What kind of information to be provided to stakeholders

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Reference no: EM131688897

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.

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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

Verified Expert

The paper is about the East Timor solar lighting project. the governance plan for the project. it includes the monitoring and controlling methods for project governance, structures and formats recommended for reporting the projects.

Reference no: EM131688897

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Reviews

len1688897

10/24/2017 4:58:05 AM

Writing quality, including spelling & grammar ? Excellent use of language throughout, demonstrates expressiveness, precision, and clarity. Spelling, grammar, punctuation are all excellent, with no errors. ? Language is generally sound and clear throughout. Spelling, grammar, punctuation are good with very few and minor errors. ? Clear enough to be understood; minimal confused or unclear expression. Spelling, punctuation, grammar acceptable but could be improved. ? Clear enough to be understood. May have some confused or unclear expression. May have a few moderate or several minor issues with spelling, punctuation, grammar. ? Mostly unclear or confused expression. Major errors with spelling, grammar, punctuation. (10% of total mark) (8 – 10 marks (7 marks (6 marks (5 marks (<5 marks

len1688897

10/24/2017 4:57:34 AM

Recommendations on reporting to CEO and Board ? Simple and effective reporting format and structure, where the CEO can ascertain the performance of the project, the projected progress, the risks, other potential problems/issues (accompanied by concise narratives) easily. The CEO does not need to seek further information from the project team. Professionally presented, and recommendations could be implemented without alternations. ? Effective reporting format and structure, where the CEO can ascertain the performance of the project, the projected progress, the risks, other potential problems/issues (accompanied by concise narratives) with minimal need for further information from the project team. Professionally presented, and recommendations could be implemented with minimal alternations. ? Reasonably adequate reporting format and structure, where the CEO can ascertain the performance of the project, projected progress, risks, other potential problems/issues (accompanied by narratives) with some need for further information from the project team.

len1688897

10/24/2017 4:54:16 AM

Recommendations on reporting to Project team ? The most relevant data is chosen for reporting. Recommended reporting format is succinct. Report structure is simple and effective, allowing proactive identification of potential problems. Comprehensive recommendations on project governance process, including meeting frequency, participants’ roles & responsibilities, are backed up by sound justifications based on IPM concepts and best practice project management recommendations, & could be implemented without alternations. Takes international stakeholder audience into consideration, with special recommendations. ? Relevant data is chosen for reporting. Recommended reporting format is succinct. Report structure is effective, though additional information may be required to identify potential problems. Comprehensive recommendations on project governance process, including meeting frequency and participants, are based on IPM concepts and project management recommendations. Takes international stakeholder audience into consideration, with special recommendations.

len1688897

10/24/2017 4:53:39 AM

Good (60 – 69%) Acceptable (50 – 59%) Unacceptable (<50%) Recommendations for pertinent cost & schedule tracking, including clear explanations of the reasons for and advantages of the chosen methods over other options. Demonstrates the application of relevant IPM concepts & theories. Understandable recommendations. Some minor alternations may be required before final submission (in a real work situation). Takes international stakeholder audience into consideration. Recommendations for pertinent cost & schedule tracking, including reasons for choosing the methods. Attempts to apply relevant IPM concepts & theories. Reasonably clear and understandable recommendations. Redrafting is required before final submission (in a real work situation). Some consideration of the international stakeholder audience. ? Recommendations do not address cost & schedule tracking requirements, no explanations given. Did not apply relevant IPM concepts & theories. Unclear and difficult to understand recommendations. A complete rewrite is required before final submission (in a real work situation).

len1688897

10/24/2017 4:53:05 AM

CRITERIA Excellent (> 80 %) Very good (70 – 79%) Recommendations of methodology for tracking cost & schedule. ? Professionally structured recommendations for cost & schedule tracking, including clear & concise explanations of advantages of the chosen methods over other options. Insightful and skilful application of the IPM concepts & theories. Generally, a ‘senior management ready’ recommendation document. A rigorous tracking process but without burdening the team with reporting. Takes international stakeholder audience into consideration. ? Well-structured recommendations for cost & schedule tracking, including clear explanations of the reasons and advantages of the chosen methods over other options. Skilful application of the IPM concepts & theories. Easily understandable recommendations. Minimal or no redrafting required before final submission (in a real work situation). A good tracking process recommended but without burdening the team with reporting. Takes international stakeholder audience into consideration. (30% of total mark) (24 – 30 marks (21 – 23 marks

len1688897

10/24/2017 4:00:24 AM

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? ?read the first two lines and the last two lines, both say opposite, what am I suppose to say can we please get another expert to do the whole assignment again? this one is all wrong. 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 these two sections have not been discussed in solution A. please elaborate it

len1688897

10/24/2017 4:00:19 AM

again there is nothing done in solution B except the references. There are no headings, no intext references, the third dot point in the assignment (• There are several techniques used to control the cost of a project. 1. 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.

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