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ICTPMG501 Manage ICT projects

ASSESSMENT TASK 1: Written Questions

Task summary:

  • You are to answer all the questions in this task.

Questions

Question 1: Answer the following:

  1. Describe essential characteristics of leader. Write your answer in 100-200 words.
  2. List and explain characteristics of technical team that you think are crucial for the success of ICT project. Write your answer in 100-200 words.

Question 2: Answer the following:

  1. Explain different consultation and communication techniques and strategies that could be used to resolve team differences. Write your answer in 100-200 words.
  2. Explain different communication strategies used in the ICT project management. Write your answer in 100-200 words.

Question 3: Answer the following:

  1. Describe the process of establishing technical team. Write your answer in 100 – 200 words.
  2. Determine stages of team development. Write your answer in 100-200 words.

Question 4: Explain estimation and different cost-analysis techniques used in ICT project management. Write your answer in 100-200 words.

Question 5: Answer the following:

  1. Describe different method of communication and communication styles. Write your answer in 100-200 words.
  2. Describe different communication styles. Write your answer in 100-200 words.
  3. Explain different interview techniques. Write your answer in 100-200 words.

Question 6: Answer the following:

  1. List and explain techniques to identify ICT project objective? Write your answer in 100-150 words.
  2. Explain the process of cost benefit analysis. Write your answer in 100-200 words.

Question 7: Answer the following:

  1. Outline the importance of organisational values? Write your answer in 50-100 words.
  2. What is the purpose of Project Management Policy? Write your answer in 50-100 words.
  3. Explain project management process and phases. Write your answer in 100-150 words.

Question 8: Answer the following:

  1. What is Performance Management and components of Performance Management? Write your answer in 100-200 words.
  2. Explain different project team appraisal methods? Write your answer in 100-200 words.

Question 9:Explain different metrics of monitoring team and individual performance? Write your answer in 100-200 words.

Question 10: Answer the following:

  1. Describe the concept of Project cashflow. Write your answer in 100-150 words.
  2. Explain budgeting process and strategies involved in budgeting process. Write your answer in 100-200 words.

Question 11: Answer the following:

  1. Explain minimum four (4) project management methodologies. Write your answer in 100-150 words.
  2. Explain minimum three (3) project management tools in ICT project management. Write your answer in 100-150 words.

Question 12: Answer the following:

  1. Explain GAP analysis and steps to conduct GAP analysis. Write your answer in 100-200 words.
  2. Describe project management modelling techniques. Write your answer in 100-150 words.

Question 13: Answer the following:

  1. List and explain different roles and delegations within ICT project management. Write your answer in 100-200 words.

Question 14: Answer the following:

  1. Describe different technology-based solutions used in project management. Write your answer in 100-200 words.
  2. Analysis different frameworks used in ICT project management domain. Write your answer in 100-150 words.

Case study for task 2

Case Study

Launch Housing is based in Melbourne (Australia) and has been providing various services to people experiencing homelessness. It started operations in 1964 at Hanover Street in Fitzroy, and took on the name Hanover; the same as the street. It has seven offices in Melbourne providing different services such as housing support, employment services, and various other support services to people experiencing homelessness. It's an independent and non-profit organisation not affiliated with any religious group, institution or government. It is funded by private, corporate and government donors.

Launch Housing is a Melbourne based, secular and independent community agency formed in July 2015. Launch Housing’s mission is to end homelessness. With a combined history of over 75 years serving Melbourne’s community, Launch Housing provides high-quality housing, support, education and employment services to thousands of people across 14 sites in metropolitan Melbourne. Launch Housing also drives social policy change, advocacy, research and innovation..

Problem Statement

There are thousands of people who are working with Launch Housing. Launch housing main aim is to have a professional development plan in place which helps the employees to upgrade their skills and in turn helps Launch housing to document individual employee’s skill upgradation so that they can utilize this as evidence to endeavour employee skills upgradation, award and incentivise best practices and plan the employees career advancement based on their skill recognition. Currently, they do not have a system in place to enable these capabilities, and thus they want to make a system for their professional development module.

This system will help in reducing the work of the HR department in terms of reporting and record keeping as all the advancements, and career plans of the employee will be recorded on the system, and it will enable avoidance of keeping physical files or have a paper free office.

BUSINESS GOALS TO BE ACHIEVED

The systems will have -

  • Knowledge management system in place so that the information can be discovered, acquired, retained, reused and modified over time.
  • Ability to manage people in a systematic and process oriented manner so they can ensure 80% productivity.
  • Ability to manage and develop professional development and training programs to enable the employees to perform better and upgrade their skills on time to time basis and make them future ready.
  • Ability to drill down reports on the KPI’s to evaluate the performance of the employees.
  • Strategic decisions so that they can better utilise the human resource of Launch Housing.

Launch Housing project governance framework

Launch Housing project governance framework

Task 2 – Manage Project definition activities

Launch Housing is currently facing some issues in their human resource department and wants to make a system to analyse the performance of the employees. The HR department is currently having problems in professional development module where Launch housing management is not able to assess the employee current skills and performance. A project task is to create a system for Launch housing where they can see the employee performance.

The current system does not focus on the retainment of the current employees as they do not offer any competitive advantage for an employee to stay back in the organisation. Due to a lack of professional development plan employees are not sure of the future of the organisation and their role and its benefits in the organisation. The new system will help in the following areasImprove business performance, productivity and efficiency.

Improvement in employee skills and knowledge for the current job role

  • Increase general employee skills
  • Comply with legal requirements
  • Enhance Organizational Development
  • Help in talent management and succession planning
  • Help in an employee’s career development and employee motivation.

Stakeholders included in the project such as Project team of Launch Housing. Launch Housing Management team, Project Manager, System Analyst, Team members.

A student can use business intelligence tools such as Tableau, PowerBI to visualise employee performance and create a dashboard where the organisation can see the performance of their employees.

Task:

You as a Project Manager,

  • Design a project scope statement
  • Design a project charter, including a preliminary report of the project scope.
  • Identify and confirm current organisational governance polities and process
  • Define project ojectives by understanding the problem in the current business model and convert it into an opportunity.
  • Conduct feasibality study to make a string business case.

 

Project Scope template:

 

Organisation

 
 

Date

 

Project Description

 
 
 
 
 

1.

2.

3.

1.

2.

3.

Key Stakeholders

 
   
 
 
     
     
     

Project Charter

GENERAL PROJECT INFORMATION

Project Name:

 

Project Sponsor:

 

Project Manager:

 

Email Address:

 

Phone Number:

 

Organizational Unit:

 

Process Impacted:

 

Expected Start Date:

 

Expected Completion Date:

 

Expected Savings:

 

Estimated Costs:

 

Green Belts Assigned:

 

Black Belts Assigned:

 

PROBLEM, ISSUE, GOALS, OBJECTIVES, DELIVERABLES

Problem or Issue:

 

Purpose of Project:

 

Business Case:

 

Goals/Metrics:

 

Expected Deliverables:

 

PROJECT SCOPE & SCHEDULE

Within Scope

 

Outside of Scope

 

 

PROJECT RESOURCES & COSTS

Project Team

 

Support Resources

 

Special Needs

 

PROJECT BENEFITS & CUSTOMERS

Process Owner

 

Key Stakeholders

 

Final Customers

 

Expected Benefits

 

PROJECT RISKS, CONSTRAINTS, ASSUMPTIONS

Risks:

 

Constraints:

 

Assumptions:

 

Assessment Task 3 Part A – Assessment activities

This task is a continuation of task 1. This task requires to undertake project planning that must include information gathering activities that help to determine project requirement, constraints and risk. Launch Housing organisation need to gather information for project planning and need to discuss schedule, budget and all the project requirement with the project development team. Launch housing wants to collect the following information regarding this project-Issues in human resource department

  • To choose a methodology for project execution that ensures maximum output
  • Work breakdown structure (WBS)
  • Tools required to generate and managed reporting, transactional and operational reporting.

This project will take 3 to 4 weeks to complete, and you as a system Analyst need to gather all the project requirement. Launch housing wants to assess their current employees’ performance that will enhance the Launch Housing professional development module.

Task:

You as a Project Manager, arrange a meeting with stakeholders and project team for project planning and decide the project constraints and project execution steps such as Initiation, Analyse, design, development implementation and testing of the project.

Major topics to be covered in this meeting are.

  • Project requirements, constraints, risk
  • Splitting of the project based on the SDLC and Risk

During the meeting

  1. Create a Minutes of meeting and mention all the meeting objectives in the given template.
  2. Create a risk management plan to encounter possible risk during the planning phase
  3. Create a communication management plan for the next meeting with the project team to avoid issues in the development.
  4. Create a work breakdown structure and plan schedule and budget (By using the draw.io tool)
  5. Sign-off document at the end of this meeting

Note: A student has to make a work breakdown structure includes all phases of the project by using the draw.io tool. Refer a below image template of Work Breakdown Structure.

You will also be required to record the meeting minutes in the template provided below:

Minutes of Meeting

Meeting Objective:

Attendees:

Venue:

Date:

S.No.

Points Discussed

Actions Suggested

Target Date

       
       
       
       

Signature of attendee 1: Signature of attendee 2:

Signature of attendee 3: Signature of attendee 4:

Risk Management Plan

#

Risk

Description of Risk

Likelihood

Consequence

Risk Rating

Risk Treatment


Residual Risk Rating

Owner of Risk

     

Probable

Improbable

Major

Minor

 

A – Avoid the risk
L – Change the likelihood
C – Change consequences
S – Share the risk
R – Retain the risk

H – High
M – Medium
L – Low
0 - None

 
                 

1

               

2

               

3

               

4

               

5

               

6

               

Project Communication plan

Type of communication

Outcome

Medium (Channel)

Frequency

Audience

Responsible

Deliverables

Kick-start Meeting

           

Weekly Meetings

           

Fortnight Meetings

           

Brainstorming/ FAQs session

           

Daily Report

           

Project Status Report

           

Technical report

           

Budget Report

           

Project execution status

           

Risk Management meetings

           

Testing reports

           

Work Breakdown Structure

Work Breakdown Structure

Task 3 Part B – Allocate roles and responsibilities

Launch Housing project team need to ensure that the project is implementing as per the Launch Housing business requirement. There are various roles in this project such as Project Manager, Business Analyst, System Administrator, Data Analyst, Governance Officer. Each role has different work responsibilities while executing the project. Moreover, Launch Housing management wants to make proper project team structure by assigning roles to each member of the project team.

Following are the responsibilities should handle efficiently by the team -

  • Manages change requirement documentation and processes necessary approval
  • Organises progress meeting
  • Communicate outcomes of the scope change request and the meeting minutes with stakeholders in case of any change
  • Analyse, design business processes at a different stage of the project
  • Design the technical characteristics of the business intelligence tool
  • Developing data evaluation process and training plan
  • Monitoring data update progress. etc

 

Task:

you as a project manager

  • Create a project team structure including the roles and responsibilities of each team member of the project. You should include the details and assign the duties to each role.
  • Assign training and support required for each member of the project team.
  • Create team values for the project team and agree on levels of acceptable behavioral standards with the team members.

Name

Position

Contact Details

Roles and Responsibilities

Training and support

needs

         
         
         
         
         

Task 4 Part A – Project execution activities

This task is a continuation of task 2 and task 3.

Launch Housing management wants to monitor the project execution activities to ensure that the project is implementing according to the business requirement. Management intends to Monitor delivery and acceptance of assigned project teamwork activities and manage the individuals.

Task:

You as a project manager

  • Arrange a kick-off meeting with the team member to gain a clear understanding of the project objectives, commitments, and their roles in meeting those objectives.
  • Discuss the quality of project deliverables during the kick-off meeting.

Kick-off Meeting Agenda Template

Project Name

 

Project Manager Name

 

Meeting Time

 

Meeting Date

Meeting Location

     

Introduction

 

Project Execution Overview

 

Project scope, goals and objectives

 

Quality of project deliverables

 

Project Timeline

 

Project team and users’ roles and responsibilities

 

Task 4 Part B – Monitor and control Project

This task is a continuation of Part A,

As you have discussed various criteria’s such as project objectives, quality of project deliverables, roles, project timeline etc. Now you should manage and control the project execution activities.

Task:

You as a project manager, Monitor and control the following –

  • Monitor delivery and acceptance of assigned project teamwork activities and manage individuals
  • Monitor and control the quality of project deliverables
  • Monitor and control project scope changes, risks and issues
  • Monitor system testing process and manage handover activities.

Changes in Key project areas

Category

Reason for Variance from Project Plan

Proposed Change (Against Project Plan)

Scope

   

Time

   

Cost

   

Quality

   

Risk Management

   

Communications

   

Milestones/Deliverables

Milestones

Deliverables

Due Date

Date Completed

1

     

2

     

3

     

4

     

5

     

6

     

7

     

8

     

9

     

 

 

Planned Activities/Deliverables

Activity

Deliverables

Due Date

     
     
     

 

Issues

No

Description

Responsibility

Status

Priority

Raised

Owner

1

     

(Open/
Closed)

(H/M/L)

2

         

 

Review of Risks

No

Description

Initial

Rating

Risk Treatment

Residual Rating

1

 

(H/M/L

 

(H/M/L)

2

       

Task 4 Part C– Final Project sign-off Documentation

This is the final stage of the project where you as a project manager, arrange a meeting with all the team members and complete the final project sign off the document. This document is based on the project planning and implementation phase that you have discussed in previous tasks.

In this task,

  • obtain the final project sign off and document the lessons that you have learned from the implemented project.
  • update the disaster recovery plan and finalise the project.

Project Closure Report Template

Project title

 

Project Manager

 

Brief Description

 

Partners

 

Prepared By

 

Date

 

Objectives Achievements

Objective

Description

KPI

Initial Target

Achieved

Remark

1.

         
           

2.

         
           
           

 

Result Achievements

Objective

Description

KPI

Initial Target

Achieved

Remark

1.

         
           

2.

         
           
           

Project Activities

Result

Activity Description

Initial End Date

Carried out in accordance with the work plan?

(Y/N)

Explanations for Deviations from Work Plan

1

1.1 < enter activity >

     
 

1.2 < enter activity >

     
 

1.3 < enter activity >

     

2

2.1 < enter activity >

     
 

2.2 < enter activity >

     
 

2.3 < enter activity >

     

3

3.1 < enter activity >

     
 

3.2 < enter activity >

     
 

3.3 < enter activity >

     

Lessons Learned

Description

Recommendations

   
   
   
   
   

Documents Attached

No.

Title

   
   
   
   
   
   
   

Disaster Recovery Requirement

Technology Requirements

 

Operational Requirements

 

Communication Requirement

 

Backup Requirement

 

Documentation Requirement

 

Supplies Requirement

 

Training Requirement

 

Disaster Recovery Procedures

Communication Procedure

 

Remote Access Procedure

 

Technical Implementation Procedure

 

Backup and Data Recovery Procedure

 

Technical Support Procedure

 

Alternative Operating Procedure