Do as per the assessment
BSB50820 Diploma of Project Management BSBPMG538 Manage Project Stakeholder Engagement Assessment Candidate’s Name Assessor’s Name Date Submission Details These assessment Tasks are to be submitted online by the due date specified by your Trainer & Assessor for this unit of competency. Your Trainer & Assessor must approve any variations to this arrangement in writing. Submit a file with the required evidence attached as per: · Specifications below · Acknowledgement of original work, free from plagiarism as per Assessment Plan · Special needs (considerations if required see Access & Equity Policy) · Naming document files when submitting assessments (check Assessment Plan) · Identifying the Unit, Assessment Number, student name, student number, date and page number (preferably) in the Footer · Assessor’s additional and particular instruction/s. Submission via Moodle Please refer to the “Instructions for Submitting Your Assessment” found within the unit course page on Moodle. NOTE: Please take care to follow all instructions listed. Assessments uploaded with a draft status on Moodle may not be graded. Assessment Overview This assessment will assess the skills and knowledge required to manage stakeholder relationships. The assessment is divided into four (4) Assessment Tasks to assess your ability to identify and address stakeholder interests and to manage effective stakeholder engagement and stakeholder communications. Element Performance Criteria Identify and address stakeholder interests 1.1 Identify project objectives and relevant stakeholders\ 1.2 Establish stakeholder interests and expectations and determine forms of engagement 1.3 Determine and agree with relevant stakeholders on forms of engagement, communication methods, project content, budget and timelines 1.4 Identify and apply actions to address differing interests 1.5 Consider and advise stakeholders on project management issues Manage effective stakeholder engagement 2.1 Assign roles and responsibilities to team members according to interests and expectations and confirm defined project roles are followed 2.2 Develop knowledge management systems to capture team progress, insights and experiences 2.3 Conduct and lead stakeholder performance reviews 2.4 Identify and address team member development needs and opportunities 2.5 Support development of interpersonal skills of the team for stakeholder engagement Manage stakeholder communications 3.1 Communicate information as planned and according to authority levels, identifying and addressing variances 3.2 Seek and respond to feedback from relevant stakeholders on management of stakeholder engagement 3.3 Document identified improvements and feedback received for future management of stakeholder engagements Performance Evidence · Develop and implement stakeholder engagement for a project · Implement a range of appropriate stakeholder communication mechanisms · Demonstrate effective team leadership for project team and stakeholders Knowledge Evidence · Stakeholder engagement approaches · Stakeholder interests and expectations · Stakeholder engagement methods · Stakeholder engagement theory · Types of project stakeholders · Conducting performance reviews Foundation Skills Reading · Identifies and interprets workplace documentation to determine relevant information Writing Documents information about stakeholder interests and communication needs using appropriate vocabulary and formats Oral Communication Participates in verbal exchanges using clear and detailed language to provide and seek information Uses active listening and questioning to confirm understanding Self-management Identifies and works according to role parameters Teamwork Identifies requirements of important communication exchanges, selecting appropriate channels, format and content to suit purpose and audience Collaborates with others to achieve joint outcomes, playing an active role in facilitating and leading activities Planning and organising Takes responsibility for decisions in complex situations involving multiple variables and constraints Uses analytical skills to identify and address problems General Instructions You are required to complete all Assessment Tasks, and be assessed as “Satisfactory” in each, to gain competency in BSBPMG538 Manage project stakeholder engagement. Submit the completed Assessment Tasks to your Trainer & Assessor through Moodle. If you have any questions regarding this assessment, please contact your Trainer & Assessor. An outline of the four assessment Tasks is provided below for you. Assessment resources Refer to the following resources provided on Moodle to help you complete this assessment: · BSBPMG538 Manage Project Stakeholder Engagement PowerPoint · BSBPMG538 Manage Project Stakeholder Engagement Learner Guide · PMBOK 5th edition, chapter 13 “Project Stakeholder Management”, pages 391-416 Assessment tasks overview Assessment Task 1 ‒ Fundraising Project You are required to conduct a project over four (4) weeks and to plan and implement a stakeholder engagement and communication plan relating to that project. Your Trainer & Assessor will act as the Project Sponsor for this activity. · This Assessment Task requires you to form a group with no more than five (5) other students from your class. (Any exception to this size must be agreed with your Trainer & Assessor). · You will need to identify a registered not-for-profit organisation for which you will hold a fundraising event in Week 4, noting that all revenue raised from the event must be donated to the organisation. · You must be present at ACBI on the day that your team has planned to conduct your fundraising event. If you are absent, you will be required to redo this assessment individually. Please note: Assessment Task 3 is also based on this project. Assessment Task 2 ‒ Simulated Workplace Scenario You are required to work with a project team member to assist them in the development of interpersonal skills for effective stakeholder engagement and to identify further opportunities for them to support. In this assessment Task, you are required to support one of your team members to develop their interpersonal skills for effective stakeholder engagement. Assessment Task 3 ‒ Written Report You are required to collate and review stakeholder engagement documentation and project records from assessment Task 1. By doing this you will demonstrate effective management of stakeholder engagement and communication and to identify lessons learned. This assessment Task requires you to submit copies of all stakeholder engagement conducted throughout assessment Task 1. You must also submit a Lessons Learned Report against your stakeholder engagement and communication plans. Assessment Task 4 ‒ Written Questions You are required to respond to a series of short-answer questions to demonstrate your knowledge across key concepts and variables involved in managing project stakeholder engagement. Assessment Task 1 – Fundraising Project Part 1: Initiate Project 1. Form a group with no more than five (5) other students from your class and identify a not-for-profit organisation for which to hold a fundraiser event. You are also required to identify the type of event you will hold. The event should be planned to be held on campus in week four (4) and may require you to seek approval from the college management, in addition to your Trainer & Assessor (acting as the Project Sponsor). You may also need to gain permission from or register your event with the selected organisation (Cancer Council, Heart Foundation and others). Note: Any meetings or conversations with your Trainer & Assessor and any other stakeholder engagement you complete while doing this task should be documented for inclusion in Assessment Task 3 – Written Report; this may include e-mails, minutes of any formal/informal meetings, file notes of any telephone or face-to-face conversations and any event registrations. 2. Identify specific roles for each member of your group, such as the project manager. This role may be rotated through the group over the course of the project. Identify the tasks that each member will be responsible for, recording these tasks using the “Appendix A – Project Overview” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. 3. Describe the project, including its outcomes and objectives, using the “Appendix A – Project Overview” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. Part 2: Generate a Stakeholder Engagement Plan 4. Identify, list and describe at least seven (7) stakeholders for your project. Answer using the “Appendix B – Stakeholder Analysis Matrix” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. 5. Identify any potential stakeholder behavioural expectations, for example, cultural or religious needs, and clarify what you need to be aware of when communicating with them. Document this information using the “Appendix B – Stakeholder Analysis Matrix” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. Note: Any stakeholder engagement in conducting this task should be documented for inclusion in Assessment Task 3 – Written Report; this may include e-mails, minutes of any formal/informal meetings, and file notes of any telephone or face-to-face conversations. 6. Conduct stakeholder mapping and analysis (using power/interest grid below) to segment stakeholders according to priority. Document this using the “Appendix B – Stakeholder Analysis Matrix” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. Figure 1: Power/Interest Matrix for Stakeholder Prioritisation 7. Use stakeholder management tools to identify and implement actions for gaining support and/or removing obstacles including different interests or needs and document this using the “Appendix B – Stakeholder Analysis Matrix” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. 8. Determine stakeholder communication needs including preferred communication method, content/information required and any organisational protocols. Record this information using the “Appendix C – Stakeholder Communication Needs” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. 9. Using the information gathered in the previous task, develop a Stakeholder Communication Plan that includes frequency, timing, methods and method of communication. Create the plan using the “Appendix D – Stakeholder Communication Plan” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. Note: This communication plan should include at least two (2) e-mails, two formal/informal meetings and two telephone or face-to-face meetings to ensure you develop sufficient documentation for Assessment Task 3 – Written Report. 10. Meet with relevant stakeholders, such as your Trainer & Assessor (as Project Sponsor), to gain agreement on your proposed communication method, content and timing of engagement. Document this via meeting minutes, asking for their signature on the communication plan or file note. Note: This must be submitted as part of Assessment Task 3–Written Report. Part 3: Complete Project and Implement Stakeholder Engagement and Communication Plans 11. Complete the project, including the fundraising event in Week Four (4). 12. Communicate information as outlined in your plans from Part 2. Note: Any stakeholder engagement in conducting this task should be documented for inclusion in Assessment Task 3 –Written Report. This may include e-mails, minutes of any formal/informal meetings, and file notes of any telephone or face-to-face conversations. Checklist: Assessment Task 1 ‒ Project You will be assessed against the following Portfolio of Evidence. Spend a few moments checking that you have completed these before moving on to the next Task of the assessment: Assessment Task 1 Task Portfolio of Evidence |_| Part 1 - 1 Identification of a not-for-profit organisation and type of event; requested permission from or registered with the organisation |_| Part 1 - 2 Identified specific roles for each member of the group |_| Part 1 - 3 Project description |_| Part 2 - 4 Identification of stakeholders |_| Part 2 - 5 Identification of potential stakeholder behavioural expectations |_| Part 2 - 6 Stakeholder mapping and analysis |_| Part 2 - 7 Action Plan |_| Part 2 - 8 Stakeholder Communication Needs |_| Part 2 - 9 Stakeholder Communication Plan |_| Part 2 - 10 Implementation of Stakeholder Communication Plan |_| Part 3 - 11 Project Completion |_| Part 3 - 12 Communication of plans Submission Checklist Before you submit, make sure you have uploaded the following items to Moodle: |_| Appendix A – Project Overview |_| Appendix B – Stakeholder Analysis Matrix |_| Appendix C – Stakeholder Communication Needs |_| Appendix D – Stakeholder Communication Plan Assessment Task 2 – Simulated Workplace Scenario 1. Prepare a list of ten (10) communication or interpersonal skills relating to effective stakeholder engagement (that you identified in the course of Assessment Task 1) the team member may wish or may need to further develop. This information must be detailed using the “Appendix E – Communication and Interpersonal Skills Assessment Tool” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. 2. Arrange a meeting with the team member to discuss potential development of their stakeholder engagement skills and to identify opportunities for them to support stakeholder engagement. Provide an outline of the meeting’s agenda. Also record notes of what was discussed in the meeting. 3. Prior to the meeting, ask the team member to rate themselves on a scale from 1 to 6 (where 1 = no skills and 6 = expert) utilising the assessment tool you have prepared using the “Appendix E – Communication and Interpersonal Skills Assessment Tool” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. Ensure the team member provides this back to you. 4. Prior to the meeting, ask the member to complete the free learning styles quiz at http://vark-learn.com/the-vark-questionnaire/ to identify their personal learning style and to communicate this to you. Please note you need to upload quiz outcome as part of your assessment. 5. Meet with the team member and work with them to develop an Individual Development Plan to develop their interpersonal and communication skills for stakeholder engagement. The plan should also incorporate opportunities to support stakeholder engagement activities as part of their development. This information should be recorded using the “Appendix F – Individual Development Plan” template. This is found in the “BSBPMG538 Templates” document provided on Moodle. Checklist: Assessment Task 2 ‒ Simulated Workplace Scenario You will be assessed against the following Portfolio of Evidence. Spend a few moments checking that you have completed these before moving on to the next Task of the assessment: Task Portfolio of Evidence |_| 1 Identification of areas of potential development |_| 2 Project meeting, including agenda and meeting minutes |_| 3 Team member self-rating |_| 4 Team member learning styles quiz |_| 5 Individual Development Plan Submission Checklist Before you submit, make sure you have uploaded the following to MOODLE: |_| Appendix E – Communication and Interpersonal Skills Assessment Tool |_| Appendix F