Project Authorization and Scope Management Plan Project - Scope Creep - Scope Control Project - Business Management Assignment Help

Assignment Task:

Assessment Task 1: Written Questions 

Task summary 

• This is an open book test.to be completed in the classroom.
• A time limit of 1 hour to answer the questions is provided.
• You need to answer all of the written questions correctly.
• Your answers must be word-processed and sent to the assessor as an email attachment. 

Assessment Task 1 Instructions

Provide answers to all of the questions below: 

1. Identify and describe two documents that can be used to initiate projects.
2. Identify and describe two key components of a project scope management plan. 
3. Describe two factors that can impact on project scope.
4. Explain the purpose of a change control plan within a project scope management plan, and summarise the key processes that should be followed in order to control changes within a project. 
5. Explain two methods that can be used to measure project outcomes and progress, and provide an example to illustrate each. 
6. Describe two methods for segmenting and documenting a work break down structure (WBS).
7. Identify and describe two problem areas likely to be encountered in scope management. 
8. Explain the concept of the project life cycle and the importance of scope management within this cycle.
9. Identify three project management tools and explain their use in project scope management. 
10. Outline the key role and at least four responsibilities of a project manager when planning a project.

Assessment Task 2: Project authorization and scope management plan project

Task summary 
In the role of Project Officer of a fictitious company, Native Bush Spices, you are required to gain authorization for a project to develop a web site and then develop a scope management plan. 
This assessment will be completed in the classroom as part of a simulated work environment.

Native Bush Spices Australia is based in Coffs Harbour, NSW. The business was established in 2010 to cater to demand Australian native food products. The company has organic certification.   The company manufactures and retails a range of organic, Australian native foods including Native herbs and spices, Native herbal teas and Native fruit jams and conserves.

Currently, the business is selling its products through a number of small supermarkets and health stores throughout Australia. The company also has a very basic website that includes four pages: Home, About Us, Products and Contact Details. 

The company’s overall business objectives for the next three years are to increase sales and create brand awareness, develop a broader product range, as well as expand into overseas markets, most likely Hong Kong, Japan, and Singapore.

The company’s target customers are those that enjoy gourmet foods. 
The age range of Australian consumers buying products is between 35 and 65.
Most consumers are health-conscious, care about protecting the environment and have an average annual income of $80,000. 

The company currently employs the following staff in its head office: CEO, Operations Manager, Marketing Manager, Customer Service Officer and two administration staff. Ten staff are employed in the factory making and distributing the products. 

It has been decided that a new website is needed as part of the marketing communications strategy. The new web site is seen as a critical part of the company’s expansion strategy. However, as with all projects, project authorization needs to be obtained, as well as a detailed project scoping conducted prior to commencement.

The Operations Manager has provided the following information to assist with the initial project authorization and the following development of the project management scoping document:
Inclusions - Website is to include a shopping cart so customers can order products directly through the website. Customers should also be able to access recipes and general information about the health benefits of bush spices. 
New web site implemented within 2 months from the implementation of the project plan, sales show a 20% increase over 12 months, market research shows the brand increasingly recognized. 
The budget available for the development of a web site is $8,500. 
Web site to be developed by a skilled contractor. SEO optimization also required. Content needs to be professionally written. 

Complete the following activities:

1. Write a project authorization request 
The first part of this assessment task requires you to review Native Bush Spices Australia project management policy and procedures, as well as the case study information. 

As set out in the organization’s policy and procedures, you are required to complete the Project Authorisation Template to develop and confirm the procedures for project authorization. Remember that, at this stage, only a broad overview of the project is required so as to gain initial approval. 

Complete the template using the information from the case study and project management policy and procedures and then send it as a memo to senior management for approval. Your memo should include a short summary of the attachment. 

2. Send an email to the senior management team (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment, and seek their feedback and approval to move forward with the project. 

Attach your project authorization request to the email.

3. Define the project scope 
Assume that you have been provided with approval to proceed with the project as set out in your project authorization request. 

You are required to develop a detailed project scope management plan, which will then be negotiated and agreed on by the Senior Management Team in a meeting in the next part of the assessment task. 

Use the Project Scope Management Plan Template to guide your work. You may use the link below to assist you in developing your plan. 

To develop the work breakdown structure included as part of the project management plan, you will need to research the typical steps involved with developing a web site, assuming this work will be contracted out to web site designers and content writers. 

Ensure that the procedures for project change control processes are clearly specified, as Assessment Task 3 will require you to implement these.

5. Send an email to the senior management team (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment, and ask for a suitable time and date for a meeting to discuss this. 

Attach your project scope management plan to the email.

Participate in a meeting with the Senior Management team (your assessor).
At the meeting, you will be required to go through your project scope management plan, carefully explaining each part of the project scope management. 

Be prepared to answer questions, as well as negotiate the project boundaries as indicated in your project scope management plan, noting that you may have identified changes to the project budget or timelines. 

Before the conclusion of the meeting, you are to obtain confirmation of your plan by senior management.

During the meeting, you will need to demonstrate effective communication skills including:

• Speaking clearly and concisely
• Using non-verbal communication to assist with understanding
• Asking questions to identify the required information
• Responding to questions as required
• Using active listening techniques to confirm understanding 

6. Finalize project scope management plan 
Update your project scope management plan to incorporate the feedback from senior management that you received at the meeting.

Make sure that you rename and save the document when you have made the changes.

7. Send an email to the senior management team (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment,

Attach your updated project scope management plan to the email.

Assessment Task 3: Scope control project

Task summary 
In this assessment task, you will need to manage project scope control processes by managing a change request and reporting on scope management issues. 
This assessment will be completed in the classroom as part of a simulated work environment. 

Complete the following activities:

Send an email to Senior Management (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Write a change request and analysis in the format you identified in the procedures that you developed in your project scope management plan.

Send an email to PR Pulse (your assessor).
Assume that, following the change control procedure, the CEO has allocated the additional funds to cover the additional requirements. (Note this decision will be regardless of the outcome of your change request decision). 

As set out in your organization’s policies and procedures, you are now required to draft a proposal to PR Pulse to confirm the additional work that will be conducted. 
This will need to address:
The scope of the proposed work

• Cost
• Timelines 
• Quality requirements
• Confirm that this is an additional piece of work to that already completed. 

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Write a report on scope creep 
Assume that the Operations Manager is concerned about scope creep for future projects and would like to put mechanisms in place within the project management policy and procedures to avoid this. Therefore, he has asked you to prepare a short report that addresses the following:

• Definition of scope creep
• Types of scope creep and organizational impact
• Why scope creep occurs
• Recommendations on preventing scope creep

Your report should be approximately 1 page long and be written in clear and concise English. It should be professionally presented and error-free. 

Send an email to the senior management team (your assessor).
The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should introduce and summarise the contents of the attachment,

Attach your scope creep report to the email.

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