ICTIPRG530 Manage Projects Using Tools :
Scenario
Eminent Education is a private Registered Training Organisation (RTO) with campuses throughout Australia. It offers over 120 certificate and diploma level qualifications in the Vocational Education Sector (VET) for a number of subject areas including business, community services, education, information technology, health, hospitality, and many others.
You(James) work as an IT manager at Eminent Education at its headquarters based in Western Sydney.
IT Manager roles and responsibilities are following:
- Manage the RTO network
- Manage IT related projects
- Troubleshoot networking issues
- Educate staff
- Support other IT department team member/s
- Provide updates to the management
- Manage budget for ICT projects
You have been asked by general manager (John) to prepare a new website with online enrolment and establish integration with the existing student management system.
As a manager, you have been allocated the task to complete the project with following deliverables:
- Project planning
- Work allocation to the team member
- Check progress and support the staff
- Complete first draft
- Present to the management
- Update the website and add on if required
- Complete the project
Your company is not using any dedicated project management software at the moment and your job is to select the best software according to the needs and requirements of the project.
Your team includes one web designer (Nona), two system administrators (Ben, Chan), two graphics designers (Thomas, Linda).
To complete this assessment task students are required to participate in a meeting using the template provided:
When conducting the meeting, you are required to:
- Greet the team members.
- Discuss the following:
- Identify client’s requirement
- Select software management tools
- Use software management tools
- Monitor use of software management tools
- Ensure the understanding of the team members.
- Gather feedback from the team members.
- Use listening and questioning to elicit the views of others and to clarify or confirm understanding
- Discuss the roles and responsibilities of the team members.
The team member will:
- Clarify their doubts of the team members
- Provide feedback on the improvements required After the meeting, you are then required to:
- Prepare the meeting minutes template.
- Complete the assessments activities, as mentioned.
Meeting template is provided separately.
Activity 1: (Research and select project management software and tools)
In this activity you need to review the scenario, and then provide answers to the following in a MS word document:
- Research project management softwares over internet and select the two best options. You are required to then present a comparison summary between the two-project management software you selected to complete this part of the ICTIPRG530 Manage Projects Using Tools assessment activity.
- For this part of the assessment activity you are required to discuss if your project management software offers a version control tool?
- You are now asked to write down the different types of collaboration activities available in the project management software you would like to go ahead with?
Activity 2: (Use selected project management software and tools) Note: This activity is in continuation of the previous activity
In this activity, you are required to create a project plan according the project requirements for the given project:
Project: Prepare a new website with online enrolment and establish integration with the existing student management system.
You must demonstrate your knowledge and skills to complete the following:
- Identify and add subtasks and allocate tasks to the relevant team members.
- Inform team that how to use version control system
- Prepare a procedure plan
- Create a collaboration environment within the smartsheet.
Smartsheet is a web-based project tool and the services are available to use as free trial for one month. Make sure you create an account and perform all the tasks to complete this activity.
Resources required to complete the activity:
- Internet connection
- Smartsheet software (Free trial)
- Computer
- MS word
- Printer
To complete this activity, you need to complete following:
- Create a project plan in Smartsheet:
- Main tasks and sub tasks
- Allocate relevant person to each task
- Add start date and end date
- Add predecessor
- Add Gantt view
- Add comments for collaboration
- Share the project sheet to your trainer and other team member
- Create a login for other team members and provide sufficient privilege
- Once login is created, you need to ask team members to login in Smartsheet and start chat and other collaboration.
- Prepare procedures for version control including how to add new file in a Smartsheet
You must submit a project plan created in Smartsheet and version control procedure (In a word document) to your trainer and assessor.
Activity 3: (Explain Smartsheet to the team members and create a collaborative environment)
Note: This activity is in continuation of the previous activity
In this activity, you are required to prepare a presentation on Smartsheet tools and provide explanation of how to use the tools to improve team work, communication and effectiveness.
You need to present the information to the team members and trainer/assessor, your presentation must include:
- Overview of the smartsheet software
- How to use smartsheet (Basic information about functionality and features)
- Collaboration tools available in the Smartsheet
- How collaborative environment can lead to the success of the project
You need to prepare at least 7-10 slides. Your presentation time is 7-10 minutes. Your trainer/assessor will provide you additional time to prepare the presentation.
You need to submit your presentation to your trainer and assessor.
Activity 4: (Monitor the use of project management software) Note: This activity is in continuation of the previous activities Pre-requisite requirement:
In the previous activities, we are assuming that you have used the project management software for its basic functionality and features and other tools required to complete your assessment activities.
ICTIPRG530 Manage Projects Using Tools Assessment activity
In this assessment activity, you are required to discuss the project progress and other technical issues project is experiencing, find solution/s through a role play activity, and update your project timelines according to the information provided within the assessment activity.
Students will swap the roles and each student will get the opportunity to demonstrate competency through each role.
Manage Projects Activity requirements:
Resources required to complete the activity:
- Internet connection
- Smartsheet software (Free trial)
- Computer
- MS word
Scenario:
After three weeks, you (IT manager) have noticed that the project is not progressing according to the project plan and team may need additional time and resources to complete the project. To discuss the progress of the project, you have arranged a meeting with your team.
Your team includes one web designer (Nona), two system administrators (Ben, Chan), two graphics designers (Thomas, Linda).
One of the main reasons for the delay is web designer Nona was sick last whole week and Ben is going on holidays for 2 weeks.
Project progress:
- Website layout 40% completed
- Online enrolment did not start
- Integration work did not start
In the meeting with team member, you need to discuss:
- Discuss the project progress with the team
- Discuss with Nona that when she can complete her work and how many additional days required
- Allocate Ben’s work to Chan and update the timeline in the project plan
- In the meeting, you need to update project plan based on a discussion with the team
- Collect the completed work from the team and update in a Smartsheet for a version control. Note: Team will provide any sample document to perform the task.
Your trainer/assessor will observe you and complete the performance checklist.
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