ICTPMG615 Build manage ICT project

closure

Final Results Record

Student name: Manish Karmacharya

Assessor name:

Date 27 July 2024

Final assessment results

Result

Satisfact Unsatisfact Did not

Task Type ory ory submit

Assessment Task S U DNS

Knowledge questions
1

Assessment Task
Project Portfolio S U DNS
2

Overall unit C NYC

results

Feedback

◻ My performance in this unit has been discussed and explained to me.

◻ I would like to appeal this assessment decision.

Student signature: Date:

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◻ I hereby certify that this student has been assessed by me and that the assessment has
been carried out according to the required assessment procedures.

Assessor signature: Date:

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CONTENTS

Introduction 3
Assessment Task 1: Knowledge Questions 4
Assessment Task 1: Checklist 7
Assessment Task 2: Project Portfolio 8
Assessment Task 2: Checklist 17

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Introduction

The assessment tasks for ICTPMG615 Manage ICT project closure are outlined in the
assessment plan below. These tasks have been designed to help you demonstrate the skills
and knowledge that you have learnt during your course.
Please ensure that you read the instructions provided with these tasks carefully. You should
also follow the advice provided in the IT Works Student User Guide. The Student User
Guide provides important information for you relating to completing assessment
successfully.

Assessment for this unit

ICTPMG615 Manage ICT project closure describes the skills and knowledge required to
decommission or close an Information and Communications Technology (ICT) project in
small, medium, and large organisations.
For you to be assessed as competent, you must successfully complete two assessment
tasks:
● Assessment Task 1: Knowledge questions – You must answer all questions correctly.
● Assessment Task 2: Project – You must work through a range of activities and
complete a project portfolio.

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Assessment Task 1: Knowledge Questions

Information for students

Knowledge questions are designed to help you demonstrate the knowledge which you have
acquired during the learning phase of this unit. Ensure that you:
● review the advice to students regarding answering knowledge questions in the IT
Works Student User Guide
● comply with the due date for assessment which your assessor will provide
● adhere with your College’s submission guidelines
● answer all questions completely and correctly
● submit work which is original and, where necessary, properly referenced
● submit a completed cover sheet with your work
● avoid sharing your answers with other students.

Assessment information
Information about how you should complete this assessment can be found in
Appendix A of the IT Works Student User Guide. Refer to the appendix for
information on:
● where this task should be completed
● the maximum time allowed for completing this assessment task
● whether or not this task is open-book.
Note: You must complete and submit an assessment cover sheet with your
work. A template is provided in Appendix C of the Student User Guide.
However, if your College has provided you with an assessment cover sheet,
please ensure that you use that.

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Questions
Provide answers to all of the questions below:

1. Complete the table to outline three project management methodologies relevant

to ICT project. The first row has been completed as an example for you to follow.

Project Management Description of the method.

methodology

Waterfall The project is broken up into stages and advances steadily.

There are particular tasks involved in each step. The
process's name refers to its downward movement. Among
the phases are conception, start-up, analysis, design,
construction, testing, implementation, and maintenance.

Agile Agile emphasizes flexibility and iterative development.

Iterations, often called sprints, are the tiny, manageable
units into which projects are broken. Throughout the
course of the project, ongoing input and enhancements are
included. The approach places a strong emphasis on
customer happiness, flexibility, and teamwork.

Scrum Sprints are a type of fixed-length iteration used in Scrum,

an Agile subset. A sprint typically lasts two to four weeks.
The project is managed and adjusted gradually through
frequent meetings (daily stand-ups, sprint reviews) and
roles (product owner, scrum master). Delivering little,
useful product increments is the main focus.

Kanban The Kanban project management methodology is a visual

approach that prioritizes continuous delivery while
avoiding overburdening team members. Teams can manage
tasks as they advance via different stages of completion
and track work in progress using visual boards. The goal of
this approach is to increase productivity and efficiency.

2. Identify three ICT process models and describe how they are used in managing
an ICT project.

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ITIL (Information Technology Infrastructure Library):ITIL offers a framework

for best practices-based IT service management. It encompasses procedures like
incident, change, and service delivery and is centered on matching IT services to
business requirements. Throughout the project lifetime, ITIL is utilized to guarantee
efficient and successful IT service management.

DevOps: DevOps is a collection of procedures that combines IT operations (Ops) and

software development (Dev) to enhance teamwork and efficiency through workflow
automation and continuous integration/continuous deployment (CI/CD). By
guaranteeing quicker and more dependable software updates and operational stability,
it aids in project management.

Agile:Agile is an iterative project management and software development

methodology that prioritizes adaptability, client input, and the timely delivery of
usable product. Throughout the project, it facilitates adaptive planning and continuous
development through the use of sprints or iterations to manage activities, adjust to
changes, and provide incremental value.

3. Complete the table to discuss common performance metrics referred to when

analysing and reporting on the success (or otherwise) of a project that is ready to
be closed.
An example has been provided in the first row.

Performance Performance metric

measure category Provide two performance metrics for each category and
explain how each example may be used.

Financial measures Compare the actual and planned budgets to verify if the
project's expenditures stayed within the allocated amount.
This could involve both a final review at the project's
closure and a continuous assessment over time to track
changes in project spending.

Quality measures Defect Rate: This statistic counts how many flaws or
problems were found in the project deliverables. It aids in
assessing the output's quality and the efficiency of quality
control procedures.
Client Contentment: gauges the level of satisfaction that
clients or end users have with the project's results. This

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Performance Performance metric

measure category Provide two performance metrics for each category and
explain how each example may be used.
helps determine whether user wants and expectations are
being met and can be evaluated using surveys or feedback
forms.

Scope measures Scope creep is a statistic used to assess project scope

expansions or modifications that go beyond the initial
design. It aids in evaluating how well the project followed
its specified goals and guidelines.
Deliverable Completion Rate: This measure indicates the
proportion of project deliverables finished in accordance
with the project schedule. It evaluates if the project's
planned scope and goals were met.

4. Outline the process you would follow as a Project Manager if you discovered,
when reviewing project documentation, that there were still some activities
outstanding.

Review Documentation: Examine project paperwork to determine which activities

are still unfinished, and monitor progress in relation to the project plan.

Assess Impact: Analyze how these unfinished tasks affect the project's budget,
schedule, and deliverables..

Update Project Plan:Add the unfinished tasks to the project plan, modifying the
schedule and resources as needed.

Communicate: Notify team members and stakeholders of any updates, including any
additional requirements or deadlines.

Allocate Resources: Assign additional resources or adjust current ones to address the
outstanding tasks.

Monitor Progress:Establish a tracking mechanism to make sure these tasks are

completed and in line with the revised plan.

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5. Complete the table to identify three stakeholders you (as a Project Manager) may
need to debrief with at the end of an ICT project and explain why you should
debrief them.
The first row has been completed as an example for you to follow.

Stakeholder Why they should be debriefed

Project sponsor They were involved with the project from the start and
its ideas and experiences came from them. They might
be financially interested in the idea as well. Reports
from the beginning of the project will have been sent to
them.

Project Team The project team members need to be debriefed to

review their performance, discuss challenges faced, and
recognize their contributions. This debriefing helps in
learning from the project experience and improving
future performance.

End Users Deliverables from the project are mostly used by end
users. By debriefing them, you may get their opinion on
whether the project fulfilled their needs and
expectations and address any problems or changes that
need to be made for further iterations.

Project Clients It is necessary to debrief the clients who sponsored or

requested the project in order to go over the final
deliverables, talk about any modifications made to the
initial scope, and make sure that all of their contractual
duties and expectations were fulfilled. This aids in
resolving any last-minute issues and preserving a
positive customer connection.

6. Discuss the concept of decommissioning in relation to an ICT project.

In ICT projects, decommissioning is the formal process of retiring or shutting down

hardware, applications, or systems that are no longer in use or have been replaced by
new ones. To avoid security concerns or operational inefficiencies, it entails safely
removing certain components from active use, making sure data is archived or moved,
and deactivating connected services. When outdated systems are properly

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decommissioned, resources are managed efficiently and the company is not put at
danger.

7. List three ways in which decommissioning can impact the outcomes of a project.

Resource Reallocation: Decommissioning has the ability to increase overall

organizational efficiency and project performance by freeing up resources (such as
staff, software licenses, and hardware) that can be transferred to other projects.

Cost Savings: It can lower the continuing maintenance and support expenses linked to
out-of-date systems, enhancing the project's financial results and relieving financial
pressure.

Data Management: Efficient decommissioning guarantees appropriate data

movement or archiving, which may affect accessibility and compliance. Inadequate
handling of this could result in data loss or problems with compliance.

8. Discuss two circumstances under which an ICT project may need to continue.

Emerging Requirements: If after the initial scope was set, new requirements or
changes in business demands develop, an ICT project may need to continue. This
could involve adding features or integrations that improve the project's worth and
better match it with the objectives of the company.

Technical Challenges:The project may need to continue addressing and resolving

serious technical difficulties if they are found to be impeding the project's ability to
function or perform as intended. By doing this, it is ensured that the final product
fulfills consumer expectations and quality standards.

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Assessment Task 1: Checklist

Student’s name:

Did the student provide a Completed

sufficient and clear successfully? Comments
answer that addresses the
suggested answer for the Yes No
following?

Question 1

Question 2

Question 3

Question 4

Question 5

Question 6

Question 7

Question 8

Task outcome:
◻ Satisfactory ◻ Not satisfactory

Assessor signature:

Assessor name:

Date:

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Assessment Task 2: Project Portfolio

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through
several activities and completing and submitting a project portfolio.
You will need access to:
● a suitable place to complete activities that replicates a business environment including
a meeting space and computer and internet access
● your learning resources and other information for reference (including industry
software packages)
● Student Assessment Tasks
● Project Portfolio template
● Simulation Pack (if you need a case study)
● documents that provide information about agreed project success criteria and project
performance outcomes; organisational policies and procedures that specify
requirements for collecting performance metrics, documenting project results and
lodging project documentation; stakeholders and team members who are willing to
participate in debriefing meetings that will be viewed by the assessor (if using their
own business).
Ensure that you:
● review the advice to students regarding responding to written tasks in the IT Works
Student User Guide
● comply with the due date for assessment which your assessor will provide
● adhere with your College’s submission guidelines
● answer all questions completely and correctly
● submit work which is original and, where necessary, properly referenced
● submit a completed cover sheet with your work
● avoid sharing your answers with other students.

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Assessment information

Information about how you should complete this assessment can be found in
Appendix A of the IT Works Student User Guide. Refer to the appendix for
information on:
● where this task should be completed
● how your assessment should be submitted.
Note: You must complete and submit an assessment cover sheet with your
work. A template is provided in Appendix B of the Student User Guide.
However, if your College has provided you with an assessment cover sheet,
please ensure that you use that.

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Activities
Complete the following activities:

1. Carefully read the following:

This project requires you to manage one complex ICT project closure.
A complex project closure involves:
● communication with more than one stakeholder and team member
● the identification of additional issues that need to be addressed
● further action required before the project can be closed or
decommissioned.
You can do this based on the assumption that you are the Project Manager of
a case study business or your own business if applicable.

Vocational education and training is all about gaining and developing

practical skills that are industry relevant and that can help you to succeed in
your chosen career. Basing your project on real relationships with
classmates or work colleagues will mean that you are applying your
knowledge and skills in a relevant, practical, and meaningful way!

If you are using the case study business, all relevant information for you to
complete this assessment can be found in the Simulation Pack.
If you are basing this assessment on your own choice of business, make sure
you have access to all required information (read through the requirements
in the green boxes below for further information). Speak to your assessor to
get approval if you want to base this on your own business.
You will be collecting evidence for this unit in a Project Portfolio. The steps
you need to take are outlined below. Before you begin, complete page 4 of
your Project Portfolio. You must describe the business, ICT project,
documents available, team members, stakeholders, and governing
authorities of the project.

Start working on Section 1 of your Project Portfolio.

If you are using your own business, you need access to documents that provide
information about agreed project success criteria and project performance outcomes
(including complex numerical information).
Examples of such documents include:

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● Strategic and operational plans

● ICT infrastructure documents

● Project documents (such as the Brief, Schedule, Status and Progress reports
etc.)
● Project Budget.
Example of complex numerical information includes:

Financial Actual versus planned budget

measures Actual versus planned return on investment (ROI) projections
Earned value (EV) and EV performance index

Quality Number of defects

measures Stakeholder satisfaction feedback

Scope Actual versus expected number of change requests

measures Amount of rework required

These documents should show that there are unresolved or outstanding issues that
require further action (such as system errors, additional functionality,
decommissioning of old system etc.).
You also need organisational policies and procedures that specify requirements for
collecting performance metrics, documenting project results and lodging project
documentation.
You must meet with stakeholders – make sure they are willing to participate in
debriefing meetings that will be viewed by your assessor (in person, online or
through video recording). The stakeholders should be able to provide further input
about project related issues, such as quality issues, requirements incomplete,
difficulties when dealing with staff, outstanding project documentation etc.

2. Summarise organisational requirements.

Read through your organisation’s policies and procedures that describe the
requirements for:
● collecting project performance metrics
● documenting project results
● lodging project documentation.

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Make notes (for example using comments, highlighting or other review

tools) on the documents as you read them to help you interpret the
information.
Document the requirements.

3. Review the project documentation.

Collect project performance metrics by reading at least two relevant

documents that provide information about project performance outcomes.
Make notes (for example using comments, highlighting or other review
tools) on the documents as you read them to help you interpret the
information.
Analyse the numerical information to determine performance metrics and
review the project performance to identify any issues.

You will use the information you’ve collected to debrief the project team
and relevant stakeholders.
Make sure you follow your organisation’s requirements as you collect the
information (such as maintaining the privacy of customer or staff
information).
If you are basing this assessment on the case study, read through:
● Essential Software Project Team
● Website and Online Store Briefing
● Project Budget Report
● Project Status Report.

4. Debrief with stakeholders.

Arrange for a meeting with the relevant stakeholders (e.g., send a calendar
invite or draft an email).

Meet with at least two project stakeholders to debrief them on the project
performance. At the meeting:
● accurately and clearly communicate your findings from analysing the
information available about the project performance

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● seek and respond to additional feedback on the performance of

individual project team members
● ask stakeholders to provide you with further information related to the
project performance (you will need to determine the impact of such
issues)
● demonstrate effective communication skills, including:
o using language that all stakeholders can understand
o speaking clearly and concisely
o applying active listening techniques
o asking questions to encourage sharing of information and ideas
o responding to questions as required.

Make notes on your analysis before the meeting to guide your discussion.
This meeting may take place with actual people who work for/are associated
with your chosen business and project. Alternatively, your assessor and
other students may play the role of the workshop attendees.
If you are basing this assessment on your own business and you are meeting
with stakeholders who work for/are associated with your chosen business
and project, the meeting can either be viewed in person by your assessor
(e.g., via a video link) or you may like to video record the session for your
assessor to watch later. Your assessor can provide you with more details at
this step. The stakeholders should be prepared to provide you with
information that will impact the closure plans.
If you are basing this assessment on the case study, you will meet your
assessor and/or other students who will play the role of the stakeholders.
Make sure you follow the instructions above and take no longer than 20
minutes. If this session is not viewed in person by your assessor, you will
attach proof of the meeting to Section 1 of your Project Portfolio.

5. Document and lodge project performance results.

First, use an appropriate problem-solving tool (such as root-cause analysis)

to determine the root causes of the issues identified in your own analysis
and at the stakeholder meeting and to recommend required action.

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Summarise and document the project’s performance results according to

your organisation’s policy and procedures. Include the outcomes of your
analysis and the stakeholder meeting in your document.
Determine whether the project should be continued, decommissioned, or
closed and assess the impact of continuing, decommissioning or closing the
project.

Use technical and relevant industry language (e.g., bandwidth, hardware and
software types, performance metrics etc.) in your document.
If you are basing this assessment on the case study, you must develop a
Project Evaluation Report. Use the template provided in the Simulation
Pack.

Lodge the documentation according to organisational requirements.

If you are basing this assessment on the case study, you must email the
report to the stakeholders who attended the meeting and save the report in a
dedicated project folder as per the requirements in the Project Management
Policy and Procedures. Providing a screenshot of the document saved in a
correctly named folder is sufficient evidence.

Make sure you have answered all questions in Section 1.

You are required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 1 of the
Project Portfolio.
Submit Section 1 to your assessor.

Start working on Section 2 of your Project Portfolio.

You must meet with project team members – make sure they are willing to
participate in debriefing meetings that will be viewed by your assessor (in person,
online or through video recording).

At least one project team member should bring up a subtle problem or deviation
when the project issues are being discussed (e.g., lack of time, commitment to other
projects, disagreement with a required change etc.).

6. Debrief with the project team.

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Arrange for a meeting with the relevant stakeholders (e.g., send a calendar
invite or draft an email).

Meet with your project team to:

● debrief them about the project performance (as per your documented
results from step 5)
● discuss what still needs to be done and why these situations have
occurred (including the subtle deviation or problem identified by a team
member)
● address the subtle deviation or problem
● give your team a chance to respond to the feedback from the
stakeholders (ensure that the team are reacting professionally and do not
take any feedback personally)
● demonstrate effective communication skills, including:
o using language that all stakeholders can understand
o speaking clearly and concisely
o applying active listening techniques
o asking questions to encourage sharing of information and ideas
o responding to questions as required.

Read through the meeting requirements and make notes before the meeting
to guide your discussion.
This meeting may take place with actual people who work for/are associated
with your chosen business and project. Alternatively, your assessor and
other students may play the role of the workshop attendees.
If you are basing this assessment on your own business and you are meeting
with stakeholders who work for/are associated with your chosen business
and project, the meeting can either be viewed in person by your assessor
(e.g., via a video link) or you may like to video record the session for your
assessor to watch later. Your assessor can provide you with more details at
this step.
If you are basing this assessment on the case study, you will meet your
assessor and/or other students who will play the role of the team members.

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Make sure you follow the instructions above and take no longer than 20
minutes. If this session is not viewed in person by your assessor, you will
attach proof of the meeting to Section 1 of your Project Portfolio.

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7. Action outstanding activities.

Following your discussion with the team members, document an action plan
and assign responsibilities to action outstanding activities.

Use the Action Plan template in the Project Portfolio.

Make sure you have answered all questions in Section 2.

You are required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 2 of the
Project Portfolio.
Submit Section 2 to your assessor.

Start working on Section 3 of your Project Portfolio.

Assume that your action plan has been approved and a suitable period has passed
for the actions to be completed.

8. Follow up on the action plan to confirm completion of outstanding activities.

Draft an email to all team members responsible for actions in the action
plan. Your email should follow up on the completion status of the action
they were required to complete. Confirm that the action has been completed.

The text of the email should be in grammatically correct English, written in

an appropriate (polite, business-like) style.
You may need to send more than one email, depending on your unique
project and the actions that were outstanding.

Assume that all actions have been completed.

Update the action plan (in Section 2 of the Project Portfolio) to show
completed actions.
Confirm that the project is ready to be decommissioned or closed.

9. Decommission or close the project.

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Assume that your project is now ready to be decommissioned or closed.

Draft an email to the relevant stakeholder to handover the project and obtain
final sign-off. In your email, summarise the final outcomes of the project,
confirm its closure or decommissioning and recommend actions required by
the governing authority to facilitate closure.

The text of the email should be in grammatically correct English, written in

an appropriate (polite, business-like) style.

Create a survey to provide to the project team and other relevant

stakeholders to seek feedback about the project management throughout the
project lifecycle.

Draft an email to the project team to thank them for their efforts and
summarise the project outcomes. Also request that they complete the survey
you created.

The text of the email should be in grammatically correct English, written in

an appropriate (polite, business-like) style.

10. Submit your completed Project Portfolio.

Make sure you have completed all sections of your Project Portfolio,
answered all questions, provided enough detail as indicated and proofread
for spelling and grammar as necessary.
Submit to your assessor for marking.

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Assessment Task 2: Checklist

Student’s name:

Completed
successfully? Comments

Did the student: Yes No

Make notes, review and document

the organisation’s policies and
procedures that describe the
requirements for:
● collecting project performance
metrics
● documenting project results
● lodging project documentation?

Review project documentation by:

● reading at least two relevant
documents
● making notes on the documents
to interpret the information
● analysing the numerical
information to determine
performance metrics
● reviewing the project
performance to identify any
issues?

Debrief with stakeholders to:

● arrange a meeting
● accurately and clearly
communicate their findings from
analysing the information
available about the project
performance

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● seek and respond to additional

feedback on the performance of
individual project team members

● ask stakeholders to provide them

with further information related
to the project performance
● demonstrate effective
communication skills, including:

o using language that all

stakeholders can understand
o speaking clearly and
concisely
o applying active listening
techniques
o asking questions to
encourage sharing of
information and ideas
o responding to questions as
required?

Document and lodge project

performance results, including:
● using an appropriate
problem-solving tool (such as
root-cause analysis) to determine
the root causes of the issues and
to recommend required action
● summarising and document the
project’s performance results
according to the organisation’s
policy and procedures
● determining whether the project
should be continued,
decommissioned, or closed

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● assessing the impact of

continuing, decommissioning or
closing the project
● recommending action required
by the governing authority to
facilitate closure
● lodging the documentation
according to organisational
requirements?

Debrief with the project team,

including:
● arranging a meeting
● debriefing team about the project
performance
● discussing what still needs to be
done and why these situations
have occurred (including the
subtle deviation or problem
identified by a team member)
● addressing the subtle deviation
or problem
● providing a chance to respond to
the feedback from the
stakeholders
● demonstrating effective
communication skills, including:
o using language that all
stakeholders can understand
o speaking clearly and
concisely
o applying active listening
techniques

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o asking questions to
encourage sharing of
information and ideas
o responding to questions as
required?

Document an action plan and assign

responsibilities to action outstanding
activities?

Follow up on the action plan to

confirm completion of outstanding
activities, update the action plan to
show completed actions and confirm
that the project is ready to be
decommissioned or closed?

Decommission or close the project

by:
● drafting an email to the relevant
stakeholder to handover the
project and obtain final sign-off
● creating a survey to provide to
the project team and other
relevant stakeholders to seek
feedback about the project
management throughout the
project lifecycle
● drafting an email to the project
team to thank them for their
efforts and summarise the
project outcomes?

Task outcome:
◻ Satisfactory ◻ Not satisfactory

Assessor signature:

Assessor name:

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Date:

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Case study

Essential Software provides a range of IT services to clients. It won a contract with

NatureCare Products to establish a website and an online store.
NatureCare Products is based in Brisbane, Australia. The company manufactures and
retails eco-friendly, high-quality beauty skin care products. The business was established in
2011 to cater for a perceived demand for skin products that contain eco-friendly and
natural ingredients. The company also has an emphasis on eco-friendly packaging.
The organisational chart is shown below:

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NatureCare Products’ overall business objectives for the next three years are to increase
sales and create brand awareness. Their strategic plan refers to the development of an
online store to maintain competitiveness.
You have been the Project Manager of the NatureCare Products’ website and online store
project. Your team are nearing the end of the schedule and it’s time to see whether you can
start wrapping things up. Throughout the project lifecycle, you have dealt with the
Operations Manager (who is responsible for the final sign-off of the project), Customer

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Service Manager (who has detailed knowledge of the business systems and client needs),
Sales and Marketing Manager (oversees sales in store and online) and the Financial
Controller (responsible for financial decisions). Customer service officers have helped to
test the website and online store during its development. The CEO must first approve the
outcomes before the Operations Manager is allowed to sign-off.
The stakeholders have agreed that the project’s success will be evaluated against:

​ project completed on time

​ all stakeholders are happy with the outcome

​ training included for required staff.

Information relevant Section 1 of the Portfolio

The Operations Manager, Customer Service Manager and Sales and Marketing Manager
met with you to debrief before project closure. They requested that you document the
project outcomes in a Project Evaluation Report (as per the Project Management Policies
and Procedures).

Information relevant to Section 2 of the Project Portfolio

You met with Ian, Sandy, and Dale from your development team to debrief them on the
project outcomes.
You created an Action Plan and then followed up to make sure that all actions were
complete before penalties were imposed after 10 business days.

Information relevant to Section 3 of the Project Portfolio

Assume that your action plan has been approved and a suitable period has passed for the
actions to be completed.

In response to your emails to team members to confirm completion of actions, you

received the following response:

Issue Action status

Decommissioning of old Complete, no problems encountered.

website

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Issue Action status

Training of new staff Complete, Sandy has been practising facilitation techniques
in response to feedback.

Ready reference review Changes provided by Sam were relatively minor and
required some new screenshots (existing screenshots had
not considered recent design changes) as well as addition
of some steps that had skipped key stages.

Account access Complete

Recurring order Complete

functionality

Assume that all actions have been completed as scheduled.

The project was completed on time without penalty.

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Website and Online Store Briefing

Overview
We’re a reasonably small company now but have big plans. We hope that a strong online
presence will assist this.
Quality is our highest priority and so in everything we do, quality assurance needs to be
built in. This project must run to budget and to timelines and satisfy functionality
requirements.

Problem
Our existing website was put in place at least six years ago and was developed using a
basic template. This template has not been easy to customise and meant that we could
update our site so it could do what we wanted it to. There was no option for a shopping
cart.
We are not an IT/technically minded business, and although we tried a number of times
over the years to make it look more interesting and appealing, we failed. We ended up with
a site that had many pages with limited information, links that broke when different people
tried to ‘fix’ things and a site that ended up looking unprofessional, amateurish and that
was difficult to navigate. There is no ‘brand presence’ on the site so there is a disconnect
with our marketing content, such as our social media (Facebook and Instagram).
About a year ago we engaged the services of a web designer who was recommended by an
ex-staff member. This person had their own ideas on what to do, how the site should look
and function, and did not consider our feedback and how we wanted it to work within our
existing systems. The project was terminated with the website half built. We did not like
what we ended up with and it has been in limbo since because we have put it into the ‘too
hard basket’.
As time progressed, our customers have become frustrated with our website because they
assumed there was an online store attached. We added a banner saying to call customer
service and place an order. When customers found out this was not just a temporary option
due website issues, some were annoyed or said they would purchase from someone else
who had online options.
We tried to add new products to our original website to try and maintain interest, but our
staff are busy and due to lack of skill there were often mistakes. We all became fed up and
decided our social media would be the best approach to contact our customers. We still had
the telephone sales. This was the core issue – no one wants to keep calling up and ordering
things.

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We believe there the company has lost a lot of sales to our competitors, and our repeat
customers are those who were consider our ‘die hards’, those who love our product and
will either go into one of the stores or call us to purchase.
Most of our competitors sell online and it is time to keep up with the market competition.
An online store is essential to our continued success.

What will a website achieve?

It will give us greater exposure in the market, and that will hopefully lead to an increase in
sales! We’ve already done this by advertising in several magazines, but this is expensive.

Website activities
● Browse product range
● Search for products
● Purchase products
● Follow our social media pages
● Blogs and articles about our products
● Subscribe to our mailing list.

Other issues
The website will need to integrate with our finance system so that invoices are
automatically generated. We currently use Xero. We would like several our staff to be able
to access the website and update the products page. We will require permissions so that
website content (not store content) can only be modified by certain staff.
The Job Profiles document provides details about who will be accessing the website. An
organisation chart has also been provided.
Our staff will need training once the website is ready. Not many are technically minded or
systems savvy.
We have a detached warehouse on our site. Our inventory systems are not live. Our
warehouse staff come to the office and gather the phone orders. Our customer service team
do not know how much stock is in the warehouse and our warehouse staff don’t know how
much has been ordered until they come and pick up the orders. There have been order
problems because we have had to call customers and tell them we have run out of stock, or
we need to call one of our stores and get them to send out the order for us.
We admit our processes are considered archaic but worked for us when we were starting
out. Unfortunately, we have not grown our IT systems along with our company.

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Essential Software Project Team

This document is confidential and must not be distributed among staff other than the
Leadership Team and IT Project Managers.

Name Area of specialty Strengths Considerations

Ian Yopps Testing Great eye for detail; Struggles with

has been part of the communication,
Essential Software especially with clients;
team for 10+ years; is not very patience at
is fast and effective times as he expects
at his job. everyone to work at his
speed; does not like to
make changes that will
cause other issues, put
the project behind or
make the end result less
user friendly; can be
argumentative;
sometimes take action
on his own to address
things without
communicating with the
team or seeking advice/
support.

Drake Stahl Development Excellent Coveted by many

communicator; is project managers; can
able to transfer be transitioned to other
knowledge of site projects once they are
development to underway and the key
clients in ways they development work has
can understand; been completed; is
excellent at currently mentoring
facilitating training Sandy as she shows
sessions and has potential and also
done so for several similarity to Drake;
years; is excellent at Drake is often
maintaining positive considered an assistant
project manager and

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Name Area of specialty Strengths Considerations

team culture; team there is potential for
look up to him. him to grow into this
type of role.

Dale Design Exceptional design While excellent at

Ehrmantraut skills; has been in the sharing knowledge, is
industry for over 25 not always good at
years; lots of remaining patient. He
knowledge to impart expects people to pick
and share to teams; things up quickly.
team player.

Sandy Paxton Design and Great communicator; Always completes work

development efficient at both on time and to a high
design and standard; being
development; works mentored by Drake.
well as part of a
team; can work with
difficult people and
applies good
strategies when
solving problems;
has good writing
skills and often
writes copy for
clients.

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Project Management Policy and Procedures

1. Purpose
NatureCare products adopts a standard approach to project management to ensure the
consistent use of project management procedures and templates.
This policy and procedure is designed to specify the requirements for managing projects to
ensure that project scope is articulated, stakeholders are involved, risks are managed and
project benefits are maximized.
This policy and procedure applies to all projects.

2. Types of project
Generally, there are three types of project: small project, medium project and large project
which is determined through the project amount.
In each of the above cases the following staff are to be involved.

Small Project (under $10,000)

● Project Manager
● Project team member (generally the Project Officer)
● Senior management team to approve project management scope plan and kept
informed of progress.

Medium Project ($10,000 - $50,000)

● Project Manager
● Project team member (generally the Project Officer)
● Senior Manager to be regularly updated on progress
● Senior management team to approve project management scope plan and kept
informed of progress.

Large Project ($50,000 plus)

● Project Manager (Senior Manager or consultant)
● Project team member (Senior Manager)
● Project Steering Group
Project staff will vary depending on the type of project.

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3. Project Phases
All projects should progress through the following project phases.

Stage one
Stage one of the project management process is triggered when a staff member or team
identifies the need to solve a problem, improve a process or implement a new service. It
defines what the project will attempt to achieve based on appropriate business justification.
At this stage, the staff member or team must complete the project authorisation template to
gain authorisation for the detailed project scope management planning.

Stage two
Stage two of the project management includes defining and documenting the project scope
in the project scope management plan.
Key tasks involved in this phase include:
● Identifying project benefits, outcomes and outputs.
● Making an initial assessment of project size and required staff.
● Completing a project scoping using the Native Bush Spices Australia project scope
template.
The project scope management plan must be completed within 2 weeks of the project
authorisation being given approval.
The project scope management plan must be reviewed by the senior management team
prior to final approval. Where any issues are identified from the project management plan
scoping, it is possible that the project may not proceed.

Stage three
The purpose of this phase is to determine how the project will be executed. This means
developing a project management plan based on the project scope. The Australian Native
Bush Spice project management template should be use. Essentially the preparation of a
detailed model of the work required to achieve the project objectives is required and
confirmation of the budget and project arrangements suggested in the Business Case. Risks
are also defined and documented in a risk management plan A detailed schedule is also
prepared.

Stage four
The purpose of this phase is to implement the project. Regular reports of the progress of
the project should be provided to relevant staff, as well as regular meetings as outlined in
the project management plan.

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Stage five
This is the final phase of the project and is the formal closure of the delivery component of
the project. It has two main outcomes:
● The handover of project outputs to the operational areas responsible for ongoing
support and maintenance (if applicable to the project); and
● The evaluation of the success of the project.
The evaluation of the project’s success is important part of the project. The actual project
outcomes and cost must be compared with the planned outcomes and determine whether
what was achieved by the project was worth the amount invested.
Project recommendations included in project evaluation report should include a
recommendation to close project.

4. Project Quality
Project quality is of the utmost importance. A Project Quality Management Plan is to be
developed for all projects and then included in the Project Management Plan.
The following objectives must be incorporated into all projects and customised according
to the specific project:
● Effective Project Delivery: To facilitate the delivery of the project on time and within
+/- 10% budget to be varied according to project requirements and with successful
achievement of the Project Objectives as defined in the project charter.
● Effective Project Management: To ensure that the project management methodology is
adhered to and all key processes involved in project management are undertaken
effectively for the project.
● Fit for Purpose Deliverables: Project deliverables are efficient, effective and meet the
requirements of all project team and stakeholder members.
● Customer Satisfaction: Major stakeholders are satisfied with the final project outcome.
Relevant project quality standards must be selected from Appendix A.

5. Project Communication
It is expected that the project team meet at least weekly depending on the size of the
project. A brief email summarising the outcomes of the meeting must be sent to senior
management.
Project Progress Reports and Project evaluation reports must also be sent to senior
management regarding project progress.
All project issues arising must be documented and dealt with in an Action plan.

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6. Project record keeping

A project folder is to be established for each project.
The overall folder should be the name of the project e.g., Human Resources Information
System Project and sub-folders should be created including folders for the business case,
project management plan, project reports, minutes and any other relevant folders.
All documents should include the author’s name, date and title of document.

7. Project change requests

All project changes are to be formally requested using a Project Change Request Form.
Project change requests involving amounts over $2,000 must be authorised by the CEO.
All other changes must be authorised by the Project Manager.
All Project Team members are to receive notice of all authorised changes.

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Project Budget Report

Budgeted expenses Actual expenses

Development of NatureCare $50,000 Development of NatureCare $50,000

Products website including Products website including
online store online store

Copywriting website content $2,000 Copywriting website content $5,500

with support from NatureCare with support from
Product team* NatureCare Product team*

Staff training, including $3,500 Staff training, including $5,250

provision of reference provision of reference
materials** materials**

Hosting and support (first $500 Hosting and support (first $500
year) year)

TOTAL $56,000.0 TOTAL $61,250.0

0 0

*Actual copywriting costs reflect NatureCare Products’ future decision to have the project
team assist with writing copy for all main website pages and develop templated text for
product descriptions.
**Actual staff training costs reflect NatureCare Products’ future decision to train extra
staff.

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Project Status Report

The following is a project status report.

Current progress
Staff training: Feedback from Sandy Paxton confirms that all current staff have received
training in the use and functionality of the website and online store. These staff members
have also been provided with a ‘ready reference’ document for future use.
Look and feel: positive feedback has been received throughout the project’s progression as
to the look and feel of the website and online store. The NatureCare Products branding has
been replicated and the client expectations of a light, uncluttered and easy-to-navigate
website and online store have been achieved. Key feedback from both customer service
and customers includes the need for a ‘recurring order’ option, as some people like to keep
stock of their favourite products, so they never run out.
Team feedback: there have been some concerns with one of the team members, who has
had some issues with taking on board feedback from the customer service team. This
person was spoken to and it appears issues have since been rectified.
Budget: the budget has been exceeded over the duration of the project. This was due to
NatureCare Products requesting some extra support. The extra money was approved for
release by the CEO, with confirmation from both the Financial Controller and Operations
Manager.
Schedule: the departure of Drake Stahl to another project led to slippage by approximately
one week. Sandy Paxton was delegated Drake’s training duties and took them on
enthusiastically. There was an unexpected delay of several days while Dale Ehrmantraut
attended to personal business that required time off from the project. It was agreed between
both Essential Software and NatureCare Products that there would be no penalisation for
this delay.

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Project Evaluation Report Template

Project: [Project Name]

Author: [Your name]

Current progress
Provide a brief outline of current progress.

Performance against outputs

Describe the actual performance of the project in relation to current outputs. Were all
planned outputs delivered? Has the quality of outputs met expectations?

Performance against schedule

Include the performance of the project against timeframes, using information gathered
during the task.

Performance against budget

Include the actual performance of the project against the project budget and make
comments regarding any variations.

Recommendations
Recommend to the client whether the project needs to be decommissioned, closed, or
continued. Recommend any appropriate actions that should be to prepare for closure.

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CONTENTS

Section 1: Evaluate project performance 38

Section 2: Action outstanding activities 42
Section 3: Finalise project 44

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Student name: Manish Karmacharya

Assessor:

Date: 27/07/2024

Business this assessment Nature Care Products

is based on:

ICT Project What is the project?

Description: ● The project entails putting in place an ICT system
What is the project? for Nature Care Products, which can comprise a
comprehensive software program for handling
What are the agreed supply chain management, sales, inventory, and
criteria by which customer interactions. The project's objectives are to
performance will be boost corporate expansion, increase data accuracy,
and optimize operational efficiency.
evaluated?
What are the agreed criteria by which performance will
be evaluated?

● System Functionality: All functional requirements,

including inventory management, sales processing,
and customer relationship management, must be
satisfied by the ICT system.

● Budget Adherence: The project needs to be

finished within the budget allotted.

● Schedule Adherence: The system needs to be put

into place by the predetermined deadline.

● User Acceptance: The system needs to satisfy end

users' needs and be easy to use.

● System Performance: The ICT system needs to

function as fast and reliably as possible, with little
downtime.
Project Documentation: What project documentation is available?

What project ● Project Plan: Outlines the scope, objectives,

documentation is timeline, and resources.
available?

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Which policies and ● Requirements Specification: Explains the ICT

procedures are system's functional and non-functional
available? requirements.

● Design Documents:Comprises user interface

designs, data models, and system architecture.

● Testing Reports: Outcomes of the testing stages to

make sure the system satisfies the specifications.

● Training Materials: Guides and resources for user

training on the new system.

Which policies and procedures are available?

● Project Management Policies: Rules for

controlling the scope, money, and schedule of a
project.

● Quality Assurance Procedures: Standards for

ensuring the system meets quality expectations.

● Data Protection Policies:protocols for maintaining

data security and guaranteeing adherence to privacy
laws.

● Change Management Procedures: Processes for

handling changes in project scope or requirements.
Project team members: Who are the team members of the project?

Who are the team ● Project Manager: Oversees the project, manages
members of the project? resources, and ensures deadlines are met.

What is their role?

● Business Analyst: guarantees that the project's
objectives are met by gathering, documenting, and
verifying the business needs.

● ICT System Developer: Designs and develops the

ICT system according to the specifications.

● Quality Assurance Tester: Tests the system to

identify and resolve defects.

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● Training Specialist: creates and provides end users

with training on the new system.

What is their role?

● Project Manager: Oversees the overall project

execution, handles inter team coordination, and
interacts with stakeholders.

● Business Analyst: makes sure the system satisfies

business requirements and collects user input.

● ICT System Developer: Builds and customizes the

system based on requirements.

● Quality Assurance Tester:Extensive testing is used

to validate system performance and functionality.

● Training Specialist: Guarantees that people are

capable of using the new system and is ready for it.
Project stakeholders: Who are the project stakeholders?

Who are the project ● Internal Stakeholders: Comprises system end

stakeholders? users, department heads, and business executives.

How are they related to

the project? ● External Stakeholders: May include of advisors,
software providers, and perhaps even customers if
Identify the governing their input is important.
authority.
How are they related to the project?

● Internal Stakeholders: Directly affected by the

new system and actively involved in its
implementation and use.

● External Stakeholders: Give the project the

assistance, resources, or equipment it needs.

Identify the governing authority.

● The senior management group or a project steering

committee is probably the governing body in charge
of directing the project, authorizing significant
choices, and guaranteeing that it is in line with
corporate objectives.

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Section 1: Evaluate project performance

Organisational What are the organisational requirements for collecting

performance metrics?
requirements
What are the ● Consistency:Performance measurements need to be
gathered regularly based on predetermined standards
organisational
and timeframes.
requirements for
collecting
performance metrics? ● Accuracy: Data must be precise and accurately depict
the project's performance.
What are the
organisational ● Timeliness: It is imperative to immediately gather and
requirements for report metrics in order to facilitate prompt
documenting project decision-making.
results?
● Compliance: Metrics collection must comply with
What are the organizational standards and regulations.
organisational
What are the organisational requirements for documenting
requirements for
project results?
lodging project
documentation? ● Detail and Clarity: To guarantee thorough
comprehension, results must be documented in a clear
Attach proof of the
and complete manner.
policies and
procedures (including
the notes you made ● Standardization: For consistency, documentation
on them) to this should adhere to organizational formats and standards.
section of the
● Accessibility: Findings have to be kept in a way that
portfolio. makes them available to authorized staff members.

● Auditability: Documentation must be detailed enough

to support audits and reviews.

What are the organisational requirements for lodging

project documentation?

● Formal Submission: Formal submission of

documentation must occur via approved channels (e.g.,
email, project management systems).

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● Security: To avoid unwanted access, documentation

needs to be stored securely.

● Records Management: Records management policies

within the organization must be followed when
archiving documentation.
Documents Analyse numerical information to determine performance
metrics:
Analyse numerical
information to ● Budget Performance: Check the budget against the
actual spending. The project is under budget, for
determine
instance, if the actual cost was $95,000 and the budget
performance metrics was $100,000.
Are there any issues
that need to be
● Output Performance: Determine whether the ICT
addressed? system satisfies all functional needs. The system is
Attach proof of the underperforming if it can only process 800 transactions
daily when 1,000 were supposed to be processed.
documents (including
the notes you made ● Schedule Performance:Examine the project schedule
on them) to this in relation to the timeline. There was a delay if the
section of the project was supposed to be finished in six months but
portfolio. took seven.

Are there any issues that need to be addressed?

● Budget Overruns: An investigation is required if there

are differences between the budgeted amount and the
actual expenditures.

● System Performance Issues: It is necessary to close

any performance gaps in the ICT system.

● Timeline Delays: Delays in project completion need to

be analyzed for their impact.

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Stakeholder Who did you meet with?

debriefing ● Stakeholders: Project team members, department
Insert a screenshot of heads, and end-users.
how you arranged the
What feedback did you receive regarding the performance
stakeholder meeting of individual team members?
(or attach proof to
this section of the ● Positive Feedback: members of the team who
portfolio). successfully completed their tasks.

Who did you meet

with? ● Areas for Improvement: team members who have
trouble meeting quality standards or deadlines.
What feedback did
you receive regarding What additional information did the stakeholders provide?
the performance of
individual team ● User Feedback:Views on the functionality and
usability of the system.
members?
What additional
information did the ● Performance Data: More information about system
problems and performance.
stakeholders provide?
What is the impact of What is the impact of the additional information on the
the additional project closure?
information on the
● System Improvements: More details might need to be
project closure? added, changed, or improved before closing.
If not already viewed
in person by your
● Final Adjustments: Final revisions may be necessary
assessor, attach proof in response to any critical input in order to guarantee
of the meeting to this efficacy and total satisfaction.
section of your
portfolio.

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Analyse issues What issues are outstanding or still need to be addressed?

What issues are ● System Performance Issues: any persistent problems

outstanding or still with the functionality of the ICT system.
need to be addresses?
What are the root ● Budget Overruns: Unresolved financial discrepancies.
causes of the issues?
What are the root causes of the issues?
Show how you
determined the root ● Root Cause Analysis:To identify the root reasons,
causes (e.g., root apply methods such as the Fishbone Diagram or the
Five Whys. For instance, if the system is running
cause analysis).
slowly, it could be the result of insufficient hardware or
What action should ineffective coding.
be taken to address
What action should be taken to address the issues?
the issues?
● System Tuning: Put improvements or remedies in place
for system performance problems.

● Budget Review: Adjust financial controls and spending

practices to prevent overruns in future projects.
Document Performance against budget:
performance results ● Result: The project was completed under budget by
Include: $5,000.

● Performance Performance against outputs:

against budget
● Result: The ICT system meets 90% of functional
● Performance requirements.
against outputs
Performance against schedule:
● Performance
against schedule ● Result: The project was delayed by one month.
● Should the
Should the project be continued, decommissioned, or
project be
closed?
continued,
decommissioned, ● Recommendation:The project ought to be concluded
or closed? with suggestions for resolving problems with
performance and carrying out any last-minute
● What is the enhancements.
impact of
continuing,

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decommissioning What is the impact of continuing, decommissioning, or

or closing? closing?

● What ● Continuing: May involve additional costs and delays.

recommendations
can be made to
the governing ● Decommissioning: makes sure resources are available
for other projects, although it might also need more
authorities to fixes.
facilitate project
closure? ● Closing: enables the project's completion and the
reallocation of its resources.

What recommendations can be made to the governing

authorities to facilitate project closure?

● Final Audit: To make sure all deliverables are fulfilled,

do a final audit.

● User Training: If more training is required to guarantee

a seamless transfer, give it.

● Post-Implementation Review:Suggest a review to

evaluate the improvements and lessons learnt for
upcoming initiatives.

Lodge performance How did you lodge the documented performance?

results ● Formal Submission:Send stakeholders an email with
How did you lodge the performance report, and store it in the project's
folder on the company's document management system.
the documented
performance (e.g.,
email report to ● Report Access: Ensure the report is accessible to all
stakeholders, save the relevant parties and properly archived for future
report in the project’s reference.
folder etc.)?
Attach your
documented results
(according to your
organisation’s
requirements) to this
section of the
portfolio.

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Insert a screen shot

(or attach proof to
this section of your
portfolio) of how you
lodged the
documentation.

Attach: Documents you read ☐

Organisational policies and procedures ☐

Proof of how you organised the stakeholder ☐

meeting (if relevant)

Stakeholder meeting (if relevant) ☐

Documented results ☐

Proof of how you lodged the documents ☐

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Section 2: Action outstanding activities

Project team Who did you meet with?

debriefing ● Meetings Held: I met with the project team members,
Insert a screenshot of including the project manager, lead developers, quality
assurance team, and end-users.
how you arranged the
stakeholder meeting Summarise the team’s response or reason for the issues
(or attach proof to identified in the performance results/stakeholder meeting:
this section of the
portfolio). ● Performance Issues:The group determined that a
number of factors, such as inadequate hardware
Who did you meet capacity, unforeseen software defects, and a mismatch
with? between user expectations and system specifications,
were responsible for performance problems.
Summarise the team’s
response or reason
for the issues ● Budget Overruns:A few team members blamed
identified in the unanticipated technical difficulties and extra
expenditures for hardware upgrades for the budget
performance
overruns.
results/stakeholder
meeting What still needs to be done?
What still needs to be
● System Improvements: Complete the fixes for the
done? performance problems and software faults you found.
What subtle problem
was encountered and
● Budget Adjustments: Examine and deal with budget
discussed? overruns to avoid similar problems hereafter.
How did you address .
● Documentation: Make sure all project deliverables are
the problem?
fulfilled and finish any outstanding project
If not already viewed documentation.
in person by your
What subtle problem was encountered and discussed?
assessor, attach proof
of the meeting to this ● Integration Issues: The integration of new features
section of your with pre-existing systems presented a subtle issue that
portfolio. resulted in unanticipated delays and performance
reduction.

How did you address the problem?

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● Solution Implemented: We found compatibility

problems, started a targeted assessment of the
integration procedure, and applied the required fixes. In
order to facilitate the seamless integration of upcoming
developments, we have also improved communication
amongst development teams.
Project Action Plan
Project name:
Nature Care Products ICT System Enhancement
Completion date:
July 31, 2024
Actions:

Description of Actions required When Who Completed?

issue

Software Bugs Fix identified July 05, Develop No

and Performance software bugs and 2024 ment
Issues optimize system Team
performance.

Budget Overruns Review and adjust July 10, Finance No

budget allocations to 2024 Team
cover overruns.

Integration Resolve integration July 07, Integratio No

Challenges issues and test 2024 n Team
compatibility
thoroughly.

Documentation Finalize project July 15, Documen No

and Reporting documentation and 2024 tation
compile performance Team
reports.

User Training Provide additional July 13, Training No

and Support training for end-users 2024 Team
on system changes.

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Post-Implementa Conduct a review July 16, Project No

tion Review meeting to evaluate 2024 Manager
project outcomes and
lessons learned.

Attach: Proof of how you organised the team meeting (if

☐
relevant)

Team meeting (if relevant) ☐

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Section 3: Finalise project

Assume that your action plan has been approved and a suitable period has passed for the
actions to be completed.

Follow up on action Email 1: Confirmation of Software Bugs Fixes

plan
Insert a screenshot of Subject: Confirmation of Completion: Software Bugs Fixes
your draft emails to
confirm completion
of outstanding Dear Development Team,
activities (or attach
proof to this section
of the portfolio). I'm writing to confirm that every software problem and
performance issue that was found has been properly fixed. To
guarantee peak performance, the system has undergone
extensive testing.

Thank you for your prompt and efficient work on this.

Best regards,
Manish
Nature Care Products

Email 2: Budget Adjustments Completion

Subject: Confirmation of Budget Adjustments

Dear Finance Team,

I'm happy to confirm that the budget changes made to account

for the overruns have been finished. The system has been
updated and the amended budget has been authorized.

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Thank you for your attention to this matter.

Best regards,
Manish
Nature Care Products

Email 3: Integration Challenges Resolution

Subject: Confirmation of Integration Issues Resolution

Dear Integration Team,

I'm writing to verify that every integration difficulty has been

overcome and that every system compatibility issue has been
taken care of. The upgraded functionalities have undergone
satisfactory testing and integration.

Thank you for your hard work and dedication.

Best regards,
Manish
Nature Care Products

Email 4: Documentation and Reporting

Subject: Confirmation of Documentation and Reporting

Dear Documentation Team,

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This is to verify that all performance reports and project

paperwork have been completed, approved, and submitted. For
your records, kindly review the documents that are attached.

Thank you for ensuring thorough and accurate documentation.

Best regards,
Manish
Nature Care Products

Email 5: User Training Completion

Subject: Confirmation of User Training Completion

Dear Training Team,

I'm writing to verify that, as of [Date], all user training sessions

have been finished. Participants have given positive feedback
and are now proficient with the new system modifications.

Thank you for your excellent training support.

Best regards,
Manish
Nature Care Products

Email 6: Post-Implementation Review

Subject: Confirmation of Post-Implementation Review

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Dear Project Team,

It gives me great pleasure to let you know that the

post-implementation review meeting has taken place. We've
talked about the project's results and found some important
takeaways.

Thank you for your contributions throughout this project.

Best regards,
Manish
Nature Care Products

Assume that all actions have been completed.

Project handover The project is prepared for decommissioning, yes. Every

Is the project ready to activity included in the action plan—such as fixing software
be decommissioned problems, modifying the spending plan, overcoming integration
or closed? obstacles, completing paperwork, and offering user
training—has been successfully finished. The project has
Insert screen shot of achieved its goals, and the system is operating as planned,
your draft email to according to a post-implementation study.
relevant stakeholders
(or attach as proof to
this section of the
portfolio)

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Survey It is attached to this section.

Attach proof of the
survey to this section
of the portfolio.

Email Email: Project Closure Notification

Insert screen shot of
your draft email to Subject: Project Closure Notification - Nature Care Products
relevant project team ICT System Enhancement
members (or attach
as proof to this
section of the Dear Team,
portfolio)

With great pleasure, I announce the official closure of the

Nature Care Products ICT System Enhancement project. After
completing all unfinished tasks, the system is now fully
functional.

I want to sincerely thank each and every one of you for your
efforts and commitment during this project. Our project's
objectives have been met in large part thanks to your efforts.

Please get in touch if you need more information or if you have

any last remarks.

Thank you once again for your contributions.

Best regards,

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Manish
Nature Care Products

Attach: Email to confirm completion of actions (if

☐
relevant)

Email to handover the project (if relevant) ☐

Survey ☐

Email to thank project team (if relevant) ☐

Attachment:

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