EPM5500: Online City Project - Managing Change in Melbourne

This project charter details a plan to transform the city of Melbourne into a fully online city by 2026. The project, undertaken as part of an EPM5500 assignment, focuses on managing change and preparing citizens for a digital future. It includes a comprehensive executive summary, project purpose, high-level descriptions, project boundaries, key deliverables, high-level requirements, assumptions, constraints, risk assessments, project objectives, success criteria, milestone schedules, financial resources, stakeholder analysis, and project exit criteria. The project aims to involve citizens in the transition, providing training and workshops to ensure they are equipped to conduct business and access essential services online. The charter outlines key deliverables, including the preparation of a business case, project plan, and the establishment of a project team. It also addresses project risks, stakeholder expectations, and financial resources required for successful implementation. The project's success hinges on government support, citizen participation, and the effective management of potential risks, ultimately aiming to make Melbourne a future-ready online city.

Running head: ONLINE CITY
A city Managing Change: Online City
Name of Student
Name of University
Author Note

1
ONLINE CITY
Executive Summary
Imagining the future of a city can be a daunting task as cities represents a complex ecosystem of
shared places. The report provides the details of a project that outlines the process of managing a
change. The report provides an example of the process in which Melbourne can be prepared for
the next decade. The aim is to make Melbourne an online city where majority of the works will
be carried out online, which will increase the efficiency of the work processes. It is a project that
is related to a city managing the change. The report provides evidences of the key tasks to be
undertaken to make the citizens of Melbourne ready for an online city. The report provides n
comprehensive understanding of the needs of the online city project. A project charter is made
that provides a brief description of the objectives, related success-criteria, milestone and the
online city project requirements.

2
ONLINE CITY
Table of Contents
Introduction..........................................................................................................................3
1. Project Purpose/Aim/Justification...................................................................................3
2. High level description......................................................................................................3
3. Project Boundaries...........................................................................................................4
4. Key deliverables..............................................................................................................5
5. High-level requirements..................................................................................................6
6. Assumptions and Constraints..........................................................................................6
7. Overall project risk..........................................................................................................7
8. Project objectives and related success criteria`...............................................................8
9. Summary milestone schedule..........................................................................................9
10. Approved financial resources......................................................................................11
11. Key stakeholder list.....................................................................................................11
12. Project exist criteria.....................................................................................................12
13. Assigned project manager, responsibility and authority level.....................................12
14. Name and authority of the sponsor or other person(s) authorizing the project charter
.......................................................................................................................................................13
Conclusion.........................................................................................................................13
Bibliography......................................................................................................................14
Appendix: MS Project File................................................................................................16

3
ONLINE CITY
Introduction
The city of Melbourne is known for moving beyond the traditions of elected officials to
capture and respect the voice of citizens. Therefore in managing or implementing a change in the
city, the foremost necessity is to involve the citizens in implementing the change. A project of
managing a change has been undertaken which aims to develop an online city. With the advent
of technology and internet, it has become convenient for the people to perform majority of the
business operation and essential services online. Therefore, through the project of
implementation of a change in the city of Melbourne and to develop an online city, the
awareness among the citizens are to be generated. It is a daunting tasks and requires complete
cooperation and involvement of the citizens in completion of this task.
A project charter is developed that gives details of the aim and perseverance of the online
city project and provides the justification of projct business case. The key deliverables and the
online city project boundaries along with the key milestone of the project are elaborated in the
following paragraphs.
1. Project Purpose/Aim/Justification
The aim of the Online City project is to manage a change in the City of Melbourne to
turn it to an online city. The purpose of this Online City project is to ensure that the citizens of
Melbourne future ready. The online city is that is planned will ensure that each and every citizen
know the basis of online transaction and is capable for performing the necessary business
functionalities online. The proposed project is justified as it will make the citizens of Melbourne
future ready.

4
ONLINE CITY
2. High level description
Preparing the citizens for future is a critical tasks and a lot of work is associated with
developing an online city. The entire project is divided into a number of phases and each phase
and implemented in a sequential manner to fulfill the project objectives. The high level project
description are shown as follows-
1. The project involves development of a business case to make the citizens ready for an
online city
2. The project involves development of a realistic plan for management of the change in
the city of Melbourne
3. The project involves developing a team of young people having knowledge of all the
basic online functionalities
4. The project involves advertising the venture to inform the citizens about the needs and
benefits of an online city
5. The project involves arranging workshops for the citizens to make them ready for
online city.
The above five points indicate the high level description of the undertaken online city
project. The project plan is to be prepared by taking into account the above five high-level
project description.
3. Project Boundaries

5
ONLINE CITY
Development of an online city and making the citizens ready for the future is a critical
task and therefore, the undertaken project has certain limitations, which are indicated as follows-
1. Workshops for making the citizens future ready is subjected to voluntary participation.
If majority of the citizens do not take active interest in the workshops, the project might fail
2. The project is associated with continuous improvement and therefore, the project will
be lengthy. Completion of this project in a short span of time is not possible.
4. Key deliverables
The key project deliverables associated with development of an online city and its
expected date of achievement is indicated in the following table-
Deliverables Date of Achievement
Preparation of Business Case Mon 30-11-20
Charter Approval Mon 22-03-21
Project Plan Approval Mon 03-05-21
Set up Project Team Mon 28-06-21
Advertise the need to change Mon 15-11-21
Onboarding Youths in the Team Mon 10-01-22
Arrange 1st workshops Mon 30-05-22
Arrange Training Mon 17-10-22
Feedback Collection and
Analysis
Mon 28-10-24
Develop project Reports Mon 15-12-25

6
ONLINE CITY
Project Closure Mon 22-12-25
Table 1: Demonstrating the Key Deliverables
The table above details the main project deliverables and the expected date of completion
of each deliverable as per the estimated project schedule.
5. High-level requirements
The undertaken project is a critical project and therefore proper identification of the
project requirements become a necessity. The following high level requirements are to be met in
the execution of the project to confirm that that stakeholders’’ expectations are fulfilled.
1. Development of a Feasible Project Plan to make Melbourne an Online city by the year
2026
2. The project requires generation of maximum help from the young citizens as their help
is integral to teach the aged citizens about the basics of online mobile operations
3. Proper Advertising of the cause to generate awareness among people. Digital
advertising is necessary to ensure maximum reach
4. Making arrangement of the necessary workshops and training processes to make the
citizens future ready.
5. Collection of feedbacks from the citizens
The above indicated high level requirements are aligned with the expectations of the
stakeholders. The project plan is to be made on basis of the needs of the stakeholders to ensure
successful project delivery.

7
ONLINE CITY
6. Assumptions and Constraints
The main assumptions that are linked with the development of the project of online city
are indicated as follows-
1. It is assumed that the young citizens will actively take part in the project and will
provide the necessary help in execution of the project.
2. The success of this lengthy project requires funding from the state and it is assumed
that funding for this project will be easily obtained.
3. It is assumed that the online city project can be accomplished within the year 2026
4. It is assumed that the aged citizens of Melbourne will participate in this project and
will try to learn at least the basics of making all the transactions online.
The constraints or limitations linked with this online city project are indicated as follows-
1. The online city project has a time constraint as it should be completed by the year 2026
2. The project requires maximum voluntary participation from the citizens of Melbourne
7. Overall project risk
Risks identification, assessment and management is an important project consideration
for successful project execution. Development of an online city is a critical project and involves
a significant amount of risks. The major risks, their severity and probability of occurrence in the
project are indicated in the risk register below.

8
ONLINE CITY
Risk Severity [Measured
on a scale of 1 to 5]
Probability of
Occurrence
Risk
Score
Risk
Response
Budget/Funding Issue 4 3 12 Avoid
Resource Risks 5 4 20 Mitigate
Lack of Participation 5 3 15 Mitigate
Lack of Awareness about
the need of the project
4 3 12 Mitigate
Schedule Issues 4 2 8 Avoid
Technical Difficulties 4 2 8 Transfer
Resistance from Citizens 5 3 15 Avoid
Table 2: Demonstrating the Project Risks
The table above identifies the most prominent risk linked with the project. The risk
response for each of the risk has been documented in the risk register. Proper management of
these risks are essential for successful project completion.
8. Project objectives and related success criteria`
The key objectives of the project are indicated as follows-
1. To prepare the citizens of Melbourne for the Online City
2. To provide necessary training to the citizens about online processes
3. To make the people understand the need of an online city
4. To ensure that majority of the essential operations are carried out online by the year
2026

9
ONLINE CITY
For defining the project success the following success criteria for the project is identified-
1. The project will only be a success is the state government supports the cause and
provides a necessary funding for the project
2. The successful fulfilment of this project is subjected to receiving complete support
from the young generation, who will contribute to teaching the basis of online operations to the
senior citizens
3. The project will be a success only if an online city is developed by the year 2026
4. The project will be a success only if the a maximum number of citizens of Melbourne
participate in the project
5. The success of the project is subjected to fulfilment of the expectations of the
stakeholders
9. Summary milestone schedule
The key milestone of the project and their expected data of completion is indicated in the
table below-
Milestone Date of Completion
M1: Approval of Business Case Mon 30-11-20
M2: Approval of Project Plan Mon 03-05-21
M3: End of Execution Phase Mon 05-08-24
M4: End of Monitoring Phase Mon 15-09-25
M5: Project Ends Mon 22-12-25

10
ONLINE CITY
Table 3: Showing the Project Milestone
The estimated schedule of online city the project is represented in the Gantt chart below-

11
ONLINE CITY
Figure 1: Gantt chart showing the schedule of the project
The Gantt chart gives an understanding of the key tasks needed to be accomplished for
proper execution of the online city project. The time needed for completion of a particualr task is
indicated in the figure. It is observed that the online city project can be accomplished by the year
2026.
10. Approved financial resources
The execution of the online city project is subjected to receiving funding from the state
government. The estimated funding that should be available for this project is $6.5 million. An
annual funding limit of $1 million is to be set for the project. The entire project of developing an
online city will be sponsored by the state government.
11. Key stakeholder list
The key stakeholders, their power and interest on the project and their interest are
indicated in the stakeholder register below-
Stakeholders Power/Influence Interest Expectations
State
Government
High High Is expected to provide maximum financial
support
Citizens of
Melbourne
High Low Is expected to provide positive response
towards the execution of the online city
project
Project Manager Medium Medium Is expected to plan the online city project in
an efficient manner