2. 22230VIC Graduate Certificate inManagement Module 3 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 2 of 14
1. Project Proposal document – Mail run
1. Mail run
2. Implementationof frankingmachine withinmailroom
3. Projectpurpose – To speedupmail processing time andreduce costs.
4. Background and strategic context – A franking machine already exists in the mail room which is not
currently beingused.The machine isfullyownedbytheinstituteandhasanexistingaccount attached
to it. It is understood that the previous Records Supervisor made the decision to cease use of the
franking machine due to upgrade of the telephone lines to digital. This project is considered a high
priority due to: (a) The wastage occurring to work time imposed on records staff by manually
compiling the monthly posting reconciliation reports; (b) The significant savingswhich can be made
inpostal charges;and (c) Speedupthe processingof outgoingmail.
5. Relatedprojects - Nil
6. RecordsManagementUnit(RMU) – LearningandSupportServices.
7. Projectsponsor– Manager LearningandSupportServices.
8. Projectmanager- Damian.
9. Project status – Existing franking machine was previously used within the RMU however it is
understood that use was suspendeddue to an upgrade of the telephone line to digital. The existing
machine will be able tobe usedandthe telephone line issuitable.
10. Special provisions – Chisholm Aust Post account credit on franking machine security. Postal charges
to be linkedtodepartmentcodes.
11. Approval required of Manager Leaning and Support Services in consultation with Manager Built
EnvironmentServices.
ProjectManager
DPSumner
ProjectSponsor
BlancaP
ProjectClient/Owner
MariaP
ProjectTitle:
Mail run
Date:
30 October2016
File Name:
Proj_1mail.doc
ProjectSponsor:
LearningandSupport
Services
ProjectManager:
DamianSumner
ProjectClient:
ChisholmInstitute
Page 1of 6
3. 22230VIC Graduate Certificate inManagement Module 3 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 3 of 14
2. Scope
In Scope Outof scope
(exclusions)
Assumptions Constraints
Existingfrankingmachine
isnot beingutilizedand
isavailable.
Purchase of a new
machine due tothe large
cost involved.
The current franking
machine isfunctional and
will be able tobe used.
Existingtelephonelineis
suitable.
Cost/Funding
ProjectSponsor:
LearningandSupportServices
Version: 1 ProjectClient:
ChisholmInstituteDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_1mail.d
oc
Page 2of 6
4. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 4 of 14
3. Stakeholder Analysis
Name Work area Stakeholdertype
(client, end-user)
Impact on/by project,
requirements, successcriteria
Jimmy Mail Room End user Training
Recordsstaff
All Departments
RMU Records End user Free up staff
Save time andmoney
ChisholmInstitute All Departments Client Reduce monthlypostage costs
AdministrationOfficers
AustPost Sales/Accounts
Department
Client Provisionof training
Setup of machine andaccount
Availabilityof Technician
ProjectSponsor:
LearningandSupportServices
Version: 1 ProjectClient:
ChisholmInstituteDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_1mail.doc
Page 3of 6
5. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 5 of 14
4. Roles and Responsibilities
Role Name/s Responsibilities
Projectclient/owner
The person whorequires the
projectto be undertaken.
RMU – Mail room Processand manage outgoingmail
daily.
Produce monthly reconciliation
reports.
Projectsponsor/project
director/project board
Seniormanagementof the project
– Accountable for the success of the
project. Has the authority to commit
resources.
Manager Learning
and SupportServices
Manager Built
EnvironmentServices
Fundingbudgetapproval.
Provide DepartmentBudget.
Projectmanager
Person responsible forrunningthe
projecton a day-to-day basiswithin
defined authorities forcostand
schedule asagreedwiththe project
sponsor/board.
Damian Define project andmanage
implementation,coordinate meetings
Provide projectupdatesand keepthe
projecton time andwithinbudget.
Monitorand Review.
Manager of the projectmanager
The operational/linemanagerwho
the projectmanagerreportsto on a
day-to-day basis.
Blanca Provide advice regarding
departmental budgetandbudget
requirementsacrossChisholm
Projectteammembers
Staff whowill be workingonthe
project.
Colin
Janet
Jimmy
Samantha
Provide advice withregardto
processesandprocedureswithinthe
mail room.
Provide Postal reconciliationreports
Steeringcommittee/ working
party
AustPost
Colin,Janet,jimmy
Provide necessaryequipment,training
and ongoingsupport
Setup of machine andaccount
ProjectSponsor:
LearningandSupportServices
Version: 1 ProjectClient:
ChisholmInstituteDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_1mail.doc
Page 4of 6
6. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 6 of 14
5. Work BreakdownStructure (WBS)
Level 1 Level 2 Level 3
Task 1
Setup of equipment Sub-task1.1
Trainingof Staff Telephone Line Work item1.1.1
Connectionof FrankingMachine Builtenvironmenttoinvestigate
telephoneline
Work item1.1.2
Sub-task1.2 AustPostto sendtechnicianto
provide trainingandsetup
machine.
Operationof FrankingMachine Work item1.2.1
Mail room staff to enter codes into
Franking Machine.
Work item1.2.2
Task 2 RecordsSupervisortoarrange
loadingof credit.
Reviewof Mail roomprocedures Sub-task2.1
Communicate with departments Advise Departmentsof changes Work item2.1.1
AdministrationOfficerstobe
advisedof outgoingmail
requirements.
Work item2.1.3
Sub-task2.2
Provide Postal reconciliation
reports
Work item2.2.1
RecordsOfficertoprovide postal
reconciliationsfromlastquarter
ProjectSponsor:
LearningandSupportServices
Version: 1 ProjectClient:
ChisholmInstituteDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_1mail.doc
Page 5of 6
7. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 7 of 14
6. Project Snapshot
Projectsnapshot
Name of project:Mail Run
Projectpurpose:
To reduce outgoingmail processingtimeand save on postage costsacross ChisholmInstitutewithin
3 months.
Deliverables withtimeframes (what,when).
Transitionfrommanual processingto
frankingmachine includingtrainingwithin3
months.
Stakeholders(whoisthe sponsor,project
manager, customers,otherkeygroups whocan
impact, orbe impactedby, thisproject)
AustPost
Damian
RMU – Mail room
ChisholmInstitute all departments
Resources (cashflow,people,equipment,
facilities, software, etc.)
Existingfrankingmachine andaccountwith
AustPostincludesfree trainingandinitial
servicingasperexistingcontractwithAust
Post.
Risks (resource limitations, deadlines, budget,
technology,otherconstraints,etc.)
Budget constraints preclude the purchase of a
new frankingmachine.
Management of postal charges – allocation to
Departments.
Appropriate analogue telephone line.
Interdependencies (withotherprojects,
groups, system interfaces, etc.)
BuiltEnvironmentresponsibleforprovision
of analogue telephone line intoRMU.
Successcriteria(how weknowweare
successful).
Savingonmonthlypostage costs
Reductioninmail processingtime and
productionof monthlyreconciliationreports.
Page 6 of 6
8. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 8 of 14
1. Project Proposal document – Corporate high-flier
1. Corporate high-flier
2. Secure payingcorporate clients
3. Projectpurpose –To facilitatethe Total FocusProgramandgain2 ClassicClientsoraResultsClientby
30 January2017.
4. Background and strategic context – YB12 provides the platform, materials, training and support to
enable Coaches to develop a successful consultancy business within the corporate business sector.
The mainpriority istoachieve Authorisationbefore deliveringthe introductorytalkwithinthe market
place inorder to acquire clients.
5. Relatedprojects - Nil
6. Projectclient/owner– YB12 and Damian.
7. Projectsponsor– YB12.
8. Projectmanager– Damian.
9. Projectstatus – Damian hasjoinedYB12 and hasbeenallocateda Master Coach.Manuals andaccess
to Webinarsandthe back office hasbeenprovidedfortraining,andinductioniscurrentlyunderway.
10. Special provisions –Must achieve YB12 Coach Authorisation.
11. YB12 approval priorto goingintothe marketplace.
ProjectManager
DPSumner
ProjectSponsor
NikkiT
ProjectClient/Owner
DPSumner
ProjectTitle:
Corporate high-flier
Date:
30 October2016
File Name:
Proj_2yb12.doc
ProjectSponsor:
YB12
ProjectManager:
DamianSumner
ProjectClient:
Small to medium
corporate businesses
Page 1of 6
9. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 9 of 14
2. Scope
In Scope Outof scope
(exclusions)
Assumptions Constraints
YB12 Classicand
Corporate Coach
Programs.
Corporate Plus
Large Mullti-national
businesses.
Trainingmaterials
providedare suitable for
deliveryof the programs.
Accreditationtobe
gainedbyJanuary2016.
Cost/Funding
ProjectSponsor:
YB12
Version: 1 ProjectClient:
Small to mediumcorporate businessesDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_2yb12.d
oc
Page 2of 6
10. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 10 of 14
3. Stakeholder Analysis
Name Work area Stakeholdertype
(client,end-user)
Impact on/byproject,
requirements,successcriteria
Damian Home office End user Gain Authorisation
Nikki Melbourne Client Ongoingmentoringandsupport
YB12 Management
National and
International
Client Provisionof trainingand business
materials
Small to medium
corporate
businesses
SouthEastern
Suburbsof
Melbourne
Client Successful deliveryof Total Focus
workshop
MarketingYB12 Resultsprogram
ProjectSponsor:
YB12
Version: 1 ProjectClient:
Small to mediumcorporate businessesDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_2yb12.doc
Page 3of 6
11. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 11 of 14
4. Roles and Responsibilities
Role Name/s Responsibilities
Projectclient/owner
The personwhorequiresthe
projectto be undertaken.
Damian
YB12
Complete Training/Induction
Projectsponsor/project
director/projectboard
Seniormanagementof the project
– Accountable for the success of the
project. Has the authority to commit
resources.
Nikki
YB12
Training,materialsandongoing
support
Facilitate monthface toface meetings
and weeklywebinars
Projectmanager
Personresponsible forrunningthe
projecton a day-to-daybasiswithin
definedauthoritiesforcostand
schedule asagreedwiththe project
sponsor/board.
Damian AttendingInductionandtraining.
Learningintroductorytalkand12
Modules.
ProducingMarketingPlanand
deliveringthe introductory talk.
Acquire Clients –Facilitate Total Focus
program, gain 2 Classicclientsora
ResultsClient.
Manager of the projectmanager
The operational/linemanagerwho
the projectmanagerreportsto on a
day-to-daybasis.
Nikki Coordinate regularmeetings
MonitorProgress
Provide feedbackandreview.
Projectteammembers
Staff whowill be workingonthe
project.
Damian Source clients.
Identifyandconfirmappropriate
venue.
Steeringcommittee/working
party
Damian
Nikki
Work togethertoachieve YB12 Coach
Authorisation.
ProjectSponsor:
YB12
Version: 1 ProjectClient:
Small to mediumcorporate businessesDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_2yb12.doc
Page 4of 6
12. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 12 of 14
5. Work BreakdownStructure (WBS)
Level 1 Level 2 Level 3
Task 1
AttendinductionandTraining Sub-task1.1
Schedule Webinars Work item1.1.1- Attend
Webinars.
Learn the 12 Modules Work item1.1.2- Readmanuals.
Work item1.1.3- Explore the
back office.
Sub-task1.2
SubmitBusinessPlan Work item1.2.1
SetGoals Work item1.2.2
Work item1.2.3
Task 2
MarketingPlan/ Acquire Clients Sub-task2.1
Learn Introductorytalk Work item2.1.1- Practice
deliveryof keynote
presentation.
Work item2.1.2- Write and
implementmarketingplan
Work item2.1.3- Attendweekly
Webinarsandmonthlymeetings.
Sub-task2.2
Gain approval byMaster Coach Work item2.2.1- Complete all
accreditationrequirements.
Work item2.2.2- Master Coach
to signoff on completion.
ProjectSponsor:
YB12
Version: 1 ProjectClient:
Small to mediumcorporate businessesDate: 30/10/2016
ProjectManager:DamianSumner File Name:
Proj_2yb12.doc
Page 5of 6
13. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 13 of 14
6. Project Snapshot
Projectsnapshot
Name of project:Corporate high-flier
Projectpurpose:
To successfully completeYB12 trainingand induction, deliverkeynote presentationto corporate
business audience inordertosecure payingclients.
Deliverables withtimeframes (what,when).
Training
Keynote presentation
MarketingPlan
DeliverTotal FocusProgram
Stakeholders(whoisthe sponsor,project
manager, customers,otherkeygroups whocan
impact, orbe impactedby, thisproject)
Damian
Nikki
Resources (cashflow,people,equipment,
facilities, software, etc.)
Accessto YB12 back office,manuals,
webinarsandtools
Master Coach
Desktop PCand telephone –home office
Risks (resource limitations, deadlines, budget,
technology,otherconstraints,etc.)
Lack of $$
Time
Interdependencies (withotherprojects,
groups, system interfaces, etc.)
Small to mediumcorporate businesses
Successcriteria(how weknowweare
successful).
Complete Training
DeliverKeynote Presentation
Secure payingclients
Page 6 of 6
14. 22230VIC Graduate Certificate inManagement Module 4 – Managing riskacross multipleprojects
Assessment 1 – Project planning
SUMNER S201411596 Project Planning Version2 2016
Page 14 of 14
Appendix 1 – Project Management Methodology (PMM)
Considerations
Prince2 was chosen as the preferred Project Management Methodology (PMM) for projects Mail run and
Corporate high-flier, the reasonsand considerations are detailed withinthis appendix. The commonalityof the
PMM withequal weightbeinggiventothe advantagesanddisadvantageswascentral tothe decisionmakingas
was the best fit for each project. Factors likely to affect project outcome were identifiedas the organisational
culture,nature of the projectand experience of the projectteam.
ChisholmInstitute isalarge and complex organisationwithcampusesspreadovermultiple locations.Individual
departments are responsible for maintaining their own budget and hence responsible for their postal charges.
The work culture at Chisholm Institute is diverse and largely opposed to change (as is the case in many large
government organisations). The workforce consists of several hundred employees, is highly structured and
headedbya CEO and boardmembersat the top.
The mail room isstaffedbythe RMU whichhas limitedstaff whichseverelyreducesitsabilitytocarryout the
core functionof recordsmanagement.The mail roomreceivesandprocessesall incomingmail anddistributes
it to the relevantdepartment, outgoingmail isreceivedfromall campusesandpostage costare charged to the
relevantdepartmentatthe time of processing.
YB12 deliversanumberof specificcoachingprogramsto adiverserange of businessgroupsincludingindividuals,
to drive change and assist them in achieving superior results. Furthermore, Coaching uses specific tools and a
highlystructuredapproachwithin theseenvironmentswhich varyinggreatlyinstructure,size,culture andservice
delivery. As a consequence the methodology needs to be adaptable and easily replicated in order to maintain
consistency.Althoughsmallinscalethisprojectoperatesinanenvironmentthatiscomplex andrapidlychanging.
The YB12 project team is relatively small and staff geographically dispersed, with a reliance on technology as
primarymeansof communicationadherencetostructuresandbusinessprocessesisparamountwithinthe work
environment.
Reasons
Prince2 comesfromthe UK is widelyrecognisedandpopularinAustralia,itprovidesastructuredmethodwhich
importantlycan be tailoredto suit a specificprojectand environment www.projectmanagementsuccess.net.In
the case of bothprojects these twofactorsweresignificantinmakingthedeterminationtouse thismethodology
asitwasapplicable inbothinstances.Thefollowinglimitationswereconsideredwiththeadvantagesoutweighing
the disadvantages:
Advantages:
Providesconsistencyand astructuredstepby stepprocess.
Processdriven.
Highlyrecognisedandincreasinglypopularwithorganisations world-wide,includinginAustralia.
Disadvantages:
Notflexible
It was determinedthatthe level of experience of eachprojectteamwas limitedandtherefore the benefitsof a
structuredprocessfundamental tothe successof the projects.The lack of flexibility perceived bythisPMMwas
not viewed as a disadvantage in this case, as the projects undertaken are applicable to traditional work
environmentsandwouldbenefitfromamethodologythatis processdriven.
In addition the nature of each project was such that it required consistencywithin the respective environment
and implementationwas mostly withinvery structuredorganisations.
