BSBPMG630 BSBPMG635 BSBPMG636 Module - Assessment Task 3

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Assessment
Task 3
Support program execution
Enable program execution
BSBPMG630
Implement program governance
BSBPMG635
Manage benefits
BSBPMG636
Student Declaration 
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)
◻ I understand that if I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me
◻ I have correctly referenced all resources and reference texts throughout these assessment tasks. 
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment
	Unit Title 
Unit Code
	Student name
	
	Student ID number
	
	Student signature
	
	Date
	Task Number
	
	
	------OFFICE USE ONLY-----
For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
	Marking Sheet
Completed successfully
Did the student satisfactorily:
	Comments
	Y
	N
	DNS
	The student has satisfactorily completed and submitted the following:
· Program monitoring strategy and approach in Task 3.1
· Identified monitoring activities list in Task 3.2A1
· Impact evaluation of changes in circumstances and issues on the program in Task 3.2A2
· List of changes to maintain the alignment with expected benefits and meet constituent projects' deliverables in Task 3.2A3
· Benefits progress report in Task 3.2.B1
· Email to program board – Ref: benefits realisation report in Task 3.2B2
· Action plan to resolve the selected issue in Task 3.2C2
· Sample of a decision-making register in Task 3.2C3
· Evidence of addressing skill development needs in Task 3.2C4
· HR audit report in Task 3.2D1
· Email to relevant stakeholders – Ref: HR audit report in Task 3.2D2
· Actions to rectify the non-compliance in Task 3.2E2
· Email to Program Sponsor – Ref: non- compliance in Task 3.2E3
· Email to relevant stakeholders – Ref: finalise financial, legal and contractual obligations in Task 3.2F1
· Lessons learned in Task 3.2F2
	
	☐
	☐
	☐
	The student consulted with the relevant stakeholders and the Program Sponsor to monitor, manage and review the program execution approach, the desire future state statement, the business case, the benefits realisation approach and the governance model as instructed in Task 3.2:
· Involved stakeholders to participate actively in providing feedback and inputs
· Listened actively
· Used questioning to ensure understanding and gather feedback
· Worked in a professional manner, respecting the opinion of others
· Provided key information when required
· Facilitated active discussion
· Demonstrated critical thinking and problem solving skills
Feedback in Comments.
	
	☐
	☐
	☐
	Demonstrated ability to:
· Identify, monitor and evaluate internal and external factors and issues likely to cause changes to the program execution approach
· Implement management control systems for monitoring program progress against organisational objectives
This is evidenced by:
· Program monitoring strategy and approach in Task 3.1
	
	☐
	☐
	☐
	Demonstrated ability to:
· Identify, monitor and evaluate internal and external factors and issues likely to cause changes to the program execution approach
· Review and make changes to program execution approach and confirm alignment with expected benefits
· Make decisions regarding complex priorities and competing demands using repeatable methods
· Implement management control systems for monitoring program progress against organisational objectives
· Assess project and program performance against respective plans
· Monitor and evaluate internal and external program contexts for circumstances that may require changes to the expected benefits
· Review confirm and update benefits measurement approach and benefits delivery approach
· Assess deliverables from constituent projects according to the benefits measurement approach
· Measure and report progress toward delivery of expected benefits with key stakeholders
· Evaluate and communicate benefits against established projects delivery plan
· Address variances in delivery of expected benefits
This is evidenced by:	
· Identified monitoring activities list in Task 3.2A1
· Impact evaluation of changes in circumstances and issues on the program in Task 3.2A2
· List of changes to maintain the alignment with expected benefits and meet constituent projects' deliverables in Task 3.2A3
· Consultation with stakeholders and Program Sponsor (Ref. to marking sheet)
	
	☐
	☐
	☐
	Demonstrated ability to:
· Review confirm and update benefits measurement approach and benefits delivery approach
· Assess deliverables from constituent projects according to the benefits measurement approach
· Measure and report progress toward delivery of expected benefits with key stakeholders
· Evaluate and communicate benefits against established projects delivery plan
· Assess and record lessons learned throughout projects and communicate to pertinent stakeholders
· Address variances in delivery of expected benefits
This is evidenced by:
· Benefits progress report in Task 3.2.B1
· Email to program board – Ref: benefits realisation report in Task 3.2B2
· Lessons learned in Task 3.2F2
· Consultation with stakeholders and Program Sponsor (Ref. to marking sheet)
	
	☐
	☐
	☐
	Demonstrated ability to:
· Finalise financial, legal and contractual obligations
This is evidenced by:
· Email to relevant stakeholders – Ref: finalise financial, legal and contractual obligations in Task 3.2F1
	
	☐
	☐
	☐
	Demonstrated ability to:
· Seek feedback from relevant stakeholders on the management of project governance and established approaches
· Document feedback received and identify improvements for future projects
This is evidenced by:
· Lessons learned in Task 3.2F2
· Consultation with stakeholders and Program Sponsor (Ref. to marking sheet)
	
	☐
	☐
	☐
	Demonstrated ability to:
· Implement management control systems for monitoring program progress against organisational objectives
This is evidenced by:
· Benefits progress report in Task 3.2.B1
· Email to program board – Ref: benefits realisation report in Task 3.2B2
	
	☐
	☐
	☐
	Demonstrated ability to:
· Implement management control systems for monitoring program progress against organisational objectives
This is evidenced by:
· Action plan to resolve the selected issue in Task 3.2C2
· Sample of a decision-making register in Task 3.2C3
· Evidence of addressing skill development needs in Task 3.2C4
	
	☐
	☐
	☐
	Demonstrated ability to:
· Generate audit documentation, presenting information and distributing reports to key stakeholders
· Support process with relevant program policy
· Establish and monitor process efficiency
· Establish and securely maintain audit records according to legislative requirements
· Report on compliance to relevant authorities and key stakeholders
This is evidenced by:
· HR audit report in Task 3.2D1
· Email to relevant stakeholders – Ref: HR audit report in Task 3.2D2
· Actions to rectify the non-compliance in Task 3.2E2
· Email to Program Sponsor – Ref: non-compliance in Task 3.2E3
	
	☐
	☐
	☐
	Demonstrated ability to:
· Identify and implement actions to rectify non-compliant behaviours, processes and products
· Identify management and internal personnel support needs for the program
· Evaluate and establish appropriate systems for supporting the implementation
· Establish skill development support systems for program personnel to meet program needs
· Implement program support protocols within an organisation according to organisational policies
This is evidenced by:
· Action plan to resolve the selected issue in Task 3.2C2
· Sample of a decision-making register in Task 3.2C3
· Evidence of addressing skill development needs in Task 3.2C4
· HR audit report in Task3.2D1
· Email to relevant stakeholders – Ref: HR audit report in Task 3.2D2
· Actions to rectify the non-compliance in Task 3.2E2
· Email to Program Sponsor – Ref: non-compliance in Task 3.2E3
· Consultation with stakeholders and Program Sponsor (Ref. to marking sheet)
	
	☐
	☐
	☐
	When collaborating with the group, the student has actively participated in group work with a substantial contribution that can be assessed individually for all the requirements of this task.
	
	☐
	☐
	☐
	
Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐ 
	Student Name:
	Assessor Name:
Assessor Signature:
Date:
Table of Content
Student Declaration	2
Task 3 – Program execution	11
Task 3.1 Monitoring	14
Task 3.2 Case Study	15
 
Task 3 – Execute, monitor and review program
	Task summary and instructions
	What is this assessment task about?
	Please refer to the program scenario and the simulated work environment provided for the course.
You are a Program Manager engaged by the sponsoring organisation to:
· Develop a future state report
· Develop a business case for the program
· Develop a detailed project charter for the program
· Support program execution benefits realisation and implementation of the program governance approach
Assessment Task 3 focuses on the last point above.
This task comprises of the following assessment methods:
· Product-based ☒
· Direct observation of Role-Play ☒
· Case Study ☒
· Other (specify) ☐
It has been designed to evaluate your ability to/competency in:
· Identify, monitor and evaluate internal and external factors and issues likely to cause changes to the program execution approach
· Review and make changes to program execution approach and confirm alignment with expected benefits
· Finalise financial, legal and contractual obligations
· Seek feedback from relevant stakeholders on the management of project governance and established approaches
· Document feedback received and identify improvements for future projects
· Make decisions regarding complex priorities and competing demands using repeatable methods
· Implement management control systems for monitoring program progress against organisational objectives
· Generate audit documentation, presenting information and distributing reports to key stakeholders
· Establish and monitor process efficiency
· Support process with relevant program policy
· Establish and securely maintain audit records according to legislative requirements
· Report on compliance to relevant authorities and key stakeholders
· Identify and implement actions to rectify non-compliant behaviours, processes and products
· Identify management and internal personnel support needs for the program
· Evaluate and establish appropriate systems for supporting the implementation
· Establish skill development support systems for program personnel to meet program needs
· Implement program support protocols within an organisation according to organisational policies
· Assess project and program performance against respective plans
· Monitor and evaluate internal and external program contexts for circumstances that may require changes to the expected benefits
· Review confirm and update benefits measurement approach and benefits delivery approach
· Assess deliverables from constituent projects according to the benefits measurement approach
· Measure and report progress toward delivery of expected benefits with key stakeholders
· Evaluate and communicate benefits against established projects delivery plan
· Assess and record lessons learned throughout projects and communicate to pertinent stakeholders
· Address variances in delivery of expected benefits
You are required to address the following:
· Task 3.1 Monitoring
· Plan for effective program monitoring
· Task 3.2 Case Study
· Manage changes in circumstances and issues during program execution
· Develop and communicate a benefits realisation progress report
· Facilitate effective decision-making
· Implement program systems and methods
· Ensure program compliance
Although the assessment requires group collaboration to simulate a work environment, the assessment submission is individual and will be marked as such.
	What do I need to do to complete this task satisfactorily?
	· submit the completed assessment tasks, according to instructions,
· complete the tasks with sufficient detail and present them in a professional manner,
· use your own words and reference sources appropriately,
· meet the word count where required,
· use the scenario provided,
· use the templates provided where required,
· for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria,
· if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
	Specifications
	You must deliver/participate in:
· Consult with relevant stakeholders and the Program Sponsor to address program execution, benefits realisation and program governance as instructed
You must submit to GOALS
· Program monitoring strategy and approach 
· Identified monitoring activities list 
· Impact evaluation of changes in circumstances and issues on the program 
· List of changes to maintain the alignment with expected benefits and meet constituent projects' deliverables 
· Benefits progress report 
· Email to program board – Ref: benefits realisation report 
· Action plan to resolve the selected issue 
· Sample of a decision-making register 
· Evidence of addressing skill development needs 
· HR audit report 
· Email to relevant stakeholders – Ref: HR audit report 
· Actions to rectify the non-compliance 
· Email to Program Sponsor – Ref: non-compliance 
· Email to relevant stakeholders – Ref: finalise financial, legal and contractual obligations 
· Lessons learned 
	Resources and equipment 
	· Computer with Internet access
· Access to Microsoft Office suites or similar software
· Learning material
· Scenario for assessment as provided
· Appendices as provided
· Relevant policies and procedures as provided
· Templates as provided
	Re-submission opportunities
	You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.
Complete the following activities:
Task 3.1 Monitoring
Outline how internal and external program context will be monitored and evaluated for changes in circumstances that may impact on :
· The desired future state 
· The business case
· The program execution approach
· The benefits realisation approach
· The governance model.
Develop a planning document, in the form of personal planning notes (150-200 words) where you outline the following:
· How the internal and external program context will be monitored
· What tools will be used for monitoring
· What will be considered when evaluating changes in circumstances
· How the sponsoring organisation will be involved in monitoring and evaluating of changes in circumstances
· What stakeholders will be involved in consultation, and how
· Specific dates or monitoring periods
· What program governance requirements will be taken into consideration 
Document the planning notes in the space provided below.
	
Task 3.2 Case Study
To complete thistask, consult with the Program Sponsor (played by the trainer and assessor in the simulated work environment) as needed and relevant program stakeholders played by 3-4 classmates in simulated work conditions.
Relevant stakeholders may include members of the program team, including project managers, internal stakeholders such as departmental managers and external stakeholders such as subject matter experts.
Please note, although the task requires group collaboration to simulate a work environment, the assessment submission is individual, and it will be marked as such.
	Student Name
	
	Student Name
	
	Student Name
	
	Student Name
	
The trainer and assessor will provide feedback about your consultation with the stakeholders and the Program Sponsor on the marking sheet. 
A. Changes in circumstances
Address changes in circumstances in the internal and external program contexts.
Consider that the following scenarios.
Assume that the scenarios occurred.
	50% timeline
	A
	A change of government occurred, and the new government has increased GST to 12%
	B
	Advancement in technology produced a software that would halve the time you spent on the program's key task. However, it comes at a cost (15% of your allocated budget). - In your analysis, you will have to decide if implementing this new software or not.
	C
	One of your project managers has just resigned.
	D
	A new trend sees corporate clients employing event managers and organising events in house rather than outsourcing. The corporate event sector may decrease by 15% in the next 18 months – projection.
	E
	The board of directors has a new CEO who has expressed some doubts about the program and would like to cut the allocated budget by 10% .
	75% timeline
	F
	One of your benefits measurement approaches used in one of your projects is not providing accurate progress reports on benefits realisation. Specify which project and which measurement.
Project:
Measurement:
	G
	Covid19 happened, restrictions have been imposed on people's movement.
Consider how this change in circumstance affects your program, how the scenarios should be managed and what changes are needed to:
· The desired future state 
· The business case
· The program execution approach
· The benefits realisation and benefits realisation approach
· The governance model 
Address all the following:
1. List what monitoring activities have been implemented to monitor each scenario according to the monitoring plan (Task 3.1)
	Scenario 
	Monitoring activities (1-2/scenario)
	A
	
	B
	
	C
	
	D
	
	E
	
	F
	
	G
	
2. Evaluate and describe the impact each circumstance described in the scenarios above would have on your program. Focus on:
· The desired future state 
· The business case
· The program execution approach
· The benefits realisation and benefits realisation approach
· The governance model 
	Scenario 
	Impact (40-80 words/scenario)
	A
	
	B
	
	C
	
	D
	
	E
	
	F
	
	G
	
3. Determine what changes/updates/refinements are needed to each one of the following (if any. If no changes are required, justify why):
	
	List changes, updates, or refinements to maintain the alignment with expected benefits and meet constituent projects' deliverables.
	The desired future state 
	
	The business case
	
	The program execution approach
	
	The benefits realisation and benefits realisation approach
	
	The governance model 
	
B. Benefits realisation progress report
1. Prepare a benefits realisation progress report (Template 1) for the scenarios at 50% or 75% timeline.
The report must cover:
· A summary of the scenarios @ chosen timeline
· A summary of the impact they have on the program and constituent projects
· Recommended changes to the benefits realisation plan and the benefits register
· The variances in the delivery of expected benefits and benefits prioritisation based on the impact of the scenarios on benefits realisation
· Any action required by the board
· Any feedback/guidance/resources sought from the board
· Lesson learned
Use Template 1 and follow the instructions.
Template 1 - Benefits realisation progress report
Introduction and background
· Program/projects considered in the report
· Monitoring and control process applied to identify the issues reported in this document
(40-80 words)
	
Issues and impact
· List three (3) issues to be reported 
· A summary of the evaluation of the impact of the issues on benefits realisation (30-50 words)
· List three (3) variances in the delivery of expected benefits and benefits prioritisation based on the impact of the scenarios on benefits realisation. 
	
The recommended course of action
Four (4) recommended actions and changes to manage the issues and minimise the impact on benefits realisation. 
Outline the proposed implementation strategy for each action (30-50 words/implementation). 
	Action
	Implementation
	
	
	
	
	
	
	
	
Request
Any specific requests to the Program Board such as:
· Feedback
· Expert guidance
· Resources
· Support
	
Lessons Learned
Summarise three (3) lessons learned from what occurred and how it will be handled.
	
2. Inform the Program Board about the benefits realisation report by writing an email (Template 2).
Write an email to the Program Board to introduce the benefits realisation progress report attached to the email.
Use Template 2 to write the email. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
(40-80 words)
Template 2 -Email
	Email to Program Board
	To:
	Cc:
	Bcc:
	Subject:
	Date email is sent:
	Attachments:
	
C. Facilitate effective decision making
1. Select one of the scenarios described in Task 3.2A. 
	The scenario of choice:
2. Outline how you made valid and reliable decisions related to ensuring effective program governance when faced with the selected issue in the program.
Outline an action plan to solve manage and address the scenario of choice referring to:
· The program governance model
· Program personnel chart (roles and responsibilities)
· The decision-making framework
· The decision-making process
· Priority actions
And,
· Note the communication strategy to inform stakeholders of the actions that have been planned to resolve the issue
· Evaluate if the proposed resolution aligns with/affects program objectives
· Identify any personnel support need
· Identify any skill development need
· Identify any improvement need
(100-150 words)
	
3. Develop a sample of a decision-making register where the decision/s (relevant to the resolution of the issue) are recorded. 
Submit the sample in a separate document or copy and paste it in the space provided below.
Suggested template (the use of a table is recommended):
· Item (issue, change, other)
· Description
· Decision required
· Authority for decision
· Approval Y/N
	
4. Assume that the resolution plan for the issue requires project managers to develop leadership skills. 
Provide evidence of how the skills development needs are addressed. For example, a screenshot of your research for suitable training options such as an online course, an email sent to the project managers with your expert advice, or a request to allocate funds to the training.
Document the evidence in the space provided below.
	
D. Implement program systems and methods
Address how you implement program systems and methods when faced with a severe issue in your program.
Assume that the following occurred:
	50% Timeline Scenario
	You are halfway through the execution of your program. 
One of your projects is heavily behind due to staffing issues (30% of the staff allocated to the project are on sick leave, and 20% had holidays approved for this period).
1. Develop an internal HR audit report (Template 1) performed to identify this issue that will be distributed to all relevant stakeholders. 
Consider the following audit findings:
· Project Manager not trained in HR management and practices
· A glitch in the HR management systemdeleted some of the leave requested approved in previous months from the calendar
Template 1 -HR audit report
Background information
· Background information about the audit; when the audit started and when it was completed. Who ran the audit, who participated in it, what type of audit was conducted, why it was conducted, and the program areas involved in it?
· Methodology: how the audit was conducted
	
Findings
Findings from the audit.
	
Recommendations
Recommendations based on the audit findings, in priority order. It should state any mandatory recommendations if the audit was conducted for compliance purposes.
	
2. Write an email to share the HR audit report with relevant stakeholders.
Attach the HR audit report to the email.
Use Template 2 to write the email. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
(50-100 words)
Template 2 -Email
	Email to relevant stakeholders
	To:
	Cc:
	Bcc:
	Subject:
	Date email is sent:
	Attachments:
	
3. Save the audit report file in a folder called 'Audit'. Take a screenshot of the folder showing the saved file and copy and paste the screenshot in the space provided below.
	
4. Identify what program policies apply to this scenario to facilitate process efficiency.
	
E. Ensure program compliance
Address how you rectify a non-compliance in your program. Contextualise the scenario for your program when required.
Assume that the following occurred:
	75% Timeline Scenario
	When monitoring the program, you find non-compliance.
Based on your program compliance plan, address the following:
1. Specify what non-compliance (behaviours, process or product) was identified.
	
2. Identify and outline what actions need to be undertaken to rectify the non-compliance. (30-50 words)
	
3. Develop an email directed to the Program Sponsor to communicate the non-compliance.
Use Template 2 to write the email. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
Use the email to implement one of the actions outlined in point 2. Example: asking for resources to implement the actions to rectify the non-compliance.
(40-80 words)
Template 2 -Email
	Email to Program Sponsor
	To:
	Cc:
	Bcc:
	Subject:
	Date email is sent:
	Attachments:
	
F. Review program execution
Assume that you have now delivered the program and that all the circumstances you managed in the previous tasks occurred.
1. Finalise financial, legal and contractual obligations
Write an email to the stakeholder in charge of/with authority for financial management for the program.
Outline the process to finalise financial, legal and contractual obligations now that the program is completed.
Use Template 2 to write the email. The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
(50-100 words)
Template 2 -Email
	Email to relevant stakeholder
	To:
	Cc:
	Bcc:
	Subject:
	Date email is sent:
	Attachments:
	
2. Reflect on the effectiveness of the processes, systems and approaches implemented during program execution.
Consult with relevant stakeholders and the Program Sponsor and seek feedback on the effectiveness of the program execution approach, the benefits realisation approach and the governance model.
Document your reflection and the inputs/feedback gathered from relevant stakeholders in the space provided below. Include identified improvements for future programs.
(100—150 words)
	
	Module – Support Program Execution V3 2021
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