PPMP20010: Project Audit, Termination, and Governance Report Part A

This document presents a project audit, termination, and governance report, likely prepared for the PPMP20010 assignment. It covers key aspects of project auditing, termination processes, and governance structures, referencing PRINCE2, PMBOK, and Kerzner's project management principles. The report includes sections on project information, auditable categories (performance, compliance, quality, change/exit, risk, best practices), an audit plan, a project termination/closure plan aligned with PMBOK knowledge areas, and a project governance report. Specific elements addressed are understanding project requirements, ICT infrastructure development, risk management, communication strategies, budget planning, and training opportunities, culminating in a detailed timeline for project closure activities.

PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
PPMP20010 - Assignment 2
Part A
Project Audit and Termination
Report
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The Project Audit and Termination Report is a tool used to substantiate to the
stakeholders of a project that the goals and objectives of the project have been met and
important items or deliverables have been produced by the project. The report is a vital
communication tool that is used as the basis for ensuring that the stakeholders
acknowledge the project success and accept the outcomes.
Kerzner (2013) p582 section 11.35 identifies five different types of audit – performance,
compliance, quality, exit, and best practices. Audits do not have to occur at the end of a
project but can occur during a project as health checks and quality audits (Kerzner 2013,
1031, 1151-1152). The PMBOK (2013) p100-104 advises the process to be followed
when closing or finalizing all the activities within a project. Chapter 18 of Managing a
Successful Project with PRINCE2 discusses the PRINCE2 approach to closing. Not all
projects terminate successfully; Kerzner (2013) also discusses the reasons why some
projects are stopped (section 11.20) and the lessons for the project manager (section 9.1
p447) if the processes for phase-outs and transfers are not conducted correctly (11.21).
The report is based on the contents of Managing Successful Projects with PRINCE2
(2009), A Guide to the Project Management Body of Knowledge (PMBOK Guide) 5th
Edition (2013) and Kerzner Project Management: A Systems Approach to Planning,
Scheduling and Controlling (2013).
Please complete the report for the case study (Barwon Health Infrastructure) provided
within the Assessments section in the Moodle.
Guidance boxes like this should be deleted when you have finished with the contents: position the cursor on the
border, left click when a cross appears and press delete.

PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
1 PROJECT INFORMATION
Project name: A brief name to describe the project
Date: Date of the current status report
Project ownership: Area responsible for the project
Prepared by: Name and position
Distribution list: List of those receiving the report, their positions and role in
the project.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
2 AUDITABLE CATEGORIES
Auditable Category WBS ID and Item Description Applicable metrics
1. Performance /
Progress
1.1 Understanding the
requirements of the project
and the other necessary
details
Project outcome
Budget flow and cash flow
1.2 Collection for the project
requirements
Project gross margin
Satisfaction from the
employees end
1.3 Conditions for the ICT
processes
ICT details from the
consumers end
2. Compliance 2.1 ICT infrastructure
development
Developing management
team
Developing centralized data
centre
2.2 Developing cloud computing
technology
Creating fibre combination
Schedule variance analysis
2.3 Incorporating network
technologies
Safety management
Environmental management
plan
3. Quality 3.1 Incorporating operational
plan for the new HCI system
Quality measurement matrix
Quality management plan
3.2 Storage capacity increment
with database queries
Huge storage
Quality control
3.3 Additional requirements for
VDI
Earned value analysis
Cost variance analysis
4. Change / Exit 4.1 For ensuring optimal
performance login script
change for Barwon Health
login
Performance measurement
matrix
Change management plan
4.2 Health change management
process
Request for change
Change control plan
4.3 Change in tender document
s
Document review
Review by project executive
5. Risk 5.1 Improper communication Hiring experts after proper
skills analysis test
Open communication
approach implementation
5.2 Incorrect project budget Feasibility study
Project budget plan
5.3 Lack of training for the
project team members
Arrangement of training and
development program
Reward program
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
arrangement
6. Best Practices /
Lessons to be
Learned
6.1 Designing and developing
new HCI supporting
ambiance
Supply chain management
Project scope change
6.2 Creating virtual desktop
infrastructure
New scope management
plan
Scope statement review
6.3 SQL server for increasing
storage capacity
Encryption technology yo
secure the storage
Quality management plan
development
3 AUDIT PLAN
Audit
Category
Item When will it
be
conducted?
Who will
conduct?
Purpose (discovery or
decision-making)?
Performance /
Progress
Understanding
the Barwon
health project
requirements
At the project
initiation phase
Project
manager
and
project
team
members
The purpose is to discover
and design the project
goals and objectives in
additional to the tender
needs.
Payment plan
for the project
team members
Initiation
phase
Human
Resource
manager
The payment scale will
ensure the project team
members engagement to
their job roles
Delivering
necessary
storage
capacity to the
project
developers
Planning
phase
System
developers
With this high level
computing capacity the
project team members will
be able to make effective
decision for the project
success.
Compliance Safety
management
Project
planning
phase
System
developer
Proper safety management
program will help to keep
the credentials secured.
Notify the
project claims
Planning
phase
System
designer
It will help the project
stakeholders to notify the
basic requirements.
Project
standard
guidelines
Planning
phase
Project
manager
The project stakeholders
are required to be very
much aware of the safety
and standard guidelines. It
will help to create a
balanced work ambiance.
Quality Operational
requirements
for the new
HCI platform
Project
development
phase
Project
manager
In order to improve the
operational ambiance of
the project proper plan is
required to be developed to
support the HCI
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
environment.
Incorporating
additional
storage to
support the
SQL database
Development
phase
System
developers
In order to fulfil the extra
storage virtual desktop is
needed for storing
additional information.
Low cost
solution
Project
development
phase
Finance
manager
Additional efforts are
needed to be incorporated
to reduce the chance for
system outcome failure.
Change / Exit The health
project has
been changed
for ensuring
the optimal
performance
Planning
phase
Project
manager
For configuring the system
proper requirements
should be identified.
Change
management
approach for
the Barwon
Health project
Development
phase
Project
manger
There are certain
requirements for the
change management those
are to be identified
respectively.
Information
changes in the
tender
document
Development
phase
Project
manager
After making necessary
changes it is necessary for
the system to deliver the
best project outcome for
the consumers and
business owners.
Risk Improper
communication
approach
Planning
phase
HR
manager
The HR manager is
responsible to create a
communication plan so that
each and every project
team member feel free to
share their ideas and
innovation with others.
Wrong budget
plan
Initiation
phase
Finance
manager
Will reduce the change of
project cost overrun and
cost overload.
Lack of skills
and
experience
Planning
phase
Project
manager
and HR
manager
On-job both technical and
non technical training and
development program
should be arranged to
increase the skills and
knowledge of the project
team members.
Best
Practices /
Lessons to be
Learned
Design and
build new
virtual desktop
Development
phase
System
developer
Help to design the
expected project report
Designing HCI
ambiance
Development
phase
System
Developer
Proper operational plan
required for designing the
HCI platform.
SQL database
addition
Development
phase
System
Developer
Review the project
resultants
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
4 PROJECT TERMINATION / CLOSURE
Controllable
Category
Item &
Explanation
PMBOK Knowledge Area
Input
Tool &
Technique Output
1. Deliverable 1.1 computing
infrastructure
and huge
storage
capacity
Storage
development
plan
Skill and
experience of
the technical
project
members
Deliver secured
storage to Barwon
health project
It will deliver a secured storage area to the project developed to store
all necessary credentials.
1.2 Testing
the work
environment
work culture
program
Experts
support
Will develop a co-
operative work
culture where the
project team
members will feel
free work altogether
The prospered system can be improved accordingly with the
innovative and creative ideas of the project team members.
1.3
incorporating
advanced
computing
technologies
Organizational
process
Analytical
testing
Generate feedback
for the project team
members
After the implementation of the proposed system the requirements of
the consumers are expected to meet.
2. Configuration 2.1 hardware
requirements
Proper vendor
selection
Experts
support
Successful project
result
Successful hardware will develop the system successfully
2.2 software
requirements
Software
vendor
Experts
support
Successful project
result
Successful software will develop the system successfully
2.3 network
requirements
Network
design and
vendor
Expert support Successful project
result
Successful network will develop the system successfully
3. Status
Accounts
3.1 Accounts
planning
Preliminary
project plan
Sales
forecasting
tools
Project accounts
control report
Proper accounts will avoid the cost level clash during the project
development phase
3.2 work
package
development
Project
management
plan
Sales and
marketing tool
Work Breakdown
Structure
Proper work packages will reduce the work pressure among the
project team members abs also increase the
3.3 project
planning
package
Project
management
plan
Sales
analytical tool
Project plan
documentation
Distributed project plan will segment a large project in small parts so
that will increase the project manageability
4. Logs 4.1 Risk
resolving plan
Risk
management
plan
Risk register Risk register
development
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
With an accurate risk register the risks that may hamper the project
success will be identified and respective risk resolving strategies are
also developed accordingly.
4.2 co-
operation
among the
project team
members
Team
management
plan
Co-operation
tools
Team
declaration
Co-operation among the project team members will allow them to
create innovative ideas among each other.
4.3 project
monitoring
plan
Project
Monitoring
report
Time to time
meeting
among the
project team
members
Project monitoring
planning
Project monitoring will help to track the project progress report
accordingly.
5. Issues 5.1 Improper
communicatio
n
Meeting Conferences Improper
communication
Proper communication plan will increase the interaction capacity of
the project team members.
5.2 Incorrect
budget
Audit risk Feasibility
study
Budget planning
Proper budget implementation will reduce the audit level issues.
Training
materials
Conference
and meeting
Arrangement of
proper training
With the help of proper training both the technical and non technical
issues will be resolved
6.
Procurements
6.1values for
money
Project
schedule
Market
analysis
Final work
statement
With the help of proper project schedule the project is expected to
gain measurable revenue and commercial profit simultaneously.
6.2
stakeholders
association
Stakeholder
management
plan
KPI Stakeholder
register
Proper stakeholder management will help to deliver proper
stakeholders engagement.
6.3 Training
opportunities
Training
materials
Analytical
checklist
Workers training
program
Training will enhance the knowledge and skills of the project team
members.
5 TERMINATION / CLOSURE PLAN
Week Week
1-3
Week 4-7 Week
8-14
Wee
k
15-
20
Wee
k
21-
25
Wee
k
26-
30
Wee
k
31-
35
Audit plan preparation
steps
Project review
audit contact
Audit report
review
Audit team
assembling
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
Project kickoff
Final design
development
First audit phase
Audit plan for
designing the
HCI
environment
Audit for
balancing the
tender
developed
Question
discussion
with clients
Primary
project
findings
Second audit phase
Audit for
hardware
requirements
Audit for
network
needs
Audit for
software
needs
Audit for the
system
operation
Third audit phase
Audit for
designing SQL
database
For tender
operation
Question
discussion
with clients
Primary
findings from
phase 3 audit
plan
Audit consolidation
Project
findings
consolidation
Audit draft
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
presentation
Submitting
final audit plan
Audit plan
completion
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
Part B
Project Governance Report
1. PROJECT INFORMATION
Project name: A brief name to describe the project
Date: Date of the current status report
Project ownership: Area responsible for the project
Prepared by: Name and position
Distribution list: List of those receiving the report, their positions and role in
the project.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
2. OVERALL PROJECT RESPONSIBILITY
The responsibility for this project lies with the project success criteria.The key
success of any project is dependent on the stakeholder’s engagement. It is the
responsibility of the project stakeholders to play proper roles and responsibilities
so that the objectives can be reached. The board committee members
associated to the project took the responsibility to make sure that the project is
driving itself towards massive success.
3. ROLES, RESPONSIBILITIES AND PERFORMANCE CRITERIA
The roles, responsibilities and performance criteria for this project consist of,
CEO, project manager, board committee members, system developer, system
tester. System analyst, supplier, finance manager and project team members.
4. GOVERNANCE ARRANGEMENTS
The governance arrangements for this project consist of project change
requirements in terms of budget, scope, and quality and stakeholders
engagement. In order to implement these changes, proper rules and regulations
are also required to be followed by the project managers and project team
members. Depending upon the approval gates the recording and communication
should be developed. The P3 management should add on required values, the
organizational management should accept all the responsibilities. It must ensure
that, the reviews are all approved. The governance must ensure that the
relationship between the project manager and the project team members are
effective and sufficient.
5. RELATIONSHIP TO THE PORTFOLIO
The Relationship to the Portfolio for this project is one of the most essential
things that help to lead towards success. The project portfolio is consists of both
programs and projects. The success of any project is build upon the basis of
project, program and portfolio management actions. With a successful
relationship with the portfolio the project team members can reach the project
objectives easily.
6. AUTHORISATION POINTS
The authorisation points for this project are consists of different activities. It is
expected that these activities can build effective decision for the Barwon Health
Project tender. The authorization details of the project are as follows:
 Roles must be based upon the access control
 Proper attributes control approaches
 Interface should be build upon the application programming gateway
 Stronger password and protection criteria.
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
7. DELEGATION
The delegation arrangements for this project are as follows:
 Preparation
 Assigning
 Understanding the bare confirmed
 Commitment confirmation
 Assurance for the accountability
8. INFORMATION VALIDITY
The manner in which information validity for this project is assured are
mentioned below:
 Project initiation documentation
 Project planning
 Project implementation
 Control and monitoring
 Project closure
9. SCRUTINY
The scrutiny arrangements for this project are as follows:
 Arranging proper training and awareness program for the employees
 Cyber security in terms of encryption, firewall etc
 Project profit defining with budget and feasibility framework
 Requirement exploration and requirements legislation
10. STATUS REPORTING
The status reporting arrangements for this project are defined below:
 Improvement among the project team members
 Communication approach simplification
 The key stakeholders should be informed
 Improving the organizational support activities
 The project managers and team members should keep inform about the
project progress towards objectives
 In order to make sure that the project is meeting the objectives properly
 System consistency checking and verification
11. IMPROVEMENT
The improvement arrangements for this project are illustrated below:
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PROJECT AUDIT, TERMINATION AND GOVERNANCE
REPORTS
NAME OF PROJECT
 ICT project platform development
 User friendly interface development
 Evaluating feasibility and ICT platform acceptability test
12. STAKEHOLDER ENGAGEMENT
The stakeholder engagement arrangements for this project are elaborated
below:
Training and development: Proper training and development program should
be arranged to motivate the project stakeholders.
Promotion: Based on skills and experience the project team members should be
promoted to next higher designation.
Incentives and rewards: Proper rewards and incentives should be arranged to
keep the stakeholders engaged to their job roles.
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REPORTS
NAME OF PROJECT
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