Manage Project Integration

This article on Desklib covers project integration management, including project governance models, project management cycle, methodologies like Agile and Prince 2, and more. It also includes details on project initiation requirements, project execution, project finalization, and project evaluation. Course code, course name, and college/university are not mentioned.

Manage Project
Integration

Table of Contents
INTRODUCTION......................................................................................................................7
MAIN BODY.............................................................................................................................7
TASK 1......................................................................................................................................7
Presenting project governance model....................................................................................7
Project management cycle......................................................................................................7
Methodology related to project management.........................................................................9
Prince 2 methodology............................................................................................................9
Documents required for project management......................................................................10
Organizational documents....................................................................................................11
TASK 2....................................................................................................................................11
PART A....................................................................................................................................11
Project Initiation Requirements................................................................................................11
Framework...........................................................................................................................11
Methodology........................................................................................................................11
Relationship between the project and broader organisational strategies.............................11
Detail of the client................................................................................................................12
Internal and external stakeholder.........................................................................................12
Governance structure...........................................................................................................12
Contract................................................................................................................................12
Role play..............................................................................................................................13
Charter Document................................................................................................................13
Email....................................................................................................................................14
Project management plan.....................................................................................................15
Quality Plan..........................................................................................................................16
Human resource plan............................................................................................................17
Project communication plan.................................................................................................18
Risk Register........................................................................................................................18
Project monitoring and controlling......................................................................................19
Issue register.........................................................................................................................19
Change management process...............................................................................................20
Record management.............................................................................................................20
Finalisation activities...........................................................................................................21

Organizational policy associated with project.....................................................................21
Part B........................................................................................................................................21
Project execution......................................................................................................................21
Part B........................................................................................................................................22
Project execution......................................................................................................................22
Project Strategy....................................................................................................................22
Email to relevant stakeholders.............................................................................................23
Internal environment report..................................................................................................23
Project status report..............................................................................................................24
Presenting project Status report 2........................................................................................24
Finding regarding reopening of store...................................................................................25
Email....................................................................................................................................25
Project plan...........................................................................................................................26
Part C Project Finalisation.......................................................................................................26
Project closure report...........................................................................................................26
Budget and monitoring Plan....................................................................................................28
Simulation call.....................................................................................................................30
Part D: Project Evaluation.......................................................................................................30
Project planning and design.................................................................................................30
Execute project in a work environment...............................................................................31
Manage project control........................................................................................................31
TASK 3....................................................................................................................................32
PART A: PROJECT PREPAPARTION AND PROJECT MANAGEMENT PLAN.............32
Project Charter.....................................................................................................................32
Function..................................................................................................................34
Name......................................................................................................................34
Role........................................................................................................................34
Approved by:..........................................................................................................34
Project Sponsor......................................................................................................34
Date........................................................................................................................34
Approved by:..........................................................................................................34
Project Manager.....................................................................................................34
Date........................................................................................................................34
2. Project management plan.................................................................................................34

3. Email................................................................................................................................41
PART B: PROJECT EXECUTION.........................................................................................42
1. Project strategy.................................................................................................................42
2. Email................................................................................................................................44
3. Email to project team and external consultant.................................................................44
4. Project status report..........................................................................................................44
5............................................................................................................................................46
6. Updated project plan........................................................................................................47
PART C....................................................................................................................................48
Project Closure Report.........................................................................................................48
1 Executive Summary..............................................................................................................48
1.1 Background....................................................................................................................48
1.2 Reason for Closing the Project.......................................................................................48
1.3 Highlights and Innovations............................................................................................48
1.4 Summary of Recommendations.....................................................................................48
2 Project Performance..............................................................................................................48
2.1 Performance against Objectives.....................................................................................48
2.2 Performance against Outcomes......................................................................................48
2.3 Performance against Outputs.........................................................................................49
2.4 Performance against Schedule.......................................................................................49
2.5 Performance against Budget..........................................................................................49
2.6 Recommendations..........................................................................................................49
3.1 What Worked Well?.......................................................................................................49
3.2 What could be improved?..............................................................................................49
3.3 Recommendations..........................................................................................................49
4.1 Recommendations..........................................................................................................50
Budget Monitoring and Review Plan.......................................................................................50
Draft an email to the steering committee.............................................................................53
Project Evaluation Report....................................................................................................53
TASK 4....................................................................................................................................54
Part A Project preparation and project management plan........................................................54
PROJECT CHARTER.........................................................................................................54
The project will include details regarding the use of digital marketing in order to
expand the business................................................................................................55

Project management plan.....................................................................................................57
Stakeholder engagement plan................................................................................................58
Cost of quality of the project can be managed........................................................................58
Through this manager can identify actual performance of project .......................................58
Project human resources plan including roles and responsibilities..........................................58
Project risk management plan including risk register..........................................................59
MAIN BODY...........................................................................................................................62
TASK 4....................................................................................................................................62
Part A Project preparation and project management plan........................................................62
PROJECT CHARTER.........................................................................................................62
The project will include details regarding the use of digital marketing in order to
expand the business................................................................................................63
Project management plan.....................................................................................................65
Project human resources plan including roles and responsibilities..........................................66
Project procurement management plan including RFT/RFP and SOW for at.....................69
Project monitoring, control, and evaluation tools................................................................70
Issues register.......................................................................................................................71
Change and record management..........................................................................................71
Finalisation activities...........................................................................................................72
Organisational policies and procedures applicable to the project........................................72
A list of project initiation documentation............................................................................72
E- mail..................................................................................................................................73
Part B Project execution...........................................................................................................73
Particular..................................................................................................................................74
Week 1.....................................................................................................................................74
Week 2.....................................................................................................................................74
Week 3.....................................................................................................................................74
Hiring expert...........................................................................................................................74
Selecting best ecommerce website..........................................................................................74
Approve relevant stakeholder..................................................................................................74
Identifying risk and challenges...............................................................................................74
Email....................................................................................................................................75
Email to external consultant.................................................................................................76
Status report.........................................................................................................................76

Email to steering community...............................................................................................78
Part C Project finalisation........................................................................................................79
1 Executive Summary........................................................................................................79
1.1 Background................................................................................................................79
1.2 Reason for Closing the Project...................................................................................79
1.3 Highlights and Innovations........................................................................................79
1.4 Summary of Recommendations.....................................................................................79
2.1 Performance against Objectives.....................................................................................79
2.2 Performance against Outcomes......................................................................................80
2.3 Performance against Outputs.........................................................................................80
2.4 Performance against Schedule.......................................................................................80
2.5 Performance against Budget..........................................................................................80
2.6 Recommendations..........................................................................................................80
3.1 What Worked Well?......................................................................................................80
3.2 What could be improved?..........................................................................................80
3.3 Recommendations......................................................................................................80
4 Closure Activities.................................................................................................................81
4.1 Recommendations..........................................................................................................81
Budget Monitoring and Review Plan...................................................................................81
Book an appointment with your Assessor to discuss the finalisation of the project............83
REFERENCES...........................................................................................................................1

INTRODUCTION
MAIN BODY
TASK 1
Presenting project governance model
It is simply the way company choose to apply project governance and it covers the
roles involved in decision making process like policies and internal rules for managing the
project. Along with this, it also helps in analysing the approach to control and manage the
reporting on the work. Moreover, in the case of John Reading it can make use below
mentions model in order to accomplish the desire goal.
Advisory model:
It is one of the traditional styles of non-profit governance which is consist of members of an
advisory board. The decision making power is highly influenced over the CEO for offering
the advice regarding poor decision. In addition to this, it will be made up of industry expert
that have highly professional skills and vast network of connections (Lee and et.al., 2018).
Although with help of such skills and abilities the company was able to boost credibility,
fundraising and advertising. Thus, Johan Ltd can take benefits of this buy hiring professional
that is able to avoid legal intervention.
Management team model:
It is one of the most famous model for medium and small size business and the management
team board have to follow corporate style management structure. Along with this, John Ltd
will segment its functional unit such as HR, finance, marketing and planning in order to make
smooth flow of work and there will be no chaos with organization related to work (Ma and
et.al., 2018). Thus, this model will allow board member to focus and develop their skills in a
particular area for making their decision effective.
Policy Board Model:
In this model board grants most of the controlling power to authority to CEO which allow
them to have full control over company and its working. Although the board and CEO works
together as team and give their whole attention to each task.
Project management cycle
Project management cycle is step by step process which is used to develop the project
from starting to end. It helps project manager to have a structured way to execute, develop

and make finished project. The framework mainly consists of four phase such as initiating,
planning, executing and closing. Thus, the main object of this cycle is to have structured tools
and it ensure that project is successful.
Initiating:
This is known as first stage of the project management and in this goals, scope and resources
as well as roles of the team is described. Along with this, John Ltd is a retail book company
and it is aiming at upgrading café in order to attract customer. The company will be
presenting fresh new menu, new furniture and layout design so that children can play (Chen
and et.al., 2019). Although company will be communicating with stakeholders to understand
the project outcomes as well as roles of employees will be define so that aims can be
achieved in limited set of time.
Planning: This is second step in which steps are determine for accomplishing the project
goal. In this step project manager will be establishing budget, timeline and source material
that are essential for document. Although the risk will be calculated by analysing risk and
outlining communication protocols. Architect in the contract will be designing cost
estimation for completing the new task. Moreover, teams will be made so that it can complete
their task and plans can be achieved.
Execute and complete task:
It means putting the plan into action and keeping the team on the track as well as it means
measuring the progress by managing quality, mitigating risk and maintaining budget by
making use of useful information. Along with this, organization will be making use of tools
like Gantt chart for tracking the progress of the task (Larsson and Larsson, 2020). Although
with help of risk register organization can respond to risk and mitigate them so that there is
no hindrance in accomplishing the desired goals. Moreover, the company will be motivating
team members so that decide task is achieved in effective manner. The stakeholders will be
informed about the progress and changes will be made through request.
Close project:
In this stage project management cycle activities need to be concluded and it will turn the
finished product or service over to the owner as well as assess that went well. In this step
project manager will be taking notes of changes that can be applied in future as well as proper
communication to stakeholders of the end of the project and will be provided with report.
Moreover, it helps in communicating with new owners of project and creating project
closeout report.

Methodology related to project management
Methodology is defining as system of techniques, procedure and practice used to provide
structure to the project. Along with this, different strategies aids in managing issues that
should arise during project delivery.
Agile: It is one of the most common project management framework and it is best suited in
case of complex project. Along with this, demand and solution evolve through collaborative
effort by cross functional team and project manager as well as customer. Although this
method has been established to deal with issues of waterfall approach and it meet the
demands of highly competitive and continuous movement of software industry. It also allows
for maximum flexibility in the project as teams operate under the principle of easily adaptable
change and there is open communication with clients and user (Ma and et.al., 2018). This
method will help the organization in reducing the complexity of a project by breaking down
the cycle into smaller unit so that changes can be made easily. In addition to this, for using
this framework company need to follow core values and key principles. This method will
keep the customer satisfied through rapid software delivery as well as it establishes regular
stakeholder collaboration.
Waterfall methodology:
It is known as traditional method and it is linear in nature as well as it is made up of statics
phases that are executed one after another in specific order. Along with this, it allows to have
more room to control each phase of the project as groups are classified into activity. Although
one of the disadvantage of this method is that phase are depended on each other such as
second stage will be completed if previous one ends so there will be no delay in one phase.
Moreover, waterfall is compromise of five important phase such as requirements like
business needs and requirements are analysed and documented. In design a detailed plan
need to be made for accomplishment of business goals and project (Thesing, Feldmann and
Burchardt, 2021). Third stage is known as implement in which project plan and set baseline
for measuring the progress as well as in second slats stage is control such as comparing
project performance with plans and fix problems that arise. However, in the last stage closure
the project details are shared with client in order to get final approval of close project.
Prince 2 methodology
It is known as full fledge process that describe each and every aspect of project
management in detailed manner. It not only structures every stage of the project effectively
but also ties up all the loose ends for completing the project. This framework will contribute
in increasing the quality of finished products, controlling resources consumption efficiently,

keeps the regulation level balanced and improve the project team confidence. Moreover, it
will help in ensuring viability with benefits as well as it allows project manager to learn from
previous mistakes and keep in updating knowledge (Filippetto and et.al., 2021). It will be
advantage of Prince 2 is that it is simple and make is easier to manage the project by dividing
into various stage. Along with this, makes it easier to communicate among teams and
stakeholders as well as it improves accountability by defining clear roles. It is also help in
adapting with the needs of different project and make is easier for communication with other.
Documents required for project management
In the corporate world it is important for the organization to maintain paperwork and
important document for recording daily task and for boosting the project goals as well ensure
for success.
Project charter:
This is an agreement between various parties and it is created for formally defining a
particular venture. Although it includes factors like name of the project name, scope and
objective as well as potential constraint and solutions it provides (Chen and et.al., 2019). A
brief description of the project includes goals and purpose of specific venture as well as name
of the project mange and task required to be done by team member.
Project management plan:
It includes strategy that need for managing the project and all the process that are part of
company like cost, scope and timeline. Although this document is used as reference index
like planning and project document (Larsson and Larsson, 2020). Moreover, communication,
human resource, business risk, name stakeholders as well as process improvement. This
document should include summary of the project, role of team members and scope and
budget.
Project work plan:
It is a document that include various factors essential guideline for the project team. It should
be required detail regarding activities of team member, schedule duration of the project, cost
a required resource etc. Also, this document covers the project critical path for completion.
Project risk plan: The project risk register tends to find the appropriate issues that may arise
or have high probability of occurring while implementing project plan (Picciotto, 2020).
Along with this, in this document types of risk, its impact and solution of mitigating the risk
is written. Moreover, the main aim is to highlight plans regarding the risk at the moment it
arises.

Quality Assurance plan: It covers the plan document covers the quality standard that need
to be tracked through the phases of the project (San Cristóbal and et.al., 2018). However, it
states that quality of standard need to be reach according to this document. It includes
quality, polices, metrics of quality and funds.
Organizational documents
Progress report: It is important for keeping the stakeholder inform with how the project is
progressing and how much time and budget will be required to meeting the quality
specification. Although it allows clients and manager to inform about the change or adjust
assignment, schedule for the project.
Change request log: This is also an important document that can save company and project
manager as well as their teams and stakeholders significant grief (Lee and et.al., 2018). It also
helps in identifying all changes request and it is crucial cause it have scope related to change
made in the project.
TASK 2
PART A
Project Initiation Requirements
Framework
An agile Project management framework has been selected for accomplishing the desire
project. It has been adopted as it successfully integrates the traditional aspect of project
management with modern requirement within the scope of the project (Al-Hajj and Zraunig,
2018). Along with this, it focusses only on development of the final product and focus on
delivering both quality and value under the same condition. The APA framework divides the
entire project gets divided into smaller units which helps in accomplishing millstone as well
as quality control is built during the whole process and teams check the quality of each cycle.
Methodology
The agile project management methodology has been adopted as it is not rigid in nature like
waterfall but not advance like prince 2. Along with this, it is consisting of principle like
collaborative, quick and open to data driven change (Ma and et.al., 2018). This methodology
usually involves short phase of work and testing of the stages so that changes can be made in
case of emergency.
Relationship between the project and broader organisational strategies
The company goals are to increase the profit through adapting with new market trend and the
objective of the project is to expand the café so that large customer can be attracted. That will
result in enhancing in increasing the sales of the company and revenue.

Detail of the client
The organization is looking for young adults specifically and teenager for targeting as it will
be opening cafe. Along with this, medium income scale will be able to afford the café
products.
Internal and external stakeholder
Internal Stakeholders include employees, owner and manager and they are directly involved
in making financial and strategy as well as operational decision making (Bond-Barnard, T. J.,
Fletcher and Steyn, 2018). Whereas external stakeholders for business is consist of customer,
suppliers, communities, government and creditors and need to be kept in mind while making
the decision.
Governance structure
The company will be making use of centralize governance model of project management in
which flow of information and decision is followed by higher authority to lower like team
and stakeholders. It is very common in large project but there is limit time for coordination
and sharing information between committees (Filippetto and et.al., 2021). It will be adopted
so that consistent direction will be provided through project life cycle.
Contract
Supplier contract
ABC company
North area, street 13, UK
Contact number: +2145
Email: AB Company @gmail.com. Date: 13/5/22
Dear Sirs,
Supply of wood furniture
Following the tender for the supply of wood furniture to Johan reading, we are pleased to
confirm our intention to award this contract to you.
We thank you for the co-operation to date and look forward to forgoing a successful working
relationship that will result in smooth and successful delivery of the deliverables. Please
confirm conform our acceptance by signing and returning the order form to Johan reading
within 7 days. Pease remember to include the reference number in future communication
relating to this contract.
Yours faithfully,

Role play
Assessor: During the project there will be requirement of finance will be required in order to
complete the task on time. Although for attracting customer marketing channels will be
required so that awareness can be increased in market area.
Marketing manager: For making use of digital marketing it will be required huge budget and
it will affect the operational cost of firm.
Assessor: I think that there are various channels of marketing in which free promotion can be
done and it also allow to target customer according to company needs. Along with this, with
help of digital marketing organization will be able to expand the firm awareness effectively.
CEO: What will be the advantage of using this method?
Assessor: This is cost effective and it can reach millions of people just on one click as
compare to traditional way of marketing. In addition to this, it will help the organization to
cover large area of market and increase the market share. Moreover, digital way of marketing
is one of the most used method by future generation.
Marketing manager: How much percentage of increase will be accepted in this method and
now days there are various fault and digital crime has been increased.
Assessor: Your point and concern is correct but I think if making using of proper digital
security tool and following the norms of data protection act all such issue impact can be
reducing but can’t remove. However, there can be increase in sales more than traditional
method as even during the time of pandemic digital way of marketing was the only source of
running the business.
CEO: This approach is suitable for business?
Assessor: Yes! It can be used in all type of organization.
Marketing manager: I am convinced by assessor and I think it will be beneficial for the café
to make use of this approach as it will help in meeting the goals effectively.
Charter Document
Project name: Increasing the sales of the company
Project Description: By making use of digital marketing.
Business case: Support companywide goal of:
 Increasing
 Sales by 10% this quarter

 Establishing company brand name in market.
Project Deliverables:
 Increasing the sales of the firm by making use of digital tools.
 Expand the company in order to attract customer.
Project benefits:
 Boosted reputation.
 Lead Generation
 Resource we can continue to promote
Project risk:
 Technical difficulties
 Lack of experts in team.
Project Budget:
Not to exceed £50,000.
Project organizational Structure
Function Name Role
Clear assignment of task Johan Stave Project sponsor
Acceptance of project part
and overall result
Mariyah Steering committee
Operational coordination Tom Holland Project manager
Contribution to technical
team
David lean Contribution to technical
team
Project Authorization
Approved by
Project Sponsor
Date
Email
To Project Sponsor
From Project manager
Subject Renovation of cafe that will help organization to increase sales efficiently.
Project purpose: To increase the sales of the firm and build brand
awareness.
Project Sponsor: Mariyah
Project manager: Linda

Details of the project:
 Increase the brand awareness and sales.
 Attract large customer.
 Enhance the revenue of firm.
Risk:
 Lack of funding.
 Technical difficulty.
Project assumption:
The sales of firm will be increased with help of digital marketing.
Project Constraint:
 Lack of expert in team will lead in delay of project.
 Development of time size in the performing organization.
Project dependencies:
 Insight from the user study conducted by a marketing manager.
Deliverables:
 Through social media and digital marketing.
Project requirements:
 Technical
 Human resource
 Process requirements
Success criteria
 10% increase in sales during quarter.
Project milestone
 Detail project plan
Key stakeholders and team roles:
 Project imitator: John buck
 Project Sponsor: Mariyah
 Project manager: Linda
Project budget:
Total estimation of £50,000

Project management plan
Project Scope and charter:
The scope of the project is to increase the sales of the company by doing renovation of the
café.
Project governance structure: There will be hierarchal structure in which flow of
communication will flow from higher authority to lower subordinate. It will help in
accomplishing the goals of project in limited frame of time.
Project time:
Project costs including budget
Budget Item Cost
Land/ Property Acquisition cost 3000
Construction cost 7000
Professional services 2000
Finance cost 6000
other expenses 2000
Total 20,000
Quality Plan
Inputs Tools and Techniques Outputs
Commercial Project
Initiation Planning Execution Control Closeout
Evaluation
Charter
Scope statement
Project team
Plan Schedule
Budget
Lay foundation
Interior Work
Electric
Plumbing
Exterior work
Finishing Touches
Resource management
Cost management
Risk management
Audit
Site Clean-up
Document Handover

Project Charter Expert judgement Quality management
plan
Project management
plan
Data gathering
 Benchmarking
 Brainstorming
 Interview
Quality Metrix
 Risk management
 Stakeholder
engagement plan.
Data Analysis
Cost benefits analysis
Cost of quality
Project management plan
updates
 Risk management
Plan
 Scope benefits
Project document
 Assumption log
 Requirement
documentation
 Risk register
Decision making
 Data representation
 Flow chart
 Logical data
 Matrix diagram
Project documents updates
 Lesson learned
Register
 Risk register
 Stakeholder register
Enterprise
environmental factors
Test And inspection
planning
Organizational process Meetings
Human resource plan
Organizational Planning Staff Acquisition Team development
Inputs
 Project interface
 Staffing
Inputs
 Staffing management
 Recruiting practice
Inputs
 External feedback
 Performance review
Tools and techniques
 Templates
 Human resource
practice
 Stakeholder analysis
Tools and techniques
 Negotiations
 Procurement
Tools and techniques
 Team building
activities
 Training
Outputs
 Roles and
Outputs
 Project staff
Outputs
 Performance

responsibility
assigning
 Staffing management
assigned improvement
Project communication plan
Stakeholder
name
Engagement
Action
Owner Channel Frequency
Eddie Murphy Manage closely Project manager Personal check
in meeting,
email
notifications
from software
Daily
Roy Augustin Keep informed Project
manager
Memos +
agenda
Summaries
Weekly
Justine
Timberline
Keep satisfied Product
manager
Top of the line
emails.
Managing
budget
Monthly
David Bon Monitor Project manger Newsletter Monthly
Risk Register
Risk Likelihood Impact Severity Owner Mitigating
action
Contingent
action
Actions
Project purpose
and need is not
well defined
Medium High High Project
sponsor
Complete a
business case if
already
provided and
ensure purpose
is well defined
o project
charter
Escalate to the
project board.
Team manager a
scheduling worksh
No control
over staff
priorities
Medium Medium Medium Project
manger
The project
sponsor will
brief team
Escalate to the
project sponsor
and bring in back
Briefly explain em
regarding c
policies.

manager on
the importance
of the project.
up resource.
Estimating or
scheduling
errors
Medium High High Project
manager
Use two
methods of
cost estimation
Pull down
contingency
Contingency
project board.
Lack of
communication
Medium Medium Medium Project
manger
Write
communication
plan which
include goal
and frequency.
Correct
misunderstanding
immediately.
Communication
progress.
Unresolved
project
conflicts
Low Medium Medium Project
manager
Hold daily
meeting in
order to meet
conflicts.
Project sponsor
is to resolve
conflicts
Project team meeti
Legal actions
delay
Low Medium Medium Project
sponsor
Ensure that all
contract are
signed before
Escalate to
project board
who will notify
legal department.
Contract issued .
Project monitoring and controlling
The organization can make use of KPI tools in order to analysis the success of the company
in the competitive market and it will also give details about the area of development (Pan and
Zhang, 2021). Along with this, it is the tool that will help organization in monitoring
performance metrics. Moreover, it can make use of benchmarking tool will help in measuring
product and service and protect them from infringement.
Issue register
Description Type Date
raised
Raised
by
Report
author
Priority Status Closure
Date
Deliverables
are low
quality
Poor
quality
14/
5/2022
Johan Product
manager
High Closed 14/5/22

causing
delay
Project is
pushed to
except
more work
without
more budget
and time.
22/5/22 Mariyah Project
manager
Medium Open
The
architecture
for
renovation
Design
issue
25/5/22 Tom Project
manager
Medium Open
Developers
cannot find
the root
cause of
defect in
software
Technical
issues.
30/5/2022 Richard Technical
project
manager
High Open
Change management process
The project manager has implemented organizational chart that defines the flow of
communication and roles and responsibility of tem member. This contribute in meeting with
the changes which occur within the organization (Teres and et.al., 2019). Although strategic
goal has been planned and success measuring tools will be used in order to meet up with the
changes as well as risk register has been made so that probability of risk can be analysed a
mitigated easily.
Record management
The company will be making use of electronic record management or files as well as
documents stored electronically. It ensures that company have right to record and store
electronically as it helps in boosting efficiency through automation.
Finalisation activities
This is closing phase of project management and it involve several step.

Formally transfer all deliverables: This is the first step to closing out is project is finalizing
and it transfer the project deliverables to the customer (Chen and et.al., 2019). Along with
this, project will be confirming by stakeholders and other members for obtaining approvals
for the project delivered. The documentation of record will be ensuring by the parties so that
there are no legal issues. Although the post mortem and review will be conducted by
checking the performance in term of cost and quality.
Organizational policy associated with project
Business ethics will be followed during the project in order to avoid intervention of legal
issue and to accomplish task in limited state of time. Along with this, proper transparency
will be maintained during communication so that members involved in the project will be
able to know about the details of project.
Part B
Project execution
Steering community: Hello! Every one present in the meeting. We all have been gather here
to discuss on project charter a plan so that task can be achieved in limited time. I will be
explaining the key points involved in the charter such as company is looking for
increasing their sales through renovating cafe and making use of digital tools for creating
awareness. Moreover, it will be beneficial for the organization as it will help in boosting
reputation and lead generation. The decide budge for the project is £50,000 and it should
not be more than that. Although some of the risk involved will be technical and lack of
expert in the team. I think this is suitable plan for achieving the goal of the company. So
I will kindly like to approve this document for completion of task. In addition to this, in
project management plan all the points of charter has been considered and agile
methodology will be adopted as it will suit the project. Thus, if any one has any idea
regarding to make the changes in the plan.
Members: The charter has been made is very accurate as it clearly defines the risk and
benefits company will have it accomplish the decided goal. So it has been approved by
the committee.
Part B
Project execution
Project Strategy
In the present project agile methodology has been adopted as it is not rigid like waterfall
strategy and not advance like prince 2. Although it helps team in improving the quality of

their software at each stage (Larsson and Larsson, 2020). Moreover, it allows the team to
adapt with change in quickly and it is consisting of short time as known sprint which result in
a working product. This method has been adopted as there are testing and execution phase
which means overall quality of the final product is greater.
Project objectives:
 To increase the sales of firm through renovating café .
 To build awareness in the market area through digital media.
Project stages:
 Initiation.
 Planning.
 Execution.
 Monitoring and Controlling.
 Closing.
Requirements for against client:
The company is make use of agile methodology in which customer choice are
preferred first. Although all the documents requirements have been made so that there
is no delay in the project.
Stages of the projects
Stage Estimate
cost
Timelines Human
resources
Constraint
Initiation 10000 2 days Project
manager
Scope
Planning. 10000 5 days Project
manager
Time
Execution. 5000 10 days Project
manager
Technical
Monitoring
and
Controlling.
10000 5 days Project
manager
Risk
Closing. 10000 3 days Project
manager
Communication
Gap

Email to relevant stakeholders
Hello,
I hope you are ready!
The team just finished up the design comps for the renovation of café and I am so excited to
show them off to you. I think you will find that while the two versions are very different and
they both solve the problem of visitors failing to understand how easy to implement your
solution is.
The company is thinking of adding new furniture and change the menu in order to attract
customer and increase their sales.
Moreover, agile methodology has been used while making project management plan so that
task can be achieved in limited frame of time.
Along with this, after viewing are object if you have any suggesting then you can share with
us so that relevant changes can be made.
I will be accepting call form you.
Thanks,
Internal environment report
Organizational policies
The company organizational rules like recruitment policy as well as it has to follow code of
conduct while doing business activities.
Code of conduct: The company maintain honesty and integrity with their customer and
employees.
Recruitment policy: The organization only hire qualified people with some experience and
there is no discrimination on the basis of caste, sex or colour.
Health and safety policy: It describe the course of action which helps in making decision
with workplace health and safety (Hair and Sarstedt, 2021). The policy cover risk
assessment, safe handling and worker staff training.
Organizational culture
The company has positive cultural environment as it follows hierarchical structure in which
flow of information is from higher authority to lower has been maintained.
Geographical location
John reading is an Australian book published and it has retail store throughout New Zealand
and Australia

Internal process:
In the organization there will be different teams according to department and one person
will be head so that it can provide right direction and guide them (Picciotto, 2020). Along
with this, there will be small chain of communication process so that there will be not faults
and error while receiving information.
Project status report
A. For motivating the employees, it is important for the organization to meetup with the
basic and psychological needs of the worker as it helps in increasing their moral.
B. The first step in addressing the issue is to set up the clear meeting the employees and
make them understand about the project and the work going on for completing it. If
communication is proper it will be easy for avoiding negative comments.
C. Setup regular meeting so that employees can get information about present detail of
work and second step is to take feedback from the worker so that it can share their
suggestion to improve the work. (Armenia and et.al., 2019)
D. The outcomes will be goals are achieving in limited set of time.
E. The manager of each retail store can conduct meeting on the regular basis that will
contribute in avoiding issue.
F. The company main goal is to enhance the organizational performance in positive
manner and the aim of project is also related to increase the sales of firm.
G. The risk that company can face is that employees may leave the company if right
information is not provided to them and it will impact the performance of
organization.
Presenting project Status report 2
Risk register
Risk Likelihood Impact Severity Owner Mitigating action Contingent action
Quality of the
product
Medium High High Product
manager
Complete a business
case if already
provided and ensure
purpose is well
defined o project
charter
Communicate with suppl
properly and keep testing
The quality.

Contractor
delay
Medium High High Project
Sponsor
Include late
penalties in contracts
Project sponsor has agreed to
Machinery
breakdown
High High High Project
manager
Increase the
inspection
Using quality machinery syst
Unresolved
project
conflicts
Low Medium Medium Project
manager
Hold regular project
team meeting
Project team meeting schedul
Finding regarding reopening of store
It has been found that store need to be open at prominent place so that customer can easily
get attracted. Although use of quality material is must as it is creating delay in accomplishing
the goal. Along with this, it has been found that lack of communication will also create hider
Nance in accomplishing the functional goal.
Email
Hello,
Topic: Project Status report
The project status report 1 has been addressing the issues related to not having outdoor
furniture in the café and delay in grounding. Along with this, for dealing with it new space
will be created in which flooring of artificial grass carpet will be done. Although this area
will be created outside the cafe so that customer can enjoy their personnel time. New
furniture will be taken in use in which wood will be peered as it will go with the look and
meeting will be conducted with the suppliers in order to purchase the material.
Furthermore, the project status report 2 will be addressing issue related to Repairing the dine
area which has been delay for several days. Along with this, for dealing with it company will
be buying fancy material and renovate the area with making use of good quality material. A
team will be hire so that it can focus on that particular area.
I hope that you will like the solution for the solving the issue and if any changes need to be
made then suggestion will be most welcomed.
Thank you.

Project plan
Initiation: The project aims at renovating café so that company can expand and it can increase
their sales. Along with this, the goal of the project is to create appropriate plan so that task
can be achieved in decide time limit.
Planning: During the planning phase the scope of the project is defined by work breakdown
structure and methodology to manage the project decide. Although the cost, quality will be
determining.
Budget: For completing the overall budget around 5000£ will be required.
Execution: Teams will be made and each will be having different task that need to be
achieved and proper flow of communication will be made and updates related to project
stakeholders at all level will be provided (Li and Rong, 2020).
Closure: At this stage performance of project goals will be determine and initial problem
will be solved by preparing checklist. Along with this, team performance will be analysed to
check that their goals have been met with timelines.
Part C Project Finalisation
Project closure report
1. Executive summary:
In the present report has been related with reason for closing the project and performance of
the project will be discussed.
Background:
The project is based on renovation of café so that company can attract customer and expand
their business in other part of Australia. Along with this, the dining area of the café need to be
renovate and it is the part of future development plans.
Reason for closing the project:
The delivers of the project have been achieved as well as deadline can be meet and there is
lack of funding for continuing the project for further plan.
Highlights and innovations:
Digital Marketing has been used in order to increase the sales of the company as well as new
furniture has been used in order to renovate café.
Summary of recommendation:
Risk register has been developed in order to meet up with the issues in effective manner.
The status report has been made so that risk can be solved easily. So project can be close.
2. Project performance:

The project has planned for renovating the café as part of future development of firm but
it has been more focused on expanding the business of company in other part of the
country. Thus, both the objectives have been achieved in limited time.
Although some of the outcomes of increasing the brand awareness of the company has
not been achieved as proper use of technology has not been done by the organization.
The project has met the quality of the out puts.
Although the time limit of 1 months has been decided but it took 1.5 months for
completing the task.
The decide budget was 50000 and all task has been accomplished in it.
3. Lesson Learnt
Agile methodology has been adopted in the project as it is not very rigid in nature.
Although the project quality has been made as there were appropriate document has been
used such as risk register and charter which has helped in completing the project list.
During the project emphasize can be used in identifying the other activities so that task
can be achieved on time.
4. Closure activities
Project staff: For managing the movement of project staff a team manager was hire
and it was his duty to delegate the task to each of the staff. Moreover, the flow of
communication is from higher authority to lower has been followed so that there is no
confusion regarding the work.
Issue Management: Issue register has been made that contain details regarding the
type of risk which can occur during the project work.
Risk Management: Risk register has been made in order to mitigate the future and
present risk.
Record management: Backup of document have been done in form of hard and
electronic copy.
Recommendation:
It is to be recommended to project sponsor that all the requirement mentioned in
project plan has been fulfilled and all the documents has been made accurately so
project can be closed.
Budget and monitoring Plan
Budget Monitoring and Review Plan

PROJECT
Title
Start date Enter date. End date Enter date.
Cost centre and
project code
Project
number
Reporting period 11/4/22 to 16/4/22
Description The plan of the project is to renovate the café in order to sustain and meet the current
changes of the competitive market.
Prepared by Project manager Sponsor
Endorsed by
(sponsor signature)
Report date 16/4/22
Insert coloured status symbols in Overall Status section below.
Budget Schedule Issue Overall risk
G - Within budget
A - Over budget – low risk
R - Over budget – high risk
G - On schedule
A - Behind schedule – low risk
R - Behind schedule – high risk
G - No issue
A - Issue under control
R - Major issue
G - No risk
A - Risk under control
R - Major risk
OVERALL STATUS
Budget Schedule Issue Overall risk
BUDGET STATUS
Budget $ Amount
Total approved budget 50000
Expenditure to date 45000
Estimate of any surplus funds at
completion of project 20000
Comments
PRODUCTS/DELIVERABLES/MILESTONES STATUS
Product/deliverable/milestone
Actual
commencement
date
Planned
completion date
Actual
completion date Schedule Issue
Statement of work. 11/4/22 11/4/22 11/4/22
Work breakdown
structure. 12/4/22 12/4/22 12/4/22
Project scope
statement. 13/4/22 13/4/22 15/4/22
Project governance
plan. 14/4/22 14/4/22 16/4/22
RISKS AND ISSUES
There are no such major risk and it has been met by making use of appropriate actions.

OUTLINE COST VARIATIONS AND PROVIDE SOLUTIONS

DOCUMENT IMPROVEMENTS REQUIRED
Risk register
Issues register
Simulation call
Assessor: In the present project the aim was to renovate the café and expanding the area of
the business. Moreover, in the finalisation activities the risk register has been changed so that
present issues can be delicately. Along with this, all the project documents and contracts are
review in order to avoid intervention. Moreover, in the project Agile methodology has been
followed which has helped in reducing the task into smaller units. Documents like risk
register and issues register has been made in order to mitigate them by taking relevant action.
Although the project was successful but there can be some improvement which can be done
such as making use of advance technology will help in measuring the success of project. Is
there any question regarding project activities any suggestion will be appreciated by the
board.
Part D: Project Evaluation
Project planning and design
Being a project manager I would have done more research for the market area which will
help in identifying new current market trend as well as appropriate strategy can be used to
meet them effectively. Along with this, I have negotiated during the project by making the
fair agreement between the parties and it was beneficial for both of them. Through asking the
question in the meeting and by conducting the research about the project has helped in
knowing about what has been expected from the party. Moreover, project governance is
important as it allow project manager and it teams with clear structure to make decision as
well as to execute the project processes and identifying their roles at stages of project (Nunes,
Abreu and Saraiva, 2021). As project manager I have set team leader for each department so
that work can easily be completed on time. I have aligned the governance goal with aim of
the project in order to manage it positively. During the project I have made use of agile
methodology helps in promoting sustainable development as parties involved in project
management can maintain constant pace as well as due to this process continuous attention to
technical excellence can be given which helps in maximizing the amount of work done.
Moreover, analysing the interdependences of the task in the project Gantt chart has been used
as it helps in tracking the time of the project that need to be complete. Along with this, for
identifying the constraint risk register has been used in order to find out the mitigation action.

Execute project in a work environment
As a project manager I have built open communication between the team so that it can
understand their role in project and its aims. Along with this, I have collaborated their goals
with project so that it can related more and able to achieve them appropriately Although
opportunity for professional development has been provide to them. (Palma and et.al. 2019)
In addition to this, with the help of positive attitude and action it has helped in creating
healthy workplace environment. I have adopted for democratic leadership style which has
contributed in maintain good relation with the subordinated as there were free to share their
thoughts and ideas. Thus, it has contributed in creating positive feeling at workplace.
Moreover, functional unit organization structure has been adopted in which flow of
information has been followed from higher authority to lower one. Along with this, due to
help of functional unit each member has been authorised task according to their interest.
Furthermore, in order to ensure that projects have been aligned to business objectives review
of current and future project has been done to analysis the right direction. In addition to this,
at every stage of project goals has been communicate so that workers have idea about what
need to be accomplished. Along with this, negotiation is very much important in project as it
will allow to build stronger relation with client and stakeholder as well as strategy will
contribute in dealing with conflicts on project (Richard and et.al., 2021). I have negotiated for
making use of advance technology so that company growth can be increased in effective
manner. In addition to this, during the project I have faced issue like there has been delivery
of low quality of product and it has been mitigated through contacting with the supplier that
can deliver the product according to needs of company. Another issue was related to was
related to lack of time which has been solved through asking the permission from the
committee. All the constraint has been managed by developing risk and issues register as in
which person responsible for mitigating it can be known and occurrence probability of the
issue can be analysed.
Manage project control
As a project manager I have craft a vision and plan for the change so that actions can be taken
for implementing the change. Although solid business case to stakeholders that included both
upper and lower management who both direct and finance the process. Road map has been
created to identify the changing factor. Moreover, the role of communication is very much
important as it will contribute in maintaining smooth flow of information. The Hierarchical
structure has been used in which information will transfer from higher authority to lower one
this has helped in reducing the confusion regarding task (Nigri and Del Baldo, 2018).

Although as project manager changes in logs are necessary as it will encourage the
development of corrective action plans. Throughout the project I have made risk register in
two parts, issues register and status report for identifying any change.
It is to recommended that company need to maintain good communication and stay in touch
with group more as it will help in building engagement. Along with this, it helps in
generating productivity. Although intuitive system for recording the project time should be
used so that different roles can be understand by employees.
TASK 3
PART A: PROJECT PREPAPARTION AND PROJECT
MANAGEMENT PLAN
Project Charter
Project Name: John Reading Pty. Ltd. Legal and Ethical Standards
Date: 16/5/2022 Version Number:
1. PROJECT GOALS
The goal of the project is to build the customer goodwill and satisfy the legal and ethical
obligations. The benefit of implementing this program is to promote high standards in
professional conduct and inform client as well as customer regarding the commitment of
company.
2. STRATEGIC ALIGNMENT
The strategic alignment for the company is to develop an online knowledge management
system or CRM in order to make sure that all personnel can easily access to important
information, where company is adhered with legal obligation..
3. DELIVERABLES
The key deliverable for the project are as mentioned below:
 Provide effective training to the employees
 Develop a flyer and webpage for the company.
 Designing different social media approaches for a firm.
 Deliver the presentation for an employee so that they can understand about new
approach.
 Create a survey to ascertain effective communication between stakeholder and

evaluate project.
4. SCOPE DEFINITION
The project will include to develop a CRM in order to ensure all personnel can access
information that is relevant to them so that communication error can be minimized.
The project will not include non-adherence of legal obligation in John Reading.
5. PROJECT MILESTONES
Developing online webpage:
Monitoring:
6. BUDGET
$1 million
7. ASSUMPTIONS, CONSTRAINTS & DEPENDENCIES
Assumption:
 All the resources are effectively used and available to test
 The estimated cost for the project is accurate
 The project will be deliver on time
Constraints:
 If the project will not be met on time then it affect the project into negative manner.
 If the scope of the project is not create appropriately then it affect the overall
performance.
 The budget of the project might be changes and it create difficulty in the project.
8. RELATED DOCUMENTS
Reference of RFQ is used in order to determine the scope
9. PROJECT ORGANISATIONAL STRUCTURE
Function Name Role
Digital marketer Mr. Alex Provide ways through
which the online web

page can be promoted.
Financial manager Mr. Jex Responsible to identify
whether the project
met with the specific
budget
Project Sponsor Mr. Stephen Allocate budget to the
entire team in order to
make sure that the
project will be
completed on time.
10. PROJECT AUTHORISATION
Approved by: Project Sponsor Date
Approved by: Project Manager Date
2. Project management plan
a. Scope and charter
The scope of the project is to develop a CRM system for the company in order to
make the flow of communication between the stakeholder will be easy. The project charter is
as attached above.
b. Project governance structure
Having a brand image at global level and implement new activities into a business, it
is essential for the company to have proper project governance structure and that is why, John
Reading uses hierarchical organization structure that provide proper flow of communication
between stakeholders and all of them recognize their own roles and responsibilities as well
(San Cristóbal and et.al., 2018).

c. Project time including schedule and key requirements for stage completion including
WBS
Task
Mode Task Name Duration Start Finish Predecessors
1 Initiation 5 days Mon 5/16/22 Fri 5/20/22
1.1 Developing project
charter 3 days Mon 5/16/22 Wed 5/18/22
1.2 Selecting stakeholder 2 days Thu 5/19/22 Fri 5/20/22 2
2 Planning 7 days Mon 5/23/22 Tue 5/31/22
2.1 Hire team 2 days Mon 5/23/22 Tue 5/24/22 3
2.2 Select CRM 3 days Wed 5/25/22 Fri 5/27/22 5,3
2.3 finalising budget 2 days Mon 5/30/22 Tue 5/31/22 6
3 Execution 3 days Wed 6/1/22 Fri 6/3/22
3.1 choose CRM system
after discussion 2 days Wed 6/1/22 Thu 6/2/22 7
3.2 complying with legal
laws 1 day Fri 6/3/22 Fri 6/3/22 9
4 Monitoring 5 days Mon 6/6/22 Fri 6/10/22
4.1 cost management 3 days Mon 6/6/22 Wed 6/8/22 10
4.2 risk register 2 days Thu 6/9/22 Fri 6/10/22 12
5 Closure 4 days Mon 6/13/22 Thu 6/16/22
5.1 document handover 1 day Mon 6/13/22 Mon 6/13/22 13
5.2 Implementation of
CRM 3 days Tue 6/14/22 Thu 6/16/22 15
d. Project costs including budget
Particulars Cost ($)
Labor expenses 2400 (60* 4 workers)
Virtual team members 750
Webpage 300
Total 3450
e. Project quality plan
Inputs Tools and Techniques Outputs
Project charter Facilitation technique Ensure that all quality
management has
complied into the project
charter
Project management
plan
Data has been gathered by
using benchmarking,
Quality Metrix

brainstorming
Risk management plan Risk can be minimised
by using risk register
 Through risk
management plan,
manager can
determine the process
 Record status
 Risk register
 Logical data
 Matrix diagram
By determining the risk
involved within a project
so that manager can
determine the lesson
leaned
 Stakeholder
engagement plan
 Cost of quality by
using data analysis
technique
Through scope benefits,
project manager
determine the actual
performance.
f. Project human resources plan including roles and responsibilities
Organizational
Planning
Staff Acquisition Developing a Team
Inputs Through staffing and
connecting with staff
through face to face
discussion
Through recruitment,
project manager can
determine the best staff
By analyzing the
eligible candidate for
the project and through
their performance
review, it will be easy
to develop a team that
help to meet the defined
aim.
Tools and
techniques
Performing stakeholder
analysis and taking
views of all members
assist to improve the
results
With the help of
negotiation, staff can
easily be hired for the
company.
With the help of team
building activities, team
can be build and
provide training
(Armenia and et.al.,
2019)
Outputs Individual identify own Strong candidate can be This assist to improve

role and responsibility hired for the company the performance of a
team
g. Project communications and stakeholder engagement plan
Stakeholder
name
Engagement
Action
Owner Channel Frequency
Alex Manage closely Project manager To reduce error
of
communication,
it is necessary to
inform Alex
with through
main and
software
Daily
Stephen Keep informed Project manager Face to face
discussion
Daily
Jex Monitor Project manager Through emails
and personal
group
Weekly
h. Project risk management plan including risk register and must include at least one
interdependency and the impacts of the identified risks or constraints
Risk Likelihoo
d
Impact Severit
y
Owner Mitigatin
g action
Contingen
t action
Actions
Scope is
not
defined
Medium High High Project
sponsor
Controllin
g risk
Escalate
the risk
Consult
with the
stakehold
er to
ensure
that risk
can be
managed.
Over- Low Mediu Mediu Project Transfer Project Weekly

utilizatio
n of staff
members
m m Manager the risk manager
need to
resolve the
issue
update
need to be
taken that
help to
improve
the
chances
of
occurrenc
e of the
risk
Technica
l error
Medium High High Technic
al
Manager
Control Pull down
the
contingenc
y
Prior
checking
need to be
performed
and
ensure to
use
substitutio
n of the
technique
as well
Not
complyin
g with
laws and
other
regulatio
n
Low Mediu
m
Mediu
m
Project
Sponsor
and
Manager
Accept
the risk
Escalate
the same
in order to
provide
notificatio
n to the
relevant
departmen
t. That is
why, there
is a need
to provide
Ensure
that all the
laws and
regulation
need to be
managed
and
focused to
minimize
the
chances
of legal

effective
outcome .
obligation
i. Project procurement management plan including RFT/RFP and SOW for at least one
component of the project
Proc
urem
ent
Pack
ages
with
Meth
ods
and
Time
Sche
dule
Basic Data
Request
for
Proposal
Statement
of work
Descr
iption
*
Dat
e
EO
I
Rec
eiv
ed
Dat
e
No-
Ob
ject
ion
Selection
Method
Lu
mp
su
m
or
Ti
me-
Bas
ed
Esti
mat
ed
Am
oun
t in
Cu
rrc
y
(00
0)
Pri
or/
Pos
t
Rev
iew
Bid
Clo
sin
g
Dat
e
Pl
an/
Re
vis
ed/
Ac
tu
al
Dat
e
Pu
blis
hed
Clo
sing
Dat
e
Dat
e
Rec
eive
d
Dat
e
No-
Obj
ecti
on
Online
knowle
dge
manage
ment
16-
5-
202
2
20-
5-
202
2
Consult
with
stakeholde
r
2
wee
ks 52
Post
revie
w
30-
5-
202
2
Pla
n
25-
5-
202
2
26-
05-
202
2
27-
05-
202
2
29-
05-
202
2
Statement of work
Scope of work
John Leading company wants to establish the online platform where the level of
communication can be managed and employees can work accordingly.

Deliverable:
 Resources which need to be delivered by 26-05-2022
Payment will be completed at the end of work and partially will be performed at the first
stage.
Signature:
Date:
j. Project monitoring, control, and evaluation tools
In order to meet the defined aim of the project, it is essential for the project manager
to proper monitor all the stages and this in turn help to determine which key loophole
company is facing that can be minimize. Also, KPI tool need to be complied in accurate
manner that helps to evaluate the project and meet the defined aim (Stanitsas, Kirytopoulos
and Leopoulos, 2021). In this, benchmarking tool will be used where project manager can
easily set the tool and then protect them from the risk. This in turn create a better outcome
and at the defined time, company is able to implement the CRM system effectively.
k. Issues register
Description Type Date raised Raised
by
Report
author
Priority Status Closure
Date
Deliverable are
of low quality
Quality of
deliverable
is poor
17/05/2022 Fenny Product
manager
High Closed 19/5/22
Selection of
CRM is poor
Poor quality 20/05/2022 Merry Project
manager
Medium Open
Wrong
selection of
technique
Poor
strategy
17/05/2022 Kepler Technical
manager
High Closed 19/5/22
Error in
communication
Poor
management
17/05/2022 Fenny Project
manager
Medium Open
l. Change management process and Records management
It might be possible that project manager might faces changes in their overall project
and that is why, there is a need to apply the process of change management so that effective
outcome can be generated. In the current project system, first project manager can determine
which need to be improved and present a solid business case to the stakeholders (Sota,

Chaudhry and Srivastava, 2020). Further, present the plan for a change to the stakeholders
that helps to determine the need for a change and communicate the same with all other.
Further, monitor, manage and celebrate the success that assist to create a better outcome
Under record management, ensure that company should use electronic record
management that helps to store the document digitally that assist to minimize the chances of
risk regarding document. This also reflected that with the help of storing record electronically
would assist the project manager to boost the efficiency of automation so that they can ensure
about the data and create better outcome by meeting the defined aim.
n. Finalisation activities
In this closing phase of project management involved that comprises of different steps
in which all the steps has been completed in order to determine whether the aim and
objectives of the project has meet or not. Under this, project manager has to obtain approval
from all the relevant stakeholders so that the project will be completed and there will be no
pending from the project manager side (Hair and Sarstedt, 2021). After this, review the
project in order to make sure that all the parties which are involved in this project have no
legal issues.
o. Organisational policies and procedures applicable to the project
John Reading Pt. Ltd already complied with the different policies and in order to run
it with an effective manner, it is essential for the project manager to comply with the policies
especially regarding the business ethics (Soltani, Z. and et.al., 2018). This helps to maintain
transparency between the project manager and other stakeholder that create a better outcome
and improve the results. Thus, sharing the relevant information with all the stakeholders
assist to create a better outcome and then recommend the changes if any.
p. A list of project initiation documentation.
The list of project initiation document involve different project template that is
essential for the project manager in order to meet the defined aim. This include purpose,
project scope statement, quality plan, planning, communication plan. These all documents are
already attached above in detail that shows the overall performance of the project.
3. Email
To Project sponsor
CC
BCC
Subject Regarding the key points of Project Charter

Good Morning!!
As you already know that the company is investing upon café and menu and
that is why, there is a need to use effective CRM system that helps to make
valid decision and improve the result. This email is written in order to identify
the key issues discussed in the project charter that reflected if the issues are not
complied properly then it affect the project scope.
On the other side, under project management plan, there are different issues
which are already discussed in the project management plan (as attached).
Thus, please suggest the best time to discuss the things in appropriate manner
that helps to determine whether the plan should be further proceed or not.
Thanking you
Project manager
PART B: PROJECT EXECUTION
1. Project strategy
a. Key stages of the project
There are four project involved within a project i.e.
 Initiation: In this, project has started by providing an overview of the project that need
to be involved
 Planning: In this, planning of entire project with step by step need to be included that
helps to meet the defined aim within a limited time.
 Execution: In this, whatever project manager plan, in this stage, project manager
executed the same.
 Monitoring: In this stage, project manager monitor the each stage and complying with
the tools that help to control if any issues identified.
 Closure: The last stage in which project manager closes the entire project and then
determine whether the aim and objectives have met or not.
b. Estimated costs (you will need to conduct research to gain realistic costings)
Particulars Amount ($)
Labor charges 800
Online knowledge system 520
Professional service 2000

Other expenses 1500
Total 4470
c. Timelines
Particulars Week 1 Week 2 Week 3 Week 4 Week 5 Week 6
Hiring
expert
Selecting
best CRM
tool for the
company
Approval
from
relevant
stakeholder
Identify the
risk and
make
changes
d. Human resource needs
In order to meet the need of a company, it is essential for the project manager to meet
the need of the project by hiring best human resources who have an ability to convert the
project into actionable form . (Rangriz and Bayrami Shahrivar, 2019). The project manager
already have expertise who are able to manage the work by in order to implement the CRM
into the business, there is a need to determine the need to human resources and fil the same to
make them motivated. Also, it can be stated that human resource needs include the
capabilities which is needed by the project manager in order to meet the defined aim.
e. Key aspects of change requests to be implemented
In order to implement the change request process, it is essential for the project manager to
implement the change request process effectively by complying with the steps:
 Project manager need to understand the scope of change that help to implement the
change.

 Identify the impact of incorporating the change so that effective outcome can be
generated (San Cristóbal and et.al., 2018).
 Seeking for an approval regarding the change request from the relevant stakeholders
in order to create a better outcome.
 Communicate as well as implement the approved change request in an effective
manner.
f. At least one constraint (based on your findings in the project planning document).
Due to lack of time, project manager might face difficulties and this causes negative
impact over the project. This is considered as a constraint that affect the project into negative
manner and if the steps re not taken in appropriate manner then it is not possible to complete
the project within the defined tenure.
2. Email
To Stakeholders
CC
BCC
Subject Regarding approval to modify project charter and previously submitted
document
Good Noon!!!
This email is written to provide an approval regarding the modify
project charter which in turn assist to create a better outcome. There are
some changes performed within the project charter that help to
determine whether the project will met the requirement or not. Apart
from this, through this email, I would like to draw the attention towards
the changes so that all the relevant stakeholders can provide approval
in order to meet the defined aim.
Thanking you
Project manager
3. Email to project team and external consultant
To Relevant stakeholders
CC

BCC
Subject Regarding the timeline of the project
This email is written in order to draw your attention towards the
modify project charter and all the documents are attached in the mail
that provide a brief overview of all the project documents. The duration
of the project is of 4 weeks that helps to meet the defined aim and it is
requested to all the project members to directly report to the project
manager only because the roles and responsibilities are divided on the
basis of their capabilities so that effective outcome can be generated.
Thanking you
Project manager
Enclosed with project charter, stakeholder analysis
4. Project status report
Status report – Project
Item Work
completed
to-date
Milestone
date
Revised/
actual
date
Budgeted
cost
Revised/
actual
cost
Responsible
Designin
g
18/05/2022 17/05/202
2
- $250 - Project
manager
Hiring
team
18/05/2022 18/05/202
2
- $800 - Project
manager
Selecting
best
CRM
tool
18/05/2022 18/05/202
2
- $350 - Project
manager
Project Title: Work status report Project Client:
John Reading Pty
Ltd
Date:
Version:

Project Sponsor: Project Manager: File Name: Page x of y
a.
The competing need for the present case scenario is to minimize the communication
error that helps to improve the results and create a better outcome (Pashaie and et.al., 2020).
The motivation pertaining to present issue is to get back the project on a track so that it will
be helpful to complete the project on time and meet the defined aim as well.
b.
In order to address the issue pertaining the communication error, the first step is to
change the medium of communication so that it will provide an authentic results. This in turn
also help to improve the results and focusing upon face to face discussion will be more
beneficial to get better results.
c.
In order to avoid the escalation of this issue, it is to be suggested to take actions which
are as mentioned below:
 I would like to streamline the email messages that help to improve the results and also
minimize the negative issues.
 In order to reduce the chances of escalating this issue, it is to be recommended to
conduct weekly session and ensure that team members do not face any issue with
respect to communication issue.
 Further, face to face meeting can be conducted in order to understand the issue is not
escalating and they all determine whether they are getting the points or not.
d.
By implementing such response, I would like to attain the outcomes pertaining to less
communication error (Rahimi, Nadda and Wang, 2018). It is so because if the error will be
increases then the chances of attaining the defined aim will be reduced and this causes
adverse impact over the project. That is why, it is essential for the project manager to meet
the defined aim by implementing such response.
e
From the organization, I would like to circulate the formal notice to all the relevant
stakeholder so that they all also come to know about the same and make changes accordingly.
If the stakeholder took an interest then it will be better for the project manager to improve the
results and meet the defined aim (Hair and Sarstedt, 2021).

f
In order to ensure about the maintained established links to align project objectives
with organisational objectives, I would take feedback from the team members that help to
understand about the issues which they faced. Through this I will make changes in my
strategy that help to create a better outcome (Ngelyaratan and Soediantono, 2022). It is
important to deal with the issue because it affect the project status and might be project will
not be on a track. That is why, implementing steps to make changes in the issues, it is
essential to make effective outcome and deal with the problem.
g
If the conflict remain unresolved then the risk arise for the company which include
delay in the project and the task which need to be delivered on the time will be delay. That is
why, it can be stated that there is a need to reduce the risk that help to improve the overall
performance and meet the defined aim.
5.
To All team members
CC Project sponsor
BCC
Subject Regarding the project status report
Good Morning to all!!
This email is written to informed you that there are some changes highlight
within the project status report which in turn assist to meet the defined aim
of the study. However, there are some issues faced by the project manager
which is related to communication error that affect the overall status of the
project in negative manner. In order to resolve the same, it is suggested to
conduct a face to face discussion that assist to create a better outcome and
resolve the issue promptly. Also, it has been further analysed that in such
situation, team members can easily share their views to other so that
effective outcome can be generated.
Thanking you
Project manager
Enclosed with the status report
6. Updated project plan
Task Task Name Duration Start Finish Predecessors

Mode
1 Initiation 5 days Tue 5/17/22 Mon 5/23/22
1.1 Developing project
charter 3 days Tue 5/17/22 Thu 5/19/22
1.2 Selecting stakeholder 2 days Fri 5/20/22 Mon 5/23/22 2
2 Planning 7 days Tue 5/17/22 Wed 5/25/22
2.1 Hire team 2 days Tue 5/24/22 Wed 5/25/22 3
2.2 Select CRM 3 days Thu 5/26/22 Mon 5/30/22 5,3
2.3 finalising budget 2 days Tue 5/31/22 Wed 6/1/22 6
3 Execution 3 days Tue 5/17/22 Thu 5/19/22
3.1 choose CRM system after
discussion 2 days Thu 6/2/22 Fri 6/3/22 7
3.2 complying with legal
laws 1 day Mon 6/6/22 Mon 6/6/22 9
4 Monitoring 5 days Tue 5/17/22 Mon 5/23/22
4.1 cost management 3 days Tue 6/7/22 Thu 6/9/22 10
4.2 risk register 2 days Fri 6/10/22 Mon 6/13/22 12
4.3 error in communication 2 days Fri 6/10/22 Mon 6/13/22 12
4.4 Resolve the issue 3 days Tue 6/14/22 Thu 6/16/22 14
5 Closure 4 days Tue 5/17/22 Fri 5/20/22
5.1 document handover 1 day Tue 6/14/22 Tue 6/14/22 13
5.2 Implementation of CRM 3 days Wed 6/15/22 Fri 6/17/22 17
PART C
Project Closure Report
(John Reading Pty Ltd)
1 Executive Summary
1.1 Background
The project is all about the John Reading Pty Ltd that is looking to renovate the café
by introducing the new menu card which in turn assist to improve the brand image of the
company at global level.
1.2 Reason for Closing the Project
The current project is closed because the deliverables are met and the project is
completed with the defined date (Kim and Wang, 2019). Thus, the budget is also not
expanded and the entire project is completed within a defined tenure that reflect the
renovation will be performed in a better manner.
1.3 Highlights and Innovations
The project is successfully implement new CRM system that ensure that all the
personnel can access the necessary information. This is innovative because project manager

actually do not uses such things for a café and this will help to attract new customers towards
it.
1.4 Summary of Recommendations
• It is to be recommended to the Project Sponsor that he should be agree that project
can be deemed closed because there are many situations where project manager do
not comply (Khashab, Gulliver and Ayoubi, 2020).
• It is also suggested to use effective communication tools because John Reading is
already suffer from error of communication and that is why, there is a need to
improve the same by focusing upon face to face discussion that helps to create a
better outcome
2 Project Performance
2.1 Performance against Objectives
The objective of the study is to meet the defined aim and this is somehow attained by
the project manager which entails that the project will be completed.
2.2 Performance against Outcomes
The actual performance of the project is in closure stage which in turn shows that the
project is about to complete and it completed with the defined dates that shows manager is
able to complete the same within defined target. On the other side, at the last stage
monitoring of each task is not yet completed and project manager is responsible for the same.
2.3 Performance against Outputs
The actual performance of the project is appropriate because the delivery of the output
is proper and the planned output is delivered at appropriate manner and the quality of the
output is also met with an appropriate manner . (Kampani and Jhamb, 2020).
2.4 Performance against Schedule
The actual performance of the project with regard to achievement of planned project
objective is accurate because as per the deadline assigned in the gantt chart, outcome has met
by the project manager and team members.
2.5 Performance against Budget
There is no task which is over budget, but some of the task which is under budget and
that is why, it can be stated that the progress of the project is accurate.

2.6 Recommendations
It is to be recommended to the project manager to ensure that all the team members
need to communicate with effective ways so that best communication error can be minimised
and provide a valid outcome.
3 Lessons Learnt
In the present report agile methodology has been used as it is not very rigid and cheaper as
well as it helps in meeting the customer demand. Although it allows the project manager to
make and develop software that contributes in achieving the task better and faster.
3.1 What Worked Well?
Project charter has been developed which has helped in understanding the task easily and also
contributes as reference sources for the future. (Guha, Harrigan and Soutar, 2018). Along
with this, it has been approved by stakeholder as it gives direction and sense of purpose to
the management from start to end.
3.2 What could be improved?
Project management has been improved as earlier it was not able to deal with the risk and
error. So through email approval have been taken from stakeholder in order to update project
management.
3.3 Recommendations
It is to be recommended that Prince 2 methodology can be used by project as it is advance in
nature and helps in reducing the risk easily.
4 Closure Activities
This section should cover the various activities required to close the project. Where relevant,
the sub-sections should include:
• Project Staff: - There will be use of organizational chart in which staff member
will be able to known about their senior and subordinate. This will also contribute
in maintain the flow of information appropriately. Although the head of each
department will delegate the roles and responsibility to subordinates.
• Issues Management – There will be issues related to lack of finance can be
happened as for CRM there is need of good technology that require proper flow
of finance. The project manage is responsible for dealing with this issue.
• Risk Management – There can be risk related to miss communication and it can
create delay in achieving the task. Along with this, risk register will be made by
project manager and it will contribute in mitigating it in future.
• Financial Management – The extra amount will be used in future if any change
has been asked by client (Guerola-Navarro and et.al., 2020).

• Asset Management – The documentation of the project need to be managed as it
helps as guidelines.
• Records Management – The project document will be store through google drive
and cloud as well as electronic mood has been used for backup.
• Procurement Management – The stakeholder will be signing negotiation contract
as it helps in analyzing performance and maximizing operational and financial
performance.
• Post Project Responsibilities – Project manager has to conduct analysis so that it
can identify developing areas and to determine the project costs and benefits.
• Handover activities: This document is consisting master checklist and
information of the important aspect for project success. Along with this, it
contains detail of daily tasks and process so it can be used in future as risk can be
mitigated. Although it contains detail of customer, client and stakeholder.
4.1 Recommendations
It is to be recommended to project sponsor that project can be closed as it meet the
requirement of business plan.
Budget Monitoring and Review Plan
PROJECT
Title (John Readings Pty. Ltd. Re-design Bookstore Café)
Start date 20/05/2022 End date 25/05/2022
Cost center and
project code
Project
number
Reporting period Enter start reporting date. to Enter end reporting date.
Description
The goal of the project is to build the customer goodwill and satisfy the
legal and ethical obligations. The benefit of implementing this program
is to promote high standards in professional conduct and inform client
as well as customer regarding the commitment of company
Prepared by Sponsor
Endorsed by
(sponsor signature)
Report date Enter date.
Insert coloured status symbols in Overall Status section below.
Budget Schedule Issue Overall risk
G - Within budget
A - Over budget – low risk
R - Over budget – high risk
G - On schedule
A - Behind schedule – low risk
R - Behind schedule – high risk
G - No issue
A - Issue under control
R - Major issue
G - No risk
A - Risk under control
R - Major risk
OVERALL STATUS
Budget G Schedule A Issue A Overall risk A

BUDGET STATUS
Budget $ Amount
Total approved budget $1 million
Expenditure to date 80 crore
Estimate of any surplus funds at 20 crore
PRODUCTS/DELIVERABLES/MILESTONES STATUS
Product/deliverable/milestone
Actual
commencement
date
Planned
completion date
Actual
completion date Schedule Issue
Provide
effective
training to
the
employees
13/05/2022 13/05/2022 15/05/2022 A A
Develop a
flyer and
webpage for
the
company.
16/05/2022 19/05/2022 20/05/2022 G A
Designing
different
social media
approaches
for a firm.
21/05/2022 22/05/2022 22/05/2022 A G

PRODUCTS/DELIVERABLES/MILESTONES STATUS
Product/deliverable/milestone
Actual
commencement
date
Planned
completion date
Actual
completion date Schedule Issue
Deliver the
presentation
for an
employee so
that they
can
understand
about new
approach.
23/05/2022 24/05/2022 25/05/2022 A A
Create a survey to
ascertain effective
communication between
stakeholder and evaluate
project.
26/05/2022 28/05/2022 28/05/2022 A G
Add or delete rows as necessary.
RISKS AND ISSUES
No risk
OUTLINE COST VARIATIONS AND PROVIDE SOLUTIONS
Planning the budget properly
Monitoring all expenses using checkpoints. .

DOCUMENT IMPROVEMENTS REQUIRED
Do record specific objective and factual information
Do follow consistent documentation practices.
Draft an email to the steering committee
To Steering committee
CC
BCC
Subject Relating to approval regarding finalization activities
Good After noon!
This email has been written in order to seek approval regarding finalization of
project activities as project has met it objectives. Along with this, closure report has
been attached at end of email as it contains detail about closure activities.
Moreover, the evaluation of project will be done through using performance Metrix.
Thanking you!
Project manager
Project Evaluation Report
During making the improvement in project planning I need to focus on my research skill as
well as innovative thinking so that creative solution can be find out. Along with this, the
governance of project is important as it provides direction and defines decision making
procedures and metrics for validating impacts to the project. There has been issues like error of
communication which have created delay in the project (Farhan, Abed and Abd Ellatif, 2018).
Although by analyzing the performance of the project its interlinked with objectives can be
identified. For dealing with the change management I have adopted for the change as well as
monitoring and managing resistance. It is to be recommended that company can make use of
advance tools and technology of project management.

TASK 4
Part A Project preparation and project management plan
PROJECT CHARTER
Project Name: John Reading Pty. Ltd. Online Marketing expansion
Version Number:
11. PROJECT GOALS
The aim of the project is to establish new distribution warehouse in Melbourne.
The project will be focusing in sourcing location and cost for developing warehouse.
The benefit for implementing this program is to create brand awareness in the market area
and to improve the operation of firm.
12. STRATEGIC ALIGNMENT
The strategic alignment for the company is to develop warehouse so that functional unit of
the company can be improved. Although organization will be developing three teams for
meeting the desire goal and increase the brand image in the market.
13. DELIVERABLES
 Statement of work.
 Work breakdown structure.
 Project scope statement.
14. SCOPE DEFINITION

The project will include details regarding the use of digital marketing in order to expand the business.
The project will not include non-adherence of legal obligation in John Reading.
4. PROJECT MILESTONES
Developing online marketing strategy
Building warehouse in new location for expanding business.
5. BUDGET
£900,000.00
6. ASSUMPTIONS, CONSTRAINTS & DEPENDENCIES
Assumption:
 The project will be completed on time.
 All the objective of the project will be met.
 All the resources will be used efficiently..
Constraints:
 Customer satisfaction is major constraint if quality services has not been achieved.

 There can be lack of ability of both human and raw material.
 Lack of time
7. RELATED DOCUMENTS
Reference of RFQ is used in order to determine the scope
8. PROJECT ORGANISATIONAL STRUCTURE
Identify the key stakeholders and team members by function, name and role.
Function Name Role
Digital marketer Jack To provide content for
marketing and
appropriate tools.
Logistic manager Alice To look at the
purchasing and sales of
material at
international level.
Sales and marketing
manager
Cory To develop
appropriate marketing
strategy.

9. PROJECT AUTHORISATION
Approved
by:
Project Sponsor Date
Approved
by:
Project Manager Date
Project management plan
Scope
To develop warehouse of the company at different location and to make use of online marketing
in order to increase the expansion in market area.
Governance structure:
In order to maintain proper function in the organization and to enhance the growth company will
be making use of hierarchical structure in which flow of information will be from higher
authority to lower. Thus, there will be no confusion between team members involved in
completion of project.
Project time
Project budget
Particulars Amount
Labour expense 400000
Machinery purchase
Other expense
400000
100000
Total 9000000
Project quality plan
Inputs Tools and techniques Outputs
Project charter Expert judgement Quality management plan

Project management Information has been
collected through using
benchmarking tool
Quality metrics
Risk management plan Threats can be mitigated
through using this register
It will help project manager
to identify risk and their
probability of occurrence in
future. Moreover, right
solution can be identify.
Project documents It will help in making
decision for the project .
This will allow project
manager to store relevant
information.
Stakeholder engagement
plan
Cost of quality of the
project can be managed.
Through this manager can
identify actual performance
of project .
Project human resources plan including roles and responsibilities
Organizational planning Staff Acquisition Team development
Human resources Hiring right candidates for the
organization will contribute in
accomplishing goals of the
project.
In the present project there
will be three teams which will
help in meeting the decided
goals in limited frame of time.
Proper use of tools and
techniques like stakeholder
analysis and templates will
help in identifying right
candidates for project.
Although negotiation will
contribute in getting the best
candidate for company.
Moreover, by giving them
proper reward and training
their moral can be increased.
Participant has to identify their
roles and responsibility.
If the team roles have been
assigned then right candidate
will be hired.
This will help in improving
performance of company.

Project communications and stakeholder engagement plan
Stakeholder
name
Engagement
action
Owner Channel Frequency
Tom Holland Manage closely Product
manager
To reduce error
and fault in
products
Daily
Zenana Keep informed Project
manager
Face to face
discussion
Weekly
Bill Keep satisfied Project manager Through emails
and calls
Monthly
Dave Monitor Project
manager
Newsletter Monthly
Project risk management plan including risk register
Risk Likelihood Impact of
risk
Severity Owner Mitigation
action
Project
purpose and
need is not
well defined
Medium High High Project
sponsor
Escalate risk
Project
schedule is not
clearly defined
or understood
Low Medium Medium Project
manger
Revisit the
schedule
No control
over staff
priorities
Medium Medium Medium Project
manager
Escalate to the
project sponsor
and bring in
back up

resource.
Scheduling
error
Medium High High Project
manager
Using two
methods of
cost estimation
as well as
tracking the
cost. Include
schedule daily
and agenda
item in every
team meeting.
Lack of
communication
causing
confusion
Medium Medium Medium Project
manager
Preparing
communication
plan including
goals and
channels for
communicating
Unresolved
project
conflicts not
escalated in
timely manner
Low Medium Medium Project
manager
Hold regular
team meeting
and look out
for conflicts.
Legal actions
delays
Low Medium Medium Project
sponsor
Ensure that all
contracts are
signed before
starting the
project.
Following all
regulatory
need and
complete

stakeholder
management
plan
Customer
refuse to
approve
deliverables.
Medium Medium Medium Project
manger
Ensure
customer
decision
before stating
the project.
Theft of
material
Low High High Project
manager
Follow
security
procedure and
non-disclosure
of agreement
as well as
certify the
place
Stakeholder
action
Low High High Project
manager
Identify
stakeholder
analyses power
and influence
create
stakeholder
engagement
plan.

MAIN BODY
TASK 4
Part A Project preparation and project management plan
PROJECT CHARTER
Project Name: John Reading Pty. Ltd. Online Marketing expansion
Version Number:
15. PROJECT GOALS
The aim of the project is to establish new distribution warehouse in Melbourne.
The project will be focusing in sourcing location and cost for developing warehouse.
The benefit for implementing this program is to create brand awareness in the market area
and to improve the operation of firm.
16. STRATEGIC ALIGNMENT
The strategic alignment for the company is to develop warehouse so that functional unit of
the company can be improved. Although organization will be developing three teams for
meeting the desire goal and increase the brand image in the market.
17. DELIVERABLES
 Statement of work.
 Work breakdown structure.
 Project scope statement.
18. SCOPE DEFINITION

The project will include details regarding the use of digital marketing in order to expand the business.
The project will not include non-adherence of legal obligation in John Reading.
4. PROJECT MILESTONES
Developing online marketing strategy
Building warehouse in new location for expanding business.
5. BUDGET
£900,000.00
6. ASSUMPTIONS, CONSTRAINTS & DEPENDENCIES
Assumption:
 The project will be completed on time.
 All the objective of the project will be met.
 All the resources will be used efficiently..
Constraints:
 Customer satisfaction is major constraint if quality services has not been achieved.
 There can be lack of ability of both human and raw material.
 Lack of time

7. RELATED DOCUMENTS
Reference of RFQ is used in order to determine the scope
8. PROJECT ORGANISATIONAL STRUCTURE
Identify the key stakeholders and team members by function, name and role.
Function Name Role
Digital marketer Jack To provide content for
marketing and
appropriate tools.
Logistic manager Alice To look at the
purchasing and sales of
material at
international level.
Sales and marketing
manager
Cory To develop
appropriate marketing
strategy.
9. PROJECT AUTHORISATION
Approved
by:
Project Sponsor Date
Approved
by:
Project Manager Date

Project management plan
Scope
To develop warehouse of the company at different location and to make use of online
marketing in order to increase the expansion in market area.
Governance structure:
In order to maintain proper function in the organization and to enhance the growth company
will be making use of hierarchical structure in which flow of information will be from higher
authority to lower. Thus, there will be no confusion between team members involved in
completion of project.
Project time
Project budget
Particulars Amount
Labour expense 400000
Machinery purchase
Other expense
400000
100000
Total 9000000
Project quality plan
Inputs Tools and techniques Outputs
Project charter Expert judgement Quality management plan
Project management Information has been
collected through using
benchmarking tool
Quality metrics
Risk management plan Threats can be mitigated
through using this register
It will help project
manager to identify risk and
their probability of
occurrence in future.
Moreover, right solution
can be identify.
Project documents It will help in making
decision for the project .
This will allow project
manager to store relevant
information.

Stakeholder engagement
plan
Cost of quality of the
project can be managed.
Through this manager can
identify actual performance
of project .
Project human resources plan including roles and responsibilities
Organizational planning Staff Acquisition Team development
Human resources Hiring right candidates for
the organization will
contribute in accomplishing
goals of the project.
In the present project there
will be three teams which
will help in meeting the
decided goals in limited
frame of time.
Proper use of tools and
techniques like stakeholder
analysis and templates will
help in identifying right
candidates for project.
Although negotiation will
contribute in getting the best
candidate for company (Li
and Zhang, 2021).
Moreover, by giving them
proper reward and training
their moral can be increased.
Participant has to identify
their roles and responsibility.
If the team roles have been
assigned then right candidate
will be hired.
This will help in improving
performance of company.
Project communications and stakeholder engagement plan
Stakeholder
name
Engagement
action
Owner Channel Frequency
Tom Holland Manage closely Product
manager
To reduce
error and fault
in products
Daily
Zenana Keep informed Project
manager
Face to face
discussion
Weekly
Bill Keep satisfied Project
manager
Through
emails and
calls
Monthly
Dave Monitor Project
manager
Newsletter Monthly

Project risk management plan including risk register
Risk Likelihood Impact of
risk
Severity Owner Mitigation
action
Project
purpose and
need is not
well defined
Medium High High Project
sponsor
Escalate risk
Project
schedule is not
clearly defined
or understood
Low Medium Medium Project
manger
Revisit the
schedule
No control
over staff
priorities
Medium Medium Medium Project
manager
Escalate to the
project sponsor
and bring in
back up
resource.
Scheduling
error
Medium High High Project
manager
Using two
methods of cost
estimation as
well as tracking
the cost.
Include schedule
daily and
agenda item in
every team
meeting
(Saridakis and
et.al., 2018).
Lack of
communication
causing
confusion
Medium Medium Medium Project
manager
Preparing
communication
plan including
goals and

channels for
communicating
Unresolved
project
conflicts not
escalated in
timely manner
Low Medium Medium Project
manager
Hold regular
team meeting
and look out for
conflicts.
Legal actions
delays
Low Medium Medium Project
sponsor
Ensure that all
contracts are
signed before
starting the
project.
Following all
regulatory need
and complete
stakeholder
management
plan(Romdonny,
2019).
Customer
refuse to
approve
deliverables.
Medium Medium Medium Project
manger
Ensure
customer
decision before
stating the
project.
Theft of
material
Low High High Project
manager
Follow security
procedure and
non-disclosure
of agreement as
well as certify
the place
Stakeholder
action
Low High High Project
manager
Identify
stakeholder
analyses power
and influence

create
stakeholder
engagement
plan.
Project procurement management plan including RFT/RFP and SOW for at
Statement of work
Procu
reme
nt
Pack
ages
with
Meth
ods
and
Time
Sched
ule
Basic Data Request
for
Proposal
Statemen
t of work
Descr
iption Date
EOI
Recei
ved
D
at
e
N
o-
O
bj
ec
tio
n
Selecti
on
Metho
d
Lum
p
sum
or
Tim
e-
Base
d
Est
ima
ted
Am
oun
t
in
Cu
rre
ncy
(00
0)
Pri
or/
Pos
t
Re
vie
w
Bid
Clo
sin
g
Dat
e
Plan
/
Revi
sed/
Actu
al
Date
Publ
ishe
d
Cl
osi
ng
D
at
e
Dat
e
rece
ived
Dat
e
no
obj
ecti
on
Onlin
e sites
mana
geme
nt
20/05
/22
23
/0
5/
22
Consul
t with
e-
comme
rce
team
2
wee
ks
50 Pos
t
revi
ew
30/
05/
22
Plan 23/0
5/22
24
/0
5/
22
25/
05/
22
26/
05/
22

Statement of work
Scope of work
Johan leading company wants to establish wants to establish e- commerce team in order
to enhance the functionality and capability of IT department.
Deliverable:
Resources need to be deliver by 26/5/22
The amount will be given in instalment and at last final payment will be done.
Signature:
Date:
Project monitoring, control, and evaluation tools
For meeting the aim of the project it is necessary for the project manager to monitor and
evaluate the stage and turns in helps in determining the issues faced by the organization.
Along with this, project manager can make use of KPI tool that will help in knowing the
performance of the project (He, 2021). It will also help in knowing the progress of the project
as well as weakness in the process and it can be used to measure the factors that will
contribute in success of project. I addition to this, project manager will be making use of
benchmarking tool as it will contribute in identifying the performance gaps and areas of
improvement. It will also have standardized set processes and metrics that contributes in
protecting the project from risk. Thus, with help of this tool company will be able to
implement e- commerce site effectively.
Issues register
Description Type Date
raised
Raise
d by
Report
author
Priority Status C
d
Wrong
selection of
tools
Poor strategy 23/5/2022 Tony IT
manager
High Closed 2
Poor quality of
products
Quality of
deliver is not
appropriate
25/5/22 Meher Product
manager
Medium Opened 2
Error in
communication
Poor
organizational
28/05/22 John Project High Closed 2

structure manager
Financial Initial phase
is appear to
be financially
tight
29/05/22 Tina Finance
manager
High closed 3
Technical
expert shortage
Require IT
department
so that e-
commerce
website can
be controlled
1/6/22 Steve Project
manager
Medium Opened 2
Change and record management
There is high chance that project will faced change due to dynamic nature of the business so
in order to deal with process of change management is effective and the outcome is generated
from it (Joshi, 2019). Although in the current project system the project manager will analysis
the key issues so that it can find relevant situation in order to deal with the changes. Thus, if
company hire IT expert it will contribute in making appropriate e – commerce website for the
organization as well as enhance the functionality of IT department. Along with this, it will
monitor and manage the success criteria of the company through making use of the effective
digital tools.
Record management need to be used by organization in order to store the data in electronic
format as it will contribute in reducing the risk. Moreover, recording the content will help
company to ensure that their employees and stakeholder will able to get correct information
in timely and cost effective manner. Although the data is compliance with privacy so it will
help in managing the growth of information.
Finalisation activities
This is known as last phase in the project management lifecycle and at this step there are
reviews of other stage and deliverables. This helps in comparing and testing the quality of the
project outcomes. Thus, it contributes in analysing that aims and objectives of project has
been met or not (Lai, 2021). Moreover, under this stage project manager will take approval
through stakeholder so that project will be completed and there will no delay from the side of
the manager. Although it helps in avoiding repeating mistakes of future project and

objectives. This activity ensures the recording project documents, archiving firm assets as
well as making final payment.
Organisational policies and procedures applicable to the project
John reading Pt. Ltd follow various policy related to business in order to avoid intervention of
government as well as run the business effectively. Moreover, it is important for the project
manager to comply business ethics in policy so that it can sustain in competitive
environment. Although policy are guidelines that help project manager to create and run the
project successful as well as it provides proper quality assurance (Saridakis and et.al., 2018).
Thus, it ensures that all project activities are completed within specific time limit and cost.
Although maintaining transparency between the project manager and other stakeholder result
in improving the outcome of project. The company while making use of The company while
making use of data protection policy so that there is no hindrance in e- commerce department.
A list of project initiation documentation.
A project initiation document is defining the scope, management and overall success criteria
of tea during the project (Romdonny, 2019). It contains the basic document such as risk
register, communication plan and stakeholder analysis as well as scope and management of
the project is contain. Along with this, it works as internal guide for company that contribute
in accomplishing the desire goals. The initiation document is consisting of aims and business
goals, parameters of project, specific, resource planning, roles and responsibility of team as
well as risk or assumptions. Moreover, all this document has been attach to the above project
so that each task is completed properly.
E- mail
To : Project Sponsor
CC:
Bcc:
Subject: Regarding the important points of project charter
Good Morning!
As we known that company is trying to open new café so in order to enhance the sale
company can make use of e- commerce website so that marketing of organization can be
increased. Along with this, the motive behind writing this email is to analyse the key issues
mentioned in project charter and it need to be followed properly otherwise it will affect the
scope of the project. Moreover, project management plan has been attached with the email

which contain overall an activities and documents needed in completion of project.
Thus, please suggested the best time for discussing the plan as it will contribute in dealing
with the issues and make appropriate changes which will help in proceeding of project.
Thank you.
Project manager
Part B Project execution
Project Strategy
Initiation: This is first stage in project management and includes aims and objectives that
need to be achieved during the project (Nanda, Xu and Zhang, 2021). Thus, it helps in
providing overview of tasks.
Planning: At this stage project manager makes strategy for each stage and make sure that
aims and objectives are achieved in limited time.
Execution: All the actions are taken into consideration and executed in effective manner.
Monitoring: This stage project manager makes use of various tools and techniques in order
to measure and monitor the issues at stages of project life cycle.
Closure: At this step all the activities are closed and the entire project determine the aims
and objectives which need to be met.
Estimated costs
Particulars Amount
Project management
Project manager 100
Project team member 200
Contractors 300
Hardware
Handheld devices 100
Servers 50
Software
Licensed software 200
Software development 300
Training and support

Trainee cost 100
Travel cost 50
Project team members 500
Reserves 500
Total Project cost estimates 24000
Timelines
Particular Week 1 Week 2 Week 3
Hiring expert
Selecting best
ecommerce website
Approve relevant
stakeholder
Identifying risk and
challenges
Human resource needs
For meeting the needs of company as it will help in meeting the essential for the project
complete the task on time in order to achieve the success (Li and Zhang, 2021). Along with
this, the project manager has to hire talented employees with good skills of converting the
project into actionable form. There will be one head of the project which will assign roles and
responsibility to the workers and check if they are working effectively or not. Although
teams will be divide according to the need of the project such as there will be IT sector which
will manage e-commerce sites as well as there will marketing department which will work
creating brand awareness in the market area. Thus, proper distribution of human resources
will help project manager to achieve the goals in limited frame of time.
Key aspects of change requests to be implemented
 Some of the key aspect of change that project manager has to follow are:
 It need to understand the scope of change in order to implement any new activity.
 Project manager needs to determine the impact of incorporating the change.
 Although approval need to be taken from primary sponsor or high level management.
 Project manager has to communicate and implement the approve change request.
Constraint

The threat in project can be lack of finance and human resources as it can affect the growth
of the company in negative way. If the finance will not be adequate, then proper technology
will not be used by the company as well as lack of human resources will lead in not achieving
the task effectively. Thus, it is necessary for project manager to find positive solution for
dealing with this constraint in effective manner so that there is not huge impact on the success
of project.
Email
To Stakeholders
CC
BCC
Subject Regarding seeking the approval for project to proceed based on the charter
plan
Good After Noon !
This email has been written to ask for approval regarding the changes that
need to be made in the project. Along with this, the changes are necessary
as it will help in meeting the success of the project. There are some of the
changes that need to performed within the project charter as it will
contribute in meeting the important requirement. Although the changes are
made so that issues can be solved as well as there is no threat in project life
cycle as well as objectives of task. Moreover, from this email, I would like
to draw attention on the changes that all the stakeholder can provide
approval in order to meet the define aim. Thus, I will request you to give a
kind of suggestion need to be implemented in order to meet the change so
that success of the project can be achieved.
Thanking you.
Email to external consultant
To External consultant
CC
BCC
Subject Regarding the outline of project
Good After noon!
This email is written in order to draw attention about the changes in project

charter and all the relevant document has been attached with mail which will help
in providing the details about the aims and activity of the project. Along with
this, the total time required in project is about 3 weeks which helps to meet the
defined goals in limited time. Although the report has been given to project
manager as it is responsible for delegating the roles and responsibility of the
subordinate according to their capabilities. This will contribute in finding the
effective outcomes in limited set of time and less constraint.
Status report
Status report – Project
Item Work
completed
to-date
Milestone
date
Revised/
actual
date
Budgeted
cost
Revised/
actual
cost
Responsible
Designi
ng
24/05/22 23/5/22 $500 Project manger
Hiring
team
25/05/22 24/5/22 $700 Human resources
manage
Selecti
ng best
e –
comme
rce
sites
26/05/22 27/05/22 $900 Project manager
Develo
ping
appropr
iate
marketi
ng
strategy
26/05/22 26/05/22 $500 Project manager
Monito
ring the
project
manage
ment
stages
27/05/22 28/05/22 $200 Project manager
Project Title: Work status report Project Client: John
Reading Pty Ltd
Date:
Version:

Project Sponsor: Project Manager: File Name: Page x of y
a) The one of the competing need is that project is facing is communication error among
the team members and due to that there has been delay in task and negative
environment has been created. Along with this, for motivating employees project
manager need to adopt for both monetary and non-monetary incentives so that it can
be motivated. Although for dealing with the issues the project manager need to make
use of engagement activity so that employees are able to communicate with each
other (Hsu, 2019). Although the flow information will be towards but the order will
be given from higher authority as well as suggestion regarding task will be taken from
subordinates. Although for motivating employees it is important for project manager
to fulfil the needs of the subordinates as it is the major factor for increasing the moral.
That allow them to work effectively and contribute in success of project.
b) For maintaining the link there has been use of systematic approach in which project
has been prioritize and strategic goals has been set. The strategies have been set
according to the task which has contributed in establishing link. Along with this,
adjustment has been se according to objectives in order to determine best approach as
well adjustments in strategic plan has been done and roadmap is made for aligning
with path. Although teams have been established so that it can focus on their task and
work together to achieve main objectives (Gyenge and et.al., 2021). However, for
dealing with the issues of communication error project manager will be making use of
hierarchical flow structure in which order will be flow form higher authority to lower
one. It is important to deal with issues as it is creating hindrance and due to that task
is not able to achieved in limited frame of time.
c) The risk of the project will be that the task will not be able to achieved in limited time
and there will be delay in the task. Along with this, unresolved conflicts will create
negative impact on the leader and it can lead in decrease motivation as well as
increased in stress that will lead in lower performance of company (He, 2021). Thus,
there will be risk related to not completing the task on time and due to that there will
be delay in completion of task as well as appropriate outcomes will not be taken out
of it.

Email to steering community
To Project steering committee
CC
BCC
Subject
Good Afternoon!
This email has been written in order to draw attention about the status report and
the brief overview of the issues faced during project. In the status report issues
has been mentioned that need to be solved during the project so that it can be
handle properly and effectively. In addition to this, in order to deal with lack of
communication issues appropriate strategy has been made so that it can be
address appropriately. Moreover, the status report will contribute in meeting
with the issues in appropriate time limit.
Thanking you.
Project manager
Part C Project finalisation
Project Closure Report
( John Readings Pty. Ltd. Re-design Bookstore Café)
1 Executive Summary
The present report has been discussing about the closing activities and the reason for closing
the project.
1.1 Background
In the project John leading wants to expand their business through using e-
commerce website as well as to develop marketing and sales team in order to
expand their business.
1.2 Reason for Closing the Project
There are two main reason for closing the project such as the task has been completed and
the project executives had confirmed that all project has been met. Although the decision of
the stakeholder has been made to halt a project. Along with this, all the deliver be having
been met appropriately and effectively (Akhtar, Khan and Habib, 2022).

1.3 Highlights and Innovations
Project manager has adopted for simple and innovative idea to solve the problem of the
project. The company has faced issues in marketing so it will be making use of e-
commerce website like social media in order to attract customer as well as to create
awareness in the competitive market area.
1.4 Summary of Recommendations
It is to be recommended to project sponsor that project goals have been me effectively
through using the various documents like project charter, risk register a stakeholder analysis.
Thus, project can be deemed to be close.
2 Project Performance
The plan of the project was to make use of e-commerce in order to expand the marketing
activities but currently it will be making use of traditional methods of marketing also in order
to increase their sales in effective manner (Ariep, 2021). Thus, these changes have been made
and it has helped in improving the performance.
2.1 Performance against Objectives
Describe the actual performance of the project in relation to the achievement of the planned
project objectives.
2.2 Performance against Outcomes
The outcomes such as making use of appropriate websites has been achieved and it has also
contributed in increasing the overall sales of the organization. Along with this, has helped
the company is satisfying the needs of the customer although the achievement of selecting the
IT team has not been being achieved fully (Ballestar, Grau-Carles and Sainz, 2019). The
organization need experts so that their e-commerce website can be managed.
2.3 Performance against Outputs
The deliverables of the project have been met with the quality as well as the company was
able to achieve the set goals by making use of effective tools and techniques. In addition to
this, the company has selected the social sites appropriately that has helped in getting the
accurate outcomes.
2.4 Performance against Schedule
The performance of the project is better against the schedule as the goals area accomplished
in effective manner.
2.5 Performance against Budget
The performance of the project has been against the budget as all the task has been
accomplished in within the set amount.

2.6 Recommendations
It to be recommended that company should make use of advance software in order to
achieve the task.
3 Lessons Learnt
In the present project there has been used of agile methodology as it is not very rigid in the
nature as well as not very advance like prince (Daries, Cristobal-Fransi and Ferrer-Rosell,
2020). This methodology has helped in achieving the task in effective manner.
3.1 What Worked Well?
Describe the project management and quality management processes that were perceived to
be appropriate and/or effective for the project, as reflected by the stakeholders and the project
records/documentation.
3.2 What could be improved?
The present project has been used of good quality management and approval from
stakeholder has been taken which will contribute in dealing with the issues effectively.
3.3 Recommendations
It is to be recommended to company that it should make use of various document
for the project which will contribute in dealing and making plans for the project.
4 Closure Activities
This section should cover the various activities required to close the project. Where relevant,
the sub-sections should include:
• Project Staff: - The teams have been divide into functional unit and each has been
assign with the task which will contribute in achieving the main goals. Along with
this, the role of steering committee is to see that there are legal activities are
conducting in right manner. In addition to this, the team has to participate in the
team meeting as well as suggestions for improvement.
• Issues Management – The issues of the project there has been lack of time and it
has been address in effective manner.
• Risk Management The company has made use of risk register in order to address
and mitigate them in effective manner.
• Financial Management – the excess fund will be used in extra activities or will be
saved for future use.
• Asset Management - The project documents are very necessary for the company
as it contain detail structure of the project and guidelines (Gregory, Ngo and
Karavdic, 2019). Although it will be managed by project manager as it is
responsible for conducting and look for the activities.
• Records Management – The company will be making use of electronics like
hardware as well as cloud technology in order to backup up the document so that
it can be backup.

• Procurement Management – The key activities of contract management include
drafting, clause, negotiation, performance analysis to maximize operational and
financial performance.
• Post Project Responsibilities - Training and development session will be
conducted in order to improve the skills and abilities of employees so that it can
contribute in success of project. Along with this, gap analysis will be conducted
in order to identify an issues between the stages of project management.
Moreover, the company will be used to determine satisfaction of stakeholder so
that it can contribute in continuous of project.
• Handover activities
This project can be used in other annual function as it will help in knowing the
key issues as well as activities needed to be done in order to achieve the success.
4.1 Recommendations
It is to be recommended to project sponsor that all the activities of project have been
achieved thus it not be closed.
Budget Monitoring and Review Plan
PROJECT
Title John Readings Pty. Ltd. Re-design Bookstore Café
Start date 20/05/2022 End date 25/05/2022
Cost centre and
project code 900,000.00 Project
number BSBPMG540 M
Reporting period May 2022 to May 2022
Description
The aim of the project is to establish new distribution warehouse in
Melbourne. The project will be focusing in sourcing location and cost
for developing warehouse. The benefit for implementing this program
is to create brand awareness in the market area and to improve the
operation of firm.
Prepared by Sponsor
Endorsed by
(sponsor signature)
Report date 25/05/2022
Insert coloured status symbols in Overall Status section below.
Budget Schedule Issue Overall risk
G - Within budget
A - Over budget – low risk
R - Over budget – high risk
G - On schedule
A - Behind schedule – low risk
R - Behind schedule – high risk
G - No issue
A - Issue under control
R - Major issue
G - No risk
A - Risk under control
R - Major risk
OVERALL STATUS
Budget G Schedule A Issue A Overall risk A

BUDGET STATUS
Budget $ Amount
Total approved budget 900,000.00
Expenditure to date 800,000,00
Estimate of any surplus funds at
completion of project
Comments
Book an appointment with your Assessor to discuss the finalisation of the project
Role play
Project manager: Good Morning! Every one we are in this meeting to discuss about the
finalisation of the project with team member, assessor and project sponsor.
Project Sponsor: I would like to describe to assessor that project has met all its objective in set
time and finance.
Assessor: What are the activities has been decided?
Project manager: All the deliverables has been transferred to the client and it has been fully
completed. Along with this, project has been confirmed closed as details has been taken from
the team members involved and any change request by the client. Although approval from the
deliverables from stakeholder has been taken on the part of the project plan. Moreover, proper
documentation of the project has been made such as project charter, risk register, status report in
order to keep check on the project report . In addition to this, for evaluation of the success of the
future KPI tool has been used as it gives details regarding the performance of project. However,
in order to improve the planning, I have taken use of project management tools as well as build
proper communication plan. It has contributed in maintaining smooth flow of information as use
of tools in setting up the activities. I hope that assessor has been satisfy with the finalisation
activities of project.
Team member 1: Some of the recommendation for the project such as that project manager
should make use of intuitive time and expense technology in order to make the project
successful. Along with this, it to be suggested that there should be communication with the client

three time a week so that any changes can be met in effective manner. Also the customer will be
satisfied.
Assessor: After listening to the details of the activities the project should be deemed closed as I
has achieved the goals and all the task has been completed efficiently.

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