PRM701 Project Charter: Council Amalgamation & Government Reform

This document presents a project charter for the amalgamation of the Shire of Mundaring and the City of Swan into a joint council, led by a single mayor. The project aims to streamline local government administration, enhance efficiency, and improve governance. The charter outlines the project's purpose, scope, initial risks, key stakeholders, and deliverables, including financial integration, waste management, construction, information management, and strategic planning. Key milestones are identified, along with a budget and feasibility analysis, indicating direct and indirect costs. The project's objectives focus on scope, time, cost, and quality, with acceptance criteria emphasizing successful integration and effective administration. The document also includes project approvals and references, providing a comprehensive overview of the council amalgamation initiative. Desklib is a platform where students can find more solved assignments and project charters.

C o u n c i l A m a l g a m a t i o n P r o j e c t C h a r t e r
Student Name:
Student Number:
Student Email:
Project Title: Local Government Reform Project
Project Sponsor: Self Funding Date Prepared:
Project Manager: Council Chairman Project Customer: Local Government
Executive Summary:
This project is based on the reformation of the local government that includes the integration of the Shire
of Mundaring with the City of Swat and formation of a joint council. As per the requirements of the
project, the joint council will be created that will be presided over by a single Mayor. The Mayor will be
selected by the councilors of the joint council.
Project Purpose or Justification:
The overall purpose of the project is the amalgamation of some administrative entities like shires and city
into one common administrative entity or joint council that will be presided over by a mayor. The
justification of the project lies in several folds that are beneficial for the local government. Ruling over
different entities within a small area requires additional monitoring, man power, administrative rules,
guidelines and others. Hence, with the integration of the entities and the creation of the joint council, the
local government will have better hold on the administration of the entire area.
Project Description:
In this project, the Shire of Mundaring will be merged with the City of Swan for development of a new
joint council. The chairman of the council will be a mayor who will be selected by the council members.
In addition to the development of the joint council, the area under the council will be divided into seven
wards that will also have a total of 15 councillors.
As adapted from Stackpole (2013) for educational purposes only PRM701 Assessment Task 3 1

C o u n c i l A m a l g a m a t i o n P r o j e c t C h a r t e r
Project Description:
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Initial Risks:
…
Risk Id Risk
Statement
Probability
(1 to 5)
Impact (1
to 5)
Score Strategy Response
1 No approval
from national
government
3 4 12 Prepare
detailed
project case
and discuss
with the
national
government
Send detailed
project case
document
stating all
benefits of
administration
2 Lack of
interest from
the residents
of the area
4 4 16 Promote the
possible
benefits and
advantages
of the
amalgamation
Conduct
election to
determine the
opinions of
majority of
the residents
3 Scope Creep 2 3 6 Prepare
project
charter and
determine
scope
accurately
Implement
change
management
to bring the
project back
on track
4 Specific area
under council
not defined
properly
2 4 8 Plan
integration
accurately
with specific
boundaries
for the joint
council
Issue notice
for acquisition
of area within
the council
5 Lack of
sufficient
budget for
integration
3 4 12 Prepare
budget
accurately
Contact with
higher
authority for
additional
budget
6 Severe
protest from
opposition
party
4 4 16 Discuss with
opposition
party
regarding the
project
Offer
opposition
party with
council seats
after the
project
7 Too large
area for
administration
by council
1 3 3 Determine the
limitation of
the
administration
Add more
wards within
the council
Initial Stakeholders:
…
Name Interest Impact Strategies
LIC High High Provide budget, manage funds, monitor progress of
project
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Initial Stakeholders:
Union Reps High Medium Monitor the progress of discussions and planning, place
new demands
Employees Medium Low Not much involvement in project except agreement with
the new decisions
Chairman Medium Very High Monitor and control project
Council
Members
High High Vote for the approval of the project, suggest necessary
changes
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Project Deliverables:
The deliverables of the project are shown in the following table.
WBS Item # Description
1 Finance
1.1 Chart of accounts
1.2 Rates
1.3 Annual Budget
1.4 Fees and charges
1.5 Bank account
1.6 Creditors
1.7 Debtors
1.8 Long term finance plan
1.9 Insurances
1.10 Reporting
1.11 FBT
1.12 Grants
1.13 Developers
1.14 External Audit
2 Fleet and waste
2.1 Fleet
2.1.1 Planning
2.1.2 Service delivery
2.1.3 Support
2.2 Waste
2.2.1 Service delivery
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2.2.2 Support
3 Construction and Maintenance
3.1 Parks and reserve
3.2 Engineering and maintenance
3.3 Construction
4 Leisure
4.1 Club development and liaison
4.2 Community enquires
4.3 Community facilities management
4.4 Recreation and leisure facilities management
4.5 Bookings
5 Project Management
5.1 Design
5.2 Project management
6 Customer, Library & Visitor
6.1 Customer
6.1.1 Review delivery model
6.1.2 Front counter
6.1.2.3 Complaints management
6.1.3 Customer service charter
6.1.4 Review reporting
6.1.5 Place-based customer service
6.2 Libraries
6.3 Visitor
7 Community Safety
7.1 Advocates and rangers
7.2 Parking management
7.3 Safety and security
7.4 Review local emergency management arrangements
7.5 Emergency management
8 Asset Management
8.1 Framework
8.2 Grants
8.3 Combining data to link to LTFP
8.4 Assessment of development applications
8.5 Traffic management
8.6 Natural resource management
8.7 Data consolidation
8.8 Consolidate asset management plan
8.9 Land management
9 Information Management
9.1 Towards one network
9.2 Standard operating environment
9.3 Services of contracts
9.4 Information management
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9.5 Policy
9.6 Corporate applications
9.7 GIS
9.8 Business systems development
9.9 IT services
9.10 Disaster recovery and IT business continuity
10 Commercial and Economic
10.1 Commercialisation
10.1.1 Review commercialisation policy
10.1.2 Review land registers (Commercial property Portfolio)
10.1.3 Review delegations and decision making model
10.1.4 Consolidate commercial leases
10.1.5 Property management processes
10.1.6 Commercial fees and charges
10.2 Economic development
10.2.1 Review and develop economic development strategy
10.2.2 Share and understand marketing plan and strategy
10.2.3 Business support
10.2.4 Review of website information
10.2.5 Business development
10.2.6 Investment attraction
10.2.7 Tourism development
10.2.8 Parking
11 HR
11.1 Other
11.2 Organisation structure
11.3 Employment conditions
11.4 Classification and remuneration
11.5 IR and ER strategy
11.6 Recruitment selection and on boarding
11.7 Payroll
11.8 Learning and development
11.9 OSH
11.10 Workforce planning
12 Strategic Planning
12.1 Environment
12.2 Analysis of Local Planning Strategy
12.3 Other strategic planning documents
12.4 Local area / precinct planning
13 Facilities Management
13.1 Facilities management
13.2 After hours service
13.3 Building integrated management system
14 Organisational Development
14.1 Integrated planning and reporting
14.2 Corporate project management
14.3 Business improvement
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14.4 Review and align policy manual
15 Building and health
15.1 Health
15.1.1 Statutory approvals
15.1.2 Review service delivery model
15.1.3 Review programs
15.1.4 On call arrangement
WBS Item # Description
15.1.5 Develop public health plan approach
15.1.6 Review delegations
15.1.7 Review information sheets
15.1.8 Customer service levels (enquiries front counter)
15.2 Building
15.2.1 Statutory approvals
15.2.2 Certificates permits (different fees and charges)
15.2.3 Notice
15.2.4 Receipt of applications
15.2.5 Approving development applications (against r-codes)
15.2.6 Private swimming pools
15.2.7 Local law review
15.2.8 Compliance
15.2.9 Copies of plan/ archive documents and scanning
15.2.10 Review information sheets
15.2.11 Customer Service levels (enquiries front counter)
15.2.12 Detailed area plans
15.2.13 Monthly reporting of building statistics
16 Governance
16.1 Legislative compliance
16.2 Council support
16.3 Risk management
16.4 Procurement
16.5 Contract administration
17 Lifespan
17.1 Children services
17.2 Youth
17.3 Community development
17.4 Community care services
17.5 Social planning
17.6 Volunteer management
18 Marketing and PR
18.1 Website
18.2 Events
18.3 Tourism (destination marketing)
18.4 Advocacy
18.5 Civic events and functions
18.6 Arts and culture
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18.7 Strategic marketing management
18.8 Advertising and promotions
18.9 Design and print
18.10 Media and public relations
19 Statutory planning
19.1 Planning Schemes
19.2 Development applications
19.3 Delegations
19.4 Process review
19.5 Fees and charges
Summary Milestones Due Date
Chart of accounts Fri 29/08/14
Issue Rates Notice Fri 26/09/14
Annual Budget Fri 24/10/14
Bank Accounts Mon 10/11/14
Long term finance plan Mon 8/12/14
Insurances Mon 16/02/15
Statutory monthly reporting Mon 2/03/15
Customer Service Delivery Model Mon 2/03/15
Local Emergency Management Arrangements Mon 14/09/15
Asset Management Framework Wed 30/07/14
Towards One network Mon 29/09/14
Corporate Applications Plan Mon 16/02/15
Review employment conditions Mon 11/08/14
Classification & Remuneration Review Mon 8/09/14
IR & ER Strategy Fri 3/10/14
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Recruitment selection and on boarding Fri 17/10/14
Payroll Mon 15/12/14
OSH Framework Mon 2/03/15
Local Area / precinct Planning approach Mon 30/03/15
Organisational structure Tue 31/03/15
Integrated Planning & reporting framework Mon 13/10/14
Business Model Mon 20/10/14
Statutory approvals – Health Tue 14/04/15
Statutory approvals – Building Tue 28/04/15
Council Business Framework Tue 24/03/15
Risk Management Framework Tue 10/02/15
Website shared front page Fri 31/10/14
Consolidated advocacy plan Mon 23/02/15
Review Branding Strategies Mon 23/03/15
Stakeholder management plan Mon 6/04/15
Statutory Approvals Mon 30/03/15
Summary Budget and Feasibility:
The estimated costs for transition planning are:
 2014/15 - direct cost - $507,000
 2014/15 - indirect cost - $2,000,000
 2015/16 - indirect cost - $1,800,000
Direct Costs 2014/15 Total $
Consultant
LIC Facilitator $27,000
Combined Executive Facilitator $25,500
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Summary Budget and Feasibility:
IT consultancy
Towards one network $155,000
Business systems assessment $120,000
GIS $20,000
Information management $60,000
HR Consultancy
Employment conditions review $20,000
IR & ER review $30,000
$457,500
Accommodation
Swan meeting rooms rental $16,000
Swan meeting rooms set up $10,000
Mundaring meeting room set up $2,000
$28,000
Catering
LIC/Combined Exec Meetings $9,450
RAID catering $11,200
Miscellaneous $1,000
$21,650
Total $507,150
Indirect Costs - 2014/15 Total $
Staffing opportunity costs
CEOs @ LIC $16,403
Combined Executive $54,942
Transition Project Team $333,906
RSD team $906,317
RAID leads $272,160
RAID seconds $311,040
RAID administration $68,040
Team Connect $42,525
Total $2,005,333
Indirect Costs - 2015/16 Total $
Staffing opportunity costs
CEOs @ LIC $0
Combined Executive $0
Transition Project Team $343,923
RSD team $933,507
As adapted from Stackpole (2013) for educational purposes only PRM701 Assessment Task 3
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Summary Budget and Feasibility:
RAID leads $192,723
RAID seconds $220,255
RAID administration $48,181
Team Connect $43,801
Total $1,782,390
Budgets allocations in 2013/14 for the individual local governments are:
 City of Swan - $50,000 consultants costs - operating (although this is used for more than just the
reform work)
 Shire of Mundaring - $200,000 - fully grant funded
Draft 2014/15 Budget allocations for the individual local governments are (subject to change until budget
adoption – June/July 2014):
 City of Swan - $200,000 materials/contracts and consultants – operating
 Shire of Mundaring - $265,000 staffing, materials/contracts and consultants – operating
The state government has also announced an assistance package of $60 million for the execution of the
project.
As adapted from Stackpole (2013) for educational purposes only PRM701 Assessment Task 3
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