Project Audit and Termination Report

This assignment requires students to complete a project audit and termination report for the Barwon Health Infrastructure case study. The report should substantiate that the goals and objectives of the project have been met and important items or deliverables have been produced by the project. Additionally, students must prepare a project governance report based on PRINCE2, PMBOK Guide, and Kerzner's Project Management to ensure timely, relevant, and reliable project information is provided to stakeholders.

PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
PPMP20010 - Assignment 2
Part A
Project Audit and Termination
Report
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The Project Audit and Termination Report is a tool used to substantiate to the
stakeholders of a project that the goals and objectives of the project have been met and
important items or deliverables have been produced by the project. The report is a vital
communication tool that is used as the basis for ensuring that the stakeholders
acknowledge the project success and accept the outcomes.
Kerzner (2013) p582 section 11.35 identifies five different types of audit – performance,
compliance, quality, exit, and best practices. Audits do not have to occur at the end of a
project but can occur during a project as health checks and quality audits (Kerzner 2013,
1031, 1151-1152). The PMBOK (2013) p100-104 advises the process to be followed
when closing or finalizing all the activities within a project. Chapter 18 of Managing a
Successful Project with PRINCE2 discusses the PRINCE2 approach to closing. Not all
projects terminate successfully; Kerzner (2013) also discusses the reasons why some
projects are stopped (section 11.20) and the lessons for the project manager (section 9.1
p447) if the processes for phase-outs and transfers are not conducted correctly (11.21).
The report is based on the contents of Managing Successful Projects with PRINCE2
(2009), A Guide to the Project Management Body of Knowledge (PMBOK Guide) 5th
Edition (2013) and Kerzner Project Management: A Systems Approach to Planning,
Scheduling and Controlling (2013).
Please complete the report for the case study (Barwon Health Infrastructure) provided
within the Assessments section in the Moodle.
Guidance boxes like this should be deleted when you have finished with the contents: position the cursor on the
border, left click when a cross appears and press delete.

PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
1 PROJECT INFORMATION
Project name: A brief name to describe the project
Date: Date of the current status report
Project ownership: Area responsible for the project
Prepared by: Name and position
Distribution list: List of those receiving the report, their positions and role in
the project.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
2 AUDITABLE CATEGORIES
Auditable Category WBS ID and Item Description Applicable metrics
1. Performance /
Progress
1.1 Understanding the project
detail
Productivity
Cash flow details
1.2 Gathering project items Employee satisfaction
Gross margin
1.3 Condition adopted for the
ICT process
Customer satisfaction scores
ICT details
2. Compliance 2.1 Incorporating required ICT
facilities
Unified management team
Centralized data centre
2.2 Cloud service incorporation Fibre combination
Organizational encompass
2.3 Copper and microwave
networking technologies
Wan infrastructure
Clinical equipments
3. Quality 3.1 Health care record keeping
system
Data centre
Microsoft SQL cluster
3.2 Hyper converged
infrastructure development
Virtualized network system
Virtualized desktop
infrastructure
3.3 Information specification Safety
security
4. Change / Exit 4.1 Project audit reconfiguration Effective communication
Proper deliveries
4.2 Review on the ICT record
keeping system
Details of the patients
Training tests
4.3 Final ICT concept
incorporation
Measurement of the
proficiency
Realizing benefits based on
Return On Investment
5. Risk 5.1 Risk identification System security
Quality services
5.2 Risk assessment Storage and technical
requirements
Electronic knowledge
gathering
5.3 Risk management Control and procurement
Control scope
6. Best Practices /
Lessons to be
Learned
6.1 Final acceptance criteria for
the project
Critical success factors
User friendliness
6.2 Agreement shell SLA guidelines
Potential issues
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
6.3 Final project document
submission
Feasibility study
Cost benefit analysis
3 AUDIT PLAN
Audit
Category
Item When will it
be
conducted?
Who will
conduct?
Purpose (discovery or
decision-making)?
Performance
/ Progress
Required all
the 6 project
items
At the very
project
initiation phase
Project
manager
and
project
team
members
In order to develop the ICT
based health care system for
keeping the patients health
conditional report these items
are needed to be identified
initially.
Compliance The list of
rules those
are
governing
the initiation
of the RFP
process
Initiation phase Project
manager
and
project
sponsors
The contribution of the project
manager will help to keep the
records or details safely. If all
the requirements are properly
considered during the system
specification and combination
then the project can easily meet
the requirement.
System
detail
analysis
Initiation phase Technical
experts
and
system
analysts
The technical experts should
ensure all the ICT requirements
properly to initiate and complete
the ICT health record keeping
system securely.
Experience
of the
project team
members
Initiation phase HR
manager
Before developing project team,
their skills and knowledge re
needed to be examined by the
HR manager to make sure that
no such implementation issue
are arising.
Quality Hardware
specification
Planning
phase
Technical
experts
All necessary hardware should
be specifically identified to
avoid unwanted situations
Software
licence
Planning
phase
System
developer
In order to run the ICT based
health care application
accurately proper software are
needed to be considered and
all necessary software licence
are also needed those should
also be adopted.
Change / Exit Return on
investment
Initiation phase Fiance
manager
A feasibility study should have
to be conducted to make sure
about the return that may
generate from the total capital
investment
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
Earned
value
analysis
Planning
phase
Audit
team
In order to gain measurable
commercial success necessary
earned value analysis is
required to be done by the
project finance managers
Risk Lack of
technical
experience
of the
project team
members
Implementation
phase
Project
manager
Professional technical training
and development program
should be arranged to improve
the technical skills of the
members
Project
overrun
Implementation
phase
Project
sponsor
and
manager
At the project initiation phase
proper feasibility study should
be done so that the project can
be completed within the
estimated budget and time
phase.
4 PROJECT TERMINATION / CLOSURE
Controllable
Category
Item &
Explanation
PMBOK Knowledge Area
Input
Tool &
Technique Output
1. Deliverable 1.1 Selection
of cloud
platform
Project plan MS project Positive
1.2 Agreement Project plan MS project Positive
1.3 ERF
reference
numbers
Procurement
management
Event
simulation
Positive
2. Configuration 2.1 Indicated
timetable
Control
schedule
MS project Positive
.
2.2
Registrants
Tender box Electronic
lodgement
Positive
2.3 ICT
implementatio
n
Technical
trends
Electronic
lodgement
Positive
3. Status
Accounts
3.1 technical
specification
Technical
trends
Server Positive
3.2 Non-
technical
requirements
Project
background
Intellectual
property
Positive
3.3 Technical
requirements
Project
background
Intellectual
property
Positive
4. Logs 4.1 Change
requirements
Controlled
schedule
Earned value
(EV)
Positive
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
4.2 Report for
changes
Controlled
schedule
Earned Value Positive
4.3 Risk
management
report
Risk control Earned value
(EV)
Positive
5. Issues 5.1 less
support from
the technical
experts
Risk control Earned value
(EV)
Positive
5.2 lack of
additionally
required
materials
Risk control Planed values
(PV)
Positive
5.3 Risk
management
plan report
Risk
management
plan
Planned value
(PV)
Positive
5 TERMINATION / CLOSURE PLAN
From the overall project details analysis it has been found that with the successful
implementation of the Barwon health project the clients will be able to gain measureable
revenue by service valued and quality service to the consumers. The project termination
phase or closure phase for this project is consists of three activities such as stakeholder
signoff, final project tender document submission to post maintenance plans. In this
particular phase before the final submission of the tender document certain activities
those are needed to be incorporated include methodology, capability, quality system,
environmental management, compliance statement, financial viability etc, Again at the
project closure phase, for storing the health records of the patients the cloud server that
will be adopted must be analysed based on the functionalities, reliability, portability,
viability, security and user friendliness.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
Part B
Project Governance Report
1. PROJECT INFORMATION
Project name: A brief name to describe the project
Date: Date of the current status report
Project ownership: Area responsible for the project
Prepared by: Name and position
Distribution list: List of those receiving the report, their positions and role in
the project.
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The Project Governance Report is a vital communication tool that is used as the basis for
ensuring that the project board and other major project stakeholders are provided with
timely, relevant and reliable project information. As a consequence of this report a
framework is provided where by issue can be reported and decisions made in a
transparently accountable manner.
Kerzner (2013) states (p. 21) that governance relates to decisions that define
expectations, accountability, responsibility, the granting of power, or verification of
performance. Governance relates to consistent management, cohesive policies, and
processes and decisions-making rights for a given area of responsibility. Governance
enables efficient and effective decision-making to take place.
The PMBOK (2013) section 2.2.2 discusses project governance and advises that it is a
framework that provides the project manager and team with structure, processes,
decision-making models and tools for managing the project, while supporting and
controlling the project for successful delivery.
The report is based on the contents of Directing plus Managing Successful Projects with
PRINCE2 (2009), A Guide to the Project Management Body of Knowledge (PMBOK
Guide) 5th Edition (2013) and Kerzner Project Management: A Systems Approach to
Planning, Scheduling and Controlling (2013).
Please complete the report for the case study (Barwon Health Infrastructure provided
within the Assessments section in the Moodle.
Guidance boxes like this should be deleted when you have finished with the contents: position the cursor on the
border, left click when a cross appears and press delete.

PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
2. OVERALL PROJECT RESPONSIBILITY
The Victorian Government mandates the regional health facility alliance and a
centralized ICT provision service system. Under the guidance of unified team
members this project can be eventually implemented. All the public acute
hospitals and their health services are collectively coordinated. The Alliance
covers the entire area.
SWARH is responsible to create a private cloud which will operate the servers,
storages and the workstations together. The role of SWARH is to deliver more
than 300 applications and over 20 critical applications together.
The responsibility for this project lies with the requirements of the RFP process in
terms of professional competence, commercial needs, financial requirements
and solution needs also. In order to implement the Barwon Health project
successfully it is necessary for the project manager to breakdown the workload
among the project team members based on their skills and knowledge.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
3. ROLES, RESPONSIBILITIES AND PERFORMANCE CRITERIA
As the entire project is ICT based project thus, the project team members should
have proper technical knowledge accordingly. The roles and responsibilities of
the project team members are elaborated below:
Resources Role Responsibility
Project manager Internal Responsible to control
and monitor the entire
project progress and
other necessary
components
Finance manager Internal The responsibility of the
fiance manager is to
make a feasibility study to
create the total budget of
the project. The feasibility
will help the finance
manager to understand
that whether the project is
beneficial or not.
Sponsors External To invest requested
amount of capital for
successful
implementation of the
project
Hardware and software
suppliers
External In order to develop the
ICT based health
recordkeeping system
proper contract is needed
with the hardware
supplier. In order to run
the application accurate
software licence are also
needed.
System developers Internal In order to develop the
ICT system proper
design, supply and new
HCI environment should
be done to successfully
implement the new HCI
environment.
4. GOVERNANCE ARRANGEMENTS
The governance arrangements for this project consist of the followings:
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
 Adoption of disciplined project life cycles governance which include
approval gates at which viability can be reviewed and approved
accordingly
 Recording and communicating based on the approval gates
 The responsibility acceptance by the organizational management
 Must ensure that the P3 management can add-on values
 Fostering a culture of improvement and PM3 information disclosure
 Establishing coherent relationship between the ICT project management
methodologies and business strategies
In order to implement the project and for its long-term sustainability it is necessary for
the project manager to consider all necessary project governance agreements. It
helps the project manager and team members to make effective decisions for the
success of the project.
5. RELATIONSHIP TO THE PORTFOLIO
The Relationship to the Portfolio for this project is very essential for the ultimate
success of the project.
Project portfolio is comprises of both the programs and projects and it is
managed accordingly by the portfolio managers. From the strategic business plan the
portfolio can be drawn successfully. It is necessary for the portfolio managers to
integrate all the activities together so that it can reach the project objectives easily.
6. AUTHORISATION POINTS
The authorisation points for this project can manage all activities together and
helps the Barwon Health project tenders to take effective decisions. The
authorization details that are to be considered are as follows:
 Roles based upon the access control
 Based on the access control proper attributes
 Application Programming gateway interface
 Implementation of single scope to protect the system services
 Password and strong system authentication to allow only the
authenticated users
7. DELEGATION
The delegation arrangements for this project are mentioned below:
 Preparation
 Assigning
 Understandings bare confirmed
 Commitment confirmation
 Reverse delegating avoidance
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
 Accountability assurance
Delegating is referred to as the greatest way that provides ideas about the task
so that it can be completed within a lesser time and budget. The capacities of the
team members become stronger with this. However, in most of the cases it has
been found that the project manager fails to pay proper attention on these. Thus,
enough attention must be given by the project managers to gain effective
benefits. In order to get outstanding results from the project delegating demands
following proper formulas should be considered. It has been expected that id all
these approaches are accordingly followed then the project will be able to reach
the desire expectation.
8. INFORMATION VALIDITY
The manner in which information validity for this project is assured are as
follows:
 Project initiation
 Planning
 Implementation
 Monitoring and control
 Closure
Not only for this project but also regardless of the complexity and size of any
project the project managers should consider all of these phases properly so that
the project manager can meet the objectives. Each phase considered for the
project generates certain outcomes. In order to examine that, whether the
outcomes are valid or not proper validation testing should also be done by the
project head authorities.
9. SCRUTINY
The scrutiny arrangements for this project include the following:
 Legislation and other requirements exploration
 Defining project profits and obtaining support from the top management
team
 Cyber security approaches are to be incorporated
 Framework selection for implementing the cyber security within the
project
 Risk assessment and mitigation
 Training and awareness program implementation
Security is another important aspect that should be considered for keeping the
credentials secured from the external attackers, Necessary security approaches
in terms of encryption, firewall, and password protection are necessary to be
incorporated by the project managers of the Barwon Health project, to avoid
unwanted data hijack.
10. STATUS REPORTING
The status reporting arrangements for this project are as follows:
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
 Improvement in the communication approaches followed by the project
managers and the project team members
 Simplification of the communication approach
 Informing the project stakeholders
 Key massage delivery to the intended target audience
 Improvement in organizational support
 Establishment of matrices for system consistency and verification
 To keep the project manager and the project team members informed
about the current status
 The due diligence should be done accordingly by the project head to
make sure that the project is meeting the requirements.
11. IMPROVEMENT
The improvement arrangements for this project are as follows:
 Development of the ICT project platform
 Evaluation of feasibility and the acceptability of the ICT platform
 Effects of evaluation
 Web interface development
12. STAKEHOLDER ENGAGEMENT
The stakeholder engagement arrangements for this project are
Reward program arrangement: The project development company should
arrange reward program based on the contribution and ability of the stakeholders
for the successful completion of the project. As the rewards will be given to the
stakeholders thus it will keep them engaged to their job roles.
Training and development program: Professional training and development
program should be arranged for the stakeholders so that they can increase their
skills and knowledge accordingly.
Incentives and promotion of designation: Based on the contribution of the
project team members and other stakeholder’s incentives structure should be
designed and they should be promoted to higher position.
6 REFERENCES
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Management of a Strategic Resource. Elsevier Health Sciences.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
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