Assessment

Task 2
Support program execution
Enable program
execution
BSBPMG630
Implement program
governance
BSBPMG635
Manage benefits
BSBPMG636
 Student Declaration
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the task is all my own work and
I have not cheated or plagiarised the work or colluded with any other student(s)
◻ I understand that if I am found to have plagiarised, cheated or colluded, action will be taken
against me according to the process explained to me
◻ I have correctly referenced all resources and reference texts throughout these assessment
tasks.
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment

Unit Title
Unit Code
Student
name
Student ID
number
Student Date
signature

Task Number

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 ------OFFICE USE ONLY-----
For Trainer and Assessor to complete:

◻ Student requested reasonable adjustment for the assessment

Marking Sheet Comments

N
Y

DNS
Completed successfully
The student has satisfactorily completed ☐ ☐ ☐
and submitted the following:

 Future state report in Task 2.1A

 Business Case in Task 2.1B
 Reflection in Task 2.1C
 Program Charter in Task 2.2A
 Program Benefits Register (if
submitted in separate file) in Task
2.2A
 Program Schedule (if submitted in
separate file) in Task 2.2A
 Program specific policy (if submitted
in separate file) in Task 2.2A
 Agreed changes to Program Charter in
Task 2.2B
 Observation checklist in Task 2.2B
The student collaborated with the ☐ ☐ ☐
relevant stakeholders and consulted with
the Program Sponsor to develop the
future state report and the business case:

 Involved stakeholders to participate

actively in providing feedback and
inputs
 Listened actively
 Used questioning to ensure
understanding and gather feedback
 Negotiated effectively to reach an
agreement on the desired future state
and the business case
 Worked in a professional manner,
respecting the opinion of others
 Provided key information when
required
 The future state report and the

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 Y

DNS
Marking Sheet Comments

N
Completed successfully
business case are approved.

Feedback in Comments.
The student collaborated with the ☐ ☐ ☐
relevant stakeholders and consulted with
the Program Sponsor to develop the
Program Charter:

 Involved stakeholders to participate

actively in providing feedback and
inputs
 Listened actively
 Used questioning to ensure
understanding and gather feedback
 Negotiated effectively to reach an
agreement on content of the Program
Charter
 Worked in a professional manner,
respecting the opinion of others
 Provided key information when
required

Feedback in Comments.
Demonstrated ability to: ☐ ☐ ☐
 Define and agree on description of the
desired future state with pertinent
stakeholders
 Identify and explore with relevant
stakeholders gaps between current
state and desired future state
 Identify and evaluate internal and
external factors and issues likely to
cause changes to the desired future
state
 Agree on desired future state and
confirm alignment with expected
benefits
 Communicate with relevant
stakeholders changes required to
transition from current state to future
state and agree approach

This is evidenced by:

 Future state report in Task 2.1A
 Reflection in Task 2.1C
Demonstrated ability to: ☐ ☐ ☐
 Identify program procurements,

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DNS
Marking Sheet Comments

N
Completed successfully
scope, timeline, budget, client
expectations and organisational goals
 Communicate with relevant
stakeholders changes required to
transition from current state to future
state and agree approach
 Prepare and seek approval from
relevant stakeholders on business
case for desired future state and
program execution approach
 Identify and develop program
management structure

 Analyse benefits and their alignment

to organisational objectives
 Define and communicate expected
short- and long-term benefits and
trade-offs with key stakeholders

This is evidenced by:

 Business Case in Task 2.1B
 Reflection in Task 2.1C
Demonstrated ability to: ☐ ☐ ☐
 Identify program execution approach
 Identify, monitor and evaluate internal
and external factors and issues likely
to cause changes to program
execution approach
 Prepare and seek approval from
relevant stakeholders on business
case for desired future state and
program execution approach
 Identify and develop program
management structure

 Identify and create policies,

processes, and procedures for
supporting management of program
 Develop a knowledge management
system to capture progress, insights,
experiences and learnings
 Assess project and program
performance against respective plans
 Monitor and evaluate internal and
external program contexts for
circumstances that may require
changes to the expected benefits
 Define and confirm benefit

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 Y

DNS
Marking Sheet Comments

N
Completed successfully
dependencies with key stakeholders
 Devise and agree benefits delivery
approach with key stakeholders
considering impact of the benefit on
risk management, issues
management, and change control
 Assign ownership of benefits delivery
 Review confirm and update benefits
measurement approach and benefits
delivery approach
 Negotiate and communicate clear
roles and responsibilities to all
relevant stakeholders
 Confirm decision making roles with
stakeholders
 Document decisions and
accountabilities for program
objectives
 Make decisions regarding complex
priorities and competing demands
using repeatable methods
 Establish systems and processes
according to program objectives
 Implement management control
systems for monitoring program
progress against organisational
objectives
 Generate audit documentation,
presenting information and
distributing reports to key
stakeholders
 Establish and monitor process
efficiency
 Support process with relevant
program policy
 Identify both organisation and
external compliance requirements
relevant to the program
 Establish and securely maintain audit
records according to legislative
requirements
 Report on compliance to relevant
authorities and key stakeholders
 Identify and implement actions to
rectify non-compliant behaviours,
processes and products
 Identify management and internal
personnel support needs for the
program
 Evaluate and establish appropriate

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 Y

DNS
Marking Sheet Comments

N
Completed successfully
systems for supporting
implementation
 Establish skill development support
systems for program personnel to
meet program needs

This is evidenced by:

 Program Charter in Task 2.2A
 Program Benefits Register (if
submitted in separate file) in Task
2.2A
 Program Schedule (if submitted in
separate file) in Task 2.2A
 Program specific policy (if submitted
in separate file) in Task 2.2A
 Agreed changes to Program Charter in
Task 2.2B
 Observation checklist in Task 2.2B

When collaborating with the group, the ☐ ☐ ☐

student has actively participated in group
work with a substantial contribution that
can be assessed individually for all the
requirements of this task.

Task Outcome: Satisfactory ☐ Not Yet Satisfactory ☐

Student Name:

Assessor Name:

Assessor Signature:

Date:

Table of Content

Student Declaration............................................................................................................ 2

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 Task 2 – Plan and prepare to support program execution...............................9
Task 2.1 Envision the desired future state and establish program parameters......13
Task 2.2 Program execution, benefits realisation and governance approach.........19

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 Task 2 – Plan and prepare to support program
execution

Task summary and instructions

What is this Please refer to the program scenario and the simulated work
assessment task environment provided for the course.
about?
You are a Program Manager engaged by the sponsoring
organisation to:
 Develop a future state report
 Develop a business case for the program
 Develop a detailed project charter for the program
 Support program execution, benefits realisation and
implementation of the program governance approach

Assessment Task 2 focuses on the first 3 points above.

This assessment is a clustered assessment addressing the

following units of competency:
 BSBPMG630 – Enable program execution
 BSBPMG635 – Implement program governance
 BSBPMG636 – Manage benefits

You will collaborate with the relevant stakeholders in a

simulated work environment to carry out the responsibility of
your role as a Program Manager.

Although you will collaborate with relevant stakeholders,

your assessment's work must be individual, and it will be
marked as such.

This task comprises of the following assessment methods:

o Product-based ☒
o Direct observation of Role-Play ☒
o Case Study ☐
o Other (specify) ☐

It has been designed to evaluate your ability to/competency

in:

 Identify program procurements, scope, timeline, budget,

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 Task summary and instructions

client expectations and organisational goals

 Define and agree on description of the desired future
state with pertinent stakeholders
 Identify and explore with relevant stakeholders gaps
between current state and desired future state
 Identify and evaluate internal and external factors and
issues likely to cause changes to the desired future state
 Agree on desired future state and confirm alignment with
expected benefits
 Identify program execution approach
 Identify, monitor and evaluate internal and external
factors and issues likely to cause changes to program
execution approach
 Communicate with relevant stakeholders changes
required to transition from current state to future state
and agree approach
 Prepare and seek approval from relevant stakeholders on
business case for desired future state and program
execution approach
 Identify and develop program management structure
 Identify and create policies, processes, and procedures for
supporting management of program
 Develop a knowledge management system to capture
progress, insights, experiences and learnings
 Analyse benefits and their alignment to organisational
objectives
 Define and communicate expected short- and long-term
benefits and trade-offs with key stakeholders
 Assess project and program performance against
respective plans
 Monitor and evaluate internal and external program
contexts for circumstances that may require changes to
the expected benefits
 Define and confirm benefit dependencies with key
stakeholders
 Devise and agree benefits delivery approach with key
stakeholders considering impact of the benefit on risk
management, issues management, and change control
 Assign ownership of benefits delivery
 Review confirm and update benefits measurement
approach and benefits delivery approach
 Negotiate and communicate clear roles and
responsibilities to all relevant stakeholders

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 Task summary and instructions

 Confirm decision making roles with stakeholders

 Document decisions and accountabilities for program
objectives
 Make decisions regarding complex priorities and
competing demands using repeatable methods
 Establish systems and processes according to program
objectives
 Implement management control systems for monitoring
program progress against organisational objectives
 Generate audit documentation, presenting information
and distributing reports to key stakeholders
 Establish and monitor process efficiency
 Support process with relevant program policy
 Identify both organisation and external compliance
requirements relevant to the program
 Establish and securely maintain audit records according
to legislative requirements
 Report on compliance to relevant authorities and key
stakeholders
 Identify and implement actions to rectify non-compliant
behaviours, processes and products
 Identify management and internal personnel support
needs for the program
 Evaluate and establish appropriate systems for
supporting implementation
 Establish skill development support systems for program
personnel to meet program needs

Your assessor will be looking for demonstrated evidence of

your competency in the above.

You are required to address the following:

 Task 2.1 Envision the desired future state and
establish program parameters
o Develop a future state report

o Develop a business case

 Task 2.2 Program execution, benefits realisation

and governance approach
o Develop a detailed Program Charter

o Present, discuss and negotiate the content of the

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 Task summary and instructions

program charter with key stakeholders

Although the assessment requires group collaboration to
simulate a work environment, the assessment submission is
individual, and it will be marked as such.
What do I need to  submit the completed assessment tasks, according to
do to complete this instructions,
task satisfactorily?  complete the tasks with sufficient detail and present them
in a professional manner,
 use your own words and reference sources appropriately,
 meet the word count where required,
 use the scenario provided,
 use the templates provided where required,
 for your performance to be deemed satisfactory in this
assessment task you must satisfactorily address all of the
assessment criteria,
 if part of this task is not satisfactorily completed you will
be asked to complete further assessment to demonstrate
satisfactory performance.

Specifications You must deliver/participate in:

 Collaboration with relevant stakeholders and consultation

with Program Sponsor to develop the future state report
and the business case
 Collaboration with relevant stakeholders and consultation
with Program Sponsor to develop the Program Charter
 Present, discuss, negotiate and finalise the Program
Charter (Role-Play) in week 4

You must submit to GOALS

 Future state report

 Business Case
 Reflection
 Program Charter
 Program Benefits Register (if submitted in separate file)
 Program Schedule (if submitted in separate file)
 Program specific policy (if submitted in separate file)
 Agreed changes to Program Charter
 Observation checklist
Resources and • Computer with Internet access
equipment • Access to Microsoft Office suites or similar software
• Learning material
• Scenario for assessment as provided
• Appendices as provided

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 Task summary and instructions

• Relevant policies and procedures as provided

• Templates as provided

Re-submission You will be provided feedback on your performance by the

opportunities Assessor. The feedback will indicate if you have satisfactorily
addressed the requirements of each part of this task. If any
parts of the task are not satisfactorily completed, the
assessor will explain why, and provide you written feedback
along with guidance on what you must undertake to
demonstrate satisfactory performance. Re-assessment
attempt(s) will be arranged at a later time and date. You
have the right to appeal the outcome of assessment
decisions if you feel that you have been dealt with unfairly or
have other appropriate grounds for an appeal. You are
encouraged to consult with the assessor prior to attempting
this task if you do not understand any part of this task or if
you have any learning issues or needs that may hinder you
when attempting any part of the assessment.

Complete the following activities:

Task 2.1 Envision the desired future state and establish program
parameters

Work in collaboration with a group of 3-4 classmates in simulated work conditions. The
group of classmates will play the role of relevant stakeholders in the sponsoring
organisation and provide feedback and inputs to develop:
 The future state report (Task 2.1.A)
 The business case (Task 2.1.B)
Consult with the Program Sponsor (played by the trainer and assessor in simulated work
conditions) as needed.
Once you have completed the Future State Report and the Business Case, present your
work to the Program Sponsor (trainer and assessor) for approval (5 minutes).
The trainer and assessor will provide feedback about your collaboration with the
stakeholders and consultation with the Program Sponsor on the marking sheet. The
trainer and assessor will also provide approval for the Future State Report and the
Business Case.

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 Document the name of the classmates who played the role of relevant stakeholders to
provide inputs and feedback in developing the Future State Report and the Business
Case.
Ensure to reach an agreement on Future State Report and the Business Case when
collaborating with the stakeholders.
Relevant stakeholders may include members of the program team, including project
managers, internal stakeholders such as departmental managers and external
stakeholders such as subject matter experts.
Please note, although the task requires group collaboration to simulate a work
environment, the assessment submission is individual, and it will be marked as such.

Student Name
Student Name
Student Name
Student Name

A. Future State Report

Develop a Future State Report (Template 1) to include:

 An analysis of the internal and external business environment

 A description of the desired future state for the organisation
 A gap analysis to determine the gaps between the current and the desired future state
 Identified changes needed to support the organisation in achieving the desired future
state
 Identified internal and external factors and issues likely to cause changes to the
desired future state
Use the template provided below and follow the instructions.

Template 1 -Future State Report

Business Background
Provide a brief description of the organisation, its products/services and the industry in which they operate.
(50-100 words)

Ava an Aurnia Irish emigrants created Faglite Events in Australia, they differenciate from other
competitors for their hospitable mindset given by their homeland, they offer an extra element of
personalised care and needs management.
Is establish that the company provides perfect tailored events services ranging from wedding
packages to corporate exhibitions and training events, to concerts, festivals and other large

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 events.
Additionally, due to the growth of the company in 2017 they moved their base of operations to
their new custom-built site in Alphington, comprising of their warehouse and offices.
Failte Events offers their services for the following events

 Corporate Events

 Meetings

 Conference

 Networking

 Weddings

 Large Events

 Concerts

 Sport events

 Exhibitions

 Community events

Lastly, the company states the following values that they follow in each service: creativity,
thinking outside the box, quality firs, respect, responsive, engaging, attention to detail, integrity
and diversity.

Business Internal and External Context - Overview

PESTLE Analysis
Perform a PESTLE analysis of the organisation's external business environment.
Include at least two points of analysis for each PESTLE category. Be specific (for example, do not just mention tax policy
under economic, specify what tax policy you refer to).
Use the table below to document your analysis.

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 PESTLE Analysis

Political The mission an vision of the company are:

Vision Statement:
 Be leader in the event industry for providing first class services
 Be renown for our creativity, innovation and perfect execution.
Mission Statement:
 Failite Events mission is to create meaningful experiences for our
clients; a mesmerising, flawless and fresh experience for their
guests and building long term relationships.

The company follow they services by a politic of hospitality and

personalised care for they clients, they are based on giving warm Irish
welcomes to customers.

Additionally, according to the feedback from the employees, the training

policies are very good, and the quality also, however, is not dedicated
enough time, employees feel that the training is incomplete.

Similarly, employees mention that there is no policy to support staff like

counselling and also the workload is not well organized.

Economic The budget for the program is $8,000,000.00.

Funds are source as followed: bank loan(40%), equity(30%) and silent

investor(30%)

And funds must be allocated to each program component as follows:

 30% prior the beginning of a project and the rest allocated
progressively at the achievement of a milestone as per relevant
project plan and as approved by the Program Board
 Other program component will be funded with ongoing allocation of
funds • Wages of Failte current staff that will work on the program
will be paid as follows: 30% by the program budget and 70% by
Failte

Laslty taking into account the stakeholders overview, the CFO is concerned
about over-exposing the company to financial loans to fund the program.
Social It is constantly highlighted by the company the great importance they give
to offer quality service to the customer, from the beginning to the end,
they will always be treated with hospitality and kindness as in Irish.

Additionally, the organisational culture experienced at Failte is a mix of

market and hierarchy culture:

-The Market Culture: This culture is built upon the dynamics of competition
and achieving concrete results. The focus is goal-oriented, with leaders
who are tough and demanding. The organisation is united by a common
goal to succeed and beat all rivals. The main value drivers are market
share and profitability.

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 PESTLE Analysis
-The Hierarchy Culture: This culture is founded on structure and control.
The work environment is formal, with strict institutional procedures in
place for guidance. Leadership is based on organised coordination and
monitoring, with a culture emphasising efficiency and predictability. The
values include consistency and uniformity.
Technology IT services include server hosting, network installation and management,
provision, maintenance and update of all software and licenses, database
administration (inventory and staff files), data management, data
protection compliance and systems security, and technical support and
maintenance/repair of software and hardware.
Additionally the IT contracting company has advised to explore new
technology to implement before competitors do.
Legal With respect to the legal aspect the company highlights the importance of
giving proper management to the generation of contracts for events,
everything must be clarified so that both parties avoid misunderstandings.
Environmental One of the aspects mentioned by the company as a goal of the project was
to develop and implement effective sustainable practices in the business,
meaning not to generate high waste, to try to obtain suppliers with eco-
productsfriendly and use non-polluting methods for the planet.

SWOT Analysis
Perform a SWOT analysis for the sponsoring organisation.
Identify at least four factors/sections in the table below.
Use the table below to document the analysis.

SWOT Analysis
Strengths  More than 20 years’ combined experience in events
management between the creators.
 Personnel specialized in specific areas
 Offer an extra element of personalised care with Irish
hospitality
 Good company growth over the years
 Thoughtful and attentive management and delivery
 Diversification in services offered.

Weaknesses  A big investment for the program is being made(huge debt)

 Short time in training the personnel
 Permanent staff feels overworked due to the increasing
number of events
 Counselling service to support staff are currently not
available
 High turnover of temp staff prevents teams to perform at
full potential
Opportunities  Opportunity of growning in the market
 Good future proyections
 The company is developing a program to accomplish some
goals and imrove, creating an opportunity of increasing
sales and quantity of customers.

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 SWOT Analysis
Threats  High Competition
 Economic risks due to huge investment
 Lack of politics of employees satisfaction

Desired Future State

 Describe the desired future state based on the business environmental analysis. (30-50 words)

 Identify the expected benefits of the desired future state for the organisation. (4-5)

 Explain how the desired future state aligns with expected benefits. (30-40 words)

Desired Example: to become the number one event company OR WRITE

Future State ANY OTHER POINT YOU LIKE!

Taking into account the vision of the company, the following

are declared:

• Be leader in the event industry for providing first class

services
• Be renown for our creativity, innovation and perfect
execution

In addition, according to the program they proposed, the

company expects the following goals to be met:

Become the preferred event company in Victoria

and New South Wales (5 years goal)

Increase corporate events by 45% in the next

5 years

Open a second site in Sydney which would

mirror the one in Melbourne

Decrease operational costs by 15%

It is important that the company aims to be recognized for

its point of differentiation, rather than being the first
in the market, the most important thing is that the
public recognizes its image of kindness and customer
satisfaction.

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 Benefits
1. Increase sales
2. Improve company image
3. Expand in the market
4. Be the top of mind in customers

Alignment The company wants to meet certain objectives

through certain methods, for example, it is necessary
to reduce the costs of operations to optimize the
utility, which in less words would be improving
the economic status of the company and would serve
to invest or pay debts, also the company wants to
expand which will be fulfilling the same
economic objective.

On the other hand, another goal is to become the

most preferred event company by the consumer,
meaning that it is expected to improve the image which
will increase the number of sales and the number
of customers, if this goal is met, it will mean that
the consumer has the company on his top of mind.

Gap Analysis
Perform a gap analysis.
Identify the gaps between the current state and the desired future state. (2- 3 gaps)
Use the table below to document the analysis.

Gap Analysis
Current state Future state Gaps
Competition with Business expansion Competitive strategy for the
local business big market
Big investment in Reduction of Financial strategy to pay debts
program operational costs and
other types of costs.
Employees have Re-organise logistics of the
huge workload and Become the preferred organization and quantity of
they don’t have event company work for each employee,
counselling. Human department
needs to recrute more staff.

Factors to cause change –

Identify and evaluate 3-5 internal and external factors and issues likely to cause changes to the desired future state.

Use the table below to document the identified changes.

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 Internal and External factors and issues
Factors and Issues Evaluation
Suitable technology The company using old technology for IT support. New IT
/social media technology infrarstructure should be impolemented for online business expansion
(INTERNAL) and growth

Increase in competitors The company has to investigate how the competition is in the
in other cities cities to which they want to expand, it is necessary to identify
(EXTERNAL) their SWOT analysis to know what advantage and
disadvantages are faced by these new competitors.
Increase in sales The organization should take into account the satisfaction
causes more workload of employees, there is a current lack of
in employees. care to the personnel, this could cause high rotation that
(INTERNAL) only would affect the company’s financial status more.
There is not a high The company has to do an investigation into
demand on cities that The consumers, to be sure that The company will be able to have a
the company is planning large and secure expansion in sales, for example investigating the
on expanding. number of events that are made per year and the budgets that are
spent on them.
(INTETNAL)

B. Business Case

Develop a program's Business Case (Template 2) to achieve the desired future state
(refer to your work in Task 2.1A).
Remember, the program is the solution to a problem or opportunity. It is what will move
the organisation from the current to the future state.
Use the templates provided below and follow the instructions.

Template 2 -Business Case

Program Strategic Objectives
Identify 3 strategic program objectives.

Program Strategic Objectives

1. Opening a new brach to expand reach of services provided
2.Decrease operational and promotional costs
3. Recruit more staff and increase rate of satisfaction in employee’s

Benefits
o Identify and list five (5) program benefits that have been identified for the program (assess if they are short or long
term benefits)

o For each benefit, identify one success criteria (SMART objective)

o For each benefit, evaluate how it aligns with the organisational objectives

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 Benefit Success criteria Alignment with
(ST – LT) organisational objective

Profit margin Increase of 30% in profit margin in the Supports increase in productivity and
first year of operation post- cost cutting.
implementation
Reduce costs Decrease by 15% operational By decreasing long and short
(Optimize budget) costs and review of the term costs, debts could be paid
(long term) marketing planning activities faster, also the stakeholder’s
with a view to decrease concern could be ease.
promotional costs
Improve company’s Develop and implement By becoming a more aware
image effective sustainability company to the environment,
(short term) practices across the business the customers could see the
organization through another
perspective.
Improve company’s Develop a better web-site By updating company’s
procedures and implementing new methods procedures, the process of
logistics for and technologies (adding a acquiring service from the
customers new booking system) company could be simplified.
(Short term)
Increase rate of Increase corporate events by By increasing corporate events
services 45% in the next 5 years the rate of services of the
(long term) organization will be increased as
well.
Increase business Evaluate options for strategic To make a growth that considers
growth alliances economical factors, alliances
(long term) are the best option.

Trade-offs
Identify and outline three (3) expected trade-offs for benefits realisation.

Choosing an option over another, specific budget allocation, give up on some benefits to realise others

1. To consider economical factors is one of the most critical aspects for an organization,
nevertheless, it is also essential to constantly verify employee’s satisfaction and keep a
supervision in the rotation rate, taking into account the personnel’s feedback, the company
needs to inmediatly invest in adding personnel to ease the workload of the others, even if it
means adding more costs to the financial states.
2. The organization is considering a program to improve the image of the company, number of
customers and rate of service, however, is important to review price and quality, choose the
ones that project the most profit, for example only digital methods os reaching new customers.
3. Some companies prefer presential events that reunite customers and could create more
emotions and interest, but, it is important to highlight that the company could reach the market
more by improving the website, technology has become a key factor for an organization, so it
is a priority.

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 Scope of the program
Outline the scope of the program.

The program scope describes the totality of the work and the overall boundaries of the program. In a program, the initial
scope of work describes the work of the entire program. Include a list of the projects in the program scope (min. 3 projects).

(50-100 words)

1.Selection of project managers

In order to realize a Project it is important to highlight who will be leaders and which
employee will fulfill each function. Rules and policies must be established in addition to
certain objectives that must be met each week.
On the other hand, meetings will be held every two weeks as a control method to ensure
the fulfillment of activities in the program and to verify that the correct decisions are
being made.
The managers of the Project will be in charge of maintaining order and in the same way
the satisfaction of the employees.
2. Marketing alternatives
The main objective of the program is to be able to encourage the frequency and the
number of consumers who buy the service through different methods, the idea is to
choose which marketing alternative will be more optimal for the company, for example,
the use of social networks, the use of brochures, voice-over, focus groups, surveys,
website improvement, among many more.
In the same way, you should review the budget provided and choose only those that can
benefit the company in cost savings and number of consumer reaches.
3.Improvement in internal affairs.
In order to properly meet the objectives of the program it is important that the project
manager verifies that all employees are satisfied and the methods used daily in the
organization are well structured, because in the event that not the whole plan would fail.

Program Complexity
Describe why managing this business solution initiative is more appropriate as a program rather than a project.

(40-80 words)

Projects occur when there are new activities, including new improvements. They have a
beginning and end, specific, deliverable goals and are unique.
Programmes group together related projects, which can be implemented sequentially or in
parallel.
Taking this into account, and considering economical factors that the company is
prioritasing, the best for the organization is the development of a program, a program
could develop diverse activities and create a general focus on each one, more goals could
get achieve and more progress in different areas could be done.

Expectations
Outline the expectations of the sponsoring organisation about the program.

Example: what it will achieve, how it will be managed, collaboration with the program management team etc.

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 (40-80 words)

The following are expected from the program:

 Reduction of operational and promotional costs

 Optimization of marketing digital resources
 Increase in service rate
 Improvement in website and method of acquiring services
 Improve workload for staff by re-organizing management
 Portafolio of possible suppliers that accomplish the same quality with better prices
 Collaboration in staff satisfaction

Required Resources
Determine a high-level estimate of the resources required to execute the program.

The estimate highlights the value of the program against the resources that are required for its successful implementation.
Use the table below for your list:

 Human Resources (quantity, skills and capabilities) – 4-8 resources

 Physical (equipment, software, office space etc.) – 4-8 resources

Resources
Human 1. Abilities with staff, it is important to have someone in
Resources charge of counselling and with the function of
helping and monitoring activities.
2. Skills for recrution, it has been noted the clearly
necessity of expanding the staff, so it is important to
have good employees in charge of this function that
can search for quality workers.
3. Skills of motivation, it is important to have someone
that have the skill of motivating in the work
environment, there is nothing more important to
raise productivity that increasing motivation in the
staff.
4. Abilities in management to organize the functions
that each employee will have in the program
Physical 1. It is important to have an office space to have constant
meetings, that way the progress of the program could
be discuss
2. Advanced softwares will be required to improve the
website details.
3. Marketing equipment for promotions
4. Materials and different resources to offer for fidelity
purposes (for customers)

Financial Requirements

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 Determine a high-level budget for the program and describe sources of program funding.

Include high-level budgetary items – 8-10 (for example, budget for human resources, budget for equipment, and so forth).

Use the table below to document the financial requirements.

Cost Item Estimate Cost

Equipment $ 900,000.00
Vehicles $1,000,000.00
Utilities $1,000,000.00
Rent $2,000,000.00
Stationary $500,000.00
Furniture $300,000.00
Recruitment services $1,500,000.00
IT support $800,000.00

$
Total: $8,000,000.00

List 2 potential sources of program funding.

Sources of Program Funding:

1.Bank Loan
2.Equity

C. Reflection
Reflect on the work performed to develop the Future State Report and the Business Case.
Address the following points in your reflection:
1. How did you facilitate collaboration with relevant stakeholders from the sponsoring
organisation?
2. What feedback and inputs did the relevant stakeholders provided? Provide two
examples.
3. Provide an example of how you consulted with the Program Sponsor?
4. How did you negotiate the definition of the desired future state and the desired
program benefits with relevant stakeholders?
5. How did you reach an agreement on the business case? Provide an example of the
negotiation, communication and/or facilitation technique that you used.
6. What were your biggest challenges? How did you overcome them? Provide an
example.
7. What could you improve as a Program Manager when defining the desired future state
and writing a program business case?
(100-150 words)

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 Document your reflection in the space provided below.
The first thing that needed to be done was to set goals, for example, the project prioritized more
than anything else, improving the company’s image, hoping to become more practical.

Given this, it was important to meet with stakeholders to share ideas and come to a joint
conclusion where everyone agreed. All members provided some ideas:

1. The company needed to be committed to sustainable growth

2. The CFO was concerned about over-exposing the company to financial loans to fund the
program
3. Explore new technologies
4. Decrease turnonver rate
5. Improve marketing strategy

Having this feedback it could be build a better strategic plan, for example, the
program established that digital marketing strategy would be the best
alternative, as these met better prices and reached more population, in the same
way, research was carried out with human resources to implement a strategy of
re-organisation of the workforce in order to reduce the workload and increase
satisfaction, on the other hand it was discussed with different suppliers that
offered sustainable products at a good price and finally an external person was
hired that had the function of implementing new technologies and improve the
website of the company.

One of the most difficult functions was having to choose between activities to do, there were
many needs in the organization but not all could be met this is why it had to be chosen the most
important ones, for example:
1. To consider economical factors is one of the most critical aspects for an organization,
nevertheless, it is also essential to constantly verify employee’s satisfaction and keep a
supervision in the rotation rate, taking into account the personnel’s feedback, the
company needs to inmediatly invest in adding personnel to ease the workload of the
others, even if it means adding more costs to the financial states.

Additionally, it is important to mention that one of the most important aspects to carry out the
project is the active communication between the project manager and the rest of the
committee, all information and ideas must always be shared to keep everyone in the process up
to date.

Finally, it was absolutely necessary to have the constant approval of stakeholders and members
of the organization, for this very reason we tried to meet all the demands expressed by them
while the budget was being met. As a method of convincing everyone that the program was
going well, projections and short results were shown, the program was so well thought out that
they could see that it was the best thing for the company.

 Did all involved stakeholders agree on the desired future state? Y ☒ N ☐

 Did all involved stakeholders agree on the business case? Y ☒ N ☐

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 Task 2.2 Program execution, benefits realisation and governance
approach

Build on the work performed in Task 2.1.

This task requires you to:
 Develop a detailed program charter (Template 3) that includes a program execution
approach, benefits realisation approach and governance approach. Conside this to be
a program definition document.
 Present, negotiate and obtain approval for the Program Charter
Work in collaboration with a group of 3-4 classmates in simulated work conditions. The
group of classmates will play the role of relevant stakeholders in the sponsoring
organisation and provide feedback and inputs to develop the Program Charter (Task 2.2.A,
Template 3).
Consult with the Program Sponsor (played by the trainer and assessor in simulated work
conditions) as needed.
The trainer and assessor will provide feedback about your collaboration with the
stakeholders and consultation with the Program Sponsor on the marking sheet.
Document the name of the classmates who played the role of relevant stakeholders to
provide inputs and feedback in developing the Program Charter.
Please note, although the task requires group collaboration to simulate a work
environment, the assessment submission is individual, and it will be marked as such.

Student Name
Student Name
Student Name
Student Name

Once you have completed the Program Charter, present your work to a group of relevant
stakeholders, played by classmates (Task 2.2.B).
A. Program Charter

Develop a detailed program charter (Template 3) that includes a program execution,

benefits realisation and governance approach.'

Use the templates provided below and follow the instructions.

Template 3 -Program Charter – week 3 and week 4

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 Program Vision
Develop a statement on how the program will benefit the organisation. Link this to the desired future state.

The company seeks to encourage expansion in other cities through the rise of its
popularity, they expect an improvement in the brand image and the creation of loyalty
of existing customers. In addition the company wants to facilitate the way in which the
product is purchased by their page, they need to be more practical and fast.
In addition, the program plans to re-organize with human resources to make a fairer
distribution of functions with less workload, this would be a strategy to decrease staff
turnover and give an increase to employee satisfaction.
Finally, it is planned to use digital marketing strategies to increase the number of
customers in the organization and create more interest in the brand.

Justification

Identify the key objectives of the program based on the company strategic objectives and the business case.
Describe the objectives in measurable terms with specific success criteria (SMART objectives).
Identify three key objectives.

Program Scope

Outline the scope of the program.

The program scope describes the totality of the work and the overall boundaries of the program. In a program, the initial
scope of work describes the work of the entire program.

Firstly is important to state the overll benefits that are expected from the program
1. Reduce costs(optimize budget)
2. Improve company’s image
3. Improve company’s procedures and logistics for customers
4. Increase rate of services
5. Increase business growth

As general rules and policies of the program, constant meetings are proposed with the
organization where an active communication between all will be encouraged, in addition there
will be a constant monitoring of the performance of the employees to ensure the success of the
program, there will be a policy to encourage feedback, everyone is welcome to give their ideas.

Finally, it is highlighted that the biggest goal of the program is to propose a continuous
improvement of the organization and to distribute the correct message to the consumer.

Program Components

Identify the different program components. Include a brief description of each component and its function in the program.
(3-5 components; 50-100 words)
Note: components may include projects or dedicated teams such as a risk management office.

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 1. Risk management

Before making any kind of decision it is important to examine the dangers and risks that each
one entails, decisions cannot be taken lightly especially because it involves a large investment
that cannot be lost, that is why there will be a specific group that will be in charge of keeping
the organization of the possible internal and external risks and how to diminish or avoid them.

2. Marketing alternatives

One of the most crucial steps is the choice of which marketing methods will be most effective
for the company and in the same way more optimal for the budget. In this component, market
research, surveys and focus groups will be conducted to understand the client’s need.

3. Re-organization of human department

Given the current crisis of high workloads and constant staff turnover, it is important that
this component re-assign functions and adapt the company’s operational methods, in the
same way that more employees are recruited if necessary.
4. Financial Control

One of the aspects that most worried one of the stakholders was indebtedness, that is why this
component will look for ways to firmly maintain the proposed budget and even use less.

Benefits Realisation
Benefits -Definition
This section defines:

o Each benefit in the program (5)

o How the benefits are to be realised; and how each benefit relates to the outcome of the program

o Key metrics to measure progress towards benefits realisation

o Key metrics to evaluate realised benefits

o Timelines for periodical review (monitoring)

and alignment Benefits realisation
Benefit

Metrics:

Review schedule
RealisationProgress


Reduce costs(optimize budget) To make a reduction in In order to Every two weeks

with program

costs will be talking know if progress will be


outcomes

with current suppliers employees are reviewed

and comparing prices meeting the
with others, will look goal, constant
for ways to reduce the comparisons

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 and alignment Benefits realisation
Benefit

Metrics:

Review schedule
RealisationProgress

products purchased. will be made

with program
In addition, the budget between the


outcomes
projection will be taken current month
very seriously, it will and the
be tried to optimize or previous
even save part of the month.
allocated budget.
Improve company’s image The company seeks to In this case the Every month
have a rise in sales, increase in progress will be
the number of clients will reviewed.
consumers and the indicate the
possibility of improvement of
expansion, and one the company
method to do this is by image as well
continually improving as positive
its image, it is feedback from
important that the public.
consumer can see the
differentiation values
of the company’s
competition.
Improve company’s procedures To improve as a If the number of Every month
and logistics for customers company is important views in the progress will be
to facilitate the website reviewed.
process of acquiring increase and
service for customers. the number of
For example some customers
things to be done acquiring
could be, improve service by that
web-site and media increase,
company’s software. that means
there is
progress and
the program is
working.
Increase rate of services Increasing the rate of Is important to Every month
services will increase review the progress will be
the utility of the frecuency of reviewed.
company, and that services to
could be accomplished detect if
by listening and improvement is
applying feedback being made, for
from the public. example a

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 and alignment Benefits realisation
Benefit

Metrics:

Review schedule
RealisationProgress

comparison os

with program
actual month


outcomes
and last month
would be a
perfect method.
Increase business growth If the company Is important to Every month
expands the number review number progress will be
of sales will expand as of sales, reviewed.
well, this could be customers, rate
accomplished by of service and
implementing financial states
promotions and to determine if
marketing in other the company is
cities, that way the ready for an
company can gain expansion
some popularity and
name before planning
on expansions.

Benefits register
Create and populate a benefits register for the program (5 benefits).
The register builds on your planning. Include all the elements listed below (the use of a
table is recommended).
 Benefits identification number (optional)
 Benefit description and significance
 Benefit type – example: financial or non-financial
 Benefit owner: a person or organisational unit or department responsible for the
realisation of the benefit with contact information
 Benefits priority level – decide on the level of priority (High-Medium-Low)
 Stakeholders- stakeholder or stakeholder group interested in the benefit
 Measurement criteria – example: earned benefit, financial analysis, increased market
share

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  Status indicator – Progress indicator for each benefit (not to be populated at the
planning stage)
 Planned realisation date
 Actual realisation date (not to be populated at the planning stage)
 Notes
Copy and paste the register below or submit it in a separate file.

Benefit Benefit Benefit Benefit Stakeholde Measureme Status Planned Actual

description type owner s rs nt criteria indicat realisation realisatio
and priorit or date n date
significance y level

Reduce Financia Financial High CFO In order to In 30/12/202 1/01/202

costs(optimiz l manager know if progres 1 2
e budget) employees s
are meeting
the goal,
constant
comparisons
will be made
between the
current
month and
the previous
month.
Improve Non- Marketing High CEO In this case In 30/12/202 1/01/202
company’s financial manager the increase progres 1 2
image in clients s
will indicate
the
improvemen
t of the
company
image as
well as
positive
feedback
from public.
Improve Non- IT High IT If the In 30/12/202 1/01/202
company’s financial employee contracting number of progres 1 2
procedures company views in the s
and logistics website
for increase and
customers the number
of
customers
acquiring
service by
that media

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 increase,
that means
there is
progress
and the
program is
working.
Increase rate financial Marketing High CFO and Is important In 30/12/202 1/01/202
of services and CEO to review progres 1 2
operationa the s
l manager frecuency of
services to
detect if
improvemen
t is being
made, for
example a
comparison
os actual
month and
last month
would be a
perfect
method.
Increase financial Marketing High All Is important In 30/12/202 1/01/202
business manager members to review progres 1 2
growth of the number of s
board sales,
customers,
rate of
service and
financial
states to
determine if
the
company is
ready for an
expansion

Dependencies
Outline the benefit dependencies.

Certain sacrifices are required to meet the goals set by the program, and certain factors must
also be met. For example, everything starts with the great investment of the organization, in
addition the success will depend on all employees participating in the program performing in
the best way, the program must have employees with skills and abilities.

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 Assumptions and constraints
Identify and list the key assumptions and the key constraints that may impact benefits realisation.

(3 assumptions and 3 constraints)

1. Asessment: Every step of the analysis must be based on trust

2. Consolidation: Fusing familiar facts and assumptions ease the generation of project deals
and supplies a solid foundation
3. Control: As the project moves on, the assumptions establish as correct or incorrect.
Taking into account external changes , restrictions established before can be modified or
eliminated.

1. Progress: Considering the activities and events required to complete the project.
2. Resources:Considering what human aids are required to complete de project.
3. Budget:Consider project costs
4. Contract: Consider the performance of suppliers
5. Process:Implement management methods and standards.

Interdependencies between projects in the program

Identify and list the interdependencies between the benefits of the projects in the program.

1. Reduce costs(optimize budget)

Reducing costs depends on the abilities of convincing the suppliers to low prices, additionally
depends on the investigation of employees of better offers.

2. Improve company’s image

Improving the image of the organization depends on choosing the right marketing plan, as well
as sharing the right values to the consumers and having an excellent customer service.

3. Improve company’s procedures and logistics for customers

This depends on the recrution of a great IT team that got knowledge of new technologies and
softwares.

4. Increase rate of services

This depends on the demand of clients, and some other external factors, but mainly depends on
the development of good promotions for the customers.

5. Increase business growth

This depends also of the marketing team and their skills to reach the public in other
cities.

Benefits- project and program performance

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 Summarise the qualitative and quantitative data that will be captured to assess project and program performance against
benefits realisation.

It is recommended that you differentiate between the program and project level. At the project level, differentiate between
projects (min. 3 projects).

Level Qualitative Data Quantitative Data

Program
Sales projections Market flow Profit
Customer determination Customer feedback Number of customers
Education Employee’s neccesities Instruction and coaching time

Benefits Delivery Schedule

Develop a benefits delivery schedule. You can use a Gantt chart or a roadmap with key milestones.

Copy and paste your schedule below or attach it in a separate document with your submission.

Benefits Realisation - Roles and Responsibilities

Specific roles and responsibilities of the program team members in benefits realisation.

Develop a Responsibility Assignment Matrix (RAM).

(6-8 roles)

RAM

Role in the Program The responsibility associated with benefits realisation

Marketing Establishing advertising and sales
Manager Supervise, control and makes decisions
Human resources Hire staff, help the personnel with issues in the organization
Principal Does the task and finishes it
Partners In charge of providing the necessary financial resources.
Consulted Search for advice
Informant Complete task or deliveries

Benefits - Communication
Outline the following:

o Communication methods used to ensure stakeholders are informed about benefits management and realisation.

o Describe how feedback from stakeholders regarding benefits realisation will be collected, assessed and implemented.

(60-80 words)

To have success in the program is necessary to have an active communication with

stakeholders, that means that it is necessary to make constant updates through reports, The
ideal is to hold them every month and hold a meeting every 15 days to share ideas and
feedback.

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 On the other hand regarding how the feedback will be collected it will be via email and in
person with surveys that will be distributed at the meeting, if a member does not agree for the
next meeting a solution will be given.

Benefits - Risks and change management

Address the following:

o Identify the key risks associated with benefits realisation (5-6)

And

o Outline how the program change management process will be implemented to ensure the successful delivery of the
benefits

o Outline how the program issue management process will be implemented to ensure the successful delivery of the
benefits

(50-100 words)

1. Increase of debt in the organization

2. Selecting the wrong marketing alternative
3. Lack of financial resources
4. Lack of structure in management
5. Fail to control turnover rate

Taking into account these potential risks, the two most crucial methods to avoid them are the
change in the management of current methods and the management of conflicts and problems
in the organization. To be successful in the program it is important that the staff is satisfied and
motivated, if the rates of motivation are low, there will be no effort in the performance of
activities and we will not be able to optimize the time and resources.

Benefits - Monitoring and evaluation

Outline the following:

o How the internal and external program context will be periodically monitored and evaluated for circumstances that
may require changes to expected benefits.

o How the program plans will be periodically reviewed to confirm or update the benefits measurement approach and the
benefits delivery approach

o How variances in the delivery of expected benefits will be addressed

(50-100 words)

Monitoring and evaluation are critical for readjusting to climate change:

• Unpredictability about the scope of climate change, particularly at the local position, can influence
the performance of monitoring and evaluation.
• The period of time for the outcome of climate change and adaptation may be more extensive than
the period of time for classic management plans.

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 Benefits - Transition
Describe how the program will transition into ongoing operations, emphasising how the program's benefits will be
sustained.

(40-80 words)

The first thing to consider in the program is to investigate everything that has been done so far,
when everything will be verified the need and the objective will be raised and based on that a
plan of continuation of the projects will be generated.

Strategic Fit

 Outline how the program's objectives and benefits support the organisation's strategic goals and the business case.
 Outline how the program supports other strategic initiatives in the organisation that are not linked to the program
directly (if applicable).
(50-100 words)

Is important to highlight that Failte Events mission is to create meaningful

experiences for our clients; a mesmerising, flawless and fresh experience
for their guests and building long term relationships and their vision is to
be: leader in the event industry for providing first class services and
renown for their creativity, innovation and perfect execution.

Teniendo esto en cuenta se plantea que en el programa se tiene como función

principal mejorar la imagen de la compañía por medio del marketing digital,
sostenibilidad con los proveedores, mejoramiento en cargas laborales y
optimización de recursos financieros, es notable que todo lo anteriormente
mencionado ayudaría a cumplir esas metas planteadas por Falite Events.

Known risks and issues

Identify and list any risks and issues relevant to program execution known at this time. (8-12 )

Schedule

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 Plan the length of the program and any milestones that are known at this time. Consider timelines for each project included
in the program. You can use a table or a simple Gantt Chart. Document the schedule in the space provided below, or attach
it in a separate file with your submission.

Resource Requirements

Identify the essential resources (8-10) required to implement the program and their (high-level) cost. Consider human
resources and physical resources.
Use the table below; add additional rows if needed.

Resource Estimate Cost

$
$
$
$
$
$
$
$

Total

Stakeholder considerations

 Summarise the primary concerns of the critical stakeholders who are expected to influence the execution of the
program and who will be actively involved in various phases of the program life cycle.

Concerns:

Factors to cause change

Identify and evaluate 3-5 internal and external factors and issues likely to cause changes to the program execution
approach.
Use the table below to document the identified changes.

Internal and External factors and issues

Factors and Issues Evaluation

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 Internal and External factors and issues
Factors and Issues Evaluation

Program Governance Support Approach

Address the following:

 Outline the process that was followed to develop the program governance model
(40-80 words)
 Develop the program governance structure/model for the program (chart) and document it in the space provided
below.

Governance Model - Process:

Program Governance Chart:

Stakeholder analysis
Develop a stakeholder analysis matrix using the table provided. (8 stakeholders – groups and individuals)

Stakeholder Stakeholder Stakeholder Strategies Communication

interest in authority/pow to gain needs
Name, title,
the program er in the support
role,
program
department
or group
Example: Board of Example: Support Example: High-level Example: Periodic Example: Monthly Progress
Directors of strategic growth decision making for communication, Reports; Attendance to
of the company strategic decisions attendance to Board meetings bi-monthly.
through the with financial board meeting to
realisation of the implications. inform the Board
program. about program
progress,
consultation.

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 Communication plan
Develop a communication plan to communicate the governance structure, roles, responsibilities, authorities, the decision-
making process, and updates to all stakeholders. Include the following:

o Stakeholders

o Purpose of the communication

o Methods and frequency of communication

o Communication content

(6 communication needs)

Stakeholder Purpose of Methods and Communication content

communication frequency of
communication
Example: Board of Example: Information Example: Attendance to Example: Financial matters, risk,
Directors about progress, issue Board Meetings – Bi- quality management, schedule,
management, monthly progress towards objectives,
consultation Progress Reports – Monthly changes.
email Issue resolution.
Ad-hoc consultation via a Request for feedback or guidance on
written feedback form specific matters,

Program personnel
Address the following:

o Outline how roles, responsibilities and authorities for the program were identified and allocated (30-50 words)

o Develop a program personnel matrix (10 roles) to document decisions and accountability relevant to the program
objectives using the table provided (include key decision-making roles).

o Outline how the program personnel matrix will be made available to all relevant stakeholders. Specify what
stakeholders. (30-50 words)

Negotiation and confirmation of roles, responsibilities and authorities -process:

Name Department/Gro Role Responsibili Authority

up ty
Example: Mark Example: HR Dept Example: HR Example: HR Example: Decision on
White Manager management for recruitment and
the program. selection planning and
delivery; guidance
with HR disputes

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 Name Department/Gro Role Responsibili Authority
up ty

Communicating and sharing the matrix:

Decision Making Framework

Outline the decision-making process to make valid and reliable decisions regarding issues, complex priorities and
competing demands in the program. You should consider:

o The program and the project level

o The steps needed to make a decision

o The impact of the decision

o The severity of the issue

o The areas of decision making (who needs to be involved)

(40-80 words)

Change Management process

Develop a program change process; you could use a flow chart to support your process.

(40-80 words)

Asset Register
Complete an asset register to record office space and equipment needed by the project (add additional rows if needed).

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 Category

Use
Description

Location/
Qty
Asset

Department/
Office
space

Office
Equipmen
t
Other
(Specify,
example:
software)

Monitoring and control systems

Develop and outline three (3) monitoring and controlling systems and processes to monitor program efficiency and
progress.

For each one of them, include the following information:

 If the system has been developed specifically for the program or if it is an existing organisational system or process

 The departments/projects that will be utilising the system/process

 The use of the system/process in the program

 The reason why the system/process is important for the program and how it aligns with program objectives

Monitoring Existing Used by Use Importance for the

and control Y/N program
system
Example: Review of Example: Y Example: Finance Example: Monitor Example: keeps the program
financial statements Department; financial within financial constraints,
and invoices Program Team expenses; signal issues (variances in
adherence to expenses)
budget and
variations;
alignment with
financial authority
as stipulated in
the governance
model

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 Program Audit
Identify the following:

 Four (4) audit activities that will be performed in the program (internal and external)

For each audit activity, specify:

o Who is responsible for each audit activity?

o When the audit activities will be performed

o How the Program Management Office will collect or generate audit and configuration information and maintain
document integrity

Use the table provided below.

Audit Activity Internal Audit Responsibility

(I) Period
External
(E)
Example: WHS audit Example: I Example: Yearly Example: HR Manager

Outline the following about audit documentation (40-80 words):

 How the audit records will be securely collected and maintained.

 How the audit findings will be communicated to relevant stakeholders (specify what stakeholders).

 How document integrity will be maintained for audit purposes.

Audit documentation:

Program Policies
The Program Management Office establishes process efficiency and supports it with suitable program policy.

Address the following:

o Identify and list what organisational policies will be used in the program. (4)

o Identify what program-specific policies need to be created and why. (2)

Organisational policies:

Program-specific policy (with the rationale behind the choice):

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 Develop a high-level draft of a program-specific policy to support your program. Attach it to your submission in a separate
file or copy and paste it in the space provided below.

Suggested format:

 Policy Title

 Purpose of the policy (briefly describe purpose and scope of the policy)

 Policy (summarise the content of the policy including relevant procedures -step by step)

Program-specific policy:

Program Compliance
Develop a program compliance system. Address the following:

o Identify and describe both organisational and external compliance requirements relevant to the program (5)

For each compliance, specify:

o Reporting requirements (if any)

o Data collection requirements

o Strategies to rectify non-compliant behaviours, processes and products

Compliance Internal (I) Reporting Data Strategies to

Requiremen External (E) Requirement collection rectify non-
t s requirement compliance
s
Example: Example: I,E Example: Yearly Example: Trainer Example: External and
Trainer and internal audit and and Assessor's: internal training
assessor external audit from  Qualification Improve recruitment practices
requirements ASQA  Evidence of
industry
Currency
 Evidence of
Professional
Development
 Current resume
 Trainer's matrix

Management and governance support

Identify, evaluate and describe management and governance support needs for the program. (5)

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 Skills, Knowledge and Attributes (SKAs) requirements and KPIs
Identify and list the Key SKAs required for program personnel. (5 roles)

Identify 2 KPIs for operational performance for each role.

Role Skills, Knowledge, Key Performance Indicators

Attributes (KPIs)

Skill development support

Develop a strategy to support skills development for program personnel. Include what development support systems for
program personnel have been planned to meet program needs (4).

(50-100 words)

Knowledge Management
Develop a program knowledge management strategy. Address the following:

 Identify what knowledge* is needed for the program (4)

 Identify how the knowledge can be stored

 Describe how the knowledge will be shared

 Describe how lessons learned from the program will be recorded and shared to support current and future organisation
requirements for program development

*Remember that knowledge includes data and information (tacit and explicit knowledge)

(50-100 words)

B. Presentation, negotiation and approval

Schedule a time (20-30 minutes) with the trainer and assessor and meet with a group of
relevant stakeholders in the organisations played by 3-4 classmates.
This is a Role-Play.

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 The trainer and assessor will observe and evaluate your performance during the Role-
Play.
During the meeting present and negotiate the Program Charter for approval.
Before the meeting:
 Have the draft of the Program Chater ready
 Consider what the stakeholder expectations could be
 Identify possible common ground for negotiation
 Determine the non-negotiable
 Anticipate and prepare to respond to objections
 Devise strategies to engage the stakeholders in discussion (collaborative approach)
 Prepare your classmates for the Role-Play, asking them to play specific roles relevant
to the sponsoring organisation and the program

During the meeting:

 Present the Program Charter
 Use clear and detailed language to provide relevant information
 Listen actively and encourage feedback from the stakeholders
 Negotiate effectively
 Use appropriate protocols when seeking or communicating information
 Obtain approval for the Program Charter, and in particular:
o The program execution approach
o The program benefits realisation approach
o The program governance approach

Included in the Program Charter.

After the meeting:

 Document any agreed change to the Program Charter. (Use the space provided below)

 Apply the agreed changes when finalising the Program Charter before assessment
submission.
Please note that the trainer and assessor will check that the agreed changes have
been approved to the Program Charter when marking your assessment.

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Module – Support Program Execution V3 2021 Page 46
RTO Provider: 91153 - CRICOS Code: 02672K
greenwichcollege.edu.au