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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, comments.


(Joyce)

● Goals, objectives, deliverables, schedule, budget, and success criteria (all members)

● Areas to improve. (all members)

Meeting adjourned at 4:00 pm.

1.1 Post-project review meeting


Post-Project Review Meeting – Agenda

Topic Speaker Time

Brief overview of project: Project 5 mins


Purpose of project, major accomplishments, Manager
comments.

Review by team: All 10 mins


Goals, objectives, deliverables, schedule, budget,
and success criteria (Were they met, partially met,
or missed?).

What worked/what could have gone better? All 20 mins


Some areas to consider:
● project planning
● project management
● project scheduling and tracking
● project estimating
● communication (with team, other
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 project (i.e. vendor package,
staged implementation, etc.)
● production and operation support.

Lessons learned All 10 mins

Next steps All 5 mins

Project Title: Max Lionel Realty Informational Project Client: Date: Version:
Program Kim Sweeney 03/2018
Project Project File Name: Version 1
Sponsor: Max Manager: Post-project review meeting
Lionel Ace
Consultants

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 the 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 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 Actual


(Inc. GST) (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 $ 1,980 $ 2,310


40 - cost/hour $ 60)
Paola Rojas (initially 30 hours, but increased $ 1,980 $ 2,640
to 40 - cost/hour $ 60)

Miguel Suarez (initially 12 hours, but $ 1,188 $ 1,584


increased to 16 - cost/hour $ 90)

Violeta Hoyos $704 $1232

Communication expenses

Telephone, IT support, project software, prints, $ 1,350 $ 1,500


surveys and researches

Flyers $ 220 $ 180

Posters $ 385 $ 350

Presentations $ 330 $ 290

Other expenses

Training, taxis and meeting catering 880 $ 780

Subtotal $ 13,637 $ 15,486

Contingency (+10%) $ 1,363 $ 1,549

Total $ 15,000 $ 17,035

Project Title: Project Client: Date:


Max Lionel Realty Informational Kim Sweeney Version:
Program 03/2018

Project Sponsor: Project Manager: File Name:


Max Lionel 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 The initial overall objectives were kept and no change was requested.
changes to
objectives

Final agreed deliverables

Item Budget cost Final Schedule Final date


cost date

Flyers $ 220 $ 180 24/02/17 02/03/17

Posters $ 385 $ 350 24/02/17 02/03/17

Presentations $ 330 $ 290 02/03/17 04/03/17

Issues summary

Item Strategy Date Date


lodged resolved

Research behind schedule The project deadline was 20/02/18 02/03/18


increased to meet the quality
standards.

Team did not interact well The team manager had a 15/02/18 20/03/18
to achieve the objective of meeting with the team, where the
the project, resulting in following actions were proposed:
delays and poor quality - Perform as planned in project
delivery. 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.

More professional hours The budget was analysed and 24/02/2018 28/02/2018
spent than budget adjusted as necessary, after
project sponsor and project
manager approval.

Presentations were not More time was given to the team 02/03/2018 04/03/2018
complete on time in order to complete what was
expected.
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 Client: Date:
Kim Sweeney Version:

Project Project Manager: Ana Mejia, File Name: Handover Version 1


Sponsor: Paola Rojas, Miguel Suarez, report
Max Lionel Violeta Hoyos

5. SIGNED ROLE DESCRIPTIONS

Team Role Responsibilities Signatures


members -
Name

Kim Project Operations General


Sweeney client/owner 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

Ana Mejia Project manager Will strategically monitor


Person the project, allowing key
responsible for employees to work on
tasks to achieve
running the project
company-wide synergy.
on a day-to-day
basis within
defined authorities
for cost and
schedule as
agreed with the
project
sponsor/board.
Paola Rojas Project Plays a key role in the
sponsor/project project as it will
director/project encourage and propagate
board to every company the
importance of the project.

Miguel Project team Develop and deliver


Suarez members training, poster and flyers
Staff who will be based on WHS, Anti -
Discrimination and
working on the
ethical premises. Develop
project. and deliver presentations
for employees/clients.

Violeta IT project assistant Create videos to illustrate


Hoyos professional conduct:
develop a webpage:
design social media
approaches and assist
with project management
tools.

Project Title: Project Client: Date: Version:


Max Lionel Realty Informational Kim Sweeney 02/2018
Program

Project Project Manager: File Name: Version


Sponsor: Ace Consultants Project team - Roles and 1
Max Lionel responsibilities

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:


●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 Partially Comments


met

Project goal/s All None

Goals of the project All None


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.

Objectives/deliverables All None

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 We had been struggling with resources. At times, we could


management has been not pay our employees for all the hard work they have done.
handled well by the
Public relations officer.
Without his help, it would
not have been able to
keep good relation with
all the stakeholders.

4. Lessons learned

Always finish work on time. Managers should be strict with staff about being late to
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 Date:


Realty Informational Version:
Program 02/2018
Project Project File Name: Budget Variation Page x of y
Sponsor: Manager:
Max Ace
Lionel Consultants

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


than planned, the adjustment needs to be
done in order to keep the project going

Impact on schedule N/A

Change Yes/No Adj. completion date: Adj. final


authorised: 03/2018 budget:
Ian Lok
$ 17,000

Signed: Signed
Ana Mejia Max Lionel
Paola Rojas Sponsor
Miguel Suarez
Violeta Hoyos
Project Manager
Project Title: Project Client: Date:
Max Lionel Realty Kim Sweeney 02/2018
Informational Program

Project Project File Name: Version:


Sponsor: Manager: Implementation 1
Max Lionel Ace
Consultants

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