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Assessment Task 2: Establish ICT project governance framework
Task summary
This assessment task requires you, as the senior project manager for Essential Software, to establish the ICT project governance framework for Nature Care Products, who have contracted Essential Software’s services to develop a customised software application.
This assessment is to be completed in the simulated work environment in the RTO.
Required
- Access to textbooks/other learning materials
- Computer with Microsoft Office and internet access
- Space for a meeting
- Assessor to play the role of the project sponsor
- Nature Care Products Strategic Business Plan
- Nature Care Products Business Requirements
- Nature Care Products Job Profiles
- Project Governance Report template
- Project Governance Roles and Responsibilities template
Timing
Your assessor will advise you of the due date of these submissions.
Submit
- Email with completed Project Governance Report and Project Governance Roles and Responsibilities attached
Assessment criteria
For your performance to be deemed satisfactory in this assessment task, you must satisfactorily address all of the assessment criteria. If part of this task is not satisfactorily completed, you will be asked to complete further assessment to demonstrate competence.
Re-submission opportunities
You will be provided feedback on their performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task.
If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date.
You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal.
You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.
Assessment Task 2 Instructions
Carefully read the following:
You are a senior project manager of Essential Software, which offers a wide range of Information and Computer Technology services to businesses of all sizes.
You have been advised that you will be joining an existing software development project for a client. The exiting project manager is one of the client’s employees, and this person is leaving the organisation to work at another company.
The client is Nature Care Products, based in Brisbane, Australia. The company manufactures and retails Eco-friendly, high-quality beauty skin care products. The business was established in 2011 to cater for a perceived demand for skin products that contain Eco-friendly and natural ingredients. The company also has an emphasis on Eco-friendly packaging.
Essential Software has previously assisted Nature Care products with development of a new website, which has been implemented for over six months. The company is in the process of expanding their product range due to increased sales and interest, and would like to continue updating their systems by having a database implemented that will integrate with their website.
On your first day in the Nature Care project, you discover the following:
- Stephen Scott (Sales and Marketing Manager) was the person who identified the need for a new system. He looked into a range of options and did not believe the products met the needs of the organisation. He approached the CEO (Mina) and asked her to consider the possibility of having a software application developed.
- The previous Operations Manager, Marcus Oswald, was placed in charge to be the project manager and work with an ICT consulting company (at this stage not Essential Software). There were many issues between Marcus and the consulting company, and the consulting company withdrew from the project in the very early stages.
- Due to the fallout from this situation, Marcus gave two weeks’ notice and left Nature Care Products.
- Casey is the new Operations Manager and was the person who suggested that they bring in a new consulting company and start again, having someone from the consulting company be the project manager.
- Prior projects (non-ICT related) at Nature Care Products have been undertaken on an informal basis. Mina admits that due to the small number of people employed and the type of projects that have occurred in the past, there are really no processes in place and the team just ‘gets things done’ and meets when they need to.
- The previous consulting company were trying to get some processes in place to ensure the development project would be completed on time, within budget and to quality requirements; however they had issues working with Stephen in this regard.
- Mina has a business partner, an ex-colleague from when they worked in the beauty industry together many years ago. This person, Frances Larson, is providing 70% of the overall budget. Frances is not involved in the day-to-day operations of Nature Care Products.
- Your discussion with Mina includes asking her about the project methodology that was put in place. She says she doesn’t know, but heard Stephen using a word that started with the letter P. She thinks it was PRiSM or PRINCE, but she admits that Stephen’s project management knowledge was of course lacking.
- Stephen was storing information about the project on Dropbox that was to be shared with the previous consulting project team. He also had a significant amount of information on his own computer and a lot of emails that had not been saved/exported from his mailbox.
Complete the following activities:
Assess current project status.
Based on the scenario information provided, do the following:
- Use the Internet to research the beauty industry and familiarize yourself with companies like Nature Care Products
- Read the Nature Care Products Strategic Business Plan
- Read the Nature Care Products Business Requirements document
- Review the Nature Care Products Job Profiles document
- Use the PM Solutions Project Management Maturity Model and determine the current level of project maturity
- Assess current project methodology that appeared to be in place
- Choose an appropriate project methodology that would suit the Nature Care Products project.
It is described in question number 2.
- Establish project governance framework.
Fill out the Project Governance Report template by completing the sections listed below. Use the information you have gathered so far from the scenario and from activity 1 above. You will add further information to this document as you complete this assessment.
- Industry
Clients: Nature Care Products
Clients industry:manufactures and retails Eco-friendly, high-quality beauty skin care products.
Consulting company: essential software
- Project overview
The company manufactures and retails Eco-friendly, high-quality beauty skin care products. The business was established in 2011 to cater for a perceived demand for skin products that contain Eco-friendly and natural ingredients. The company also has an emphasis on Eco-friendly packaging.
Essential Software has previously assisted Nature Care products with development of a new website, which has been implemented for over six months. The company is in the process of expanding their product range due to increased sales and interest, and would like to continue updating their systems by having a database implemented that will integrate with their website.
- Project history and project maturity
This project is based on the software development project as the client nature care for its expanding products range due tom increase sales and the interests and would like to continue updating their system by having a database implemented that will integrate with their websites.
Here, Stephen Scott the sales and marketing manager of the nature care identified the needs for a new system, he did not find the perfect products in it range of options.so approached the CEO to consider the possibility of having a software application developed whereas the previous manager Marcus Oswald work with an ICT consulting company, due to the issues between Marcus and the company, so the company withdraw from the project in the very early stage .due to the fallout he gave two weeks’ notice and left. Casey is the new Operations Manager and was the person who suggested that they bring in a new consulting company and start again, having someone from the consulting company be the project manager.
Prior projects (non-ICT related) at Nature Care Products have been undertaken on an informal basis. Mina admits that due to the small number of people employed and the type of projects that have occurred in the past, there are really no processes in place and the team just ‘gets things done’ and meets when they need to.
The previous consulting company were trying to get some processes in place to ensure the development project would be completed on time, within budget and to quality requirements, however they had issues working with Stephen in this regard.
Mina has a business partner, an ex-colleague from when they worked in the beauty industry together many years ago. This person, Frances Larson, is providing 70% of the overall budget. Frances is not involved in the day-to-day operations of Nature Care Products.
Your discussion with Mina includes asking her about the project methodology that was put in place. She says she doesn’t know, but heard Stephen using a word that started with the letter P. She thinks it was PRiSM or PRINCE, but she admits that Stephen’s project management knowledge was of course lacking.
- Current project methodology
- Proposed project methodology
- Legal and regulatory requirements
- Risks
- Proposed change controls (cost and time)
- Proposed reporting processes.
- Determine roles and responsibilities.
Based on the scenario information and the NatureCare Products Job Profiles document, assign suitable people to the governance team. As this is a small project for a small business, try to keep the team to a maximum of four people.
Attach responsibilities to each person on the team.
Complete the Project Governance Roles and Responsibilities template to assign members
- Email the project sponsor.
Send an email to Stephen Scott (your assessor) that introduces yourself as the new project manager for the software development project. Request a time and date to meet with him to discuss your attached report and confirm the roles and responsibilities of those in the project governance team.
The text of your email should be in grammatically correct English, written in an appropriate style and tone.
Attach your Project Governance Report and Project Governance Roles and Responsibilities document to the email.
- Confirm roles and responsibilities of the governance team.
Meet with your assessor who will play role of the project sponsor, Stephen Scott. Stephen will have reviewed your Project Governance Report and Project Governance Roles and Responsibilities document. He will assist you with determining the roles and responsibilities of each person on the governance team and the information in your report by providing feedback.
You will need to make sure you have confirmed your own responsibilities as project manager.
During the meeting, you will need to demonstrate effective communication skills including:
- Using active listening techniques
- Using non-verbal communication to assist with understanding
- Using a range of questioning techniques to engage and gather required information
- Building rapport with Stephen
- Communicating in a professional manner
- Speaking clearly and concisely, using paraphrasing and other techniques
- Responding to questions as necessary.
- Update documentation.
Based on the feedback provided, update your Project Governance Report and Project Governance Roles and Responsibilities document.
- Email updated documents.
Send an email to Stephen Scott (your assessor).
The text of your email should be in grammatically correct English, written in an appropriate style and tone.
Attach your final Project Governance Report and Project Governance Roles and Responsibilities document to the email.
Assessment Task 2 Checklist
| Student’s name: | ||||
| Did the student: | Satisfactory performance | Comments | ||
| Yes | No | |||
| Asses current project methodology? | ||||
| Assess current project maturity? | ||||
| Establish governance framework? | ||||
| Establish project governance reporting processes? | ||||
| Assign people to the ICT project governance team? | ||||
| Establish and confirm roles and responsibilities of governance team, project sponsor and project manager? | ||||
During the meeting with the project sponsor (Stephen), demonstrate effective communication skills including:
|
||||
| Finalise Project Governance Report and Project Governance Roles and Responsibilities document based on feedback provided? | ||||
| Task Outcome: | Satisfactory ¨ | Not Satisfactory ¨ | ||
| Assessor signature | ||||
| Assessor name | ||||
| Date | ||||
Reference ID: #getanswers2001122
