Project Initiation Document - University of Western Australia



TRIM File Number:

Student Services Division

The Global Student – Working Internationally

Project Initiation Document

Version 0.1

Prepared By

Susy Vaughan

Table of Contents

1 INTRODUCTION 1

1.1 Background 1

1.2 Purpose of the Document 1

2 Project definition 2

2.1 Objectives 2

2.2 Scope 2

2.3 Exclusions 3

2.4 Constraints 3

3 Approach 3

3.1 Methodology 3

3.2 Phases 4

3.3 Milestones and Key Dates 4

4 PROJECT ORGANISATION 5

4.1 Project Sponsor 5

4.2 Project Steering Committee 6

4.3 Project Team 6

4.4 Stakeholders 6

5 COMMUNICATIONS PLAN 7

6 QUALITY PLAN 7

6.1 Quality Responsibilities 7

6.2 Quality Records 7

6.3 Document Version Control 7

7 PROJECT PLAN 8

7.1 Project Plan 8

7.2 Project Products 8

7.3 Product Descriptions 8

7.4 Budget 8

8 PROJECT CONTROLS 9

9 EXCEPTION PROCESS 9

9.1 Exception Procedure 9

9.2 Issue and Change Management 9

10 RISKS 9

11 PROJECT RECORDS 9

Document Approval

|PROJECT SPONSOR – LES EMERY |PROJECT OFFICER – |

|SIGNED |Signed |

|Date |Date |

|Project Team Member – |Project Team Member – |

|Signed |Signed |

|Date |Date |

Document Control

|DOCUMENT TITLE |PROJECT INITIATION DOCUMENT |

|VERSION NO |0.1 |

|FILE NAME |GS_PROJECT_INITIATION_DOCUMENT_V0.1 |

|DATE: |5 JUN 2008 |

|DISTRIBUTION |GS_PROJECT_INITIATION_DOCUMENT_V0.1.DOC |

DOCUMENT MODIFICATION HISTORY

|VERSION NUMBER |PRIMARY AUTHOR(S) |DESCRIPTION OF VERSION |DATE COMPLETED |

|0.1 |SUSY VAUGHAN |DRAFT VERSION |5 JUN 08 |

| | |DRAFT VERSION AFTER FIRST REVIEW | |

| | |RELEASE VERSION | |

RELATED MATERIAL

|DOCUMENT NAME |DESCRIPTION |

|..\LTPF_GLOBAL_PROJECT_OUTLINE_2008_FINAL.DOC |PROJECT OUTLINE – WORKING COPY |

|..\LTPF_GLOBAL_PROJECT_BUDGET_BID_2008_FINAL.DOC |PROJECT OUTLINE AND BUDGET BID SUBMITTED AND APPROVED BY LEARNING |

| |AND TEACHING PERFORMANCE FUND |

| | |

| | |

| | |

INTRODUCTION

1 Background

The Careers Centre of Student Services (careers.uwa.edu.au) provides services to assist UWA students to develop career management competencies as well as to find employment. The Global Student – Working Internationally project aims to assist students to develop career management competencies applicable to the global context of today’s workplace.

Common career issues that International students face whilst undertaking their studies in Australia include:

• Managing family expectations concerning Australian residency, employment & financial support, both pre and post graduation

• Limited understanding of Australian workplace expectations and culture

• Variable English language competence thus affecting quality of job applications and performance at interview

• Visa and employer restrictions on full-time, vacation and casual work while studying

• Difficulties accessing detailed and relevant information about career options and employment opportunities in their countries of origin

Common issues facing domestic students who wish to work overseas include:

• Limited understanding of cultural differences between the Australian workplace and the workplaces of other countries

• Limited knowledge of visa requirements and employment conditions in other countries

• Difficulties accessing detailed and relevant information about career options and employment opportunities overseas

Preparing students more effectively for global careers will enhance their prospects of international employment and continue to build the University’s reputation in the international arena.

2 Purpose of the Document

This document is the Project Initiation Document (PID) for the Global Student Project.

At a high level the purpose of this document is to communicate the scope, objectives, tasks, roles and responsibilities, costs and deliverables relating to the Global Student Project.

Specifically this document will cover the following areas:

• An outline of the approach to be adopted for the implementation of the Global Student Project

• Details of the roles and responsibilities, functions and activities

• Details of the processes and products to be covered and the associated benefits and outcomes together with the impact they will have on the business

• Quality records, risks, project controls and exceptions

This document will also serve as a means of communicating key aspects of the project to:

• Stakeholders of the Global Student Project

• Staff and Senior Management within the University

Once approved, the Project Initiation Document will be the baseline against which the success of this project will be measured.

Project definition

1 Objectives

Students will be able to build their understanding, knowledge and skills for the global workplace by participating in cross cultural workplace education activities and accessing opportunities to connect with international employers.

The Project has the following key objectives:

• Increase students’ understanding of workplace expectations and cultures

• Increase opportunities for students to network with and improve their understanding of global and international employers.

• Provide opportunities for international students to be mentored by their country alumni

• Over time increase the number of graduates working in a global corporation or overseas thereby improving UWA’s reputation.

2 Scope

The Project scope comprises of the development and delivery of a range of activities to support the objectives.

2.2.1 Seminar & Workshop Program

Careers Centre staff and Guest Presenters (e.g. international employers, relevant government departments; graduates who have worked or studied overseas; international students who have worked in Australia; cross-cultural experts and representatives from international business groups) will deliver seminars or workshops relating to the following broad themes:

• Strategies & techniques for securing employment overseas

• Expectations, rights and responsibilities in the Australian workplace

• Residency and work visa applications

• Cross cultural communication & understanding

A variety of written career education materials will be developed and published to support this program as well as provide an ongoing information resource for students.

2.2.2 Networking Events

A series of networking events will be organised to enable both Australian & international students to engage with one another as well as with relevant employers, government representatives and UWA alumni to:

• Learn more about the experience of working overseas and

• Increase understanding of cross-cultural differences and similarities

2.2.3 Virtual Careers Expo (VCE)

A UWA branded virtual exhibition site, accessible to UWA students and staff only, will be established to:

• Provide students with access to information about recruitment programs of global and international employers

• Extend students’ understanding of international employment opportunities

• Enable global and international employers to promote their recruitment period and exhibit their companies to UWA students

2.2.4 Mentoring

Develop and implement strategies to extend the existing Career Mentor Link program (careermentorlink.uwa.edu.au) by

• Providing an opportunity for international and domestic students to engage in peer mentoring in order to explain and understand cultural differences in Australia and overseas, particularly in a work environment.

• Incorporating an outreach program in Singapore and/or Malaysia by 2009. The aim will be to assist international students in exploring and planning career options, developing professional networks and learning the skills needed to access employment in their home country. The Singapore and Malaysian UWA alumni chapters will be key partners in this element of the project.

3 Exclusions

• There are no specific exclusions identified

4 Constraints

The constraints on the project include:

• An overall budget of $94,000 based on costs as of Feb 2008

• An implementation timeframe of 18 months to commence in June 2008

• Infrastructure costs to be borne by the Careers Centre

Approach

1 Methodology

Project Management methodology will be adopted for the implementation of this project. An initial Project Plan will be prepared incorporating key activities, specific actions required, responsibilities and target dates. Progress on the Plan will be reported to the Project Steering Committee using a Project Status Report highlighting:

• Progress against key objectives

• Issues affecting progress

• Progress planned for the next period

• Other issues for notice of the Steering Committee

2 Phases

This will be an 18 month project commencing in June 2008 and be conducted in a number of phases during this time:

3.2.1 Project Establishment

• Establish contact with key stakeholders

• Source and negotiate with IT suppliers to build VCE site

• Implementation Plan

3.2.2 Program Development

• Develop promotional and marketing materials

• Set up student focus group

• Develop seminar and workshop presentations

• Write and collate supporting career education materials

• Develop extension of mentoring program

• Event planning & scheduling

3.2.3 Program Implementation

• Launch of Global Virtual Careers Expo

• Publish supporting career education materials

• Promote Global Careers program / events on campus and with external parties

• Delivery of program involving workshops, employer talks, networking opportunities, seminars for international students and local students wishing to work overseas

• Launch of outreach mentoring program

• Student-Student mentoring commences

3.2.4 Program Review & Evaluation

• Conduct evaluation and feedback activities

• Collate and analyse evaluation data

• Prepare final evaluation report

3 Milestones and Key Dates

|Key Milestone |Target Date |

|Employ Project Officer |30 Jun 08 |

|Prepare Calendar of 2008 Student Events |30 Jun 08 |

|Complete Project Plan |15 Jul 08 |

|Set up Quality Log, Issues Log and Learning Register |30 Jun 08 |

|Communication Plan Complete |31 July 08 |

|Evaluation Plan Complete |30 Aug 08 |

|Initial events for students held |30 Oct 08 |

|Prepare Calendar of 2009 Student Events |31 Jan 09 |

|Complete Post-Implementation Review |15 Nov 09 |

|Complete Project Evaluation Report |30 Nov 09 |

PROJECT ORGANISATION

The project will have a Project Steering Committee to manage the project at a high level. A Project Team will be set up to carry out the activities identified in the detailed project plan. The Project Officer will report to the Project Steering Committee on a regular basis.

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1 Project Sponsor

The Project Sponsor will facilitate the project by authorising the provision of resources to enable the project to be carried out.

2 Project Steering Committee

The Project Steering Committee will manage the project at a high level and will monitor project progress against the project plan, with particular emphasis on project schedule and project budget. Any issues which cannot be resolved at the Project Team level will be managed by the Project Steering Committee.

The Project Steering Committee will comprise:

• Les Emery, Project Sponsor, Senior Careers Adviser

• Paul Buist, Regional Manager, International Centre

• Jo Hocking – Career Mentor Link Coordinator

• Susy Vaughan, Career Adviser

• Karen Abbott – Career Information Officer

3 Project Team

The Project Team will liaise with the Project Officer to carry out the activities defined in the detailed project plan. A monthly report on project progress will be provided by the Project Officer to the Project Steering Committee.

The Project Team will comprise:

• Project Officer -

• Les Emery

• Susy Vaughan

• Jo Hocking

• Karen Abbott

• Raymond Maung

• New Careers Adviser

• International Student Service representative *

* Input will also be sought from other relevant student groups as appropriate

4 Stakeholders

The project will be established as a collaborative partnership involving the following stakeholders:

• Key international employers groups (e.g. Contact Singapore, relevant Chambers of Commerce) – promotion of VCE and mentor program

• Relevant UWA student societies (e.g. International Student Service, AIESEC) to set up -student mentoring and to assist in promotion of the project

• UWA Web Office & ITS – provide technical expertise for setting up VCE and monitoring site

• UWA Graduates Association (Singapore & Malaysian chapters) – assist with Alumni events and contacts

• UWA International Centre – contact with institutions and alumni to assist with education-side of VCE and mentoring

COMMUNICATIONS PLAN

The initial Communications Plan will be defined as part of the activities of Phase 3.2.1. It needs to be determined sufficiently in advance of other activities to ensure sufficient lead times for design and printing of any materials.

QUALITY PLAN

1 Quality Responsibilities

It is the responsibility of the Project Officer to ensure that all the project deliverables are of an appropriate standard.

For project documents, a Quality Assurance review will be facilitated by the Project Officer. The Quality Review will be the primary mechanism for ensuring the quality of completed deliverables. At least two days notice will be provided and a copy of the product to be reviewed.

The QA review will be presented by the author of the document and Steering Committee members asked to comment on the product. Responses will be minuted and the outcomes recorded. One of the following three outcomes will be sought:

• Approval of the product as is – no further changes required

• Approval of the product with minor changes – undertake changes and circulated final for approval – no further meeting required

• Rejection of the product – major changes required, follow up QA review required

A Quality Log will be maintained by the Project Officer. This log will be in the form of an Excel spreadsheet and will contain a record of every project product, the date it was created, the date it was approved, and the date it was signed off.

All project records will be maintained within the P drive folder..\..\Global_Student

2 Quality Records

Quality Records include:

• Quality review minutes

• The Quality log (Excel spreadsheet)

3 Document Version Control

All products of the Global Student project that are documents will be version-controlled as follows:

• The file name will reflect the title of the document

• The file name will have the document version appended to the title

• The final release version of the document will be v1.0

Examples of versioned documents are as follows:

• GS_Project_Initiation_Document_v0.3.doc (third draft of the document prior to release)

• GS_Project_Plan_v1.0.doc (final release version after approval)

PROJECT PLAN

1 Project Plan

A detailed project plan showing activities, due dates and the people assigned responsibility for activities will be maintained within Microsoft Word or Excel.

2 Project Products

The list of products will be maintained in the Quality Log. This is a matrix showing responsibility for production and approval of the project’s products. It cross references back to the product descriptions detailed in Appendix B. The products which will be developed as part of this project include:

|ID |Product Name |Planned Review Date |

|1 |Project Initiation Document |12 June 08 |

|2 |Detailed Project Plan |15 Jul 08 |

|3 |Communications Plan |31 Jul 09 |

|4 |Evaluation Plan |30 Aug 08 |

|5 |Project Evaluation Report |30 Nov 09 |

3 Product Descriptions

All project products are fully described within Appendix A.

4 Budget

The budget details for this project are as follows:

|Item |Description |Cost Estimate |

|Project Coordinator |L6 @ 0.5FTE for 18 months |$51,000 |

|Marketing & Materials |Program promotion & information resources |$10,000 |

|Virtual Careers Expo |Licence fee and set up costs |$15,000 |

|Functions & Catering |Networking & mentoring functions, workshops & seminars |$13,000 |

|Travel & Accommodation |Employer networking functions & information seminars in |$5,000 |

| |Singapore and Malaysia | |

Infrastructure costs will be borne by the Careers Centre. All expenditure requirements are based on costs as at February 2008.

A record of expenditure will be maintained by the Project Officer in an Excel spreadsheet.

PROJECT CONTROLS

Controls over the Project will be covered by:

• Regular Status Reporting to the Project Steering Committee. A written report will be produced highlighting progress against the schedule, any project issues or risks

• A managed approach will be taken to the assessment and mitigation of project risks associated with the project

• An Exception Report will be produced in the event of any problems affecting the project scope, budget or schedule

• A Quality Log will be maintained by the Project Manager

• A Lessons Learnt register will be maintained by the Project Officer and a Lessons Learnt section will be included in the Project Evaluation Report which will be delivered at the end of the project

EXCEPTION PROCESS

In this project there should be few exceptions, however any that do occur will be handled through an Exception Procedure:

1 Exception Procedure

Any exception which affects the schedule, budget and outcomes will be documented and presented to the Project Steering Committee for consideration and action.

2 Issue and Change Management

Issues and changes will be logged in the Issues Log and documented by the Project Officer within the monthly reports to the Project Steering Committee for discussion and/or approval.

RISKS

It is not envisaged that there will be major risks in this project. However, any risks identified will be documented by the Project Officer within the monthly reports to the Project Steering Committee for discussion and/or action.

PROJECT RECORDS

All Project records will be maintained and version-controlled in the Global Student Project folder within the Careers Centre P drive at P:\Careers Centre\Global_Student

Appendix A – Product Descriptions

Product Name

Detailed Project Plan

Purpose of the Product

The Detailed Project Plan will list all of the activities which need to be undertaken, with due dates and the person responsible for each activity.

Components

The Detailed Project Plan will have the following fields:

• Activity

• Specific Actions Required

• % Complete

• Start Date

• End date

• Person

Derivation

The Plan will be created and maintained by the Project Officer

Format and Presentation

The Detailed Project Plan will be in the form of a Word Document.

Allocated To

The Project Officer

Quality Criteria

To be reviewed by team members.

Approving the Product

Project Steering Committee

Product Name

COMMUNICATIONS PLAN

Purpose of the Product

TO DEFINE WHAT COMMUNICATION METHODS AND MATERIALS NEED TO BE ADOPTED TO ENABLE STAKEHOLDERS TO SUCCESSFULLY PARTICIPATE IN THE EVENTS AND ACTIVITIES OF THE GLOBAL STUDENT PROJECT.

Components

THIS PRODUCT CONSISTS OF THE FOLLOWING HEADINGS:

• Scope of communications

• Target audiences

• Approach to be followed

• Resources required

• Communication schedule

Derivation

THIS PRODUCT IS DERIVED FROM AN ANALYSIS OF COMMUNICATION NEEDS AND WILL BE DEVELOPED IN CONSULTATION WITH THE PROJECT TEAM

Format and Presentation

A Microsoft Word document.

Allocated To

The Project Officer

Quality Criteria

To be reviewed by team members.

Approving the Product

Project Sponsor

Product Name

EVALUATION PLAN

Purpose of the Product

The purpose of this document is to detail the approach to obtaining stakeholder feedback and evaluating the success of the events and activities of the Project.

Components

The Evaluation Plan will contain the following headings:

• Scope of evaluation

• Feedback and evaluation methods

• Feedback and evaluation resources

• Evaluation schedule

• Recording data

Derivation

The Evaluation Plan will be developed in consultation with the Project Team.

Format and Presentation

A Microsoft Word document.

Allocated To

The Project Officer

Quality Criteria

To be reviewed by team members.

Approving the Product

Project Sponsor

Product Name

PROJECT EVALUATION REPORT

Purpose of the Product

THE PROJECT EVALUATION REPORT PROVIDES A DESCRIPTION OF THE PROJECT AND AN ASSESSMENT OF HOW SUCCESSFUL THE PROJECT HAS BEEN AND IDENTIFIES ANY LESSONS LEARNED WHICH COULD BE APPLIED TO SUBSEQUENT PROJECTS.

Components

THE PROJECT EVALUATION REPORT WILL INCLUDE THE FOLLOWING HEADINGS:

• Overview

• Objectives

• Activities & Events

• Outcomes

• Issues

• Budget & Expenditure

• Lessons Learnt

• Recommendations

Derivation

THE PRODUCT IS DERIVED FROM DOCUMENTATION FROM THE PROJECT INCLUDING FEEDBACK AND EVALUATION.

Format and Presentation

A MICROSOFT WORD DOCUMENT.

Allocated To

THE PROJECT OFFICER

Quality Criteria

TO BE REVIEWED BY TEAM MEMBERS.

Approving the Product

Project Steering Committee.

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Project Sponsor

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

The following statement is a suggestion and should be adapted to your project. Amend, include or remove any relevant wordings

Stakeholders (Employers, Students)

Project Team

Project Steering Committee

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