Manage Project Governance for National Archives Website
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Added on  2023/06/11
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This document discusses the project governance plan for the National Archives website, including key objectives, identification of project components and stakeholders, governance framework and structure, project management documentation, and review and endorsement process.
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Running head: MANAGE PROJECT GOVERNANCE MANAGE PROJECT GOVERNANCE Name of the Student Name of the University Author Note:
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2MANAGE PROJECT GOVERNANCE Table of Contents Introduction......................................................................................................................................4 Overview of client company (National Archives) and its requirements.....................................4 Definition of project governance plan and scope of document...................................................4 Key objectives of any governance plan.......................................................................................5 Identification of Project Components/key stakeholders..............................................................5 Governance framework and structure..............................................................................................6 Discussion on project’s policies and procedures in compliance with corporate governance......6 Project governance ensures alignment of project portfolios with organizational goals and strategy.........................................................................................................................................7 Organizational and project structure chart...................................................................................8 Steering Committee.....................................................................................................................9 Project governance roles, responsibilities and delegation.............................................................10 Roles, responsibilities and delegations for the key people in the project team.........................10 Explanation on the use of above table in governance report.....................................................11 Project management documentation..............................................................................................12 List of various project documentation.......................................................................................12 Project Management and deliverables.......................................................................................13 Review and Endorsement process.............................................................................................14 Finding source and process............................................................................................................15 Impact of project governance arrangement on project objectives.................................................16
3MANAGE PROJECT GOVERNANCE Introduction Overview of client company (National Archives) and its requirements National Archives of Australia is a government based agency which is mainly involved with recording, storing and lastly managing of different government records. This type of records mainly made available for a large number of public access.Their collections trace decisions and events. These events have helped in shaping the nation as well as the lives of the people of the country. The organization also preserves the country’s history. It plays a key role in ensuring the government of Australia as well as its departments are very effective to the people of the country.The archived document was kept in such a format that it can easily store various kinds of documents until and unless the information is introduced in the organization.Underthe act of Archives Act 1983, the organization has two roles, first preserving Australia’s valuable records of the government. They also encourage the use of these records by the public whenever needed. Under this act, the organization also promotes a proper record management with the help of agencies of the Australian government. While fulfilling their responsibilities they make sure that the Australians are allowed the access to the collection of national archival. This is done in order to provide a better understanding of their heritage as well as democracy. By interacting with various departments of government, their lives’ aspects are preserved. This preservation is done for the future generations. The organization encourages record management with the help of government agencies in order to support the cultural heritage of Australia, informed decision- making, accountability of government and preserving the rights as well as entitlements of the citizens. Requirements:
4MANAGE PROJECT GOVERNANCE Current website of National Archive needs to be redeveloped. A prototype for the website needs to be prepared Review of the content of the website Software which is to be used in the National Archive Website is open source. Definition of project governance plan and scope of the document Project governance can easily define as some goals, which can be used for setting rules and guidelines. It can be easily stated about the development of the project charter which has been aimed to develop the project charter. It mainly aims for describing several factors, which can affect the project in terms of quality and scope.It entails almost all the important elements that help in making a project successful. The project management is required to be tailored according to the organization’s own needs. There are eight components that are to be considered. These components influence the way of implementing and creating as well as controlling and monitoring the framework of governance on a project, program or portfolio. The scope documents for national Achievers Australian project mainly involves a certain number of documents, which provides details of the project of governance plan which can be easily used for an upgrade for Archives website. Key objectives of any governance plan The key objectives of any governance plan To develop consistency, productivity, and expectation of various shared stakeholders of the National Archive website project. Making use of organizational strategies and practices which can be easily used for developing the project that is the website of Archive.
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5MANAGE PROJECT GOVERNANCE Design of flexible practices for a large number of stakeholders in such a way they can actively produce deliverables of National Archive of Australia. Developingasuitablebaselinewhichcanbeusedforevaluationofgovernance performances. Identification of Project Components/key stakeholders The key stakeholders of the steering committee are: Executive sponsor:They mainly deals with various problems so that they can easily bring some adjustment along with changes. Senior Manager:They are mainly responsible for keeping a track on operation and profitability of the organization. Analyst:They are mainly responsible for keeping a track of the progress of the project. Governance framework and structure Discussion on project’s policies and procedures in compliance with corporate governance The given project should comply or work with corporate governance policies, the given project policies and procedure should be designed as per the need. The governance plan for the given project should be developed in such a way that it can easily meet the need of National archives of Australia. The project governance approach for national achievers in Australia needs to be documented properly within the governance report. Project portfolio is mainly developed so that they can easily determine the possible kind of return which can be gained from the project. Project governance is mainly used for developing a suitable plan which can be used for ensuring the fact that the project is on time.For instance, an organization in the sector of energy might have various business objectives to reduce the
6MANAGE PROJECT GOVERNANCE emission of carbon. The portfolio might include various sub-portfolios such as improving the efficiency of the production of solar energy or project like streamlining the transport routes. Dining the portfolio allow the project-rich organizations to gain overall perspective according to their current as well as future projects. It also gives priority access to the resources of the projects that tend to help them in achieving their objectives. The governance framework is the structure of the government; it reflects the factors interrelated relationships and many other influences on the institution. Government structure is very often used in exchange for the governance of an organizationlike National Archive. Governance framework sets rules, procedures as well as other informational guidelines. Along with this governance, frameworks define, guide and allow for enforcement of various processes. The frameworks are shaped with the help of strategic mandates, goals, power structures that are established and financial incentives. It establishes as well as perpetuates lack of efficiency or efficiency in meeting the organizational goals. A good governance framework follows a preferred style of governing. A wide range of industries and companies uses governance framework. Public sectors also make use of governance framework. In public sectors, the government frameworks are tied to the concept of good quality governance. Government framework is also made available in the internal organizations.The governance framework is mainly used for developing a certain number of rules and regulation which can be used for ensuring various components of the project like how the given project will be executed. The first step which must be taken is that the project stakeholders need to have a common understanding was to have a group meeting and discuss the entire project with them. It mainly ensures the fact that stakeholders should have a proper understanding regarding the requirements of the project along with the individual details of the stakeholders. After that, a stakeholder
7MANAGE PROJECT GOVERNANCE management plan needs to be developed and needs to be forwarded to each of the stakeholders of the project. Project governance ensures alignment of project portfolios with organizational goals and strategy Stakeholder engagement approach is mainly approved by the various project manager and is mainly verified by various project governance and a team of management.The proactive stakeholders’ help in emerging the fact that products that are needed for the functioning of the organization can be arranged by the stakeholders are active in nature, leading to the fact that processing of resources will be done by stakeholders. This helps in the processing of the entire project with efficiency. This helps in decreasing the cost that is incurred in buying the resources. This, in turn, reduces the total cost that is required for the processing of the entire project. The stakeholder which are associated with the National Archive website project is provided below in the table. Depending on the competencies various kinds of skills sets are needed by the stakeholders which come with suitable roles and responsibilities. The project manager will need to review whether the given duties are suitable for specific stakeholders and will ultimately improve the stakeholder engagement plan. Organizational and project structure chart ClientProject team Joe King (CEO)Rhoda Horse (CEO) Denise shaking (Finance )Robin Banks (Finance) Mel Functioning (Marketing)Annabelle Rang (Accounting) Rhoda Horse (Production)Bill Paid (Accounting)
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8MANAGE PROJECT GOVERNANCE Anabelle Rang (IT)Harry Chin Anne LakeBob Down Robin BanksRobin Banks Steering Committee The steering committee at the National Archive website is mainly responsible for properly undertaking the governance of entire project as well as making some of the critical decisions which have ultimately changed the outcome of the given project.The steering committee is also one of the major reason for the successful completion of the project like National Archive Website. In case the project is not governed by proper efficiency. This helps in maintaining the proficiency in business management. This will help in proper functioning of business management as governance during the projection of business is the major reason behind the efficiency of business projection. This helps in better management of task related to the better prosecution of the business.
9MANAGE PROJECT GOVERNANCE Project governance roles, responsibilities and delegation Roles, responsibilities, and delegations for the key people in the project team Name/ titleRoleResponsibilityxx John shakingFinanceThisstakeholderis mainlyresponsible for managing various financialaspectsof the project which is inclusive of a proper analysisofthe budget. Accounting Sun GainiMarketingThisstakeholderis mainlyresponsible forthemarketing aspectsofany project.This stakeholderwill ultimately play a role inprocuringa suitable kind of need whichisbasedon marketing. William WiseConsultantThe stakeholders areConsultant expert
10MANAGE PROJECT GOVERNANCE mainlyresponsible forproperly analyzing the advice fromtheparent organization Annabelle rangeITThestakeholderis mainlyresponsible for providing proper kindofITrelated services. IT technical expert This type of table is mainly used for analyzing various roles and responsibility along with a management plan with any stakeholders. Explanation of the use of the above table in governance report Escalation has been one of the major resources that users use against the manufacturing organizations to get their job done. This is a bridge between the client and the manufacturers of the product. This also acts as the reference for the production organization. This helps in the proper completion of the project. This is one of the major reason for better prosecution of entire business.Escalation mainly works with a series of steps which ranges from identification, prioritization, analyzing, reporting resolution, escalation and lastly resolution closure. The escalation table is mainly used for identifying and reporting to a particular risk to a project manager. During the evaluation phase of the project, the stakeholders should easily identify a certain number of risk and issues which can easily have a negative effect on the
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11MANAGE PROJECT GOVERNANCE project.The escalation table acts as a reference for production officers. This is due to the fact that escalation table will act as a fragment that will act as the proper structural framework of wrong deeds that were performed during the processing of business management. This fact also calculates the risks that are present in the processing of completing the task. On calculating risks beforeinitiatingbusinessensuresthatriskmitigationtechniqueswillbecalculatedfor completion of business management. This helps in understanding the flaws that are present in the prosecution of business technology. This helps in preventing steps that will lead to the proper prohibition of business modulation. Project management documentation List of various project documentation The business case for the project The proper statement of work Risk register Review of a lesson learned Project Charter Project Management Plan Budget plan
12MANAGE PROJECT GOVERNANCE Project Management and deliverables DeliverableRecipientsDelivery rateDelivery Method API compatibilityDestination: Australia, users 18 JULY 2018Selection of checklist Accessibility/ Compatibility Australian government 25 JULY 2018Selection matrix Privacy,security and intellect property Administrator5 AUGUST 2018Selection checklist Content Management System Customer18 AUGUST 2018Selection checklist NavigationUsers, Administrator10SEPTEMBER 2018 Design of website Page for story displayUsers15NOVEMBER 2018 Design of website Design of home page for any website Customer18 FEBRUARY 2018Design of website
13MANAGE PROJECT GOVERNANCE Review and Endorsement process The NAA project documents mainly require a series of steps like review, approval and compliance audit. Project documentsReviewerApprover Thebusinesscaseforthe project Business analystSponsor Statement of workProject managerCEO and sponsor Project charterProject managerSponsor Project management planProject managerAdvisory board and steering committee Action logRisk managerSponsor Risk registerRisk managerProject manager Status reportProject managerCEO Budget planFinancial analystFinance officer Review of a lesson learnedProject managerSponsor Project charter:It is the first project document which is needed to be developed in the planning phase of the project that is website of National Archive.Project charter helps in formulating the framework of the project. This helps in calculating the number of stakeholders that are required for completion of the entire project. This also helps in understanding the roles of the employees. This acts to be the architectural framework of the employees present in the organization. This helps the employees to understand the roles of the employees during the course of their project.
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14MANAGE PROJECT GOVERNANCE Projectportfolio:Thisparticulardocumentismainlydesignedfor analyzingthe possible amount of return which can be achieved from the project.Project portfolio is used for the processing of the entire business management plan. This helps in understanding the entire processing of the project, starting with the initiation of the project to the conclusion of the same. This helps in creating the project plan that will help in the completion of this project. This will also help in calculating risks that might be present in the formulation of the event and completing the same. This helps in the proper processing of the task. Risk mitigation is the main reason for performing the project portfolio. Project governance document:This particular document is mainly used for developing a proper governance plan for the given project. Finding source and process The main funding source for the given project can be in the Australian government who needs to upgrade their own website. The project needs to be approved by the project plan by approving a budget from the government. With respect to the funding process, the project finance is mainly responsible for gathering the projects with a specific format. Project team governance comes up with arguments which may have specific project objectives. The objectives of the project are mainly set depending on the scope of the project and are documented with the help of the project charter.
15MANAGE PROJECT GOVERNANCE Impact of project governance arrangement on project objectives The final component of project governance is nothing but the project closure plan which is mainly used for closing a project. The closing of any project is not considered to be an easy job and a project cannot be simply based on completion.