UCT APM M1 U3 Ongoing Project

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DeMODULE 1 UNIT 3
Ongoing Project (part 1)

Learning outcome:
LO6: Produce a proposal for the ongoing project you will use over the remainder of the
course.
Name:
1. Instructions and guidelines (Read carefully)
Instructions
1. Insert your name and surname in the space provided above, as well as in the file name.
Save the file as: First name Surname M1 U3 1.9 Ongoing Project – e.g. Lilly Smith M1
U3 1.9 Ongoing Project. NB! Please ensure that you use the name that appears in your
student profile on the Online Campus.
2. Write all your answers in this document. There is an instruction that says, “Start writing
here” under each question. Please type your answer there.
3. Submit your assignment in Microsoft Word only. No other file types will be accepted.
4. Do not delete the plagiarism declaration or the assignment instructions and

guidelines. They must remain in your assignment when you submit. Do not remove or
alter the template headers and footers.
PLEASE NOTE: Plagiarism cases will be investigated in line with the Terms and Conditions
for Students.
IMPORTANT NOTICE: Please ensure that you have checked your course calendar for the due
date for this assignment.
Guidelines
1. There are 18 pages and 2 questions in this assignment.
2. Make sure that you have carefully read and fully understood the questions before
answering them. Answer the questions fully but concisely and as directly as possible.
Follow all specific instructions for individual questions (e. g. “list”, “in point form”).
3. Answer all questions in your own words. Do not copy any text from the notes, readings
or other sources. The assignment must be your own work only.
Plagiarism declaration:
1. I know that plagiarism is wrong. Plagiarism is to use another’s work and pretend
that it is one’s own.
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2. This assignment is my own work.
3. I have not allowed, and will not allow, anyone to copy my work with the intention of
passing it off as his or her own work.
4. I acknowledge that copying someone else’s assignment (or part of it) is wrong, and
declare that my assignments are my own work.
2. Mark allocation
Each question receives a mark allocation. However, you will only receive a final percentage
mark and will not be given individual marks for each question. The mark allocation is there
to show you the weighting and length of each question.
Question 1: Document control 5
Question 2: Project selection 25
TOTAL 30
3. Questions
Question 1
A key skill set of a competent project manager is librarianship. This translates to specific
competences like the appropriate management of the project repository (access control,
folder taxonomy, version control, file naming, template management, etc.) and adhering to
and improving the document management systems in use by the project. In fact, this is a
foundation skill required at project administrator or entry level and applies to all
professionals in the PM domain.
This section of the submission refers to how you comply with the outlined ongoing project
instructions. There is no space for you to provide an answer because your “answer” is your
compliance with these instructions. For example, file naming, where and how your name
appears in the file, using the submission as is, and so forth.
Question 2
For this section, you will be required to propose the project that you would like to use for
the remainder of your ongoing project submissions in this course. Your proposal will be
presented within the 12-point table/template – see below (3 tables/templates in the event
that you wish to submit more than one project proposal), so that the Head Tutor can assess
its suitability for the ongoing project plan submissions.
In Module 4, where you will submit the next instalment of your ongoing project, you will be
asked to complete a project charter. In the remaining four ongoing project submissions after

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Page 3 of 19
that, you will be required to complete various sections of a full project plan (project
management plan). Hence Module 6, 8, 10, and 12’s submissions are iterative, so that when
you complete your Module 12 ongoing project submission, you should have a
comprehensive project plan (project management plan) for your chosen project.
One of the challenges with this course and in setting this ongoing project is that
organisations sometimes use different names for PM documents, or even worse, use the
same names, but with different definitions. If your organisation uses different terminology
for documents such as the project charter or project plan (project management plan), keep
this in mind as you work through your ongoing project.
Propose one (or up to three projects), any one of which you would like to use for the
remainder of your ongoing project.
Note:
If you propose more than one project, ensure that they are clearly separated so that the
Head Tutor can easily review your different proposals. Present your project choices in the
order of your preference.
Feedback and assessment will be on your proposed project or, if you’ve proposed multiple
projects, only the project the Head Tutor nominates. You must use this nominated project
for all remaining ongoing project submissions in this course. Bonus marks may be awarded
for effort, writing style, clarity, and detail that fit within the answer limits specified in this
assignment.
If the Head Tutor nominates none of your proposed projects, you will be asked in the Head
Tutor’s feedback to propose a new project or to add more detail to the project you’ve
proposed. This will entail re-submitting your assignment, which will be handled via email
with your Success Manager.
To help you select a project for the course, take some time to research what is typically
included in a project charter and a project plan (project management plan).
Guidelines for selection of suitable projects:
 As projects vary in size and complexity between industries, there cannot

realistically be prescribed “one size fits all” parameters like budget, duration, or
team size.
 As a rough guide, a suitable project might be one that runs over a few months to a
year, could have a team of three or more people and a budget of a few hundred
thousand to a few million rand.
 The closer you are to the role of project manager and the nearer you are in time
to the project’s planning, the better. Your proposed project(s) can be a project you

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are working on currently in your organisation (preferably as a project manager,
project administrator or project team member), or a project that you completed
within the recent past (up to ten years).
 You should have access to all (ideal) or at least some of the project’s
documentation/information. Limited or no access to documentation/information
pertaining to the project proposal that you have submitted will likely create some
degree of difficulty in relation to answering future assignment questions (Module
4, 6, 8, 10 and 12 Ongoing project plans), as theory without application will score
poorly. The type of project documentation/information you need access to would
typically be the business case, project feasibility, project charter, statement/scope
of works, scope management plan, stakeholder management plan, risk
management plan, communication management plan, project budget, and the
project schedule (task-time related).
 You are free to propose projects from any domain, i.e., not limited to your
professional field.
 To alleviate any concerns regarding the confidentiality of your answers being

based on real life and potentially sensitive information, be aware that
GetSmarter’s confidentiality policies are strictly applied. Only people who are
directly involved in assessing your ongoing project will be allowed access to your
submissions. These people are usually the Head Tutor, Success Manager, and
UCT’s Course Convenor. You may also change the names of people, organisations,
and use slightly altered data, but be forewarned that you will need to “maintain
the alteration” throughout your ongoing project submissions.
Following the guidelines for project selection, listed above, answer these questions as briefly
as possible to give your reasons for selecting this particular project or projects. (Do not
change the answer prompts; only write your answer to each prompt in the space provided.)
Project 1
1. Client name: Direcetorate of Health, Philipunes
Project name: Philippine Immunization programme
[Note: ‘Client’ refers to the entity whose

need or opportunity is expected to be
realised by the project, with whom the
project deliverable/s will be exchanged
for the payment of completing the
project.]
(Max. 4 lines)

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2. Project start date (planned or actual): January 2023
[Note: State the month and the year.]
(Max. 1 line)
3. Project closure date (planned or actual): January 2028
(Max. 1 line)
4. Maximum size of core project team 10

(number of people):
(Max. 2 lines)
5. Total project budget: 25 million dollars
(Max. 2 lines)
6. Your project-related role: Project Manager
[Note: Provide a brief description of I am a project manager appointed by

your project role, the name of the UNICEF, the main sponsor of the
organisation you represent and your restructuring of the Philipino
stakeholder title e.g., project sponsor, Immunisation programme.I would
project manager, prime contractor, work closely with a team lead from the
consultant.] Philipino Dorectorate of Health in
achieving project deliverables.
(Max. 8 lines)
7. Your duration on the project as a 100%

percentage of the project’s life (e.g., if
you were on the project for two months
out of the project’s life of eight months,
answer “25%”):
(Max. 1 line)
8. Your current access to project I have access to full project documents

documentation/information (none, full, including but not limitedto business
or adequate): case, budget and schedule.
[Note: If ‘full’ or ‘adequate’, then

indicate the documentation/information
you have access to, e.g., business case,

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statement of work document (SOW),
charter, budget, schedule, risk plan.]
(Max. 4 lines)
Note:
You are not required to present a detailed business case, but simply a brief summary or
background of the project so its suitability for this course can be assessed.
9. A précis of the business case and This project focuses on the restructuring of
business opportunity or problem the Philippine Immunization Program. The
or need that inspired the project. current state of the program is bedeviled with
Include the business level challenges of supply chain and human
objective/s (see example below): resources. The program currently runs on a
government centered vaccine delivery model
Tip: Make sure you provide clear in a relatively less mature health systems and
details of the context of the this mostly results in failure in local sourcing
project, including who the project of vaccines, lack of foresight in needs
is for (the client), whether the PM assessment and deployment strategies.
role is internal to the organisation Recent attempts to resuscitate the 40-year-
or external, who is funding the old of the program have not yielded any
project, the project deliverable/s tangible results in strengthening the non-
and the client’s strategic vaccine components of the program with
objective/s associated with the regards to technical staff. Other challenges
project deliverable/s. Outline include limited financing opportunities for
what the client’s business is about distribution networks and procurement
(which industry the business challenges.
operates in and the nature of the
business). If you represent a The absence of succession planning has also
prime contractor/solution led to extreme institutional memory loss and
provider/service provider, then lack of continuity. The combination of all of
also describe the nature of that these factors have led to a perennial crisis of
business and its strategic low coverage in immunization and stock out
objective associated with the in a number of instances.
project.
The business level proposition is to establish
Example: an improvement scheme to redefine the
vaccine procurement and deployment system
Business level objective: in a way that ensures adequate
decentralization of the government's entered
The strategic objective is to administration and sourcing of the vaccines.
implement a functional vehicle The contracting party for this project is the
testing facility at Senna Motor Philippino Directorate of Health with UNICEF

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Group Namibia by the end of as a sponsor of the project. The proposed
2017, with the aim of increasing plan of improvements would target for
vehicle testing related revenue by specific streams of work which include
R50 million by the end of 2018 as investments strategy human resource and
well as achieving quality coverage. I am acting as a project manager
improvements resulting in the appointed by UNICEF
reduction of functional system
faults from 50/1000 to 10/1000.
(Max. 30 lines)
10. Project level objectives, e.g., The project level objectives are:
deliverables, budget (cost),
schedule (deadline):  To augment human resource capacity
by recruiting new staff. This is
Example: essential for easing the current
pressure on the limited staff
Project level objective: available.
To successfully implement a This would include 3 drivers, each on

Vehicle Functional Testing system an annual salary of 4800 dollars,
for Namibia Motors as an totaling 14400 dollars per annum.in
addition to the current portfolio, addition, four workers in cold
by the 31st of December 2017 storages and 10 nurses would be
using a trial test vehicle from our recruited at an annual turnover of
primary client within the project 38400 dollars and 120 000 dollars
budget of R 1, 200 000, the respectively.15 supervisors would
project start date Feb’ 2017. also be recruited at 720000 dollars
per annum. The total annual
This will be achieved by: expenditure on new recruitments is
 Installing a Senna group estimated at 24480 dollars.
standard vehicle assistance
system calibration facility, the
3rd quarter of 2017 within a  The strategic implementation phase
budget allocation of R600 would include other procurements
000. related to logistics, supply chains and
deployment.
 Training 2 engineers at the This would include the procurement
primary client (Senna Motors, of 10 new vehicles, fridges, name
Brazil) to gain the required tags, uniforms and other
engineering knowledge & administrative investments.
competencies to test the
systems, within the 1st  A procurement of an electronic
quarter of 2017 and monitoring of vaccine inventory in all

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thereafter training the of the health facilities. This would
remaining engineers locally allow for electronic monitoring of
by the end of May 2017 vaccine inventory in any of the
within a training budget of R partner health institutions in order to
500 000. keep a nationwide data surveillance
on stock levels to avoid shortages.
 Attaining accreditation as a  A procurement of 10 million vaccines
testing facility from our through UNICEF partner institutions
primary client at the end of at 5 million dollars for the next five
the 3-month trial test by years with the focus of achieving a 95
means of an inspection percent immunization rate by January
conducted by the external 2028.
stakeholder, project sponsor
& project manager and based
on testing acceptance criteria.
(Max. 35 lines)
11. Project size – large, medium or This is a large project.

small.
Project stakeholders – list the

primary internal and external The primary stakeholders are the Philipino
s/holders. government through the Directorate of Heath
and UNICEF.
Project challenges – describe the
primary challenges associated Possible challenges include difficulties in
with the project. transition management and technical
challenges with restructuring already existing
Project risks – describe the supply chains.
primary risks associated with the
project. The has been adequate measures instituted in
the preliminary drafting of project guidelines
(Max. 26 lines) to ensure adequate commitment of all
http://www.sebastianmarshall.com/risks- stakeholders in addressing challenges. Firstly,
vs-challenges a possible change of government could likely
frustrate the progress of the program if
adequate political will and commitment is not
exercised by new political regimes. The
project also faces a risk of corruption given
the involvement of some politically exposed
individuals in the management of funds. In
view of this UNICEF as the main sponsor of
the program has taken initial measures to
ensure transparency and adequate
accountability. Some of these measures

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include appointing me as an external person
by UNICEF to access the program manager as
opposed to politically exposed individuals
appointed by the directorate of health.
12. Current status of the project, e.g., The project is currently in the design phase.
“not yet started”, “concept/idea
phase”, “initiation phase”,
“design/development phase”,
“implementation/execution
phase”, “close phase”,
“completed”.
(Max. 3 lines)
Project 2 (optional)
1. Client name:
Project name:

project.]
(Max. 4 lines)
2. Start date (planned or actual):
(Max. 1 line)
3. Project closure date (planned or actual):

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(Max. 1 line)
4. Maximum size of core project team

(number of people):
(Max. 2 lines)
5. Total project budget:
(Max. 2 lines)
6. Your project-related role:
[Note: Provide a brief description of

your project role, the name of the
organisation you represent and your
stakeholder title e.g., project sponsor,
project manager, prime contractor,
consultant.]
(Max. 8 lines)
7. Your duration on the project as

answer “25%”):
(Max. 1 line)
8. Your current access to project

documentation/information (none, full,
or adequate):

(Max. 4 lines)
Note:

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9. A précis of the business case and

business opportunity or problem
or need that inspired the project.
Include the business level
objective/s (see example below):
Tip: Make sure you provide clear

details of the context of the
project, including who the project
is for (the client), whether the PM
role is internal to the organisation
or external, who is funding the
project, the project deliverable/s
and the client’s strategic
objective/s associated with the
project deliverable/s. Outline
what the client’s business is about
(which industry the business
business). If you represent a
prime contractor/solution
provider/service provider, then
also describe the nature of that
business and its strategic
objective associated with the
project.
Example:
Business level objective:
The strategic objective is to

implement a functional vehicle
testing facility at Senna Motor
Group Namibia by the end of
2017, with the aim of increasing
vehicle testing related revenue by
R50 million by the end of 2018 as
well as achieving quality
improvements resulting in the
faults from 50/1000 to 10/1000.

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(Max. 30 lines)
10. Project level objectives, e.g.,

schedule (deadline):
Example:
Project level objective:
To successfully implement a
Vehicle Functional Testing system
for Namibia Motors as an
addition to the current portfolio,
by the 31st of December 2017
using a trial test vehicle from our
primary client within the project
budget of R 1, 200 000, the
project start date Feb’ 2017.
This will be achieved by:

 Installing a Senna group
system calibration facility, the
3rd quarter of 2017 within a
budget allocation of R600
000.
 Training 2 engineers at the

primary client (Senna Motors,
Brazil) to gain the required
engineering knowledge &
systems, within the 1st
quarter of 2017 and
thereafter training the
remaining engineers locally
by the end of May 2017
within a training budget of R
500 000.
 Attaining accreditation as a
testing facility from our
primary client at the end of
the 3-month trial test by
means of an inspection

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conducted by the external
stakeholder, project sponsor
& project manager and based
on testing acceptance criteria.
(Max. 35 lines)
11. Project size – large, medium or

small.

primary internal and external
s/holders.

primary challenges associated
with the project.
Project risks – describe the

project.
(Max. 26 lines)
http://www.sebastianmarshall.com/risks-
vs-challenges
12. Current status of the project, e.g.,

“completed”.
(Max. 3 lines)
Project 3 (optional)
1. Client name:

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Project name:

project.]
(Max. 4 lines)
2. Start date (planned or actual):
(Max. 1 line)
3. Project closure date (planned or actual):
(Max. 1 line)
4. Maximum size of core project team

(number of people):
(Max. 2 lines)
5. Total project budget:
(Max. 2 lines)
6. Your project-related role:
[Note: Provide a brief description of

your project role, the name of the
organisation you represent and your
stakeholder title e.g., project sponsor,
project manager, prime contractor,
consultant.]
(Max. 8 lines)
7. Your duration on the project as


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answer “25%”):
(Max. 1 line)
8. Your current access to project

documentation/information (none, full,
or adequate):

(Max. 4 lines)
Note:
9. A précis of the business case and

business opportunity or problem
or need that inspired the project.
Include the business level
objective/s (see example below):
Tip: Make sure you provide clear

details of the context of the
project, including who the project
is for (the client), whether the PM
role is internal to the organisation
or external, who is funding the
project, the project deliverable/s
and the client’s strategic
objective/s associated with the
project deliverable/s. Outline
what the client’s business is about
(which industry the business
business). If you represent a
prime contractor/solution
provider/service provider, then
also describe the nature of that

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business and its strategic
objective associated with the
project.
Example:
Business level objective:
The strategic objective is to

implement a functional vehicle
testing facility at Senna Motor
Group Namibia by the end of
2017, with the aim of increasing
vehicle testing related revenue by
R50 million by the end of 2018 as
well as achieving quality
improvements resulting in the
faults from 50/1000 to 10/1000.
(Max. 30 lines)
10. Project level objectives, e.g.,

schedule (deadline):
Example:
Project level objective:
To successfully implement a
Vehicle Functional Testing system
for Namibia Motors as an
addition to the current portfolio,
by the 31st of December 2017
using a trial test vehicle from our
primary client within the project
budget of R 1, 200 000, the
project start date Feb’ 2017.
This will be achieved by:

 Installing a Senna group
system calibration facility, in
the 3rd quarter of 2017
within a budget allocation of

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R600 000.
 Training 2 engineers at the

primary client (Senna Motors,
Brazil) to gain the required
engineering knowledge &
systems, within the 1st
quarter of 2017 and
thereafter training the
remaining engineers locally
by the end of May 2017
within a training budget of R
500 000.
 Attaining accreditation as a
testing facility from our
primary client at the end of
the 3-month trial test using
an inspection conducted by
the external stakeholder,
project sponsor & project
manager and based on testing
acceptance criteria.
(Max. 35 lines)
11. Project size – large, medium or

small.

primary internal and external
s/holders.

primary challenges associated
with the project.
Project risks – describe the

project.
(Max. 26 lines)
http://www.sebastianmarshall.com/risks-
vs-challenges

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12. Current status of the project, e.g.,
“completed”.
(Max. 3 lines)

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Ongoing Project (part 1)

4. Do not delete the plagiarism declaration or the assignment instructions and

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Tel: +27 21 447 7565 | Fax: +27 21 447 8344

Question 1: Document control 5

Question 2: Project selection 25

© 2021 UCT / GetSmarter

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Guidelines for selection of suitable projects:

 As projects vary in size and complexity between industries, there cannot

© 2021 UCT / GetSmarter

Tel: +27 21 447 7565 | Fax: +27 21 447 8344

 To alleviate any concerns regarding the confidentiality of your answers being

1. Client name: Direcetorate of Health, Philipunes

Project name: Philippine Immunization programme

[Note: ‘Client’ refers to the entity whose

© 2021 UCT / GetSmarter

Tel: +27 21 447 7565 | Fax: +27 21 447 8344

[Note: State the month and the year.]

3. Project closure date (planned or actual): January 2028

[Note: State the month and the year.]

4. Maximum size of core project team 10

5. Total project budget: 25 million dollars

6. Your project-related role: Project Manager

[Note: Provide a brief description of I am a project manager appointed by

7. Your duration on the project as a 100%

8. Your current access to project I have access to full project documents

[Note: If ‘full’ or ‘adequate’, then

© 2021 UCT / GetSmarter

Tel: +27 21 447 7565 | Fax: +27 21 447 8344

© 2021 UCT / GetSmarter

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To successfully implement a This would include 3 drivers, each on

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11. Project size – large, medium or This is a large project.

Project stakeholders – list the

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[Note: ‘Client’ refers to the entity whose

2. Start date (planned or actual):

[Note: State the month and the year.]

3. Project closure date (planned or actual):

[Note: State the month and the year.]

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4. Maximum size of core project team

5. Total project budget:

6. Your project-related role:

[Note: Provide a brief description of

7. Your duration on the project as

8. Your current access to project

[Note: If ‘full’ or ‘adequate’, then

© 2021 UCT / GetSmarter

Tel: +27 21 447 7565 | Fax: +27 21 447 8344

9. A précis of the business case and

Tip: Make sure you provide clear

Business level objective:

The strategic objective is to

© 2021 UCT / GetSmarter

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10. Project level objectives, e.g.,