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PPMP20010 Project Audit And Termination And Governance Report
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PPMP20010 Project Audit And Termination And Governance Report
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Course Code: PPMP20010
University: Central Queensland University
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Country: Australia
Question:
Part A
Project Audit and Termination Report
The Project Audit and Termination Report is a tool used to substantiate to the stakeholders of a project that the goals and objectives of the project have been met and important items or deliverables have been produced by the project. The report is a vital communication tool that is used as the basis for ensuring that the stakeholders acknowledge the project success and accept the outcomes.
Kerzner (2013) p582 section 11.35 identifies five different types of audit – performance, compliance, quality, exit, and best practices. Audits do not have to occur at the end of a project but can occur during a project as health checks and quality audits (Kerzner 2013, 1031, 1151-1152). The PMBOK (2013) p100-104 advises the process to be followed when closing or finalizing all the activities within a project. Chapter 18 of Managing a Successful Project with PRINCE2 discusses the PRINCE2 approach to closing. Not all projects terminate successfully; Kerzner (2013) also discusses the reasons why some projects are stopped (section 11.20) and the lessons for the project manager (section 9.1 p447) if the processes for phase-outs and transfers are not conducted correctly (11.21).
The report is based on the contents of Managing Successful Projects with PRINCE2 (2009), A Guide to the Project Management Body of Knowledge (PMBOK Guide) 5th Edition (2013) and Kerzner Project Management: A Systems Approach to Planning, Scheduling and Controlling (2013).
Please complete the report for the case study (Barwon Health Infrastructure) provided within the Assessments section in the Moodle.
1. Project Information
Project name: A brief name to describe the project
Date: Date of the current status report
Project ownership: Area responsible for the project
Prepared by: Name and position
Distribution list: List of those receiving the report, their positions and role in the project.
2. Auditable Categories
Auditable Categories.
In addition to the Kerzner (2013) p582 section 11.35 list of categories Directing PRINCE2 page 85 section 9.3.1 identifies that there are four metrics that may be valuable and included in an End Project Report – progress, quality, change and risk. Each auditable category should have a value to the project and future projects. The table below has been designed to reflect Kerzner and PRINCE2.
Complete the table by identifying the WBS items that should be audited and the category that the WBS item falls into. Additionally, specify what metric(s) are significant for the WBS item. Page 85 section 9.3.1.1 to 9.3.1.4 of Directing PRINCE2 suggests some metrics, such as effort, cost, time variances, value, defects, quality, number of occurrences, adequacy, etc. You may also perceive of other metrics that are important to you. WBS items may occur in more than one auditable category and have more than one metric that you measure them by.
You may wish to write a short answer as a paragraph to explain what is required, rather than list each item. Adjust by adding extra rows or columns or merging cells in the table as required to show the items in each of the categories
Auditable Category
WBS ID and Item Description
Applicable metrics
1.
Performance / Progress
2.
Compliance
3.
Quality
4.
Change / Exit
5.
Risk
6.
Best Practices / Lessons to be Learned
3. Audit Plan
Managing PRINCE2 page 94 states that an audit review is typically undertaken at the end of each stage and at the end of the project. Kerzner in section 11.35 p582 states they may also be scheduled or at random; also that they are independent and focus on discovery or for decision-making; and finally that they may be performed by in-house or external examiners.
Identify the elements of the audit plan using the table below.
You may wish to write a short answer as a paragraph to explain what is required, rather than list each item. Adjust by adding extra rows or columns or merging cells in the table as required to show the items in each of the categories.
Audit Category
Item
When will it be conducted?
Who will conduct?
Purpose (discovery or decision-making)?
Performance / Progress
Compliance
Quality
Change / Exit
Risk
Best Practices / Lessons to be Learned
4. Project Termination / Closure
Project Termination / Closure.
The PMBOK section 4.6 identifies the inputs, tools and techniques and outputs that apply when closing the project. Provide a short explanation of how your project will close.
Controllable Category
Item & Explanation
PMBOK Knowledge Area
Input
Tool & Technique
Output
1. Deliverable
1.1
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
1.2
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
1.3
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
2. Configuration
2.1
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
2.2
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
2.3
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
3. Status Accounts
3.1
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
3.2
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
3.3
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
4. Logs
4.1
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
4.2
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
4.3
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
5. Issues
5.1
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
5.2
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
5.3
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
6. Procurements
6.1
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
6.2
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
6.3
Write the explanation of the event driven control in this cell and delete this text afterwards. You may use as many words as you require but brevity and succinctness is preferable.
5. Termination / Closure Plan.
Planning a termination or closure requires preparation and attention by the project team. Please write a description below as to how, when and the process for the termination / closure of your project. If you wish to include a Gantt chart or other illustration, then please do so.
You should also refer to the audit and controllable items above where appropriate.
Delete this guidance box when you have finished with the contents.
Part B
Project Governance Report
The Project Governance Report is a vital communication tool that is used as the basis for ensuring that the project board and other major project stakeholders are provided with timely, relevant and reliable project information. As a consequence of this report a framework is provided where by issue can be reported and decisions made in a transparently accountable manner.
Kerzner (2013) states (p. 21) that governance relates to decisions that define expectations, accountability, responsibility, the granting of power, or verification of performance. Governance relates to consistent management, cohesive policies, and processes and decisions-making rights for a given area of responsibility. Governance enables efficient and effective decision-making to take place.
The PMBOK (2013) section 2.2.2 discusses project governance and advises that it is a framework that provides the project manager and team with structure, processes, decision-making models and tools for managing the project, while supporting and controlling the project for successful delivery.
The report is based on the contents of Directing plus Managing Successful Projects with PRINCE2 (2009), A Guide to the Project Management Body of Knowledge (PMBOK Guide) 5th Edition (2013) and Kerzner Project Management: A Systems Approach to Planning, Scheduling and Controlling (2013).
Please complete the report for the case study (Barwon Health Infrastructure provided within the Assessments section in the Moodle.
1. Project Information
Project name: A brief name to describe the project
Date: Date of the current status report
Project ownership: Area responsible for the project
Prepared by: Name and position
Distribution list: List of those receiving the report, their positions and role in the project.
2. Overall Project Responsibility.
PRINCE2 states that the board should have overall responsibility for governance of project management.
The PMBOK requests information about project success and deliverable acceptance criteria.
3. Roles, Responsibilities and Performance Criteria.
PRINCE2 states that the roles, responsibilities and performance criteria for the governance of project management should be clearly defined.
The PMBOK requests that:
The relationship among the project team, organisational groups, and external stakeholders;
There is a project organisation chart identifies project roles;
4. Governance Arrangements.
PRINCE2 states that disciplined governance supported by appropriate methods and controls, should be applied throughout the project lifecycle.
The PMBOK request to know about the:
Process for review and approval for changes to budget, scope, quality, and schedule which are beyond the authority of the project management;
5. Relationship to Portfolio.
PRINCE2 states that there should be a coherent and supportive relationship demonstrated between the overall business strategy and the project portfolio.
The PMBOK requests the guidelines for aligning project governance and organisational strategy.
6. Authorisation Points.
PRINCE2 states that all projects should have an approved plan containing authorization points at which the Business Case is reviewed and approved. Decisions made at authorization points should be recorded and communicated.
The PMBOK requests knowledge as to the:
Process to identify, escalate, and resolve issues that arise during the project;
Project decision-making processes;
7. Delegation.
PRINCE2 states that members of delegated authorization bodies should have sufficient representation, competence, authority and resources to enable them to make appropriate decisions.
8. Information Validity.
PRINCE2 states that the project Business Case should be supported by relevant and realistic information that provides a reliable basis for making authorization decisions.
The PMBOK requests information about the approach to the project life cycle.
9. Scrutiny.
PRINCE2 states that the board, or its delegated agents, decide when independent scrutiny of projects and project management systems is required, and implement such scrutiny accordingly.
10. Status Reporting.
PRINCE2 states that there should be clearly defined criteria for reporting project status, and for the escalation of risks and issues to the levels required by the organization.
The PMBOK requests to know the process for stage gate and phase reviews, as well as the processes and procedures for the communication of information.
11. Improvement.
PRINCE2 states that the organization should fosters a culture of improvement and of frank internal disclosure of project information.
12. Stakeholder Engagement.
PRINCE2 states that project stakeholders should be engaged at a level that is commensurate with their importance to the organization, and in a manner that fosters trust.
The PMBOK requests what are the processes to align internal stakeholders with project process requirements.
1. Project Information
Project name: Barwon Health Storage & Compute
Date: 24/05/2018
Project ownership: South West Alliance of Rural Health
Prepared by: Mr. Sai krishna / Project Manager (IBM)
Distribution list: Prof. Ruth Salom – Project Sponsor (SWARH)
Mr. Andrew Hardy – Tender Officer (SWARH)
Mr. Thanuja Kannangara – Project Executive (IBM)
Mr. Alve Vidyesh – Main Supplier (Tech zone)
Mr. Pawan Kumar – Project Coordinator (IBM)
Mr. Pruthvi Raj- Supplier (Freelance software engineer)
Mr. Simon Brooks – Main User (SWARH)
Mr. Steve Tanic – Procurement Manager (Barwon Health)
Mr. Neville Daffy – Supply Manager (Barwon Health)
2. Auditable Categories
Auditable Category
WBS ID and Item Description
Applicable metrics
1.
Performance / Progress
1.1
Capacity of the storage and compute
Scope statement
Scope management plan
1.2
Contracting of the Barwon health project
Track processes status
Resource allocation
1.3
Payment related processes of fees
Cost variance
Earned value analysis
2.
Compliance
2.1
Code and ethics
Audit report
Compliance report
2.2
Claim reporting
Audit and termination report
Schedule plan
2.3
Safety reports
Safety plan
Security measures
3.
Quality
3.1
Operational platform
Quality plan
Quality measurements
3.2
VDI requires extra 20%
Control and monitor
Customer survey
3.3
SQL needs 50% usage of the storage
Quality plan
Quality controlling
4.
Change / Exit
4.1
Data transfer from the previous system
Risk register
Change control
4.2
Transfer of required applications
Inspection
Expert judgement
4.3
Print server setup for the new system
Project set up report
Change control
5.
Risk
5.1
HCI Servers are not running at recommended distributions
No. of instances of deploying the system was increased to 4 times.
Inspection
5.2
Currently use of a FAT32 file system
Upgrading to NTFS and ReFS file systems
Risk analysis
5.3
Data from the previous system is not properly structured
Manual clean up of data
Risk management plan
6.
Best Practices / Lessons to be Learned
6.1
Testing
Project flow chart
User testing requirements
6.2
Customer training & Project transition
Project checklist
Training program
6.3
Project documents as per tender requirements
Tender requirements
Review of Storage and compute infrastructure tender documents
3. Audit Plan
Audit Category
Item
When will it be conducted?
Who will conduct?
Purpose (discovery or decision-making)?
Performance / Progress
Capacity of the storage and compute
10 days
Network Engineer
Decision making
Contracting of the Barwon health project
12 days
Project Contractor
Discovery
Payment related processes of fees
10 days
Financial Manager
Discovery
Compliance
Code and ethics
6 days
Project manager
Discovery
Claim reporting
10 days
Project auditor
Discovery
Safety reports
3 days
Project manager
Decision making
Quality
Operational platform
2 days
Network Engineer
Decision making
VDI requires extra 20%
10 days
Network Engineer
Decision making
SQL needs 50% usage of the storage
11 days
Developer
Decision making
Change / Exit
Data transfer from the previous system
12 days
Network Engineer
Discovery
Transfer of required applications
15 days
Network Engineer
Discovery
Print server setup for the new system
20 days
Network Engineer
Decision making
Risk
HCI Servers are not running at recommended distributions
25 days
Network Engineer
Decision making
Currently use of a FAT32 file system
19 days
Network Engineer
Decision making
Data from the previous system is not properly structured
16 days
Network Engineer
Decision making
Best Practices / Lessons to be Learned
Testing
10 days
Tester
Decision making
Customer training & Project transition
15 days
Project manager
Discovery
Project documents as per tender requirements
6 days
Project manager
Discovery
4. Project Termination / Closure
Controllable Category
Item & Explanation
PMBOK Knowledge Area
Input
Tool & Technique
Output
1. Deliverable
1.1 Testing
Project Plan, Project scope, Risk register & Deliverables
Expert judgement
Change requests, Document updates & work performance reports
There is requirement of proper testing of the installation processes.
1.2 Customer training & Project transition
Project Plan, Project scope & Deliverables
Meetings, Analyzing the system
Final project scope, documents & user manual
Training is required to expertise the employees into IT skills.
1.3 Payment related processes of fees
Project Plan, Project scope, Risk register & Deliverables
Technical performance review
Payment report
Payments of entire project is done properly using cost variance and earned value calculation.
2. Configuration
2.1 Compatibility of the server setup on the new system
Testing plan
Expert judgement
Final product
Testing must be done for the complete system.
2.2 Claim reporting
Project management plan
Expert judgement
Project claim report
There are project map & design in detail, Supporting documents, User manual
2.3 Safety reports
Project management plan
Analytical judgements
Project safety procedures and guidelines
Safety measures are to be taken by the employees to aware of the possible risks into the installation sites.
3. Status Accounts
3.1 Operational platform
Project management plan
Expert judgement
Project plan document
It is required to determine if all the technical works are done properly.
3.2 VDI requires extra 20%
Project management plan
Expert judgement
Monitoring plan
There are proper management of the VDI programs.
3.3 SQL needs 50% usage of the storage
Project management plan
Expert judgement
Project plan document
There is proper storage of SQL. When SQL is properly stored, the there is more chances of properly completion of project work.
4. Logs
4.1 Risk register, Final checklist
Project plan & scope
Meetings, Risk audit & assessments, Technical performance review
Project documents, User manual
All the project activities are planned properly to complete it on time.
4.2 Transfer of required applications
Weekly meetings
Expert judgement
Final product
It is required to determine if all the technical works are done properly.
4.3 Print server setup for the new system
Project plan & scope
Meetings, Risk audit & assessments, Technical performance review
Project documents, User manual
It is required to determine if all the technical works are done properly.
5. Issues
5.1 HCI Servers are not running at recommended distributions
Weekly meetings
Expert judgement
Project scope and document updates
The expert’s judge is required for the probability, impact and severity of the risks.
5.2 Currently use of a FAT32 file system
Weekly meetings
Expert judgement
Risk Management Plan
Monitoring plan helps to monitor all the project issues properly.
5.3 Data from the previous system is not properly structured
Project risk management plan
Meetings
Risk Audit
All the project activities are planned properly to complete it on time.
6. Procurements
6.1 Testing
Testing plan
Expert judgement
Final product
Testing measures are taken to verify and validate if the system is accepted with its client’s requirements.
6.2 Customer training
Training materials
Training checklist
Training programs
Trainings are provided to employees to make expertise and provide knowledge on IT.
6.3 Project documents as per tender requirements
Project management plan
Expert judgement
Tender report
Proper tendering results into gaining of project reports.
5. Termination / Closure Plan
Part B
Project Governance Report
1. Project Information
Project name: Barwon Health Storage & Compute
Date: 29/04/2018
Project ownership: South West Alliance of Rural Health
Prepared by: Mr. Sai krishna / Project Manager (IBM)
Distribution list: Prof. Ruth Salom – Project Sponsor (SWARH)
Mr. Andrew Hardy – Tender Officer (SWARH)
Mr. Thanuja Kannangara – Project Executive (IBM)
Mr. Alve Vidyesh – Main Supplier (Tech zone)
Mr. Pawan Kumar – Project Coordinator (IBM)
Mr. Pruthvi Raj- Supplier (Freelance software engineer)
Mr. Simon Brooks – Main User (SWARH)
Mr. Steve Tanic – Procurement Manager (Barwon Health)
Mr. Neville Daffy – Supply Manager (Barwon Health)
2. Overall Project Responsibility
The responsibility for this project lies with success into the project work. The roles of the team members those are involved into the project work are project users and project board members. The project team members are taking responsibility to decide which one is better for the project and which is not. Based on their decisions, the success rate of the project is to be measured. The members sign off the project documents and resolve of any issues which affect the entire project work.
3. Roles, Responsibilities and Performance Criteria
The roles, responsibilities and performance criteria for this project consist of internal and external project team members. The internal project team members of this project work are system analyst, project manager, board member and network engineer. The external project team members are consisted of service users, service providers, customers and suppliers. The responsibilities of system analyst is to analyse the proposed IT network, project manager plans the entire project work, board member directs and manages the financial policies and network engineer deals with the network related issues. The service users receive of the services, service providers can ensure that there is signing off products, suppliers can ensured about consistency of the products and customers can analyse the cost as well as benefits of desktop infrastructure.
4. Governance Arrangements
The governance arrangements for this project consist of change into the task spending plan, degree, quality, and timetable past the expert of the venture administration. It likewise incorporates of changes into rules, forms which decide expert and additionally responsibility of authoritative strategies, business items and inclusion of partners into basic leadership.
5. Relationship to the Portfolio
The Relationship to the Portfolio for this project is balance scorecard which changes routes into the hierarchical business. It can decipher the larger amount of key arrangement into the operational plans. It likewise brings criticism circle into the vital arranging forms.
6. Authorisation Points
The authorisation points for this project are venture basic leadership, which takes choices in regards to any progressions which are made into the task work. The business instance of the delicate undertaking is being inspected appropriately to lessen the event of issues.
7. Delegation
The delegation arrangements for this project are changes into the appointment of organization, advertising exercises which are identified with the advantages of the association. There is necessity of outsourcing alongside designation of errands into the task.
8. Information Validity
The manner in which information validity for this project is assured is guaranteed is to gauge the outline of the foundation at each phase of the undertaking forms. The legitimacy of virtual work area framework is guaranteed in setting of the venture work.
9. Scrutiny
The scrutiny arrangements for this project are to do joint work which is formalized. By sharing of the data on each work’s projects, investigation goes about as impetus to alter nearby understanding and in addition joint working around the task key issues.
10. Status Reporting
The status reporting arrangements for this project are the venture exercises report which appears if the undertaking exercises are done on time or not. The spending design report appears if the undertaking work is under spending plan or it gets over spending plan. The undertaking plan design is likewise investigated to watch if the task design is on time or there is delay into the arrangement.
11. Improvement
The improvement arrangements for this project are change over the authoritative culture to keep any sort of contentions with the undertaking colleagues into the venture. The undertaking data are not imparted to any outer partners; it ought to be revealed inside.
12. Stakeholder Engagement
The stakeholder engagement arrangements for this project are to draw in the interior partners into the undertaking work. The partners are locked in into moderating the authoritative issues with the goal that the association’s execution is enhanced for basic leadership. Engagement of the stakeholders into a project is required to take of proper project related decisions for successful completion of this project work.
Bibliography
Anheier, H.K., 2014. Governance: What are the issues?.
Biesenthal, C. and Wilden, R., 2014. Multi-level project governance: Trends and opportunities. International Journal of Project Management, 32(8), pp.1291-1308.
Ding, R., 2016. Project Closure Aiming for Maximum Value. In Key Project Management Based on Effective Project Thinking(pp. 325-338). Springer, Berlin, Heidelberg.
Exchange, K., 2017. Introduction of Corporate Governance Report.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.
Heagney, J., 2016. Fundamentals of project management. AMACOM Div American Mgmt Assn.
Huemann, M., 2016. Auditing Projects and Programs. In Gower Handbook of Project Management (pp. 115-130). Routledge.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Lodge, M. and Wegrich, K. eds., 2014. The problem-solving capacity of the modern state: Governance challenges and administrative capacities. Oxford University Press, USA.
McGrath, L.F., 2015. Governance Indicators. Governance Report, pp.95-116.
Mees, H. and Driessen, P., 2018. A framework for assessing the accountability of local governance arrangements for adaptation to climate change. Journal of Environmental Planning and Management, pp.1-21.
Meredith, J.R., Shafer, S.M., Mantel Jr, S.J. and Sutton, M.M., 2016. Project management in practice. Wiley Global Education.
Oakes, G., 2016. Project reviews, assurance and governance. Gower.
Too, E.G. and Weaver, P., 2014. The management of project management: A conceptual framework for project governance. International Journal of Project Management, 32(8), pp.1382-1394.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Zwikael, O. and Smyrk, J., 2015. Project governance: Balancing control and trust in dealing with risk. International Journal of Project Management, 33(4), pp.852-862.
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Task-1: Project Charter
Project Objectives
The main objective of the project is to develop a web-based system within the organization “Social Media research Center”. It is analyzed that the Social Media research center wants to develop the web based system in order to connect people with the organization for promoting its research center. The web-based system that is developed conta…
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Australia Alfredton Management IT Network Security University of New South Wales Masters in Business Administration
ITC505 ICT Project Management
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Course Code: ITC505
University: Charles Sturt University
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Country: Australia
Answers
Part One- Project Name / Team / Description
Project Name:
RALS Solution
Team Name:
Consultants for RALS
Project Description:
RALS organizes show for the farmers and other related small business persons to display their latest technology equipment for betterment in the field of agriculture and crop production. The show has different types of stalls and other facilities for which many volunteers …
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