Developing a Project Governance Plan: Case Study in East Timor

This report discusses the methods for monitoring and controlling a project in East Timor, managed by Kate Greenwood from ATA. It addresses initial challenges, such as Kate's non-technical background, and recommends techniques for effective project monitoring, including observation, communication, and tracking absenteeism. The report outlines cost monitoring and control measures like Earned Value Management, To-Complete Performance Index, forecasting, variance analysis, and performance reviews. It also details project reporting methods for stakeholders, including team availability, status, health, risk assessment, time tracking, and baseline reports. Finally, it provides tips for reporting to the CEO and board, emphasizing concise and informative summaries. Desklib offers a variety of solved assignments and past papers to aid students in their studies.

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

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Executive Summary
This essay aims to describe and recommend the methods that are used for the monitoring and
controlling of the project. A case scenario is the base to which all of the discussions are related.
Kate Greenwood, the project manager from the ATA, is appointed as the project manager to a
project in East Timor. The issues that she faced initially are described following which the
methodologies are described in detail that are to be sued for the monitoring and controlling of the
project. Later, the essay consists of the methodologies that are to be used for the reporting of the
progress of the project both to the stakeholders and the CEO of ATA.

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Table of Contents
Introduction......................................................................................................................................3
Aim of the essay..............................................................................................................................3
Discussion........................................................................................................................................4
Conclusion.......................................................................................................................................9
References......................................................................................................................................10

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Introduction
Project governance is one of the important aspect of an entire process of project
management (Muller 2017). From starting with the planning and the cost estimation, when the
project is finally made to work then the vital part that has to be looked after carefully is the
governance of the project that is the progress of the project. All of the resources and labour
forces that are invested on the project needs to be monitored and it has to be assured that the
project is progressing with the expected output. The project manager is responsible to keep track
of all these functions of the project (Meng and Boyd 2017). This essay will discuss about such an
instance of project governance in a Southeast Asian country that is in East Timor. The most
critical part of this project is that the project manager of The ATA, Kate Greenwood, was
initially from the field of international development, hence it was an issue for her to
communicate freely within a complete technical environment. This essay will discuss that what
are the methods that she can use in order to make an effective monitoring of the project that is in
charge of. Moreover, the discussion will contain the methods for the presentation of the
information regarding the progress of the project to the stakeholders and the CEO of The ATA.
Aim of the essay
The aim of this essay are the following:
 To provide recommendations for effective monitoring of the progress of the project that
would include the recommendations regarding the tracking of the cost and the schedule.
 To provide recommendations on reporting of the progress of the project to the team of the
project.

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 To provide recommendations on reporting of the progress of the project to the CEO and
the board.
Discussion
The above case scenario where the project manager of The ATA, Kate Greenwood is
found to be in a situation of managing and monitoring a project in East Timor. Besides, she has
the responsibility to report to the team as well as the CEO and board of The ATA about the
progress of the project. There are a number of issues that Kate faced are getting into an
environment where all of the dealings are new to her as her background is entirely different from
what she was appointed to. She was more of a non-technical person but in East Timor, she was
working with a team that was entirely technical (Flin and O’Connor 2017). Therefore, she
invested more of her time in order to understand the technical aspects and technologies. Now that
all of the plans and the strategies are mostly developed that are the risk management plans,
schedule of the project and the plans for the budget and resources to be needed, the next
important thing that Kate requires to do is to monitor and control the project. Apart from that,
she was also in charge of tracking the cost and the schedule of the project. Besides, she is also
provided with a responsibility of informing the team and the CEO and board of The ATA. For
the following to perform the later part of the essay includes the recommendations that Kate could
follow in order to both monitor the project as well as report to the team and the CEO of ATA.
Techniques to general monitoring of the project
Before getting into the actual scenario, the most primary technique that has to be used in
order to make the monitoring easy is to observe the team and their functionalities. More she
would observe, more knowledge she would gain about the dos and donts in the project. As she is

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a non-technical person, hence, she needs to observe so that the technical aspects could be clear to
her. The next technique that could be used by Kate in order to better understand the situation is
to communicate better with the members of the team and the associates. That would create a
transparency between the project manager and the team members. This transparency would
create an extra advantage between Kate and the members of the project team, which will enhance
the quality of the work as the communication would be better and any issues will be reported to
the leader for further confirmation (Kerzner 2017). Other than that, monitoring absenteeism and
staff turnover are also some of the general techniques that are used to monitor the overall
progress of the project. Besides, monitoring the estimated output and the actual output of the
project will make the project manager understand the overall progress or the productivity of the
project (Borio, Disyatat. and Juselius 2016). Likewise are the common techniques that can
measure the overall progress of the project in a general scale. These techniques not only monitor
the progress of the project but also helps to control the project. Both suitable and unsuitable
cases can be controlled using such techniques. Especially, the technique of observation and good
communication will help better in unsuitable cases or in other words, when issues arise
(Winnicott 2018).
Project cost monitoring and control
It is important to abide by the estimated budget of the project in order to make a
successful completion of the project. Abiding by the project and executing it successfully is what
a successful project can be defined as (Hazır 2015). There are several monitoring and controlling
measures that are listed in PMBOK and they are as follows:
 Earned Value Management

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 To-Complete Performance Index (TCPI)
 Forecasting
 Performance Reviews
 Variance Analysis
Earned Value Management (EVM) – This is a mathematical method that is able to calculate
the performance of the project. This technique can be used to monitor both the schedule and the
cost of the project. If the schedule of the project is found to be on track, then the technique can
be used to check whether the project is under the estimated cost or not (Fleming and Koppelman
2016).
To-Complete Performance Index (TCPI)
This technique is used when the project is delayed or the project exceeds the budget that
has been estimated. When it is found that the project is getting delayed or the total expense is
found to be exceeding the estimated budget then the technique of TCPI or To-Complete
Performance Index determines the performance required for the completion of the project within
the estimated time and the estimated budget (Minchala-Avila et al. 2016).
Forecasting
This is a sub-technique of the Earned Value Management or EVM that is used to
calculate the amount of time by which the project is going to be delayed. It is a technique that
actually analyses the completed portion of the project, the remaining part of the project and both
the time that is spent and the remaining for the project for the estimated project. The analysis
gives the result of the time by which the project is going to be delayed. After the monitoring is
done, the corrective actions are done so that by the remaining time the project gets completed

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and the does not get delayed. The measures and the corrective actions thus behaves as the
controlling factor of the project as well (Box et al. 2015).
Variance Analysis
This analysis is particularly associated with the variance (if any) present between the
actual performance of the project and the expected performance of the project. The comparison
detects the variance between the parameters and depending on the analysis, the further corrective
measures and preventive actions are taken for the correction of the analysis that has been made
(Pilleboue et al. 2015).
Performance review
The review for the performance is the best technique to determine the health of the
project. Reviews can be obtained from the owner of the product, the clients, and other project
managers or known as Scrum Managers. Such reviews makes the performance of the project
even better because those who give their reviews check the entire project and criticise it
depending on the pros and cons of the project. Such critical reviews make the developer and the
project managers become aware of the faults and the areas where there project lacks to perform.
Hence, they can again look into the concerning area carefully and can find out the necessary
changes that are to be made within the project (Petkovska et al. 2016).
Project reporting methods – for the stakeholders
Irrespective of the fact that how much effort has been put forward in the project, the
reporting of the project plays an important role when it is to be documented in front of the
stakeholders. This documentation creates an extra impression over the stakeholders about how

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the entire work has been done within the given time and budget. This report makes the
stakeholders assured about the progress of the report and henceforth they become aware of what
has been done with their provided resource and money. In an overall report that would create an
impression of the task consists of following types of reports that needs to be inculcated in the
main report. They are:
1. Team availability report
2. Status report
3. Project Health Report
4. Risk assessment
5. Time tracking report
6. Baseline reports
Team availability report – This report clarifies that depending on how much resources the
entire project has been distributed among the members of the team. Team availability report also
defines the decisions that are used for allocating the resources to the members associated with
the development of the project (Keen 2016).
Status report – Status report is provided at every regular intervals so that the progress of the
report could be realised. The work that has been completed, the work that has to be done, the
availability of the resources, the resources that has been used, budget spent on the project for the
completion of the project (if completed), actions that are taken for the completion as well as the
items too and the risks that were associated with the project and likewise methods that are used
for avoiding them (World Health Organization, 2015).

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Project Health Report – This determines the health of the project. Based on the performance
reviews, the health report for the project is made (Jagasia et al. 2015).
Risk assessment – Risk reports are the demonstration of the risks that were associated with the
development of the project in a documented format.
Time tracking and baseline report are the reports that describes the time that has been taken
for the completion of the project or the part that is completed. Expected timeline and the actual
time is analysed that determines whether the report is delayed or not and if yes, then by how
much time and what are the effects that brings over the project (Collaboration, A.T.L.A.S.,
2017).
Project reporting methods – for the CEO and the board
It is certain that the CEOs of any organisation are extremely busy with the responsibility
they have. Hence, expecting a quick response from the CEO regarding any reporting of the
project is not wise enough. Therefore, there are certain tips that can be used by the project
manager in order to report to the CEO as well as getting a quick response. Using of a gentle
question and being curious is the most important appearance for a project manager to get the
response from a CEO. Calling in the busy hours could be beneficial as at that time the CEO as
already made a plan for the entire day. Besides, as CEOs are always on the go hence mailing
them through phones could be beneficial as well. Executive assistants are the only ways to reach
the CEO effectively. Precise mails that do not have long descriptions and charts are the best
approach as they consumes less time.

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Conclusion
The essay discussed about the case scenario where, Kate Greenwood, the project manager
of ATA, has taken over the charge of a project in East Timor. Her issues regarding the
communication with the team and knowing the necessary aspects of the project. Later the
methodologies that are used for monitoring and controlling the project is discussed. Besides, the
methods are also discussed that would help Kate to report to the stakeholders as well as the CEO
and the board of the ATA.
References
Borio, C., Disyatat, P. and Juselius, M., 2016. Rethinking potential output: Embedding
information about the financial cycle. Oxford Economic Papers, 69(3), pp.655-677.
Box, G.E., Jenkins, G.M., Reinsel, G.C. and Ljung, G.M., 2015. Time series analysis:
forecasting and control. John Wiley & Sons.
Collaboration, A.T.L.A.S., 2017. Technical Design Report for the ATLAS Inner Tracker Pixel
Detector (No. CERN-LHCC-2017-021).
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Flin, R. and O'Connor, P., 2017. Safety at the sharp end: a guide to non-technical skills. CRC
Press.
Hazır, Ö., 2015. A review of analytical models, approaches and decision support tools in project
monitoring and control. International Journal of Project Management, 33(4), pp.808-815.
Jagasia, M.H., Greinix, H.T., Arora, M., Williams, K.M., Wolff, D., Cowen, E.W., Palmer, J.,
Weisdorf, D., Treister, N.S., Cheng, G.S. and Kerr, H., 2015. National Institutes of Health

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Transplantation, 21(3), pp.389-401.
Keen, D., 2016. 2016 availability and disparity study (No. FHWA/MT-16-003/8230). Montana.
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Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring
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Meng, X. and Boyd, P., 2017. The role of the project manager in relationship management.
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Minchala-Avila, L.I., Palacio-Baus, K., Ortiz, J.P., Valladolid, J.D. and Ortega, J., 2016,
October. Comparison of the performance and energy consumption index of model-based
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Keim, S.M., Costello, J.R., Chundru, S. and Arif-Tiwari, H., 2016. Accuracy of unenhanced MR
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Radiology, 279(2), pp.451-460.
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