptions.

Worked well Could have gone better

1. Initial website framework 1. Budget miscommunication

aligned with user requirements. led to rework and
2. Scope expansion to include LMS scheduling delays.
enhanced the website's 2. Vendor change (due to the
functionality. original company going out
of business) disrupted
timelines and resource
allocation.

Lessons learned and suggested improvements Improved scope

communication protocols are critical to avoid budget and resource allocation
errors. Regular stakeholder check-ins should verify any changes in vendor
reliability or external risks. Additionally, an adaptive risk management plan
should prepare for unforeseeable challenges like vendor unavailability.

BSBPMG420 Apply project scope management techniques Page 25 of 27

RTO Provider 91153 – CRICOS Code: 02672K
 Lessons Learned Report

Record

Project Title: Website development Project Date:

Client:Zeemh 29.11.2024
Version:1.0

Project Sponsor: Project File

Johana Gomez Manager: Name:Lessons_Learned_Websit
Laura e_Development
Rodriguez
Restrepo

Template 4 -Lessons Learned -Project 2 Website

Lessons Learned Report

Name of project:Virtual Launch Event for Suppliers

Overview
The project was a virtual presentation event to introduce the new website to
suppliers and internal stakeholders. The event included a PowerPoint
presentation, a virtual tour of the website, and a Q&A session. The event was
executed on time despite the challenges faced in completing the website
project.

Worked well Could have gone better

1. Clear event structure ensured smooth 2. Preparation was hindered

delivery. due to delays in finalizing
1. Effective use of Zoom as the virtual website features.
platform facilitated easy access for 2. Limited time for the team
attendees. to rehearse due to
overlapping project tasks.

Lessons learned and suggested improvements

BSBPMG420 Apply project scope management techniques Page 26 of 27

RTO Provider 91153 – CRICOS Code: 02672K
 Lessons Learned Report

Future events should be scheduled with a contingency buffer to

accommodate any preceding project delays. Increased collaboration
between project teams (website development and event planning) would
ensure alignment and smoother execution.

Record

Project Title: Virtual Launch Event Project Date:

Client:Zeemh 29.11.2024
Version:1.0

Project Sponsor: Project File

Johana Gomez Manager:Lau Name:Lessons_Learned_Launch
ra Rodriguez _Event

References

Please include your references below:

https://business.adobe.com/blog/basics/project-scope-definition-best-
practices-examples-and-more

https://www.projectmanager.com/blog/quality-assurance-and-testing
https://www.investopedia.com/terms/k/kaizen.asp

https://www.apm.org.uk/resources/what-is-project-management/what-is-
scope-management/

https://monday.com/blog/project-management/what-is-scope-in-project-
management/

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