Case study option 4:

You are working in a multi-national organisation which operates in Australia, New Zealand and South pacific. You have been assigned to undertake, coordinate and implement a project name Digitization of corporate archives to cloud server - Digitization of corporate archives to cloud server is a project to convert archived document in organisation to digital version that can be easily accessed while maintaining its security. It also gives remote access capabilities and collaboration for employees in Australia, New Zealand and South pacific.

Use the case study above to answer the following questions below

Activity 2: Develop a Project Management Plan

Q1. Identify the key requirements for stage completion (initial, planning, execution, monitoring and closing stage) against client requirements and project objectives.

Guideline: The learner can refer to the template named Template_Project work case study activity 2 Q.1 in a template folder.

Q2. Identify how each of the nine project functions within your project are interdependent.

1. Communications
2. Cost
3. Human resources
4. Procurement and contracting
5. Project integration
6. Quality
7. Risk
8. Scope
9. Time

Guideline: The learner can refer to the template named Template_Project work case study activity 2 Q.2 in a template folder.

Q3A: Develop project management plan:

1. Introduction
2. Project management approach
3. Project scope
4. Milestone list
5. Schedule baseline and work breakdown structure
6. Change management plan
7. Communications management plan
8. Cost management plan
9. Project scope management plan
10. Schedule management plan
11. Quality management plan
12. Risk management plan
13. Resource calendar

Guideline: Learner may use the templates provided. Detail guideline also has been provided within the templates. The template named for this activity is Project Management plan template

Q3B: What tools you are using to control and monitor the planned activity.

Q4. Conduct a review meeting with the relevant stakeholders and project authority to get approval of project plan. You may create a group of 3-4 students to complete this activity or as per trainers instructions.

Q1. Prepare an audit checklist (Variance report) to find and review the actual project performance and progress against the established time, cost, and quality constraints of the project.

Guideline: The provided template of variance report is attached below.

Variance report

Project TaskPlanned completion date

Actual completion date

Schedule VarianceAction neededPlanned costActual costCost VarianceAction neededImpact

Implementing security protocol to secure corporate

information.

12 April 202111 April 2021+1-day positive varianceMay need to be investigated, not necessary $500$400+100May need to be investigated, not necessaryPositive performance impact

Project scope update

Project scopeValidatedChange request implementedImpactServer security and user accounts.Scope management plan updated

Two-factor authentication by using phone to generate

Passcode

Reason: Risk of security breach

Performance impact: Lower usability as it is becoming complicated.

Schedule impact: Extra day is required.

Q2. What methods you are using to resolve conflict with the relevant stakeholders for your chosen project?

Q3. Answer the following questions regarding your chosen project:

1. What management system are you using to update records in relation to status of project deliverables and plans?
2. Who is responsible for the updates?
3. How often do you record updates on the following aspects of project deliverables?

Q4. Prepare a project change request form for the proposed change and identify all the expected impacts that the proposed change will have on all areas of your chosen project.

Guideline: The learner can refer and use the change request template from the template folder

Q5. Prepare a project status report by using a template. If progress reports show that certain tasks or areas of work are consistently behind schedule, what mechanisms are implemented to keep track of these tasks or areas of work.