Please assist in Changing the Answers to the below:

Robinson's Refinery Background Robinson's Refinery is an organisation which runs a large refinery that accepts locally mined ore and refines this through a series of chemical and physical processes to produce a saleable mineral product. This is stock piled before being conveyed to a nearby port and loaded on ships for delivery to industrial customers, domestically and overseas. Teams of operators and loaders are employed in shifts to keep the refinery running 24 by 7. Administrative staff work only on the day shift. A new computer system is currently being installed by the IT Team to comply with the parent organisation's accounting and reporting requirements. A number of maintenance teams are also employed to make running repairs on the plant and equipment and conduct scheduled preventative maintenance to ensure a high level of productivity. On a recent maintenance job, a leak was discovered in some pipework and a 2-day refinery shut-down has been planned in two weeks to repair this. Staff from different maintenance teams within the functional organisation will work together to repair the leak as quickly as possible. The organisation has recently embarked on a venture to replace a major ship-loading crane at the port because it is old, becoming less reliable and potentially unsafe. This is expected to take two months in planning and resourcing, three months determining a supplier and developing an agreement to purchase a new crane/loader and a further six months installing and commissioning the equipment.1.3 There are plans for a major project to upgrade the refinery in a future year, with the addition of some new, more modern equipment. This work will significantly disrupt the refinery operations and it will require the rescheduling of mining, processing, sales and shipping operations over many weeks. The future refinery upgrade project is expected to use external design consultants and internal and external resources to construct and implement the new equipment. Administration, financial and legal support will be provided by the relevant departments of the organisation. From your understanding of the structure and roles of project management, suggest a structure that may be appropriate for the management of this proposed project. NOTE, you may use any appropriate names or job titles for the people assigned to different roles and you must state or show their accountability.The question is asking for structure that maybe appropriate for the management of the project, not governance. List the resources that will be working on the project specifically and how they will report in the project, show any teams or individual resources and indicate how they will be managed in the project and to whom they are accountable. Accountability must be clearly shown in your answer, a diagram maybe a more effective way to illustrate this. Ensure that you refer to the roles as described in the question,2.1 Gerry has been assigned to manage a project to design a new product for his company. He is reading company strategy reports to try to understand the project's objectives and how achieving these will bring a positive change for the company. In which stage of the project is he working? The Evaluation Stage - Gerry is trying to define the need an initiated the Company is requiring for this project. 2.2 Susanne is reviewing the work that has just resulted in a new software product. The customer has accepted all of the products and she is now documenting the lessons that were learned in the project. In which stage of the project is she working? Stage 5 - Finalisation stage as the lessons that where learned do not occur until this moment. 2.3 Arianne is assigning activities and trying to motivate her team to complete the subcontracted concrete work on a building site by the set date and, therefore to avoid any penalties. In which stage of the project is she working? The Transition stage (4b) This is the implementation and execution of the Project Deliverables.If Gerry has not yet come to grips with the reason for the project or what it is expected to deliver, this would, more likely, be the Initiation Stage. Delegating work and encouraging team members would not be considered Transition Stage activities2.4 Gerry has progressed with his project to design a new product for his company. He has developed initial plans for the work, schedule and budget, and defined the project's outcomes. Permission has now been granted to conduct detailed planning. He is now in the process of reviewing proposals from design consultants to work on the project. In which stage of the project is he working? The Development stage - Gerry is ready to execute the work that's required as he has the Project Definition plan already.If initial plans had been approved and permission has been given to develop detailed plans, it is unlikely that the project would be in the development phase.Jacaranda Jacaranda Government High School Government High School Background A new building is being constructed in an operating government high school. The contract for the construction was established by the Building Management Division at the Head Office of the Education Department with a local building company, following a successful tender process. The project was funded by that Division with a budget of $2,000,000 and a project manager was appointed to manage the project including the construction contract and associated preparation, fit-out, landscaping and commissioning works. Additionally, the Department is arranging the fencing and site security patrols for the project. Envisage that you are employed by the Education Department and that you have been assigned the role of the Project Manager and you will need to deal with the situations described here. In the design of the new facilities, the staff and community of the high school were consulted and now construction is underway. Aside from the building. there is considerable landscape work and changes to pedestrian access ways and open areas. A large surrounding area has been fenced off to separate the construction and landscaping work from the school population. To date, the work has progressed well and there have been no incidents. The project timeline of six months with a finish date in the early summer is on track. One day, when viewing the works with some teaching staff, the Principal of the school becomes alarmed. Construction of some retaining walls has just started and the staff are concerned that, when completed, these will create areas that are difficult to supervise and could, therefore, present a danger to students. This risk was not foreseen when the early designs were reviewed.The Principal meets with the contractor on site and explains the problem. The contractor agrees to stop work on the walls in question and consider the issue. After consulting with the construction staff, the contractor proposes to change the landscape from a flat play area to a declining recreation area, and that this would remove the need for the retaining walls and provide clear visual access to the area for supervision. The loss of flat play area is not seen as a significant problem and the Principal and the staff are pleased that this change will improve the facility of the new works. The construction proceeds with the changed landscaping. When the contractor lodges the next progress claim for payment to the Project Manager, the cost of the variation (for removal of the commenced walls, redesign, revised plans, new earthworks, etc.) is included. However, the variation is disallowed and the contractor is not paid for that aspect of the works. Obviously, the contractor is upset by this and the situation evolves into a dispute.3.2 What governance role did the high school Principal have in the project? The principal played in a Board of directors' role - making decisions about the direction of the project.\f3.3 Who is the Project Owner of this project? Building Management Division 3.4 What authority did the high school Principal have to approve changes to the design of the landscaping? I do not see a description to where the principal has been listed as a Contact for the Project. The principal did not speak to any authority of the Project itself, only to the Contractor. 3.5 Who had the authority to approve changes to the design of the landscaping? Envisage that you are employed by the Education Department - Given my self-Project Management over this. 3.6 How should this situation have been managed to avoid a potential dispute? In your response consider the appropriate process and tools and issues management and escalation. Personally, the Principal will of contacted the Project Manager. Or the Contractor would have contacted the project manager in this situation. Nothing goes ahead without an approval, and Cost validation to coincide with the budget given. The project manager will have to find somewhere in the budget to cover these cost, or simple raise to the Envisage whom you are employed by an explaining the situation for the additional cost.A division/department cannot be a Project Owner; the manager of that division/department could be. The question is asking if the principal had any authority to approve the changes? Name the role that had the authority to approve the changes. Normally, the Project Manager is the interface between the project and the stakeholders and any changes would be brought to the Project Manager, whose job is to evaluate the impact of change requests on the project's objectives and on the project's plans, document and escalate the issue, as necessary, to obtain a decision, usually from the Project Owner.3.7 Using the template below, draft an email to the Project Owner outlining the issue that has arisen from the current governance arrangements, including how you will manage the situation moving forward. MESSAGE INSERT OPTIONS FORMAT TEXT REVIEW X Cut Follow Up . Colibri Box - 11 A E - E. Q De Copy ! High Importance Attach Attach Signature Zoom Paste Address Check Format Painter Book Name File her + Low Importance Clipboard Basic Trat Include Toom To: Envisage - Education Department Send Additional Cost Validation - Government High School Construction Subject: Project Good morning (Customer First Name).It has come to my attention the Project requirements of the retaining walls do not meet the principal and staffing requirements for the Students Safety. Such a risk was not foreseen through the Evaluation stage, and therefor has now been adjusted onsite to fit such requirements. However, the variation of cost for the change in landscaping has not been claimed to the Contractor. We will need to arrange a Cost agreement to pay for that aspect of the works that has now been completed. I will send through to yourself the Project Scope Variation Document to have the changes shown and signed off on. Do I have your approval to cover the costing of the change in Project due to Students Safety? Kind Regards,Make sure that you outline what you will do to make sure that this does not happen again in this project or in future projects. You need to describe the background to this change, how did it come to your attention? Page 12 It has been claimed, but the claim has been denied You are recommending that payment is made, the final decision rests with the Project Owner You are recommending that the PO approve the changes3.8 Outline how these issues on governance roles, can lead to impacting on achieving the project objectives. The issue of the dispute would not have occurred if the correct line of command was gone through. Having onsite stagging make the changes back and forth causes ongoing implementations that are not within scope. 3.9 As a project manager, monitoring, evaluating and then capturing lessons learned is an integral part of every project and is conducted through the life of the project to ensure relevant information is documented in a timely and accurate manner. This will assist with your formal project closeout process. Drawing on your response from question 3.6 and using the table below, develop a Lessons Learned Register for different categories of lessons, including the impact of the issue and any recommendations. Use the Lessons Learned Register to document at least one item that you have learned regarding the governance structure of this project. Lesson Learned Register Confirming Site contacts and ensuring the right roles are fitted for the projects. (I believe the principal should have been a part of the scope to start - having such a vital role being onsite we would have confirmed these risks through the evaluation stage and managed the costing from there)How specifically will the objectives be impacted? The highlights are the columns that must feature in your lessons learned register. You need to record details of the event/s that caused the lessons that could help future project work; what stages or functions of the project were affected, what was the impact and any recommendations for changes to benefit future project work.3.10 After the situation with the school Principal and the contractor, you decide to develop a basic Governance plan addressing how the governance should be managed for the project. This plan will be recommended to the Project Owner to improve the governance and the management of the project. Using your own experience and the previous Background Information, complete the template below. Jacaranda Government High School Project Governance Management Plan This governance management plan provides the planning for the work of managing this project's decision processes. The governance management plan is an integral component of the Project Management Plan. It impacts the performance of each of the project's management functions. The project is to record relevant details of all people with a governance role in the project and decisions affecting the structure, scope, processes and progress of the project. Approvals The governance of this project meets the organisation standards for project governance. All positions and incumbents are appointed or approved by the Project Owner. Roles The governance roles for this project are as follows: For clarification of the roles and their responsibility, accountability and authority, see the PMF Roles Guidelines. State the roles required for this project. Delete those roles not required and include any additional roles that are specific to this project.The Project Owner The principal Where possible, the ProjectOwner is to be person and not an organisation.The Project Sponsor The principal Where the Project Owner has the skills, availability and accessibility to perform all of the duties for which they are responsible for this project, then the Project Owner may also assume the role of Sponsor. The Specific roles that the Project Owner may assigned include: The Project Steering Committee The Principal and Staffing A committee may be required (generally called the Project Steering Commitee) and, where this is the case, describe this committee and its members as supporting the role of the Sponsor. In particular, specify the chair of the committee and any other prescribed roles. The Project Manager Caitlyn Parry (Myself) The Reference Group Envisage - Education Department The Reference Group will play an advisory role in the project's governance. Explain the focusofeach reference group and its reason for contributing to the project Define the reporting structures for each reference group and how it reports to the project. The Program Manager/Portfolio Manager/Project Principal Director The Program ManagerPortfolio Manager/Project Director may play a direct role in the project's governance (perhapstaking on the role of Sponsor). Alternatively, they may provide a supporting, consulting, advisory or internal regulatory role. If this position exists for the project, define the role/'s and their inclusion in the project reporting structures.Refer to the background and the PMF roles to assist you in identifying the Project Owner. Page 15 Not identified in the background and when this is the case the Project Owner will assume the roles of Project Sponsor Would all staff be in the steering committee? There is not requirement for a reference group if a steering committee is in place. Would the entire department be on the reference group? Not required and a single individual would not fulfil all of these roles,3.11 Using your own experience and the template below, draft an email to the Project Owner outlining the Governance Roles for the project from your Governance Plan and your implementation strategy. FILE MESSAGE INSERT OPTIONS FORMAT TEXT REVIEW X Cut Calibri (Bor . 11 . A . BE . . : a Follow Up . Q B Copy ! High Importance Paste Bruz A . = Address Check Attach Attach Signature Zoom Format Painter Book Names File Rem + Low Importance Clipboard Basic Text Name Include Tags Zoom To: To Project Owner Send Subject: Implementation Strategy Upon reviewing the current Project Roles and Governance Responsibilities I believe it would be beneficial with previous actions to revise and implement a new strategy that will ensure the Projects success as well as efficiency. Fundamentals of the action plane will be to create a simple template to save time. We will use a tool to keep everyone up to date while onboarding the required members into the tool for the best communication across the Project. Alerts will be set up to help become more effective i.e. Tasks - Added or changed Milestones - Completed Notes - Feedback on tasks or docs Across this project this will allow us to focus on the priorities and what is needed. Confirming milestones have been completed and allowing key actions to be assigned to an induvial or group. Ensuring that the Governing Body is providing guidance through the functions of oversight control, integration, and decision making via this tool. Moving forward this will allow overseeing the management of project work by appropriate involvement in projects and interactions with the project manager on a regular basis. As this tool supports governance functions and processes including providing feedback for improvement of processes Please let me know your thoughts and when you would like to implement this strategy moving forward.The email is to outline the governance roles and outlined in the plan that you have developed in the previous question.Background Most acknowledged standards for project management recognise the need to create a Project Charter at an early stage in the project. The PMF we are using mandates the creation of a document called a Project Brief . Research the Project Charter and compare this to the Project Brief document defined in this lesson. Your course text, PMBOK and ISO 21500 are good references but there are many credible sources available from a library or an internet search. 4.1 List the sources that you have researched. Course Resources, and Project Diploma study book. (Provided by course)Please appropriately reference the sources,Jacaranda Jacaranda Government High School Government High School Background This scenario builds on the situation described in Activity 3 of this written assessment (the development of a new building on the grounds of an operating government high school). You should re-read the background to that situation. The proposal for a new school building was generally well supported by the residents in the area of the school as it provided for improved learning experiences and an increased range of courses for the students. The construction, however, has caused some issues with noise and traffic disruptions interfering with an otherwise quiet neighbourhood. It has also come to light that, to accommodate the increased staffing at the school, a new car park will be built on the school grounds in an area that is currently bushland. In fact, a small group of residents have formed a resident's opposition committee to present their grievances to the head of the Education Department and even to demand compensation for loss of bushland in their community. Politically, the Education Minister is not supportive of this project. The construction contracts were established prior to a recent election which saw a change of government, and the current policy prioritises spending on regional schools rather than upgrading of those in the metropolitan suburbs. The local elected Member, however (who is now an opposition member) is a great supporter, having lobbied hard for several years to have the school expansion project approved in her electorate.5.1 Stakeholder engagement is about communicating and worlring with stakeholders to meet their needs and expectations, addressing issues as they occur and fostering appropriate engagement strategies in project activities. This will involve identifying stakeholders and understanding the effect they have on a project. Outline two :2} strategies jprocesses or application of tools} for understanding the relationships between stakeholder's engagement requirements and a project. 2 Hey Strategies would be: 1: Stakeholder mapping Identifying the correct Stakeholders roles and responsibility. Examining key factors. needs. concerns and expectations forthe individuals. This allows us to identify if we have the right resources for an efficient project. (This can be done all via a meeting and correct questioning} 2: Communications methods such as meetings and process update. Project Records included correspondence. meeting minutes and memos. This provides such engagements that are required via stakeholders. 5.2 A stakeholder's involvement in a project will depend on the stakeholder's interest and expectations. Explain why a manager in an organisation would contribute their staff and other resources to a project when those resources are required to perform operations for the business on a daily basis. Businesses are familiarwith resource management. Their duty is to control such things ensuring managers are equipped to reduce unnecessary costs. Within projects this is call Project Portfolio management {PPM}. Projects tend to fail because lack of money or people without this organizations so managers gain a level of control that would not otherwise be possible. 'Flesource management is monitoring resources for progress. efficiency. and effectiveness in delivering their expected project contribution * Asking you tools that can be used to categorise and prioritise the stakeholders so that you can devote appropriate effort to managing their requirements. The text book has excellent examples. There are many types of benefit for a manager whose resources are assigned to a project. As the reading suggests, these may be by financial compensation, for resources to gain skills, to achieve a needed business change or for many other reciprocal benefits. Remember a project is a temporary and time limited activity, by its very nature it would be difficult for a project to 'promise' or agree to any exchange of resources etc into the future, so the benefit to the manager will more often than not be of a more immediate nature.5.3 Explain what you believe to be the two (2) most common problems can lead to variances in stakeholder engagement and give reasons for these? 1: Cost - From experience I have engaged with stakeholders and time and time again what there variances are is due to the cost of the key action items needing to be performed or contracted. From this they require a Re Scope and re costing 2: The Project must be completed a certain way - le a process which can further time for example. Stakeholders want a project to be done smoothly and quickly so they revisited the scope for a less timely option. (From experience)In the textbook the author quotes a paper, that investigates just this issue,5.5 In order to effectively manage stakeholder engagement requirements, you will need to implement a range of communication mechanisms, as this will assist in overcoming the different interests of stakeholders. As Project Manager of the construction of the new building at the high school, you attend a meeting that has been demanded by the manager of the Education Department's Maintenance Division. This person complains that no information has been provided to their division to explain how the project will affect the staffing and processes for the maintenance team that takes care of the school buildings and grounds. They require regular communication with the project to keep them informed and this involves developing a communication plan (matrix). a) Develop a communication plan (matrix) for this project. An example entry has been provided. Plan communications for two (2) additional project stakeholders; one of these must be the Manager of the Maintenance Division of the Education Department b) Use the email template below to email this Communication Matrix to the stakeholders to gain their approval for the forms of engagement and communication methods. Stakeholder Title Project Communicat Medium Author Approver Frequency Name Stakeholder ion role message sending) Joe Bloggs Manager, Sponsor Progress Email Project None Weekly Building report on Manager required Management in formal basis Division to enable decision making process None Weekly Bob Manager of Project All variances Email Project the Owner Manager required Maintenance Division of the Education Department. NA Construction Contractor Progress on Email / Project None When Contractor changes and Phone Manager required needed (Any Name) time framesThe project owner has already been identified, a single individual will hold the role of project owner throughout the project, so far you have identified three different individuals as holding this role. What message will you be communicating to this stakeholder? Contractor is not a project stakehdler role