Project Governance: Framework, Structure, Roles, and Responsibilities

Project governance

Table of Contents
1. Introduction............................................................................................................................1
1.1 Overview of Client Company..........................................................................................1
1.2 Project scope....................................................................................................................1
1.3 Objectives of governance plan.........................................................................................2
2. Governance framework and structure....................................................................................2
2.1 Project policies and procedure as well as documentation................................................2
2.2 (a) Project portfolios aligned with organizational goals..................................................3
2.2 (b) How governance framework keep the components on track......................................3
2.2 (c) Activity to ensure the understanding of stakeholder about governance plan.............4
2.2 (d) Who approve the approach of stakeholder engagement?...........................................4
2.3 Organizational and project structure as well as members for steering committee...........5
3. Project governance role, responsibility and delegation..........................................................7
3.1 Role and responsibilities..................................................................................................7
3.2 Reporting requirements....................................................................................................8
4. Risk and escalation process....................................................................................................9
4.1 Risk and issues in the various stages of project...............................................................9
4.2 Project governance conflicts and process to resolve......................................................11
5. Project management documentation....................................................................................12
5.1 List and explanation of NAA project documents...........................................................12
5.2 Deliverables....................................................................................................................12
5.3 Review and endowment process....................................................................................13
6. Stakeholder engagement......................................................................................................13
7. Various funding sources and people who are responsible for it..........................................14
8. Impact of governing team arrangement on project..............................................................14
References................................................................................................................................15

List of tables
Table 1: Steering team...............................................................................................................5
Table 2: Role and responsibilities..............................................................................................7
Table 3: Reporting format..........................................................................................................8
Table 4: Escalation table.........................................................................................................10
Table 5: Deliverables...............................................................................................................12
Table 6: Review and endorsement...........................................................................................13

List of figures
Figure 1: Project portfolio for IT...............................................................................................3
Figure 2: Organizational structure.............................................................................................5
Figure 3: Project structure..........................................................................................................5
Figure 4: Risk escalation process...............................................................................................9

1. Introduction
1.1 Overview of Client Company
The organization is a government agency that collects, preserve and encourage the
access to the importance of Australian government records. The current project is about the
redevelopment of the website of NAA by updating the collection of images, videos, and
information related to the national memories. The National Archive of Australia (NAA) was
formed in March 1961 and considered as the national library for the government of the
country. Headquarter of the organization is located in Queen Vitoria Terrance. The
organization has more than 400 employees who are managing the operations and offering the
support to manage the services and preserve items of the library. The budget of organization
for this year is A$87.87million for managing the operations and planning of the activities
(About NAA, 2018).
The NAA council provide advice to the Ministry for Archive and Director-General of
the nation. The main operation of the client organization to provide the good information
about the management of Commonwealth government agencies to meet the challenges
related to digital age. The major requirements of the current project for redevelopment of the
website of NAA involve the development of administration account for users and services
providing the team, souring of the data, increase the accessibility and improvement in the
security provisions. Moreover, the redevelopment requirements of the project are to manage
the content management system, email notifications, and public user login setup. The top
management is also looking for improvement in the navigation and search functions of the
website to provide the better platform for the public users.
1.2 Project scope
The project scope for NAA is to maintain the existing API and improve the functions
of the website. The project manager will try to encourage interactive views of the website by
focusing on the interface of modern engineering function of online content. The changes in
existing functions of the website involve the hosting, maintenance and support services that
going to be upgraded by 31st December 2019. The project functions are going to be managed
under Archive Act 1993 and development of the new prototype with testing and feedback of
the public users (Turner, 2014).
1