BSB50215 Diploma of Business

BSB51918 Diploma of Leadership

and Management
10118NAT Diploma of Social Media
Marketing
BSB50215 Diploma of Marketing
and Communication

BSBPMG522
Undertake project work
Task 2 – Written Report

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Candidate Instructions

Purpose of this Assessment task

This assessment task is designed to test your skills in undertaking project work as required by the unit
BSBPMG522 Undertake project work. Your trainer/assessor will be assessing your work and provide you
with constructive feedback on Canvas. This task will assess your skills to:
 Define project
 Develop project plan
 Administer and monitor project
 Finalise project
 Review project.

In this assessment you will analyse the provided case, undertake research using Bounce Fitness website,
and complete the 4 parts of the project to demonstrate your skills in undertaking project work.

What are you required to do to undertake this Case Study?

You should carefully read the provided Case Study, the additional documents provided on Canvas and
undertake all questions in the four parts. The task includes: (i) Analysing the case (ii) Undertaking
required research and (iii) Reporting. No video recording of a role play or presentation is required.

To successfully undertake this assessment, you should be doing the following:

 Read the provided Case Study, scenarios and Bounce Fitness additional resources couple of times
and understand the requirements
 Clarify the requirements with your trainer and assessor if you are not sure
 Research appropriate websites as directed by your trainer/assessor
 Self-reflect before you record your answers and upload them on Canvas
 Discuss with your trainer/assessor the contents of the project you will be submitting

Context and conditions of undertaking the tasks?

The prescribed tasks will be undertaken by you after carefully analysing the case scenarios. Your
trainer/assessor will provide you a context to role-play the scenario. Your trainer will also provide you
guidance on the websites to be researched. Your trainer/assessor may also set certain conditions under
which you will perform the tasks required by this assessment. For example, your trainer may set a time
limit to perform a task or, ask you to repeat a task or, ask you to give additional information about the
performance by asking you some verbal questions or, they may prescribe you some new conditions to
undertake certain tasks.

Given your personal conditions, your trainer/assessor should also be able to make some reasonable
adjustments in undertaking the tasks of this assessment. You should check with your trainer/assessor
about the conditions under which the tasks should be completed, and the possible adjustment they can
make in undertaking these tasks.

What specific WHS requirements may be involved?

This assessment will require you to be aware of the standard Workplace Health and Safety requirements
e.g. Workplace Health and Safety Act and Workplace Health and Safety Legislation Your trainer/assessor
will advise you on these and other legislative requirements.

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Tasks and frequency of performance
Details of the tasks to be undertaken in this assessment are provided in this document. The tasks listed
must be performed at least once.

Getting Started
The assessment may be re-attempted on two further occasions (maximum three attempts in total). All
assessments must be resubmitted 3 days within receiving your unsatisfactory grade. You must clearly
indicate “Re-submission” on your resubmitted work.

You must complete all questions unassisted by the assessor or other personnel but may refer to
reference material as may be needed. All questions must be answered satisfactorily for the assessment to
be completed satisfactorily.

For any assessment conducted that is incomplete, or without satisfactory performance, the assessment
will need to be completed again after further training support. This may be simply to focus on question
areas not achieved in the prior assessment.

Submitting your assessment

When you are ready to submit your assessments, upload the files in Canvas via the submission tab. It is
important that you keep a copy of all electronic assessments submitted to Canvas. Please submit all
assessment components.

Word count
In this assessment some of the questions include a word count. This is a guideline only, but your answers
should not vary substantially (i.e. +/- 10%) from the word count provided. Microsoft Word includes a
word count tool.

Objective To test the required application skills in undertaking project work.

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Assessment Cover Sheet

Candidate name:

Trainer’s Name:

Date Submitted:
Candidate declaration: I declare that:
 I have read and understood all the information provided in relation to
the assessment requirements to complete this unit, the instructions
and the purpose and processes of undertaking this assessment task
 This assessment is my own work and where other’s works or ideas have
been borrowed, I have appropriately referenced or acknowledged them
 I understand that plagiarism is a serious offence that may lead to
disciplinary action.

Candidate signature:

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 Task 2 – Written Report

General Instructions
In this task you will be required to refer to the simulated company “Bounce Fitness” (Bounce Fitness website
details and access are available on Canvas) and demonstrate your ability to define a project which includes
being able to access workplace documentation, define project stakeholders, delegate, identify responsibility,
clarify responsibilities, and determine and access available resources.
Read the case study below and complete the activities.
Introduction

Bounce Fitness is made up of four (4) fitness centres. Their head office is currently in Cairns, Queensland.
The other centres are in Brisbane, (Queensland), Sydney, (New South Wales) and Melbourne, (Victoria). It
is the intention of the Board of Directors that a new centre will be opened in Perth, (Western Australia).

It was established in 2001 by Margaret House as a single aerobic studio. After two years, membership
increases demanded the small, leased, centre be expanded and a new facility was built on land purchased
by the organisation. In 2004 a second centre was established in leased premises in Brisbane and then
Sydney and Melbourne in the subsequent two years.

The Head Office remains in Cairns and a Board of Directors has been established to oversee the function of
the business in all of the centres. Each centre has a Manager, who reports to the CEO in Cairns, and a team
of permanently employed fitness instructors and other casual instructors, all of whom report to the
Centre Manager.

The business is operated on best business practice and complies with all legislative requirements, local by-
laws and is registered with the national body.

Bounce Fitness intends to market its brand through excellence in service and expertise to establish itself
as a premier provider of fitness and wellness in Australia. Much time is invested in training the Centre staff
to upgrade their professional skills and customer service to foster a loyal member base. Classes are
innovative and varied with regular changes to routines and activities.

Bounce Fitness has developed choreographed fitness moves with accompanying music which is geared to
the varying interests, needs and goals of the member group. It is intended that all around Australia, gym,
and fitness centre members will continue to be enhancing personal performance through classes designed
and produced by this business.

Classes are coupled with state-of-the-art fitness equipment to cater to those who prefer resistance
training to aerobic workouts. Additional free weights allow for use by even die-hard lifters.

All centres are carpeted in areas used for stationary activities, spacious, well-ventilated, and air-
conditioned to make the environment as safe and comfortable as possible. They are light and feature
wrap-around mirrored walls. The decor was designed by a Brisbane firm and is updated every three years.
There are showers, toilets, lockers.

Each centre features a retail section selling fitness shoes, clothes, and other related fitness items. There is
a small cafeteria which is leased to a provider who supplies healthy, low calorie drinks and light food.

Each Centre has regularly scheduled aerobic classes ranging from high intensity to low intensity. The
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scheduling is left to each centre but must sustain a minimum average of twelve in each class for them to
continue to be held. The style of classes changes as new methods are developed to sustain interest and
provide variety.

Group circuit classes are also available. They involve rotation around the different resistance equipment as
instructed by the Instructor. The workout also includes interval aerobic exercises to enhance the value of
the workout.

Very low intensity classes are also held in age care facilities to keep residents active. The classes
incorporate light weights. This exercise contributes to the physical and mental health of participants as
well as providing variety in their day.

Special classes are held in high schools for senior students, sheltered workshops and other special
situations as requested and are operated as a community service, at minimal or no cost.

Funding is primarily from memberships. Memberships are sold on a one, three, six- and twelve-month
basis on a decreasing fee scale. Casual members are welcome, but the daily rate is a premium one.
Each centre sells memberships to 120% of their capacity. This means that at peak times it could be quite
crowded, but experience demonstrates that there is a maximum of 80% usage.

The retail arm of the business accounts for about 30% of the takings from each centre. The strategic plan
for retail is set to increase investment in sales this year to 35%. Each centre will be given a budget to
develop and implement a sales and marketing plan to trial. The most successful may be implemented
nationally and will attract an incentive for the most successful centre.

The catering facilities, which produce 5% of the income, less any rent off-set, are currently leased to
private operators. This is reconsidered during each annual planning session by the Board.
The Board of Directors have come up with some business objectives and Key Performance Indicators for
the next 12 months for each of the centres. You are the Centre Manager for the Sydney Centre and are
also required to meet the business objectives as per below:
 Generate a 10% yearly increase in sales
 Increase market penetration every quarter
 Continue to cultivate Bounce Fitness’s image as the premier long-term wellness program
provider
 Decrease customer acquisition costs by 4% every two quarters
 Lower the cost of service delivery by 1% a quarter
 Holding spending, as a percentage of sales at a steady rate.
To meet the business objectives, it was decided to open a coffee shop at the Fitness Centre to generate
more customers to the centre. The idea is also to have a hub where clients can also socialise after their
sessions and be able to have healthy snacks and meals.

You as the Centre Manager are responsible for the above project for your Fitness Centre.

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Part A- Define project
1. Access documents from the Bounce Fitness website to define the project scope. The documents
you will have to access include Business Plan, Coffee Shop Marketing and Corporate Marketing
Plan and any other documents form the website such as financial documents. (Copies of these
documents have been downloaded for your convenience and available on Canvas under
“Additional Resources”).

List the documents downloaded and explain how you can use these documents to define the
project scope. (Approx. 50-100 words)

Scope means the process of defining project goals, results, costs, milestones, activities, and
timetable dates that are related to the project objectives.
Business Plan: The aim of the business plan is that Bounce Fitness capitalizes on its founder's
proven abilities to meet the rising demand for fitness training, personal coaching, and other
health-related facilities. Bounce's early recognition was due to its emphasis on individual
client needs, staff commitment and follow-up, and interesting and entertaining new classes
combined with groundbreaking new concepts.
Corporate Marketing Plan: The main aim of this plan is that Bounce Fitness will work with
businesses in Brisbane, Sydney, and Melbourne's city centers, assisting them in being more
profitable while reducing their overall costs through creative health services and
approaches. The Bounce Fitness strategy is much more positive, emphasizing avoidance and
excellent health encouragement.
Coffee-Shop Marketing: The aim of this marketing plan is to lay out the approaches, tactics,
and programs that can help the Bounce Fitness Cafe business plan achieve its sales goals.
Unlike a traditional café, Bounce Fitness Cafe offers a unique platform for communication
and amusement via the Internet. Bounce Fitness Cafe was created in response to a growing
demand.
What the public wants is: Internet users to have access to a variety of networking
technologies and a vast amount of knowledge. A gathering place where you can interact and
share your experiences with friends and coworkers.

2. After you have reviewed all the documents and accessed the project scope and other workplace
documents, you are required to write a project brief to define the project. In your project brief
you must include the following:
a) Define project stakeholders e.g. explain who will be included in the project
b) Who is the delegating authority for the project?
c) What are the project parameters?
d) Your responsibility and reporting requirements
e) Bounce Fitness’s objective
f) Project documentation of other projects relevant to the one you will undertake
g) Resources required for undertaking the actual project (to be recorded in your Project Scope
Statement), including:
o At least two (2) physical resources
o At least two (2) human resources
o At least one (1) technical resource
Record your answer in the Project Plan template provided in question 4 of this document. (Approx. 300
words)

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a. Define project stakeholders e.g. explain who will be included in the project
Project Stakeholders: Project stakeholders are individuals and organizations actively participating in the
project, or whose presence or activities may be influenced favorably or unfavorably as a result of project
implementation or productive project completion.
Stake holder of the project are following:
 team leader
 team supervisor
 graphic designer
 marketing specialist
 copywriter
 external consultant
b. Who is the delegating authority for the project?
Team leader is the delegating authority of the project who leads the preparation, management, and
execution of marketing campaign programs.
c. What are the project parameters?
The project parameters are the development of Bounce Fitness Cafe as a group forum for socialization
and amusement, also the development of an environment that will not threaten inexperienced users.
Bounce Fitness Café will consider itself as an educational platform for the people interested in learning
about the advantages of the Internet, as well as providing excellent coffee and bakery products.
d. Your responsibility and reporting requirements
Being the Centre Manager of the Bounce Fitness, I am the team leader for the project of opening of
coffee shop at fitness centre.
Reporting requirements are:
 Centres have weekly staff meetings.
 Teleconferences with the Centre Manager and Assistant Manager on a regular basis.
 Centre Manager and Assistant Manager conduct the Annual General Meeting.
 Every year, the entire staffs participate in a day of team building.
e. Bounce Fitness’s objective
Bonus Fitness’s objective is to increase revenue by 10% annually, increase market penetration every
quarter, maintain Bounce Fitness' reputation as the predominant long-term wellness program
manufacturer, lower consumer purchase costs by 4% every two years, lower service provision costs by
1% per quarter, and maintain spending as a percentage of sales at a constant speed.
f. Project documentation of other projects relevant to the one you will undertake
Project documentation include the overall project vision plans, the project plans, the schedule, details of
the teams working in the project, and the risk analysis.
g. Resources required for undertaking the actual project (to be recorded in your Project Scope
Statement), including:
 At least two (2) physical resources
 At least two (2) human resources
 At least one (1) technical resource
– Physical resources:
 Oven
 Espresso Machine
-Human resources:
 Waiter
 waitress Barista
-Technical resources:
 Internet provider
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  Telephone
Part B- Develop project plan
3. To develop a project plan for the coffee shop at Bounce Fitness, you met with your team to consult and
discuss the following:
 Confirm the project parameters
 Identify project management tools which you can use to manage the project
 What would be the risks involved in the project?
 What budget has been allocated the project? Refer to the marketing brief for the
coffee shop.
Document any notes or feedback from your colleagues in the meeting minutes below. Participants can
include another learner/friend/family member/colleague. (You do not need to video record this activity)

MEETING MINUTES
Purpose, Objectives and Elements of Internet coffee shop Development within the bounce fitness
the Meeting: center.
Attendees:  team leader
 team supervisor
 graphic designer
 copy writer
 marketing specialist
 external consultant
Date and time of meeting: 7th May, 2021, 11:00a.m.
Venue: Bounce Fitness Centre
General Business and topics discussed: Risks, Budgeting, Project Parameters
Responsibilities: All the attendees were allocated their responsibilities for the
project. Team Supervisor allocated the responsibility of
supervising and endorsing ad campaigns. Graphic designer
allocated the responsibility of organizing the production of a
logo. Marketing specialist allocated the responsibility of
coordinating online media connections. Copy writer allocated
the responsibility of clearly articulating how their design idea
achieves the aim for which they have been entrusted.
External consultant allocated the responsibility of retaining
editorial authority of both print and internet marketing and
public relations collateral.

Name and date: John Smith; 7th May, 2021

4. You are now required to develop a project plan which you must submit to your CEO and the Board of
Directors for approval. When developing the plan, you should take the following into account:
The Project Plan provides the detailed project work plan, timescale, and resourcing requirements, against
which the Project Board or Sponsor can effectively monitor and control project progress. Where a separate
business case is not required, the Project Plan also provides the business justification for the project, which
is reviewed as the project progresses to ensure it remains valid.

The key areas that the Project Plan should cover are:
 Details of the project deliverables, including timing of and responsibilities for delivery
 Key project milestones

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  Key dependencies, constraints, and assumptions
 An overview of the major project risks
 A high-level project timeline
 Resource management, including budget and other resourcing requirements.

The key considerations in the development of the plan are:

 The plan must be achievable. This means that estimates must be based on consultation with the
staff who will undertake the work and/or reference to historical data
 The plan should incorporate, or be informed by, lessons from previous projects
 Project management and control activities (such as planning, reporting, reviewing and quality
checking), as well as the activities to create the products in scope should be considered and
included in the plan
 The plan should support the quality management, risk management and communication
management activities required for the project.

PROJECT PLAN
Establishment of Internet Café Shop at Bonus Fitness Center
Project Plan:
Learner must specify the title of
the project to be undertaken

Project Manager John Smith

Learner Name

Coffee Alchemy
Project Sponsor
Who has identified the idea for
the project and initiated its
further development

Date 20th March, 2021

Date when the document was
developed

Project Overview:
Brief description of what the project to be undertaken is about
The project is about the establishment of internet café shop at bonus fitness center providing internet
facility. Also its main purpose is to provide a place for entrepreneurs for discussing business ideas.

Relevant Organisational Objectives

Specify two (2) organisational objectives relevant to the project to be undertaken

 Use knowledge from a reputable source

 Information source is up to date

Relevant Organisational Projects

Specify two (2) organisational objectives relevant to the project to be undertaken

 Consider the marketing strategy w.r.t. promoting responsibility, transparency, and collaborative
problem-solving.
 Consider people who will be influenced.

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Project Parameters
Purpose of undertaking this project.

The project parameters are the development of Bounce Fitness Cafe as a group forum for socialization and
amusement, also the development of an environment that will not threaten inexperienced users.
Bounce Fitness Café will consider itself as an educational platform for the people interested in learning
about the advantages of the Internet, as well as providing excellent coffee and bakery products.

Scope Description
Specify two (2) characteristics of the expected product or service from the project.

 A place for entrepreneurs. Internet facility will be provided.

 Peaceful environment

Project Stakeholders
Specify two (2) stakeholders involved in this project other then you are being the project manager. Each stakeholder must include
one (1) responsibility each, while two (2) responsibilities must be specified for the project manager.

Personnel/Role Responsibilities
Leaner Name/Project Manager
John Smith Assign tasks to leaders, maintain schedule

Supervisor Responsible for product development

Jacob William
Team Leader Allocate tasks to team members
Samantha

Deliverables
Specify two (2) deliverables expected from the project.

 It attracts internet users

 Provide friendly atmosphere to have loyal consumers.

Exclusions
Specify two (2) exclusions of the project.

 surpassing expectations of revenues

 missing expectations of revenues

Acceptance Criteria/Measures of Success

Specify two (2) criteria that will determine the achievement/completion of the project.

 Bounce Fitness centre is different from other nearby coffee shops

 Internet facility makes it more attractive

Project Constraints
List two (2) resources or events that will limit or restrict the implementation of the project.

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  Will the Bounce Fitness centre be able to provide the internet facility without any interrupt?
 Will the consumers be able to pay the charges of the shop?

Reporting Requirements
Outline the reporting requirements involved in this project, including any reporting processes involved

 Centres have weekly staff meetings.

 Teleconferences with the Centre Manager and Assistant Manager on a regular basis.
 Centre Manager and Assistant Manager conduct the Annual General Meeting.
 Every year, the entire staffs participate in a day of team building.

Risk Assessment
Develop a Risk Management plan for the project that applies to the Fitness Industry
Likelihood Impact Mitigation Strategies
Low/Medium/High Low/Medium/High
Over Budget Medium Medium Planning of Budget
carefully
Time Issue High High Try to complete each
task on time
Intenet Problem Medium High Alternative should be
available
Unavailability of any Low Low Try to attend the
stakeholder in the meetings
meeting

Risk management plan

Risk Reference

Consequence
Likelihood
The Risk (What can

Impact (from event

Treatment
Source (How can

strategiesEffectiveness of
strategies
this happen?)

treatment
happening)
happen?)

Risk Schedule can If tasks are Project Try to complete Highly High On time
Assessmen be disturbed not Progress tasks on time effective
t completed can be
on time disturbed
Risk Budget can be If Project Budget planning Highly High Project
Assessmen disturbed budgeting would should be effective funding
t is not have to properly done can be
done stop affected
carefully

Compliance commitments
Highlight the key compliance commitments to the project; consider legislation that may be impacted by this change. For
information regarding legislation that applies to the Fitness Industry.
Following the changes to Australian law in 2002, recreational service providers, including fitness businesses, have
been given the right to contract out of their duty of care to their customers by using exclusion clauses that can waive
or limit liability for negligence or breach of warranty that services would be provided with reasonable care and skill.
Membership applications and pre-screening tools used by fitness businesses typically include exclusion clauses.
Common use of such clauses has raised concerns that fitness businesses may decline to invest in injury prevention

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practices and thereby risk the safety of their consumers.

Resource Requirements
List at least two (2) resources for physical, and human resources you will require to undertake the project

Physical Resources Human Resources Technical Resources

Oven Waiter and waitress Internet
Espresso Machine Barista Telephone

Estimated Project Cost

Outline all expenses associated with this project, including the resource requirements, materials, labour costs, etc.

Expense Type Description Estimated Cost

Oven Used for baking $30
Espresso Machine An espresso machine brews $1200
coffee by forcing pressurized
water near boiling point through
a "puck" of ground coffee and a
filter in order to produce a thick,
concentrated coffee called
espresso.
Waiter and waitress The one who will serve the Total $3000
customers $1000 for each.
Coffee Beans For coffee material to grind $2000
Telephone For communication purpose $2000
Internet provider Provide internet service for the $2000
café
Total Estimated Project Cost $10,230

Project References
Log all documentation and references accessed to determine the requirements of this project

The documentation and the references accessed to determine the requirements of this project
are specifications, client programs, quality assurance manual/operating procedures as well as
the National Standards and Code Of Practice.

Monitoring and reporting

Provide a summary of the monitoring and reporting mechanisms that will be adopted in relation to the project and the frequency
with which each will be implemented, using the table that follows. These should be agreed with the Project Sponsor. Be sure to
delete any mechanisms that will not be used and add any that are not already included.

Control Purpose Frequency

Project Status Report measuring progress regularly to determine variances from Monthly
the plan
Exception Report attention on just those areas requiring immediate action Monthly
End Stage Report a summary of progress to date End of the project
Scope defines the boundaries of its application Beginning of the
project

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 Control Purpose Frequency
Quality provide structure and order to the processes through During the project
which a company ensures that its products and
procedures meet the appropriate internal and external
requirements
Issue Log, Risk Register capturing risks that we want to monitor over the life of During the project
the project

Communication and Consultation

Provide details of the communication and consultation activities undertaken and agreed with the client
The process of consultation is a very important concept in the context of managing an organization.
Consultation is an active process in which organization management opens formal and informal
communication channels between the organization and its stakeholders.
Consultation is a two- way process between you and your workers where you:
 Talk to each other about health and safety matters.
 Listen to their concerns and raise your concerns.
 Seek and share views and information.

Milestones
Provide details of the important markers

Status codes
Copy the correct colour code into the status column

Not started In progress Complete On hold Terminated

Milestone Target Date Status
Internet class 2nd May, 2021 started
Web Development 10th May, 2021 Not started

TIMELINE
Provide an overview of the project timeline using the Gantt chart below
Project Name: Project Manager: Date Prepared:

Phase, activity, Person Work Timeline

task Response. effort
Description
Management
Graphic
Designing
Marketing
Copy Writing
External
Consultation

Original planned end date will be met +/- (n) task now (n) weeks ahead or behind schedule
C=task completed this week
APPROVAL OF PROJECT PLAN
APPROVED BY: COFFEE ALCHEMY

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Part C: Administer and monitor project
You are required to demonstrate your ability to administer and monitor the project for the coffee shop at
Bounce Fitness. You will be required to take action to ensure project team members are clear about their
responsibilities, provide support, establish, and maintain record keeping systems, implement and monitor plans
for managing project finances, resources, complete and forward project report, undertake risk management and
achieve project deliverables.

5. Assume that you met with the project team members to ensure that they are clear about their
responsibilities and the project requirements. Document your meeting in meeting minutes and
list their responsibilities. (Approx. 50-100 words).

MEETING MINUTES
Purpose, Objectives and Elements of the Internet coffee shop Development within the bounce
Meeting: fitness center.
Attendees:  team leader
 team supervisor
 graphic designer
 copy writer
 marketing specialist
 external consultant
Date and time of meeting: 7th May, 2021, 11:00a.m.
Venue: Bounce Fitness Centre
General Business and topics discussed: Risks, Budgeting, Project Parameters

Name and responsibilities: Jacob William. Team Supervisor allocated the

responsibility of supervising and endorsing ad
campaigns.

Name and responsibilities: Adam Lincoln. Graphic designer allocated the

responsibility of organizing the production of a logo.

Name and responsibilities: Kenny Bin. Marketing specialist allocated the

responsibility of coordinating online media
connections.

Name and responsibilities: Samantha. Copy writer allocated the responsibility

of clearly articulating how their design idea achieves
the aim for which they have been entrusted.

Name and responsibilities: Kennedy Michal. External consultant allocated the

responsibility of retaining editorial authority of both
print and internet marketing and public relations
collateral.

6. Read the scenario below and explain how you are going to support Samantha in meeting the
project timelines and communicate with external stakeholders. (Approx. 50 words).
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 Scenario
Whilst the coffee shop is being built and the project is underway, one of your project team members,
Samantha who is supposed to research some coffee machines which need to integrated into the coffee shop.
Samantha is also required to source the coffee beans in the aim of obtaining the coffee machine for free.
Samantha seems a little disorganized and the information was supposed to be collected and presented to the
Centre Manager by last week. As the Centre Manager you know that Samantha is very capable; however,
needs some support and assistance to get the required information. However, Samantha is finding it difficult
to communicate with representatives and getting them to come in on time.

Samantha is facing some issues as she is a little bit disorganized, also finding difficult to communicate with
other team members as such the Center Manager comes forward to help her. The Center manager will call
upon all the team members and discuss what’s the major problem being faced, will encourage the other
team members to help and support not only Samantha but the other employees also whenever they are
in need and also developing certain goals and standards of performance for all team members. In this way
Samantha can feel confident enough to undertake the responsibility assigned to her and with this
encouragement he will be able to accomplish the work on time in future.

7. Complete the ‘Recordkeeping Systems Log’ for this project showing how you are going to maintain the
required records for the Café Shop project for Bounce Fitness.

Recordkeeping Systems Log

Record Type Purpose Frequency
Employee Details Used to save the details of the
employees including their names,
addresses, and phone numbers.
Accounting Record Finance and Budget details are saved in
this type of recordkeeping log
Project diary Everyday progress of the project is
written in this system
Issue logs Issues faced by the employees are
written in the issue log so that if a
problem occurs, managers can consult
the issue log to find out the problem
easily.

8. Read the scenario below and complete the activity.

Scenario
During your weekly meeting, you have reviewed previous weeks’ records and have found that some of the
project records have not been entered into the system. You are not happy as all records need to be
systematically entered and updated so that you monitor the milestones of the project.

Explain how you, as the Centre Manager, will ensure that the record-keeping system is continuously
maintained. (Approx. 50 words).

 It is the responsibility of the employees working to maintain the record-keeping system.

 All stored documents should be identified and recoverable.
 Records have to be held on software magnetic media, and are subject to routine ‘back-ups,'.
 All documents are held for at least two years before being checked and transferred to the Head

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 Office archives, where they will be kept indefinitely.

9. Once you have completed the project scope, and identified the resources required for the project, you
need to ensure that these resources are available for you to implement the project. Use the Project
Resources Log in the following pages to record all the resources required for the project as specified
in the Project Scope Statement. For the purpose of this assessment, the log must include:
 At least two (2) physical resources
 At least two (2) human resources
 At least one (1) technical resource

Check that these resources are available in the organisation before commencing the project. When doing so,
ensure that you have obtained permissions and made necessary arrangements from relevant persons in the
workplace to be able to access these resources. Document the date when you checked and accessed the
resources. Has a relevant person sign off that section in the Project Resources Log.

PROJECT RESOURCES LOG

Project Development of Internet Coffee Shop in Bonus Fitness Center
title:
Project John Smith
Manager:
Date: 2nd May, 2021
Resource Quantity Available? Date Supervisor/
Yes No Checked Personnel
Signature
Machinery 2 Yes 2nd May John
Internet and Phone Equipment 2021
Supervisor 2 Yes 2nd May John
Graphic Designer 2021
Finance Report 2 Yes 2nd May John
Budget report 2021

10. Refer to the previous Risk Assessment Plan that you conducted in Question 4 and review the risk
assessment plan to ensure that the project outcomes are met. Once you have reviewed the risk
assessment plan and the outcomes, you are required to write a report to your CEO and Board of
Directors. You must address the following key points:
a) include a review of the risk management plan
b) advise them of the progress of the project
c) if the project deliverables have been achieved

This report is established to review the risk management plans that are based from the Project Plan to be
read to the CEO and Board of Directors. This report is written as a result that the outcomes that are
expected from the project have been met. This report is also written as a response towards the situation
of the project especially on the risk management plan. The construction work is done on time therefore
the expected risk did not arise although, the construction slightly bothers some clients of the Bounce
Fitness Centre, but the majority is not bothered as much. For the staffs that are freshly recruited and
stations at the coffee shop, they are now undergoing training while doing a practical experience at the
coffee shop and although the speed of service has not reached a satisfactory results yet, they are
improving and are expected to meet the targeted quality by the end of next month. Next is that we the
project team would like to advise that if a coffee shop and hub is going to be established for another
Bounce Fitness Centre, we advise the use of the contractors we have and the interior designer on the
next project. For the furniture and appliances that we use, the website that we use provides a variety of
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different designs and will surely be useful for future projects. As a part of the closing statement, the
project was a success since the expected deliverables are achieved. The deviances of the tasks are still
within the timeline of the project and the budget are spent wisely despite some errors from certain
budgeting inputs that will be included in the detailed budgeting team’s project report. This project would
not be finished without the full cooperation from the Project Team, Centre Manager, Stakeholders,
contractors and of course the organization who has entrusted this project to us.

(Approx. 150 words)

Review of the Risk Management Plan

Objectives
For the budgeting plan of the project, the rise in coffee beans price is entirely unexpected. It was identified by
the Financial Controller. This could happen from time to time, but the lesson is always to expect the
unexpected since this is something that is overlooked

Risk Management Process

From the field of the overall project plan, the execution, risk management process and budgeting for the
project are a mix of new and old experience even after doing quite a few number of projects over the years

Tracking and Reporting

Status codes
Copy the correct colour code into the status column

Not started In progress Complete On hold Terminated

Milestone Target Date Status
Web Development 10th May, 2021
Internet Class 2nd May, 2021

Part D: Finalise and review the project

You are required to demonstrate your ability to finalise and review the project for the coffee shop for Bounce
Fitness. You will be required to review your budget, transition of staff, complete project documentation, review
project outcomes, involve your team members and document lessons learnt.
11. Read the scenario and complete the following activities.
Scenario
You have met with the Financial Controller of the project to check the project budget and if your budget is
on track. During your meeting, you have identified and been informed by your Financial Controller that
there is now an increased cost for the coffee beans as the coffee beans selected are imported and of very
high quality. This means the cost for the coffee will increase over the next 12 months.

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You are now required to review your budget and incorporate the increased costs of the coffee beans and
discuss it with the Financial Controller. Present the revised budget to your CEO for sign off.

Project Budget

Expense Type Estimated Cost Actual Cost

Oven $30 $40

Espresso Machine $1200 $1200

Internet provider $2000 $1800

Waiter and waitress $3000 $3300

Coffee Beans $2000 $2200

Telephone $2000 $1700

Total Actual Cost $10,540

Approved By: Coffee Alchemy

12. You held a final meeting with your project team and together with your team finalised the project using
the ‘Project closure report’. Complete the project closure report that specifically addresses finalised
financial records, how the project documentation will be archived, and the transition plan for
team members to new or previous roles, the outcome of the post implementation review,
lessons learned and opportunities for improvements. (Approx. 150 words)

Every project comes to an end eventually. Carefully managing the closure phase is as important as any
other phase of the project. Organisations that manage project closure and review well prosper. Those
organisations don’t manage projects closure tend to have projects that drag on forever and repeat the
same mistakes over and over. Closing out a project includes a daunting number of tasks. In the past and
on small projects the project manager was responsible for seeing all tasks and loose ends were
completed and signed off. This is no longer true. In today’s project-driven organisations that have many
projects occurring simultaneously, the responsibility for completing closure tasks has been parsed
among the project manager, project teams, project office, an oversight “review committee,” and an
independent project review facilitator. Many tasks overlap, occur simultaneously, and require
coordination and cooperation among these stakeholders. The three major deliverables for project
closure are described below
1. Wrapping up the project. The major wrap-up task is to ensure the project is approved and accepted
by the customer. Other wrap-up activities include closing accounts, paying bills, reassigning equipment
and personnel, finding new opportunities for project staff, closing facilities, and the final report.
Checklists are used extensively to ensure tasks are not overlooked. In many organisations, the lion’s
share of closure tasks are largely done by the project office in coordination with the project manager.
The final report writing is usually assigned to one project office staff member, who assembles input from
all stakeholders. In smaller organisations and projects, these closure activities are left to the project
manager and team.
2. Evaluation of performance and management of the project. Evaluation includes team, individual team
members, and project manager performance. Vendors and the customer may provide external input.
Evaluation of the major players provides important information for the future.
3. Project Reviews. Reviews of lessons learned are designed to improve performance on current and
future projects.

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 Today, most reviews are the responsibility of an independent facilitator. The facilitator also provides
major input to the closure report that will include lessons learned. These post project reviews should be
held with the team to catch any missing issues or gaps. This chapter begins with the recognition that
projects are shut down for many reasons. Not all projects end with a clear “Finished” and are turned
over to a customer. Regardless of the conditions for ending a project, the general process of closure is
similar. Wrap-up closure tasks are noted first. These tasks represent all the tasks that must be “cleaned
up” before the project is terminated. Evaluation of project performance is next. Finally, lessons learned
or project reviews are examined in detail.

Project closure report

Name of project: Development of Internet Coffee Shop in Bonus Fitness Center
Date & location of meeting: Bounce Fitness Centre
Names of attendees: Jacob William, Samantha, John Smith, Kenny Bin, Samantha

Overview by project manager

Summary of highlights and achievements

Review by team of the course goals, objectives/deliverables

Met Missed Partially Comments
met

Schedule

Budget/variance

Success Factors

Lessons learned

Next steps / improvement plans / what could you do better?

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Archiving of records

Transition plan for project team members

Project closure report approvals

Prepared by:
Approved by:
Approval date:

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