BSBPMG422 Apply Project Quality Management Techniques Assessment Questions

 

Assignment Detail:-

• Number of Words: 5000

 

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Assessment Task 1 – Short Answer Questions

Scenario: John Readings Pty. Ltd. Re-design Bookstore Café

John Readings is an Australian book publisher, distributer and retail business with stores located throughout Australia and New Zealand and a large online business. At present a total of ten retail outlets located in state capitals contain Cafes. As part of the company’s future development plans all retail outlets will soon have Cafes located within them.

However, before this can happen, the current Café design for the ten retail outlets need to be refreshed and upgraded. The upgrade includes a fresh new menu, new furniture and layout design as well as a play area for children.

You were successful in your application for the Project Coordinator role, and have just had confirmation from the Project Manager that the project steering committee will include the Procurement Director, Marketing Director, the Director of Finance and the Café Operations Manager. The project is now ready to commence.

An architect has been contracted to design the new look and feel and this has been approved by the steering committee.

The architect and building contractor have provided costing estimates on which the project budget is being based. They have advised, in order to minimise business disruption, the order of works will be:

Stage 1 – Two days (no business disruption):

• Playground fit out and flooring

• Fencing and shade sail installation

• Landscaping and new outdoor furniture.

Stage 2 – Two days (café closure):

• Removal of booths

• Repainting of café dining area interior

• Laying of floating floor over existing tiled floor café dining area only

• New dining furniture and artwork

The Procurement Director has identified preferred suppliers for furniture and fit outs including the playgrounds.

The Project Manager has advised the following:

• It is assumed the marketing staff will contribute to the project, helping with the branding and other promotional items as The existing team is able to fully participate in training where required.
• It is assumed construction can take place simultaneously with other project deliverables.
• Constraints – budget and time are sufficient for the project, all products purchased for the café and playground will meet with the organisational quality standards and safety standards. Only approved preferred suppliers will supply equipment and furniture.
• The project is dependent on external dependencies, which involves consultation with the architect, building contractor and consultant chef.
• Building contractor was chosen based on his assurance that café shutdown times would be minimised to two days and the trade of the attached bookstore would be able to continue.
• Kitchen modifications, equipment and fit out work will not be included in the project and any requirements will need to be drawn from the operational budget for repairs/maintenance/equipment.

A revised budget has been developed in consultation with the Finance Manager of $200,000 for nine stores with the tenth store requiring a budget of $250,000 and an extra two-day shutdown period. The project is scheduled to commence on 10/01/2021 and be completed by 10/05/2021.

Read the relevant John Readings (case study) documents for the Book Café Group including the John Readings Quality Policy and Quality Manual.

You have located the John Readings Quality documents and your Project Manager has asked you to undertake research into quality processes which would apply to the project.

Create a document titled Quality Management Research Report. For tips on writing and presenting your reports click here.

1. Based on the case study information and your research, discuss the quality assurance and quality control requirements of the project.
2. Based on your understanding of the requirements of this project and organisation, identify and outline three relevant standards that would apply and their relevance throughout the project lifecycle.
3. The Project Manager has asked you to develop a presentation using PowerPoint for them outlining quality assurance and control techniques, key tools and methodologies.
4. Explain the quality assurance processes required in the project and how they will be implemented.
5. Explain the quality control processes required in the project and how they will be implemented.
6. Describe three quality criteria relevant to the project.
7. Discuss the record keeping system you will use to maintain quality control and compliance records and audit documentation.
8. Explain the continuous improvement processes which you apply to ensure the quality of the project is maintained.

 

Assessment Task 2 – Managing project quality

Task Description

For this assessment you are required to provide written answers to questions based on:

• John Readings (Case Study).

Part A Determine quality requirements

1. Based on the case study and the work you have undertaken in Assessment Task 1, prepare a meeting agenda to be circulated to the steering committee and external contractors (architect, building contractor, consultant chef) to discuss the determination of quality objectives, metrics, and standards. A Meeting Agenda Template is located here.
2. Book an appointment with your Assessor to undertake consultation with the steering committee and external contractors to discuss the quality objectives and standards you have identified in your report. Your assessor will role-play the steering committee to address the case study scenario.

To prepare for the role play:

Review the work you have undertaken in Assessment Task 1. You will need to discuss and consult with the steering committee during this role play.

During the role play the Assessor will complete the Observation Report to confirm the skills and knowledge being demonstrated.

Ensure that you address all criteria listed below and that your responses are clear, detailed and reflect the appropriate tone, and vocabulary to deliver your findings.

Your simulation with your Assessor will be 30 minutes in duration.

Based on the case study information and your own research, during the simulation you will need to respond to the questions below issued by the steering committee (Assessor).

During this role play your assessor will ask the following questions:

1. Can you run us through the ideas you have developed for supporting the management of quality in this project?
2. What standards will apply to this project in terms of quality?
3. How can we determine if we have met our quality objectives?
4. What are the requirements for quality for each of us?
5. As the project coordinator, how will you support us to deliver the quality outcomes we are agreeing to?

Part B Define Project Quality

1. Write an email to the project team advising them of the agreed quality objectives and which are now being implemented to ensure the quality control and assurance processes for the project and the process for the quality assurance audit.
2. Write an email to the steering committee explaining to them that the quality management techniques are now implemented and how you will be maintaining a quality management system to enable accurate and timely recording of quality records and data.
3. Draft an email to all Café Managers confirming that the quality assurance standards and guidelines are now Outline their role in inspecting completed works to ensure quality criteria for the project are met. Attach to your email a quality control checklist for the project and provide instructions of when and how the documents are to be completed and returned to you.
4. You have received an email from the Hobart Café Manager to inform you that the new paint is already peeling in part of the café. Draft an email to the project manager, project team and contractor responsible for painting, informing them of the issue and clearly outline the required actions.
5. Based on the quality objectives, standards, and guidelines, update the following relevant project documents, and provide these as evidence:
   1. Issues log,
   2. Status report,
   3. Completed quality control checklist (which you have designed in Question 3) for Hobart Café.

6. The Project Manager has asked you to develop a short survey to send to all of the Café Managers to gain an understanding of their satisfaction with quality processes and outcomes. Develop a survey with four to six key questions related to quality Draft an email to stakeholders outlining the purpose of the survey and include a timeline for submitting.
7. Submit your survey and email to your Assessor as a pre-assessment submission. Your Assessor will provide you with completed surveys which you will need to analyse.
8. Prepare a short report for the Project Manager titled Survey Results, summarising the results of the survey and make three recommendations to improve project quality management processes.
9. The Project Manager has finalised the project audit report. Prepare an email to be circulated to the steering committee and external contractors (architect, building contractor, consultant chef) to discuss the survey results and attach the report from Question In your email, provide an overview of the findings and recommendations for improvement which you identified.
10. Correctly file all related documentation (from Assessment Task 1 and 2 including emails ) and provide a screenshot of the filing system and documentation.

 

Assessment Task 3 – Applying project management techniques

Scenario: John Readings Pty. Ltd. Re-design of Warehouse

The management team at John Readings are impressed with your contribution to the refurbishment project at the Bookstore Café.

As part of the ongoing refurbishments within the organisation, there is a new project which involves the redesign of one of the warehouses and you have been selected as part of the project team.

The Project Manager has just concluded a meeting which you have attended to outline key information needed for the project team to undertake the tasks to complete the project.

As per the café restructure there is to be minimal business disruption and it has already been established that the refurbishment will take three days to complete.

As part of the refurbishment the following will be completed:

• Dispatch office to be refitted with new desks, computers and shelving:

1. 2 x desks with returns
2. 2 x MSI computer cubes
3. 4 computer screens (2 for each desk
4. 1 printer with WIFI so that it can be accessed by both terminals

• Receiving bays are to be refitted with additional Dexion to address the current shortage of bays for incoming stock. There will be 3 additional storage bays with 3 levels which can hold standard pallets.

In line with the previous project:

• It is assumed construction can take place simultaneously with other project deliverables.
• Constraints – budget and time are sufficient for the project, all products purchased for the despatch office and receiving bays will meet with the organisational quality standards and safety Only approved preferred suppliers will supply equipment and furniture.
• The project is dependent on external dependencies, which involves consultation with the building contractor and warehouse manager.
• Two of the warehouse team members will be assigned to assist with the project and the erection of the Dexion and office furniture to ensure that the designated timelines are met.
• The building contractor was chosen based on his assurance that warehouse disruption would be minimised, and incoming deliveries could continue.
• Despatch office modifications, equipment and fit out work will be included in the project and is included in the budgeted costs for this project.

There is a budget of $100,000 and the project is scheduled to commence on in one month and be completed within the timeframe specified.

Your role is to assist the project manager by contributing to the development and implementation of the project quality management and controls to ensure that the project is completed on time and meets the requirements set out above.

1. Book an appointment with your Assessor to undertake consultation with the project team to discuss the quality objectives and standards for this project (you can refer to the information you collected in Assessment 1 as guidance).

Your assessor will role-play the project team to address the case study scenario. To prepare for the role play:

Ensure that you address all criteria listed below and that your responses are clear, detailed and reflect the appropriate tone and vocabulary for the context.

When booking the simulation, we recommend you allow for 30 minutes to ensure you have sufficient time to allow for general greetings and preparation with the assessor. Plan the simulation carefully to reduce time required to prepare and conduct the simulation. (e.g. if you have documents which must be used – send to the assessor prior to the designated time allocated etc)

The actual time for the simulation will generally be completed between a minimum of 10 minutes and a maximum of 20 minutes.

During this role play your assessor will ask the following questions:

1. Can you run us through the ideas you have developed for supporting the management of quality in this project?
2. What standards will apply to this project in terms of quality?
3. How can we determine if we have met our quality objectives?
4. What are the requirements for quality for each of us?
5. As the project coordinator, how will you support us to deliver the quality outcomes we are agreeing to?

2. Write an email to the project team advising them of the agreed quality objectives and which are now being implemented to ensure the quality control and assurance processes for the project and the process for the quality assurance audit.

3. Draft an email to the Project Manager and Project Team:

1. Explaining the quality management techniques which are now implemented and how you will be maintaining a quality management system to enable accurate and timely recording of quality records and data.
2. Confirming that the quality assurance standards and guidelines are now Outline their roles in inspecting completed works to ensure quality criteria for the project are met.

Attach to your email a quality control checklist for the project and provide instructions of when and how the documents are to be completed and returned to you.

4. You have received an email from the team informing you that some of the racking which has been erected is damaged and this could affect the safety and use for pallet storage. Draft an email to the project manager, informing them of the issue and clearly outline the required actions you will be taking to remedy the situation.

5. Based on the quality objectives, standards, and guidelines, update the following relevant project documents, and provide these as evidence:

1. Issues log,
2. Status report,
3. Completed quality control checklist (Question 3).

6. The Project Manager has requested you submit a project audit report. Create a report titled Project Audit Report and:

1. Outline the steps you took to review the project outcomes using the continuous improvement process
2. Detail the quality management issues and responses during the project
3. Provide at least one recommendation on how to improve the project processes to ensure that all quality standards are maintained at all stages of the project.

 

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