Governance Plan: National Archives of Australia

This governance plan outlines the project components, key stakeholders, governance framework, risk and issue escalation process, project management documentation, and project governance roles and responsibilities for the National Archives of Australia website redevelopment project.

Running head: GOVERNANCE PLAN
Governance Plan: National Archives of Australia
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Table of Contents
1. Introduction..................................................................................................................................2
1.1 Overview of the client company (National Archives) and its requirement...........................2
1.2 Definition of project governance plan and the scope of the document.................................2
1.3 Key objectives of the governance plan..................................................................................3
1.4 Identification of Project components/key stakeholders.........................................................3
2. Governance framework and structure..........................................................................................4
2.1 Discussion on project’s policies and procedures in compliance with corporate governance4
2.2 Project governance ensures alignment of project portfolios with organizational goals and
strategy.........................................................................................................................................4
2.3 Organizational and project structure chart for each organizations........................................5
3. Project governance roles, responsibilities and delegation...........................................................6
3.1 Roles, responsibilities and delegations for the key people in the project team.....................6
3.2 Negotiation of governance roles and responsibilities with project stakeholders...................7
3.3 Example of project team member’s position description......................................................7
3.4 Project Governance reporting requirements..........................................................................7
4. Risk and Issue Escalation Process...............................................................................................8
4.1 Identification of various risks and issues at various stages of project development.............8
4.2 Example of project governance conflict..............................................................................10
5. Project Management documentation.........................................................................................10
5.1 List of various project documents........................................................................................10
5.2 Project Management deliverables........................................................................................11
5.3 Review and Endorsement process.......................................................................................12
6. Funding sources and process.....................................................................................................13
7. Impact of project’s governance arrangements on the arrangement of project’s objectives.......14

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1. Introduction
1.1 Overview of the client company (National Archives) and its 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.
1.2 Definition of project governance plan and the scope of the document
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.

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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.
1.3 Key objectives of the governance plan
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
1.4 Identification of Project components/key stakeholders
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.

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2. Governance framework and structure
2.1 Discussion on project’s policies and procedures in compliance with corporate
governance
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
2.2 Project governance ensures alignment of project portfolios with organizational
goals and strategy
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

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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.
2.3 Organizational and project structure chart for each organizations
Client Project Team
National archives of Australia
 Senior manager
 Analyst
 Executive sponsor
 HR manager
 System developer
 Finance manager
 Facility manager
 Project manager
 Website tester
Steering Committee:
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.

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3. Project governance roles, responsibilities and delegation
3.1 Roles, responsibilities and delegations for the key people in the project team
Name/Title Role Responsibility Delegations
William Anderson Senior manager To monitor and
control the website
progress that has
been developed for
the National Archives
Medium level
Henry Muller Senior executive Timely checking the
status report of the
project to make sure
that the redesign of
the website will be
completed within
estimated budget and
time.
Top level
James Andrews Analyst The analyst is
responsible for
extract, anticipate
constraints, organize,
manage, verify and
translate the
requirements.
Operating level

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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.
3.2 Negotiation of governance roles and responsibilities with project stakeholders
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.
3.3 Example of project team member’s position description
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.
3.4 Project Governance reporting requirements
Name/
Initiator
Title Report
Type
Delivery
Method
Format Recipient Frequency
William
Anderson
Senior
manager
project
progress
report
Conference
and
meeting
Video
conference
Project team
members
Monthly
Henry Muller Senior
executive
Status
report
Meeting Video
conference
Project manager Weekly

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James
Andrews
Analyst Report on
overrunning
budget and
overrunning
project
timing
Face to
face
meeting
Conference Project manager
and finance
manager
Monthly
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.
4. Risk and Issue Escalation Process
4.1 Identification of various risks and issues at various stages of project
development
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.

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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
Name/
Role
Risk/
Issue
reported
Description/
Analysis
Timing Action Issue status
(open/close
d)
Lessons
learned/Rais
ed By
Project
manager
Schedule
overrun
Due to addition of
some components,
the project may
exceed the
estimated time
phase
Initiation
phase
Proper
scheduling
Open Proper
development
of schedule at
the initiation
phase
Finance
manager
Cost
overrun
Due to exceeded
schedule the cost
for the project cost
may also increase.
Before the
project
planning
phase
Proper
budget
Open Feasibility
testing
System
developer
Website
security
issues
Some of the
website security
factors not
considered by the
project manager at
the project
development phase
Project
developme
nt phase
All website
developme
nt features
are to be
added.
Closed Encryption
mechanism
for securing
the
information

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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.
4.2 Example of project governance conflict
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.
5. Project Management documentation
5.1 List of various project documents
 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
5.2 Project Management deliverables
Deliverable Recipients Delivery Date Delivery

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Method
API Compatibility Destination: Australia,
Administrator, Users
15 July 2018 Selection
checklist
Accessibility/compatibility Australian Government
Digital Transformation
Office, Users
30 July 2018 Selection
Matrix
Privacy, security and
intellectual property
Users, Administrator 10 August 2018 Selection
checklist
Hosting National Archives of
Australia (Customer)
25 August 2018 Selection
matrix
Aesthetic design Customer, Users 30 August 2018 Selection
checklist
Content Management system Customer 20 September 2018 Selection
checklist
Email notifications to
administrator
Administrator 10 October 2018 Selection
matrix
Public user login Users 25 October 2018 Website
design
Navigation Users, Administrator 20 November 2018 Website
design
Searching functionality Users 12 December 2018 Website
design
Update of fixes in “add your Users 15 January 2019 Website

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story” form design
Show process of story
publishing
Users 25 January 2019 Selection
checklist
Page for story display Users 16 February 2019 Selection
matrix
Display page for records Users 18 March 2019 Website
design
Design of home page for the
website
Customer, Users 15 April 2019 Website
design
Explanation on the use of above table in governance report
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.
5.3 Review and Endorsement process
Project Documents Reviewer Approver
Business case for the
project
Business Analyst Sponsor
Statement of Work Project Manager Sponsor and CEO
Project charter Project Manager Sponsor
Project Management Plan Project Manager Steering Committee and

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Advisory Board
Action log Risk Manager Sponsor
Risk register Risk Manager Project Manager
Status reports Project Manager CEO and Sponsor
Budget plan Financial Analyst Finance Officer
Review of lessons learned Project Manager Sponsor and CEO
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.
6. Funding sources and process
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.

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 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.
7. Impact of project’s governance arrangements on the arrangement of
project’s objectives
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.