Level 2 and 3 Diploma in Business Support (4475-12/13)

Unit 305 Principles of project management
Guidance notes
Outcome 1 Know the difference between routine work and taking part in
a project
1. The candidate should be able to describe the general characteristics of any project ie:
• must have goal,
• be initiated by someone,
• be managed
• be a unique task.
Routine work is an ongoing process which may not have these characteristics.
Outcome 2 Understand how to prepare for and plan a project
1. The candidate should be able to explain:
• why it is essential to establish the project definition, project method, business case, business
approval, project sponsor, project manager and what the tracking mechanism will be
• the importance of agreeing the purpose/scope/timescale: need clear aims and objectives,
define what is needed and any limitations eg timescales set or agreed, stages involved.
Resource requirements include human resources.
2. The candidate should be able to describe:
• the types of risk involved eg: business risks, viability of business case, changes in legislation,
project risks, changes in market, suppliers, shortage of skills, unfamiliar roles and tasks for
project members
• how to plan at beginning of project for source of risks, risk identification, probability, impact,
evaluation of risks, prevention or reduction of risk, contingency plans.
Risk management should continue for the life of project.
Outcome 3 Understand how to monitor a project
1. Methods for monitoring progress eg activity schedules, Gantt chart, regular progress reports,
project team meetings, project status reports, end of stage/project reports.
2. The candidate should be able to explain why ongoing progress checks are necessary and how
this may be achieved eg by using formal/informal checkpoints, effective flow of information,
control mechanisms for time, costs, resources, change management.
3. The candidate should be able to explain why and how to do this eg cost review, update business
case, review of targets, forward planning.
Outcome 4 Understand the purpose of evaluating a project and ways of
doing so
1. Purpose of evaluation - assessment of project’s effectiveness, lessons learned, recorded,
consolidated, passed on, for reference eg for similar work in the future.
2. The candidate should be able to identify different methods eg update project plan, end of project
report with lessons learned and recommendations, post project review, analysis of any surveys.
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