Reference no: EM132555066

BSBPMG622 Implement Program Governance - Protea College

Assessment 1: Knowledge Questions

Please complete all questions below in enough detail to demonstrate sound knowledge.

S1.1
Question 1. Provide a definition of Program Stakeholders and list at least eight (8) key stakeholders common to Programs.

Question 2. Explain how you would negotiate clear roles and responsibilities within the program (maximum 200 words)

S1.2
Question 3. Explain how you would allocate unambiguous financial and resource authorities in the program (maximum 100 words).

S1.3/4
Question 4. Explain how and why you would document decisions relevant to the program (maximum 150 words).

Question 5. List the key steps for good decision-making

S2.1
Question 6. Explain how you would align systems and processes to meet program objectives (maximum 150 words).

Question 7. Briefly describe measurement tools or processes that could be used to measure goals and monitor progress.

S2.2
Question 8. What are management control systems and what are they used for? (Maximum 250 words).

Question 9. What is a quality management system? Explain your answer in no more than 150 words.

S2.3
Question 10. Briefly explain what configuration management is and why it is important.
List three (3) types configuration audits.

S 2.4
Question 11. Briefly explain how you would establish and support process efficiency and list six (6) program processes and policies suitable to most programs

Question 12. Explain what needs to happen for processes and policies to be effective (maximum 150 words).

S3.1
Question 13. What is a compliance program and what is it designed to do? (Maximum 100 words).

Question 14. Briefly explain what the Competition and Consumer Act (CCA) is and what it covers.

S3.2
Question 15. Explain how you would maintain audit records and data in accordance with the Corporations Act 2001.

Question 16. What is a quality management system and how should it be maintained?

S3.3
Question 17. Discuss the purpose of the Australian Competition and Consumer Commission (ACCC) and list three (3) tools they use to encourage compliance? (Maximum 200 words).

S4.1/2
Question 18. Briefly explain how you would identify and plan the support needs for the program.

S4.3
Question 19. List three (3) skill development support systems that could be used to meet program staff needs.

S4.4
Question 20. Providethree (3) examples of policy or legal documents that should be taken into consideration when implementing support protocols.

Question 21. Describe two instances when policies may need to be reviewed

Assessment 2: Skills and Performance Activity -Program Audit and Compliance Records / Systems

Scenario: You work in the Program Management Office (PMO) and your team is tasked to analyse and report on the results of an internal audit conducted on one of the organisations projects. Two consecutive Health Checks were conducted six months apart to identify improvements or continued shortfalls in project processes. You are to analyse the results and draft a report to your Program Manager outlining improvements achieved, continuing issues, recommendations for further actions and lessons learned for future projects.
What you need to do

Group Activity - Analyse the outcomes of the project audit / health checks and discuss the following areas with your team. Take notes from your discussion and write below.
Your trainer will provide you with sample health checks, organise you into groups and will assist in facilitating these meetings.

Assessment 2 -Program audit and compliance records and systems.
You are required to participate in a discussion with colleagues to identify the issues and improvements made by a project following an internal audit.Your trainer/assessor will assist and participate in the meetings.
Instructions - in relation to the case study:
• Analyse compliance records to identify key project process issues
• Compare and discuss improvements over time and ongoing issues
• Recommend further corrective actions required and
• Record lessons learned for future projects
Your trainer/assessor will observe your performance and assess your competency using this Checklist

Assessment 3: Performance Activity - Implement Program Governance

Scenario - ABC IT Corporation
The Board of Directors and CEO of ABC IT Corp have recently revisited the organisation's mission statement and strategic objectives for their new Strategic Plan. A key focus is to gain more Government projects and build their reputation as a leader in this field.
COMPANY PROFILE:
Mission Statement
The mission of ABC IT Corporation is to be the Australian market leader in delivering innovative Information Technology (IT) and data security solutions to private and public sector clients. We aim to create unprecedented value and opportunity for our customers, employees and investors.
Company Values:
Leadership: The courage to shape a better future
Collaboration: Leverage collective genius
Integrity: Be real, be honest
Passion: Use our drive and commitment to energize, engage and inspire others
Diversity: Value different ideas, strengths and cultural backgrounds and encourage healthy debate
Quality: What we do, we do extremely well

Organisational Objectives
1) Optimise our workforce to meet current and future objectives by providing a supportive working environment and investing in the best training and staff development opportunities.
2) Instil confidence in our clients by ensuring top level privacy and security of data through state-of-the-art data encryption technology.
3) Provide world leading equipment, technology and facilities to support efficient delivery of IT services and encourage innovation to exceed client needs.
4) Maintain organisational growth of 20% net value profit over 5 years.
5) Foster collaborative relationships with private sector and government clients to build, promote and maintain an ongoing client base and stay attuned to changing client needs.
High Level Organisational Structure

The current state of ABC IT Corp: The organisation has grown significantly and is now undertaking more projects than ever before. Until now all projects have been run independently, in a silo approach, with Project Managers, from different sections, running their own projects individually. With business increasing, this has caused multiple issues such as:
• over demand on limited shared resources leading to schedule overruns and staff fatigue;
• inconsistent standards and documentation with poor record keeping;
• duplication of tasks costing the company more money than necessary; and
• the Executive Management team receiving multiple individual project risk, schedule and performance reports without having an overview of the big picture.

ABC IT Corp has just been awarded contracts to undertake three (3) government projects to begin in approximately 6 months and run consecutively (see below).

Project 1 - Website redevelopment and hosting and maintenance services for Destination Australia
This project is for the technical upgrade of the Archives' website Destination: Australia.In order to ensure the best value for money and optimal functionality (for the website and related exhibition interactive) going forward, it is necessary for the website to be transferred from a proprietary CMS to a commonly available CMS (including, but not limited to, an Open Source CMS).
The website will enable the National Archives of Australia to collect user contributed data about the photographic collection featured on the site. The interface must be modern, engaging and user-friendly, designed to meet the needs of people of all ages, and differing levels of computer and English literacy. The website must interact successfully with an exhibition interactive via an existing API. There is an option for hosting, maintenance and support services to be provided from contract execution until 31 December 2019.

Project 2 - Re-development of Intranet
A redevelopment of the Clean Energy Regulator staff Intranet into SharePoint 2013 which will take approximately six months

Project 3 - Database for community engagement - Software As A Service Customer Relationship Management system (SAAS CRM)
The National Radioactive Waste Management Facility project is currently in Phase 2, best described as the technical assessment and continued community consultation phase. One site has been chosen to progress to this stage while other yet unknown sites may also progress to this stage. The project team requires a database (Customer Relationship Management system) to effectively and confidentially manage large volumes of dataincluding names, addresses, opinions of community members and contact details. This will assist in ongoing community engagement.
The system must be fully operational (tried and tested) within two months of the commencement of the proposed contract. The project, and related community engagement, will be ongoing for years.Ongoing access to maintenance and advice will be desirable.

The Chief Executive Officer (CEO) supports the Chief Information Officer's (CIO) recommendation to move towards a Program Management Framework to increase efficiency and enhance their Project maturity. As a Senior Manager in his team you are assisting in implementing the Program Management Office and you are responsible fordraftingthe Program Governance Plan.
It has been decided that the CIO is best placed to oversee the new Program section and the Program Manager will report directly to the CIO.

Part 1 - Program Governance Plan
What you need to do
Considering the 3 projects above to be developed concurrently, develop a draft program governance plan. The governance plan must:
• document program role and responsibilities
• determine finance and resource authorities
• compare decision making processes and outcomes against organisational objectives
• identify alternative program management systems
• design a program records and configuration system
• compare types of effective program policy
• identify ways to support program implementation.
To achieve this task, develop a full governance plan for the program that includes all the templates attached.
 
Purpose:
The ProgramSummary is an outline definition of what a Program is expected to achieve in terms of benefits, outcomes, scope and objectives. The contents of the Brief, once approved by the Program's sponsoring group, will be the basis for developing the detailed Program definition, benefits profiles, business case, plans and governance arrangements.

1. Outline Vision Statement
A picture of a better future - the end goal of the Program. A high-level description of the capability the organisation seeks from the changes to its business/operations and, potentially, to the operations/behaviours of its partners/customers.

2. Program outcomes benefits
An outline description of the outcomes and benefits that should be achieved because of the new capability and the alignment to business objectives and strategy.

3. Risks and issues
Any Program level risks and issues that threaten achievement of the vision and the desired outcomes/benefits. Assumptions, conflicts, lack of stakeholder support and commitment should be recorded here. This could be in table format.

4. Constraints
All known constraints (e.g. time, budget, regulation, process).

5. Projects
A list of candidate projects, workstreams and activities with an indication of their sequence and timing. This should include a description of any existing projects that it might be sensible to bring under the management control of the Program.

6. Estimated Program cost, effort and timescales
Estimates of $, effort and time needed to set up and manage the Program and to deliver the required outcomes and benefits. An indication of the degree of certainty should be given (e.g. +/- %). (The length of the Program will be the sum of the combined projects plus start up and closure / evaluation stages)

7. Outline Business Case
Strategic context - why the Program is required and the corporate objectives the Program will contribute towards. Other related initiatives that will be running in parallel with the Program.

8. Impact on current operations
An assessment of the current business operations (including partners/customers) and an indication of those that are likely to be positively or negatively impacted by changes introduced by the Program.

9. Policies and procedures
An assessment of the current business policies and procedures and a list of new program specific policies and procedures to be developed.

Part 2 - Program Compliance Report

For the program as outlined in Task 1, research and outline the relevant compliance standards that would be applicable to the program. Once the compliance standards are determined, develop a compliance checklist for audit purposes.

Ensure the compliance checklist addresses any relevant legislation as is applicable to the specific projects embedded in the program.
Your trainer will provide examples of program compliance / audit checklist, alternatively research various styles as a baseline.
This should be in table form inserted here or as an attachment.

Part 3 - Program Skills Development and Support Systems

Program management is a new concept to the organisation. Some external expertise may be hired such a Program Manager and Change Manager perhaps unless internal personnel have the expertise. However is expected many the roles in the PMO will be filled by existing staff members.

For the program governance structure as outlined in Task 1, identify and establish a relevant skills development and support system for three program personnel.

Attachment:- Implement Program Governance Assessment.rar