GABRIEL SA PORTO_PROGRAM GOVERNANCE-ASS1-ANSWERS
docx
keyboard_arrow_up
School
Maseno University *
*We aren’t endorsed by this school
Course
223
Subject
Information Systems
Date
Nov 24, 2024
Type
docx
Pages
8
Uploaded by BaronAtom394
PROJECT GOVERNANCE
ASSESSMENT 1
Part A – Written Responses Students will apply answers to Assessment 1 and 2 on a Program or Project of their choice. 1.
Briefly describe the Program or Project including: a.
Objectives To develop an online software to be used in developing staff surveys, disseminating the
survey, analyzing and providing a report to the management.
b.
Scope Developing a software that will be used in conducting internal surveys and ensure controls on
the cyber security issues.
c.
Budget The budget will be a cost of 1500$.
d.
Duration 4 months
e.
Resources IT personnel 2.
List five reasons why Governance is critical to the success of Programs and
Projects?
Project governance is an important aspect in ensuring success of the program for the
following reasons:
Provides for a single point of accountability in the program.
Enables effective decision making on critical aspects of the program.
Enables the application of systems and methods in the program.
Enables clear communication and flow of information to all the team members.
Promotes compliance to the set regulations of the program.
3.
List five attributes that a Program Leader should have when managing Project
Teams and dealing with Program stakeholders? Some of the attributes that a leader for any program is expected to possess include:
Ability to communicate effectively with the program team and the relevant
stakeholders.
Have a good understanding of the program, its goals, objectives and the expected
outcomes and be able inform and provide training to the program team.
Ability to involve the staff and be able to gather constructive feedback from the staff
to support decision making.
Ability to make effective decisions and solve problems as they arise during the life of
the program.
A program manager should be able to assign duties and responsibilities as well as
delegating duties to the staff.
4.
Develop your own Program Governance Structure that includes teams/working
groups in the following areas: Risk, Financial, Resourcing, Stakeholder and Change
Management.
Program manager
Finance manager
Risk manager
Resource mobilization manager
Relationship and communication manager
5.
List five methods used when making decisions regarding complex and competing
Program demands.
Some of the methods that can be used in decision making in a program are:
Decisions by command- the program staff are not involved in the decision making
process.
Consensus- the program team are given an opportunity to discuss until they reach
a common decision.
Majority rule- a decision is arrived upon discussion by the program staff then the
majority votes inform the decision.
Minority rule by authority- a decision is made by a designated authority in the
program.
Minority rule by expert-a decision is made by an expert who is consulted by the
program.
6.
Describe the benefits of an International Standard that can be used when
establishing program governance.
Some of the benefits of the international standards that can be applied during the process
of establishing program governance include:
Enables customer satisfaction through development of quality products and
services to for the market.
Ensures a clear outline of the roles and objectives of each staff member thus
avoiding duplication of task and ensuring efficiency.
The standards enable the program to come up with quality goals, objectives and
procedures that ensure that the program team directs all its efforts towards the
right direction.
Enables the program to conduct continuous performance assessments to
establish whether they are on track and also make any necessary improvements.
Provides for the auditing process where an external and independent party
conducts a scrutiny and verification of all the processes of the program.
Your preview ends here
Eager to read complete document? Join bartleby learn and gain access to the full version
- Access to all documents
- Unlimited textbook solutions
- 24/7 expert homework help
7.
Describe a Project or Program Management control system used to monitor
program progress.
Management control system as used in monitoring the progress of the program involves all
the formal and informal structures that are established to measure the actual program
performance against the set goals and strategy of the program. Program control enables the
management to establish how the program is performing and be able to put in place
corrective measures to achieve the desired program outcomes.
The focus of the program management control system is:
Provision of information to enable updating the program status, forecasting on the
future and measuring the progress of the program.
Measuring the actual program performance against the initially planned performance.
Enabling accurate record keeping and the documentation of the program’s policies,
strategies and objectives by the managers.
Monitoring the program’s implementation of any approved changes and amendments
towards achieving the set program goals.
Conducting ongoing assessment on the overall performance of the program in order
to enable informed decision making on the corrective and preventive measures that
need to be put in place.
8.
List five documents required to conduct and record Program or Project Audit.
The audit process involves a thorough scrutiny of the program records depending on the need
for clarification. Some of the records that are required to be kept by a program for the
purpose of an audit are:
The comprehensive program plans.
All the financial records of the program i.e. receipts, bank statements and invoices.
Program status reports.
The approved business case for the program.
The program’s communication plan.
9.
Develop a Policy and Procedure Framework that can be applied to projects and
programs.
1. Purpose of the framework.
2. Scope of the framework.
3. Program Policy Statement.
3.1. Definition of Policies and Procedures for the program.
3.2. Application of Policies and Procedures to the program.
3.3. Commitment of the program to Compliance Management.
4. Principles of the framework.
4.1. Characteristics
5. Content of the framework
5.1. Hierarchy
5.2. Record Keeping requirements.
5.3. Policy and Procedure Development Cycle.
6. Schedules for the program.
7. References
10. List five organizational and external program compliance requirements.
Some of the organizational and external program compliance requirements include:
The Competition and Consumer Act 2010 that seeks to promote fair trade for all
the key players in the industry i.e. the producers, suppliers and consumers. The
Act is also supported by the Australian Competition and Consumer Commission
(ACCC) which seeks to ensure compliance in the following areas:
Education, advice and persuasion- involves conducting educational and
sensitization campaigns to provide consumers with the needed information.
Administrative resolution- includes commitment by an individual trader in a
documented agreement between the traders and ACCC on the terms and
conditions.
Infringement notices-the notices are issued when the Act is contravened by the
party requiring resolution.
Voluntary industry self-regulation schemes and codes-which includes individual
trader compliance programs to sector-wide initiatives.
Part B – Case Study/Practical Scenario Your program or project governance requires all variations to be documented in a decision
document in readiness for presentation to the Program/Project Authority Board (PAB).
You do not have to make the presentation A major program or project variation has occurred. 1.
Complete the following Project Decision Document (PDD) based on a program or
project of your choice. Project Decision Document 1.
Project Description The project will be on the development of a software to be used in conducting surveys within the
program.
2.
Decision Required There is always need to conduct surveys within the staff to be able to get views to enable
effective decision making and making the necessary improvement. The manager requires to have
in place a system where surveys can be developed on the software, sent to the staff and the
responses analyzed to inform the program. 3.
Status There has been a system in place whereby manual copies of the questionnaires were
administered to the program staff. Some of the questionnaires could not be accounted for and
there was need to enter the responses into a system to be able to analyze the data and produce a
Your preview ends here
Eager to read complete document? Join bartleby learn and gain access to the full version
- Access to all documents
- Unlimited textbook solutions
- 24/7 expert homework help
report. Ther is need to ensure a system is put in place to effectively handle the whole process
involved in gathering the views and opinions of the program staff.
4.
Options a. Option A Development of a software to be used in conducting surveys within the program.
Benefits:
Having a software in place for all the future surveys of the program.
Incurring the development cost once in the whole program life.
Risks:
Increase in the budget cost.
Threat of cyber security where the system can be hacked. b. Option B Outsourcing and contracting a research firm to be conducting the surveys.
Benefits:
gaining skilled and experienced services in the research field.
Efforts of the program staff are directed to the core program business.
Risks:
Increased budget costs.
Recurring project costs as the services will be required regularly. 5.
Recommendation The project team recommends that the software is developed internally. This will ensure that the
expertise of the project team is built, the cost incurred once and the software be in place to be
ued throughout the project. The risk is minimal and the team will ensure that the system is
properly developed to avoid issues of cyber security that may lead to loosing important data.
6.
Decision The project team agreed to focus on the development of a software to be used in the surveys
within the program.
7. Next Steps
Approval and allocation of the required project cost of 1500$ to support the development of the
software for the program.
8.
Sign Off
NAME
Hellen Puller
TITLE
Program
manager
DATE
17/8/2021
REFERENCES
Gustafson, P., & Hertting, N. (2017). Understanding participatory governance: An analysis of participants’ motives for participation. The American Review of Public Administration, 47(5), 538-549.
Khan, M. E. (2014). Program governance. CRC Press.
Killingsworth, S. (2012). Modeling the message: Communicating compliance through organizational values and culture. Geo. J. Legal Ethics, 25, 961.
Walker, C. (2014). Organizational learning: the role of third party auditors in building compliance and enforcement capability. International Journal of Auditing, 18(3), 213-222.