Laying the groundwork for a Project Governance Plan

How will you track progress on this project? Prepare a proposal for a Project Governance Plan.

Scenario

Kate now needs to know how The ATA should be tracking the project's progress without imposing a complex process on a relative low value project (as important to the East Timor society as it is) and overloading her limited resources. In particular, she wants to know how her finance is tracking, how well the project is adhering to the schedule, how well her risk plan is working and whether there is any emerging risk and anything else you deem necessary for project reporting and governance purposes. More importantly, how will all this data be reported and presented, and how frequently? The CEO needs a regular project summary so that she can keep the Board up to date on the project achievements.

We recommend you watch *all* of the ATA videos before you begin your assessment activities. You may need to review these specific videos for this assessment task:

Background

Now the planning for the project has largely been completed and you have most of your plans formalised, i.e., risk management plans, your project schedule baselined, budget and resource plan. The questions are:

1. How would Kate monitor and control the project, and

2. What type of information/data should Kate be providing the stakeholders and the CEO so that they can be assured that the project is proceeding as planned?

The latter is an area that requires a degree of ingenuity from the project manager and the team. Once you have decided what monitoring and controlling processes should be implemented, the challenge is how to present this to an international audience and to a busy CEO? Keep in mind that English is not the international stakeholders' language in many instances and certainly is not the national language of East Timor. This particular activity is critical to project governance.

Scope of the task

Submit a proposal detailing:

1. The methodology that you would recommend for cost and schedule tracking and the reason why you have chosen them over other methods. Outline the advantages and risks of using the monitoring and controlling methods that you have chosen and also the ones that you have rejected.

2. The format and structure of these project reports. For example: what kind of data should be presented? Do you just present the actual hours used or dollars spent for the reporting period? What about explanation and commentary? Provide explanations as to why you prefer the recommended structure and your decision on reporting this data over others. Please note that these are reports for the project manager/team and the Governance Board, NOT for the CEO and the Board.

3. The frequency of the project Governance Board meeting and who should attend? Explain why you have selected those attendees.

4. The format and structure for the CEO and Board project report. Similarly, explain the reasons why you have chosen this reporting format and structure.

Your proposal should be presented in an essay format. It needs to look and sound professional and to be suitable for tabling in an official meeting.

Earned value management: It is a mathematical method used to know the performance of the project. It also helps in monitoring cost and schedule of the project. As it is difficult to understand the EVM formulae, these inputs are used for other tracking methods. Other methods like forecasting, to-complete performance interest, variance analysis are also based on EVM formulae. As all the methods involve EVM formulae they are difficult to understand. An integrated basic information modelling (BIM) is used to improve the planning and construction of the project. An integrated time-cost management system (ITCMS) is also used for cost and schedule tracking. It consists of 4 modules-time and costs estimating, scheduling, visualization, EVM. With the aid of EVM, it ensures budget and schedule monitoring throughout the project. It is the most convenient tool which take the advantage of visualisation and improved team coordination tool to associate the cost and schedule values with each component of a 5D building model.) what does the expert want to say in this?

1. What kind of information to be provided to stakeholders and CEO in order to assure of the progress of the project as required

2. Advantages and the limitations of various methods suggested above