Bsbpmg522 Undertake Project Work For Assessment Answer

I am a head of the Australian post. I need to make a project where the main purpose or goal is to develop a new process of staff recruitment and selection process when it is required to hire people to conduct a task under the post of customer service. It is required to implement new process within three months.

WHAT: The information which is needed to be conveyed are goals, pointers that are given by the centre and discussions which are done between the staff and other departments.

WHO: The target audience is considered as our stakeholders, so according to this case the consideration is made at the time people will apply for the job.

WHY:  Aim is to make hiring convenient and less expensive and also it is taken into consideration that better people who are eligible are selected for the job.

WHEN:  This project will be taken into consideration at the time when Australian post want to hire someone by considering the post of customer service (Fried-Booth, 2002).

The stakeholders are the entities or the personalities who are interested in the project. These can comprise of the external as well as the internal individuals from the organization. The below mentioned are the stakeholders who are interested in the project for various reasons:

• The sponsors: They are interested due to the gains which will be attained after completion of the project and these stakeholders also have negative and positive effects on the project.
• Project leaders, senior authorities from the management, resource managers are the stakeholders who are the internal stakeholders within the organization and also play a significant role in the completion of the project (Collins and Porras, 2010).

Activity 3:

 21 July 2017

XYZ

Project Manager

Dear Sir

I would like to request an approval for the project which I will be starting. Since the project is time consuming so I want to delegate the task but I promise to complete the task on time which is assigned to me.

This project will help the organization to enhance its goodwill and also it will enhance the growth of the company.

Sincerely,

This email will be written to the top management team.

The term can be defined as a broad or a general statement which comprises of a specific job and is based on the findings of a job analysis and which also comprises of the roles, responsibilities, duties, scope and working conditions of the job. The below mentioned is the job description of the supervisor of local mail distribution centre:

• Negotiation of labour issues and conflicts
• Preparation of the work schedules of employees
• Organizing and supervising activities
• Monitoring the sub-ordinates work schedules and attendance for salary
• Resolving the queries of customers
• Direct and coordinate operations and related activities (Stewart and Sims, 2009).

It is of very much significance for the business entity to have an attainable vision and mission. The main role of the mission and vision statement is to guide all the employees within the business organization through the tracks which will aid them to attain the business and personal objectives. A vision statement generally determines that what the business wants to do, and the same should be presented in one sentence which should be clear and memorable and inspirational. These statements will also be motivating the employees in attaining a higher level of performance and will generally result in an enhancement in the performance level of the workforce and the business entity (Klastorin, 2004).

To make a cake the resources which will be required are eggs, sugar, flour, baking soda, baking powder, milk, Oven and proper supply of electricity. The resources can be sourced by going to different wholesalers and discussing about the amount of quantity required and the wholesaler who gives best price from that store the product or the resources should be purchased also taking into demand of customers the plan and quantity of the cake should be finalized. The resources can be accessed by going to the shops of different wholesaler it will be beneficial for the organization (Mizukoshi, 2011).

Start date: 1^ST July

Checkpoint: 15^th of August

End date: 1^st September

Work breakdown structure:

1^st of July: I as a supervisor take the project team

4^th July: Give information to the team of their roles and responsibilities

Priya- the list of qualifications and skills is made by her who will be beneficial for the company and also to the applicant who are applying for the job (Lavold, 2009).

Maria- They will calculate time and money which is necessary to recruit new employees in the organization for the post of customer service.

15^th august – Everything should be completed. I need to simply everything to start the presentation.

1^st September - Presentation should be completed and I need to present the assignment to the centre (Desmond, 2004).

The appropriate project management tools will be proper resources, proper communication.

The examples include printers, computers, internet and telephone.

These all are related to a project in following ways:

Printers:  It will be used to print the reports and other documents because there are many documents or mail which requires hard copy (Evans and Lindsay, 2002). 

Computers: It is important for every team member. It will provide communication and to prepare report will is essential part.

Internet: This will help to share the ideas and information and also helps in supervising the work.

Telephone: By this only communication can take place and there can be proper consultation process (Gaddis, 2011).

The potential risks can be:

 1)  Breakage

2)   Accidents

3)   Misplace of documents

Risk management plan:

Objective: It gives management a framework to ensure that all the levels of risks and also to manage uncertainties which prevails at the time of situation.

Process: The plan identifies, Analyze and also manage the risk in effective manner

Risk assessment:

Identification of the risk:  All the risks will be involved and it is managed by the members of the team and also it will consist of organization culture, environmental factors and also plans and objectives of management.

Methods which should be considered for identification are brainstorming, SWOT analysis, interviewing and questionnaires.

Analysis of risk:  It can be done by use of both qualitative and quantitative analysis (Alexander and Faludi, 2009).

Response of risk planning:  the owners should monitor and control the risk which prevails at the time of action.

Methods of addressing major risks: transfer, mitigate, avoid and accept. Also prepare advance budget to manage risk in effective manner.

Activity 10:

 Project budget

The figures are analyzed by taking into consideration the input and outcome of the money.

The people who can help with the project can be the team of human resource management, the team of top management. It is essential to consult them and take decision according to the views because they can give appropriate suggestions which can result beneficial for the organization and also by these proper results can be achieved (Stevenson and Hojati, 2007).

Yes it should be taken into consideration that all the team members should not speak English as their first language because it can create problem for thee customers as well as to the other staff members. It is not important that every person understands English. So the first language which should be used is the language which is understandable by everyone who is coming as a customer or the other staff members of the organization. The language should be used in which everyone is comfortable and which can create good environment in the organization (Rasmussen, 2007).

In order to get the approval for the implementation of the plan the supervisor will have to prepare and demonstrate the advantages and the benefits which will be attained by the implementation of the project. First of all a detailed structure and the process of the plan should be clearly explained so as to make the authorities understand. After that the feasibility of the projects and the core benefits which will be gained by the business entity after the implementation of the project will be presented. Moreover the budget, procedure of implementation and also some provisions and back-up plan for the same will also be discussed. These will be the major helping factors which will be aiding the supervisor in the attainment of the approval (Raftery, 2003).

The responsibilities which should be considered by the team member are

1) They should keep in mind the objectives and also the purpose of the project.

2) They should work together as a team

3) They should also contribute towards successful communication.

4) The contribution should be made towards positive motivation.

5) They should also take into consideration the project goods.

Three actions which should be taken into consideration are

1) Ask questions which are related with the project.

2) Give timely assistance to the team members so that the work can be completed in effective way.

3)  Also the queries and problems should be solved so that people don’t face any issue while conducting or performing their task.

Training should be given to the members who are facing difficulty. By this the skills are developed and the team member can easily work with a motivation to achieve goals and objectives of the firm. It will help the employee or the team member to enrol as an individual and also helps in building the relationship. The member who does not have the knowledge of Excel should be given training so that it can easy to conduct the task in effective manner and also it will enhance the knowledge which can be very beneficial in future (Burke,  2013).

Electronic record keeping system will be established and maintained throughout the course of project. This type of system is useful because in this it is easy to capture the information, generate reports and meet tax and legal requirements which are necessary for every organization. It is best from other record keeping system because it the records are stored safely and it also safeguards the records for long term.

The project finance can be managed by taking into consideration the balance sheet and financial statements of the business. The human resources can be managed by giving proper training which will enhance the level of skills of the employees. By electronic communication everything can be managed in effective manner. The records are monitored and recorded efficiently. The information can also be given to employees who can be effective enough to conduct operations which are related with the project. These methods are used because it enhances the productivity level of the employees. It is best from all the other methods because it gives clarity of the message which is delivered to workers or the staff.

Progress Report

The project is going according to the plan. The resources are required to move to the pace. The members are from different departments and it consists of finance, human resource, logistics, legal office and risk. There is a meeting which is held on every week and also communication is made on mails and on the phone.

The approval is asked for the budget but there is no assurance that everything will be availed.

We wish to communicate our fear that it is not possible to meet the deadline if the resources are not given on time. It is recommended that transport should be given so that it can be easy to move around when it is required.

Thank you

Project Manager.

The strategies which should be implemented can be:

Time management strategy which is used to manage the time of the staff and the workers working in the company. It also enhances the skills of the workers working in the company.

Conflict management strategy which is used to minimize the conflict between the employees who are working in the organization.

Stress management strategy should be taken into consideration so that it can minimize the stress of the employees working in the organization (Davenport and Völpel, 2011).

The deliverable which should be achieved can be that the staff should be on time on the workplace. There should be proper discipline in the organization. The staff should come in the uniform which is assigned to them. There is no change in the dress code of the organization. The rules and procedures should be followed in effective manner. The tangible deliverables can be biometric which mark present for the people who come to the organization. And intangible is rules and regulations (Maedke, Brown and Robek, 2009). 

The financial records that are required to be maintained should consist of all the expenses including the wages for the team members and also of the material which is going to be used. It should be checked for accuracy by reconciling the accounting records with consist of external records like bank statements, statement of credit cards, Suppliers of invoices and other documents. The financial records should be maintained because it is required by the law.

The legal rules should be taken into consideration and also it must be ensured that the person sign the contract with us special for the role because by this he can take legal action towards us. It also required to explain him that not to take back steps in future as it can create problem in the future and also he will able to progress in the company (Kaplan and Norton, 2011).

The documents which are essential are:

ID proof: It consists of PAN Card, voter id, passport.

Educational qualification: X and XII mark sheet are essential for joining any organization.

Caste certificate: It is also essential for joining any organization.

Computer literacy certificate: It is also important so that the knowledge of the student can be analyzed.

Date of birth proof: It is also essential so that actual age of the employee can be analyzed.

Resume: It is essential when the candidate is applying for the job. By this only the employer finds out the qualification and qualities which the candidate possesses (El-Sabaa, 2011).

Bank details: The documents which are related to the bank. The account number is also essential.

Address proof: It is also essential so that the actual address of the candidate can be evaluated.

Graduation and post graduation details: The mark sheet of graduation is also essential as it helps the employer to give job to the candidates.

Employment letter: it is also important letter which is given by the employer to the new employee who is employed in the organization. (Raz,Shenhar and Dvir,  2002). 

1.) To know or analyze that goals and objectives of the plan is achieved or not. It is only possible if the project is reviewed.

The five things are:

Strength and weakness

The project review consists of:

Executive summary

The lessons which are learned can be described by

1) Success

2) To complete task on time

3) To implement things on time

4) To complete the task by analyzing the results

5) To achieve the goals and objectives

The findings can be reported by mentioning the goals and objectives which are achieved and also by considering the quality and project management (Meredith and Mantel, 2011).

References:

Alexander, E.R. and Faludi, A., 2009. Planning and plan implementation: notes on evaluation criteria. Environment and Planning B: Planning and Design, 16(2), pp.127-140.

Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.

Collins, J.C. and Porras, J.I.,2010. Building your company's vision. Harvard business review, 74(5), p.65.

Davenport, T.H. and Völpel, S.C., 2011. The rise of knowledge towards attention management. Journal of knowledge management, 5(3), pp.212-222.

Desmond, C.L., 2004. Work breakdown structure. Project management for telecommunications managers, pp.71-72.

El-Sabaa, S., 2011. The skills and career path of an effective project manager. International journal of project management, 19(1), pp.1-7.

Evans, J.R. and Lindsay, W.M., 2002. The management and control of quality(Vol. 5, pp. 115-128). Cincinnati, OH: South-Western.

Fried-Booth, D.L., 2002. Project work. Oxford University Press.

Gaddis, P.O.,2011. The project manager. Boston: Harvard University.

Kaplan, R.S. and Norton, D.P., 2011. The strategy-focused organization. Strategy and Leadership, 29(3), pp.41-42.

Klastorin, T., 2004. Project management: tools and trade-offs. Hoboken, NJ: Wiley.

Lavold, G.D.,2009. Developing and using the work breakdown structure. Project Management Handbook, Second Edition, pp.302-323.

Maedke, W.O., Brown, G. and Robek, M.F.,2009. Information and records management. Prentice Hall Professional Technical Reference.

Meredith, J.R. and Mantel Jr, S.J., 2011. Project management: a managerial approach. John Wiley & Sons.

Mizukoshi, M.,2011. Model Studies of Cake Baking. VI. Effects of Cake Ingredients. Cereal Chem, 62(4), pp.247-251.

Raftery, J., 2003. Risk analysis in project management. Routledge.

Rasmussen, J., 2007. Risk management in a dynamic society: a modelling problem. Safety science, 27(2), pp.183-213.

Raz, T., Shenhar, A.J. and Dvir, D., 2002. Risk management, project success, and technological uncertainty. R&D Management, 32(2), pp.101-109.

Stevenson, W.J. and Hojati, M., 2007. Operations management (Vol. 8). Boston: McGraw-Hill/Irwin.

Stewart, G.L.M. and Sims, C.C.,2009. Team work and group dynamics (No. 658.4036 S8).