Task 2.1 Establish program vision and environment

Formulate and negotiate the program vision with the program board.

negotiate the program vision with the program board, played by a group of classmates (Role-Play).

Before the meeting

Develop a program vision statement for the program. Document the vision statement in the space provided below.

Explain how the program vision statement aligns with the organisation mission and values.

(30-50 words)

Explain how you will support relevant stakeholders to develop and sustain the program vision in your role as Program Manager.

(30-50 words)

Key Stakeholder Register

Stakeholder Group or Individual	Internal(I) External(E)	Role and responsibilities and interest/power in the program	Objectives (1-2)	Expectations
Example: CEO	I	High level of decision-making power High level of organisational knowldge	Achieve program benefits within timeframe and budget.	Be consulted on important matters. Work alongside a competent program manager.
Claire Fourine - Executive Director and Program Sponsor
Program Board
Lambert Gosling - CFO
Marketing Team
HR Team
Event Teams
Customers

• Negotiate the vision statement with the program board
• Promote a commitment to the vision statement
• Respect differences of opinion
• Identify and manage differences in views and expectations. Document the identified differences in views and expectations (2-3) and how you managed them during the meeting in the table provided below:

Managing Stakeholders' Differences in Views and Expectations

Differences in views and expectations (2-3)	How they were managed during the meeting (20-40 words)

• Use appropriate conventions and protocols to engage and interact with the board
• Use active listening and questioning techniques to confirm understanding
• Agree on any changes/refinements and finalise the vision statement
• Document the finalised program vision statement in the space provided below:

Final - Program Vision Statement:

• Explain how the vision statement aligns with the mission and values of the sponsoring organisation
• Confirm how the vision statement aligns with the sponsoring organisation's mission and values with the program board. Document the outcome of the discussion in the space provided below:

How the vision statement aligns with the mission and values of the sponsoring organisation:

• Discuss how you will support relevant stakeholders to sustain the program vision in your role as Program Manager. Confirm the approach in consultation with stakeholders and document it in the table provided below (3-4 approaches/activities):

Approaches/Activities to Promote and Sustain Program Vision

Approaches/Activities	Description (20-40 words)

• Develop a communication strategy to communicate and promote the program vision across the organisation.

Use the communication matrix provided in Template 1.

(6-8 stakeholder groups or individuals)

Template 1 -Communication Matrix

Stakeholder Group or Individual	Internal(I) External(E)	Role and responsibilities and interest/power in the program	Communication and engagement method	Frequency
Example: CEO	I	High level of decision-making power High level of organisational knowldge	Reinforce the program vision at meetings Keep informed on program progress (status reports)	Fortnightly meetings Weekly reports

Task 2.2 Manage risks

1. Planning

Plan for socially responsible practice in the program. Address all the following:

• Determine and formulate explicit expectations for socially responsible practice in the program. (5-7)

Expectations for Socially Responsible Practices:

1. Communication

Write an email (Template 2) to the project managers' team to communicate the explicit expectations for socially responsible practices.

Remind them of the importance of adhering to those practices and encourage them to promote them in their project teams.

The email text should be in grammatically correct English, written in an appropriate (polite, business-like) style.

(50-100 words)

Template 2 - Email

Email to Project Managers' Team

To:

Cc:

Bcc:

Subject:

Date email is sent:

Attachments:

1. Policy and Procedure on Socially Responsible Practices

Develop a high-level policy and procedure for individuals to safely report breaches of socially responsible practices within the program without fear of retaliation.

A policy must include, at a minimum:

• Title
• Purpose of the policy
• Scope of the policy
• Policy content with key performance indicators and high-level procedures
• Version control

Document the policy and procedures in the space provided below.

Policy and Procedures
Title of Policy
Purpose of Policy
Policy Statement
Scope of Policy
Responsible Parties and Authority
Definitions
Procedures
Associated Forms
Associated Policies
Version Control

1. Address threats to socially responsible practices

Assume that the following ethical issues have occurred when managing the program.

Address the issues in your role as Program Manager.

Scenarios
A	You find out that one of your program team members conducts personal business during work hours
B	One of the project managers has taken credit for a team member's work
C	A member of the program board asks you to employ a friend as a manager in your program team
D	You find out that one of the project managers is taking a 'percentage - commission' on each order placed with a specific supplier
E	The program board tells you that one of the project managers, a friend of yours, will be laid off at the end of the month.

For each scenario:

• Detail what monitoring and control systems were applied to identify the issue
• Outline how each issue is addressed to ensure socially responsible practices are adhered to in the program.

Answers to Scenarios

Scenario	Monitoring and control	How the issue is addressed (40-80 words/scenario)
A
B
C
D
E

1. Develop a brief risk management plan

Develop a brief risk management plan to manage risks pertinent to:

• Socially responsible practices within the program
• Stakeholder expectation management
• Issue resolution management

(5-7 key risks in total)

Use the risk register below to document risk analysis and treatment:

Risk Management Plan

Risk	Risk description	Probability (1-5)	Impact (1-5)	Priority	Risk Management Strategy (20-40 words)