Case Study – Gelos Enterprises

You are a Project Officer at Gelos Enterprises, an innovation and professional services firm. Gelos serves clients across a wide range of industries. Go to Gelos Enterprise website and review the company’s mission statement and business objectives.

As part of Gelos’ new proposition and in addition to developing leading products, technologies, and consultancy services, Gelos has identified opportunities through two new projects.

A suitable new client relationship management (CRM) s

oftware

to provide client insights.

An annual conference for new and existing clients across all industries that showcases Gelos’ products, technologies and consultancy capabilities.

You have been tasked by the CEO to take on the role of Project Manager for both projects. You will work closely with the CEO and supporting staff from various departments.

For this assessment, you are required to develop and implement a project schedule for the following:

CRM Implementation

The conference.

Note: if you have elected to conduct a project from the workplace and a simulated project, then only one of these projects needs to be completed.

The CEO has provided the following feedback regarding procurement management:

Ensure that goods, services, or works are available within the prohibitive timeframes posed by the project/s. Additional delays may be experienced due to the current public health emergency.

Low-cost items may mean longer lead time until delivery. You must weigh the potential impacts to the project posed by delivery delays versus the cost of items.

Always contact multiple vendors and send a request for quotation, ensuring you are seeking out the best value possible with cost quotations.

Project 1: CRM Implementation

Tasks 2 – 4

Note: The following contains information required to complete Task 2 – 4 of BSBPMG537_AE_Pro2of2

You have been tasked as Project Manager to help investigate and implement a suitable CRM for Gelos Enterprises.

You have a quick briefing with the CEO and your project team, and make the following quick notes in your notebook:

The CRM needs to be implemented

within the next

 

three

months

.

A

UAT

 

(User Acceptance T

esting

)

team of five are starting in a fortnight.

They need laptops, desktop computers, chairs, and a new pod to be installed to accommodate the entire project team

(

of ten

, including yourself

)

 

sitting together in the office.

 

The testing team

will complete a week’s training then commence thei

r work the following week.

UAT

Training needs to be

accounted for in the budget, as the training team have

no available resources

to support this project

. The project necessitat

es

creat

ion of

 

content for the new CRM

,

 

mean

ing

an Instructional Designer

need

s

 

to be contracted to create

this

over the next two weeks.

The cost is $

40

00.

Budget of $

15000 for the

total

new

team

set-up.

Project team

Donna Chisholm, who is the Project Co-ordinator of Gelos Enterprises, will help with sending emails to communicate updates to colleagues across the organisation for key change management milestones.

Dan Nguyen, the IT Manager has experience working at an IT consultancy firm and is familiar with the implementation of CRM systems. He will be connecting with the CRM supplier to discuss implementation, bringing on Gelos employees for the implementation, and signing off once the CRM has finished.

Alex Ingham, the Chief Financial Officer will be in control of the finances of the CRM and will make decisions regarding expenses. Alex will also conduct financial analysis to determine bottom-line benefits for Gelos.

Aditi Gupta, the Gelos Enterprises Marketing Manager, will conduct the research into a suitable CRM.

Complete Tasks 2 – 4 in BSBPMG537_AE_Pro2of2 BEFORE moving to the next Tasks.

Tasks 5 – 6

Note: The following contains information required to complete Task 5 – 6 of BSBPMG537_AE_Pro2of2

Assume you are four weeks into your expected project schedule. You have noted the following:

Dan, the IT Manager, advises an additional two UAT team members are required to complete UAT and achieve the project deadlines.

Only one UAT team member is available to commence straight away, another is not available for a fortnight.

Complete Tasks 5 – 6 in BSBPMG537_AE_Pro2of2 BEFORE moving to Task 7.

Task 7

Note: The following contains information required to complete Task 7 of BSBPMG537_AE_Pro2of2

The project is now complete, you must complete a project review (or retrospective) to assess the effectiveness of the project.

Complete Task 7 BEFORE to moving to Project 2.

Project 2: Annual conference

Tasks 2 – 4

Note: The following contains information required to complete Task 2 – 4 of BSBPMG537_AE_Pro2of2

Gelos has decided that they would like to host a conference to showcase both upcoming and existing products, technologies, and consultancy capabilities.

Although the CEO has ultimate responsibility for the conference, as Project Manager, you will be responsible for the ongoing development of the conference in cooperation with several other staff members, who will use their expertise in different areas to support your project management.

For the purposes of this assessment task, assume that the date of the initial project team meeting is in five weeks’ time.

Conference schedule

The program is as follows:

Table 1 - Conference Program

Conference 2022: Unlocking your potential Date: in 31 weeks from today 09.00 – 17.00
Time	Session
09.00 – 09.30	Conference welcome Welcome to Country – Traditional Custodian General Welcome – CEO, Gelos Enterprises
09.30 – 10.30	Keynote Speaker – Ben Shillings, CEO of Techno Corp Technology disruption
10.30 – 11.00	Morning tea
11.00 – 13.00	Small group workshops and industry networking Facilitator: Gelos industry specialist
13.00 – 14.00	Lunch
14.00 – 15.30	Products and technologies to fuel growth Presenter: Tanya Samuels, Chief Innovator of Gelos Enterprises
15.30 – 16.00	Afternoon tea
16.00 – 17.00	Gelos Consultancy Services Presenter: Ian Foreman

Project team

Donna Chisholm, who is the Project Co-ordinator, will help with contacting and lining up the speakers. She has already drafted the Conference Program in Table 1 which can be used until the speakers have been finalised.

Ben Streep, the Administration Assistant has had experience with the ground level work required for a conference, and he will help to determine and prepare the venue.

Alex Ingham, the Chief Financial Officer will be in control of the finances of the congress.

Aditi Gupta, the Marketing Manager, will co-ordinate the marketing material, registration and send out invites to attendees through Gelos’s new CRM system.

Conference detail

Participant target group is managers in all industries. This group will be targeted by email using the Gelos’s new CRM system and publicised through social media such as LinkedIn.

Conference facilities require a centrally located venue that has a conference room that can accommodate up to 150 people. Invited speakers must be accommodated nearby, so there will need to be an appropriate hotel in the vicinity.

The venue will also need to be able to provide on-site catering for the meeting attendees.

Attendees will also be presented with a ‘showbag’ of Gelos informational brochures, promotional items including a water bottle, t-shirt and stress ball.

Budget: projected attendee numbers will be 150 people, and the suggested conference price for participants is $500 plus GST.

Speakers are to receive $400 each for their participation.

Complete Tasks 2 – 4 in BSBPMG537_AE_Pro2of2 BEFORE moving to the next Tasks.

Tasks 5 – 6

Note: The following contains information required to complete Task 5 – 6 of BSBPMG531_AE_Pro2of2

Assume you are halfway (50%) through your expected project schedule, and you have noted the following: 

Ben receives an email from the venue informing him that the caterer has double booked themselves and is unable to cater the event.

There is a smaller company who are available to cater the event, but their prices are 25% higher. Alternatively, you can have a simple menu for the same cost (but with a reduced number of dishes on offer). 

The Keynote Speaker for the event has requested a multimedia presentation be created on their behalf by a specific external Creative Agency. The additional cost of the presentation is $3500.

Complete Tasks 5 – 6 in BSBPMG531_AE_Pro2of2 BEFORE moving to Task 7.

Task 7

Note: The following contains information required to complete Task 7 of BSBPMG531_AE_Pro2of2

The project is now complete, you must complete a project review (or retrospective) to assess the effectiveness of the project.

Complete Task 7 in BSBPMG531_AE_Pro2of2.