ICTPMG601: Establishing ICT Project Governance for Software Projects

This project assignment focuses on establishing an ICT project governance framework for NatureCare Products, a skin care company, in the context of a software development project undertaken by Essential Software. The assignment begins with an analysis of project governance, including the purpose of policies and procedures, three main pillars of project governance, and various ICT project methodologies like Agile, Waterfall, and Kanban. It also discusses project maturity levels according to the PM solutions Project management maturity model and the importance of policy, procedure, and control within a project governance framework. The assignment identifies relevant legislative and regulatory requirements impacting project governance, followed by an assessment of the current project status, including the project's maturity level, current methodology, and the rationale behind these choices. The core of the assignment involves establishing a comprehensive project governance framework, defining roles and responsibilities within the project team, and creating communication plans. It includes drafting emails to the project sponsor, confirming roles within the governance team, and updating project documentation. Finally, the assignment addresses educating stakeholders about the software development project, developing a communication plan, creating meeting minutes, and maintaining relationships within the governance team, ensuring a well-structured and managed project lifecycle.

Establish ICT project
Governance

Table of Contents
Table of Contents.............................................................................................................................2
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1. Purpose of policies and procedures of different key areas......................................................1
2. Three main pilers of project governance.................................................................................2
3. ICT project methodologies......................................................................................................2
4. Discussion of concept of project maturity and the five level as per the PM solutions Project
management maturity model.......................................................................................................2
5. Explanation of importance of policy, procedure and control in project governance
framework....................................................................................................................................3
6. Identification and brief explanation of four legislative and regulatory requirements that
impact project governance...........................................................................................................3
TASK 2............................................................................................................................................3
1. Assessment of current project status........................................................................................3
2. Establishing project governance framework...........................................................................4
3. Determination of roles and responsibilities.............................................................................5
4. Email the project sponsor........................................................................................................6
5. Confirm roles and responsibilities of the governance team.....................................................7
6. Update documentation.............................................................................................................9
7. Email updated documentation...............................................................................................10
TASK 3..........................................................................................................................................11
1. Educate stakeholders about the software development project.............................................11
2. Develop Project governance communication plan................................................................12
3. Develop meeting minutes......................................................................................................13
4. Maintain relationships with the governance team.................................................................14
CONCLUSION..............................................................................................................................16
REFERENCES..............................................................................................................................18

INTRODUCTION
Information and communication technology can be defined as an extensional term which
is used for IT and it is focused with the role of unified communications. While using it, it is very
important for all the individuals to make sure that the telecommunications like telephone lines
and wireless signals are integrated. Apart from this, there are several other elements that are also
required to be integrated at the time of implementation of it (Alawadhi and Scholl, 2016)
(Gunnlaugsdóttir, 2019). These are enterprise software, computer, storage, middle ware etc.
When it will be used by companies then it will be very important for the enterprises to be aware
of governance which is related to it as it can help to use it under legal conditions. This
assignment covers various topics that are related to it. Task 1 is based upon analysis of project
governance and different aspects of it. Task 2 covers the information current status of project, its
governance and roles and responsibility. Apart from this, it also covers the details of upgradation
of documents and sending mails. Task 3 is focused with sharing detailed information of project
with the stakeholders and maintaining relationship with the governance team.
TASK 1
1. Purpose of policies and procedures of different key areas
Project management: Main purpose of its policies and procedures is to complete the
project in systematic manner according to specifications of clients.
Procurement policies: The purpose of procedures and policies procurement is to make
sure that all the activities that are related to the project are accomplished successfully.
Environment: All the policies and procedures that are related to it are focused with no
negative impacts of project management activities upon the environment.
Duty of care: The procedures and policies that are related to it are formed for the
purpose of making sure that all the managers are able to take care of all the staff members
working on the project.
Contract: Purpose of its policies and procedures is to analyse that all the documents that
are related to it are formed according to specifications of both the parities.
Company: The policies and procedures of it are formulated for the purpose of analysing
that all the companies are forming records according to governmental policies (Hjelmbrekke,
Klakegg and Lohne, 2017).
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Freedom of information: Policies and procedure of this area provides right to all the
individuals to get detailed information about the project.
Industrial relations: Procedures and policies of it states that it is very important for all
the companies to establish relations with companies operating business under same industry.
Privacy and confidentiality: According to policies and procedures of it, it is very
important for the project managers to keep the major details of project private and confidential.
Due diligence: Policy and procedure of this area have the purpose of making sure that a
person should not commit any type of offence.
Records management: Procedures and policies of this area demonstrates that all the
project managers should maintain and manage the record of whole project.
2. Three main pilers of project governance
All the main pilers of project governance are as follows:
 Structure
 People
 Information
3. ICT project methodologies
Agile: It is focused with developing requirements ad solutions with the help of
collaborative efforts of self-organising.
Waterfall: This methodology is focused with mapping out the project in different
sequences so that all the goals of project could be accomplished successfully.
Kanban: It is mainly focused with managing and improving the work across the human
systems so that desired success could be attained (Klakegg, Williams and Shiferaw, 2016).
4. Discussion of concept of project maturity and the five level as per the PM solutions Project
management maturity model
Project maturity can be defined as the progressive development of the entity wide project
management strategy, methodology, decision making procedure, approach etc. The level of it
vary for all the entities because of goals, scope, needs etc.
The five level of PM solutions Project management maturity model are as follows:
 Labelled Initial Process
 Structured Process and Standards
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 Organizational Standards and Institutional Process
 Managed Process
 Optimizing Process.
5. Explanation of importance of policy, procedure and control in project governance framework
Policy, procedure and control are very important in the project governance framework
because with the help of all of them the project managers will be able to get aware of all the steps
that should be taken by them. Apart from this, all of them can help to set specific guidelines for
all the project so that the activities related to them could be performed systematically.
6. Identification and brief explanation of four legislative and regulatory requirements that impact
project governance
There are various types of legislative and regulatory requirements of project governance. All
of them are explained below:
 Consensus oriented: This legislation states that good governance is possible with the help
of mediation of different interests.
 Transparent: According to this requirement it is very important for all the project
managers to generate transparent records (Lappi and Aaltonen, 2017)x.
 Accountable: This regulatory requirement states that all the reports that are generated by
the managers should be accountable.
 Responsive: The project managers are required to be responsible for all the steps that are
taken to accomplish the tasks.
TASK 2
1. Assessment of current project status
NatureCare Product is a skin care product selling company which is mainly established in
Australia. It has contacted the Essentia Software to develop a software for itself and integrate it
with the website as it is planning to expand in a new product line to enhance sales. The maturity
level of project is structured process and standards because of the market position of the
company which is very good. The current project methodology for the project of NatureCare is
Waterfall as it will help to perform all the project related tasks properly. It will be the best
suitable methodology for it as it will be beneficial for assuring success of project.
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2. Establishing project governance framework
Project Governance Report
Date: 01/07/2020
Client: NatureCare Products
Client’s industry: Skin Care
Consulting company: Essential Software
Project overview
NatureCare Products is one of the old clients of Essential Software and it has helped the
client to develop its website 6 months ago. Now the entity is willing to expand its business
and enhance its sales. For this purpose, kit is planning to update all its systems by having a
database implemented which will integrated with its website.
Project history and project maturity
6 months before NatureCare took help of Essential Solutions to develop its website and now
it is planning to update its systems as it will be expanding its product line. The project
helped the enterprise therefore it has contacted again the company. PM solutions Project
management maturity model states that the project maturity level is managed process
because of the positive outcomes of it for the entity. This rating is provided to it as it has
facilitated the enterprise to develop its business (Lappi, Aaltonen and Kujala, 2019).
Current project methodology
Currently agile project methodology is used for the project management. It is mainly
focused with software development projects which are paying attention towards continuous
release and incorporating customer feedback and every iteration. It was used for the project
because of its well-structured format and iterative approach.
Proposed methodology
Currently NatureCare want to integrate a new software to its systems for its business plan of
product line expansion. The methodology which is suitable for it is waterfall development
methodology. It is the best option for the project as it can help to perform all the tasks
related to project in systematic manner (Lappi and Aaltonen, 2017).
Legal and regulatory requirements
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One of the main regulatory requirements is consensus orientation which will be required to
be focused while working on the project.
Second legal requirement is related to the transparency. The project manager of the project
will be required to make sure that transparent reports are shared with all the stakeholders.
Risk
The major risks which may take place for the project of Nature Care Products are as follows:
 Lack of required resources
 Improper knowledge of software to the manager
 Very high time take by the project to get completed
Proposed change controls
The project manager will be required to make sure that the time and cost of whole project is
identified in advance so that appropriate changes according to them could be made (Lin,
2018).
Proposed reporting processes
All the members in project team are responsible to work properly and they are required to
make sure that progress is analysed by them properly. For this purpose, the formal approach
of checking the work on regular basis could eb used. It will help to analyse that project will
be completed in specific time limit or not and success will be achieved or not. If the progress
will not eb measured then it will be very difficult to ignore failure.
3. Determination of roles and responsibilities
Project Governance Roles and Responsibilities
Date: 01/07/2020
Client: NatureCare Products
Consulting company: Essential Software
Project board/committee (individual roles/responsibilities)
Person Role Responsibilities
William Jones Project manager Manage the whole project and guide all the
individuals.
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Chris Snow Project handler Handle all the issues and difficulties related to
project.
John Eric Team leader Provide supervision to all the team members and
resolve all their issues.
Chirstina James Finance
manager
Keep detailed information of all the funds that are
used for the project (Livingstone, Carr and Byrne,
2016).
Daisy Samuel Junior manager Follow instructions of manager and analyse progress
of project.
Project board/committee (group responsibilities)
 All the board members will be responsible to make sure that all the activities are
performed according to schedule.
 It will be very important for the project committee to analyse that the staff members
are performing well or not.
4. Email the project sponsor
Date: 21st June, 2020
Dear Stephen Scott,
This is the introduction email to introduce myself as the new project manager of the software
development project. I as a new project manager is responsible to make sure regarding all the
prominent activities that should be performed by me within the stipulated period of time and also
consider the perspective of my team members as well. So, the perspective and opinion of staff
members are more important in order to perform suitable job role. In this, I am requesting you to
give me your precious time in order to discuss about the project governance report, roles and
responsibilities and it need it should be updated then your support and guidance.
Thanks and Regards,
Project Manager
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Please find Attachment.
5. Confirm roles and responsibilities of the governance team
The board worries about the more extended term key issues: setting in general points,
building up wide arrangements, and working with the CEO on key plans, destinations and targets
(Ulriksen, Pedersen and Ellingsen, 2016). Staff-individuals under the CEO have obligation
regarding present moment, everyday tasks – completing authoritative work, observing
advancement and answering to the board (Ulriksen, Pedersen and Ellingsen, 2017).
To finish the circle the board must assess the association's presentation against its objectives.
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Committee or Board Manager
Is focussed on association's expressed
objectives.
Is focussed on tasks (day-2-day) exercises.
Makes a dream for what's to come. Acts to make the Board's vision a reality.
Settles on key and strategic choices. Settle on operational choices.
Creates authoritative approaches. Executes hierarchical arrangements and creates
approaches identified with staffing matters.
Screens the exhibition of the Manager
(counting usage of strategies and vital
arrangement).
Screens crafted by other staff individuals and
volunteers.
Settles on significant choices about human,
physical and money related assets.
Deals with the assets and settles on minor
choices about their distribution.
Has extreme legitimate duty regarding all parts
of the association's undertakings.
Has designated duty regarding a portion of the
association's undertakings.
Board Responsibilities
 Defining long haul objectives.
 Having the last say while deciding yearly destinations.
 Ensuring the strategic the association is clung to.
 Finalizing financial plans and apportioning reserves.
 Approving the yearly financial plan, and any progressions or increments outside the
spending plan.
 Taking obligation regarding the organization's money related records.
 Assessing projects, administrations and items.
 Evaluating Board and its presentation.
 Employing the association's chief (official/executive/and so forth.) setting their
remuneration bundle and assessing their presentation in the activity.
 Keeping up and constructing the association's open profile.
Staff Responsibilities
 Providing data to the Boards.
 Supporting the Board's arranging capacity.
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 Determining people group needs.
 Operating projects and investigating their victories and weaknesses.
 Executing Board choices.
 Conducting day-today budgetary activities.
 Monitoring and overseeing day by day activities.
Joint Responsibilities
The accompanying exercises are best led mutually:
 Discussing thoughts and framing long haul objectives.
 Planning association techniques.
 Designing projects to accomplish the gathering's strategic.
 Proposing raising support thoughts.
 Ensuring hazard the board programs are executed.
 Ensuring that accomplishments are perceived and reported.
 Promoting the association.
6. Update documentation
Project Governance Roles and Responsibilities
Date: 01/07/2020
Client: NatureCare Products
Consulting company: Essential Software
Project board/committee (individual roles/responsibilities)
Person Role Responsibilities
William Jones Project manager IT supervisors help build up their administration
contributions and decide how to accomplish their IT
obligations (regarding model, improving security and
looking after unwavering quality) while supporting
the highlights required by the business groups.
Chris Snow Project handler Programming improvement pioneers help figure out
which customization instruments are affirmed, how
to check code security, and guarantee code-related
prescribed procedures.
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John Eric Team leader Team leader is responsible in order to develop and
execute the significant timeline considering their
team to achieve desired goals and outcome.
Chirstina James Finance
manager
Develop and manage the financial information and
budget of company.
Daisy Samuel Junior manager Follow orders of supervisors and identify success of
project.
Project board/committee (group responsibilities)
 All the board associates will be accountable to ensure that all the activities are
performed as per their schedule.
 It will be very significant for the project committee to identify that the staff
members are performing well or not.
7. Email updated documentation
Date: 21st June, 2020
Dear Stephen Scott,
I am sending this mail to oversee the updated documentation and give your perspective on the
roles and responsibilities of the project governance as your concern is important. Waiting for
your response.
Thanks and Regards,
Project Manager
Please find Attachment.
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