ICT OFFICER II – PROJECT MANAGEMENT PRACTICAL EXAMINATION- MOCK

Position: ICT Officer II
Subject: Project Management
Examination Type: Practical/Competency-Based Assessment
Duration: 3 Hours
Total Marks: 100

Instructions

1. Attempt all tasks.
2. Use Microsoft Excel, Microsoft Project, or equivalent project-management software where appropriate.
3. Clearly show all calculations.
4. Assume that all monetary values are in TZS.
5. Save your work using the format:
   ICT_OfficerII_Project_Management_[YourName]
6. Submit all required files at the end of the examination.

 

PRACTICAL SCENARIO

You have been appointed as an ICT Officer II in an organization implementing an Electronic Document Management System (EDMS).

The project will digitize paper-based records and introduce an electronic document management system for improved document storage, retrieval, security, and workflow.

The project has the following major objectives:S

• Digitize existing paper records.
• Implement an electronic document management system.
• Configure user access controls.
• Train staff.
• Improve document retrieval and security.
• Deploy the system across selected departments.

 

TASK 1: PROJECT INITIATION – 10 MARKS

Prepare a Project Charter containing:

1. Project title
2. Project justification
3. Project goal
4. At least five SMART objectives
5. Project sponsor
6. Project manager
7. Key stakeholders
8. Major deliverables
9. Project assumptions
10. Project constraints
11. Success criteria

Expected Output

Submit the Project Charter as a Word or PDF document.

 

TASK 2: WORK BREAKDOWN STRUCTURE – 10 MARKS

Develop a Work Breakdown Structure (WBS) for the EDMS project.

Your WBS should include at least the following phases:

1. Project initiation
2. Project planning
3. Requirements analysis
4. System design
5. Procurement
6. System configuration
7. Data/document migration
8. Testing
9. User training
10. Deployment
11. Monitoring and support
12. Project closure

Break each phase into appropriate work packages and activities.

Expected Output

Submit:

• Hierarchical WBS
• WBS numbering
• Work packages
• Deliverables

 

TASK 3: PROJECT SCHEDULING AND GANTT CHART – 15 MARKS

Create a project schedule using Microsoft Project or Excel.

Use the following activities:

ID	Activity	Duration	Predecessor
1	Project initiation	3 days	—
2	Project planning	5 days	1
3	Requirements gathering	7 days	2
4	System analysis	5 days	3
5	System design	7 days	4
6	Procurement	10 days	2
7	System configuration	10 days	5,6
8	Data preparation	8 days	4
9	Data migration	10 days	7,8
10	System testing	7 days	9
11	User acceptance testing	5 days	10
12	User training	5 days	11
13	System deployment	3 days	11,12
14	Post-implementation support	10 days	13
15	Project closure	3 days	14

Requirements

Produce:

• Start and finish dates
• Duration
• Dependencies
• Gantt chart
• Milestones
• Critical activities

 

TASK 4: CRITICAL PATH METHOD – 10 MARKS

Using the schedule in Task 3:

1. Calculate the Critical Path.
2. Calculate the earliest start (ES).
3. Calculate the earliest finish (EF).
4. Calculate the latest start (LS).
5. Calculate the latest finish (LF).
6. Calculate the float for each major activity.
7. State the total project duration.

Use:

Float = LS − ES

or

Float = LF − EF

Expected Output

Prepare a table similar to:

Activity	Duration	ES	EF	LS	LF	Float	Critical?
Project initiation	3
Project planning	5
Requirements	7
...	...

 

TASK 5: RESOURCE MANAGEMENT – 10 MARKS

Prepare a resource allocation plan for the project.

Consider the following resources:

Resource	Role
Project Manager	Project coordination
ICT Officer II	Technical coordination
Business Analyst	Requirements
System Analyst	System analysis
Software Developer	Configuration/customization
Database Administrator	Database management
Network Administrator	Network infrastructure
Cybersecurity Officer	Security
Records Officer	Records management
Trainer	User training
Support Technician	Technical support

For each resource, identify:

• Assigned activities
• Estimated effort
• Responsibility
• Availability
• Possible resource constraints

Identify at least two resource conflicts and recommend solutions.

 

TASK 6: PROJECT RISK MANAGEMENT – 10 MARKS

Create a Project Risk Register containing at least 10 risks.

Consider risks such as:

• Budget shortage
• Delayed procurement
• Resistance to change
• Data loss
• Cybersecurity attack
• Poor-quality scanned documents
• System downtime
• Inadequate user training
• Vendor failure
• Requirements changes

Use the following format:

Risk	Probability	Impact	Risk Score	Mitigation	Contingency	Owner
Data loss	High	High		Regular backup	Restore backup	DBA
Cyberattack	Medium	High		Security controls	Incident response	Security Officer

Calculate:

Risk Score = Probability × Impact

Use a scale of:

• 1 = Very Low
• 2 = Low
• 3 = Medium
• 4 = High
• 5 = Very High

 

TASK 7: PROJECT BUDGET – 10 MARKS

Prepare a project budget using the following estimates:

Cost Item	Estimated Cost (TZS)
Software	18,000,000
Servers	25,000,000
Network equipment	12,000,000
Scanners	8,000,000
Data migration	10,000,000
Training	7,000,000
Consultancy	15,000,000
Maintenance	5,000,000

Assume a 10% contingency.

Calculate:

1. Direct project cost
2. Contingency amount
3. Total project budget

Then prepare the budget in Excel and create a suitable chart.

 

TASK 8: EARNED VALUE MANAGEMENT – 10 MARKS

After implementation has started, the following information is provided:

• Planned Value (PV) = TZS 45,000,000
• Earned Value (EV) = TZS 40,000,000
• Actual Cost (AC) = TZS 50,000,000

Calculate:

A. Cost Variance

CV = EV − AC

B. Schedule Variance

SV = EV − PV

C. Cost Performance Index

CPI = EV ÷ AC

D. Schedule Performance Index

SPI = EV ÷ PV

Interpret the results and state whether the project is:

• Over or under budget
• Ahead or behind schedule

As an ICT Officer II, recommend three corrective actions.

 

TASK 9: CHANGE MANAGEMENT – 5 MARKS

During implementation, management requests the addition of a mobile application to the EDMS.

Prepare a Change Request containing:

1. Change description
2. Reason for change
3. Business justification
4. Impact on scope
5. Impact on schedule
6. Impact on cost
7. Technical impact
8. Risks
9. Recommendation
10. Approval decision

Explain how you would process the change using formal change control.

 

TASK 10: PROJECT STATUS REPORT – 10 MARKS

Prepare a professional Project Status Report for senior management.

The report should contain:

Project Information

• Project name
• Project manager
• Reporting period
• Overall project status

Performance

Report on:

• Scope
• Schedule
• Cost
• Quality
• Risks
• Issues
• Resources

Management Information

Include:

• Completed activities
• Activities in progress
• Delayed activities
• Major risks
• Corrective actions
• Decisions required from management
• Planned activities for the next reporting period

Use RAG status:

🟢 Green – On track
🟡 Amber – Requires attention
🔴 Red – Critical/problem

 

FINAL SUBMISSION REQUIREMENTS

The candidate should submit the following:

No.	Deliverable	Marks
1	Project Charter	10
2	WBS	10
3	Project Schedule & Gantt Chart	15
4	Critical Path Analysis	10
5	Resource Management Plan	10
6	Risk Register	10
7	Project Budget	10
8	Earned Value Analysis	10
9	Change Request	5
10	Project Status Report	10
	TOTAL	100

Key Competencies Being Assessed

This practical examination tests whether an ICT Officer II can practically demonstrate:

• Project initiation
• Project planning
• WBS development
• Project scheduling
• Gantt chart preparation
• Critical Path Method (CPM)
• Resource allocation
• Risk management
• Budget management
• Earned Value Management (EVM)
• Change control
• Project monitoring and reporting
• ICT project governance
• Stakeholder communication
• Problem-solving and corrective action planning

NB: "ANYTHING CAN HAPPEN"