Project Audit, Termination and Governance Reports for Barwon Health Project Tender

This report provides insights on the Project Audit, Termination and Governance Reports for Barwon Health Project Tender. It includes project information, audit plan, termination plan, project governance, roles, responsibilities and performance criteria.

PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
PPMP20010 - Assignment 2
Part A
Project Audit and Termination
Report
1 PROJECT INFORMATION
Project name: Barwon Health Project Tender- Storage and computer
infrastructure
Date: 22/4/2018
Project ownership: Project Sponsor and stakeholders
Prepared by: (Please fill)
Distribution list: (Please fill)
2 AUDITABLE CATEGORIES
Auditable Category WBS ID and Item Description Applicable metrics
1. Performance /
Progress
1.1 Performing the Barwon
health project under contract
Utilization of resources
Track the project progress
1.2 Payment of the fees and
charges
Cost variance analysis
Earned value calculation
1.3 Provide sufficient storage
and compute capacity
Project scope management
Scope of work change
request
2. Compliance 2.1 Time to notify the claims Schedule management
Schedule variance analysis
2.2 Code, standards and
guidelines
Project audit plan
Project guidelines report
2.3 Safety management Safety management plan
Environment Management
plan
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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3. Quality 3.1 Operation of the new HCI
platform
Quality management plan
Quality measures
3.2 SQL requires 50% additional
usable storage for growth
Client satisfaction level
Quality management plan
3.3 VDI requires an additional
20%.
Quality control
Client satisfaction level
4. Change / Exit 4.1 Barwon Health logon script
changes to ensure optimal
performance
Change control
Expert judgement
4.2 Barwon Health’s Change
management process
Change request to the scope
statement
Change control
4.3 Change into the tender
documents
Review the Storage and
compute infrastructure
tender documents
5. Risk 5.1 Lack of communication
among the team members
Proper hiring of the project
resources
Project communication plan
5.2 Improper project budget plan Risk management plan
Budget plan
5.3 Improper training Training program
Control management
6. Best Practices /
Lessons to be
Learned
6.1 Design, supply and build
new HCI environment
Project scope management
Supply chain management
6.2 Design and build new Citrix
Virtual Desktop
Infrastructure
Project scope management
Review the scope statement
6.3 Design and build new SQL
Server Clustered Farm
Project scope management
Quality management plan
3 AUDIT PLAN
Audit Category Item When will it
be
conducted?
Who will
conduct?
Purpose (discovery
or decision-
making)?
Performance /
Progress
Performing the
Barwon health
project under
contract
Within 7 days Project
manager
Discovery: The
project work meets
with the objectives
into the tender
document.
Payment of the
fees and
charges
Within 20 days Project
manager
Discovery: The
payment is resulted
into start of project
earlier.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
Provide
sufficient
storage and
compute
capacity
Within 1 month Project
auditor
Decision making:
Proper decisions are
taken regarding
capacity of storage
and compute
infrastructure.
Compliance Time to notify
the claims
Within 15 days Project
manager
Discovery: Time is
needed to notify the
project stakeholders
about the time
required for legal
basis of the project
claims.
Code,
standards and
guidelines
Within 5 days Project
auditor
Discovery: The
stakeholders are
required to know the
code, standards and
guidelines to
minimize safety risks.
Safety
management
Within 3
weeks
Project
safety
manager
Decision making:
Review of the safety
plan before start to
work into the project.
Quality Operation of
the new HCI
platform
Within 10 days Project
auditor
Decision making:
Proper operation
plan is required to
raise quality of new
HCI platform.
SQL requires
50% additional
usable storage
for growth
Within 2 month System
administrator
Decision making:
There are
requirement of extra
storage into the
virtual desktop
infrastructure to store
more data.
VDI requires
an additional
20%.
Within 1 month Project
auditor
Decision making:
Extra efforts are
added to reduce the
failure into the
system.
Change / Exit Barwon Health
logon script
changes to
ensure optimal
performance
Within 20 days Project
manager
Discovery: There is
identification of
configuration items.
Barwon
Health’s
Change
management
process
Within 15 days Project
manager
Discovery: There is
requirement of
change management
plan.
Change into
the tender
documents
Within 2
weeks
Project
manager
Decision making:
The changes are
needed to get best
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
outcomes of the
project.
Risk Lack of
communication
among the
team members
Within 1 month Project
manager
Decision making:
The project manager
implements of
communication plan
to coordinate with the
project team
members.
Improper
project budget
plan
Within 2
months
Project
sponsor
Decision making:
There is proper
estimation of project
cost.
Improper
training
Within 2
weeks
Project
manager
Decision making:
More training
programs are
required to be started
to train the workers.
Best Practices /
Lessons to be
Learned
Design, supply
and build new
HCI
environment
Within 30 days Project
designer
Decision making:
Proper operation
plan is required to
design, supply and
build new HCI
platform.
Design and
build new
Citrix Virtual
Desktop
Infrastructure
Within 20 days Project
designer
Discovery: The
design reports are
prepared in which
design of the
infrastructure are
drawn.
Design and
build new SQL
Server
Clustered
Farm
Within 10 days Project
designer
Discovery: Final
review of the project
results.
4 PROJECT TERMINATION / CLOSURE
Controllable
Category
Item &
Explanation
PMBOK Knowledge Area
Input
Tool &
Technique Output
1. Deliverable 1.1
Commissionin
g of storage
and computer
infrastructure
Release plan Judgement
from the
expert side
Final
implementation of
storage and
computer
infrastructure
The commission work is to be done on time such that the project
closes within scheduled time.
1.2
Testing of the
infrastructure
Testing plan Judgement
from the
expert side
Final product and
services
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
work The test plan is accepted to meet with requirements of project.
1.3
Implementatio
n of the
storage and
computer
system
Organization’s
implementatio
n processes
and
procedures
Analytical
techniques
Feedback
After the implementation of proposed system, the feedback of
workers is taken to see if the system works as per client’s
requirements.
2. Configuration 2.1
Communicatio
n
Project
communicatio
n plan
Weekly
meetings
Communication
plan
There are various communication gap among the project team
members, therefore proper communication plan is implemented to
interact and discuss any project issues.
2.2
Hardware
Project
management
plan
Expert
judgement
Project audit report
It includes of initiation, planning, execution and closure of the project
plan. The hardware equipments are maintained properly before it is
used.
2.3
Software
Project
management
plan
Expert
judgement
Project audit report
It includes of initiation, planning, execution and closure of the project
plan. The software equipments are maintained properly before it is
used.
3. Status
Accounts
3.1
Work
packages
Work
breakdown
structure
Expert
judgement
Project WBS
The project WBS structure consists of all the project activities and it
manages the project phases.
3.2
Planning
packages
Project
management
plan
Expert
judgement
Project plan
document
All the project activities are planned properly to complete it on time.
3.3
Accounts
planning
Project
management
plan
Analytical
judgements
Project account
control report
The scheduled time and cost is controlled by earlier planning of the
accounts.
4. Logs 4.1
Risk register
log
Project risk
management
plan
Expert
judgement
Risk register
The experts judge the probability, impact and severity of the risks.
4.2
Team
management
log
Team
performance
report
Expert
judgement
Stakeholder
analysis
Stakeholder analysis is to be done properly to identify the project
team members.
4.3
Monitoring log
Monitoring
report
Meetings Monitoring plan
Monitoring plan helps to monitor all the project issues properly.
5. Issues 5.1
Budget
Financial risks Information
gathering
techniques
Budget plan
Budget plan requires minimizing the risks associated with wastage
of cost and financial losses.
5.2
Lack of
Weekly
meetings
Expert
judgement
Communication
plan
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
communication A proper communication channel is required to perform weekly
meetings, face-to-face discussion on the project issues.
5.3
Improper
training
Training
materials
Checklist
analysis
Proper training
programs for
workers
Training requirement issues are mitigated using training programs
and the employees are trained based on required skills.
6.
Procurements
6.1
Value of
money
Schedule of
the project
Perform
research on
market
Statement of work
It is core principles to underpin decisions on governmental
procurement.
6.2
Stakeholder
participation
Stakeholder
identification
Expert
judgement
Stakeholder
register analysis
The stakeholder is equally contributed into the project work to
complete the work on time.
6.3
Opportunities
of training
Training
materials
Checklist
analysis
Proper training
programs for
workers
Training is provided to staffs which make them expertise into the
project requirements.
5 TERMINATION / CLOSURE PLAN
Week Week
1-8
Week 9-
16
Week
17-24
Wee
k
25-
32
Wee
k
33-
40
Wee
k
41-
48
Wee
k
49-
52
Preparation step
Review of
the audit
contract
Review
previous
audit
report
Assemble
the audit
team
Kick off
the
project
meeting
Finalizing
design,
build and
supply of
VDI
Audit phase 1
Audit for
design,
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
supply
and build
new HCI
environm
ent
Audit of
the
balance
sheet of
the
tender
Discussio
n of the
questions
with the
project
clients
Prelimina
ry
findings
for phase
1
Audit phase 2
Audit for
design
and build
new Citrix
Virtual
Desktop
Infrastruct
ure
Audit for
tender
operation
s
Discussio
n of the
questions
with the
project
clients
Prelimina
ry
findings
for phase
2
Audit phase 3
Audit for
design
and build
new SQL
Server
Clustered
Farm
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
Audit for
the
tender
operation
s
Discussio
n of the
questions
with the
clients
Prelimina
ry
findings
for phase
3
Audit consolidation
Consolida
te of the
project
findings
Preparati
on of
audit draft
Delivery
of the
final audit
report to
the
project
manager
Completi
on of
audits
plan
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
Part B
Project Governance Report
1. PROJECT INFORMATION
Project name: Barwon Health Project Tender- Storage and computer
infrastructure
Date: 24/4/2018
Project ownership: Project sponsor and stakeholders
Prepared by: (Please fill)
Distribution list: (Please fill)
2. OVERALL PROJECT RESPONSIBILITY
The responsibility for this project lies with accountable towards project success.
In order to increase success of the project work, project users and suppliers are
presented into the project board. The board takes responsibility to take decisions
related to the project. They sign off the project brief, project initiation document
and resolve conflicts escalated by project team members.
3. ROLES, RESPONSIBILITIES AND PERFORMANCE CRITERIA
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
The roles, responsibilities and performance criteria for this project consist of
project team and external stakeholders.
Role Responsibilities
Project team
Director of Public Health  Determine vision and objectives for the
heath project
 Accountable to deliver health objectives and
report annually on project outcomes
System analyst  Use of analysis and design procedures to
solve the business problems
 Identify the organizational infrastructure
improvements
Project Manager  Plan and execute the project plan
 Lead and manage the project team
Procurement manager  Manage and coordinate the procurement,
buying and supplying of products
 Plan, coordinate and deal with the
purchasing departments
Board committee
members
 Direct and manage the potential liabilities
 Establish of policies related to financiers
External stakeholders
Service users  Receive of services encourage and foster
experiences
 Provide high quality of services to the client
Customers  Analyse the cost and benefits of virtual
desktop infrastructure
 Brief the user management on all project
aspects
Suppliers  Ensure that progress remains consistent
with perspective of supplier
 Brief the non-technical management on the
aspects of supplier
Service providers  Ensure that the products are being signed
off
 Resolve the user requirements
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
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4. GOVERNANCE ARRANGEMENTS
The governance arrangements for this project consist of change into the project
budget, scope, quality, and schedule beyond the authority of the project
management. It also includes of changes into rules, processes which determine
authority as well as accountability of organizational policies, commercial products
and involvement of stakeholders into decision making.
5. RELATIONSHIP TO THE PORTFOLIO
The Relationship to the Portfolio for this project is the balance scorecard which
changes ways into the organizational business. It can translate the higher level
of strategic plan into the operational plans. It also introduces feedback loop into
the strategic planning processes.
6. AUTHORISATION POINTS
The authorisation points for this project are project decision making, which takes
decisions regarding any changes which are made into the project work. The
business case of the tender project is being reviewed properly to reduce the
occurrence of issues.
7. DELEGATION
The delegation arrangements for this project are changes into the delegation of
administration, marketing activities which are related to the assets of the
organization. There are requirement of outsourcing along with delegation of
tasks into the project.
8. INFORMATION VALIDITY
The manner in which information validity for this project is assured is to measure
the design of the infrastructure at each stage of the project processes. The
validity of virtual desktop infrastructure is assured in context of the project work.
9. SCRUTINY
The scrutiny arrangements for this project are to carry out joint work which is
formalized. By sharing of the information on each work’s programmes, scrutiny
acts as catalyst to modify local understanding as well as joint working around the
project key issues.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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10. STATUS REPORTING
The status reporting arrangements for this project are the project activities report
which shows if the project activities are finished on time or not. The budget plan
report shows if the project work is under budget or it gets over budget. The
project schedule plan is also reviewed to observe if the project plan is on time or
there is delay into the plan.
11. IMPROVEMENT
The improvement arrangements for this project are improvement over the
organizational culture to prevent any kind of conflicts with the project team
members into the project. The project information are not shared with any
external stakeholders, it should be disclosed internally.
12. STAKEHOLDER ENGAGEMENT
The stakeholder engagement arrangements for this project are to engage the
internal stakeholders into the project work. The stakeholders are engaged into
mitigating the organizational issues so that the organization’s performance is
improved for decision making.
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