Certificate IV in Project Management Student Assessment Guide · Version 6 2 Certificate IV in...

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Certificate IV in Project Management

Student Assessment Guide

Overview

The assessment for the Certificate IV in Project Management comprises –

Team Assignment– Development of a detailed Project Management Plan for chosen case study - 30% for blended classes

Individual Assignment – Submission of a detailed Project Management Plan or Body of Evidence from work related project – 50%

Unit Tests – based on the PMBOK 4th Edition and Learning Program Content – 20%

Participation – in forums – optional for blended classes

Grading

Grading Code: 42 – Competency (Ungraded) The student result is based on the evidence provided to meet the criteria for competence as specified in the units of competency. Where students are not deemed competent after the first attempt a resubmission may be requested. If a student has demonstrated consistent effort in the learning of a module then, at the teacher’s professional discretion, the student may be awarded a resubmission. This resubmission must be made as soon after the initial assessment as possible. A nominal mark can be calculated for each assessment and for the overall level of achievement. Competency requires a grade of 65% or higher in all units. Awards for Outstanding Academic Achievement can be awarded for students with grades of 85% and above. IMPORTANT NOTE: Although you will be given a percentage % mark for this course, this will not appear on TAFE transcripts or on the Qualification.

Assessment Strategy

Assessment must ensure access to project documentation which includes information about project scope and project team involvement. Holistic assessment with all other units of the qualification is highly recommended. The Scope Management Plan and supplementary individual evidence will be submitted in conjunction with all other units. Together they will form the overarching Project Management Plan and the supplementary evidence will cover all units. In the event that the supplementary evidence is insufficient to prove competency and a resubmission is awarded, the assessor can use a range of alternate assessment options including -

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direct questioning

third party workplace reports of on-the-job performance by the candidate

analysis of responses addressing different project scope management scenarios

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

assessment of contribution to the development of the scope management plan

evaluation of progress measured to determine potential, perceived and actual scope changes.

The assessment strategies for this course are based on the principles of validity, reliability and fairness. They are designed to –

cover a range of skills and knowledge required to demonstrate achievement of the unit and course aims

collect evidence on a number of occasions and in a variety of contexts and situations – one source of evidence is not sufficient

be appropriate to the knowledge, skills, methods of delivery and needs of learners

assist assessors to interpret evidence consistently Assessment of this course can take place in the workplace or in a simulated environment. In a simulated environment, the simulation should closely represent what actually occurs in the workplace, and should be designed to provide adequate opportunity to –

use up to date equipment and software

reflect time pressures and deadlines

show the complexity of dealing with multiple tasks

involve prioritising amongst competing tasks

work with others in a team

communicate with diverse groups

find, discuss and test solutions to problems

explore health and safety issues

answer practically oriented, applied knowledge questions

show the level of written and verbal expression sufficient for, but not exceeding, the work requirements

The assessment strategy recommended for this course is the completion of an authentic or simulated project supported by a portfolio of evidence and final presentation that demonstrates applying project management techniques. An authentic or simulated project includes a combination of –

Portfolio of evidence

Direct observation in the workplace

Presentation

Written or oral questioning

Authenticated evidence from the work place

Environmental Sustainability:

You may wish to consider including environmental sustainability principles in the following areas of your project plans:

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Scope: including specific sustainability objectives and practices in your project objectives and scope statement.

Cost: costing the environmental impacts of the project and including these in the project budget.

Quality: following quality standards or requirements that include environmental sustainability.

Risk: including an environmental risk category and assessing project risks in this category.

Communications: including reporting of project environmental impacts – positive and negative.

Procurement: requirements and seller selection based on environmental considerations.

Environmental sustainability could include:

Avoid or reducing the use of a resource including water, electricity, transport etc

Reuse and recycling of a resource

Buying green

Reduction in packaging and other waste.

Unit Test/Quiz

There is one Quiz for each unit as well as one for the Introductory unit. With the exception of the Introductory unit, all quizzes are multiple choice. The questions are primarily drawn from the Project Management Body of Knowledge (PMBoK) as found in the following recommended text - Project Management Institute Standards Committee, A Guide to the Project Management Body of Knowledge 4th edition, Project Management Institute, 2008. ISBN: 9781930699458. Questions and concepts are also drawn from the Learning Program, Learner Guides and Skills Kits provided to TAFE students doing either the Certificate or Diploma of Project Management. All tests are timed to take 30 to 45 minutes and be conducted as an open book revision exercise. It should be undertaken as an individual assessment with no student interaction or teacher interaction. Once the time limit is exceeded, the Quiz will save and submit your answers – you need to be careful to complete the quiz in the time given. You will be allowed two attempts at the Quiz – the highest mark from the two submissions will be used to calculate your mark. To encourage you to read course materials before class - your first attempt will be available until the last class for that unit. If you choose not to do the first attempt no extensions are available. Your second attempt will be available until the end of the course – refer to the timetable for due dates.

Team Assignment

Case Studies

Teams must produce a detailed Project Management Plan for their chosen case study. The case studies will be developed in class.

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Submitting the Assignment

Team Assignments will be submitted by uploading documents to the Assignments area in SAKAI – assignments will not be accepted via any other method. One person from the Team will be nominated to submit the assignment.

Only one file type for each unit may be uploaded e.g.: do not upload 10 individual Word documents. Accepted file types are: MS Word, MS Excel, MS Powerpoint, MS Project, MS Publisher and PDF. Versions accepted are 2003 onwards. Do not zip the files. PLEASE INCLUDE THE NAMES OF THOSE THAT PARTICIPATED IN YOUR ASSIGNMENT.

Note: Late submissions will incur a 10% penalty per unit and 10% per unit every subsequent two weeks unless an extension has been granted or waived at the facilitators discretion on a case by case basis. It is important for project management to show you can meet deadlines.

Feedback

You will receive your feedback within two weeks - you will be notified by email by your facilitator when results are available. You will need to visit this assignments area and down load your feedback sheet.

Criteria

Apply Project Scope Management Techniques

Team Assignment

Components Marks Basic Competency Higher Competency

Document formatting 3 Title page, authors, table of contents, page numbers.

Versioning and version history.

Project Scope Definition 6 Briefly states what is included of the scope of the project

States what is IN scope and what is OUT of scope

Project Objectives and Requirements

3 Objectives stated

Objectives stated in measurable terms using SMART

Deliverables 3 Major deliverables identified All deliverables identified

Constraints, Assumptions and Dependencies

6 Project constraints are listed in terms of timeframe and budget

Assumptions are listed

Dependencies are identified if they exist

Outstanding issues are listed for resolution by the Project Sponsor

Impact of invalid assumptions are analysed

Project Approach and High Level Deliverables

4 Work Breakdown Structure documented

Work Breakdown Structure documented in terms specific deliverables and the activities required to develop these

Scope Management Process (Change Control)

5 Basic scope management process documented

Basic Change Control form provided

Detailed scope management process documented

Detailed Change Control form provided

Total 30 19 to 24 25 to 30

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Apply Project Time Management Techniques

Team Assignment




Baselined Gantt chart indicating the critical path

15 Baselined basic Gantt chart : high level deliverables and activities included, some interdependencies are indicated

Baselined detailed Gantt chart: phases broken down into detailed deliverables and activities with appropriate indentation, interdependencies on all activities

Critical path report 5 Report showing critical path Report showing critical path and the duration

Explanation of the tools and techniques used to estimate the activity durations and timelines

7 Basic understanding of tools and techniques

At least two estimating methods used

Advanced understanding of tools and techniques

More than two methods used and experts consulted

Total 30 19 to 24 25 to 30

Apply Project Cost Management Techniques

Team Assignment




Detailed Project Budget 10 Project budget prepared using direct and indirect resource costs, including labour

Less common indirect costs are also considered

Budget assumptions 5 Basic budgetary assumptions are documented and contribute to the finalisation of the project budget e.g. labour rates

Advanced budgetary assumptions are documented e.g. exchange rates, GST etc

Project Cost management procedures

7 Procedures include tolerance and delegated authority

Explanation of the tools and techniques used to estimate the project budget


At least two estimating methods used



Total 30 19 to 24 25 to 30

Apply Quality Management Techniques

Team Assignment




Comment [A1]: This requires an MS Project file to be submitted.

Comment [R2]: Don’t send a Ms Project file for this – you need to show you can access the Critical path information by producing a report or pasting in a print screen into Word.

Comment [R3]: That is how will the project account for indirect costs?

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Quality Requirements 10 Quality requirements defined for all major deliverables

List of all standards, regulations, methodologies, policies and procedures that must be followed

Quality requirements also specified for project management deliverables

Cost of quality assurance and management activities defined

Quality Management Processes

10 Detailed processes for the assurance and rectification of quality issues, including review, sign off and acceptance responsibility

Processes provided for the implementation of improvements

Quality management tools and techniques used to ensure the quality requirements are met


At least two different quality assurance methods used



Total 30 19 to 24 25 to 30

Apply Risk Management Techniques

Team Assignment




Risk Rating Matrix 3 Basic scales for likelihood and consequences (3 possible ratings)

Combined impacts of likelihood and consequences

Detailed scales for likelihood and consequences (5 possible ratings)

Quantification of impacts for each rating

Risk Register 10 Risk register covering major categories of project risk

Risk ratings and priorities

Summarised mitigation strategies

Concept of residual risk rating applied

More comprehensive coverage of risk categories

Risk Action Plans 7 Detailed risk action plans provided for 3 highest priority risks, including assignment of responsibility for plan execution

More comprehensive risk action plans including scope, cost and time impacts of the plan

Risk identification and management tools and techniques


At least two methods used



Total 30 19 to 24 25 to 30

Apply Project Communication Techniques Team Assignment




Stakeholder Identification 8 Stakeholder Analysis Matrix detailing major stakeholders

One stakeholder management strategy per stakeholder

Stakeholder Analysis Matrix detailing extensive internal and external stakeholders

Several stakeholder management strategies per stakeholder

Stakeholder Analysis 5 Power and Interest Grid with basic rationale for stakeholder

Power and Interest Grid with detailed rationale for stakeholder

Comment [R4]: Don’t forget to include what your categories are/mean

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placement placement

Communication Matrix 8 Communication Matrix covering major stakeholder

Includes – Target audience, Messenger, Purpose, Media/Channel, Frequency

Communication Matrix covering extensive internal and external stakeholders

Several different media and channels considered for each stakeholder

Project Performance Reporting 6 Mock up of a Project Status Report

Total 30 19 to 24 25 to 30

Apply Project Human Resource Management Techniques Team Assignment




Work Breakdown Structure including Human Resource assignments

5 Basic WBS presented in MS Project, Excel or a table

High level deliverables and activities assigned to teams or generic positions

Detailed WBS in MS Project

Phases broken down into detailed deliverables and activities with specific people assigned to each deliverable and activity

Roles and responsibilities 11 Basic roles and responsibilities listed for each role within the project

Basic Responsibility Assignment Matrix

Detailed roles and responsibilities provided for each role/person within the project including delegated authority and decision making authority

Comprehensive Responsibility Assignment Matrix

Team Work and performance management

11 Team and individual performance objectives

Performance management procedures

Project Team Code of Conduct

Conflict resolution process

Performance management procedures including templates for objective setting and performance reviews

Total 30 19 to 24 25 to 30

Apply Contract and Procurement Procedures

Team Assignment




Procurement Register 10 Table of major procurement and contracting requirements for human and non-human resources

Sourcing approach detailed and responsibility assigned

Table of detailed procurement and contracting requirements including human and non-human resources

Selection criteria and contract requirements also included

Assessment and selection approach

7 Detailed assessment and selection approach for a major procurement

Detailed assessment and selection approach for more than one major procurement

Procurement procedures 10 Basic procurement policies and procedures developed including contract review and approval

Advanced procurement policies and procedures developed including flowcharts and different processes

Comment [R5]: If you completed this as a part of the Time unit you do not need to

resubmit

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as values increase

Total 30 19 to 24 25 to 30

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Individual Assignment Project Choice

Students are given a choice of basing their answers on a real life project (work or personal) or a simulated project. The project must be a complex project. Complex projects must: 1) Have multiple stakeholders 2) A project operation team (i.e.: not just one person) 3) A dedicated and diverse budget 4) A comprehensive plan 5) Multiple operational and administrative components 6) A formal communications strategy All questions in this assignment must be applied to your project (unless otherwise stated) and specific answers are required to show you can apply what you have learnt to your project. Note: Late submissions will incur a 10% penalty per unit and 10% per unit every subsequent two weeks unless an extension has been granted or waived at the facilitators discretion on a case by case basis. It is important for project management to show you can meet deadlines.

Assignments will be submitted by uploading documents to the Assignments area in SAKAI – assignments will not be accepted via any other method.

Use the Workbook provided in Appendix A. More than three attachments will not be accepted. Accepted file types are: MS Word, MS Excel, MS Powerpoint, MS Project, MS Publisher and PDF. Versions accepted are 2003 onwards. Do not zip the files.

Feedback You will receive your feedback within two weeks - you will be notified by email by your facilitator when results are available. You will need to visit this assignments area and down load your feedback sheet.

Assignment Questions:

Apply Project Scope Management Techniques

Element 1: Contributing to Scope Definition (25 marks) Your Project Manager has asked you to contribute to the definition of the Scope. You have been

asked to provide the following:

1. A brief (one paragraph) description of the project for background information including the

reason for the project and what the project will achieve.

2. A description of the project deliverables

3. Two items that are out of scope of the project

4. Two measureable outcomes of the project

5. Two assumptions of the project

6. Two constraints of the project

7. A dependency of the project

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Element 2: Applying Scope Management Tools (25 marks)

1. Using the change request form provided in the Workbook, document a change requested by the client and decide whether this will be accepted or rejected. This change should have an impact on multiple project objectives (scope, time, cost, resources etc) (9 marks).

2. Describe the integrated change control process for your project (10 marks).

3. What controls would you put in place to ensure un-authorised changes to scope do not

occur? (3 marks)

4. How would you verify scope, ensuring scope was delivered to plan? What would you do if it

was not delivered to plan (to ensure this did not happen on future project)? (3 marks)

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Apply Time Management Techniques Please submit your MS Project file as well as answers.

Element 1: Assist in the development of project schedules

Task 1: MS Project (10 marks)

For your project, determine 10 consecutive tasks that must be undertaken for the project (within Scope). For these tasks use MS Project or an equivalent tool to record:

Activities and milestones

Duration and effort

Sequencing/ dependencies

Resources – human and non-human – allocation and costs

Baseline the schedule Task 2: Questions (10 marks)

1. What tools or techniques did you use to determine time estimates?

2. How would you obtain agreement and then communicate the schedule?

Element 2: Apply agreed schedules

Task 1: MS Project (10 marks)

1. The first two tasks in your schedule take place on time – show this in MS Project or equivalent tool on your baselined Project.

2. The third task takes twice as long as originally planned – show this in MS Project or equivalent tool on your baselined Project.

Task 2: Questions (10 marks)

1. Describe the tools or techniques you would use to obtain project progress from the team or stakeholders so you can update the schedule.

2. What impact does the change to the third task have on schedule? On costs?

3. What corrective action is available? List all options.

4. What impact would the Change Request you completed for Scope have on this schedule? (Note: you need to assume it was approved - you do not need to produce a new schedule, describe what you would update and the impacts).

Element 3: Participate in assessing time management outcomes

Task 1: Questions (10 marks):

1. How effective is MS Project or equivalent for the Project you have undertaken? 2. List two scheduling or time management issues in the lessons learnt log provided in the

Workbook.

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Apply Cost Management Techniques

Element 1: Assist with the development of the project budget (25 marks)

1. Using the list of tasks already developed for your project together with their time estimates,

provide 5 items for the budget (both labour and non labour costs) and add to the project

budget (in the Workbook in Appendix A ).

NB. Preparation of this budget will require you to consider and show evidence of your understanding of the different types of costs and the variety of ways available to estimate costs

2. In relation to the budget items that you have prepared, list key assumptions that you have

made when preparing this budget.

3. Provide an outline of the process to prepare, finalise and distribute the project budget.

Element 2: Monitor project costs (15 marks)

1. Establish a process for handling variances, including parameters around when explanations

are required and actions needed to be taken.

NB. Documentation of this process will require you to include information on the methods, tools and techniques used to identify and report variances

2. For the change request you developed for your Scope Management assessment (which had

an impact on project costs), assume this was accepted and specify the impact on the

baselined project budget and other associated documentation.

Element 3: Contribute to cost finalisation process (10 marks)

Despite using methodologies, tools and techniques to estimate costs and prepare budgets, a significant percentage of projects still incur significant cost overruns.

1. Explain why this situation continues to be so common with projects.

2. List two cost management issues you may have experienced on the project (add this to the

Lessons Learnt Log from your Scope Management assignment) including a recommendation

for future projects.

3. Provide an example of how you might assist to finalise or transfer a financial asset, liability or

record to the client or your operating company.

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Apply Quality Management Techniques

Element 1: Contribute to quality planning (10 marks) 1. Prepare a list of 5 quality requirements for your project, based on discussions with your

stakeholders and/or your thoughts on what requirements you believe would be appropriate

2. For each of these requirements, establish quality criteria to enable their measurement

Element 2: Apply quality policies and procedures (30 marks) Review any external standards that may be relevant to your project and complement this with internally developed Quality policies and procedures.

1. Create a list of both Quality assurance and Quality control activities for your project

2. Produce an audit programme to monitor these activities and develop a process for reporting

on and actioning any shortfalls

Element 3: Contribute to continuous improvement process (10 marks) Despite all the quality planning, policies and procedures put in place, quality may not always conform to requirements or make products fit for use.

1. Provide your thoughts on why this may be the case.

2. List 2 quality issues you may have experienced on the project (add this to the Lessons learnt

log from your Scope Management assignment) including a recommendation for future

projects.

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Apply Risk Management Techniques

Element 1: Assist with risk analysis and planning (20 marks)

1. Your project manager has asked you to contribute to risk analysis and planning. You have been asked to provide (4) risks as well analyzing and developing strategies. To do this you fill out the Risk Register provided in the Workbook in Appendix A.

2. You also need to provide Action Plans for the top two of these risks. To do this you fill out the Risk Action Plans provided in the Workbook in Appendix A.

3. How will you report the identified risks (and which ones) to interested parties?

Element 2: Conduct risk control activities (20 marks)

1. For the two risks in the action plans, outline how the risk register for these is likely to change over the project timeline.

2. As a team member what are your specific responsibilities for ensuring risks are monitored and controlled through the project? Also give a specific example with respect to one of the risks.

3. The first risk in your risk register actually happens during the execution phase – what activities do you or your Project Manager undertake as a result?

Element 3: Contribute to assessing risk management outcomes (10 marks) 1. List two risk management issues you may have experienced on the project (add this to the

Lessons Learnt Log from your Scope Management assignment) including a recommendation for future projects.

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Apply Communication Management Techniques

Element 1: Contribute to Communications Planning (10 marks) The Project Manager wants you to contribute to the Communications Matrix and the Stakeholder Planning matrix. He/she has already filled out some information in each and wants you to provide four more rows in each for other stakeholders. This can be found in the Workbook in Appendix A.

Element 2: Conduct information management activities and Element 3: Communicate project information (30 marks) The project is in the execution phase and you have been asked by your Project Manager to address a meeting of project stakeholders. For this presentation you will need to:

1. Briefly explain the background to the project including the project deliverables

2. Describe how you will ensure project information is secure and auditable.

3. Prepare a Status Report using the template in the Workbook in Appendix E and distribute to the Project Sponsor (your course facilitator). For the benefit of other stakeholders describe the project status at this point in time.

4. Describe how you obtained information for this Status Report. You will be given 5 minutes in class for this presentation – refer to the Course Timetable for date/s.

Element 4: Contribute to assessment of communication effectiveness (10 marks)

1. Develop a questionnaire to evaluate the effectiveness of communication on the project. This should be targeted at one of more sets of stakeholders (make this clear on your form by naming them).

2. List two communications issues you may have experienced on the project (add this to the Lessons Learnt Log in the Workbook in Appendix A) including a recommendation for future projects.

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Apply Human Resource Management Approaches

Element 1: Assist with determining human resource requirements (15 marks) 1. Although your Project Manager has already allocated tasks in the schedule, they have asked

you to double check skills levels of project personnel. To do this you have been asked to contribute to the Skills Matrix. A document with a row completed has been provided in the Workbook in Appendix A. You fill this in for another four tasks in the schedule. Assume you have a skill deficiency in one area – what human resource development opportunity could you use to bridge this gap. Eg: training, team building, mentoring, coaching etc.

2. You have also been asked to fill out a Responsibility Assignment Matrix for four tasks in the schedule using the RASIC method. A document with a row completed has been provided in the Workbook in Appendix A.

Element 2: Assist with human resource monitoring and stakeholder liaison (25 marks)

1. How will you track and monitor the work of the project team in accordance with their roles and responsibilities and the schedule?

2. You have noticed that one of the tasks on the schedule has slipped (taken longer) due to one of the project team not meeting the timeframe allocated. How would you identify the problem with that resource and what options are there to ensure they are able to perform a similar task later in the project?

3. How will you ensure that the stakeholder expectations are met and that they participate in the project as per the Stakeholder Register? (note the content for this was covered in Communications Management).

4. Give an example of a situation where a stakeholders expectations are at variance with the project. What action would you advise the Project Manager to take? (note the content for this was covered in Communications Management).

5. Two project team members are in conflict. Give a scenario where this may happen on your project and describe the process you would go through to resolve this conflict. How does this show you can apply your organisations HR policies and procedures?

These questions (Element 2) will be answered verbally in class to your facilitator – refer to the Course Timetable for date/s.

Element 3: Contribute to evaluating human resource and stakeholder management practices (10 marks)

1. List two human resource management issues you may have experienced on the project (add this to the Lessons Learnt Log the Workbook in Appendix A) including a recommendation for future projects.

2. You need to determine if the stakeholders were satisfied at the end of the project. Add two questions to the survey you developed as a part of Communications Management.

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Apply Contract and Procurement Procedures

Element 1: Assist with contract and procurement planning (15 marks) The Project Manager wants you to help identify what needs to be procured for the project. He/she has already filled out a row in the Procurement Register and wants you to provide four more rows. This can be found in the Workbook in Appendix A.

Element 2: Contribute to contractor selection process (15 marks)

1. The Project Manager has put together a selection criteria and selected the Contractor for the first item in the Procurement Register and wants you to put together the selection criteria and select the Contractor (with justification) for two more items from the Procurement Register. The Contractor Selection Criteria and Ratings information can be found in the Workbook in Appendix A.

2. For one of the contractors selected, the Project Manager asks you for some suggestions of what should be included in the contract.

Element 3: Conduct contracting and procurement activities and Element 4: Conduct finalisation activities (20 marks)

1. Once you are in the implementation phase, how will you ensure that contractors and suppliers are:

a. within their responsibilities b. on time c. within budget d. to quality standards and suitable for purpose

You may choose one contractor/supplier as an example to answer this question.

2. At the end of the project how will you determine the effectiveness of the contracting and procurement activities?

3. List contract/procurement issues you may have experienced on the project (add this to the Lessons Learnt Log in the Workbook in Appendix A) including a recommendation for future projects.

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Appendix A – Individual Assignment Workbook

17871-CertPM-StudentAssessmentWorkbookV1.doc

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