Project Portfolio: Enhancing Staff Education & IT System Upgrades

Project Portfolio Student name: Ketut Sutastra Assessor: Date: 9 Nov. 23 Business this assessment is based on: Simulation Pack Business objectives: IT Biz Solutions Project 1 Provide detailed information about Project 1. This should include the type of project and its goals and objectives. This should refer to the staff education project that has received support from the senior management team. The project includes development of an in-house email newsletter to staff, staff attendance at industry information events, and putting in place a professional development program (ie encouraging staff to undertake PD). The goal of the project is to establish and maintain a staff education program that keeps all employees of IT Biz Solutions up to date on all aspects of their job, with the objective of having better performing staff, and the company being perceived as an employer of choice What is your role in this project? Who will you be working with? Project Manager (Operations Manager).

Project 2 Provide detailed information about Project 2. This should include the type of project and its goals and objectives. This should refer to the IT system upgrade that Manager Networks is implementing with a specialist from IT Biz Solutions. The system upgrade covers hardware and software so that Manager Networks can be rid of their outdated equipment and begin to work more efficiently, as well as remotely when needed. What is your role in this project? Who will you be working with? Project Manager Kai Silko, Moss Belk as the IT Specialist, and Dan Streep as the Administration Assistant.

Section 1: Develop project schedule Work Breakdown Schedule (Project 1) Leadership Conference 202X: Leading in the 21st century 1 Speakers 1.1 Contact potential speakers 1.2 Develop thank you letter for speakers 1.3 Send thank you letter to speakers 1.4 Confirm speakers 1.5 Confirm topics 1.6 Select and contact a back-up speaker 1.7 Brief speakers 2 Venue 2.1 Arrange catering 2.2 Check nearby hotel vacancies 2.3 Get quotes from potential venues 2.4 Decide on venue 2.5 Book venue 2.6 Security 2.7 Decoration 3 Marketing 3.1 Write cover letter for brochure 3.2 Print brochure 3.3 Write email to prospective attendees 3.4 Write social media posts 3.5 Write brochure 3.6 Send out brochures 4 Registration 4.1 Create registration chart 4.2 Arrange registration centre at conference site 4.3 Arrange staffing for registration centre. 4.4 Arrange banking facilities 4.5 Register applicants 4.6 Send confirmations

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Project Management Plan (Project 1) Copy and paste the draft project management plan here and update it accordingly based on the information from the team meeting. If you are completing this task in your workplace, you can update your plan here or attach your plan as evidence. Project Management Plan Leadership Conference 202X: Leading in the 21st century Introduction The leadership conference will improve Manager Network's standing and offer our clients the most recent data on leadership abilities, know-how, and trends. Numerous beneficial networking opportunities for both consumers and staff will also be offered. Approach to project management The CEO will be ultimately in charge of the conference, while the Administration Manager will be in charge of organising it. Working closely with the administration manager, every project team member is accountable for their own area of expertise. Project scope The preparation and follow-up for the conference are both included in this project. It only applies to the conference; it has no bearing on or responsibility for any other Manager Networks goods or services.. Work Breakdown Structure (WBS) The WBS should be written with sufficient detail to enable effective planning and control. Milestones The project milestones will include the completion of WBS tasks, namely: • Email to prospective attendees sent out • Brochures written • Brochures distributed • Project kick of • Confirmation of speakers • Confirmation of topics. • Venue booked. • Registration of first attendee • Registration of 75 th attendee • Registration of 150 th attendee Any changes to milestones must be made in consultation with the project team. This can be done at meetings or by email. Sequence and dependencies of tasks

Analyse which tasks are dependent on others, and how this will affect project deliverables. There are many sequences and dependencies: • Speakers must be contacted before they can be confirmed. • The venue must be booked before Edith Partridge can arrange for a registration centre at the conference site. • Venue must be decided on and booked before emails or social media posts are sent out, and before brochures are written. • Topics cannot be confirmed until the speakers have been confirmed. • Back up speaker cannot be selected and contacted until the speakers have been confirmed. • Speakers and topics must be finalised before emails or social media posts are sent out, and before brochures are written. • Covering letter must be written before brochure can be sent out. • Registration chart should be created before conference is announced by email and social media. • Potential venues must be contacted before a venue is decided on. • The venue cannot be booked until the venue has been decided on. • Arranging the catering, checking nearby hotels for vacancies, security and decoration cannot begin until the venue has been booked. • Brochure must be written before it is printed, and it has to be printed before it can be sent out. Roles and responsibilities The Administration Manager is responsible for the overall coordination of the congress preparation. The rest of the project team is: • Edith Partridge will be responsible for the project’s finances. • Erin O’Donnell will be responsible for marketing activities. • Donna Chisholm will help with contacting and lining up the speakers. • Dan Streep will determine and prepare the venue. Project stakeholders The project’s stakeholders include the following: • All of the invited speakers • Manager Networks staf and management • Manager Networks clients • The venue project manager Project communication Project communication should include, but not be limited to: • Brochure with covering letter sent to all registered attendees two weeks before conference date.

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• A written report on the project’s progress will be sent to the CEO by the Administration Manager each month. • A monthly update for staf of Manager Networks. • Weekly or fortnightly meetings for the project team. • Direct emails and social media marketing for prospective attendees. Change management Changes to the project schedule should only be made with the agreement of the project team. Decisions are to be made by consensus, with the CEO having veto over any change. Cost management Cost management will be overseen by Edith Partridge, the Chief Financial Officer. A financial report will by written by Edith within one month of the conference. Risk management All identified risks are to be discussed and documented at the project team meetings. Issue management All identified issues are to be discussed and documented at the project team meetings. Issues that cannot be resolved at the project team level are to be immediately escalated to include participation of the CEO. Management Plan Approval process The first draft of this plan is to be submitted to the CEO for their approval and feedback. It will then be reviewed by the project team, and updated by the Administration Manager. The baseline Project Management Plan will then be communicated to senior management and all project team members. The PMP and Project Schedule will be reviewed, and a report written for senior management within one month of the conference. Attach Project 1: Notes made prior to meeting with Project Manager ☐ Final Work Breakdown Structure ☐

Notes made during meeting with team ☐ Project Management Plan ☐ Final Project Schedule ☐ Video evidence of Project Manager and team meetings (applicable only to students completing this task in their workplace) ☐

ROLE PLAY WITH PROJECT MANAGER Me: Hi sir, How are u? Project Manager: Hello, Fine. Me: The objective of the meeting is to contribute to the development of the WBS Project Manager: Yes please Me: The WBS should be written with sufficient detail to enable effective planning and control. The leadership conference will improve Manager Network's standing and offer our clients the most recent data on leadership abilities, know-how, and trends. Numerous beneficial networking opportunities for both consumers and staff will also be offered. Approach to project management The CEO will be ultimately in charge of the conference, while the Administration Manager will be in charge of organising it. Working closely with the administration manager, every project team member is accountable for their own area of expertise. Project Manager: Ok Me: The preparation and follow-up for the conference are both included in this project. It only applies to the conference; it has no bearing on or responsibility for any other Manager Networks goods or services.. Project Manager: Fine Me: Changes to the project schedule should only be made with the agreement of the project team. Decisions are to be made by consensus, with the CEO having veto over any change. Project Manager : Ok, we will do that Me: All identified issues are to be discussed and documented at the project team meetings. Issues that cannot be resolved at the project team level are to be

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immediately escalated to include participation of the CEO. Me: Also we will do in stakeholder The project’s stakeholders include the following: All of the invited speakersm Manager Networks staff and management, Manager Networks client,The venue project manager Project Manager: Very Nice Me: The discussion with you will enable you to complete the Work Breakdown Schedule after the meeting. Project Manager: Yes it ok and took some update in the Project Plan and then submit me after we will approve this project. Ok then bye Meet you in next Meeting Me: Bye sir, Thank you ROLE PLAY WITH PROJECT TEAM Me: Hi all, How are u all? Project Team: Hello Sir, Fine Sir. Me: The objective of the meeting is to contribute to the development of the WBS. Please give your views regarding this topic. Project Team: Ok Sir, Please elaborate this WBS of the Project Management Plan. Me: The WBS should be written with sufficient detail to enable effective planning and control. The leadership conference will improve Manager Network's standing and offer our clients the most recent data on leadership abilities, know-how, and trends. Numerous beneficial networking opportunities for both consumers and staff will also be offered. Approach to project management The CEO will be ultimately in charge of the conference, while

the Administration Manager will be in charge of organising it. Working closely with the administration manager, every project team member is accountable for their own area of expertise. Speakers: Contact potential speakers, Develop thank you letter for speakers, Send thank you letter to speakers, Confirm speakers, Confirm topics, Select and contact a back-up speaker, Brief speakers Project Team: Very Nice Sir Me: The preparation and follow-up for the conference are both included in this project. It only applies to the conference; it has no bearing on or responsibility for any other Manager Networks goods or services.. Project Team: Ok Sir Me: Changes to the project schedule should only be made with the agreement of the project team. Decisions are to be made by consensus, with the CEO having veto over any change. Project Team : Ok, we will do that Me: All identified issues are to be discussed and documented at the project team meetings. Issues that cannot be resolved at the project team level are to be immediately escalated to include participation of the CEO. Me: Also we will do in stakeholder The project’s stakeholders include the following: All of the invited speakersm Manager Networks staff and management, Manager Networks client,The venue project manager Project Team: Very Nice Me: The discussion with you all will enable you to complete the Work Breakdown Schedule after the meeting. Project Team: Yes Sir, have you send to the Project Manager Sir and made discussion with him. Me: Yes, I had conversation with him and he said some updation in the plan then after that we made discussion. Ok then bye Meet you in next Meeting Project Team Member: Bye sir

Work Breakdown Schedule (Project 2) IT system upgrade 1.System needs a. Confirm data for deletion b. Determine new software c. Determine new hardware d. Review existing software e. Review existing hardware f. Confirm data for archive g. Confirm data to be retained h. Confirm with IT Biz Solutions (report) 2.Resource acquisition a. Seek approval for quotes b. Get quotes c. Order hardware and software 3.Migration and set up a. Software installation b. Configuration c. Data back up d. Hardware installation 4.Training a. Staff training b. Admin Assistant training c. Training documentation development

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Project Management Plan (Project 2) Copy and paste the draft project management plan here and update it accordingly based on the information from the team meeting. If you are completing this task in your workplace, you can update your plan here or attach your plan as evidence. IT system upgrade Introduction The IT system upgrade will ensure that Manager Networks’ operations can run smoothly and without disruption, and that all staff members can work remotely where required. Project management approach The CEO will carry ultimate responsibility for the upgrade, but the project will be managed by the Operations Manager. All Manager Networks’ staff report directly to the Operations Manager/Project Manager. Any issues that cannot be solved by the Project Manager will be referred to the CEO and Chief Financial Officer. Project scope This project will involve hardware and software upgrades, including Manager Networks’ phone system. It will include determining what data needs to be retained, what can be deleted, archived and so on. Manager Networks will assess and determine their own needs. An IT Specialist from IT Biz Solutions will be acquired to assist with migration and set up, and to train one employee. This employee will develop training documentation and train Manager Networks staff. Milestones The project milestones will include the completion of WBS tasks, namely: 1 System needs 1.19 Review existing software 1.20 Review existing hardware 1.21 Confirm data for archive 1.22 Confirm data to be retained 1.23 Confirm data for deletion 1.24 Determine new software 1.25 Determine new hardware

1.26 Confirm with IT Biz Solutions and seek approval re hardware and software options 1.27 Seek approval from Project Manager re final options 2 Resource acquisition 1.28 Get quotes 1.29 Seek approval for quotes 1.30 Order hardware and software 1.31 Receive resources 3 Migration and set up 1.32 Data back up 1.33 Hardware installation 1.34 Software installation 1.35 Configuration 4 Training 1.36 Admin Assistant training 1.37 Training documentation development 1.38 Staf training Any changes to milestones must be made in consultation with the project team. This can be done at meetings or by email. Sequence and dependencies of tasks There are many sequences and dependencies [for example]: • Data backup and migration cannot begin until Kai and Dan have decided what will be archived, removed, or preserved. • Before choosing the best solution after reviewing the available possibilities, IT Biz Solutions (Moss Belk) cannot authorise the purchase of software or hardware. • Before the hardware and software have been received or delivered, migration and setup cannot take place. Roles and responsibilities • The project will be supervised and managed by Kai Silko, the project manager. Members of the project team will answer directly to Kai. In cases when a resolution cannot be reached, the project manager will consult with senior management before authorising any revisions. Kai and Dan Streep will collaborate to identify the requirements for the new system. • Moss Belk, an IT specialist with IT Biz Solutions • Dan Streep, the administration assistant, whose job it will be to coordinate

with the project manager to determine what will be archived and what will be transferred to the new system, as well as to work with Moss to make sure all necessary resources are bought. Dan will train the Manager Networks staf using the new software and phone system after receiving training from Moss. Project stakeholders The project’s stakeholders include the following: • Staf and management of Manager Networks • IT Biz Solutions, predominantly Moss Belk (IT Specialist). Project communication Project communication should include, but not be limited to: • Ad-hoc meetings should issues arise. • Progress report (due afternoon of Tuesday 18 May) • Project plan. • Regular phone calls and emails between the team. • One initial meeting at the start of the project. • Project evaluation report (due two weeks after staf training has been completed). Due to the nature and relatively short timeframe of this project, communication and meetings will be quite informal. The requirement is for everything to be documented for both Manager Networks and IT Biz Solutions, however there will be no regular meetings held as would be expected for larger projects. Change management Only with the project team's approval may changes be made to the timetable. Consensus must be reached while making decisions, and the CEO has the last say. Additionally, IT Biz Solutions will be able to offer comments on any modifications that could affect the way they provide their services. Cost management The Chief Financial Officer, Edith Partridge, will be in charge of cost control. Any budget problems will be immediately reported by the Project Manager to the CFO. When the expense is judged reasonable, the CFO has the authority to grant budget extensions. Risk management All identified risks are to be discussed and documented at the project team meetings.

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Issue management At the project team meetings, all issues that have been discovered must be discussed and recorded. If a problem cannot be handled by the project team, it must be immediately escalated to the CEO for involvement. Management plan approval process The first draft of this plan is to be submitted to the CEO for their approval and feedback. It will then be reviewed by the project team and updated by the Project Officer. The baseline Project Management Plan will be communicated to senior management and all project team members, as well as IT Biz Solutions. The PMP and Project Schedule will be reviewed, and a report will be developed for senior management within two weeks of project completion.

Attach Project 2: Notes made prior to meeting with Project Manager ☐ Final Work Breakdown Structure ☐ Notes made during meeting with team ☐ Project Management Plan ☐ Final Project Schedule ☐ Video evidence of Project Manager and team meetings (applicable only to students completing this task in their workplace) ☐

Email to Project Manager To: projectmanag er@gmail.co m From: dung@gmail. com Date: 15-10-xx Subject: Approval of Upgrade in Management Plan Sir Hello Sir, I am sending you the Management Plan and wating for your approval in this plan. Please go through in it . I have made some change in the Plan. The preparation and follow-up for the conference are both included in this project. It only applies to the conference; it has no bearing on or responsibility for any other Manager Networks goods or services.. Waiting of your response. Thanks Regards Email to Project Team To: projectteammemb ers@gmail.com From: dung@gmail.com Date: 25-10-xx Subject: After the approval from Project Manager Sir Sir Hello all , I am sending you the Management Plan Please go through in it . I have made some change in the Plan. The preparation and follow-up for the conference are both included in this project. It only applies to the conference; it has no bearing on or responsibility for any other Manager Networks goods or services.. Regards

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ROLE PLAY WITH PROJECT MANAGER Me: Hi sir, How are u? Project Manager: Hello, Fine. Me: The objective of the meeting is to contribute to the development of the WBS Project Manager: Yes please Me: The WBS should be written with sufficient detail to enable effective planning and control. Upgrade in WBS IT system upgrade System needs. Confirm data for deletion, Determine new software, Determine new hardware Review existing software, Review existing hardware, Confirm data for archive, Confirm data to be retained, Confirm with IT Biz Solutions (report) Resource acquisition Seek approval for quotes, Get quotes, Order hardware and software Migration and set up Software installation, Configuration, Data back up, Hardware installation Training Staff training ,Admin Assistant training, Training documentation development. Project Manager: Yes I have seen in the Management Plan and made approval for the policy. Me: At the project team meetings, all issues that have been discovered must be discussed and recorded. If a problem cannot be handled by the

project team, it must be immediately escalated to the CEO for involvement. Project Manager: Fine Me: Roles and responsibilities : The project will be supervised and managed by Kai Silko, the project manager. Members of the project team will answer directly to Kai. In cases when a resolution cannot be reached, the project manager will consult with senior management before authorising any revisions. Kai and Dan Streep will collaborate to identify the requirements for the new system.Moss Belk, an IT specialist with IT Biz Solutions Dan Streep, the administration assistant, whose job it will be to coordinate with the project manager to determine what will be archived and what will be transferred to the new system, as well as to work with Moss to make sure all necessary resources are bought. Dan will train the Manager Networks staff using the new software and phone system after receiving training from Moss. Project Manager : Ok, Project Manager: Ok then, Bye Me: Bye sir, Thank you ROLE PLAY WITH PROJECT TEAM Me: Hi all, How are u all? Project Team: Hello Sir, Fine Sir. Me: The objective of the meeting is to contribute to the development of the WBS. Please give your views regarding this topic. Project Team: Ok Sir, Please elaborate this WBS of the Project Management Plan. Me: The WBS should be written with sufficient detail to enable effective planning and control. Upgrade in WBS IT system upgrade

System needs. Confirm data for deletion, Determine new software, Determine new hardware Review existing software, Review existing hardware, Confirm data for archive, Confirm data to be retained, Confirm with IT Biz Solutions (report) Resource acquisition Seek approval for quotes, Get quotes, Order hardware and software Migration and set up Software installation, Configuration, Data back up, Hardware installation Training Staff training ,Admin Assistant training, Training documentation development. Project Team: Very Nice Sir Me: The preparation and follow-up for the conference are both included in this project. It only applies to the conference; it has no bearing on or responsibility for any other Manager Networks goods or services.. Project Team: Ok Sir Me: Roles and responsibilities : The project will be supervised and managed by Kai Silko, the project manager. Members of the project team will answer directly to Kai. In cases when a resolution cannot be reached, the project manager will consult with senior management before authorising any revisions. Kai and Dan Streep will collaborate to identify the requirements for the new system.Moss Belk, an IT specialist with IT Biz Solutions Dan Streep, the administration assistant, whose job it will be to coordinate with the project manager to determine what will be archived and what will be transferred to the new system, as well as to work with Moss to make sure all necessary resources are bought. Dan will train the Manager Networks staff using the new software and phone system after receiving training from Moss. Project Team : Ok, we will do that Me: I had conversation with Project Manager Sir and he made approval for the project. Project Team Member: Very good Sir. Me: Ok then, Bye

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Project Team Member: Bye Section 2: Maintain project schedule Project Report (Project 1) Leadership Conference 202X: Leading in the 21st century Leadership Conference 202X: Leading in the 21st century • Review of feedback from project team members on milestone achievements. The following milestones have not been reached as scheduled: Donna Chisholm has not received confirmation from three of the five invited speakers. This should have been completed two weeks ago. The first choice in venue has been made unavailable. The venue quotes will be re-assessed and a new venue chosen within the week. This will put this milestone back two weeks. None of the marketing material has been written, as Erin is waiting on the speakers, topics, and venue. • Review of how the progress of activities measures up to the agreed schedule. Both the speaker selection and venue selection activities are behind schedule. The marketing activities are waiting on these to be concluded before starting. • Forecast the impact of any changes to the baseline Project Schedule The main issue is the lack of speaker confirmations, as the marketing material is waiting on this. A replacement venue can be established relatively quickly, as quotes have been received from other potential venues. • Identify any baseline Project Schedule variance(s) Donna has asked for another two weeks to finalise the speakers and topics. The Project Schedule can accommodate this if there is no additional over run. The marketing material and registrations will have to be delayed two weeks to compensate for this.

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• Your responses to the changes, and how these will maintain the project objectives The student may select a number of responses. • Ensure that Donna is aware that the project timing relies on her fulfilling her tasks in a timely manner. • Ask other members of staf and management to suggest and even contact potential speakers, and relay the results of their eforts to Donna. • Check with Donna on a daily basis to assess her progress. • These responses should ensure that the speakers and topics are confirmed as soon as possible. Instruct Erin to begin with the creation of the marketing material. He should just leave blank the speakers’ names and their topics, and insert this information when it becomes available. This will shorten the time between the speaker and topic confirmations and when the marketing material will be ready. • Ask Dan to give you daily updates on venue selection. This will probably be finalised before the speaker and topics confirmation, but it is still overtime, and should be completed as soon as possible. Attach Project 1: Project Report ☐

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Project Report (Project 2) IT system upgrade • Review of feedback from project team members on milestone achievements. The following milestones have not been reached as scheduled: Dan will be unable to obtain all resources by Tuesday. A number of laptops need to be purchased through an additional supplier and delivery cannot be made until Thursday afternoon. None of the marketing material has been written, as Erin is waiting on the speakers, topics, and venue. • Review of how the progress of activities measures up to the agreed schedule. Both the speaker selection and venue selection activities are behind schedule. The marketing activities are waiting on these to be concluded before starting. • Forecast the impact of any changes to the baseline Project Schedule The two main issue are as follow: • Late delivery of laptops. • Dan’s need to take Tuesday and Wednesday of the following week. This impacts the development of the documentation and the first day of training. • Identify any baseline Project Schedule variance(s) The delay in receiving funds approval from CFO has led to a variety of delays, which mean that the baseline schedule has to be updated as follows: • Ordering of resources to Monday (instead of previous Friday). • Delivery of resources will need rescheduled to Thursday. • Dan will need to be removed from the schedule for duties on Tuesday and Wednesday. • Your responses to the changes, and how these will maintain the project objectives Responses and suggestions will vary between students. Accept all reasonable recommendations that would assist in maintaining the schedule (keeping in mind that training cannot occur on the Friday, Moss cannot provide Manager Networks with any time the following week, Dan’s absence is a non-negotiable, and the CEO wanted all staff trained by the end of the third week). Suggestions could include: • The student (or other staf) steps in to assist Dan with training

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documentation and the first day of training. • Ask IT Biz Solutions to provide another staf member to assist with training the following week (if CFO will approve another budget extension). • Manager Networks requests another staf member from IT Biz Solutions to help on the Thursday afternoon when the laptops arrive. • Laptops are acquired from a diferent supplier who can deliver sooner. Moss is consulted as to whether the ‘late’ laptops could be a different brand/spec etc that is readily available (pricing being the same or thereabouts) or different staff could have different specs based on their job roles. Attach Project 2: Project Report ☐

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Section 3: Evaluation Project Evaluation Report (Project 1) Leadership Conference 202X: Leading in the 21st century Leadership Conference 202X: Leading in the 21st century Project schedule evaluation The project timetable ran according to plan. Even though there were certain occasions when the baseline milestones were not completed, the time could be made up, and the conference was successfully held on the anticipated date. Time management issues Add a summary at the end of this section about the time management issue with the speakers, and recommend improvements that could be made in the future. The time management of the project was hampered by two problems. Three weeks later than anticipated, the speaker and subject confirmations arrived, and the venue choice and reservation arrived one week later than expected. The selection and booking of the location took longer than expected because of a problem at the venue rather than Manager Networks' poor time management. The only modification that could be made to the venue selection procedure is to allow for the selection of a first, second, and third venue from the venue quotes. This would allow for the booking of the second venue without having to reevaluate the quotes in the event that the first venue is no longer available. If staff comments were received earlier in the process and a larger number of possible speakers were contacted to determine their availability, the problem with the speakers and their subjects may have been averted. Additionally, weekly face-to-face meetings between the person in charge of booking the speakers and the administration manager should be required, during which their progress should be openly reviewed because this issue has the ability to seriously disrupt the project's timetable. Project schedule Document positive aspects of the Project Schedule and how these helped

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ensure that its objectives were realised. It was good to have some slack between the venue, speaker and topic selection, and when potential attendees were contacted about the conference. This gave some room for these to be finalised without jeopardising the conference marketing process. Attach Project 1: Project Evaluation Report ☐

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Project Evaluation Report (Project 2) IT system upgrade Project schedule evaluation The project timetable ran according to plan. Even though there were a few cases when milestones were not completed exactly as they were in the baseline, the time lost could be made up by utilising some straightforward problem-solving techniques, and the upgrade went without a hitch. Issues that impacted the schedule and suggestions for improvement Add a summary at the end of this section about the issue with the speakers, and recommend improvements that could be made in the future. This project experienced a variety of problems that may have caused the schedule to go over budget, which would have reduced the amount of time IT Biz Solutions/Moss had available. These included the replacement of certain equipment (laptops), for which a budget adjustment needed to be approved by the CFO. As a result of the delay, the equipment could not be ordered when it was required. The sudden and unannounced disappearance of Dan Streep was the other major problem. To guarantee that the paperwork and training sessions could still be completed in his absence, certain adjustments had to be made. Recommendations and lessons learned from this project include: Outline at least three recommendations. Recommendations should be realistic and may include: • Set up an approved budget variance so that the Project Manager does not have check with CFO. • When assigning roles and responsibilities, ensure that there is someone available to ‘back up’ each project member to ensure that sudden absences or illnesses are covered as much as is possible. • Ensure that any personnel who may have feedback/advice on specific components of the project are included in all decision making activities (ie Moss had the knowledge about whether equipment would be appropriate, and the delay would have been avoided if he had met with Dan earlier in the week or even been asked to give recommendations). • Set up preferred suppliers for company resources so that staf are familiar with the approximate delivery times. • Additional padding to certain tasks (ie take into account potential delays and consider contingencies more carefully). • Rely more on outsourcing tasks (IT Biz Solutions could have provided training to reduce stress on Dan and allow him to remain on track with his own work, even

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after the project was finalised). Project schedule Document positive aspects of the Project Schedule and how these helped ensure that its objectives were realised. Even a small amount of time was beneficial to have between the date of resource delivery (which was initially Tuesday) and the migration and setup (Thursday and Friday). As a result, we were able to deal with the shipping problems and guarantee that Moss could do all the work needed on time. Attach Project 2: Project Evaluation Report ☐

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BSBPMG421 Project Portfolio

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