International Project Management: ATA Solar Project Governance Plan

This report analyzes the project governance plan for the ATA Solar Project in East Timor, managed by Kate Greenwood of the Alternative Technology Association (ATA). It recommends Earned Value Analysis for cost and schedule tracking, detailing its advantages (tracking progress, budget, and enabling corrective actions) and risks (quality assessment limitations, management involvement conflicts). The report rejects the Prince2 method, explaining its strengths and weaknesses. It outlines data presentation formats, including project general information, status updates, milestone reviews, and issue/risk analysis, and suggests frequent project governance meetings with key stakeholders. The report also defines the format and structure for CEO and Board reports, emphasizing clear, concise, and informative communication to facilitate decision-making. The report covers all requirements of the brief, providing a comprehensive framework for effective project governance.

Running head: INTERNATIONAL PROJECT MANAGEMENT
INTERNATIONAL PROJECT MANAGEMENT
Name of the Student
Name of the University
Author Note:

1INTERNATIONAL PROJECT MANAGEMENT
Executive Summary
ATA stands for Alternative Technology Association has been working right from the year 2023
so that they can provide electricity. The organization has helped in installation of solar lights
which power more than 2,000 homes and more than 100 community centres. Timor Solar project
is the typical example of the commitment of building capacity. The technical trainers of ATA are
in collaboration with some training institutes that are based in East Timor. The funding of this
project has been received from the impact challenges in the year 2014 that has helped in
developing solar lighting prototype. In the year 2018, the organization is still focusing to install
solar system that focus on scale up the overall impact of experience.

2INTERNATIONAL PROJECT MANAGEMENT
Table of Contents
Introduction..........................................................................................................................3
Discussion............................................................................................................................3
Methodology for recommending cost and schedule tracking..........................................3
Advantages and risk of using monitoring and controlling of method chosen.................4
Advantages and risk of using monitoring and controlling of method Reject..................5
Format and Structure of data presented...........................................................................5
Recommendation for this data over others......................................................................6
Frequency of Project Governance Meeting.....................................................................6
Attendants of the meeting................................................................................................7
Reason of selection of attendees......................................................................................7
Format and structure for CEO and board about project report........................................8
Reason for selecting the report format and structure.......................................................9
Conclusion...........................................................................................................................9
References..........................................................................................................................10

3INTERNATIONAL PROJECT MANAGEMENT
Introduction
The following report is all about analysing the Solar Project in East Timor, which is
managed by Kate Greenwood. She is the project manager at ATA for handling this particular
solar project. ATA stands for Alternative of Technology Association which is not for profit
organization. The community aims to support people so that they can live much sustainably in
their homes. At present, ATA handles projects in Australia and many regions of the world. Kate
wants to know the method by which ATA can keep a track of project progress with using a
complex method for the low-value project. It is very much important for East Timor society for
overloading the limited resources (Aubry and Lièvre 2016). More specially, she wants to address
how the project is working as per the schedule. Also, how well the risk management plan is
working and whether there is any kind of emerging risk from it. The whole thing is analysed
from the perspective of project reporting and governance need.
In the coming pages, an idea has been provided with respect to methodology for tracking
cost and schedule along with a proper reason. An outline has been provided with respect to
benefits and risk which is needed for monitoring and controlling methods.
Discussion
Methodology for recommending cost and schedule tracking
Earned Value Analysis method has been chosen for this Solar Project in East Timor. It
merely makes use generated data in the execution phase of the project. The analysis of the data
can be used for providing an idea with respect to the present state of the project. The analysis of
the data trend can be used for forecasting the overall performance of project. A comparison has
been done with the collected progress data with a baseline of the project. Earned value analysis

4INTERNATIONAL PROJECT MANAGEMENT
technique is the method of keeping a track of project performance which can help project
manager to track if the project is within budget and schedule.
Earned Value Analysis makes use of variance analysis which compares the planned
schedule and cost of project with schedule and cost. The overall comparison of planned or actual
cost schedule and cost performance helps in analysis if these Timor project is ahead or behind
(OSBORNE 2013). In addition, it also helps in analysing if the project is experience any overrun
cost or not. Variance analysis is needed for comparing planned schedule and cost data with
actual schedule and cost.
Advantages and risk of using monitoring and controlling of method chosen
Earned value management comes up various advantages like
 It will help the management of ATA (Alternative of Technology Association) to check
where the solar project in East Timor is going in proper way or not. It helps in keeping a
track of work in progress and also the budget. It does not only analyses the work done
but also analyses the cost or expense needed for completing the work.
 The second advantage of earned value management is that management of ATA can
easily take required steps if the project is not going as per plan. It can easily avoid any
kind of embracement and loss because of this method.
 If in the organization ATA, there is different project ongoing then erased value
management can be effective tool for comparing different projects (Kim, Wells Jr and
Duffey 2003). It is mainly used for analysing which particular project is running and
reason for its overall performance.
Earned value management comes up with certain drawbacks like

5INTERNATIONAL PROJECT MANAGEMENT
 Earned value management comes up with drawback like to check whether the given
project is within budget or time. But it does check the quality of the project.
 Earned value management requires involvement of management in the project which
ultimately results in conflict in between the working people and management of ATA.
Advantages and risk of using monitoring and controlling of method Reject
Prince2 stands for project in controlled environment which has become common
methodology in most part of the globe. This particular method is used for identifying and
assigning different roles to the team members of the project (Drob and Zichil 2013). This
particular methodology focus on entire organizational and control over the project that is from
starting to finish. It merely highlights that project are planned properly right before the kick-off.
In each of the stage, the project is structured and any loose ends are completely tied up with the
project conclusion. This methodology comes up with seven principles. In the last few years,
there has been positive cases for the use of prince 2 project management methodology. The main
notion of prince2 methodology is that it includes certain procedure which help the project to
proceed completely as per the plan.
Prince2 methods has certain benefits like
 Globally known
 Very much easy to recruit people that have certification
 Can be used in any kind of project type or size.
 Can be used with agile.
Prince2 methods has certain drawbacks like
 It covers only two tools and techniques
 Easy to run PINO projects

6INTERNATIONAL PROJECT MANAGEMENT
 Requires good experience for application
Format and Structure of data presented
The project progress data merely comprises of list things like
Project General Information: All the required information is very much important for
keeping a track of the paperwork. The stakeholder of this project is not expected with this
particular information.
General Status Information: Project manager will provide reports on data which is
distinguished from other reports. It is needed for proper streamline of project paperwork.
Review of project milestone: Milestone is known to be important phases of any project. It
is the most suitable for breaking the project into different parts.
Project Summary: There is need of including short summary for completion date and
project cost. There is need of including each and every task which encounter issue.
Issues and Risk: There is need of analysing different issues which arises from the course
of project till date.
Yes, in the report there is need of providing actual hours and dollars that is spend on
reporting periods.
Recommendation for this data over others
Reporting data will ultimately help in proper monitoring and tracking of this Solar
Project. The mere objective of status report is merely inclusive of
 Enhanced communication in organization
 Keeping the whole process of communication among the employees much simple.
 All the stakeholders of the project are required to inform.
 There is need of providing key messages to some of the target audience

7INTERNATIONAL PROJECT MANAGEMENT
 There is needed of providing organization support for project among the team members.
Frequency of Project Governance Meeting
A project or programme merely comprises of different task and activities. Some of which
are large and some are of short duration. It is very much important for project governance
structure for proper exchange of required information, issues and decision making (Terrapon-
Pfaff et al. 2018). The project governance structure merely depends on the overall size and need
for project. The project working group for Solar Project is very much associated with driving day
to day work. All the meetings will held on frequent basis. The meetings are held on weekly basis
for project that are fast paced. All the attendees are completely responsible for completing each
and every project. For some of the some large project, the project needs to be led by work stream
(Köster 2009). The project steering committee will be the next level of governance for PWG. It
is generally chaired by using sponsor and typical project manager.
Attendants of the meeting
Steering committee is the ultimate decision making body of the project. It merely
comprises of stakeholders who are main decision-maker. It merely includes many people who
are member of steering committee as it can keep the different people informed easily (Shepherd
2019). The most senior member of the committee is the project executive sponsor. The sponsor
of Solar will make a choice for consultation for the project manager. For other members of
steering committee, there is need for support for directing the project and making correct
decision.
Reason of selection of attendees
Without the help of project governance structure, this particular solar project is likely to
fail. The governance structure comes up with a framework that is needed for managing issues

8INTERNATIONAL PROJECT MANAGEMENT
and different problem which arises in the project life cycle. Project governance structure is
merely inclusive of proper framework which is needed for project governing (McWilliam 2015).
The governance structure is merely inclusive of certain committee and their role with agreed
responsibilities and decision making. Some of the typical members of project governance
structure are
 Senior management
 Key stakeholders
 High level representative of the project.
 Client members the project steering committee
Project governance committee are considered to be bodies that play a key role in proper
planning and directing the project. The committee is one body that plays a key role in planning
and directing the project (Barrie and Cruickshank 2017). With this committee, the governance
structure can become much efficient and this solar project will suffer from scope creeps.
Format and structure for CEO and board about project report
There is need for keeping proper information in between management and board of
directors of ATA as it help in informed decision making and taking required action. For this
solar project, the report format should be used which will have:
Structure of Board Report: The board report needs to follow a proper essay format so
that it is readable. Some of the generated reports are considered to be shorter in comparison to
others (Azimoh et al. 2015). A weekly update regarding the solar project of ATA will not much
detail but its length should be summary of the whole project.

9INTERNATIONAL PROJECT MANAGEMENT
Content of Board Report: Proper compiling of both information and data is the main
objective (Muller 2017). The report should provide details about the milestone that has been
accomplished and what are the next stages need to proceed in the given timeline.
Responsibilities of parties: The executive committee or managing director of ATA is
merely responsible for creating project progress report. Both the bodies that are directors and
managers are required to work together. If the board gets report without proper information
needed for decision making, the board should come up board template for a different manager
for following. Proper standardization of report for organization, assures that every member is on
the same page.
Reason for selecting the report format and structure
Project Progress report is generally written as per the thing that has been done and the
portion of project that is left. Both the format that is memo and letter is considered to be
informal. So, as a result the third common factor that is formal report is used. It is considered to
be longer document which bounded in the presentation folder (Saladis and Kerzner 2011). The
formal report needs to be shared for this solar project in East Timor.
Conclusion
From the above pages it can be concluded that the report is about East Timor Solar
Project which is being carried out by ATA organization. East Timor is known to be as one of the
poorest country in the whole world. In most of the region, there is no proper electricity and
people of these region merely depends on candles. They make use of kerosene lamps for
different purposes like firewood. Right from the year 2003, ATA has been working with
Timorese communities for providing renewable light and proper electricity. The organization has
helped to install best solar lights in more than 1000 homes, orphanages, hospital in some rural

10INTERNATIONAL PROJECT MANAGEMENT
areas. ATA emphasizes on village lighting and proper capacity building. This village lighting
project is completely delivered for the concept of community development. ATA volunteers are
merely working with some of the local community for providing proper community
management. An explanation has been provided for recommended structure and decision of data
reporting over others. In addition, the frequency of project governance meeting and its attendees
has been discussed in brief. An explanation has been provided with respect to the reason of
selection of that particular attendees.

11INTERNATIONAL PROJECT MANAGEMENT
References
Aubry, M. and Lièvre, P. eds., 2016. Project Management in Extreme Situations: Lessons from
Polar Expeditions, Military and Rescue Operations, and Wilderness Exploration. CRC Press.
Azimoh, C.L., Klintenberg, P., Wallin, F. and Karlsson, B., 2015. Illuminated but not electrified:
An assessment of the impact of Solar Home System on rural households in South
Africa. Applied energy, 155, pp.354-364.
Barrie, J. and Cruickshank, H.J., 2017. Shedding light on the last mile: A study on the diffusion
of Pay As You Go Solar Home Systems in Central East Africa. Energy Policy, 107, pp.425-436.
Chattopadhyay, D., Bazilian, M. and Lilienthal, P., 2015. More power, less cost: transitioning up
the solar energy ladder from home systems to mini-grids. The Electricity Journal, 28(3), pp.41-
50.
Drob, C. and Zichil, V., 2013. Overview regarding the main guidelines, standards and
methodologies used in project management. Journal of Engineering Studies and Research, 19(3),
p.26.
Fisher, J., Reed, B., Vidal, J., Sissons, C., Lafreniere, J. and Hastie, R., 2018. Lighting the Way:
Lighting, sanitation and the risk of gender-based violence.
Kim, E., Wells Jr, W.G. and Duffey, M.R., 2003. A model for effective implementation of
Earned Value Management methodology. International Journal of Project Management, 21(5),
pp.375-382.
Köster, K., 2009. International project management. Sage.
McWilliam, A., 2015. Rural–Urban Inequalities and Migration in Timor-Leste. A new era,
pp.225-234.
Muller, R., 2017. Project governance. Routledge.