Task 1 – ICT Project

Practical Tasks
Task 1 – ICT Project
This assessment task requires you to:
• work closely with others to integrate all project management functions across a project life cycle according to organisational objectives
• design, implement, manage and finalise a complex information and communications technology (ICT) project
• manage planning processes, scheduling, human resources, reporting and response to contingencies
• align projects with organisational strategies and requirements
• assess outcomes and provide recommendations that will refine and improve future ICT project management processes.
• negotiate with internal and external stakeholders
• create accurate project management documentation
• make suggestions for improvements to managing project integration in the future.
This project should be completed with reference to a simulated ICT/Business environment. For the practice environment, noise levels, production flow, interruptions and time variances must be typical of those experienced in the ICT project management field of work and include access to:
• relevant computer software packages
• suitable hardware
• codes, standards and legislation relevant to the jurisdiction and the project
• project documentation
• research resources, including product information and data, theoretical texts and other information.
Assuming your organization was awarded the following tender :
Throughout the assessment task, ensure that you refer to and apply the Australian Computer Society Code of Ethics.
Develop Specifications and Terms of Reference for the project that include:
• definition of the project aims
• description of stakeholders
• description of the outcomes to be achieved using, wherever possible, the nomination of clear metrics
• description of the project parameters:
• flexibilities involved
• scope of operations
• identification of the budget
• specification of the communication strategy to be used
• specification of the timescale.
Within your practice environment, complete each of the following parts (Note: Parts of this assessment task, such as project execution, will be simulated in your practice environment):
Part A – Define the Project
1. As part of your initial assessment of this project, you prepare a project scope plan using the template in Appendix A.
2. List any questions that will enabled you to clarify the project parameters (e.g.: scope, time, costs, quality, resourcing, risks, legislation, procurement, reporting).
3. Provide an organisational/project structure chart including all stakeholders and the lines of authority.
4. Develop Specifications and Terms of Reference for the project that include:
• definition of the project aims
• description of stakeholders
• description of the outcomes to be achieved using, wherever possible, the nomination of clear metrics
• description of the project parameters:
• flexibilities involved
• scope of operations
• identification of the budget
• specification of the communication strategy to be used
• specification of the timescale.
Part B – Establish the project
1. Provide a Project Charter to initiate the project. Use the template below.
Project Charter:
A. Project Background

B. Project Purpose and Justification C. High Level Project Scope Statement
Project Objectives and Success Criteria High Level Project Scope and Requirements
In scope

Out of scope

Assumptions
The main assumptions are:

Constraints
The main constraints are:

D. Project Methodology and Approach The phases are: E. Project Structure F. Project Stakeholders and Authority
The major stakeholders and their authority level on this project are shown below.
Name Title Authority Level
G. Project high level risks
Rating scales and categories
Likelihood
Title Rating Description
Very Low 1 Highly unlikely to occur; however, still needs to be monitored as certain circumstances could result in this risk becoming more likely to occur during the project
Low 2 Unlikely to occur, based on current information, as the circumstances likely to trigger the risk are also unlikely to occur©
Medium 3 Likely to occur as it is clear that the risk will probably eventuate
High 4 Very likely to occur, based on the circumstances of the project
Very High 5 Highly likely to occur as the circumstances which will cause this risk to eventuate are also very likely to be created
Impact
Title Rating Description
Very Low 1 Insignificant impact on the project. It is not possible to measure the impact on the project as it is minimal
Low 2 Minor impact on the project, e.g. < 5% deviation in scope, scheduled end-date or project budget Medium 3 Measurable impact on the project, e.g. 5-10% deviation in scope, scheduled end-date or project budget High 4 Significant impact on the project, e.g. 10-25% deviation in scope, scheduled end-date or project budget Very High 5 Major impact on the project, e.g. >25% deviation in scope, scheduled end-date or project budget
Risk Matrix: Likelihood X Impact = Overall Level/Rating
LIKELIHOOD
IMPACT Very Low
1 Low
2 Medium
3 High
4 Very High
5
Very Low 1
Very Low
1
Low
2
Low
3
Low
4
Medium
5
Low 2
Low
2
Low
4
Medium
6
Medium
8
High
10
Medium 3
Low
3
Medium
6
High
9
High
12
Very High
15
High 4
Low
4
Medium
8
High
12
Very High
16
Very High
20
Very High 5
Medium
5
High
10
Very High
15
Very High
20
Very High
25
Overall Level/Rating
0 – 1 = Very Low 2 – 4 = Low 5 – 8 = Medium 9 – 14 = High 15 – 25 = Very High
Categories
The risk categories are:
• Financial
• Marketing and Sales
• Resourcing
• Technical
• Legal

Ensure reference to:
• business continuity, including emergency plans for activities to continue in the event of loss of building, equipment or systems
• changing government policy or funding arrangements
• environmental concerns:
• hazardous waste
• pollution
• tree-retention policies
• public liability
• safety of staff
• workers-compensation claims.
High level risk register
Below are the top 5 risks:
Risk No. Category Risk Description Likelihood Impact
1
2
3
4
5
H. Summary Schedule
Phase or Milestone Preferred completion date Dependencies


I. Summary Budget
Category of Cost Best Estimate Worst Estimate Most Likely
Note:
J Document Quality Control
Version Control
Version Date Author Comments
Approvers
Name Title Signature
Reviewers
Name Title Signature
Definitions
TERM/ABBREVIATION FULL NAME DESCRIPTION
————————————————————————————
Part C – Develop a Project Plan
1. You need to consult with the project team when planning the project. List 4 aspects on which you would consult the project team including who you would consult.
2. What legislation will you need to be aware of when undertaking the project? Give two examples.
3. You must now create a project plan (a schedule, budget and risks) – a template is provided in Appendix B. In addition you need to provide:
• work breakdown structure
• a Gantt chart (there are many free Gantt chart tools on the Internet or this may be hand drawn)
• the roles and responsibilities of the Project team.
4. Explain how you would obtain approval of your project plan and from whom.
Part D – Administering and Monitoring the Project
1. To maintain and improve the progress of the project all stakeholders must be aware of their responsibilities and the tasks assigned to them. Discuss how you will ensure that this occurs.
2. List two concerns of the project team in this phase of the project and your plans to address these concerns. One concern should be with respect to achieving timelines and the other with respect to achieving quality.
3. To reduce the risk of the project going overtime or over budget due to unforseen problems you design the project control processes.
These are processes – you need to include the relevant stakeholders, what they need to do at each step and when as well as required record keeping for managing/executing the project (to make sure the project goes to the plan) – approx. three or four lines per dot point for:
• scope
• time
• finances
• resources (human and non-human)
• quality – or use the Quality template in Appendix C.
• risks.
4. Provide an example Status Report to keep your stakeholders informed of the project progress. Use the Status Report template provided in Appendix C.
Part E – Finalising and Reviewing the Project
1. What financial documentation do you need to complete? What financial records will be important to archive?
2. The human resources division has requested that you explain the process you will use to reassign your human resources now that the project is complete.
3. Explain how you will obtain client/stakeholder acceptance that the project is complete.
4. Create a project checklist that allows you to verify the actual project outcomes achieved against the outcomes as stated in the project scope and project plan. Fill this out – would your project be considered successful?
5. You have decided to try and involve the project team members in the project review process.
• Who should be involved?
• What input might they be able to provide?
• How will you involve them?
6. What lessons you have learnt during the course of this project? Identify four key lessons and suggest how you would change your approach to your next project. Use the Lessons Learnt Log provided in Appendix D.

Appendix A – Scope Plan
Project Name Project No: Project Manager Start date
Background data: Problem/opportunity Organisation and Project objectives
Project deliverables

In Scope Out of Scope Project constraints

Assumptions

Proposed high-level project timeline Phase Dates Notes

Proposed high-level budget (costs and human resources)
Contract statement Stakeholders and title
Prepared by: Date: Approved by: Date
Appendix B – Develop the Project Plan
Schedule
Task No Phases/ Task / Milestones Duration Start Date (based on elapsed) Finish Date (based on elapsed) Sequence/predecessors Resources


Risk Register
Risk No Risk Description Risk Priority Risk Mitigation Strategy

<transfer, avoid,=”” accept=”” or=”” mitigate=”” –=”” negative=”” risks.=”” exploit=”” enhance,=”” share,=”” positive=”” provide=”” a=”” description=”” of=”” the=”” strategy=””> Project Budget
Category Item Quantity/ number of hours Cost per item or per hour Total cost

Total:

Appendix C – Administer and Monitor the Project
Quality Template
Project Deliverable Standards or Requirements Quality Assurance Quality Control

Status Report Template
Project Title:

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