[SOLVED] Project Governance Report for National Archives Australia

The assignment requires a detailed report on the project governance structure of the National Archives Australia project. The report should include a table of project management deliverables, a review and endorsement process table, and discuss how the project team governance arrangements impacted on the project's objectives. Additionally, the final component of the project governance document is the project closure plan, where a suitable plan is developed for closing of the project.

PART 1
Governance Plan
ATM ID: NAA RFT 2017/1058
Client: National Archives of Australia
Category: 81110000
Computer services
Template with guidelines
Prepared
by:
Position:
Date:
Version
No:

Versi
on
Changes Date Updated By Authorised by:
(Name/Title)
Approval signatures
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Explain the use of this type of table in a governance report
This type of table is used in governance report in order to review the changes made in the project during its
execution phase. During the project, there are some unexpected issues or additional requirements for
which some changes are required. Accordingly, the stakeholders involved in the project, with the approval
from the project manager, introduces some changes in order to incorporate the changes or manage the
risks. It is important to document these changes so as to evaluate them during the evaluation phase of the
project.
Now, during incorporating these changes, the project plan documents are also edited in order to keep track
of the changes in the project. For future reference and understanding, this document revision history is
used so that the evaluator can understand why these documents were edited or modified during the course
of the project.
DOCUMENT REVISION HISTORY

Table of contents (Insert the page numbers below)
1. Introduction
2. Governance Framework and Structure
3. Project Governance Roles and Responsibilities
4. Risk and Issue escalation process
5. Project Management Documentation
6. High level stakeholder engagement process
7. High level funding agreement
8. Project Closure
1. Introduction
1.1 Overview of the client company (National Archives Australia) and its requirement.
National Archives Australia is a Government Agency that records, stores and manages
various Government records. These records are also made available for public access. The
archive documents were kept in form of paper documents until information technology was
introduced in the company. With the help of the information technology, these archives
could be made available online so that the paper documents could be preserved.
1.2 Define project governance plan and the scope of the document for the National Archives
Australia project.
Project governance is defined as a set of specific rules and guidelines that ensure the project
is executed in the right and desired manner. The project governance plan is generally
developed after the development of the project charter and is aimed to analyse and describe
several factors that will affect the project in terms of quality and scope. In addition to the
development of set of rules and guidelines, a governance framework is also developed that is
following by the project management team in order to keep track of the progress of the
project.
The scope of the document for the National Archives Australia project involves the
documentation of details of governance plan for the technical upgrade of the Archive’s
website. The details of the documentation include governance framework, risk and issue
escalation process, project management documentation, funding agreement and others.

1.3 The key objectives of the any governance plan are:
1 To help the development of consistency, productivity and shared stakeholder
expectations
2 To use organization strategies and practices to develop suitable deliverables for the
project
3 To design flexible practices for stakeholders so that they actively produce quality
deliverables for the project
4 To develop suitable baselines for evaluation and review of governance performances
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 for the National Archives Australia project. (Audit process)
The project must comply with corporate governance policies and hence, the project policies
and procedures are to be designed accordingly. In addition to the development of project
charter, the governance plan for the project must be developed to suit the needs of the
client i.e. National Archives of Australia. The client has set certain corporate governance
guidelines and requirements that must be following throughout the course of the project.
The project governance approach for National Archives Australia project needs to be
documented within the project governance report. In addition to the governance approach,
the project governance requirements, expectations, corporate governance requirements and
others must be documented clearly so that it can determined whether these requirements
have been followed or not.

2.2 (a) Explain how the project governance ensures that project portfolios are aligned
with organisational goals and strategy.
Project portfolios are developed in order to determine the possible return that can be
gained from the project. Again, project governance is used to develop a suitable plan
to ensure the project is right on track such that the expected return from the project
can be gained at the end of the project. Hence, it is clear that the project portfolios
must be aligned with the organizational goals and strategies and the main role to do
the same is played by the project governance. The return on investment from the
project is determined and accordingly, the project governance plan is developed in
order to ensure the same returns can be gained.
(b) Outline how the governance framework keeps the components on track and
coordinated to achieve the common outcome for the National Archives Australia
project.
Governance framework is used to develop certain rules and guidelines that ensure
the various components of the project are managed as per the requirements. For
the NAA project, the governance framework will include how the project will be
executed, what are the outcomes of the project desired, how much resources are to
be spent in certain phases of the project and others. Based on these specific
attributes, the project will be executed and completed.
(c) What activities were undertaken to ensure that all the project stakeholders had a
common understanding of the project’s governance plan?
The first initiative that was taken to ensure the project stakeholders had common
understanding was calling them in a group meeting and discuss the entire project
with them. It was ensured that all the stakeholders understood the requirements of
the project and the individual duties of the stakeholders were clear to each one of
them. Secondly, a stakeholder management plan was developed and forwarded to
each of the stakeholders so that they could understand the requirements and
expectations in the project.
(d) Who approves this approach to stakeholder engagement?
The stakeholder engagement approach is approved by the project manager and is
verified by the project governance and management team. In order to do this, first
the stakeholders associated with the project are listed and a table is created. Based
on the competencies and skill sets of the stakeholders, suitable roles are allocated to
them and their duties are specified. The project manager will review whether these
duties are suitable for the specific stakeholders and will approve or disapprove the
stakeholder engagement plan accordingly.

H ild a K lim e
A c co u n tin g
D e n ise S h a k in g
F in a n ce
M e l F u n c tio n
M a rk e tin g
H e le n H ig h w a ter A n n e T e a ke R o b in B a n ks
R h o d a H o rse
P ro d u c tio n
A n n a b e lle R a n g
IT
J o e K in g
C E O
B ill P a id
A c co u n tin g
H a rry C h in
D e n ise S h a k in g
F in a n ce
S u m G a i
M a rk e tin g
R o b in B a n ks
P e n n y W ise
C o n su lta n t
B o b D o w n
A n n a b e lle R a n g
IT
R h o d a H o rse
P M
2.3 Design an organisational and project structure chart for each of the organisations
in the National Archives Australia project. Highlight the people that you would include
in a steering committee or advisory group for the project.
National Archives Australia project Steering Committee (Define,
Explain, Demonstrate):
Explain how this steering committee would influence the project.
The steering committee is responsible for undertaking the governance of the entire
project as well as taking critical decisions that can change the outcome of the
project. Hence, the role of steering committee is crucial in ensuring the success of
the project.
Project TeamClient

3. Project governance roles, responsibilities and delegation
3.1 This section explains the roles, responsibilities and delegations for the key people in the National Archives Australia
project team.
Name/Title Role Responsibility Delegations
Denise Shaking Finance The main responsibility
of this stakeholder is to
manage the financial
aspects of the project
including analysis of
budget, determination of
appropriate budget,
allocation of budget to
different stakeholder
groups, consult with
project manager for
additional budget and
others.
Accounting
Sum Gai Marketing The duty of this
stakeholder is related to
the marketing aspect of
the project; this
stakeholder will analyse
the market and assist
the finance manager for
determining the budget
of the project. This
stakeholder will also play
a role in procuring a
suitable project team
-

based on the marketing
of the project.
Penny Wise Consultant This stakeholder is
responsible for providing
suitable project related
advices to the parent
organization and help
develop the project
roadmap and scope.
Consultant Expert
Anabelle Rang IT This stakeholder is
responsible for providing
IT related advices and
recommendations to the
organization.
IT Technical Expert
Explain the use of this type of table in a governance report
This type of table is used to determine suitable responsibility and management plan for the stakeholders. The table includes
the names and designations of the stakeholders associated with the project and accordingly, the roles are allocated to them.
From this table, the stakeholders have clear idea about the expectations imposed on them and what duties they need to
perform in course of the project.

3.2 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 Frequency
Denise
Shaking
Project Manager Project
Progress
Report
Face to Face Document Steering
Committee
Every Week
Sum Gai Finance Weekly
Expenses
Mail Excel Sheet Project
Manager
Every Week
Penny Wise Marketing Market
Report
Meeting Presentation Project
Manager,
Finance
Start of
Project
Anabelle
Rang
Consultant Project
Advice
Meeting Presentation All
Stakeholders
Start of
Project
Denise
Shaking
IT IT Related
Advice
Mail Online
Document
Project
Management
Team
Whenever
Necessary
Explain the use of this type of table in a governance report
This type of table is used to prepare a suitable plan for project reporting throughout the entire course of the project.

Identification Prioritisation Analysis Reporting
Escalation
N
Yeses Resolution
Closure
4 Risk and Issue Escalation Process
4.1 This section identifies various risks and issues involved at various stages of project development.
Identification of risks and escalating to accountability entity.
Explain how escalation works in this projectExplain the.
In this project, escalation works by detecting the possible risks and reporting the same to the project manager. The project
stakeholders will evaluate various parts of the project after it is completed and will accordingly detect the risks associated
with it. Using risk identification techniques, they will accurately identify these risks and prepare risk register matrix. They will
then forward this matrix to the project manager for analysis, discussions and taking suitable steps for managing and
mitigating the risks.
Escalation table
Name/Role Risk/Issue Description/Analysis Timing Action Issue status
Resolved?

reported (open/closed)
Finance Budget
restrictions and
additional
expenses
Some unforeseen expenses
and limitations of budget to
cover for the same
During
purchase of
project
resources
Additional
budget
provided
Closed
Marketing High risk
market
Significant changes in the
prices of resources needed
in the project
During
procurement
of resources
Actions are
yet to be
taken
Open
Consultant Unavailability of
the best
organizations to
undertake the
project
Suitable experts not
available for executing all
the requirements of the
project
During
project
planning
Experts
hired from
international
agencies
Closed
IT Cyber security
issue
Cyber attacks and breach
of security attacks may
steal information from the
project
During the
upgradation
of the
website
Plans are
there to
implement
firewalls in
the server
Open
Explain the use of this type of table in a governance report
The escalation table is used to identify and report a particular risk to the project manager. During evaluation of the project,
the stakeholders may identify certain risks and issues that may have negative impact on the project at a later stage. In that
case, the concerned stakeholder will need to fill a column of the table and forward it to the project manager.
4.2 Provide an example of project governance conflict and state how was it resolved in the NAA
Project? Also, provide an example of issue or risk that was escalated to the project steering
committee for review and resolution.
During the NAA project, there was once a situation when two members of the steering committee went into conflict regarding
how to proceed with the next stage of the project. This is a common conflict as two members of steering committee may have

different views and ideas regarding the execution of the project. In order to solve this conflict, both of the members were
interviewed personally and their ideas were collected. Considering both the ideas, the best one was chosen and the same was
acknowledged to the members.
One of the risks identified during the evaluation of the project was cyber security issue. One of the stakeholders raised the
point that in spite of the upgrade of the IT setup of the NAA, the organization can lose large amounts of secure files and
documents due to cyber attacks and breach of security. Accordingly, the IT Technical Expert escalated the issue to the project
manager for analysis and suggesting suitable solutions for solving the issue.

5. Project Management documentation
5.1 List and explain each of the various NAA project documents for review and approval and compliance
audit.
The NAA project documents that require review, approval and compliance audit are as follows.
Project Charter – This is the first project document that is being developed during the planning of the project. In this
document, various aspects of the project like project scope, objectives, schedule, budget, communication plan and others are
developed. This document is to be reviewed to ensure the factors like scope, schedule and budget comply with the
organizational standards and strategies.
Project Portfolio – This document is designed to determine possible amounts of returns that can be achieved from the
project. The portfolio can also be developed for separate weeks / phases of the project. This document is to be reviewed in
order to analyse the feasibility of the project in terms of expected returns and outcomes.
Project Governance Document – This document is used to develop a suitable governance plan for the project i.e. to
develop the policies, limitations and guidelines that must be applicable for the project. Review and audit of this document is
required in order to ensure the project is executed in the right manner and the project governance is actively applied in the
project.

5.2 Project Management deliverables
This section outlines project management deliverables in each phase of the National Archives Australia 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.
Explain the use of this type of table in a governance report
Project management deliverables table is developed to determine specific deliverables to be gained from the project. This
table is to be filled and provided to the project team so that they have a clear idea regarding what to deliver in the project,
how to deliver and when to deliver to the client.
Deliverable Recipients Delivery
Date
Delivery
Method
Complete digitalization of all the archive documents NAA 15/8/2018 Digital copies
like pdf
Upgrade of the hardware available in the organization NAA 25/9/2018 Update
computer
workstations
Complete upgrade of the archive website NAA (Direct), Public (Access) 30/11/2018 Website

5.3 Review and Endorsement process
Project Documents Reviewer Approver
Project Charter Project Consultant Project Manager
Project Portfolio Project Manager Project Steering Committee
Project Governance Document Steering Committee Management Board
Explain the use of this type of table in a governance report
This type of the table is used in governance report in order to ensure various project documents are reviewed and approved
for suitable validation. Without the validation of these documents, it is not possible to close the project officially or consider it
as successful.

6) Describe the various funding sources and explain who is responsible to gather project-specific
information regarding funding process in the National Archives Australia project.
The main funding source for the project is the Australian government who wants to upgrade the archive website. The project
has been approved by aligning the project plan with the approved budget provided by the government. For additional funding
requirements or sponsorship, tender can be released where external organizations can choose to invest in the project for
direct monetary involvement or providing suitable resources required for the project.
Regarding the funding process, the project finance manager is responsible for gathering project specific information. He
needs to collect sufficient amount of data regarding the requirements of the project and consult with the market analyst to
determine the market prices of the required resources. Furthermore, it is required to consider market changes that rapidly
change the prices of the resources drastically within days. Furthermore, the finance manager needs to consider the wages of
the stakeholders and payments to the project team and then collect all the values together to form the overall budget for the
project.
7) Indicate how the Project Team governance arrangements impacted on the project’s objectives.
Project team governance arrangements have significant impact on the project objectives. The project objectives are initially
set based on the scope of the project and documented within the project charter. However, not all project objectives are
feasible for the project and hence, it is required to filter or change the objectives of the project. The project governance
arrangements ensure the steering committee reviews the overall project objectives and take suitable decisions regarding
replacing or changing the project objectives to suit the needs of the project. Furthermore, project governance arrangements
ensure there is a boundary within which the objectives can be set in the project.
8) Project Closure
The final component of the project governance document is the project closure plan where a suitable plan is developed for
closing of the project. Closing of a project is not a simple task and a project cannot be simply closed upon completion. When
the project is completed, the detailed review process is conducted by the stakeholders of the project. In this detailed process,
the project stakeholders review whether all the objectives of the project have successfully completed and whether there are
any issues still left to be solved. In cases of the risks and issues, the stakeholders directly escalate to the project manager and
suitable steps are taken accordingly. Again, the closing of the project will depend on the final validation of the project

management team as well as the steering committee. If they are not satisfied with the outcome of the project, they will
reopen the project and it will be restarted with some additional budget and suitable changes of the project.