Project Management for SettleinOZ: Creating Opportunities for Immigrants in Agriculture and Farming Sector

This project management report focuses on creating opportunities for immigrants in agriculture and farming sector in Australia. It includes risk management, work breakdown structure, communication management plan, internal and external information management, time and cost management, and recommendations.

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Project Management

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Table of Content
Project Background.....................................................................................................................................3
Project Goal.................................................................................................................................................3
Project Scope...............................................................................................................................................3
Project Deliverables.....................................................................................................................................4
Strategic Alignment of the Project...............................................................................................................4
Risk Management........................................................................................................................................4
Work Breakdown Structure.........................................................................................................................6
Communication Management Plan..............................................................................................................6
Purpose of Communication Strategy...........................................................................................................6
Communication Strategy.............................................................................................................................7
Internal Information Management...............................................................................................................7
External Information Management..............................................................................................................8
Internal Communication Plan......................................................................................................................9
Internal Information Management Plan.......................................................................................................9
Report on Internal Communication Activities...........................................................................................10
External Communication Plan...................................................................................................................10
Report on the External Communication Activity.......................................................................................11
Time management.....................................................................................................................................12
Milestones.................................................................................................................................................13
Limits and exclusions................................................................................................................................13
Work Breakdown Structure.......................................................................................................................14
Cost Management......................................................................................................................................14
Recommendations.....................................................................................................................................16
References.................................................................................................................................................17

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Project Background
SettleinOZ, a not-for-profit organisation based in Melbourne has a primary focus of transforming
the lives and work of the immigrant and the refugee families when they arrive in Australia. In
order to provide a platform to immigrants and refugees better work opportunities, the project has
been undertaken to start the establishment of an ideal organisation. The primary focus of the
project is to create opportunities for people expertise in agriculture and farming sector. A
detailed analysis of the project will be made to check its feasibility. The assignment will
encompass the aims and objectives of developing an ideal establishment for the owners and
convert their blueprint into reality. Therefore, the concise objective of the project approach is to
create an favourable environment for migrates in Australia specially in agricultural and farming
sector.
The project has an objective to build an organisation aiming to develop an agricultural co-
operative for immigrants. The project will take into account the legal, financial, technological
and administrative environment feasibility before the initiation.
Project Goal
The goals of the project as enlisted as follows:
 Creation of efficient support and culture related services to the families of immigrants
and refugees as they descend in the Australian way of life within a year of their arrival.
 To create opportunities in favour of migrates those are expertise in agriculture and
farming.
 Development and implementation of appropriate social and commercial endeavour,
aiming to mentor the immigrants towards self-sustainment and employment.
 To create a holistic technological presence and infrastructure enabling the SettleinOZ in
their daily operations and registration of the immigrants.
 To create a strong online and digital footprint.
Project Scope
With the implementation of SettleinOZ, the pioneers of the organisation are aiming to fulfil their
goal of providing better work and life options to the immigrants and refugees in Australia. This
will be enabled once an ideal institution is established (Kerzner and Kerzner, 2017). The scope
of the project is to relate the organisations with the already established ones and to ensure the
effective and optimum operations of the organisation.

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Project Deliverables
The key deliverables of the project are as follows:
 Planning of the Project: This document will entail each and every aspect of the project
including the expectations of the project.
 Analysis of the Data on the Report: The expected or already generated result of the
analysis will be a part of this document.
 Report of Compliance: The results pertaining to the legal and ethical compliances will be
stated in the report.
 Report of Feasibility: The operational and technical feasibility of the proposed project
and the means to attain them will be detailed in the report.
 Report of Completion: This document will accompany the reports on the management of
the organisation, to be given to the owners.
Report on Management of the Risk: This document will enlist all the risks that are associated
with the project and the risk mitigation efforts of the project manager and the project team
(Schwalbe, 2015).
Strategic Alignment of the Project
The primary strategy of the project management team is to develop an organisation conducive in
dealing with the affairs of the immigrants and refugees by giving them sufficient work and living
opportunities in Australia. The other approach is a detailed analysis and plan on starting the
organisation and to check the feasibility of the project (Larson and Gray, 2017).
There is a huge risk is planning and execution of the entire project, from scratch to the
completion. However, with the alignment of the strategy, a comprehensive focus will be put on
the aims and objectives of the business (Krippendorff, 2018 .
Risk Management
Risk
Id
Name & Description Risk
Owner
Impact Contingency Plans
1. Operational Issues: This issue
will arise if the budget for the
construction of the
organisation, SettleinOZ is
improperly applied or
miscalculated. This will
hinder the operational
capabilities of the project
Owner of
the
Project
5 The allocation of
finance must be done
by taking into
consideration every
step of the project. A
contingency fund must

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(Heagney, 2016). be created for any
shortages in the
allocated funds.
2. Strategic issues: The strategic
issues can arise out of the
external and internal
environmental factors.
Owner of
the
Project
5 The risk can be
mitigated by adhering
to the plans and
policies laid down by
proper authorities. The
business strategies
must allow a room for
change, in case of
emergencies.
3. Marketing risks: When wrong
policies are incorporated as
marketing tools for the
organisation, giving it a
different meaning altogether.
When the organisation will
not be able to reach its target
market.
Owner of
the
Project
4 The marketing risk
can be averted by
deploying proper
marketing strategies.
A right strategy for the
right target market
will prove to be
effective in the long
run. Different strategic
approaches must be
used for different
targets.
4. Budget: Improper allocation
of the budget will hinder the
working of the entire project.
Owner of
the
Project
5 Timely assistance
from the government
in having a proper
budget plan and
optimum utilisation of
the preset budget will

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go a long way. The
budget must always be
optimally calculated
and additional funds
must always be kept at
disposal.
Work Breakdown Structure
The work breakdown structure has been made for the ease in the administration of every step
associated with the completion of the SettleinOZ project. The project manager has effectively
divided the tasks into categories and the sub-categories. The major categorisation of the project
is divided into five major tasks, from the initiation of the project to its closure. For a microscopic
view, these tasks have been divided into the subtasks (Walker, 2015).
Once the work breakdown structure is designed by the project manager a clear picture of the
tasks will be generated and the same will be communicated to the stakeholders. As the approval
is received, the tasks and the subtasks will be put into an estimated time frame also known as the
project schedule. Each task will be given an estimated time frame for completion. The total
number of days required for the task to be completed in __days (Johnstone, 2018).
The project manager must ensure that the task is completed within the time frame, any deviation
must be reported to the stakeholders and a contingency plan must be put into force.
Communication Management Plan
The SettleinOZ, with the help of an effective information system, will emerge as one of the
booming organisation in Australia, catering to the needs of the immigrants and refugees by
enabling them to construe a better life and efficient working conditions. An effective
communication plan will help in determination of the up's and downs of the project and eliminate
every possible hindrance in the successful completion of the project (Harrison and Lock, 2017).
A robust communication management plan will enable the business in identification of
prospective budget allocations with the support of efficacious communication amongst the
members of the team (Hopkin, 2018).
Purpose of Communication Strategy
The primary focus of the communication strategy is to effectively inform the stakeholders of the
project about the developments in the project. The strategies to be utilised for the communication

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can be duly shared with the internal and the external project stakeholders. The internal
stakeholders of the project, with whom the communication strategies and plans are discussed and
implemented are as follows (Agresti, 2018):
 Product development team
 Project managers
 Steering committee
 Reference groups
The external stakeholders of the project are as follows:
 Gianna Semolina
 Luca Abruso
 Rosa Besconi
The communication strategy can also be designed to develop the aims and objectives related to
the project, for the risk mitigation plans and aversion of risks, and plans for the development of
the project.
Communication Strategy
Internal Information Management
Daily / Weekly Meetings
 The meeting can be conducted on a daily or weekly basis by the project manager along
with his team to discuss the negative or the positive growth of the project. The
elimination of the threats becomes relatively easier as the meeting is held at short
intervals (Braun et al. 2019).
 Meetings are an essential part of the internal management strategies which enables the
project manager to keep in terms with the aims and objectives of the project and to
provide a better understanding about the same to his team members. This will help the
work more effectively towards attainment of their goals (Rockafellar, 2015).
 The conduct of the meetings can also present the opportunities to the team members to
grow and learn. They also act as a motivational factor to the team members so that they
can work in the best interest of the project.
Emails

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 Emails can be used as an effective means of communication between the project
managers and the stakeholders. Exchange of reports and updates can be instantly done
without any barriers (Chorley, 2019).
 The requirements can be fulfilled on an effective immediate basis, with email
communication.
 Plans and updates can easily be shared between the management and the Steering
committee.
 Any confidential information can be discussed without the threat of being leaked over the
emails.
Share Point
Daily dashboards, reports and documents can be uploaded by the stakeholders, project managers
and the team members for the analysis and dialogue.
External Information Management
Conference and Meetings
 The external information of the project can be discussed with the help of the external
information system. With the help of conferences and meetings, the project managers and
team leaders can discuss the daily or weekly reports and progress with their employees
(Cox, 2018).
 Conference meetings can be held between the project team members and project leaders
on a day to day basis to discuss various project reports and updates.
Emails
 Emails can also be used by the project manager to share external information related to
the organisation. This method can also be used by the project managers to communicate
with the third parties like dealers and suppliers in terms of shipment procedures and
pricing of the products (Friese, 2019).
 The email will also act as a medium of exchange with the refugees and the immigrants.
Communication can be shared with them via the emails and be used as a two-way
communication with them.
 Queries, plans and updates can be discussed through the emails between the project
leaders and the team members (Silverman, 2018).

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Share Point
Team members, project managers and the stakeholders can upload their daily and statistics,
reports and documents on the Share Point. The online management plan of the project can use
Share Point at their disposal (Ferenczi, 2019).
Internal Communication Plan
Internal Information Management Plan
Medium Activity Responsibility Frequency Comment
1. Trello Daily upload of
the project
reports and
updates.
Project
Manager
Internal
Updates of
the project
to be
uploaded
Risks can be mitigated
by discussing and
updating the
information on a daily
basis
2. Internal
Database
Essential
information of
the team
members who
are working on
the project can
be stored and
used by the
organisation.
Project
Manager
Depending
on the type
of the team
and its
operations,
the
changing
roles of the
team
members,
the contact
information
must be
updated.
For a convenient
analysis of the project
and its different
stages, the contact
information of the
team members will be
essential.
3. Internal It is essential to Project Leader As the The real-time

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Communicato
r
store and
transmit the
information
between the
internal and
external
communications
(Fryer Jr, 2019).
requiremen
t stated by
the due
project.
exchange of the
messages can be
observed and used for
future communication.
Report on Internal Communication Activities
Share Point can be utilised as an effective and useful tool for the management and storage of
documents for the purpose of internal communication. The Share Point could effectively
collaborate with the work stations. They also avert the security and privacy-related risks
generally associated with maintaining the confidential reports and documents (Little and Rubin,
2019).
To ensure definite growth, Share Point can be utilised in adding the employee's private contact
information. This will be entitled to the employees working on the project. The information is
basically stored as a sense of security to the stakeholders so that they are able to track down the
information when needed (Morgeson et al. 2019).
External Communication Plan
Medium Activity Responsibility Frequency Comment
SharePoint Accessing the
daily reports,
updates and
documents of
the team
members on an
everyday basis
Project
Manager
The report will be
updated on the
basis of the project
deliverables and
the objectives of
the project.
Assists in the
maintenance of the
documents of the
project.

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External Database It is used for
the storage of
the
information
and details
with regards to
the team
members that
are working on
the project
(Melchers and
Beck, 2018).
Project
Manager
The information
can be subjected to
changes and
rectification as per
the changes in the
team members with
regards to their
tracking details.
This ensures that the
information is always
available with the
concerned parties at the
time of emergencies.
Social media
channels
Social media is
used as a tool
is dispersing
the
information
with regards to
the new
organisation
and the can be
used as a
medium for the
people to reach
the
organisation
(Turvey,
2019).
Project Leader It depends on the
demand of the
project.
Real-Time messages
can be shared
effectively through
social media channels.
Report on the External Communication Activity
External documents, latest updates and reports can be stored on the Share Point with the help of
the project manager. The risks related to the data and security which is prevalent in every
business organisation can be mitigated effectively with the usage of the Share Point (Merriam
and Grenier, 2019). The project can be further upgraded for the enhancement of the security with
the due assistance of the Share Point.

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The documents, reports and updates can be easily transferred to the internal stakeholders by
people who are working internally in the organisation. External communication also suggests the
use of the social media platform to attain the mass acknowledgement and informative
supplement to the general public and society (Megson, 2019).
Time management
Development of agricultural co-operative
Task Time in Days Milestone
1. Initial Planning 6 26-06-2019
1. Project Charter 2 22-06-2019
2. Risk plan 2 24-06-2019
3. Feasibility test 2 26-06-2019
2. Analysis: 5 01-07-2019
1. SWOT analysis 2 28-06-2019
2. Risk Analysis 2 30-06-2019
3. Business Requirements 1 01-07-2019
3. Design: 6 07-07-2019
1. User Interface 2 03-07-2019
2. Database design 2 05-07-2019
3. Program Design 2 07-07-2019
4. Coding: 10 17-07-2019
1. Programming 5 12-07-2019
2. Integrating 5 17-07-2019
5. Testing: 16 02-08-2019
1. Black box testing 6 23-07-2019
2. White box testing 4 27-07-2019
3. Performance testing 4 31-07-2019
4. Integration testing 2 02-08-2019
6. Implementation 6 08-08-2019
1. Deployment 2 04-08-2019
2. Installation 2 06-08-2019
3. User training 2 08-08-2019
7. Documentation 5 13-08-2019

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1. System Documentation 3 11-08-2019
2. User Documentation 2 13-08-2019
Total time in days 54
Milestones
Following are key milestones:
 Prepare the soil for wheat & oats
 Planting wheat & oats
 Germination wheat & oats
 Tillering and stem extension wheat
 Pollination wheat
 Ripening & maturity wheat
 Harvesting Wheat
 Harvesting oats
 Storing wheat and oats
 Distributing excess products
Limits and exclusions
Following are key limits of the proposed project:
 The selection of farmers is out of scope of this project.
 The transportation cost from storage location to destinations is excluded from the allocated
budget.
 Informing about the storage locations is not within the scope of the project.
 Procuring equipments for the proposed project is to be done by the management.

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Work Breakdown Structure
Cost Management
Task Name Duration Resource Names Cost
Agricultural co-operative project 182 days $183,440.00
Prepare soil for wheat& oats 10 days $9,920.00
Finalize type of wheat 3 days Agriculture expert $2,400.00
Finalize type of oats 3 days Agriculture expert $2,400.00
Hire harvesting machine 2 days Project manager $1,920.00
Plough the selected soil 5 days Farmer $3,200.00
Milestone 1: Soli preparation 0 days $0.00
Plant wheat and oats 57 days $59,360.00
Water the soil 10 days Farmer $6,400.00
Mark areas for planting 15 days Agriculture expert $12,000.00
Place wheat seedlings 12 days Agriculture expert, Farmer $17,280.00
Agricultural project
Prepare soil for
wheat& oats
Finalize type of
wheat
Finalize type of
oats
Hire harvesting
machine
Plough the
selected soil
Plant wheat and
oats
Water the soil
Mark areas for
planting
Place wheat
seedlings
Place oats
seedlings
Water planted
wheat and soils
Germinate
wheat and oats
Allow wheat to
germinate
Allow oats to
germinate
Water soil
Tilleringand
stem extension
Pollination
wheat
Ripening and
maturity wheat
Harvest wheat
Harvest oats
Store wheat and
oats
Collect wheat
Collect oats
Store collected
wheat and oats
Distribute excess
product Project closure
Document
lesson learnt
Release
resources

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Place oats seedlings 12 days Agriculture expert, Farmer $17,280.00
Water planted wheat and soils 10 days Farmer $6,400.00
Milestone 2: Planting wheat and oats 0 days $0.00
Germinate wheat and oats 97 days $38,400.00
Allow wheat to germinate 20 days Farmer $12,800.00
Allow oats to germinate 30 days Farmer $19,200.00
Water soil 10 days Farmer $6,400.00
Milestone 3: Germination 0 days $0.00
Tilleringand stem extension 25 days Agriculture expert $20,000.00
Pollination wheat 157 days $32,000.00
Ripening and maturity wheat 20 days Farmer $12,800.00
Harvest wheat 15 days Farmer $9,600.00
Harvest oats 15 days Farmer $9,600.00
Milestone 4: Wheat pollination 0 days $0.00
Store wheat and oats 166 days $8,400.00
Collect wheat 5 days Storehouse manager $3,000.00
Collect oats 5 days Storehouse manager $3,000.00
Store collected wheat and oats 4 days Storehouse manager $2,400.00
Milestone 5: Wheat and oats storage 0 days $0.00
Distribute excess product 10 days Project manager $9,600.00
Project closure 6 days $5,760.00
Document lesson learnt 3 days Project manager $2,880.00
Release resources 3 days Project manager $2,880.00
Resources involved in the project:

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Resource Name Type Max.
Units
Std. Rate
Agriculture expert Work 100% $100.00/hr
Project manager Work 100% $120.00/hr
Farmer Work 100% $80.00/hr
Storehouse
manager
Work 100% $75.00/hr
Recommendations
SettleinOZ is a very powerful approach taken to solve the crisis and issues pertaining the
immigrants and the refugee rehabilitation and work. The initiative which will be formed as an
organisation will prove to be a success provided the project plans are effectively implemented.
For the sustainable establishment and growth of this not for profit organisation, it is imperative
the internal and the external stakeholders work in unison.
Effective project development will ensure the aversion of issues pertaining to the risks for the
new entry in the market, as there are already existing non-profit organisations already having its
operational base in Australia. The other issues related to the budget, operations, finance and
planning can be avoided by having an efficient project manager with an impeccable project plan.
The PMBoK methodology can be used to make necessary changes in the multiple departments of
the organisation, as the organisation aims to have a very strong and effective technological and
digital presence in Australia.
It has been duly recommended that the organisation keeps its strategies, aims and objectives
under wraps as many organisations are emerging at a very fast pace with a similar perspective.
This will help to maintain an edge over the others. A very strong recommendation comes in the
favour of the Share Point as a medium of all the exchanges, internal as well as external to the
organisation. The daily and weekly reports, updates and documents must be shared and uploaded
via the Share Point. It is also recommended as a safe passage to maintain the confidentiality of
documents and people.

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