Project Management Plan: ATA's Solar Project in East Timor

This project management plan details the Alternative Technology Association's (ATA) solar project in East Timor, focusing on providing renewable energy to remote villages. The plan includes an executive summary, project description, and comprehensive risk management, including a risk matrix and response strategies. It covers contracting, project control, occupational health and safety, quality assurance, document control, relationship and knowledge management, and project review plans. The plan also outlines organizational structures and a project closeout strategy, concluding with a discussion on the project's outcomes and challenges. The project aims to light up 100 houses in a remote village, addressing challenges like political instability, cultural acceptance, and financial risks, while leveraging donations and government funds. The plan emphasizes the importance of volunteer management, local community engagement, and adherence to safety and quality standards to ensure the project's success and sustainability.

Running head: PROJECT MANAGEMENT
Project Management
Name of the student
Name of the university
Author Note:

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Table of Contents
Introduction................................................................................................................................4
Executive Summary...................................................................................................................4
Project Description.....................................................................................................................4
Risk Management Plan..............................................................................................................5
Risk Matrix.................................................................................................................................6
Table No 1: Risk Matrix............................................................................................................6
Risk Response Planning.............................................................................................................7
Risk Control Strategy.................................................................................................................7
Contracting Plan.........................................................................................................................7
Contract Details..........................................................................................................................8
Project Control Plan...................................................................................................................9
Occupational Health, Safety and Environmental Plan.............................................................10
Quality Assurance Plan............................................................................................................10
Document Control and Information Management Plan...........................................................11
Relationship Management Plan................................................................................................11
Knowledge Management Plan.................................................................................................12
Project Review Plan.................................................................................................................12
Table No 2: Timeline Table.....................................................................................................12
Organizational Plan..................................................................................................................12
Project Closeout Plan...............................................................................................................13

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Conclusion................................................................................................................................14
Bibliography.............................................................................................................................15

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Introduction
Executive Summary
ATA or Alternative technology association is a non-profit based organization that is involved
in different kinds of the developmental projects. The project mainly includes the undertaking
of the development of new and alternative renewable sources of energy that can be helpful
for the organization. The alternative sources of energy can help in the development of the
community and the individuals who are generally poverty stricken. The report here presents
the example of East Timor islands which has a challenging infrastructure and a number of
remote villages in this place are totally devoid of any forms of basic amenities especially
electricity. The absence of the electricity grid in these areas can act as a great cause of
underdevelopment. The underdevelopment of the country and the factors of the
underdevelopment process will be the major reason of the project. The project will light up
100 different houses in a remote village of East Timor named Quelecai through raising
donations and government of UK sponsored funds. The report here has presented the
different areas or plans that needs to be formulated or constructed by the organization in
order to address the issues in a proper manner.
Project Description
ATA or the Alternative technology association is a non-profit organization that is
based on the works of providing alternative and renewable source of energy access to the
needy people. The management of the business presents the energy access in order to ensure
the easy reach of electricity to every poverty-stricken households who are not included in the
national electricity grid of the respective countries. The company has been working in East
Timor islands for a period of more than 10 years and has specialised in the creation of the

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different kinds of the alternative energy sources that can be helpful for the community of the
remote villages in East Timor islands.
The project stated here would be a follow up of the earlier solar power projects that
were carried out by the organization in the most efficient manner. The project will involve the
raising of funds for a village named Quelecai, in the East Timor islands. The village is
located at a remote place and inaccessible through modern means of transport due to the lack
of the basic infrastructure. Therefore, the ATA group has undertaken the development project
for the area with the lightning of 100 individual houses in the village with solar power. The
project, to be mainly funded through donations, will also take a significant portion of the UK
sponsored government funds. The additional funds from the UK government can help make
the project successful in nature.
Risk Management Plan
The major risks that gets identified through this project includes the likes of;
a. Small number of volunteers- The presence of small number of volunteers is
extremely problematic for the organization as the lack of strong number of expert
volunteers will limit the scope of the project and can increase the cost of the project.
The small number of volunteers can also be problematic for the organization as the
small number of volunteers can easily lead to the closure of the project.
b. Politically unstable area- The East Timor islands is a totally new country and has a
large number of different civil related problems that tends to threaten the stability of
the country. The instability of the country is one of the major drawbacks for the new
projects as the project manager and his team will feel unsafe to work in such an
environment. The absence of the political stability is thus a major drawback for the
organization.

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c. Cultural acceptance- The cultural acceptance is another major factor and is
considered an active form of risk that can seriously disrupt the proper operations of
the project. The cultural mismatch between Australia and East Timor forms a major
gap in between the execution and success of the project. The cultural unacceptance
from the residents of the village can also be because of illiteracy and thus the
organization has to take careful steps before installing any kinds of systems in the
houses.
d. Financial risks- The financial risks comes with the fact that there will be
psychological imbalance in between the volunteers of the NGO and the local people
as it will be an uncommon thing for the financially backward people to experience the
inflow of such a huge amount of cash. The huge inflow of the cash will lead to a
curiosity among the locals, which can ultimately hamper the cause of the project.
Risk Matrix
Risk Elements Low High Extreme
Small number of volunteers
Politically unstable area
Cultural acceptance
Financial risks
Table No 1: Risk Matrix
Source: (As created by the Author)

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Risk Response Planning
The response strategies of APA will address the risk in a strategic manner. The risk
response strategy includes,
a. Avoid- ATA must focus on eliminating the cultural differences and train its project
team in the local language and skills of communicating
b. Mitigate- Mitigation will help in the reduction of certain risks like the political risks
can be mitigated by establishing a good rapport with the local government authority
c. Transfer- The risks from local sources in Timor Leste must be transferred to the local
NGO as they will be much better equipped to handle such risks
Risk Control Strategy
The risk control strategy will be dependent on some smart recommendations they are
as follows,
a. Increase in the number of volunteers can help the organization
b. The ATA must take the help of the local authority who in turn will be able to address
the different issues with the locals. Taking the locals into confidence can help the
organization
c. Taking the locals into confidence will help address the cultural problems of the
organization in a simple and efficient manner
d. The financial risks will be addressed by digitalized fun transfers and by providing the
money to the local NGO’s who will be able to channel the money into the right source
Contracting Plan
The management of ATA will have to build up a new and better contract management
plan that will be able to address the different areas of the contract build up. The contracting
plan is as follows,

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a. History- The contract plan will be created based on the new project based on the
distribution of solar power across Timor Leste and its remote villages in the Far East.
The project will be undertaken by ATA and will be implemented by them with funds
from donations and UK Government.
b. Purpose of the contact- The purpose of the contract will be to come to a common
understanding in between ATA and the local NGO to implement the distribution of
electricity in the most efficient manner and to the most inaccessible villages.
c. Objectives- The contract can help the organization to be legally bound towards the
duty and to ensure that the funds for the project are not wasted.
d. Scope- The contract signing itself increases the scope of the project as the project
when once gains a legal perspective, turns out to be highly important and professional
in nature.
Contract Details
Contract Manager Kate Greenwood & Tim Young (Local
project manager)
Contract Number YTR1234
Contract Title SOLAR POWER IMPLEMENT
CONTRACT
Contract Commencement Date 12th January, 2020
Contract Term
 Initial Term
 Extension Options
2 Years
+2 years
Estimated Total Contract Value At Award $10000
Contract Framework e.g. sole supplier, panel Sole Supplier
Procurement governance- The procurement governance will include the likes of the
different kinds of the organizational strategy to make the most of the available resources to

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ensure the success of the business in the most proper manner. The project manager has to
select the right tools for governing the solar project.
Contracting Strategy- The contract as given above must be signed in a phased manner after
going through the documentation. The contract documentation policies must be accepted by
both ATA and the local NGO.
Quality Management- The quality of the project can be maintained through the efficiency of
the project team and the selection of the best solar products for supplying the best services.
Contract Types- The contract type will be of the Indefinite-Delivery, Indefinite-Quantity
type where the management of ATA will sign the contract based on the delivery of the
services determined for a specific number.
Selection Plan- The selection of the suppliers and the contractors needs to complete after a
detailed market analysis. The local NGO’s will be the best selection in this case.
Contract management and Administration- The contract will be managed and
administered by a team comprising of both executives from ATA, the Government of Timor-
Leste and the executives of the local NGO.
Termination Plan- The proper monitoring of the solar powered based plan. Any violation in
the contract procedures will lead to the termination of the plan.
Project Control Plan
The project Control Plan will ensure the success of the business in the most efficient
manner. The control planning will address the different perspectives of performance
management and accordingly work on it. The planning will be done in a phased manner. This
will include the likes of,

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a. Funding- The funding will be completed through the donations and the different
kinds of the other sources like government sponsored funds especially the funds from
the UK government.
b. Development of the plan- The plan will be developed by the project manager and the
local project manager of Timor Leste to keep a clarity in the planning process.
c. Reviewing the plan- The plan will be reviewed and scrutinized to make the most of
the new system. The reviewing of the plan will help make different new amendments.
d. Communication of the plan- The plan needs to be communicated to all the staffs,
members and employees by the management of the business enterprise. A proper
communication can help change the structure of the organization in a detailed manner.
Occupational Health, Safety and Environmental Plan
The corporate manager of the project will set out the health, safety and management
plan. The plan is as follows;
a. Health- The health of the beneficiaries of the project will include the people who will
receive the new solar powered electricity. The installation of the system will help
them improve their living conditions that will surely positively affect their health.
b. Safety- The presence of electricity will surely intensify a safe and secure environment
for the residents of the village.
Quality Assurance Plan
The quality assurance plan will require quality planning, assurance, control and
development in a proper manner.
Quality Planning- The planning of the quality will be dependent on the type of the solar
electricity products, the suppliers provide. The management of the project has to ensure that
they install the best quality solar powered products to ensure the maintenance of quality.

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Assurance Control- The assurance for the products will be provided by ATA as the company
will be legally bound with the local NGO.
Quality Development- The project manager can experiment with different other similar
products to ensure that the quality of the products stays the same and quality is never
compromised.
Document Control and Information Management Plan
The documents including the contract plans and the agreements must be kept with the
project manager and a copy of each of them must be provided to the other managers of the
project. As this is a small project, the management of ATA can handover one copy of the
documents to the local NGO and keep the other copy with themselves. The managers must
also update each detail about the project to the employees at each instances. This will help to
gain success for the project.
Relationship Management Plan
The relationship management plan will involve two different phases. They are as
follows,
a. Relationship with fellow employees- The relationship with the fellow volunteers and
employees can be managed through the proper use of the different communication
channels. The arrangement of regular meetings and conferences can help clear the air
of unknown among each other.
b. Relationship with the local people- The local NGO will be used to take the
confidence of the local people. The cultural differences can be easily addressed
through the presentation of a proper relationship with the local people.

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Knowledge Management Plan
The knowledge management plan will involve the likes of the different kinds of the
application of knowledge in relation to the subject of the project. The management of ATA
will appoint the best expertise to address the problems in knowledge management.
Project Review Plan
Task Name Duration Start Finish
New Planning 207 days Mon 09-09-19 Tue 23-06-20
Selection of the purpose
for the new plan 12 days Mon 09-09-19 Tue 24-09-19
Approval of the plan
from the management 10 days Wed 25-09-19 Tue 08-10-19
Research and
development of the
strategic plan
25 days Wed 09-10-19 Tue 12-11-19
Selection of the team
from ATA 10 days Wed 13-11-19 Tue 26-11-19
Selection of the
perspectives of the plan 20 days Wed 27-11-19 Tue 24-12-19
Selection of the best
alternatives 10 days Wed 25-12-19 Tue 07-01-20
Assembling of the
preliminary elements 45 days Wed 08-01-20 Tue 10-03-20
Implementation of the
budget 6 days Wed 11-03-20 Wed 18-03-20
Route permission
procedures 14 days Thu 19-03-20 Tue 07-04-20
Monitoring of the
business plan after
implementation
55 days Wed 08-04-20 Tue 23-06-20
Table No 2: Timeline Table
Source: (As created by the author)
Organizational Plan
The organizational plan for the development of the solar power energy will be
implemented in a number of special ways. This includes;
a. Proper decision on the timing of the plan
b. Identification of the solar power mission