PPMP20010 - Barwon Health: Project Audit, Termination & Governance

This document presents a project audit, termination, and governance report related to the Barwon Health Storage and Compute project. Part A focuses on the project audit and termination, covering auditable categories such as performance, compliance, quality, change/exit, risk, and best practices. It includes an audit plan detailing when and who will conduct the audits, and their purpose. The project termination/closure section aligns PMBOK knowledge areas with controllable items, inputs, tools & techniques, and outputs. A termination/closure plan outlines the phases of the project from appraisal to review. Part B provides a governance report, defining project responsibilities, roles, and performance criteria for various team members like the project sponsor, project executive, project manager, and others. It emphasizes team responsibility, governance arrangements, and delegation within the project.

PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
BARWON HEALTH STORAGE AND COMPUTE
PPMP20010 - Assignment 2
Part A
Project Audit and Termination
Report
1 PROJECT INFORMATION
Project name: Barwon Health Storage and Compute
Date: 5/18/2018
Project ownership: South West Alliance of Rural Health (Barwon Health)
Prepared by: Project Manager
Distribution list: Please fill the name of group members
2 AUDITABLE CATEGORIES
Auditable Category WBS ID and Item Description Applicable metrics
1. Performance /
Progress
1.1 Analysing the set up of the
Barwon Health Storage and
Compute network
Tracking of the project status
report
Scope statement
1.2 Designing of the Barwon
Health Storage and
Compute network
Design report
Resource allocation
1.3 Setting the network servers Project audit plan
Cost variance
2. Compliance 2.1 Making up the HCI platform Proper hiring of the project
resources
Scope of work change
request
2.2 Incorporate the design, build
and deployment phases of
VDI component
Quality control
Review the Storage and
compute infrastructure
tender documents
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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2.3 Adopting of host hardware
requirements
Project status report
Implementation plan
3. Quality 3.1 Installation of the servers
and switches
Quality management plan
Project audit plan
3.2 Installation and setting the
virtual switches
Quality control
Quality measures
3.3 Trailing of virtual network Quality management plan
Quality control
4. Change / Exit 4.1 Updating of the network
designs
Schedule variance analysis
Control management
4.2 Designing, building and
deploying of the SQL
component
Implementation plan
Project scope management
4.3 Purchasing of Windows
Server, Hypervisor and SQL
Server licenses
Scope of work change
request
Order management report
5. Risk 5.1 Poor implementation of
network infrastructure
Implementation plan
Project management plan
5.2 Crash of HV storage due to
over connections
Risk management plan
Risk register
5.3 Lack of training of users Training program
Quality control
6. Best Practices /
Lessons to be
Learned
6.1 Optimization of server
loading
Implementation plan
Project scope management
6.2 Proper hardware
configurations
Quality management plan
Project audit plan
6.3 Design, supply and build
new HCI environment
Cost variance
Schedule variance
3 AUDIT PLAN
Audit Category Item When will it
be
conducted?
Who will
conduct?
Purpose (discovery
or decision-
making)?
Performance /
Progress
Analysing the set
up of the Barwon
Health Storage and
Compute network
18 days Network
Engineer
Discovery
Designing of the
Barwon Health
Storage and
Compute network
8 days Network
Designer
Decision making
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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BARWON HEALTH STORAGE AND COMPUTE
Setting the network
servers
10 days System
Analyst
Discovery
Compliance Making up the HCI
platform
12 days Network
Designer
Discovery
Incorporate the
design, build and
deployment phases
of VDI component
20 days Network
Designer
Discovery
Adopting of host
hardware
requirements
16 days Network
Engineer
Discovery
Quality Installation of the
servers and
switches
10 days Network
Engineer
Decision making
Installation and
setting the virtual
switches
15 days Network
Designer
Network
Designer
Discovery
Trailing of virtual
network
17 days Decision making
Change / Exit Updating of the
network designs
8 days Network
Engineer
Discovery
Designing, building
and deploying of
the SQL
component
10 days Network
Engineer
Decision making
Purchasing of
Windows Server,
Hypervisor and
SQL Server
licenses
9 days Network
Engineer
Discovery
Risk Poor
implementation of
network
infrastructure
8 days Network
Designer
Discovery
Crash of HV
storage due to over
connections
5 days Network
Engineer
Decision making
Lack of training of
users
6 days Project
Manager
Decision making
Best Practices /
Lessons to be
Learned
Optimization of
server loading
7 days Project
Manager
Discovery
Proper hardware
configurations
10 days Project
Manager
Discovery
Design, supply and
build new HCI
environment
12 days Project
Manager
Decision making
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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BARWON HEALTH STORAGE AND COMPUTE
4 PROJECT TERMINATION / CLOSURE
Controllable
Category
Item &
Explanation
PMBOK Knowledge Area
Input
Tool &
Technique Output
1. Deliverable 1.1
Transfer if
data from
previous
system
Project scope Technical
review of
project
performance
Update of the
performance
There is proper update of the project plan so that the network
engineer can determine the status of the project performance. The
project plan is to be done based on updated scope statement so that
the business can complete within time.
1.2
Transfer of
data to VDI
system
Project plan Meetings Final project scope
documents
The project manager conducts meetings with the project team to
review the project plan. All the data are to be transferred properly to
the VDI system.
1.3
Testing
Printing of the
server set up
for new
system
Technical
parameters set
by the tender
Expert
judgement
Document updates
& work
performance
reports
There is proper update of the work performance reports on time.
Testing plan is done to test the system so that there are no chances
of any failure of proposed system.
2. Configuration 2.1 Transfer of
data in various
locations
Project
management
plan
Expert
judgement
Monitoring plan
The project management plan is to be monitored properly to
determine the installation process. The project plan is to be done
based on updated scope statement so that the business can
complete within time.
2.2
Transfer of the
system
applications
Weekly
meetings
Information
gathering
techniques
Compatibility of the
server setup on the
new system
Weekly meetings are done to set up the new system in health. All
the data are to be transferred properly as per business requirements.
2.3
Testing of the
combinations
to find the
optimal
system
Testing plan Expert
judgement
Testing must be
done for the
complete system
The new system is to be tested properly to meet with the system
requirements. Testing plan is done to test the system so that there
are no chances of any failure of proposed system.
3. Status
Accounts
3.1
Week 6 & 7
Project Status
report
Project scope Project plan &
scope
Project plan, scope
& document
updates
The status report is to be documented on the updates. In order to
deliver a successful project report, the project status is to be
followed.
3.2
Week 8
Project Status
report
Weekly status
reports
Analytical
judgements
Project documents
The weekly status report is to be done based on the project
documents. The status report is checked to observe if the project is
to completed as per scheduled audit plan.
3.3
Week 9
Project Status
Weekly status
reports
Expert
judgement
Project plan, scope
& document
updates
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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report The weekly status report is to be done based on the project
documents. In order to deliver a successful project report, the project
status is to be followed.
4. Logs 4.1
Risk register
Tender
requirements
Analytical
judgements
Final checklist
The tender is prepared based on checklist to determine which of the
steps are finished or not. The risks are to be tracked to prevent from
any type of project failure.
4.2
Control report
Project
management
plan
Meetings User manual
The project management plan is tested and weekly meetings are
conducted to track the project work. The project control report is to
be tracked to observe if the project time as well as budget is under
control or not.
4.3
Project Flow
charts
Team
performance
report
User manual Final checklist
The project work is to be done based on the final checklist. Checklist
is followed to determine if all the project activities are to be done
based on scheduled project time and date.
5. Issues 5.1
There are
manual
operation of
old data
Risk
Management
Plan
Risk Audit Project scope and
document updates
The risks are to be mitigated on time using risk management plan.
The risks are to be mitigated properly by using of automatic
operative system to transfer of data.
5.2
Lack of
training of
employees
Risk
Management
Plan
Expert
judgement
Risk register
The trainings are provided to low skilled users of the system. The
employees should be trained based on their lack of skilled and
knowledge to use of the system. Proper technical skills are required
to handle the new system.
5.3
Implementatio
n failure of the
new system
Risk
assessment
plan
Risk Audit Project scope and
document updates
The risks are to be mitigated on time using risk management plan.
Testing plan is done to test the system so that there are no chances
of any failure of proposed system. The implementation plan is to be
properly reviewed so that there are no possibility of system failure.
6.
Procurements
6.1
Stakeholder
participation
Stakeholder
analysis
Expert
judgement
Stakeholder
register analysis
The governance would manage the project resources. The
stakeholders are to be supportive to complete the project plan on
time.
6.2
Training
program
Checklist
analysis
The trainings are provided to low skilled users of the system. The
employees should be trained based on their lack of skilled and
knowledge to use of the system. Proper technical skills are required
to handle the new system.
6.3
Order
management
Supply
management
plan
Expert
judgement
Order tracking
All the orders of the devices and equipments are to be maintained
properly. The orders are to be taken and it should be delivered on
required time. The supplier can also meet with the delivery time to
satisfy the customers.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
BARWON HEALTH STORAGE AND COMPUTE
5 TERMINATION / CLOSURE PLAN
At the time of closure or terminate of the project plan, the project manager should be sure that
the project is completed on time and estimated budget. In this audit report, an audit plan is
done from the planning phase to closure phase of entire project work. The entire time of the
audit plan is 21 weeks.
Week Week
1-3
Week 4-6 Week
7-9
Wee
k
10-
12
Wee
k
13-
15
Wee
k
16-
18
Wee
k
19-
21
Phase 1: Appraisal and
planning phase
Conduct of the
brief of project
Establish of
scope of new
system
Establish of
project plan
Establish of
project
milestones
Identification
of business
case
Phase 2: Design and development of project documents phase
Identification
and map of
business
process
Development
of project
procedures
Development
of quality
manual
Support
documents
Phase 3: Implementation plan phase
Establish of
improvement
plan
Implement of
project
planning
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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BARWON HEALTH STORAGE AND COMPUTE
Implement of
continual
improvement
Tracking and
maintains of
project results
Phase 4: Audit plan phase
Internal
training of
audit
Internal audit
support
Management
of review
support
Review the
audit report
Phase 5: Review phase
Pre-
compliance
audit
Initiate of
corrective
actions
Review the
audit plan
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
BARWON HEALTH STORAGE AND COMPUTE
Part B
Project Governance Report
1. PROJECT INFORMATION
Project name: Barwon Health Storage and Compute
Date: 5/18/2018
Project ownership: South West Alliance of Rural Health (Barwon Health)
Prepared by: Project Manager
Distribution list: Please fill the name of team members
2. OVERALL PROJECT RESPONSIBILITY
The responsibility for this project lies with the project sponsor, project executive,
project manager, operational manager, network engineer, system developer and
supplier.
3. ROLES, RESPONSIBILITIES AND PERFORMANCE CRITERIA
The roles, responsibilities and performance criteria for this project consist of:
Role of the project
team member
Responsibilities
Project Sponsor  Providing of project championship for the
project
 Providing of guidance to the project manager
 Approval of the project deliverables
 Initiating of the project reviews and
supporting of project review
 Resolving of the project conflicts and removal
of the obstacles to the project progress
Project Executive  Overseeing the development towards the
business case of project
 Authorization of expertise levels and ensuring
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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BARWON HEALTH STORAGE AND COMPUTE
of project funds
 Ensuring of project risks and issues for being
tracked and mitigated
 Authorizing the formal project closure
Project Manager  Defining of the project scope
 Planning and executing of the project plan
 Defining the execution schedule
 Identifying and defining the role of the human
resources involved
 Motivating the project team to perform their
best
Operational Manager  Recruiting and selection the employees
 Communicating of job expectations and
reviewing of the job
 Planning an reviewing the policies and
organizational procedures
 Developing of the operational systems by
determine the product handling
Network Engineer  Implementation and maintenance of the
communicational networks
 Ensuring to provide of higher availability of
the network infrastructure
 Securing of the network system
 Accomplishment of the information system
System Developer  Reviewing the current network infrastructure
 Presenting of the system improvements
 Testing of the product
 Preparation of the training manuals
Supplier  Supplying of products to the customers on
time
 Taking of order from the clients
 Holding of human rights and environmental
protections
4. GOVERNANCE ARRANGEMENTS
The governance arrangements for this project consist of review of the project
budget, scope as well as quality of the business process. The project
governance can review the escalated items and provide of required solutions to
the project board team.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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BARWON HEALTH STORAGE AND COMPUTE
5. RELATIONSHIP TO THE PORTFOLIO
The Relationship to the Portfolio for this project is that the network infrastructure
project is a part of the South West Alliance of Rural Health (Barwon Health). The
project is based on the scope of design, supply and build of new HCI
environment, design and build of new Citrix Virtual Desktop Infrastructure (VDI),
as well as design and build of new SQL server clustered farm. The Barwon
Health is linked with the governmental policies for the long term infrastructure of
healthcare network.
6. AUTHORISATION POINTS
The authorisation points for this project are approval of the entire project
processes from the project manager. There is sufficient information which is
required to take of proper project related information. The project manager
should take authorization of all the project related work and activities. By
following of the PRINCE2 methodology, some of the project stages are to be
followed such as:
 Initiation phase
 Planning phase
 Design phase
 Implementation and development phase
 Closure phase
7. DELEGATION
The delegation arrangements for this project are involves of four levels of the
successful completion of the project work such as:
 Strategic advisory groups
 Project manager
 Project board members
 Program management
8. INFORMATION VALIDITY
The manner in which information validity for this project is assured is followed of
some of the project stages such as:
 Initiation phase
 Planning phase
 Design phase
 Implementation and development phase
 Closure phase
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
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9. SCRUTINY
The scrutiny arrangements for this project are that the project board has the
authority to observe the manager of project as well as project management
team. The board member can undertake of scrutiny of project manager to
conduct the project work on time. The time management is required to be
followed by the project manager and project team members to deliver required
system to the client.
10. STATUS REPORTING
The status reporting arrangements for this project are weekly status report,
monthly stats report, final project report and end stage of the project report.
Those reports help to track the end and start date of project work along with
managing of the time required to complete each of the project activities. Weekly
status reports are to be prepared for tracking the project activities.
11. IMPROVEMENT
The improvement arrangements for this project are project learning report to
understand what the project stakeholders learn from the project work. Project
control report is used to list the lessons learn items for the project.
12. STAKEHOLDER ENGAGEMENT
The stakeholder engagement arrangements for this project are required of
communication strategy and communication outside of the guidelines of project
team. In order to successes the project work, the stakeholders can interact with
each of the project team members so that each one can able to understand each
of the member’s requirements and needs. The stakeholder engagement is
mostly required to achieve of higher productivity.
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