Task 3: BSBPMG522 Undetake project work
March 2018 Finalising and review 1. Minutes of Project Meeting Max Lionel Realty – 28th February 2018 Board Room Meeting called to order at 3:30 pm by meeting Members present: Kim Sweeney Max Lionel Ana Mejia Paola Rojas Miguel Suarez Violeta Hoyos Reading of Agenda Motion: To approve the agenda for 1st March 2018 Vote: Motion carried Resolved: Agenda for the meeting on 1st March 2018 approved without modification Approval of Minutes Business ●
Brief overview of project: Purpose of project, major accomplishments, accomplishments, comments. (Joyce)
●
Goals, objectives, deliverables, schedule, budget, and success criteria (all members)
● Areas to improve. improve. (all members)
Meeting adjourned at 4:00 pm. pm. 1.1 Post-project review meeting
Post-Project Review Meeting – Agenda Topic
Speaker
Time
Brief overview of project:
Project Manager
5 mins
All
10 mins
All
20 mins
Lessons learned
All
10 mins
Next steps
All
5 mins
Project Title: Max Lionel Realty Informational Program
Project Client: Date: Version: Kim Sweeney 03/2018
P urpos e of project, majo majorr accomplis accomplis hments, hments, comments. Review by team:
G oals, oals, objectives , deliverabl deliverables es , s chedule, chedule, budg budg et, et, and suc ces s cri teri teri a (Were they they met, met, partiall partiallyy met, met, or mis mis s ed ed?? ). What worked/what could have gone better?
S ome ar ar eas to cons i der: ● project planning ● project management ● project scheduling and tracking ● project estimating ● communication (with team, other
groups/stakeholders, groups/stakeholders, sponsor) ● risk management ● vendor management ● issues management ● stakeholder management ● resourcing ● users ● development approach: ○ methodology ○ analysis and design ○ development ○ testing ○ implementation ● training, documentation ● technology ● overall approach to to project (i.e. (i .e. vendor packag pack age, e,
s tag tag ed implementation, implementation, etc. ) ● production and operation support.
Project Project Sponsor: Max Manager: Lionel Ace Consultants
File Name: Post-project review meeting
Version 1
This template provides a proposed post-project review meeting agenda, detailing items to be discussed when reviewing the overall project. 2. Status Update A final project meeting with the team went over with the overview of th e project, and to finalise all the objectives, goals, deliverables, schedule, budgets and such. As well as a briefing on the current project status. The budget has costed more than the predicted cost as the project required more resources than the original planning. A few issues lodged as these affected the smoothness of the project, however the problems got resolved pretty quickly by placing suitable strategies. The aims of this project is very clear, every team t eam member understands their tasks and executes the tasks at best. The risk management has also been keeping track on any emergency that may occur. 3. Budget variation report The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project. Project Name: Max Lionel Realty Informational Program
Income
Budget (Inc. GST)
Actual (Inc. GST)
Project budget
$ 15,000
$17,000
Total Income
$ 15,000
$ 17,000
Expenses
Inc. GST
Inc. GST
Professional fees Kim Sweeney (8 hours - cost/hour $ 120)
$ 1,056
$ 1,056
Ian Lok (12 hours - cost/hour $ 120)
$ 1,584
$ 1,584
Ana Mejia(initially 35 hours, but increased to 40 - cost/hour $ 60)
$ 1,980
$ 2,310
Paola Rojas (initially 30 hours, but increased to 40 - cost/hour $ 60)
$ 1,980
$ 2,640
Miguel Suarez (initially 12 hours, but increased to 16 - cost/hour $ 90)
$ 1,188
$ 1,584
$704
$1232
$ 1,350
$ 1,500
Flyers
$ 220
$ 180
Posters
$ 385
$ 350
Presentations
$ 330
$ 290
880
$ 780
$ 13,637
$ 15,486
$ 1,363
$ 1,549
$ 15,000
$ 17,035
Violeta Hoyos Communication expenses Telephone, IT support, project software, prints, surveys and researches
Other expenses Training, taxis and meeting catering Subtotal Contingency (+10%)
Total Project Title: Max Lionel Realty Informational Program Project Sponsor: Max Lionel
Project Client: Kim Sweeney
Date: Version: 03/2018
Project Manager: File Name: Ace Consultants Budget Variation
4. Handover report This template summarises the project as delivered and any agreed changes to baseline scope, quality, costs and schedule. Handover report Initial overall ● inform agents of legal and ethical obligations (particularly with respect to objectives WHS and anti-discrimination legislation) and any standards or codes of conduct followed by the organisation ● promote high standards in professional conduct (see Real Estate Institute of Victoria (REIV) Code of Conduct and relevant legislation) ● inform clients, tenants and potential tenants of MLR’s commitments ● achieve employee and client buy-in for initiative.
Agreed changes to objectives
The initial overall objectives were kept and no change was requested.
Final agreed deliverables Item
Budget cost
Flyers
$ 220
Posters Presentations
Final cost
Schedule date
Final date
$ 180
24/02/17
02/03/17
$ 385
$ 350
24/02/17
02/03/17
$ 330
$ 290
02/03/17
04/03/17
Issues summary Item
Strategy
Date lodged
Date resolved
Research behind schedule
The project deadline was increased to meet the quality standards.
20/02/18
02/03/18
Team did not interact well to achieve the objective of the project, resulting in delays and poor quality delivery.
The team manager had a 15/02/18 meeting with the team, where the following actions were proposed: - Perform as planned in project management plan; - Communicate and update regularly; - Solve conflicts by peaceful communication; - Be honest with each other and trust each other; - Perform ethically on this project; - Listen to the others.
20/03/18
More professional hours spent than budget
The budget was analysed and adjusted as necessary, after project sponsor and project manager approval.
24/02/2018 28/02/2018
Presentations were not complete on time
More time was given to the team in order to complete what was expected.
02/03/2018
04/03/2018
Documents attached Item
Title
Copy of flyers and posters
N/A
Presentation
Max Lionel Realty Informational Program
Project Title: Max Lionel Realty Informational Program
Project Sponsor: Max Lionel
Project Manager: Ana Manager: Ana Mejia, Paola Rojas, Miguel Suarez, Violeta Hoyos
Project Client: Date: Kim Sweeney Version:
File Name: Handover report
5. SIGNED ROLE DESCRIPTIONS
Team members Name
Role
Kim Sweeney
Project client/owner
Ana Mejia
Project manager Person responsible for running the project on a day-to-day basis within defined authorities for cost and schedule as agreed with the project sponsor/board.
Responsibilities
Operations General Manager. Will strategically monitor the project, allowing key employees to work on tasks to achieve company-wide synergy. Will help clarify key points in the internal policies and planning all trainings required by the project Will strategically monitor the project, allowing key employees to work on tasks to achieve company-wide synergy.
Signatures
Version 1
Paola Rojas
Project sponsor/project director/project board
Plays a key role in the project as it will encourage and propagate to every company the importance of the project.
Miguel Suarez
Project team members Staff who will be working on the project.
Develop and deliver training, poster and flyers based on WHS, Anti Discrimination and ethical premises. Develop and deliver presentations for employees/clients.
Violeta Hoyos
IT project assistant
Create videos to illustrate professional conduct: develop a webpage: design social media approaches and assist with project management tools.
Project Title: Max Lionel Realty Informational Program
Project Client: Kim Sweeney
Project Sponsor: Max Lionel
File Name: Project team - Roles and responsibilities
Project Manager: Ace Consultants
7. Post-project review report
Post-Project Review Report Name of project: Max Lionel Realty Informational Program Date and location of meeting: 05/03/2018 Names of attendees: CEO Max Lionel, ACE Consultants
Approval details 1. Overview by Project Manager:
Date: Version: 02/2018
Version 1
●Inform agents of legal and ethical obligations (particularly with respect to WHS and anti-
discrimination legislation) and any standards or codes of conduct followed by the organisation ●Promote high standards in professional conduct (see Real Estate Institute of Victoria (REIV) Code of Conduct and relevant legislation) ● Inform clients, tenants and potential tenants of MLR’s commitments ●Achieve employee and client buy-in for initiative. 2. Review by team of goals, objectives/deliverables and schedule as outlined in project plan Cut and paste from project plan.
Met
Missed
Project goal/s
All
None
Goals of the project have been achieved by everyone. It had been told again and again. So everyone knew the goals from the beginning. Deliverables have been achieved just on time. Work has been very organized.
All
None
Objectives/deliverables All
None
Partially met
Comments
Success criteria
Schedule All on schedule
On time
Budget $15.000 3. What worked well; what could have gone better?
Worked well
Could have gone better
Planning had been done in advanced and Employees could have come to work on time instead of being late everything has gone by fifteen minutes and half an hour. according to plan. Risk management has Communication has been poor among team members. Team been spot on. We had a members always got messages late. backup plan in case there was a risk. There had Some team members always argued that they had not been been a lot of risks and we told to do the task properly by the manager. There have been did cover up all the risks. arguments with the manager. Stakeholder management has been handled well by the Public relations officer. Without his help, it would not have been able to keep good relation with all the stakeholders.
We had been struggling with resources. At times, we could not pay our employees for all the hard work they have done.
4. Lessons learned
Always finish work on time. Managers should be strict with staff about being late t o work. Initiative needs to be taken and work should not be left at the last minute.
5. Next steps / improvement plans
Hire staff who are more reliable, who are on time at work and hire staff that would not take a lot of leave or change jobs frequently.
Project Title: Max Lionel Project Client: Kim Sweeney Realty Informational Program
Date: Version: 02/2018
Project Sponsor: Max Lionel
Project Manager: Ace Consultants
File Name: Budget Variation
Page x of y
8. Implementation (IAN) Change requests This form is used to assist with recording and management of changes in scope, time, quality or budget. The change management procedure must be negotiated with the key stakeholders prior to the sign-off of the project plan.
Change request – Project Issued by
Ana Mejia Paola Rojas Miguel Suarez Violeta Hoyos
Item affected
Total expenses
Reason for change
The budget for the project was not enough for the final execution
Impact on scope
N/A
Impact on budget
More expenses on labour costs and IT han planned, the adjustment needs to be done in order to keep the project going
Impact on schedule
N/A
Change authorised: Ian Lok
Yes/No
Adj. completion date: 03/2018
Adj. final budget: $ 17,000
Signed: Ana Mejia Paola Rojas Miguel Suarez Violeta Hoyos Project Manager
Signed
Max Lionel Sponsor
Project Title: Max Lionel Realty Informational Program Project Sponsor: Max Lionel
Project Manager: Ace Consultants
Project Client: Kim Sweeney
File Name: Implementation
Date: 02/2018
Version: 1