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Presentation/PPT
27/08/2022
Question:
The purpose of this assessment cluster is to determine your ability to define, manage and control all aspects of a project scope within the assigned project governance arrangements and to ensure plans are in place to manage any changes to project scope to avoid scope creep.
You are to develop the project scope and change management plan from the information contained in your Approval to Proceed document. This plan must be developed in line with project governance arrangements as outlined in AT1. Finally, you are to identify any potential issues that could hinder the management of the scope and governance and determine how these issues should best be managed and identify any lessons learnt.
Task 1:The kick off meeting
Organise and chair the kick-off meeting for this project after the approval has been given to execute your chosen project. Convene this meeting by inviting the project sponsor and project team members to this meeting. At least two other people need to participate in this meeting. This meeting is to go for approximately 20 minutes and is to be videoed so that your assessor can observe this meeting. Please note that only you, the student, is being assessed.
If this is a past project or a simulated project, then you will need to simulate this meeting by gathering other people to play out the roles of the project sponsor and project team members.
Create an agenda for this meeting that includes the following:
date and place of meeting;
attendees, and their roles on this project;
meeting start and proposed end time;
a statement of purpose for this meeting;
discussion on project deliverables, inclusions and exclusions;
who will verify the project deliverables.
The following oral communication skills will also need to be demonstrated:
leads and participates in discussions
negotiates using clear language
appropriate non-verbal features (including eye contact, body gesturing, tone and pace of voice)
active listening
the use of a variety of questioning techniques to elicit views and opinions of others
all participants are able to have their say.
Organise for the Minutes of this kick-off meeting be taken using a suitable meeting Minute format. The Minutes are to capture the following information with the project sponsor and your project team members to determine the project deliverables, inclusions and exclusions and agree to an implementation process for this chosen project.
date and place of meeting;
attendees and apologies, and their roles on this project;
meeting start and end time;
a statement of purpose for the project;
documented discussion and agreed decisions on project deliverables, inclusions and exclusions;
the assumptions and constraints that have to be taken into account;
agreement as to who will verify the project deliverables;
any actions required from the above discussions and decisions; who will be responsible for actioning and by when;
closing time of meeting.
Task 2 Define the project scope and change management strategy
You are to develop the Scope and Change Management Plan which is to define the scope of the project and management of change. The information required in this plan:
identify the stakeholders that are to receive this scope and change management plan in the Distribution List (preface of the scope and change management plan). Identify the version number of this plan in the version control table and the footer on each page. Ensure the version control protocols are explained in the Change Management section of the Plan;
summarise the scope management approach;
determine the requirements for this project. You will need to determine how you will identify and source these requirements and then develop the Requirements Traceability Matrix;
state the roles and responsibilities of the project sponsor, project manager, project team, as well as other key stakeholders;
determine the acceptance criteria according to organisational procedures;
define the project scope statement, including a brief description of what the project will accomplish; the deliverables required; project inclusions, exclusions; project constraints, assumptions;
outline how the project deliverables will be verified against the original scope and how these deliverables will be formally authorised and accepted throughout the lifecycle of the project;
links to the change management plan that outlines the process to be followed for making changes to the project scope baseline.
A project will normally require some changes throughout its life cycle. To avoid scope creep all changes need to be carefully managed. Therefore, a change management plan needs to be developed to ensure all stakeholders are aware of the change process that is to be followed. Ensure that the plan contains the following:
an explanation of the importance of loading all project documentation into an appropriate Project Management Information System (PMIS) or similar so that the appropriate permissions can be granted to the project team for accessing, editing and revising project documentation;
identified a formalised version control convention that identifies how draft and authorised documents are to be controlled;
summarise the change management approach;
defined the different types of changes that may be requested and considered for the project;
identified and described the roles and responsibilities of project team members in regards to the change management process;
if applicable, determined the membership and role of the Change Control Board (CCB);
described the change management process from beginning to end that will be used to manage all changes that are requested throughout the project life cycle to avoid scope creep. Include a blank copy of the Change Request Log as part of this process. You are not required to populate this log with any data at present;
obtained the necessary authorisation for this scope and change management plan in line with agreed governance arrangements so that the plan can be implemented.
Task 3 Apply the project governance procedure
Answer the following questions (approximately 150-200 words for each question) once the project manager and project team have been chosen for this project.
Discuss how, when and who will be responsible for initially briefing the project manager, project team and any other key project stakeholders of the project objectives so to ensure a common understanding.
Who will be responsible for resolving any conflicts relating to disputes over decision making, project responsibilities, non-acceptance of the governance model, unauthorised releasing of confidential project-related information? If more than one person is involved, then please identify all those involved.
Identify who will be responsible for preparing and presenting progress/status reports throughout the project life cycle. How often are these reports to be prepared and presented? Who are they to be presented to?
Task 4 Document scope management issues and recommend improvements
Identify three scope management issues or problems that you believe may be encountered when the project is implemented. Discuss any improvements you believe should be made for future projects in light of these potential issues or problems
Task 5 Monitor and review project governance
1. Analyse and review the impact project governance had on achieving the objectives of your project. Issues to analyse include the effectiveness and timeliness of authorisations, delegations and dispute resolutions
2. Identify three lessons that have been learnt as a result of this analysis and review.
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