Governance Plan for National Archives of Australia Project

This governance plan outlines the policies, procedures, roles, and responsibilities for the National Archives of Australia project. It includes a risk and issue escalation process, project management documentation, and project deliverables.

PART 1
Governance Plan
ATM ID: NAA RFT 2017/1058
Agency: National Archives of Australia
Category: 81110000
Computer services
Template with guidelines
Prepared
by:
[Please Fill Your Name]
Position: Project Manager
Date: 26 June 2018
Version
No:
1.0

Versi
on
Changes Date Updated By Authorised by:
(Name/Title)
Approval signatures
1.0 Designing of
organizational
structure
15/06/2
018
Project
Manager
James
Thompson
Petty Anderson
Jacobs Williams
Jeff Moody
Explain the use of this type of table in a governance report
This table is used to present the different versions of the governance report which depicts the changes that are implemented upon request of the stakeholders or to meet
the desired objectives of the project. This table makes it easier for the audience to determine the changes that has been made in the latest governance report and the
responsible persons for approving the changes in the report.
DOCUMENT REVISION HISTORY

Explain the governance relationships for Administrative closure
for the National Archives Project.
The Administrative closure relates to closing of the project after reviewing the outcomes with the planned
objectives. The process of administrative closure is initiated by the Project Manager after preparation of the closure
documentation. The documentation comprises of the project deliverables for the customer as well as stakeholders
and necessary administrative actions are taken for ensuring successful delivery of the project.
Explain the “Distribution to the stakeholders” process for this
project:
The stakeholders that are associated with the project are National Archives, Public and suppliers. It is the
responsibility of National Archives to safeguard the information provided by users about the photographic collection
featured on the site. Potential supplier will be responsible for providing staffs and subcontractors to complete the
project.

Table of contents
1. Introduction 4
2. Governance Framework and Structure 5
3. Project Governance Roles and Responsibilities 7
4. Risk and Issue escalation process 9
5. Project Management Documentation 11
6. High level stakeholder engagement process 14
7. High level funding agreement 14
1. Introduction
1.1 Overview of the client company (National Archives) and its requirement.
National Archives of the Australia is the client for which this project to redevelop, host and maintain services for the
website of Destination: Australia. The client company is responsible for preservation and storage of Commonwealth
records as well as the archival resources of the Commonwealth.
The requirements of the client company are listed as below:
 Redevelopment of existing website of Destination: Australia
 Open source software or Common use Content Management System (CMS)
 Prototype of the website and testing
 Final development of the website
 Final documentation for the website with technical specifications
1.2 Define project governance plan and the scope of the document.
Project governance plan is a document that demonstrates the primary process for delivering the project and it is
related to project management. This governance plan helps to identify the procedure that will be followed for
managing the project and the responsible team members who will execute those activities.
The scope of this document is related to the illustration of management procedures for governing and managing the
project to achieve desired outcomes from the project.
1.3 The key objectives of the governance plan are:
1 To plan redesign, hosting as well as maintenance services for the Destination: Australia
website
2 To develop website prototype and testing

3 To test the bugs and fixing them for proper development of the website
4 To manage the project properly with the help of governance policies and procedures
1.4 Identify Project components/ key stakeholders that makes up the steering committee and
advising team.
The key stakeholders that will make up the steering committee for the project are listed as below:
Senior Manager – This stakeholder is associated as a representative of the client company to define the
requirements and the deliverables that will be achieved from the project.
System Analyst – This stakeholder is associated with the development related activities to ensure that the desired
requirements are fulfilled by the project.
Senior Executive – This stakeholder is involved in the project to manage the business related activities and define the
business objectives related to the project.
2. Governance framework and structure
2.1 Discuss the project’s policies and procedures in compliance with corporate
governance. Also, mention where project governance approach needs to be
documented. (Audit process)
Audit process is an essential approach that is usually used by finance experts to determine and develop budget for a
project and it will be used by the Financial Analyst in context to this particular project. The successful development
of the budget according to the policies and procedures of the organization will ensure compliance with corporate
governance. The audit on the project budget will help to determine whether the project will be beneficial for the
organization as per their goals and strategy.
2.2 Explain how the project governance ensures that project portfolios are aligned
with organisational goals and strategy. Outline how the governance framework keeps
the components on track and coordinated to achieve the common outcome for this
project. What activities were undertake to ensure that all the project stakeholders
had a common understanding of the project’s governance plan? Who approves this
approach to stakeholder engagement?
The implementation of suitable rules as well as regulations for leading the project towards successful delivery so that
project portfolios are aligned with goals and strategy of the organization. The project governance is based on five
different principles that is reporting, delegation and authority, objectives of the organization, assurance and decision
making which ensures that project portfolios are aligned with goals and strategy of the organization.
The governance framework provides a clear platform to determine the requirements suitably and fulfilling them by
measuring the progress of project according to defined objectives.
The activities that were undertaken for ensuring that all project stakeholders had a common understanding of the
project’s governance plan are listed as below:
 Defining of the governance process and operations
 Gathering of available information for documentation
 Monitoring of processes and operations
 Maintaining effective communication

 Measuring the compliance standards with the help of suitable methods and procedures
The Senior Executive is responsible for approving this approach to stakeholder engagement so that desired
outcomes can be achieved from the project.
2.3 Design an organisational and project structure chart for each of the organisations
in the project. Highlight the people that you would include in a steering committee or
advisory group for the project.
Steering Committee:
Explain how this steering committee would influence the project.
The steering committee will have high influence on the project and it will ensure successful delivery of the project
starting from initiation to closure phase. The steering committee comprises of various people with different skills and
knowledge to manage the different activities required for the project.
National Archives of Australia
Destination: Australia
Client
Senior manager
System Analyst
HR Executive
System developer
Financial Analyst
Procurement Manager
Project Manager
Tester
Project Team

3. Project governance roles, responsibilities and delegation.
3.1 This section explains the roles, responsibilities and delegations for the key people in the project team.
Name/Title Role Responsibility Delegations
Diego Williams Senior manager The senior manager of
National Archives is
responsible to check the
progress of the project and
control the project
accordingly.
Operating level
Marco Anderson Senior level executive The role of the executive
manager is to manage the
committees with proper staff
management and strategic
business planning.
Top most level
Stephen Lee Analyst The key responsibility of the
business analyst is to
address the business issues
as well as insufficiencies
those are interrupting the
success of the project
developed for the national
archives.
Medium level
Explain the use of this type of table in a governance report
The above table shows the key responsibility of the analyst, senior manager and senior executive. They are individually responsible to serve their job roles so that they can
meet the objectives. Based upon delegations they should play their responsibilities to accomplish the project. In order to govern the project designed for National Archives,
the work division among the employees and their roles and responsibilities to different work packages is required which become easier with the help of the above table.

3.2 Describe how these governance roles and responsibilities were negotiated with the project stakeholders.
The stakeholders are responsible to perform specific roles at different times throughout the project lifecycle development phase. With the new products and services each
tome the project stakeholders are either positively or negatively affected. Customers are the most important and valuable assets for the success of any project thus their
feedbacks are to be considered for National Archives while developing the website development project. Their role specification will reduce the project complexity.
3.3 Provide an example of a project team member’s position description that includes the project’s delegated authorities.
The senior manager, executives and analysts are responsible to check the progress of the project. Their role is to accomplish the redesign of the website project for National
Archives within estimated time and budget considering all system security approaches.
3.4 Project Governance reporting requirements.
This section lists the report recipients and outlines the type, format and frequency of project reporting.
Name/
Initiator
Title Report Type Delivery Method Format Recipient Frequenc
y
Diego Williams Senior manager Project status report Face to face meeting
and conference
Teleconference Project team members Weekly
Marco Anderson Senior executive Final project report Teleconference Teleconference Senior manager Monthly
Stephen Lee Analyst Progress report Face to face meetings
and teleconference
Teleconference Project manager and
other project team
members
Monthly
Explain the use of this type of table in a governance report
The reporting requirement is used by the project executive and the senior manager to specify their job roles and way through which the project manager should make the
other project team members familiar to the project objectives and goal of the project.

4 Risk and Issue Escalation Process
4.1 This section identifies various risks and issues involved at various stages of project development.
Explain how escalation works in this project.
Escalation helps to determine the risks associated with the project during the different phases, the various risks that has been
identified in context to the National Archives project are:
Governance risks: These kinds of risks can generate from board and management performance in regards with ethical
approaches, stewardship community and reputation of the company.
Operational risk: The origin of operation risks are poor implementation of project processes and different issues like
procurement, distribution, production etc.
Legal risks and external hazards: If the project manager fails to consider technical strategies then legal and different
regulatory obligation, contract risks may arise.
Identification Prioritization Analysis Reporting
Escalation
N
Y
e
s
e
s
Resolution
Closure
Resolution

Name/Role Risk/Issue reported Description/Analysis Timing Action Issue
status
(open/clos
ed)
Lessons
learned/Raised By
Senior
manager
Speed of the Project
progress
Due to identification of some
issues and additional project
progress phases, the general
progress speed of the project
may interrupted
Project
initiation phase
Proper
project
schedule
Closed At the initiation phase the
senior manager should
develop the project schedule
in such a way so that the
project team member can
complete the project within
the estimated time.
Audit manager Overrunning cost When the budget of the
project exceeds the
estimation
Initiation phase Developing
project
budget
Closed Feasibility testing
System
developer
Lack of system security If the system developer fails
to consider all security
aspects then, external
attackers can easily hijack
information from the server.
Development
phase
Encryption
and
associate
firewall
technologies
are to be
incorporate
Closed With the help of the
encryption technology and
firewall the security level
issues can be resolved
Explain the use of this type of table in a governance report
Risk management matrix is referred to as an important thing that must be considered for the successful development of the re-development of the website for national
archives. With the help of the above table the risks, their impact and respective mitigation strategies can be developed.

4.2 Provide an example of project governance conflict and state how was it resolved? Also, provide an example of issue or risk that was
escalated to the project steering committee for review and resolution.
During the project progress period if intra organizational conflicts occur he with leadership and professional motivation the conflicts can be resolved or avoided. In addition
to this, they should use open communication within the organization it will help them to share their point of views, innovation and creativities with others.
5 Project Management documentation
5.1 List the various project documents for review, approval and compliance audit.
 Business case of the project
 Work statement
 Charter for the project
 Plan for project management
 Issues/Action log
 Risk management plan
 Progress reports
 Budget documentation
 Lessons learnt
5.2 Project Management deliverables
This section outlines project management deliverables in each phase of the project (the project management deliverables (e.g. project
schedule, communication plan, progress report, etc.))
Once the project management documents are submitted, they are reviewed and approved by the concerned authorities in the
project team.

Deliverable Recipients Delivery Date Delivery
Method
Compatibility of API and Accessibility Destination: Australia, Administrator, Users and
Australian Government Digital Transformation
Office
12 August 2018 Selection
Checklist and
Matrix
Security and Privacy Users and Administrator 29 August 2018 Selection
Checklist
Hosting of website National Archives of Australia (Customer) 20 September 2018 Website
Aesthetic design of the website Customer and Users 10 October 2018 Website
Email notifications for administrators Administrator 30 October 2018 Selection
Checklist
User login for public and easy navigation Users 20 November 2018 Website
Search facility and update of fixes Users 15 January 2019 Website
Page for displaying story and records Users 20 February 2019 Website
Home page design for the website Users 02 March 2019 Website