Assessor Resource

BSBPMG518A
Manage project procurement

Assessment tool

Version 1.0
Issue Date: May 2024


This unit applies to those responsible for managing and leading a project in an organisation, business or as a consultant.

The project manager operates within assigned authority levels, and is responsible for own performance and the performance of others.

The project manager may undertake the work in the context of an organisational program and/or portfolio of projects.

This unit has generic application for projects in a range of industries, organisations and contexts.

In the context of this unit a project is defined as involving:

a comprehensive, detailed and integrated project management plan

a formal communications plan

a dedicated and project-based budget

formal and planned engagement with a wide range of stakeholders

a documented risk, issues and change-management methodology

a quality plan with assurance and control processes

a project team-based environment.

This unit describes the performance outcomes, skills and knowledge required to undertake procurement in projects. It involves determining procurement requirements, establishing agreed procurement processes, conducting contracting and procurement activities, and managing finalisation processes.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Prerequisites

Not applicable.

Employability Skills

This unit contains employability skills.



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

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:

managing procurement and contracting processes for a project of sufficient complexity to demonstrate the full range of performance requirements

applied knowledge of contracts and legal obligations as they relate to project management.

Context of and specific resources for assessment

Assessment must ensure:

access to workplace documentation in the area of procurement and contracts

consideration of evidence from stakeholders as to how procurement was managed.

Method of assessment

A range of assessment methods should be used to assess practical skill 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

oral or written questioning to assess knowledge of strategies for managing project procurement and their application to different situations

analysis of responses in addressing case studies and scenarios that present issues and problems in project procurement and contract management

review of procurement-management plan

review of communication of agreed proposals and/or specifications to prospective contractors or suppliers

assessment of evaluation of responses and selection processes for preferred contractors or suppliers

review of identification and reporting of procurement-management problems.

Guidance information for assessment

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

other units in the Diploma of Project Management.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

Required skills

literacy and numeracy skills to produce and work with a range of procurement, contract and supply documentation

negotiation skills to obtain required agreement in procurement and contracting discussions

planning and organising skills to:

identify procurement and contract requirements

adjust and sequence them appropriately

problem-solving skills to resolve contractual and logistic issues

technology skills to use procurement and financial-management software.

Required knowledge

contracts and legal obligations as they relate to project procurement

ethical and behavioural expectations in the project and industry context

general conditions of contracts

legislation, codes and national standards relevant to types of contracts and associated procurement processes

procurement options, procedures and documentation.

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.

Procurement requirements may include:

analysis of work breakdown structure

budget review

organisational procurement policy and procedures

resource analysis

resource types

service level agreements

specifications and performance requirements for goods and services

statement of work

vendor supply options available, including:

formal tender contract

heads of agreement

preferred supplier agreement

request for proposal

request for quotation

simple quotation and purchase.

Delegated authority refers to planning and activities that may:

be conducted routinely or as changing circumstances dictate

be done independently within broad guidance

involve consultation with other project members, teams and internal stakeholders

involve taking a lead role in a team where required

involve the selection, use and supervision of appropriate procurement-management methods, tools and techniques

take into account internal organisational change and external environmental change.

Procurement-management plan identifies and outlines:

how procurement arrangements are communicated to stakeholders

process to be used for procurement of resources

process for monitoring and evaluating procurement related to the project

procurement objectives, strategies and time lines

resources to be obtained against a time line and budget

responsibilities for staff/team members.

Suppliers may include:

assigned internal resources

consultant

contractor

vendor

volunteers.

Selection criteria may include:

adherence to specification

availability

experience

financial stability

industry and professional certifications

membership of a pre-qualified panel of suppliers

skill levels

sustainability

value for money

work health and safety (WHS).

Probity and project-governance constraints may include:

ethical behaviours

limits of authority

organisational policy and procedures

prescribed decision escalation.

Modifications may be made:

in consultation with project team members, section heads, project manager and stakeholders

independently or with endorsement of relevant authority if necessary

regularly throughout the project life cycle

taking into account internal organisational change and external environmental change.

Procurement records and information may include:

contract change proposals and approvals

contract discharge and asset disposal register

contract documentation, including contract negotiation documentation

contractor selection criteria, processes and recommendations

procurement-management plan

product specifications

test and acceptance procedures and documentation.

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Identify procurement requirements with input from stakeholders as the basis for procurement planning 
Establish and maintain, within delegated authority, an agreed procurement-management plan 
Obtain information from suppliers capable of fulfilling procurement requirements 
Determine or adopt established selection processes and selection criteria and communicate them to vendors to ensure transparency 
Obtain relevant approvals for procurement processes to be used for the project 
Identify and act according to probity and project-governance constraints 
Communicate agreed proposals and/or specifications to prospective vendors to ensure clarity of understanding of project objectives 
Solicit vendor responses according to proposal requirements 
Evaluate responses and select preferred vendors according to current legal requirements and agreed selection criteria 
Negotiate with preferred contractor or supplier, to agree on terms and conditions of supply 
Implement established procurement-management plan and make modifications in line with agreed delegations 
Review progress and manage agreed variations to ensure timely completion of tasks and resolution of conflict within the legal framework of the supply agreement 
Identify and report procurement-management issues and implement agreed remedial actions to ensure project objectives are met 
Conduct finalisation activities to ensure vendor deliverables meet contracted requirements 
Review project outcomes using available procurement records and information to determine effectiveness of procurement processes and procedures 
Document lessons learned and recommended improvements for application to future projects 

Forms

Assessment Cover Sheet

BSBPMG518A - Manage project procurement
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

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Date:

Assessment Record Sheet

BSBPMG518A - Manage project procurement

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: