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Assessment 2 – Case Study/Simulation
Student Instructions
Before you commence your Assessment, ensure that you have good knowledge of the subject, have thoroughly read your Learner workbook, and clearly understand the Assessment requirements and the expectations of the Assessor.
You may be required to demonstrate knowledge and skills which may be difficult for the Assessor to witness. If so, an Evidence Record is supplied which will allow the knowledge or skill to be verified by at least one third party, and preferably two or more. These witnesses would usually be current or recent supervisors or your Assessor.
Explanations are given for each Task. If you have any questions, consult with your Assessor.
The assessment tasks may be answered using your business, the simulated business or a mixture of both as instructed by your Assessor.
Assessment Conditions
All assessment in this subject/units must be completed in the class under the supervision of your facilitator. Once completed the assessments are to be uploaded on LMS (www.KIIonline.edu.au) in individual student profile for marking.
• All assessments must be attempted
• All question/ s must be answered in an appropriate manner as per the requirements.
• Follow the Assessor’s instructions to complete the assessments
Assessment Grading
Individual assessments are to be marked as “Satisfactory” or “Not Yet satisfactory”. The final outcome of this subject/unit is to be recorded in “Unit outcome Record” as “competent” (C) or “Not Yet Competent” (NYC) and/or in LMS. In order to be competent in a given unit of competency the student must satisfactorily complete all assessment tasks and. If more than one unit of competency are clustered to form a subject, the students are still required to attempt all assessments.
The information contained in this assessment event lists the questions that you will need to develop a written response. These questions are theoretical and provide evidence of your understanding of the knowledge required to manage the creation and delivery of the products and to manage and control risks in an information of an information and communications technology (ICT) project
Each question includes the requirements which indicate what you have to do and the depth of your response to achieve a satisfactory result.
This assessment is completed in your own time and by a submission date provided by your Assessor. You may use support material in the development of your responses, but you must indicate the source.
In addition, you must not ‘cut and paste’ content from your source, rather, use your words, unless it is a direct quote.
ASSESSOR NOTE
These instructions must be followed when assessing the student in this unit. The checklist on the following page is to be completed for each student. Please refer to separate mapping document for specific details relating to alignment of this task to the unit requirements.
This competency is to be assessed using standard and authorised work practices, safety requirements and environmental constraints.
Assessment of essential underpinning knowledge will usually be conducted in an off-site context.
Assessment is to comply with relevant regulatory or Australian standards requirements.
Resource implications for assessment include:
• an induction procedure and requirement
• realistic tasks or simulated tasks covering the mandatory task requirements
• relevant specifications and work instructions
• tools and equipment appropriate to applying safe work practices
• support materials appropriate to activity
• workplace instructions relating to safe work practices and addressing hazards and emergencies
• material safety data sheets
• research resources, including industry related systems information.
Reasonable adjustments for people with disabilities must be made to assessment processes where required. This could include access to modified equipment and other physical resources, and the provision of appropriate assessment support.
What happens if your result is ‘Not Yet Competent’ for one or more assessment tasks?
The assessment process is designed to answer the question “has the participant satisfactorily demonstrated competence yet?” If the answer is “Not yet”, then we work with you to see how we can get there.
In the case that one or more of your assessments has been marked ‘NYC’, your Trainer will provide you with the necessary feedback and guidance, in order for you to resubmit/redo your assessment task(s).
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Assessment Coversheet
Unit:
Course Name:
Assessment Tool: Assessment 2
Student must fill this section:
Student Name:
Student ID:
Privacy Release Clause: “I give my permission for my assessment material to be used in the auditing, assessment validation & moderation Process”
Authenticity Declaration: “I declare that:
• The material I have submitted is my own work;
• I have kept a copy of all relevant notes and reference material that I used in the production of my work;
• I have given references for all sources of information that are not my own, including the words, ideas and images of others.”
Student signature: Date:
Assessment Completion Status
Attempt Satisfactory Non-Satisfactory Date Assessor’s Signature
Initial attempt
? ?
2nd attempt/Reassessment
? ?
Feedback to student:
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Information for Student:
• All work is to be entirely of the Student. General Information for this assessment:
• Read the instructions for each question very carefully.
• Be sure to PRINT your FULL name & LAST name in every place that is provided.
• Short questions must be answered in the spaces provided or follow the word limits as instructed.
• For those activities requesting extra evidence such as: research reports, ESSAY reports, etc. The student must attach its own work formatted in double space, Arial 12 pts.
• All assessment tasks must be addressed correctly in order to obtain a competence for the unit of competency.
• If the Student doesn’t understand the assessment, they can request help from the assessor to interpret the assessment.
• All assessments must be submitted online. Login to www.kiionline.edu.au and follow the subject link to submit your assessments. Note that the hard copy of the assessments will not be accepted.
Re-assessment of Result& Academic Appeal procedures:
If a student is not happy with his/ her results, that student may appeal against their grade via a written letter, clearly stating the grounds of appeal to the Operations Manager. This should be submitted after completion of the subject and within fourteen days of commencement of the new term.
Re-assessment Process:
• An appeal in writing is made to the Operations Manager providing reasons for re-assessment /appeal.
• Operations Manager will delegate another faculty member to review the assessment.
• The student will be advised of the review result done by another assessor.
• If the student is still not satisfied and further challenges the decision, then a review panel is formed comprising the lecturer/trainer in charge and the Operations Manager OR if need be an external assessor.
• The Institute will advise the student within 14 days from the submission date of the appeal. The decision of the panel will be deemed to be final.
• If the student is still not satisfied with the result, the he / she has the right to seek independent advice or follow external mediation option with nominated mediation agency.
• Any student who fails a compulsory subject or appeals unsuccessfully will be required to re-enrol in that subject.
The cost of reassessment will be borne by the Institute. The external assessor will base his/her judgement based on principles of assessment. These principles require assessment to be reliable, fair, practical and valid.
Academic Appeals
• If you are dissatisfied with the outcome of the re-evaluation process, you have a right to appeal through academic appeals handling protocol.
• To appeal a decision, the person is required to complete the KII- Request for Appeal of a Decision form with all other supporting documents, if any. This form is available via our website. The completed Request for Appeal form is to be submitted to the Student Support Officer either in hard copy or electronically via the following contact details:
Student Support Officer, Kingsford International Institute (KII), Level 6, 128-136 Chalmers St, Surry Hills, NSW 2010, Email: admin@kii.edu.au
• The notice of appeal should be in writing addressed to the Operations Manager and submitted within seven days of notification of the outcome of the re-evaluation process.
• If the appeal is not lodged in the specified time, the result will stand and you must re-enrol in the unit.
• In emergency circumstances, such as in cases of serious illness or injury, you must forward a medical certificate in support of a deferred appeal. The notice of appeal must be made within three working days of the concluding date shown on the medical certificate.
• The decision of Operations Manager will be final.
• Student would then have the right to pursue the claim through an independent external body as detailed in the students’ complaint / grievance policy.
“I understand all the above rules and guidelines for the assessment”
Full Name Signature Date (dd/mm/yyyy)
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Project - Website redevelopment and hosting and maintenance services for Destination: Australia
PROJECT BRIEF
This project is for the technical upgrade of the Archives’ website Destination: Australia. In order to ensure the best value for money and optimal functionality (for the website and related exhibition interactive) going forward, it is necessary for the website to be transferred from a proprietary CMS to a commonly available CMS (including, but not limited to, an Open Source CMS).
The website will enable the National Archives of Australia to collect user contributed data about the photographic collection featured on the site. The interface must be modern, engaging and userfriendly, designed to meet the needs of people of all ages, and differing levels of computer and English literacy. The website must interact successfully with an exhibition interactive via an existing API. There is an option for hosting, maintenance and support services to be provided from contract execution until 31 December 2019.
National Archives of Australia currently do not have a collaboration tool to edit and share documents collectively.
National Archives is very much interested in having “MS SharePoint” which they believe is an amazing tool for team collaboration. With its team sites, robust document management capabilities, and outof-the-box integration with Microsoft Project, it is the perfect platform on which to build out a project and portfolio management solution.
The IT department has been assigned the job of creating SharePoint which will enable team members to share information. The IT team will be required to deploy an authentication method in which users will be able to access and edit documents.
This feature will allow a particular team to access a site or a number of sites. Team members can use the sites as a secure place to store, organise, share, and access information from any device. The idea of multiple site is to provide “user-based access” as per the requirements.
This procurement request relates to the website redevelopment and hosting and maintenance services for National Archives of Australia website. The request is in order to
• The website is able to collect user contributed data about the photographic collection featured on the site.
• The interface must be modern
• Engaging and user- friendly
• Designed to meet the needs of people of all ages
• Differing levels of computer and English literacy.
• The website must interact successfully with an exhibition interactive via an existing API.
• Deploy cloud base “SharePoint” which will enable staff to collaborate and share documents with appropriate security features.
Based on the above scenario you are required to complete PART A and PART B of this assessment. Note that all Questions are to be answered in the context of the above case study. Generic answers will not be accepted.
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PART A
1. Based on the case study provided, you are required to complete the following:
a. Apply system thinking models to the project design and create a process model according to the specification given in the case study. You are required to apply the System Archetypes, stock and flow diagram, and Soft Systems Methodology to the case study scenario.
b. Explain how will you reengineer the current business processes to transform the existing ones into a new system as per the business requirements.
c. Outline the control mechanism you will apply to develop and integrate the new system and the processes you defined in 1b.
d. Review the current ICT infrastructure and outline the advantages gained from the new systems and reengineered business processes.
a.
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3
b.
c.
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d.
2. Explain how group dynamics can affect the project (refer to the Case study) team’s performance. Your response must include discussion on the following:
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5
a. How does group dynamics support team performance?
b. How does group dynamics hinder team performance?
Do not exceed 300 words.
a.
b.
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3. Project Organisational Structure
Record the appropriate organisational structure required by the project, outlining the inter-project and intraproject resource conflicts you are likely to experience and the plan you have to mitigate them.
4. The Project Team
Record details of the common understanding of team purpose, roles, responsibilities and accountabilities in accordance with the project goals, plans and objectives.
Include details of:
• How team members have had input into the team plan.
• Policies and procedures ensuring team members take responsibility for their own work and assist others to undertake their required roles and responsibilities.
• Processes ensuring issues, concerns and problems identified by team members are recognised and addressed, and making sure that each team member has an opportunity to provide input to planning, decision making, and operational aspects of the work team.
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5. Effort and Duration of Tasks
Checklist – Does the effort and duration of tasks template include: Yes
1. The task numbers in the template match the task numbers in the Gantt chart.
2. The tasks are listed in sequential order.
3. The task descriptions must read the same as those for the Gantt chart.
4. The task descriptions show the project has been listed as a set of measurable and sequential outcomes.
5. The task effort and duration table has been developed using Excel or a similar software application that performs spread sheeting calculations.
6. The task effort and duration calculations have been calculated correctly.
6. Task Dependency Worksheet
Checklist – Does the task dependency worksheet include: Yes
7. The task has been sequentially ordered and numbered the same as those in the project Gantt chart.
8. Appropriate predecessors and predecessor types have been listed, including lag if appropriate.
9. The correct constraints have been added where appropriate.
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Assessment 2
Effort and Duration of Tasks Template
Task number Task Description Task Effort (hours) Task Duration (days)
To Tp Tm Te To Tp Tm Te
Task Dependency Worksheet Template
Task number Task Description Duration Predecessors (list task numbers) Constraints
FS SS FF SF Lag Type Date
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Kingsford International Institute |CRICOS: 03689D RTO: 45363| April 2019 v1.0 9

KII6008 Project Delivery and Risks in ICT7. Role Descriptions
Checklist – Do the role descriptions include: Yes
10. A job description template has been completed for every internal job role in the project.
11. At least one person allocated to each role.
12. The job descriptions are consistent with the tasks required for the project.
13. Names and roles of people who this job role was negotiated with.
o Workplace pathway: Must be stakeholders who actively assisted in the preparation of this job role template. Must include either project team members or higher managers in the student’s organisation. o Simulated pathway: Create the job descriptions, allocate relevant staff from, and then include the assessor’s name and job title in this field.
8. Status Report Template
Checklist – Does the progress report template include: Yes
14. Reporting for all ten functions of project management (scope, time, cost, quality, human resources, procurement, stakeholders, risk, communication, integration).
15. Reporting for project activities against the agreed project plan.
16. Space for major issues in project.
17. Details of report distribution list.
Status Report Template
Project Name:
Prepared by:
Date:
Status of Project Relative to Project Objectives:
Scope (On scope? If off scope, how serious?):
Schedule (On schedule? Ahead or behind by how much, etc.):
Cost (On budget? Under or over by how much, etc.):
Quality:
Communications:
HR:
Risk:
Procurement:
Integration:
Progress Report: (what is completed, what is in process, key changes made, when and why, etc.)
Forecasting: (estimate of future project status and progress)
Other issues or comments:
Issue: Who Will Address:
Project Report Submitted to:
Name: Title: Date:
Name: Title: Date:
Name: Title: Date:
9. Completion Report Template
Checklist – Does the completion report include: Yes
18. Reporting for all ten functions of project management (scope, time, cost, quality, human resources, procurement, stakeholders, risk, communication, integration).
19. Reporting for project activities against the agreed project plan.
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Checklist – Does the completion report include: Yes
20. Space for major issues in project.
21. Details of report distribution list.
Completion Report Template
Project Name:
Prepared by:
Date:
Project Summary
Scope (what was included and excluded:
Cost (Budget vs. actual):
Time (Estimate vs. Actual):
Body of report containing all ten functions of project management and the subheadings: Process review, lessons learned recommendations.
Project Report Submitted to:
Name: Title: Date:
Name: Title: Date:
Name: Title: Date:
Role Descriptions Template
Role Title:
Team Member Names:
Reporting to:
Role description:
Expected outcomes, outputs, KPIs, goals:
Whom role(s) were negotiated with:
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10. KPI Performance Review Template
Checklist – Does the KPI Performance Review Template include: Yes
22. Space to measure individual’s performance against agreed criteria, outcomes, outputs, PKIs and goals relevant to the role.
23. Space to record actions to overcome shortfalls in performance.
24. Space to identify and address individual development needs and opportunities to support stakeholder engagement.
25. Space to include team member’s inputs, insights, comments to the KPI Performance Review.
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KPI Performance Review Template
Name:
Job Title:
Review completed by:
Criteria/KPI Description of performance Actions to overcome
shortfalls in
performance Development needs Team members’ inputs,
insights, or comments
11. Training Needs Analysis
Checklist – Does the TNA template include: Yes
Spaces to identify and plan ongoing training development of the project team members to help better support the project stakeholders (other team members, project manager, etc.).
The template does not need to be filled in at this stage as this will be covered in the next workbook.
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TNA Template
Name:
Job Title:
TNA completed by:
Criteria/KPI Training required? If yes, what training needs exist? How will this be achieved? (E.g. on the job, external training -
who?) When will training be provided?
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PART B
Task 1 – Risk Management Plan
TASK 1
Your task is to create a comprehensive Project Risk Management Plan that covers the following:
• Project Overview - This section defines the Project vision, its business value, and projected outcome. It may include a summary of the Project scope, dependencies and constraints. This introductory portion may also include success criteria for measuring Project outcomes.
• Schedule Management - A roadmap or work breakdown structure may be included in this section along with a description of how scheduling will be managed, updated, and monitored. Roles and responsibilities related to scheduling should be made clear.
• Change Management - Provide a clear process for handling Project changes, including who can submit change requests, how and where those requests will be tracked, and who can approve changes.
• Communications Management - A detailed communications plan can help prevent project issues and ensure that information is distributed appropriately. Use this section to define the frequency and type of communication to be provided, who will be providing and receiving the communications, and other guidelines or expectations.
• Cost Management - This section may include detailed information on Project budget and expenditures as well as the parties responsible for managing costs, who can approve changes to the Project budget, how project budgets will be measured and monitored, and guidelines for reporting. Funding and funding issues.
• Procurement Management - Describe responsibilities related to procurement throughout a Project lifecycle. Identify who is responsible for vendor relationships, dealing with contracts, purchasing, and other activities.
• Project Scope Management - Will the project scope be defined in a scope statement, WBS, or another method? How will the scope be measured? Who is responsible for managing and approving the Project scope? Address these questions as well as any guidelines related to the scope change process that were not identified in the change management section.
• Risk Management - Describe how risks will be reported, monitored, and assessed, including how they can be submitted and who is responsible for dealing with them.
• Staffing Management - This section lists Project requirements for staffing, including specific resources and the timeframes in which they are needed, plus training. It describes how staff will be managed for the duration of the Project.
• Stakeholder Management - Use this section to identify stakeholders and strategies for managing them, including who is responsible for collecting and reporting stakeholder information.
• Project Governance - Describe any governing groups, what authority they have, and their responsibilities within the Project. You can include information on how often they will meet, how escalated decisions should be presented to and handled by the governing groups, how their decisions will be communicated, and when Project reviews will occur.
As a basis the following template should be used and adapted as required. As you develop the plan, include reference to AS/NZS ISO 31000:2009 Risk Management Principles and Guidelines and outline how the proposed risk management system meets the requirements of the standard. Insert this information into the plan where relevant.
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Once you have developed the Risk Management Plan create a report that will outline a leadership strategy to ensure that the plan is correctly implemented. The strategy and report must outline how you will:
• manage the Project in accordance with plans
• review progress, analyse variance and initiate risk responses
• ensure risks are assigned and monitored across the Project at agreed intervals
• assess issues for impact and remedial actions authorised
1. BUILD STATUS:
The most recent amendment first.
Version Date Author Reason Sections
n.n dd mmm yyyy Name e.g. Initial Release All
2. AMENDMENTS IN THIS RELEASE:
Section Title Section Number Amendment Summary
e.g. This is the first release of this document.
3. DISTRIBUTION:
Copy No Version Issue Date Issued To
1 n.n dd mmm yyyy Name, Title, Organisation
2
Electronic
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In this section specify:
• what risk identification process has been undertaken (ie. brainstorm, facilitated session, scan by Project Manager etc);
• any categories used to assist in the identification or relevant risks; • when the risk identification process occurred; and
• who was involved.
From this risks will be graded as A, B, C, D or N according to the following matrix:
Likelihood Seriousness
Low Medium High EXTREME
Low
Medium
High
The ratings for likelihood and seriousness determine a current grading for each risk that in turn provides a measure of the Project risk exposure at the time of the evaluation.
In this section specify:
• How the identified risks could potentially impact on the Project in terms of the four categories of consequence (eg. x have potential to delay or reduce Project outcomes/reduce output quality etc);
• Summarise the distribution of risks according to the grading (number of ‘A’ Grade risks, ‘B’ Grade risks etc)
• List any ‘A’ Grade risks.
Grade Possible Action
A
B
C
D
N
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In this section specify:
• The proportion of risk mitigation actions that are preventative (eg. 30%);
• The proportion of risk mitigation actions that are contingency (eg. 70%);
• Key stakeholders nominated as responsible for undertaking specific risk mitigation actions;
• Any major budgetary implications
For any identified ‘A’ Grade risks specify:
• What type of mitigation action is proposed (preventative or contingency); • Who is responsible for undertaking the proposed action; and
• Any cost implications for the Project Budget.
In this section specify
• How frequently a review of the Risk and Issues Registers will be undertaken (eg. fortnightly, monthly);
• Who will be involved in the review of the Risk and Issues Registers (eg. the Project team);
• How often risks will be monitored to ensure that appropriate action is taken should the likelihood, or impact, of identified risks change and to ensure that any emerging risks are appropriately dealt with (eg. monthly);
• If the Risk Register will be maintained as a separate document or as part of the Risk Management Plan;
• How often the Steering Committee or Project Sponsor/Senior Manager will be provided with an updated Risk Register for consideration; and
• How often Risk status will be reported in the Project Status Reports to the Steering Committee/Project Sponsor/Senior Manager (usually only Grade A and B risks).
APPENDIX A: PROJECT TITLE RISK REGISTER (AS AT
DD/MM/YY)
Rating for Likelihood and Seriousness for each risk
L Rated as Low
M Rated as Medium
H Rated as High
Grade: Combined effect of Likelihood/Seriousness
Seriousness
Likelihood low medium high EXTREME
low
medium
high
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Recommended actions for grades of risk
Grade Risk mitigation actions
A
B
C
D
N
Change to Grade since last assessment
NEW New risk
— No change to Grade
Id Descriptio n of Risk
Impact on
Project
(Identification of
consequences
1) L
2
S
3
G
4
Change Date of
Revie w Mitigation Actions
(Preventative or
Contingency) Individual/ Group responsibl e for mitigation action(s) Cos
t Timeline for mitigatio n action(s) WBS
5
n
A
“newspap
er headline” style
statement
. Also identify relevant triggers that may cause the risk to be realised. Describe the nature of the risk and the impact on the Project if the risk is not
mitigated or managed Chang
e in
Grade since last review Date of last review
Specify planned mitigation strategies:
• Preventativ
e
(implement immediatel
y);
• Contingenc
y
(implement if/when risk occurs). Specify who is responsibl
e for undertakin g each mitigation action(s) Specify timefram
e for mitigatio n action(s) to be complete d by
n
+
1
1 This can be useful in identifying appropriate mitigation actions.
2 Assessment of Likelihood.
3 Assessment of Seriousness.
4 Grade (combined effect of Likelihood/Seriousness).
5 Work Breakdown Structure – specify if the mitigation action has been included in the WBS or workplan.
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Task 2 – Risk Management Strategy Review
This assessment task requires you to populate a risk register for the Project as outlined in Task 1.
Using the information from the register:
1. Determine Project residual risk.
2. Develop a management strategy for each residual risk identified.
3. review and analyse Project risk outcomes from the available information
4. Summarise the lessons learnt in such a way that they may be applied to future projects.
5. Identify the activities that you will need to be undertake to monitor the risk and review process at appropriate intervals or project milestones. You can use Gantt chart to complete this part.
6. You are require to identify a risk that requires a project change requests and update baseline project schedule.
Compile a management report to outline each of the above points.
Note: Use the risk register template attached as a basis for this assessment task and add a minimum of 10 risks. The risks may be identified through stakeholder engagement and this engagement may be role played.
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REPORT FOR: (Optional) eg Project Name Steering Committee
PROJECT MANAGER: Name
PROJECT OBJECTIVE: As stated in the Project Business Plan.
Rating for Likelihood and Seriousness for each risk
L E
M NA
H
Grade: Combined effect of Likelihood/Seriousness
Seriousness
Likelihood low medium high EXTREME
low
medium
high
Recommended actions for grades of risk
Grade Risk mitigation actions
A
B
C
D
N
Change to Grade since last assessment
NEW New risk ?
— No change to Grade ?
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Id Description of
Risk
(including any identified
‘triggers’) Impact on
Project (Identify
consequen
ces 6) Chang e Date of
Revie w Mitigation
Actions (Preventativ e or
Contingency) Responsibi
lity for mitigation action(s) Co
st Timeli ne for mitiga tion
action(
s) Work Breakdo wn
Structur e
n
A “newspaper headline” style statement. Also identify relevant triggers that may cause the risk to be realised. Describe the nature of the risk and the impact on the Project if the risk is not
mitigated or managed Chang
e in
Grade since
last review Date of last review Specify planned mitigation strategies:
• Preventativ e
(implement immediatel
y)
• Contingenc y
(implement if/when risk
occurs).
Specify who is responsible for undertaking each mitigation action(s) Specif y
timefra me for mitigati on action(
s) to be
comple
ted by This is to indicate that the identified mitigatio n action has been included
in the
WBS
(workpla
n).
1 • •
2 •
3 • •
6 In larger programs, the consequences of the threat may not be evident, and noting them under each risk or in a separate column can be useful in identifying appropriate mitigation actions.
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