Developing a Project Governance Plan for East Timor Solar Project

This report presents a comprehensive project governance plan for the Alternative Technology Association's (ATA) East Timor solar project, focusing on effective project tracking and progress monitoring. The proposal emphasizes the importance of earned value management (EVM) for cost and schedule tracking, highlighting its advantages in controlling project expenses, timelines, and resources. The report details the methodology for data collection, including interviews with key personnel like Kate Greenwood, the International Project Manager, and outlines the frequency of project governance board meetings and the attendees. It explores various project monitoring and controlling advantages, such as identifying risks and improving overall project planning, while also addressing potential risks like resource over-allocation and project scope interruptions. The report rejects certain project control methods due to cost considerations and justifies the selected reporting structure, emphasizing data's role in improving project team performance and ensuring project success.

Running head: INTERNATIONAL PROJECT MANAGEMENT
International Project Management
Name of the Student:
Name of the University:

1INTERNATIONAL PROJECT MANAGEMENT
Overview
Project tracking is a process that deals with project plan and actual advance that a project
can meet after successful delivery. It is duty of the supervisor and members to complete the
project plan in allocated timeframe. The project case that has been considered is ATA’s new
solar project in East Timor. Successful delivery of the solar project would help and supports the
people live more sustainable both in homes and communities as well. ATA operates their
international projects throughout Australia. It is determined that due to lack of functional
considerations the project fails to meet expected objectives.
After analyzing the previous issues or challenges, ATA has intended to re-plan the East
Timor solar project. In order to track progress of the project, how monitoring and control plays
effective roles are also elaborated in this proposal. Apart from that method that will be used to
gather useful data from the attendees are also elaborated in this proposal. In order to assist the
plan for solar projects in East Timor Kate Greenwood’s international project manager is
interviewed. In addition to this, the frequencies of project supremacy board meetings and people
who should attend the meeting are demonstrated in this proposal.
Proposal details for the project
Methodology recommended for cost and schedule tracking
In order to conduct and execute any project on-time and in allocated budget, tracking and
project progress monitoring are essential. For tracking project performance and progress project
metrics are useful parameters. In project management cost, time, resource, scope, quality and

2INTERNATIONAL PROJECT MANAGEMENT
actions are the important project metrics included. In order to analyze current status of the solar
projects in East Timor cost and budget project metrics play essential roles. For tracking project
cost and time different methods are available.
There are different management methods available such as traffic light approach,
milestone approach, earned value management, automated project control experts system and
balanced score card. From the different methods the most suitable method is recommended to be
adopted by the project team to accomplish and executed the project on time is earned value
management.
Advantages
EVM is defined as one of the most widely used fundamental program management
concept. It helps the associates and company control specific project cost, schedule and
resources. It helps relating time phased budget with specific contract tasks as well as statement of
works. It also gives the basic for capturing work progress evaluation against the project baseline.
It gives real time overview of centralized project related information. It helps measuring project
schedule and cost accuracy. The project team would be able to define the real success using cost
performance index and schedule performance index, planned values and actual cost. It helps to
improve the entire project.
For such technical projects, parallel progress of two different activities is difficult
because before completing the initial activity the very next activity cannot be initiated. Fast
tracking will help the project team to complete the project on time and faster than any other.
Project crashing is referred to as other time or schedule monitoring method. Gantt chart is the
best suitable solution or method can be used.

3INTERNATIONAL PROJECT MANAGEMENT
Reason for the selection
For managing project cost earned value management, forecasting, TCPI, variance
analysis and performance reviews are the most widely used methods. The actual performance of
this project can be measured with the help of this method. The supervisor and the team can
monitor the projects using this method in terms of budget and schedule. If it is identified that, a
project is already on-time then using EVM whether the project in on budget or not can be
measured easily. Even if it is not then also corrective actions can be taken for the measurements.
Not only this but also, EVM principles can be extended till forecasting, TCPI, variance analysis
etc. In order to review performance of the solar projects in East Timor EVM is useful. EVM is
recommended to use during the execution of the project because it gives forecasting
opportunities for future performance improvement. It also has the ability to tell that whether the
project will be accomplished on time and budget or not. The degree of delay can also be
measured using this method.
Among the different methods Gantt tracking is the best suited approach must be used by
the project team and supervisor to complete and execute the project on time. The team would be
able to visualize the project activity and their progress and current status as well. It will help to
identify the critical path that may consume the time and budget of the project. The uncertainty
and possible risks will get reduced if these two cost and time monitoring methods are adopted by
the supervisor and team of East Timor Solar projects.
Advantages of monitoring and controlling
In order to complete and execute any project on time and in allocated budget project
monitoring and controlling plays important roles. Different types of project monitoring processes

4INTERNATIONAL PROJECT MANAGEMENT
are there such as staff meeting, meeting between partners, progress report checking, reviews
from the participants etc. The advantages of project monitoring and controlling are as follows:
With the help of project monitoring the team would be able to access the project results.
It will let the team realize how the objectives are me considering desired changes and
modifications as well.
The project team would be able to identify risk factors and possible research processes
those can be followed to meet the objectives. In other words, project controlling and monitoring
can improve the entire process of project planning in terms of contextual betterment.
It is helpful to promote the process of learning. The stakeholder’s perspectives can be
easily understood with monitoring and controlling techniques. Apart from that, it also ensures
reliability and accountability of the project.
Risks can occur in project monitoring and controlling
Though project monitoring and controlling is mostly beneficial for project success but of
the process is not properly managed and maintained throughout the project delivery life cycle
period then major risks with cost, time, resources and stakeholders can occur. Risk issue log, risk
register and risk matrix are the different methods used to identify the potential risks and also
their respective mitigation techniques. If the project monitoring and controlling is not one
accurately then the respective risks that may occur are as follows:
Over allocation of resources and budget: Before initiation of any project, team always plans to
generate status report either twice or thrice before final ultimate execution of the project. After
25% and 50% completion of the project if monitoring is not done accurately project team will

5INTERNATIONAL PROJECT MANAGEMENT
lose control from the project and result risks of resource over allocation, budget overrunning and
time over allocation as well.
Interruption in project scope delivery: Before final delivery of projects, the scope of the
project is cross checked once. If monitoring is done accurately then the team will fail to meet
cope of the project. If project scope is not identified as clear to the team then the objectives will
also not be met by the team. For both technical and non technical activities project activity
controlling and monitoring is important.
Methods those have been rejected
Each project is completed followed by specific project life cycle activities. If proper life
cycle activity is not identified by the team and supervisor then the team would fail to complete
the objectives and preliminary aims. Different actions are there used to monitor and control
project development and delivery activities. In order to control the project proper action can be
taken. The performance of individual and team has to be measured to complete any project in
schedule and budget. Change requests and influencing change causing factors are the different
methods used to monitor and control projects. Configuration management and informing
stakeholders regarding the approved changes are the different controlling and project monitoring
methods available.
Though, the above mentioned project controlling and monitoring methods are globally
used and beneficial as well but still are not used for the particular solar projects in East Timor
operated by ATA. These methods are rejected because performing integrated change control is
costlier than any other. Therefore, if these methods are avoided then ATA will not require any
such additional budget and time as well. In order to meet expectation of the customers and

6INTERNATIONAL PROJECT MANAGEMENT
Governance board of ATA best project delivery, control and monitoring method has to be
selected and applied by the project team.
Project report
Data that has to be presented
Primary and secondary are the two different types of data sources considered from where
needful data can be collected and applied as well. Alternative Technology Association (ATA),
the non-profit NGO organization is focused to deliver sustainable regular life leading
opportunities to the people living in East Timor. The company is working on solar projects. The
successful delivery of the project will help to convert the solar power into electricity energy. The
cost estimated for such renewable resources are also limited for any other resources. Solar
powered photovoltaic panels can convert the solar power in to electricity.
For this project, over secondary resources primary resources are selected. Kate
Greenwood, the international project manager is interviewed for this particular project. Apart
from Kate some 5 numbers of working employees are also considered who are requested to take
part in the primary data collection method or interview. From direct interview session the mind
of the participants and working employees would be clear to the project development team. The
final interview session will present data like-
How the company would be commercially benefited with these solar projects.
How usage of renewable resources can be increased over non renewable resources
How this application reduce the rate of environment pollution.

7INTERNATIONAL PROJECT MANAGEMENT
The interview will let the associates realize how effective the solar projects will be and how it
can benefit the people of East Timor. In addition to this, it will also let the team identify how the
solar projects can support the sustainable life style of the living people. From the first hand direct
interview data whether the project is cost effective or not can also be measured.
For this particular project, only actual hours and dollar spend are considered during the project
status report period. The project status report or the project will be presented to the board of
committee members thrice, after completion of 25%, 50% and 75% of completion respectively.
The project governance team will also take part in the meeting for frequent updates.
In order to complete the project successfully, this project status reporting format is used
because it covers all the project related requirements and previous risks. As the previous risks are
all successfully covered therefore, presenting best solution this time will become easier.
Decision on reporting this data over others
Decisions on reporting data over others is selected for this East Timor project because
data reporting will assist the team and supervisor to improve the project team’s performance. It
helps measuring the performance of the team and other key elements that can be shared among
the organization. National incident based reporting system is also helpful for the successful
delivery of the solar projects. Periodic monitoring meanwhile using observed data lists and
graphs will assist the team to appreciate the recent condition of the project. Apart from that, what
are the additional budget and time that the project may need to develop and deliver the project
are also deployed using this reporting format.
Justification

8INTERNATIONAL PROJECT MANAGEMENT
This particular structure is selected over others because it will represent all useful data
and desire of the clients as well. Interviewers and participants would let the project team know
about the benefits of solar projects and how it will help ATA to get commercial and economical
profit.
Frequency of project governance board meeting
For this particular project monthly and weekly meeting will be conducted.
People who need to attend the meeting
The members who are part of the interview will take part in the meeting. Not only this
but also, the government board meeting members will also take part in the meeting. The meeting
will be conducted monthly, weekly or either daily.
Reason why these attendees have selected
For this particular research project, Kate Greenwood, some employees already working
in ATA are considered. It is identified that successful delivery of the project will help the project
team to meet the objectives and aims. Theses attendees will never get influenced or manipulated
by external team activities. Not only this but also they are enough ethical and loyal to their
existing job roles which implies that if properly roles are performed without any external force
then the project team would be able to collect all important and useful data only. These people
are skilled, experienced and knowledgeable as well. Therefore, it can be said that, information
gathered from theses attendees will be solid and accurate enough.

9INTERNATIONAL PROJECT MANAGEMENT

10INTERNATIONAL PROJECT MANAGEMENT
References
Cohen-Vogel, L., Tichnor-Wagner, A., Allen, D., Harrison, C., Kainz, K., Socol, A. R., &
Wang, Q. 2015. Implementing educational innovations at scale: Transforming researchers into
continuous improvement scientists. Educational Policy, 29(1), 257-277.
Conforto, E. C., Salum, F., Amaral, D. C., da Silva, S. L., & de Almeida, L. F. M. 2014. Can
agile project management be adopted by industries other than software development?. Project
Management Journal, 45(3), 21-34.
Conger, S. 2015. Six sigma & business process management. In H&book on Business Process
Management 1 (pp. 127-146). Springer, Berlin, Heidelberg.
First, M. B. 2016. Adopting a continuous improvement model for future DSM revisions. World
Psychiatry, 15(3), 223-224.
Fleming, Q. W., & Koppelman, J. M. (2016, December). Earned value project management.
Project Management Institute.
Görög, M., 2016. A broader approach to organisational project management maturity
assessment. International Journal of Project Management, 34(8), pp.1658-1669.
Hartono, B., Wijaya, D.F. & Arini, H.M., 2019. The impact of project risk management maturity
on performance: Complexity as a moderating variable. International Journal of Engineering
Business Management, 11, p.1847979019855504.
Heldman, K. 2015. PMP project management professional exam deluxe study guide: updated for
the 2015 Exam. John Wiley & Sons.

11INTERNATIONAL PROJECT MANAGEMENT
Hornstein, H. A. 2015. The integration of project management & organizational change
management is now a necessity. International Journal of Project Management, 33(2), 291-298.
Joslin, R., & Müller, R. 2015. Relationships between a project management methodology &
project success in different project governance contexts. International Journal of Project
Management, 33(6), 1377-1392.
Kerzner, H., & Kerzner, H. R. 2017. Project management: a systems approach to planning,
scheduling, & controlling. John Wiley & Sons.
Langston, C. & Ghanbaripour, A.N., 2016. A Management Maturity Model (MMM) for project-
based organisational performance assessment. Construction Economics & Building, 16(4),
pp.68-85.
Marcelino-Sádaba, S., Pérez-Ezcurdia, A., Lazcano, A. M. E., & Villanueva, P. 2014. Project
risk management methodology for small firms. International Journal of Project
Management, 32(2), 327-340.
Miklosik, A. (2015). Improving project management performance through capability maturity
measurement. Procedia Economics & Finance, 30, 522-530.
Mir, F. A., & Pinnington, A. H. 2014. Exploring the value of project management: linking
project management performance & project success. International journal of project
management, 32(2), 202-217.