Project Governance Plan For National Archive Website Redesign

Project Requirement

The National Archive of Australia provide a service to technically upgrade the Archives website. The website of National Archive of Australia need to be transfer from CMS proprietary to common CMS that are available which include Open Source CMS. The website could collect user data that has contributed some features for photographic collection. The user would be able to upgrade the stories and website of their own by sharing their migrant experience.

Requirement:

• The exiting website has to be redeveloped
• Software to be used are Common CMS that are open source
• Prototype for the website
• Content review testing of the website
• Final testing, revision and bugs fixes
• Handover the website
• Final documentation of master templates, style guides, guidelines for admin user and technical specification.

The plan of the project governance is to deliver a primary process which is the part of the project management process having the governance phase.

The scope of the project is to redevelop the website, host and maintain the services for the website. The website has a photograph that showcase the Immigration Photographic Archive.  The project has the ongoing support and the external host having a service level agreement. Based on the feedback of the user it will update and post changes that are implemented. It will deliver the API compatibility, accessibility, and hosting, aesthetic design, CMS, email notification, user login, navigation and search function.

The documented governance plan has the primary objectives that has approve and specify actionable procedures to manage and administer the project that is given. Preparing an effective governance plan with the use of documentation and procedural templates. The key objectives of the governance plan are:

1. To empower flexible practices with stakeholders and design the website with quality deliverables
2. To redevelop the exiting website
3. To test and fix the bugs
4. To evaluate the performance

The key stakeholders of the steering committee are:

Senior managers: responsible for segment representative of defined outcome.

Analyst: monitor the progress of the project, assess the impact that are potential, view the feedback that are specify within the segment and improve through suggestion.  

Executive sponsor:  deal with issues that reach other consensus and bring some adjustment and changes.

Audit process is referred to as an important approach that is generally used by all the finance managers to design the project budget. With the successful development of the project budget the managers the company will be able to realize that whether the redevelopment of the website is beneficial or not. The aim of the project is to redesign the destination of the website for the National Archives Australia. For obtaining successful outcome from the improved website the feature those can be achieved include security, reliability, and flexibility and information availability.

Proper rules and regulations will lead the project towards the concrete requirements of the companies. In order to reach the needs the national archives the company has to follow the below factors:

• Process defining and operation
• Availability of the information
• Process monitoring and operation
• Effective communication policy
• Compliance measures with the software tools

Organization and Industry Governance Models

However before the development of any project for any business organization the main things on which the companies are to focus on include its security based on the general privacy policies. The procurement requests of the company are to redesign, host as well as maintenance of the services for the development of the website. It is also ideate that before the final implementation of the website besides the project plan and audit plan the organizational goals and strategies and the privacy policies are to be introduced.

Explanation on influence of steering committee on project

The role of the steering committee is to identify the potential risks, in addition to this, timelines monitoring, advice on the project budget, quality monitoring and strategy evaluation.

Explanation on the use of above table in governance report

During the development of the governance report for national archives the above table is very helpful as it helps to define the roles and responsibility of each of the stakeholders associated to the project.

In order to minimize the workload from the project stakeholders it is necessary for the project manager to divide and allocate the resources for different work package to successfully accomplish the tasks. However, with the help of performance evaluation the roles should be allotted for the individual stakeholders.

For this particular redevelopment of the website project the position or designation of the website developer is to consider all necessary factors those are necessary to evaluate an implement the website. Again maintenance of proper security and privacy policy, during operating the website is another role that must be played by the project manager.

Explanation on the use of above table in governance report

The developed above table shows the roles and responsibility of the project stakeholders for the successful completion of the project within estimated time and budget. Different communication ways are followed with proper frequency and delivery method to complete the website redesign process within time.

During the development and even after the implementation of the developed and improved website, a project may face different risks those are needed to be critically analyzed and resolves accordingly. The risks identified with the project are as follows:

Cost risks: Due to poor level of estimation of cost for the redevelopment and re improvement of the website of national Archives budget overrun may take place.

Schedule risk: If the project exceeds the estimated time then the project cost may also exceed the estimated budget, which will lead the project towards failure.

Explanation on how escalation works in this project

Explanation on the use of above table in governance report

It is necessary for the project manager and other stakeholders to identify analysis and develop strategies for mitigating all the identified risks.

Intra-organizational and inter-organizational conflicts are the main factors that may interrupt the success of the project. For example, if the project team members fail to maintain open communication during the project development phase then, during project governance internal conflicts may occur.

• Business case for the project
• Statement of Work
• Project charter
• Project Management Plan
• Action log
• Risk register
• Status reports
• Budget plan
• Review of lessons learned

The above table helps to determine the outcomes that will be achieved from the project along with the time at which the specific activities related to the deliverables will be completed. The table as represents the recipients for whom the deliverable is intended for and the method by which the delivery will take place is also demonstrated.

Explanation on the use of above table in governance report

The above table presents the essential documents that are required to be reviewed, approved and audit of compliance requirements. The table also helps to illustrate the responsible person for review and approval of the required project documents.

The various funding sources from which the funding will be arranged for the project are mentioned as below:

• Publishers and Visitors: This source relates to the publishers who will make use of the website for making entry in the website along with the visitors who will be using the website to view records.
• Funds from Local and Government budgets: This source relates to support from local or government organizations as the customer for which website redevelopment have to be carried out is also a governmental organization.
• Partners and Sponsors: This source comprises of the partners of National Archives of Australia and other sponsors who may find it profitable to invest in the project.

The Executive sponsor will be responsible for gathering information regarding funding process specific to the project.

The project’s governance arrangement help to achieve the desired outcomes as per the determined objectives of the project. The project’s governance arrangements have significance impact on the project’s objectives as there may be changes due to the implementation of governance procedures so that the project could be completed successfully.

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