BSBADM407B
Administer projects

This unit describes performance outcomes, skills and knowledge required to perform the activities associated with the administrative aspects of a project, such as measurement, monitoring, reporting, and winding up the project on completion.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application

Application of the unit

The unit focuses on the administration requirements within any project undertaken under the supervision of an experienced project manager. The administrative skills are applied within the context of a project environment.

The unit does not apply to project managers or specialist project managers. For specialist project managers, the units of competency in the Project Management competency field will be applicable.


Elements and Performance Criteria

ELEMENT

PERFORMANCE CRITERIA

1. Plan project administration

1.1. Identify and record the purpose, scope and objectives of projects

1.2. Develop project plans identifying project activities and key administrative milestones and timelines in accordance with the requirements of the project brief / contract and in consultation with stakeholders

1.3. Identify and address factors that affect timeframes in project planning to ensure timeframes are realistic and achievable

1.4. Link project budgets to key outcomes within projects and incorporate reporting mechanisms to ensure payments are made / received as outcomes are achieved

1.5. Identify monitoring and reporting arrangements for project activities and budgets within project plans in accordance with organisational, statutory and auditing requirements

2. Coordinate project administration

2.1. Allocate and monitor tasks and resources in accordance with project requirements

2.2. Detail project expenditure in financial control systems, and monitor against project budgets in accordance with project plan

2.3. Monitor project timeframes and milestones and report to designated person/s in accordance with organisational requirements

2.4. Maintain project records in accordance with project and organisational requirements

3. Finalise and review project administration

3.1. Identify and complete procedures for winding up projects in accordance with statutory, organisational and auditing requirements

3.2. Review project administration against project plan and measure and report outcomes in accordance with organisational and task requirements

Required Skills

Required skills

literacy skills to interpret organisation's goals for the project; write clear and detailed instructions organised sequentially; and identify administrative activities of project

communication skills to consult with project members; listen and respond constructively; listen to a range of material and process information in a systematic way, including evaluative comments on how these ideas may be applied to a group; and define and monitor objectives of the project group

problem-solving skills to propose solutions from a range of possible solutions

research skills to select categories by which to organise information and assess information for relevance, accuracy and completeness

numeracy skills to forecast and predict timelines; interpret, compare and calculate with money; and use estimation to check calculations and outcomes

ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities.

Required knowledge

relevant legislation from all levels of government that may affect aspects of business operations, such as:

anti-discrimination legislation

ethical principles

codes of practice

privacy laws

environmental issues

OHS

organisational policies and procedures

organisational structure, and lines of authority and communication within the organisation

planning tools

budgeting strategies for projects

techniques for project planning and setting milestones.

Evidence Required

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

integrated demonstration of all elements of competency and their performance criteria

construction of charts; use of project planning tools to assist with project monitoring

monitoring of timelines, milestones and budgets.

Context of and specific resources for assessment

Assessment must ensure access to:

workplace project documentation

relevant enterprise policies and procedures.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

observation of presentations

oral or written questioning to assess knowledge

review of project administrative arrangementswithin project plans

evaluation of project monitoring processes and reports

evaluation of the outcomes of the administrative processes applied within several projects.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

other general administration units.


Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Projects may include:

internal (eg newsletter)

external (eg contracted by external client)

small

large

complex (eg feasibility study)

Project activities may include:

coordinating staff

ensuring tasks are carried out

communicating advice/information to team

meetings, including preparation of minutes, papers and reports

preparing project plan

preparing project documentation

monitoring financial arrangements

processing invoices

monitoring timelines

monitoring progress

Key administrative milestones may relate to:

contract requirements

developing a work plan

use of project planning software

timelines

progress reports

achievement of key tasks/project phases

measurement / achievement of set outcomes

completion of tasks

completion of contract phases/requirements

Requirements of the project brief / contract may include:

project scope

performance standards

agreed timelines

goals and objectives

names of parties bound by contract

payment issues

project description

completion requirements

timelines

staffing

ownership of materials

indemnity and insurance

Monitoring and reporting arrangements may include:

team reports

project control chart

control point chart

milestone chart

budget control chart

Allocating tasks and resources may include:

identifying tasks to be completed in order to achieve project outcomes

prioritising and scheduling tasks

breaking tasks into sub-tasks

arranging tasks into groups

facilitating team involvement in task allocation

assisting to identify team skills and skills gaps

allocating responsibility

assessing workloads

matching skills to tasks

delegating tasks

budget constraints

necessary documents and reference material

identifying resources required

Expenditure may include:

budget considerations

allocated costs

capital expenditure

labour costs

cost of materials and supplies

overhead costs

sub-contractor costs

Monitored timeframes and milestones may include and/or require:

project progress

performance

communication with team members

coordination of team meetings

feedback sessions

solving problems/issues

facilitating change to project plan

Procedures for winding up projects may include:

'signing off' on project completion/delivery of project outcomes

evaluation and review of actual costs compared to budgeted costs

auditing

formal reporting

Measured outcomes may include:

project objectives

project outcomes

benchmarks

standards

key performance indicators

project monitoring process

achievement of timelines

costs


Sectors

Unit sector


Competency Field

Competency field

Administration - General Administration


Employability Skills

This unit contains employability skills.


Licensing Information

Not applicable.