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
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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.

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:
Candidate ID:

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

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 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
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.

Part A- Define project

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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)

The scope of a project is essentially all of the work that must be completed in order to meet the project’s
goals. To put it another way, scope refers to the process of defining and recording particular projects goals,
results, milestones, activities, costs, and timetable dates that are relevant 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.
The addition of life coaching, rehabilitative message and other health facilities raises the number of people
who use the centers and make it more convenient for them.
Corporate Marketing plan: The main aim of this plan is that bounce fitness will work with business in
Brisbane, Sydney, Melbourne’s city centers, assisting them in being more profitable while reducing their
overall costs through creative health services and approaches.
Coffee shop Marketing: The aim of this to lay out the approaches, tactics, and programs that can help the
bounce fitness café business plan achieves its sales goals.

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

Stakeholders are those with an interest in your project's outcome. They are typically the
members of a project team, project managers, executives, project sponsors, customers, and
users. Stakeholders are people who will be affected by your project at any point in its life
cycle, and their input can directly impact the outcome. It's essential to practice good
stakeholder management and continuously communicate to collaborate on the project.
Members inclusive of the project are: team leaders, supervisors, graphic designer, marketing
specialist and external consultant.

b) Who is the delegating authority for the project?

It is team leader who is liable to lead the preparation, management, and execution of
marketing campaign programmes.

c) What are the project parameters?

Project parameters define the scope, budget, schedule, and quality of the project. There is
an interrelationship among these parameters. If you choose to increase the scope, you must
also increase the schedule or budget.The business requirements for the project must be
understood before the project can get underway.

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 d) Your responsibility and reporting requirements

Being the centre manager of the bonus fitness, I am the team leader for the project of
opening of coffee shop at centre. Reporting requirements are
 Centres and HO have weekly staff meetings.
 Teleconferences with the centre manager and assistant manager on a regular basis.
 Centre manager and assistant manager conduct quarterly meetings.
 Management at the Annual General Meeting.

e) Bounce Fitness’s objective

Bounce 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 programme manufacturer, lower consumer purchase 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, the project plans, the schedule,
and the risk analysis.
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)
Physical resources: Oven And A high quality Espresso machine
Human resources: Waiter and waitress barista
Technical resource: Internet provider 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 Development of internet coffee shop within bonus fitness
the Meeting: center.
Attendees: 6 attendees inclusive of the team leader ( team supervisor,

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 graphic designer, copy writer, marketing specialist, external
consultant.)
Date and time of meeting: 2 December 2021, 12.00 PM
Venue: Bonus fitness center
General Business and topics discussed: Project Parameters, project management tools, risks involved in
the project as well as the budget allocated for the project were discussed.
Responsibilities: All the attendees were allocated various 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 or other visual assets for use in print media, market
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.

Name and date: Manpreet, 2 December 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
 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

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Project Plan: Establishment of internet Café shop at Bonus Fitness Center.
Learner must specify the title of
the project to be undertaken

Project Manager Manpreet kaur

Learner Name

Project Sponsor Margaret, House, who guides the organization as it was founded, as a high quality
fitness operator in three capital cities and one major regional center throughout
Who has identified the idea for
Australia, with more than two decades of personal training and life coaching
the project and initiated its
further development experience.

Date 27 November 2021

Date when the document was
developed

Project Overview:
Brief description of what the project to be undertaken is about e stablishment of internet Café shop at Bonus Fitness
Center, which aims at providing via the platform of the internet, a one of a kind forum for communication and
amusement. Also its main purpose is to provide for a gathering place for entrepreneurs’ engaging in discussing their
internet based business ideas, a networking hub for people.

Relevant Organisational Objectives

Specify two (2) organisational objectives relevant to the project to be undertaken:
1. Check to see if the data source is relevant. Use knowledge from a reputable source that is important to the
industry.
2. Review to see if the information source is up to date. The date of any research information is needed to decide if
the data provided is current and not outdated.

Relevant Organisational Projects

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

1. Consider the people who will be impacted. Know all of the program’s main stakeholders,
including how they prefer to interact, their needs, and the appropriate end results.
2. Consider the ramifications of each marketing strategy in terms of promoting responsibility,
transparency, and collaborative problem-solving.

Project Parameters
Purpose of undertaking this project is to development of Bounce Fitness Café as a group forum for socialization and amusement,
as well as development of an environment that will threaten inexperienced users.

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

1. Clients of Bounce Fitness Café will have exposure to complementary internet and email courses.
2. Lasor and colour printing are accessible.

Project Stakeholders
Specify two (2) stakeholders involved in this project other then you are being the project manager. Each stakeholder must include

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one (1) responsibility each, while two (2) responsibilities must be specified for the project manager.

Personnel/Role Responsibilities
Leaner Name/Project Manager Determine the activities must be performed as part of a campaign and
then assign those tasks to the required team members.
Create and maintain a material schedule to ensure that all activities
are completed on time.
Involved in the product development and distribution.
Team Supervisor
Graphic Designer Lead the production of a logo or other visual assets for use in print
media.

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

1. Bounce Fitness Café strives to train and educate the loyal fan base by offering a novice friendly atmosphere.
2. It focuses on attracting influential internet users. Efficacy Web users are well versed in the internet and its features.
Exclusions
Specify two (2) exclusions of the project can be :
1. Revenue surpassing expectations.
2. Revenue missing projections.

Acceptance Criteria/Measures of Success

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

1. Bounce Fitness Café can be distinguished from other nearby coffee shops and potential internet cafes by creating a
special, creative, up-scale atmosphere.
2. The development of an atmosphere that is welcoming to new users. Bounce Fitness Café will place itself as an
educational platform for those interested in learning about the advantages of the internet.

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

1. Would the cost of internet connectivity from home drop to the point that internet cafes like bounce fitness café will be
obsolete?
2. Will people be able to pay for the services provided by bounce fitness café?

Reporting Requirements
Outline the reporting requirements involved in this project, including any reporting processes involved
Centers and HO have weekly staff meetings
Teleconferences with the center manager and assistant manager on a regular basis.
Centre Manager and assistant manager conduct quarterly meetings.
Management at the annual general meeting.

Risk Assessment
Develop a Risk Management plan for the project that applies to the Fitness Industry

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 Risk Likelihood Impact Mitigation Strategies
Low/Medium/High Low/Medium/High
Project not finished on Medium High Try to stick on the
time schedule and do not
procrastinate the project
Clash interest Low Medium Solve problem with
discussion and comes out
to one vision.
Over budget Medium High Planning budget very well
and do not over spend
when project is running

Risk management plan

Source (How can

Effectiveness of
The Risk (What
Risk Reference

this happen?)
can happen?)

Consequence
Impact (from

happening)

Treatment

Likelihood
treatment
strategies

strategies
event

Risk Project not stick on the It can stick on the Effective Medium Project
assessment finished on schedule and disturb schedule and get could be
time can procrastinate the things done in the finished
disturb the the project project proposing time. on time
project progress
schedule and
timeline
Risk Clash interest Egoism on Team Everyone should effective low Team
assessment may causing each becoming reduce their ego work
the team not individual not solid and find an may be
work well agreement. effective

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.

Fitness facilities are governed by a complex web of legislation, common law and state and territory bases fitness
industry codes. Failure to comply with a mandatory industry code may result in compliance orders being made to
remedy the contravention.

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 provider
A high quality 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 To bake the patisserie $249
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 A high-quality Espresso Machine To make coffee $1500
Waiter and waitress To serve customer $3000
Coffee Beans For coffee material to grind $1000
Barista Person who prepare coffee and $2000
drinks
Internet provider Provide internet service $3500
Telephone For communication purpose $100
Total Estimated Project Cost $10,349

Project References
Log all documentation and references accessed to determine the requirements of this project
The documentation and 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 To ensure that the objectives of the project are Monthly
being met by monitoring and measuring progress
regularly to determine variances from the plan
Exception Report To focus management attention on just those areas Monthly
requiring immediate action
End Stage Report Used to give a summary of progress to date, the At end of project
overall project situation, and sufficient information
to ask for a project board decision on what to next
with the project.
Scope Represents limitations or defines the boundaries of At beginning of
its application project
Quality To provide structure and order to processes through Middle of project
which a company ensure that its products and
procedures meet the requirements.
Issue Log, Risk Capturing risks that we want to monitor over the life Middle and end of
Register of the project so that we can take action before they project
have negative impact on project.

Communication and Consultation

Provide details of the communication and consultation activities undertaken and agreed with the client:

The process of consultation is an extremely important concept in the context of managing an organisation, in which
organisation management opens formal and informal communication channels between the organisation and its
stakeholders.

Milestones
Provide details of the important markers

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 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 2 December 2021 Not started
Introduction to the internet class 2 December 2021 Not started

TIMELINE
Provide an overview of the project timeline using the Gantt chart below

Project Name: Establishment of Project Manager: Date Prepared: 25.11.2021

internet café shop at bonus fitness Manpreet kaur
center.

Phase, activity, Person Work Timeline

task Response. effort
Description
Management Manager Done
Graphic Graphic Done
Designing manager
Marketing Marketing Done
Manager
Copy writing Manager Done
External Team Done
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: MARGRET HOUSE

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 Establishment of internet café shop at bonus fitness
Meeting: center.
Attendees: 6 attendees inclusive of the team leader ( team,
supervisor, Graphic Designing, Marketing, Copy writing,
External Consultation)
Date and time of meeting: 2 December 2021. 12 PM
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 Venue: Bonus fitness Center
General Business and topics discussed: Reinforce, develop, and preserve record- keeping system, enforce
and track strategy for managing project marketing budget, complete and forward project reports, manage
risk, and meet project deadlines.

Name and responsibilities: William Brown Graphic designer allocated the responsibility of organizing the
production of a logo or other visual assets for use in print
media.

Name and responsibilities: Sandy jones Marketing Specialist allocated the responsibility of
coordinating online media connections.

Name and responsibilities: Oliver Copy writer allocated the responsibility of clearly articulating
how their design idea achieves the aim for which they have
been entrusted.

Name and responsibilities: lee white External consultant allocated the responsibility of retaining
editorial authority of both print and internet marketing.

Name of responsibilities: Semantha Team supervisor allocated the responsibility of supervising and
endorsing ad campaigns

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).

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 dis-organized 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.

Semantha is facing some issues as she is a little bit disorganized, also find difficult communicate with others. 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,
She can feel confident enough to undertake the responsibility assigned to her.

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
System record Bounce Fitness membership records will be Ongoing

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 stored in data management system
Project related record There are also many different ways to Working on this
maintain records for the projects which is
using Microsoft Project, for example, would
be a simple record of data within the
software. Conversely, recording data on Excel
spread sheets will provide accessible records
Progress report The report can be e-mailed directly to a set done
distribution list (using Microsoft Outlook).
The period can be set by the project
manager.

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 are
identified and recoverable, and the storage areas are free of moisture and other agents that could cause premature
degradation. Records have to be held on software magnetic media, and are subject to routine ’back-ups’ with the
‘back-up’ documents being stored in a secure place to protect current data from loss or harm. All documents are
held for at least 2 years before being checked and transferred to the Head 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 Establishment of internet café shop at bonus fitness center.
title:
Project Manpreet
Manager:
Date: 2nd December 2021
Resource Quantity Available? Date Checked Supervisor/
Yes No Personnel

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 Signature
Coffee Machinery, other equipment 2 Yes 2nd December 2021 Manpreet
related to project
Team supervisor, graphic designer 2 Yes 2nd December 2021 Manpreet
Bounce IT, Finance and budget report 2 2nd December 2021 Manpreet

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
(Approx. 150 words)
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 result that the outcomes that are expected
from the project have been met. This project also has been written as a response towards the situation of the
project especially on the risk management plan.
For the staff that are freshly recruited and stations at the coffee shop, they are now undergoing training while
doing a practical experience at coffee shop and although the speed of service has not reached the satisfactory
results yet, they are improving and are expect to meet the targeted quality by the end of the next month.
As 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 project report. The
project can not be finished without the full cooperation from the team, center management, stakeholders,
contractors and organisation.

Review of the Risk Management Plan

Objectives
For the budgeting plan of the project plan, 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 expect to 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
overall project plan 2 December 2021 In progress
budgeting 2 December 2021 In progress

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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.
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 To bake the patisserie $249

A high-quality Espresso Machine To make coffee $1500

Waiter and waitress To serve customer $3000

Coffee Beans For coffee material to grind $1000

Barista Person who prepare coffee and $2000

drinks

Internet provider Provide internet service $3500

Total $ 11,649

Approved by: CEO

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, 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)

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Closing out a project includes daunting number of tasks. In the past and on small projects the projects
manager was responsible for seeing all tasks and loose ends were completed and signed off. This is no
longer true. In todays project driven organisation’s that have many project occurring simultaneously,
the responsibility for completing closure tasks has been parsed among the project manager, project
team, 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 the 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. Checklist are used extensively to ensure tasks are not overlooked,
In many organisations, the lion’s share of closure tasks are largely done by the projects office in
coordination with the project manager. The final report writing is usually assigned to one
project office staff member, who assemble 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 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 project. Today, most reviews are the responsibility of an independent facilitator. The
post project reviews should be held with the team to catch any missing issues or gaps. The
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. Evaluation of the project performance is next. Finally, lessons learned or project
reviews are examined in detail.

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Project closure report
Name of project: Development of internet coffee shop within bonus fitness center
Date & location of meeting: 2 December 2021, 12.00 PM
Names of attendees: team supervisor, graphic designer, copy writer, marketing specialist, external consultant
Overview by project manager
A project manager is a professional who is responsible for all aspects of a project from start to finish. Project managers
plan, execute and oversee projects and are often the first point of contact for any issues that may arise throughout this
process.
Review by team of the course goals, objectives/deliverables
Met Missed Partially met Comments
Wrapping up the project Met
Evaluation of performance and Met
management of the project
Project Reviews Met
Schedule

Budget/variance
All done according to variance

Success Factors
Success Factors is a SAP product suite to provide cloud-based solution to manage various HR functions such as business
alignment, people performance, recruitment, and learning activities for all sizes of organizations.
Lessons learned
Reviews of lessons learned are designed to improve performance on current and future project. Today, most reviews are
the responsibility of an independent facilitator. The post project reviews should be held with the team to catch any
missing issues or gaps. The 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. Evaluation of the project performance is
next. Finally, lessons learned or project reviews are examined in detail.
Next steps / improvement plans / what could you do better?
Evaluation of the project performance is next. Finally, lessons learned or project reviews are examined in detail.

Archiving of records

Archiving is the process of moving files that are no longer actively used to a separate storage device for long-term
retention, which is done in project.
Transition plan for project team members

The transition plan identifies the team responsible for a successful transition, the tools, techniques, and methodologies
required.
Project closure report approvals
Prepared by: Manpreet
Approved by: GM
Approval date: 28.11.2021

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