Project Charter: National Archives Website Redevelopment

Project Objectives and Success Criteria

Project Charter:

Analysis has presented that to eliminate the issues experienced by the National Archives of Australia the project is proposed to redevelop the existing website destination. In addition to this project aims to implement software to be either common use or open-source proprietary Content Management System. Alongside these features, it is expected that the project development process includes the redevelopment of the website prototype and testing with additional features.

Followed by a detailed analysis it is determined that the National Archives of Australia is facing challenges with their business operation due to the poor website they are using currently. In addition to this, it is determined that the organization is aiming to offer maximum control over the information of the consumers alongside offering a user-friendly designed website to support consumers with all ages.

Followed by a detailed analysis it is determined that the National Archives of Australia is facing challenges with their business operation due to the poor website they are using currently. In addition to this, it is determined that the organization is aiming to offer maximum control over the information of the consumers alongside offering a user-friendly designed website to support consumers of all ages.

Based on this determination in the below section the purposes of the project are mentioned: –

• To offer user friendly website interface to their consumers.
• Implementation of advanced Content Management System (CMS).

Followings are the project objectives and success criteria: –

• The delivery of the project within the period of 3 month and less.
• The delivery of the project within the minimum budget.
• Delivery of the process to obtain 30% better consumer engagement.
• The success of the project will be obtained thru regular meeting and budget review.
• Attending consumer queries with the time interval of 15 hrs.

• Successful completion of this project will empower National Archive of Australia to obtain better consumer engagement.

• Additional Changes in the project deliverables.
• Additional Changes in project features.
• Any changes in the project stakeholder requirements.
• Uncertainty in the project requirement.

The main assumptions are:

• It is assumed that the delivery of the project will be within the period of 3 month and less.
• It is assumed that the delivery of the project will be within the minimum budget.
• It is assumed that the delivery of the process to obtain 30% better consumer engagement.
• It is assumed that the success of the project will be obtained thru regular meeting and budget review.
• It is assumed that the attending consumer queries with the time interval of 15 hrs.

The main constraints are:

• Lack of time is one of the biggest constraints of this project.
• Lack of expertise is one of the biggest constraints of this project.
• Lack of flexibility is also one of the constraints of this project that might affect the success of the project management plan.

In order to complete the project agile project management methodology will be used. There are many reasons behind the selection of an agile project development methodology those includes the enhancement in focus on specific project needs, less waste over minimizing resources, Faster project improvement times, higher success because efforts are more focused, as well as effective deployment of solutions.

The phases are:

Task Name	Duration	Start	Finish	Predecessors
Website Redevelopment Project	90 days	Thu 20/01/22	Wed 25/05/22
Project initiation phase	10 days	Thu 20/01/22	Wed 02/02/22
Identification of problem	2 days	Thu 20/01/22	Fri 21/01/22
Business case development	3 days	Mon 24/01/22	Wed 26/01/22	2
Cost benefit analysis	2 days	Thu 27/01/22	Fri 28/01/22	3
Project charter development	2 days	Mon 31/01/22	Tue 01/02/22	4
Project authorization	1 day	Wed 02/02/22	Wed 02/02/22	5
Project planning phase	11 days	Thu 03/02/22	Thu 17/02/22
Elaborating scope statement	3 days	Thu 03/02/22	Mon 07/02/22	6
Identifying objectives and outcomes	1 day	Tue 08/02/22	Tue 08/02/22	8
Estimating budget	3 days	Wed 09/02/22	Fri 11/02/22	9
Hiring team members	2 days	Mon 14/02/22	Tue 15/02/22	10
Risk management	2 days	Wed 16/02/22	Thu 17/02/22	11
Project execution phase	63 days	Fri 18/02/22	Tue 17/05/22
Interface design	7 days	Fri 18/02/22	Mon 28/02/22	12
Coding	12 days	Tue 01/03/22	Wed 16/03/22	14
Code validation	5 days	Thu 17/03/22	Wed 23/03/22	15
Developing database	5 days	Thu 24/03/22	Wed 30/03/22	16
Adding features and new website	6 days	Thu 31/03/22	Thu 07/04/22	17
Secure communication links.	7 days	Fri 08/04/22	Mon 18/04/22	18
Integrating with old system	5 days	Tue 19/04/22	Mon 25/04/22	19
Testing	10 days	Tue 26/04/22	Mon 09/05/22	20
Training	6 days	Tue 10/05/22	Tue 17/05/22	21
Project monitoring phase	2 days	Wed 18/05/22	Thu 19/05/22
Reporting and progress	1 day	Wed 18/05/22	Wed 18/05/22	22
Regular meeting	1 day	Thu 19/05/22	Thu 19/05/22	24
Project closure phase	4 days	Fri 20/05/22	Wed 25/05/22
Post project review	2 days	Fri 20/05/22	Mon 23/05/22	25
Sign off and documentation	1 day	Tue 24/05/22	Tue 24/05/22	27
Success evaluation	1 day	Tue 24/05/22	Tue 24/05/22	27
Releasing resources	1 day	Wed 25/05/22	Wed 25/05/22	28

In the below section the project work breakdown is mentioned: 

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

Name	Title	Authority Level/Responsibility/Decision Making
	Project Manager	The Project Manager is responsible for handing the project development activities.
	Resource Manager	The Resource Manager is responsible for handing the project resources required for the development activities.
	Executive	The executive is responsible for approving the project development activities.
	Senior Management of the organization	The Senior Management of the organization is responsible for reviewing the project development activities.
	Investor	The investor is responsible for approving and offering required fund to support the project development activities.

Likelihood 

Title	Rating	Description
Very Low	1	Highly unlikely to occur; however, still needs to be monitored as certain circumstances could result in this risk becoming more likely to occur during the project
Low	2	Unlikely to occur, based on current information, as the circumstances likely to trigger the risk are also unlikely to occur©
Medium	3	Likely to occur as it is clear that the risk will probably eventuate
High	4	Very likely to occur, based on the circumstances of the project
Very High	5	Highly likely to occur as the circumstances which will cause this risk to eventuate are also very likely to be created

Impact

Title	Rating	Description
Very Low	1	Insignificant impact on the project. It is not possible to measure the impact on the project as it is minimal
Low	2	Minor impact on the project, e.g. < 5% deviation in scope, scheduled end- date or project budget
Medium	3	Measurable impact on the project, e.g. 5-10% deviation in scope, scheduled end-date or project budget
High	4	Significant impact on the project, e.g. 10-25% deviation in scope, scheduled end-date or project budget
Very High	5	Major impact on the project, e.g. >25% deviation in scope, scheduled end-date or project budget

 Risk Matrix: Likelihood X Impact = Overall Level/Rating

Likelihood     IMPACT	Very Low	Low	Medium	High	Very High
Very Low         1	Very Low 1	Low 2	Low 3	Low 4	Medium 5
Low                 2	Low 2	Low 4	Medium 6	Medium 8	High 10
Medium          3	Low 3	Medium 6	High 9	High 12	Very High 15
High                  4	Low 4	Medium 8	High 12	Very High 16	Very High 20
Very High        5	Medium 5	High 10	Very High 15	Very High 20	Very High 25

Overall Level/Rating
0 – 1 = Very Low	2 – 4 = Low	5 – 8 = Medium	9 – 14 = High	15 – 25 = Very High

Categories

The risk categories are:

• Financial
• Marketing and Sales
• Resourcing
• Technical
• Legal

High Level Risk Register

Below are the top 5 risks associated with this project:

Risk No.	Category	Risk Description	Likelihood	Impact
1	Financial	Considering the nature of the project there is a huge chance of project budget shortage and during the development process the project might attract additional changes that will also cause additional expenses as well.	Medium	High
2	Technical	Changing request for the website redesign might increase technical difficulties.	High	High
3	Resourcing	Lack of resource availability is one of the challenges that might affect the success of the project.	Medium	High
4	Marketing and sales	Poor traditional marketing and sales increases the challenges for the agency to promote the final project.	High	Medium
5	Others	Human resource conflict is one of the issues that might arise and that could cause damage to the development of the proposed project.	Medium	High

Phase or Milestone	Preferred completion date	Dependencies
Project Initiative Phase	Wed 02/02/22	NA
Project Planning Phase	Thu 17/02/22	Project Initiative Phase
Project Execution Phase	Tue 17/05/22	Project Planning Phase
Project Monitoring Phase	Thu 19/05/22	Project Execution Phase
Project Closure Phase	Wed 25/05/22	Project Monitoring Phase

 Followings are the required resources for this project: –

Resource Name	Type	Std. Rate
Project Manager	Work	$ 45.00/hr
Project Account Manager	Work	$ 40.00/hr
Business Analyst	Work	$ 35.00/hr
HR Manager	Work	$ 30.00/hr
Team Member	Work	$ 25.00/hr
Auditor	Work	$ 35.00/hr
Trainer	Work	$ 39.00/hr
Hardware	Material	$ 2,000.00
Software	Material	$ 3,000.00
Others	Material	$ 500.00
Developer	Work	$ 40.00/hr
Designer	Work	$ 40.00/hr
Resource Manager	Work	$ 35.00/hr
Risk Manager	Work	$ 25.00/hr
Communication Management Team	Work	$ 25.00/hr
Technical Expert	Work	$ 35.00/hr

Detailed budget for the project is listed in the section below: – 

Task Name	Duration	Cost
Website Redevelopment Project	90 days	$ 48,052.00
Project initiation phase	10 days	$ 4,720.00
Identification of problem	2 days	$ 560.00
Business case development	3 days	$ 1,920.00
Cost benefit analysis	2 days	$ 640.00
Project charter development	2 days	$ 720.00
Project authorization	1 day	$ 880.00
Project planning phase	11 days	$ 4,280.00
Elaborating scope statement	3 days	$ 1,080.00
Identifying objectives and outcomes	1 day	$ 640.00
Estimating budget	3 days	$ 960.00
Hiring team members	2 days	$ 1,200.00
Risk management	2 days	$ 400.00
Project execution phase	63 days	$ 32,472.00
Interface design	7 days	$ 4,200.00
Coding	12 days	$ 7,680.00
Code validation	5 days	$ 6,600.00
Developing database	5 days	$ 4,600.00
Adding features and new website	6 days	$ 1,920.00
Secure communication links.	7 days	$ 1,400.00
Integrating with old system	5 days	$ 1,400.00
Testing	10 days	$ 2,800.00
Training	6 days	$ 1,872.00
Project monitoring phase	2 days	$ 4,360.00
Reporting and progress	1 day	$ 1,360.00
Regular meeting	1 day	$ 3,000.00
Project closure phase	4 days	$ 2,220.00
Post project review	2 days	$ 720.00
Sign off and documentation	1 day	$ 360.00
Success evaluation	1 day	$ 780.00
Releasing resources	1 day	$ 360.00

Project Cost-Benefit Analysis
Analysis Variables:
Discount Rate Used	5.00%
Annual Benefits	$        25,000.00
Annual Operational Costs	$          3,000.00
One-Time Development Cost (including hardware, software and security solution cost)	48052
				Year of project
		0	1	2	3	4	5	Totals
Economic Benefit		$0.00	$   25,000.00	$25,000.00	$   25,000.00	$    25,000.00	$       25,000.00
Discount Rate		1.0000	0.9524	0.9070	0.8638	0.8227	0.7835
PV of Benefits		$0.00	$23,809.52	$22,675.74	$21,595.94	$20,567.56	$19,588.15
Npv Of All Benefits		$0.00	$   23,809.52	$46,485.26	$   68,081.20	$    88,648.76	$     108,236.92	$108,236.92
One-Time COSTS		$(48,052.00)
Recurring Costs		$0.00	$ (3,000.00)	$(3,000.00)	$(3,000.00)	$(3,000.00)	$(3,000.00)
Discount Rate		1.0000	0.9524	0.9070	0.8638	0.8227	0.7835
PV of Recurring Costs		$0.00	$(2,857.14)	$(2,721.09)	$(2,591.51)	$(2,468.11)	$(2,350.58)
NPV of all COSTS		$(48,052.00)	$(50,909.14)	$(53,630.23)	$ (56,221.74)	$(58,689.85)	$(61,040.43)	$ (61,040.43)
Overall NPV								$     47,196.49
Overall ROI

Version Control 

Version	Date	Author	Comments/Changes
#1			Monitor and control project security
#2			Monitor and control the budget
#3			Control HR Plan

 Approvers

Name	Title	Signature
	Project Manager	Signed
	Project Team	Signed
	Project Auditor	Signed
	Project investor	Signed

Reviewers (Atleast 3)

Name	Title	Signature
	Project Manager	Signed
	Project Team	Signed
	Project Auditor	Signed
	Project investor	Signed

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

To develop the proposed project management, plan Several tools and techniques have been used. Initiating with the project integration management process, to accomplish the objective of this practice a project charter has been created that consists of project background, detailed discussion on project purpose, elaboration of the high-level project scope statement, defining project objectives, along with the declaration of assumptions and constraints. In order to define the project objectives, the SMART project objective framework has been used. Alongside these elements, the project charter also consists of a discussion on the project methodology and approach. This section requires the elaboration of project phases along with a discussion on the key deliverables of the project. In order to develop the project timeline that consists of project phases and key deliverables, I have used Microsoft project management software. This is one of the most effective tools used in the field of project management to create a project timeline that consists of detailed scheduling of required project management activity along with their associated starting and finishing date, predecessors as well as the cost of each activity considering the usage of resources and time. In addition to this present, it is a detailed overview of the project management approach in this section a project structure has been provided. The project structure can be defined as a work breakdown structure that is nothing but the pictorial representation of project management activities under project management phases. This is one of the most effective project management techniques used by the project manager to track and monitor the activities of project team members considering project development timing.

Assumptions

Followed by the completion of the abovementioned status the project charter also consists of a detailed stakeholder analysis that is nothing but a structural framework to analyze the interests of associated stakeholders alongside analyzing their impact on the proposed project. Stakeholder analysis is one of the important elements of successful project management that offers appropriate project shaping, competitive advantages, development of trust as well as the development of the relationship between all stakeholders. Stakeholder in the analysis is mainly performed by using two concepts that include the analysis of internal stakeholders and external stakeholders.  After completion of the stakeholder identification, it is then required to prioritize the stakeholders as per their role and impact on the project. With this strategy, I have successfully completed a project stakeholder analysis structure that has helped me to understand the impact of each stakeholder on the project.

2. 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?

After the successful completion of this project, it can be stated that in order to ensure the success of this project development process there are several strategies that have been adopted. The main purpose of this project development strategy was to improve the possibilities of project success by linking project knowledge areas. There are 10 project knowledge areas which include project integration management, project scope management, project cost management, project time management, project resource management, project quality management, project risk management, project communication management, project stakeholder management as well as project procurement management. To ensure that the proposed project management approach has followed all of the above-mentioned project knowledge areas in the project management plan different sections are assigned for each knowledge area.  The project integration management consists of a detailed project charter that has successfully defined all the required aspects of project integration management associated with the proposed project. In addition to this with the development of the project timeline project, the time management knowledge area has been addressed. In order to address the project cost management knowledge area, a detailed project schedule has been developed alongside its associated costs. In support of this, a cost-benefit analysis was also presented that is offering a better understanding of the project cash flow and revenue. To address the project quality management quality documents have been developed alongside developing a project communication plan. In order to ensure that this project consists of an effective project risk management approach, detailed qualitative project risk management is performed and analyzed by using a risk matrix. As it is mentioned in the above section that project stakeholder management is one of the important aspects in project knowledge areas thus to address this objective in this project management plan detailed stakeholder analysis is performed that will support the identification of key stakeholders and their impact on project management process.

Based on this understanding the   aim of to offer maximum control over information of the consumers alongside offering the user-friendly designed website to support the consumers with all ages has been addressed with structured project management approach.

Constraints

3. Briefly describe the organization’s environmental factors you used to plan and deliver the project?

The aim of project management is to deliver a proposed project associated with the culture, structure, and style of an organization with the purpose to enhance its existing process. According to a study in the field of project management, there are various environmental factors associated with a project that triggers the success or failure of a project. Alongside the environmental factors, there are organizational factors, factors of human resources as well as technological system factors.  This section focuses on the discussion of environmental factors that consists of organizational vision, mission, values as well as expectations of the organization. In detail, it can be stated that environmental factors inherent in the organization refer to organizational culture, organizational governance, organizational structure, availability and distribution of resources, facilities, materials, and infrastructure. Alongside this government standards, internal standards, organizational policy, procedure, and methods are also considered within environmental factors of an organization.

Based on the above discussion in the below section the list of organization’s environmental factors is mentioned: –

• The aim of this organization is to redevelop its existing website with the purpose to offer better user experiences to its potential and existing consumers. Hence it can be stated that focusing on the mission of this organization to offer better online services to its customers has influenced the initiation of this project.
• Dynamically changing technological aspects has also affected the initiation of this project management approach as an organization having an increasing consumer base needs to update their website and other online facilities following the requirements of market demands. Hence with the aim to support advanced website services this project has been commenced.

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

Project assessment is a methodical and impartial valuation of a continuing or accomplished project. The purpose is to control the significance and level of accomplishment of the project objectives, growth effectiveness, competence, influence and sustainability. Assessments also offers lessons learned obsessed by the process of decision-making by the project stakeholders, including contributors and national associates.  From my perspective design, evaluation and monitoring are altogether part of outcome-based project administration. The significant idea of basic project cycle management, and precisely monitoring as well as the evaluation process is to support those accountable for handling the properties and events of a scheme to improve expansion of results end to end focusing on long term and short-term goals.

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

A project baseline in field of project management is an evidently defined preliminary point for a project plan. In order to maintain integrity to the Project Baseline during this project development plan, weekly monitoring has been performed by the project manager.  The main aim of this monitoring is to ensure that the human resources and other materialistic resources are always available to support the pre-schedule project development activities so that the project gets delivered within the given time and budget without failing to address any features requested by the client.  Focusing on this aspect it can be stated that in order to ensure integrity to Project Baseline it is important to apply continuous project development monitoring that has been used during this project development process.

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

In order to obtain approval from higher management authorities at first, the project idea has been presented to them in order to make them aware of the idea that is anticipated to enhance the existing scenario of the organization.  Followed by this process associated budget has been also presented to offer a detailed overview of project expenses and time consumption.  Followed by the above 2 steps a detailed cost-benefit analysis and feasibility analysis have been performed in order to present that successful implementation of this project will offer several benefits to the organization.  After reviewing these findings, the higher authorities have requested documentation and after submission of the documentation, approval has been obtained from the higher authorities, project manager, project auditor, and project investor.

Phases

7. Describe how the triple constraint is applied to your

In the field of project management project, constraints stand for budget, time, and scope.  Analysis has presented that within the infrastructure of the proposed project budget, time and scope are three important aspects that have been addressed with appropriate strategies.  from the requirement of the organization, it is identified that to ensure continuous delivery of services to organization needs to redesign their website within a given period of time considering its scope and allotment of budget. Hence it can be stated that while developing this project these three constraints have been considered as one of the key success factors to deliver the proposed project.

1. 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?

In order to ensure that the project deliverable is completed, I have collected project timeline data and the current status of the project progress during the development of a specific deliverable. By comparing the expected and actual time of delivery performance can be evaluated for a specific deliverable.

During the initiation phase, this project has faced latency with project-chartered development however, in order to eliminate the impact of this latency the process of project authorization and initiation of project planning phase has been integrated that has resulted in the consumption of less time as designed.

Part 4: Manage Project Control

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

Analysis of the status is important for a project thus; I have used Microsoft project management software. This is one of the most effective tools used in the field of project management to create a project timeline that consists of detailed scheduling of required project management activity along with their associated starting and finishing date, predecessors as well as the cost of each activity considering the usage of resources and time. Using this tool, I have tracked the status of project development activities and deliverables.

In addition to this a project structure has been provided. The project structure can be defined as a product breakdown structure that is the pictorial representation of project management activities under project management phases. This is one of the most effective project management techniques used by the project manager to track and monitor the activities of project team members considering project development timing.

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

In order to manage the project work, it is important to update the risk register as during the development of the proposed project there is a huge chance of attracting additional risk associated with the project as well as the elimination of existing risk.  Hence it can be stated that with continuous updates of the risk register we will have a clear overview of project risk with a current status update. 

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

Project Objective	Was the Success Criteria met? (SMART)	Performance
Delivery within the given time.	The delivery of the project within the period of 3 month and less.	Satisfied
Delivery within the given budget.	The delivery of the project within the minimum budget.	Satisfied
Successful delivery of the project to obtain better consumer engagement.	Delivery of the process to obtain 30% better consumer engagement.	Satisfied
Better control over the project deliverables.	The success of the project will be obtained thru regular meeting and budget review.	Satisfied
Delivery of expected features.	Attending consumer queries with the time interval of 15 hrs.	Satisfied

2. For this project, provide a project checklist of relevant project finalization activities including who will be responsible for these. These activities may include: handover, financial, legal, contractual, documentation, issue, reports finalization and organization knowledge management. Write your answers on a piece of paper, clearly writing the contributors and describing the project.

Number	Items	Owner	Checklist (Yes/No)
#1	Secure approvals and signatures.	Project Manager	Yes
#2	Identify and document lessons learned	Project Manager	Yes
#3	Finalize reports.	Project Manager	Yes
#4	Release project resources.	Project Manager	Yes
#5	Index/archive project documentation.	Project Manager	Yes