Program Governance

Program Governance Project Management

T-

1

.8.1

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Details of Assessment
Term and Year	Time allowed	8 Weeks
Assessment No	1	Assessment Weighting	10 0%
Assessment Type	Program Governance Plan
Due Date	Week 8	Room
Details of Subject
Qualification	BSB61218 Advanced Diploma of Program Management
Subject Name	Program Governance
Details of Unit(s) of competency
Unit Code (s) and Names	BSBPMG622 Implement program governance
Details of Student
Student Name
College	Student ID
Student Declaration: I declare that the work submitted is my own and has not been copied or plagiarised from any person or source. I acknowledge that I understand the requirements to complete the assessment tasks. I am also aware of my right to appeal. The feedback session schedule and reassessment procedure were explained to me.	Student’s Signature: ___________________ _ Date: _____/_____/________ _
Details of Assessor
Assessor’s Name
Assessment Outcome
Assessment Result	|_| Competent |_| Not Yet Competent	Marks	/100
Feedback to Student Progressive feedback to students, identifying gaps in competency and comments on positive improvements:
Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student. |_| Student attended the feedback session. |_| Student did not attend the feedback session.	Assessor’s Signature: ___________________ Date: _____/_____/________

Purpose of the Assessment
The purpose of this assessment is to assess the student in the following learning outcomes:	Competent (C)	Not Yet Competent (NYC)
1.1 Negotiate clear roles and responsibilities within the program and make available to all relevant stakeholders
1.2 Allocate unambiguous financial and resource authorities and confirm with relevant parties
1.3 Document decisions relevant to the program objectives
1.4 Make valid and reliable decisions regarding complex priorities and competing demands using repeatable methods
2.1 Align suitable systems and processes to meet program objectives
2.2 Implement effective management control systems to monitor program progress
2.3 Generate audit and configuration information and maintain documented integrity
2.4 Establish process efficiency and support it with suitable program policy
3.1 Identify both organisation and external compliance requirements relevant to the program
3.2 Establish audit records data collections and ensure records are securely maintained
3.3 Report on compliance within regular interval to relevant authorities
3.4 Identify and implement actions to rectify non-compliant behaviours, processes and products
4.1 Identify management and governance support needs for the program
4.2 Establish skill development support systems for program personnel to meet program needs
4.3 Implement program knowledge management to support current and future organisation requirements for program development
Assessment/evidence gathering conditions
Each assessment component is recorded as either Competent (C) or Not Yet Competent (NYC). A student can only achieve competence when all assessment components listed under “Purpose of the assessment” section are recorded as competent. Your trainer will give you feedback after the completion of each assessment. A student who is assessed as NYC (Not Yet Competent) is eligible for re-assessment.
Resources required for this Assessment
1. Computer with relevant software applications and access to internet 1. Weekly eLearning notes relevant to the tasks/questions
Instructions for Students
Please read the following instructions carefully · This assessment has to be completed |X| In class |_| At home · The assessment is to be completed according to the instructions given by your assessor. · Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within two weeks of the assessment due date. All other feedback will be provided by the end of the term. · Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency. · If you are not sure about any aspects of this assessment, please ask for clarification from your assessor. · Please refer to the College re-assessment for more information (Student Handbook).

PERFORMANCE OBJECTIVE

Students will demonstrate knowledge and skills required to document program role and responsibilities, determine finance and resource authorities, compare decision making processes and outcomes against program objectives, design a program records and configuration system, and identify ways to support program implementation.

INSTRUCTIONS ON SUBMISSION REQUIREMENTS

· You are required to use the program governance plan template attached and follow the assessment structure to develop a Program Governance Plan for an organisation. You are to follow the exact layout of the template (but allowed to include additional details) and complete all the sections of the template for the project plan.

· To complete this program governance plan, you have two options: 1) you may wish to select the organisation of your choice (where you may be working), or 2) select the case organisation scenario that is mentioned within this assessment.

· You are required to submit a hard copy of the assessment by the due date mentioned in cover page.

· There are no specific word limits on the program governance plan but you must ensure you complete all tasks within the template and the assessment structure.

CASE ORGANISATION FOR THE PROGRAM (if not using your own organisational program)

Project Organisation: CEBIT Australia

Website:

http://www.cebit.com.au/

(Information partly sourced from CEBIT’s website)

CeBIT is the focal point for the Asia Pacific business technology industry. Across both the exhibition and conference, CeBIT Australia is the leading marketplace for current and future business technology.

This year CeBIT Australia is celebrating its 17th year and in that time it has truly cemented its position as the business technology event for the region, attracting thousands of technology professionals from Government, enterprise, SMEs and start-ups.

Same as previous years, CeBIT is organising APAC’s largest & longest running B2B technology exhibition & conference with 1

5

k technology professionals from enterprise, government, SME & start-up to join the program event.

The program event has truly cemented its position as the business technology event for the region, attracting thousands of technology professionals from Government, enterprise, SMEs and start-ups. The NSW Government are the Official Partner of CeBIT Australia and we are also supported by the City of Sydney amongst other organisations. CeBIT Australia is organised by Hannover Fairs Australia, part of the government owned Deutsche Messe group. With our return in last year to Darling Harbour at the impressive new ICC Sydney facility, CeBIT Australia attracted over 15,000 attendees from Australia’s most important organisations.

Details of the program event

CeBIT focuses on three main pillars, which will be demonstrated at the program event:

Content & Learning: Over 230 presenters gave incredible insights into topics including cyber security, big data, cloud, fintech, mobility, IoT, digital health, egovernment, women in technology, innovation, next generation technologists, SME business growth and much, much more! Our international keynotes included cyber security doyen Eugene Kaspersky and Randi Zuckerburg, former marketing head at Facebook.

Product Discovery: More than 320 companies demonstrated their capabilities in the CeBIT Australia exhibition. The range of exhibiting companies gives visitors a unique view of the latest in business technology. The exhibition is supported by showfloor content and features to bring the technology to life.

Collaboration & Networking: The Exhibition Networking Drinks allow all attendees to mix in a relaxed atmosphere at the end of day two. The 2017 event also saw the ACS launch their annual Digital Pulse report. The CeBIT Black VIP Evening brought together 500 of the leading business and government technologists. The evenings allowed them to network and learn from a range of forward looking presentations.

Details on Last Year Program Event

In last year’s program event CeBIT Australia 2017 delivered 313 exhibitors, 15,559 attendees, International Keynotes including Eugene Kaspersky, 8 conferences, 6 Strategic Panels, 3 Showfloor Theatres, Networking events, StartUp zone, conference & PitchFest.

Program Event & Project for the Event: Since CeBIT is a big organisation that organises massive learning and networking event for business and community it would be suitable for you to clearly look into the details of the projects associated with the program.

The event is expected to be in ICC Sydney at Darling Harbour and run for the 3 days. Due to the significant size of the program event, the management of the organisation has broken down this event into several sub-projects such as:

· Venue & Event Security Project

· Ticketing, Website, Stall Sales, Advertising and Social Media Project

· Stage Management, Backstage and Dressing Room project

· Sound, Video and Lights Project

· Cleanliness and Maintenance Project

· Food and Beverage Project

· Finance and Accounting Project

· Media and VIP Guest Management Project

· Transportation & Delivery Project

Being a manager of the program organisation, you are required to ensure that you document program role and responsibilities, determine finance and resource authorities, compare decision making processes and outcomes against program objectives, design a program records and configuration system, and identify ways to support program implementation.

CONTEXT AND SITUATION

You are working in one of the Program Department of the organisation and your Senior Program Manager has asked you to manage the
program governance. If you have chosen to use your own organisation, you may think of the program that relates with your organisation.

Your trainer will play the role of the Senior Program Manager and expects you to submit a program governance plan following the Assessment Structure and using the template attached.

ASSESSMENT STRUCTURE & MARKING CRITERIA (for trainer use only)

The assessor is required to use the marking rubric below to assess the learner performance in each task as mentioned.

5

5

5

5

5

5

5

5

10

10

5

5

5

5

5

Task Details

Mark Allocated

Mark Received

Program Name and Title

5

Program Sponsor/Client

Executive Summary

Introduction

Program Description

Program Objectives

Program Outcomes/Deliverables

Program Scope (In Scope and Out of Scope)

Program Activities

Program Steering Committee Roles And Responsibilities

10

Program Structure

Program Reviews

Program Finance & Resource Authorities

Program Records And Configuration Management Plan

Program Completion & Sign-Offs

Appendix

References

TOTAL

100

Program Template follows next page.

PROGRAM GOVERNANCE PLAN FOR XXX

Plan Submitted by:

PROGRAM NAME & TITLE
(use SMART method to clarify the program title with all project timelines)

PROGRAM SPONSOR/CLIENT

EXECUTIVE SUMMARY

The Executive Summary is a critical element of any report as it may be the only section of your plan that a busy senior manager from your company may have time to read before you present it, in a work context. The Executive Summary should be one page length maximum and the following points MUST be included in the Executive Summary:

Summary of entire plan including:

· Project scope and purpose

· Project deliverables

INTRODUCTION

(This section should provide company background and current vision and mission statements. Check with other stakeholders if the vision and mission statements are still current and supported. Gain support from stakeholders to make refinements on vision and mission statements, if necessary, and create organisational values statement)

PROGRAM DESCRIPTION

(The overview of the program should be documented in the program charter, so provide a link to that document. State the program vision, as documented in the program charter, and record any changes to the vision here)

PROGRAM OBJECTIVES
(Highlight at least 3 objectives of the program)

PROGRAM OUTCOMES AND DELIVERABLES

(Highlight Program Outcome and Deliverables)

PROGRAM SCOPE

(State the scope of the program (what is in and out of scope), keeping in mind that scope items in a program will relate to business results, not tactical delivery items)

PROGRAM ACTIVITIES
(List all the activities within the program in a sequence)

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PROGRAM STEERING COMMITTEE ROLES AND RESPONSIBILITIES

Describe the program governance structure (diagrams may be used with this description). Describe the roles and responsibilities of each governing group, outlining decision making authority, and overall interest/focus/purpose of the group within the program. Document how often the governing groups will meet, who will chair, and who attends the meetings (as a member and as a reference source, when required). If there is a terms of reference documented for the group, provide a link to it.

STEERING COMMITTEE

PROGRAM MEMBERS

MEMBER NAME

ROLE

 

 

 

 

 

 

 

 

 

 

PROGRAM STRUCTURE
(Describe the guidelines and priorities for program decision here)

DECISION GUIDELINES AND PRIORITIES

 

 

 

 

 

DECISION DOCUMENTATION PROCESS

 

(Explain the decision documentation process here)

DECISION COMMUNICATION PROCESS

 

(Explain the decision communication process here)

PROGRAM REVIEWS

This section outlines stage gate or milestone reviews and their requirements. This section should outline when the reviews will be held, what will be reviewed, and the data to be reviewed prior to determining whether to move on to the next stage. The section also outlines when and how often program performance will be reviewed by the group(s), focusing on the overall performance and management of the program. This section should also describe the required program performance information that must be provided to the group(s) in support of these reviews.

WHEN REVIEWS ARE TO BE HELD

 

WHAT WILL BE REVIEWED

 

WHAT DETERMINES MOVING ON

 

PROGRAM PERFORMANCE REVIEWS

PROGRAM PERFORMANCE REVIEW DATES

 

REQUIRED SUPPORT DATA

 

PROGRAM AND COMPONENT CHANGE REQUESTS

PROCESS FOR MANAGING CHANGE

 

PROCESS FOR CHANGING PROGRAM SCOPE

 

PROCESS FOR INITIATING OR TERMINATING PROGRAM COMPONENTS

 

PROGRAM FINANCE & RESOURCE AUTHORITIES
(Detail on the authorities who are responsible for providing finance and other resources necessary for the program)

Resource Details

Authority Name

Details on the Authority (Stakeholder)

Finance Details

PROGRAM RECORDS AND CONFIGURATION MANAGEMENT PLAN

(The purpose and scope of this Records and Configuration Management Plan is to define and document the configuration management procedures, processes, and activities used to control and manage the development and modifications of products supporting the program and its projects)

[Program Name]

[Date of document]

[Version Number (Optional)]

Title

Name

Date

Program Configuration Manager

Team Leader

Program Manager

Record of Reviews and Changes

Change Number

Change Details and comments

Date Approved

Signature

PROGRAM COMPLETION & SIGN-OFFS
(Complete the project handover form)

Program Sign-off Sheet

Program Name:

Program Manager:

Start Date:

Completion Date:

Project Names:

Program Deliverables:

Client(s):

By signing this document, I acknowledge that I have delivered all the stated deliverables at the agreed to quality levels.

By signing this document, I acknowledge that I have received all the stated deliverables at the agreed to quality levels.

Program Manager Name and Signature:

Client Name and Signature:

Date:

Date:

APPENDIX
(Attach Program Drafts, Plans, Images, Pictures, or any other attachments)

REFERENCES
(List References and Sources used in the Governance plan)

Program Governance, Assessment No.1 V1.0 Last updated on 11/06/2019 by MM Page 20