SITXMGT003A Manage projects - Assessment 2Tasks/Questions The following is a case study scenario based on a proposed tourism project. The eight (8) tasks are to be answered adequately to demonstrate your knowledge and understanding of the concept of project management in order to be deemed competent in this unit. Scenario As acting manager of your group’s marketing department, you are required to prepare an initial project plan for the staging of the Tourism Enterprise Group (TEG) Staff Recognition Awards Evening. For the first time TEG, an international tourism group which has opened franchises in Australia, is holding a staff recognition awards evening for its Sydney franchises and Asia Pacific regional office, which is also located in Sydney. This event will occur on Thursday evening 25th October, which is in six (6) months’ time. This awards presentation evening is an event which will recognise and reward staff for their loyalty, dedication and outstanding achievements based on the company’s annual performance evaluation process. You will be required to plan, manage, execute, monitor and evaluate this event. You are free to engage some or all of the five marketing staff within your department to assist with the planning and staging of the event over the coming months. The general manager has provided you with the following: TEG Awards Evening Project Information Outline The recognition awards evening should be in the form of a sit-down dinner with live music and include an opportunity to formally present a series of staff awards culminating in the ‘Employee of the Year Award’. The five award categories are: 1) Best customer service $1000 2) Most innovative tourism development program $1000 3) Most sales to Europe $1000 4) Most sales to the Americas $1000 5) Most outstanding in overall sales performance $1000 The five category award winners will receive the above-mentioned cash prize each, and the ‘Employee of the Year’ will be awarded a cash prize of $2000 plus a holiday gift voucher to the value of $3000. Objectives The objectives of this awards evening held by TEG, are to continually support and encourage all staff members of the company by recognising and rewarding their achievements. This aims to ensure the longevity of employment for each individual. It is expected too, that talk of the awards evening will filter through the industry and become an enviable benefit of being an employee of TEG, creating awareness that TEG is an increasingly rewarding company for employment. Guest list The guest list will include 80 staff plus 20 managers and a senior chief executive who will be travelling from London for the awards evening. All guests are invited to bring partners (therefore approximately 200 in total). Theme A subtle, conservative theme is appropriate for the dinner. Project costs The general manager is reluctant to allocate a budget for the event; he would prefer to cons.

1. SITXMGT003A Manage projects - Assessment
2Tasks/Questions
The following is a case study scenario based on a proposed
tourism project. The eight (8) tasks are to be answered
adequately to demonstrate your knowledge and understanding of
the concept of project management in order to be deemed
competent in this unit.
Scenario
As acting manager of your group’s marketing department, you
are required to prepare an initial project plan for the staging of
the Tourism Enterprise Group (TEG) Staff Recognition Awards
Evening.
For the first time TEG, an international tourism group which
has opened franchises in Australia, is holding a staff
recognition awards evening for its Sydney franchises and Asia
Pacific regional office, which is also located in Sydney. This
event will occur on Thursday evening 25th October, which is in
six (6) months’ time.
This awards presentation evening is an event which will
recognise and reward staff for their loyalty, dedication and
outstanding achievements based on the company’s annual
performance evaluation process.
You will be required to plan, manage, execute, monitor and
evaluate this event. You are free to engage some or all of the
five marketing staff within your department to assist with the
planning and staging of the event over the coming months. The

2. general manager has provided you with the following:
TEG Awards Evening
Project Information
Outline
The recognition awards evening should be in the form of a sit-
down dinner with live music and include an opportunity to
formally present a series of staff awards culminating in the
‘Employee of the Year Award’.
The five award categories are:
1) Best customer service $1000
2) Most innovative tourism development program $1000
3) Most sales to Europe $1000
4) Most sales to the Americas $1000
5) Most outstanding in overall sales performance $1000
The five category award winners will receive the above-
mentioned cash prize each, and the ‘Employee of the Year’ will

3. be awarded a cash prize of $2000 plus a holiday gift voucher to
the value of $3000.
Objectives
The objectives of this awards evening held by TEG, are to
continually support and encourage all staff members of the
company by recognising and rewarding their achievements.
This aims to ensure the longevity of employment for each
individual. It is expected too, that talk of the awards evening
will filter through the industry and become an enviable benefit
of being an employee of TEG, creating awareness that TEG is
an increasingly rewarding company for employment.
Guest list
The guest list will include 80 staff plus 20 managers and a
senior chief executive who will be travelling from London for
the awards evening. All guests are invited to bring partners
(therefore approximately 200 in total).
Theme
A subtle, conservative theme is appropriate for the dinner.
Project costs
The general manager is reluctant to allocate a budget for the
event; he would prefer to consider an initial budget estimate
presented by the marketing department with the following cost
areas to be addressed:
· Labour costs (wages, overtime)
· Equipment and materials costs (awards trophies and
engraving, prize money and vouchers ($10,000), stationery
(invitations, menus, etc), venue hire costs ($5000 for 5-star
ballroom, $6000 for catering including food and drinks)
· Direct costs (travel, telephone, contracted services including
professional decorating services, entertainment, etc).

4. Task instructions
Complete all of the following eight (8) tasks (templates are
provided for each task at the end of this assessment):
1. Scoping document
Complete a Project Management Scope Document for your
project using the template provided.
2. Key stakeholders
The associated key stakeholders are listed in the template
provided. Identify at least one interest in the project for each
stakeholder as per the example given.
3. Responsibility and authority
Complete the template provided by listing your responsibilities
as manager of this project, and also the responsibilities of your
individual project team members.
4. Communication for the project
Complete the template provided with the varied communication
methods you will use in order to report the progress of the
awards evening to your general manager and your project team.
5. Work (or Task) Breakdown Schedule
Using the template provided, complete a simplified Work
Breakdown Schedule for the awards evening. Identify one (1)
task for each resource provided as per the example given.
6. Analysing the resources
As you and your marketing department do not have all the
resources required to complete the project, discuss the methods
of obtaining the resources listed in task 5. For example, the
steps involved in outsourcing them to suppliers, sourcing them
from the client or sponsors, or specially creating them for the
project. These resources may involve people, money, time,

5. equipment, facilities or any other necessity required for the
project. Complete the template provided as per the example
given.
7. Risk assessment and contingency plan
It is imperative to conduct a risk assessment in project
management. Contingency measures are also necessary to
ensure a successful event. Complete the template provided by
identifying three (3) risks/hazards and associated factors that
may impact on this project as per the example given.
8. Evaluating the project
It is necessary to conduct a project evaluation at the conclusion
of the event. Using the template provided describe how you will
evaluate the success of this awards evening once it is over.
You will be assessed on the following:
Research
Shown extensive research into project management for a
tourism or hospitality -based project.
Content
Information is relevant and shows a comprehensive
understanding of project management and the importance of
planning, administering, monitoring and evaluating a tourism or
hospitality-based project.
Analysis
Information presented is analysed in relation to the
requirements of a project manager including how to successfully

6. initiate, plan, implement, control and close a project.
Presentation
Concise, clear and consistent with requirements within the
tourism industry.
NB: If the information contained in your assessment is from
your workplace, please be assured that everything possible will
be done for this information to remain confidential.Task
templates
1. Scoping document
Tourism Enterprise Group P/L
Scoping document
Project Sponsor
Project Name
Who has issued the directive for this event?
From the above scenario determine an appropriate title for this
project.
Sponsoring Department
Who is funding this event?
Project Manager
Your name
Scope and purpose of the project
Provide details of the scope and purpose for holding this event.

7. Description of the project
Describe the project in which you are assigned to manage.
Identify the objectives of this project
What are the objectives of the project? List these in the
appropriate manner.
Identify the main target audience
Who will be attending?
Timeline - activities and milestones
Milestone date
Consider the following phases of managing a project. List a
minimum of two (2) activities that require scheduling for each
phase.
What month do you anticipate these to be actioned or completed
by in accordance with the scenario?
Initiation
Planning

8. Implementation
Controlling
Closing
Proposed budget for project
Amount $
To be completed according to the project costs indicated in the
scenario.
Approximate figures are acceptable. You may use your
initiative for other possible costs.
2. Key stakeholders

9. Stakeholder
Interest in project
The company (TEG)
· Acknowledge and reward high achievements of individual
staff performance.
· Motivate employees to succeed in the company in order to
reap the rewards.
Marketing department
Sponsors
Venue
Caterers
Suppliers (stationery, awards trophies)

10. Staff
3. Responsibility and authority
Your responsibilities
Your team members’ responsibilities

11. 4. Communication for the project
Communication methods for reporting

12. 5. Work (task) Breakdown Schedule
Task
Team member
Resources
Comments
Start date
End date
Invitations
Venue

13. Theming/Decor
Choose a suitable caterer
Mark
Catering
· Number of vegetarians attending?
· Choice of meals
· What beverages are to be provided?
Entertainment

14. 6. Analysing the resources
Resources
Analysis (what needs to be done to obtain this resource?)
Invitations
Outsource to supplier:
· Obtaining quotes on design and printing of invitations
· Hiring the best design/print company to do the job.
Venue
Theming/Decor
Catering

15. Entertainment
7. Risk assessment and contingency plan
Hazards/Risk
Consequences
Likelihood
Risk level
Control measure
Contingency
Entertainment fails to show at the event.
Severe reduction in participant enjoyment.
Unlikely
3
Ensure contract is signed to secure commitment.
Withhold payment balance until the event.
Secure list of at least one available entertainment option.

16. 8. Evaluating the project
Event project evaluation includes:

17. END OF ASSESSMENT
LA015256, Assessment 2, SITXMGT003A, Ed1 1
© State of New South Wales, Department of Education and
Communities 2012, August 2012
14 LA015256, Assessment 2, SITXMGT003A, Ed1
© State of New South Wales, Department of Education and
Communities 2012, August 2012
LA015256, Assessment 2, SITXMGT003A, Ed1 15
© State of New South Wales, Department of Education and
Communities 2012, July 2012