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ASSESSMENT COVER SHEET
QUALIFICATION: Diploma of Business/ Diploma of Management
UNITS: BSBPMG522A- Undertake project work and BSBADM503B Plan and Manage Conferences
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Assessment 2
Assessment 3
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ASSESSMENT GUIDELINES FOR STUDENTS
• You need to achieve a ‘Competent’ grade in ALL the assessments items to be granted a ‘Competent’ grade in the unit.
• In case you are not able to achieve a ‘Competent’ grade in any assessment task, you will be given three (3) attempts to resubmit your assessment. Your trainer will be available to assist you in any areas of difficulty. Please discuss the assessment with your trainer to seek advice on how you can achieve competency in the unit.
• Where relevant, oral questions may be asked to gather more information on your knowledge, skills and competence in the unit.
• A holistic approach is used to assess your skills relevant to this qualification. The skills are assessed across the different units offered within this qualification. Where a skill relevant to this unit is not assessed within this assessment pack, please note that the skill will be assessed in another unit.

Assessment 1- Theory Questions
.
Answer the questions below in your own words
1. What is a project?
2. What are the FIVE steps in a project lifecycle?
3. What should be defined clearly in Step 1 (when you start a project)
4. What is the purpose of a project charter?
5. What are the steps you would take to plan a project?
6. What can a project manager do at the planning stage to make sure the project team works effectively?
7. What is the purpose of a WBS?
8. What is project planning?
9. What do you understand by the term ‘contingency’ in relation to cost management?
10. What are the three pillars of project management? Why is each one important?
11. How can a project manager create a winning working environment?
12. Why is it important for a project manager to monitor the progress of the project?
13. What should a project manager monitor within a project?
14. What can you do if the project deadlines are not met and the project is running behind schedule?
15. Explain what project closure is and the steps that need to be taken for closure and review?
16. What are the five different type of organisational structures that a project manager may encounter? In which type of organisational structure is the project manager likely to have most authority?
17. Why is it necessary to have a working knowledge of the legislation involved in undertaking any project?
18. Provide two examples of legislation that may impact on project management plans

ASSESSMENT 2- PRACTICAL APPLICATION
Please read the case study below. You are required to plan and manage a conference. This is a big project and you need to follow project management principles to manage an effective conference.
Case Study
KFC is one of Australia’s famous fast food chains. KFC has 100 franchisees across Australia. The franchisees are invited for an annual conference that is managed by the head office in Brisbane. The conference is a means of sharing best practice amongst franchisees, exchanging ideas about growth and profitability and learning new skills through professional development sessions.
This annual conference is a key event in the KFC calendar and the CEO of KFC, Mike Shine, always wants to ensure that the conference is managed extremely well as the reputation of KFC worldwide depends on the conference. He also wants to make sure that the program is interesting and the promotion is done in such a way that all the 100 franchisees commit to attending the conference. This conference is linked to a number of other projects KFC is undertaking in order to achieve its strategic goal of becoming the largest chain of food franchises in the Australia and Asia Pacific region.
The conference for this year is due in 6 months and the CEO wants to invite international guest speakers (with their partners) and some international dignitaries from a number of countries. The program will run for 2.5 days (Friday, Saturday and Sunday) in the last week of September. The program will include one welcome function on Friday evening, 2 full days of presentations/ workshops on Saturday and Sunday followed by a social networking function on Saturday and formal cocktail evening on Sunday. The Friday session will include an opening speech by a keynote speaker who has been invited from the US. The Federal Minister for Trade will also be attending the Friday function. On Saturday and Sunday, the delegates can attend options sessions that will run concurrently in 4 different rooms.
A total of 150 delegates 60% male and 50% female are expected including interstate and overseas franchisees and invited visitors. The budget for the event is $75,000. The event will be funded by the head office in Brisbane. The head office will cover all expenses for all the delegates; however the 100 franchisees will be paying for their own travel and accommodation costs.
Mike Shine, the CEO also wants to open up the Friday welcome session to local business owners in Brisbane, as he believes it will help to raise KFC’s profile and raise some income to cover the costs of the Conference. He wants to sell tickets for the welcome function for $100 per person. He believes that the business owners will be willing to pay for entry as they will have an opportunity to meet the Minster for Trade and also network with other business people. He hopes that at least 50 business people will attend the Friday evening function, which means that there will be 200 people attending on Friday in total
The conference must be run perfectly with no problems in relation to accommodation, airport pick up arrangements, guest services, venue arrangements, seating, equipment, training materials, gifts, functions, catering etc.
You have been asked to manage the whole project with a team of 4 other staff. You can use the head office to access computers, printers, photocopiers, telephones and other resources during the planning stages and also during the conference.
You are required to look after the following:
• Preparing a conference concept plan
• Develop a draft program, including venue details and location map
• Prepare a promotion plan (including your plan for promoting the function, media, publicity, invitations)
• Prepare a budget
• Prepare a work breakdown schedule (conference planning schedule with timelines)
• Risk management Plan
• Plan and make travel and accommodation arrangements for all guests
• Plan for registration process and welcoming delegates
• Plan for managing the conference and managing any issues
• Manage the social functions
Please complete the assessments below

Assessment 2
Develop a Project Brief/ Conference Concept Plan
What you need to do
1. Read the case study carefully and complete the following table:
COLLECTING RELEVANT INFORMATION
Title of the Project you have to manage
Company details
Name of the Company
CEO’s name
What does the CEO want to achieve
Who are the key stakeholders?
What other information do you need to complete the project successfully?

What process will you follow to gather more information about the project?

2. Develop a project charter/ conference concept plan by completing the following table. If some information is not available, leave the section blank and go to Question 4.
HEADINGS Write your answers below
Name of the project
Name of the company requiring the project

Key contact person within the company who you will report to for the project
Purpose of the project
Why is the project important? How does this project relate the organization’s overall mission, goals and objectives?
Is the project linked to any other projects that the company is undertaking?
Project planning start date
Dates of the actual conference
Project end date
Budget allocated to the project

List of resources allocated to the project:
• Financial resources ($)
• Human resources (Number of staff)
• Technology
• Raw materials
• Plant and equipment

$_
Will you need any other resources to complete the project?
How many participants will be attending (You will need to calculate from the case study)

Why is KFC doing the conference? Objective 1
Objective 2
Objective 3
As a project manager, what are the measurable outcomes you need to achieve for project completion OUTCOME
Outcome 1
(Related to project quality)
Outcome 2
(Related to project timelines)
Outcome 3
(Related to project cost)
As the project manager, write down the steps will you take to ensure that the outcomes are delivered to the agreed standards and quality?
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
Responsibilities of the Project Manager/ Conference Planner (i.e YOUR RESPONSIBILITIES)

Assessment 3
.Project Plan/ Conference Plan
Using the above case study, complete the following:
1. Develop a detailed program for the conference
(You can get the basic information from the case study and then add more details)
Conference Dates: _
Venue/ Address:
Style of the Conference:
Key Speakers:
DAY/ DATE Time Program/ Session details Room No Any other information

Friday, XXX 9:00am Registration opens Reception area
2. Develop a promotion plan for the conference
1. What methods will you use to promote the conference to the local businesses?
2. What type of publicity material will you use? (e.g Flyers/ Newspaper Ads etc)
3. Prepare a draft flyer for the Conference (to show an example of the publicity materials)

4. Provide a list of project team members with their specific roles and responsibilities.
Example:
Program Coordinator Responsible for venue booking, venue and equipment arrangement, catering
JOB TITLE Key responsibilities/ duties
1 Project Manager (You)

2
3
4
5
5. List the major tasks (Work Breakdown Schedule) involved in the project in the order they will be carried out.
When TASK TO BE DONE By whom?
(You need to allocate the tasks to your team based on Q4 above)
5-6 months ahead
3-4 months ahead
2 months ahead
1 month ahead
3 weeks ahead
2 weeks ahead
1 week ahead
During the conference
1 week after the conference
6. Provide details of the type of training and support you will provide to the team members.
7. Think about any cross-cultural issues that you might encounter. Explain how you will ensure that you deal effectively with people from diverse cultural backgrounds.
8. Develop a risk management plan, identifying at least 10 risks and methods of avoiding or minimising the risk. Include at least 3 OHS risks.
RISK-
What can go wrong? Likelihood of Risk?
(High/ Medium/ Low) Impact of Risk?
(Very severe/ Medium/ Low What strategies will you use to minimise the risk? What action will you take if this goes wrong?
1 Example: You send the wrong airport pick-up details to the participants and they are left waiting at the airport Medium Low I will get a team member to double check all the bookings and send the information to the participants Apologize to the participant and offer a complimentary dinner and ensure the rest of his stay is extremely comfortable
2
3
4
5
6
7
8
9
10
9. Develop a detailed project budget for the conference
BUDGET
INCOME Total Give details

Total income
EXPENSES Cost Total for group $ Give details
Example:
Accommodation for 3 nights $150per person per night or $450 for 3 nights $22,500 50 participants X $450

Total expenses
Surplus/ Deficit
10. Explain how you will seek approval for the above budget?
11. Explain how you will ensure that you manage the program within the budget.
12. Develop additional materials for the conference
1. Write an invitation letter to the presenters. Include a question about any special requirements for their presentation
2. Explain the process you will use to ensure that the presenter support materials, audio visual aids and media are ready for each presenter’s session. What is your back-up plan if the audio-visual system does not work at the last minute?

3. Develop a floor plan for the venue

13. Describe the consultation, feedback and monitoring process you will use during planning and completion of the project. Write your answer in the table below:
CEO
What will you need to communicate to the CEO?
How will you communicate with the CEO? PROJECT TEAM MEMBERS
What will you need to communicate to the team?
How will you communicate with the team? VISITORS
What will you need to communicate to the visitors?
How will you communicate with the visitors?
During the planning stage
During the implementation stage
During the conference
After the conference (Review)
14. Explain how you will establish and maintain records during and after completion of the project. Write your answer below
15. What are the steps you will take to review and close the project?