Project Charter For National Archives Of Australia Website Upgrade

Project Overview

Project Charter is generally used for planning and initiation of the project. The project charter of this project is elaborated in the following paragraphs- 

The project aims at  transferring the existing website from a proprietary CMS to a commonly available CMS. The new website will enable the National Archives of Australia to collect user contributed data about the photographic collection.

The project was triggered by nominating a project manager and potential suppliers.

This project will enable the Nation Archives of Australia to collect user contributed data about the photographic collection on the site. This project aimed at upgrading the Archives website thus making it more users’ friendly, thus satisfying the organization’s strategic objective.

The purpose of the project is up gradation of the Archives’ website destination to ensure best functionality of the website. The website is to be redesigned to add different new features such as uploading pictures and displaying a collection of data. This project aims at making the website more users’ friendly.  

The project is needed to collect user-contributed data about the photographic collection featured on the existing website. Moreover, the project aims at making the interface modern, engaging and user friendly, which can be accessed by people of all ages. The project must complete within the scheduled time and must continue working with the pre-existing API linking the content with an exhibition interactive. 

The objectives of the project are listed below-

1) Redevelopment of the existing website

2) Software is to be open sourced or common use proprietary management system.

3) Maintaining the security of the data captured in online forms

4) Easy accessibility from desktop, tablet, Smartphone mobiles using a responsive interface design.

The success criteria of the project are listed below-

1) The website must able to add and delete images, make changes to the story.

2) The website must be successful in performing the API calls to and from the destination.

3) Nomination of a proper project manager who will supervise the project planning, execution and implementation until the project closure

4) The supplier appointed by the project manager should properly communicate the issues regarding the project with the project manager.

5) The supplier should work collaboratively with National Archives’ staff to meet the desired expectation of the project.

6) The project plan should incorporate proper testing and bug fixation of the website even after the project handover.

7) The supplier should be committed to defect resolution even in the post launch period of the website until 30^th April 2018.

Project Objectives

The scope of the project includes the linking of the content with an exhibition interactive. The website under development will enable collection of user-contributed data about the photographic collection. The website will be compatible of GET, POST, PUT and DELETE data using the API within the selected timeframe. The data captured in the website will be properly secured and abide by the security obligations of ASD. The upgraded website will continue to feature the aesthetic design of the website. The website will support certain format to enable the crowd sourced data and display of collection of data. The website will necessarily include formats to enable crowd sourced data and display of collection of images. The administration module is secured enough to prevent unauthorized access.  The solution will support the Google Analytics for website visitor statistics, pre scripted database reports for listing, and exploring the user generated documents. 

The out of scope items includes editing of the images before uploading to the website. The website under development includes extensive testing and bug fixation in the implementation phase but does not include website testing after its launch.

The main assumptions are:

1) The client will be responsible for the contents of the website.

2) The allocated time is enough to complete the project

3) The users will contact customer service if needed

4) The users will abide by the terms and condition associated with the website

5) The website will be easy to find and accessed by the users.

6) The feasibility study and the cost benefit analysis of the project has already been performed.  

The main constraints are

1) Schedule: The project is expected to be completed within the given schedule. However, extensive testing phases might require more time if bugs are discovered since the bugs are needed to be fixed.

2) Cost: the Cost of the project might go over budget if further specifications are to be added to the project and for bug fixing.

3) Scope:  A project scope contains specific goals, deliverables and task of the project. This scope should remain intact throughout the project execution phase. 

The agile methodology is proposed for this project.  This approach is proposed as the project is considerably larger in size and includes a number of specification. Agile methodology includes the possibility of adding new project specifications in the development stage of the project and different releases are planned according to the deliverables of each project.

Success Criteria

Agile methodology also includes considerable testing procedures in the implementation phase itself. Unlike waterfall model, testing phases are not completed after the project development and hence it is better to undertake agile methodology to produce project deliverable in time.

The phases are:

1)  Project Initiation- The project is initiated by going through the project objectives and meeting the specifications of the project properly.  The deliverable of this phase includes the documentation of finalized project charter.

2) Sprint Planning- This phase deals with the clarifying the requirements and the deliverables of the project and estimating the time required for each deliverable. The major deliverable of this phase is the detailed project plan.

3) Project execution: This phase deals with the implementation of project according to the project planning. The major deliverable of this phase includes the development of the website.

4) Project monitoring: This phase deals with the supervision of the project in its execution phase. The major deliverable of this phase is testing each deliverables to ensure that it meets the set specifications.

5) Project closure: this phase deals with the handover of the complete project. The major deliverable is bug fixation of the project if required. 

The structure of the project is: 

1	Project Starts
2	Feasibility Study
2.1	Technical Feasibility
2.2	Economic Feasibility
2.3	Operational Feasibility
3	Requirement Analysis
4	Planning
4.1	Technical requirement
4.2	resources
4.3	budget estimation
4.4	time estimation
4.5	document report
4.6	share documents with client
4.7	Client’s Approval
5	Implementation and Governance
5.1	Framework
5.1.1	Designing
5.1.2	Coding
5.1.3	Developing
5.2	Database
5.2.1	Designing
5.2.2	Coding
5.2.3	Sending a prototype to client
5.2.4	Client’s Approval
5.2.5	Implementing Changes (if required)
6	Testing
6.1	Unit Testing
6.2	Black-box testing
6.3	White-Box testing
6.4	System Testing
6.5	Performance Testing
6.6	Usability Testing
6.7	Integration Testing
6.8	User Acceptance testing
6.9	Debugging
6.10	Documentation
6.11	Share documents with Client
7	Go-Live
8	Project Handover
9	Project ends

The major stakeholders and their authority level on this project are shown below. 

Name	Title	Authority Level
Please Insert	Project Manager	High
Please Insert	Supplier	Medium
Please Insert	Website development team	High
Please Insert	Members of the Executive Board	High
Please Insert	The testing team	High

Project high-level risks

The categories of the risks involved in the project are as follows-

1) Financial

2) Marketing

3) Technical

4) Resourcing

5) Legal

The top 5 risk involved with the project are listed below- 

Risk No.	Category	Risk Description	Likelihood	Impact
1	Technical	The project team experiences technical difficulties in designing and hosting the website	High	The project objectives would not be met and the project would not be completed within the schedule
2	Resourcing	The resource estimation and allocation is not properly defined	Medium	The project schedule might be delayed
3	Marketing	The users have no idea about the new website	Low	The whole objective of redesigning the website will fail
4	Legal	The website does not abide by the legal procedures	Medium	The project will fail
5	Financial	The project is not completed within the scheduled budget	Medium	The project might need budget revision

Summary Schedule 

Phase or Milestone	Preferred  completion date	Dependencies
Project Staring	10-09-17	Project Plan document
Layout and Database designing and coding	11-11-17	The Project specifications
Testing	1-12-17	The designed website
Website Hosting	15-12-17	External hosting to Archives Infrastructure
Website Go live	31-12-17	Proper website hosting

Summary Budget 

Category of Cost	Best Estimate	Worst Estimate	Most Likely
Hardware material	$1440	$2000	$1500
Software material	$1000	$1980	$1400
Staffing	$50000	$80000	$50000
Website Hosting	$1000	$600	$900
Website launching	$500	$1000	$300
Testing	$10000	$2000	$9000

The summary budget includes the overall budget of the project. This budget is estimated for project completion but may be revised if required. 

Version	Date	Author	Comments
V1	2-12-17	Project Manger	The version needs through testing
V2	31-12-17	Website Designer	This version is ready to release

Name	Title	Signature
Please Insert	Project Executive	Please Insert
Please Insert	National Archives Australia	Please Insert

Name	Title	Signature
Please Insert	National Archives Australia	Please Insert
Please Insert	Business Analyst	Please Insert

The project management plan describes the necessary work (and the reasons for this work) that is to be executed to plan, deliver and monitor the scope, time, cost, quality, human resources, communication and project information, stakeholder management, risk and procurement management plans assessed in these units in an integrated manner according to the governance arrangements. This is demonstrated by consistency across these areas where the information from one area is used as a basis for another. E.g.: timeframes provide part of the basis of budget estimates.

Briefly describe the tools and techniques that you used to develop the project management plan?

The tools used for developing the project management plan include selection of a project management methodology and proper project management information system to re-develop the website according to the project management plan.

Project Scope

The detailed tools and techniques to develop a project management plan are listed below- 

• Scope Planning
• Scope Definition
• Create WBS
• Activity Definition
• Activity Duration Estimating
• Activity Resource Estimating
• Activity Sequencing
• Schedule Development
• Cost Estimating
• Cost Budgeting
• Quality Planning
• Human Resource Planning
• Communications Planning
• Risk Management Planning
• Qualitative Risk Analysis
• Quantitative Risk Analysis
• Risk Response Planning
• Plan Purchases and Acquisitions
• Plan Contracting

Briefly describe how the project work was to be executed to accomplish the project objectives, including the dependencies and interactions among each knowledge area of the project? 

The project methodology chosen for this project is agile. Agile methodology includes improvising the product in its development stage. The project will be executed according to the project plan to accomplish the project objectives. The phases of agile is not interconnected but has certain dependencies in every phase that are met by properly executing every phases. A proper communication plan has to be made to ensure proper interactions among each knowledge are of the project.

Briefly describe the organisation’s environmental factors you used to plan and deliver the project?  

The organization’s environment factor used to plan and deliver the project is the employees who have a proper knowledge about the contents of the website and the requirements and the deliverables of the website are plan accordingly. Another environmental factor is the customers and thus the website to be developed is designed to be user friendly. 

What organisational processes were used to develop the project management plan? Your answer should include any standardised guidelines, work instructions, proposal evaluation criteria, performance measurement criteria, change control procedures, historical information and lessons learned. 

The project management plan were developed according to the guideline of National Archive of Australia.

The team members were instructed to give daily report to the project manager and maintain a proper communication plan.

The proposal evaluation criteria are that the proposal establishes the compliance with the basic requirement of the project that is re development of website and abide by the full technical, commercial and financial evaluation.

The performance measurement criteria includes throughout testing of each sprint to evaluate the performance of each unit of the website development.

Change control procedures included correct documentation of the changes made and inclusion of the changes in the project plan.

The historical information and the archive documents of the old website are thoroughly researched in redesigning the new website and setting its specifications.

It is learnt that proper research and planning is necessary for successful execution of the project.

How was the integrity of your project baselines to be maintained throughout the project life cycle? Who was responsible for this work? 

The project integrity is maintained by properly developing the project charter, developing a preliminary project scope statement, developing a project plan, Directing and managing the project execution, properly monitoring and controlling the project work, integrating the change control and properly closing the project.

Assumptions

The project manager is mainly responsible for this work along with the members of the National Archive of Australia and Website developer. 

6.Provide details of how approval would be obtained for the project management plan.

The approval of the project management plan would be approved by following the major steps-

1) Clear understanding of the approval process

2) Mentioning clearly the business need in the approval plan

3) Identifying and aligning the key influencer of the project and including them in the approval plan.

4) The needs of the project is clearly specified

5) The approval is obtained from the executive decision maker. 

Describe how the triple constraint is applied to your project.

Triple constraint of a project is a combination of the three most important restrictions of a project, which are scope, schedule and cost.

Triple constrained is applied in the project by ensuring that the project is delivered within the specified schedule and does not go over budget. This is done by through research prior to the project planning stage and extracting a clear requirement. The time allotted for the project was enough for a website development. The project also meets the quality requirements. 

What work performance data did you collect about the completion status of deliverables during this phase of the project? Describe one example of a review of the impact on late completion of a deliverable and how you managed its impact and implementation of any agreed changes? 

The work performance data collected to know the status of the deliverable are as follows-

1) The contractors and sub contractors are monitored and asked to submit the report of the project progress. The data of this report  is analyzed to understand the status and progress of the deliverable.

2) Regular meeting were held to discuss the constraints in the project implementation phase and how to overcome those.

The impact on late completion of deliverable was deadline miss of the release associated with the phase. Its impact was managed by  planning the changes in the next deliverable accordingly so that it can compensate the late completion of the previous deliverable.  

Give an example of the tools and techniques that you use to analyse the status of one deliverable in your project that guided the information and recommendation that you documented in a status report. 

The tools and technique used to analyze status of deliverable is to develop a detailed report summarizing the releases of each deliverable and the extent to which they meet the set specifications. This helped in developing a proper status report and communicating it to the authorities.

Which project plans/logs and registers would you need update to Direct and Manage Project Work? Why would they change?  

The risk register and Change log is needed to manage and direct the project work. The risk register would give a clear idea of the risks associated with the system and change log will document the changes implemented in the course of project. They would change with the course of the project implementation.

Provide a post implementation report you completed for your project showing performance measured against objectives and success criteria. 

The post implementation report is elaborated below-

Description	Success (Yes/No)
Project goal achieved	Yes
Stakeholders satisfaction achieved	Yes
Further development	Yes
Documentation	Yes

 Project checklist of relevant project finalization activities are elaborated below-

Description	Person responsible	Yes/No
Project handover	Project manger	Yes
Resource release	Project Manager	Yes
Finance settlement	Resource Manager and Business Analyst	Yes
Legal	Project owner	Yes
Reports Documentation	Content writer	Yes