Project Management: National Archives of Australia

This article discusses the project management of upgrading the archive website of National Archives of Australia. It covers project scope, WBS, cost management plan, cost analysis methods, budget performance report, replanning, financial completion activity, and project performance review.

Running head: PROJECT MANAGEMENT
Project Management: National Archives of Australia
Name of the student
Name of the university:

1PROJECT MANAGEMENT
Table of Contents
Part 1................................................................................................................................................2
1. Project scope and WBS...............................................................................................................2
2. Cost management plan for the project........................................................................................3
Part 2................................................................................................................................................4
1. Usage of two cost analysis methods and tools for ton demonstrate the cost variance occurred
in the project....................................................................................................................................4
2. Detailed budget performance report for showing the variance..................................................5
3. Replanning to bring back the project to original budget.............................................................5
Part 3................................................................................................................................................6
1. Describing the details of the financial completion activity.........................................................6
2. Review of the project performance in terms of cost management............................................10
3. List of cost issues that may have been experienced on the project...........................................10
3.1 List of cost issues.................................................................................................................10
3.1 Recommendations for the future of the project...................................................................13
References......................................................................................................................................15

2PROJECT MANAGEMENT
Part 1
1. Project scope and WBS
In order to upgrade the archive website of the company, the project manager is required
to develop a project budgetary plan. It is the responsibility of the project manager to complete
the project within the estimated budget and allotted time. Budget variance is referred to as the
difference between budget and baseline amount of the revenue, expense and the actual amount.
In order to upgrade the website, different activities are considered by the project manager. For
each of the project activities varied cost amount is also allotted. The project manager of this
long-term project has considered various resources also.
Figure 1: WBS for upgrading the website of National Archives of Australia

3PROJECT MANAGEMENT
(Source: created by author)
The lists of resources allotted for the project include needful equipments, facilities, fees
and charges, human resources, materials, statutory cost and services as well. In order to reduce
workload from the project team members and project manager as well work break down
structure is also developed. For this particular project, five different phases are designed in terms
of initiation phase, planning phase, design phase, design phase, development phase, testing phase
and closure phase.
Contingency budget plan is a kind of fund that is set aside by the company to deal with
the unpredicted conditions. It also helps to ensure the successful completion of the project
program. On the other hand, tolerance is percentages estimated for the total budgeting that can
be spend without any kind of return program.
For this particular project, overheads or indirect costs have been estimated. In order to
upgrade the website of the company the indirect cost estimated for the below factors such as
management, general administration, utilities, security, insurance, legal, building rentals,
advertisement etc. For different activities, the total budget estimated is as follows:
2. Cost management plan for the project
For upgrading, the website units of measure are considered as it helps to define the
perquisite inventory setup for the units of measure. For this project, the project measures and
metrics are related to each other. The metrics serve values, thresholds, constraints, scope and
duration of the project. According to the developed Service Level Agreement (SLA) of the

4PROJECT MANAGEMENT
company, it is found that the project needs 3 years for its successful completion. The additional
components that are to be incorporated include API compatibility, accessibility, privacy of the
intellectual properties and hosting.
With the help precision, the values for the repeating measurements are clustered because
it is all about the project exactness. After 12 weeks from the starting of the project, it s found that
the project is progressing n the correct track. The actual cost for all the activities and the
estimated cost do not vary a lot.
Part 2
1. Usage of two cost analysis methods and tools for ton demonstrate the cost
variance occurred in the project
In order to measure the direct costs to provide proper services to the consumers it is
necessary to use certain cost analysis tools by the project manager. The cost analysis tool
incorporated in the site administrator helps to simplify the project. Due to various reasons, the
cost analysis tools are widely used by the project managers. The two different types of cost
analysis methods used by the project manager in this particular project include investment cost
analysis and cost allocation analysis.
Investment cost analysis: With the investment cost analysis, all expenses involved to the
activities are operated and estimated by the finance manager. The finance manager is responsible
to include all the investment cost for the different activities.

5PROJECT MANAGEMENT
Cost allocation analysis: With the help of this particular method, the project manager
will be able to allot actual cost for different project activities. However, for accomplishing the
cost allocation, the finance manager considers the budget information and service details.
2. Detailed budget performance report for showing the variance
Budget Variance
Current Budget Variance
Projected Budget Variance at
Completion
Projec
t
Repo
rt as
of
Date
Actual
Expend
itures
Planne
d
Expend
itures
Varian
ce
Amou
nt
Varian
ce
Perce
ntage
Date
Base
line
Occu
rred
Base
line
Bud
get
Estima
te At
Compl
ete
Varian
ce
Amou
nt
Varian
ce
Perce
ntage
project
plannin
g
phase
4/10/
2018 $63,320
$
60,000
$
3,320 6%
Mar-
18
$60,
000
$
65,000
$
5,000 8.3%
project
design
phase
5/11/
2018
$
39,680
$
35,000
$
4,680 13%
Apr-
18
$35,
000
$
45,000
$
10,000 28.6%
Project
develo
pment
phase
6/20/
2018
$
68,240 $65,000
$
3,240 5%
May-
18
$65,
000
$
68,000
$
3,000 4.6%
testing
phase
7/20/
2018
$
48,800
$
45,550
$
3,250 7%
Jun-
18
$45,
550
$
50,000
$
4,450 9.8%
Budget Variance Key
At or under Original or Re-
baselined Cost Estimate
Within 0-15% of Original or Re-
baselined Cost Estimate
More than 15% of Original or Re-
baselined Cost Estimate
3. Replanning to bring back the project to original budget
In order to avoid all the extra expenses and cost overruns the project manager should
maintain certain procedures. Replanning of the project will bring back the project to its origin
budget. The steps to be followed for the maintenance are as follows:

6PROJECT MANAGEMENT
Dealing with the faulty planning: The finance manager should try to reduce all the
project risks through proper planning.
Correcting poor management: Accurate project management tools and techniques
should be implemented.
Hiring financial experts: In order to avoid the cost level risks experienced financial
experts should be hired.
Part 3
1. Describing the details of the financial completion activity
Task Name Duration Start Finish Predecessor
s
Resource
Names Cost
Schedule for
upgrading website 118 days Tue
2/20/18
Thu
8/2/18 $267,520.00
Initiation phase 16 days Tue
2/20/18
Tue
3/13/18 $21,680.00
Developing
business case 4 days Tue
2/20/18
Fri
2/23/18
Project
manager,
Project
planner
$8,000.00
Undertaking
feasibility study 3 days Mon
2/26/18
Wed
2/28/18 2 Financial
manager $2,880.00
Establishing
project charter 4 days Thu
3/1/18 Tue 3/6/18 3
Project
manager,
equipment
[1],service
$4,800.00
Appointing
project team
members
5 days Wed
3/7/18
Tue
3/13/18 4 Project
manager $6,000.00
Milestone 1:
Completion of
initiation phase
0 days Tue
3/13/18
Tue
3/13/18 5 $0.00
Planning phase 20 days Wed
3/14/18
Tue
4/10/18 $68,320.00

7PROJECT MANAGEMENT
Creating
project plan 5 days Wed
3/14/18
Tue
3/20/18 5
Developer,
Project
manager,
Supervisor,
equipment
[1],Project
planner
$17,600.00
Creating
resource plan 4 days Wed
3/21/18
Mon
3/26/18 6
Project
manager,
Project
planner
$8,000.00
Development
of finanacial plan 5 days Wed
3/21/18
Tue
3/27/18 8 Technical
engineer $3,600.00
Development
of quality plan 6 days Tue
3/27/18 Tue 4/3/18 9
Developer,
statutory
cost ,System
analyst
$11,520.00
Creating risk
plan 4 days Wed
3/28/18
Mon
4/2/18 10
Project
manager,
materials
[1],Risk
analyst
$8,640.00
Development
of acceptance plan 5 days Wed
4/4/18
Tue
4/10/18 11
Project
manager,
Supervisor,
Project
planner,
service
$13,200.00
Development
of communication
plan
6 days Tue
4/3/18
Tue
4/10/18 12 Risk analyst,
statutory cost $5,760.00
Milestone 2:
Completion of
planning phase
0 days Tue
4/10/18
Tue
4/10/18 13 $0.00
Design Phase 15 days Wed
4/11/18
Tue
5/1/18 $39,680.00
Wireframe
Design 5 days Wed
4/11/18
Tue
4/17/18 14
Developer,
equipment
[1],materials
[1],Technical
engineer
$8,000.00
Visual design 4 days Wed
4/18/18
Mon
4/23/18
17 Developer,
Financial
manager,
Project
$13,440.00

8PROJECT MANAGEMENT
planner,
Technical
engineer
Prototype
design 6 days Tue
4/24/18 Tue 5/1/18 18
Project
manager,
equipment
[1],Project
planner,
System
analyst
$18,240.00
Milestone 3:
Completion of
design phase
0 days Tue
5/1/18 Tue 5/1/18 19 $0.00
Development
phase 36 days Wed
5/2/18
Wed
6/20/18 $68,240.00
CMS
implementation 7 days Wed
5/2/18
Thu
5/10/18 19
materials
[1],Project
planner, Risk
analyst
$12,320.00
Front-end
development 8 days Fri
5/11/18
Tue
5/22/18 22
Developer,
Financial
manager,
System
analyst
$23,040.00
Back-end
development 9 days Wed
5/23/18
Mon
6/4/18 23
Developer,
equipment
[1],materials
[1],service
$7,920.00
Database
development 12 days Tue
6/5/18
Wed
6/20/18 24
Developer,
Project
manager
$24,960.00
Milestone 4:
Completion of
development phase
0 days Wed
6/20/18
Wed
6/20/18 25 $0.00
Testing phase 22 days Thu
6/21/18
Fri
7/20/18 $48,800.00
Black box
testing 5 days Thu
6/21/18
Wed
6/27/18 26
Project
manager,
Project
planner,
service
$10,000.00
User
acceptance testing
8 days Thu
6/28/18
Mon
7/9/18
28 Developer,
Project
planner, Risk
analyst,
$29,440.00

9PROJECT MANAGEMENT
statutory
cost ,System
analyst
Compatibility
testing 9 days Tue
7/10/18
Fri
7/20/18 29
statutory
cost ,System
analyst
$9,360.00
Milestone 5:
Completion of
testing phase
0 days Fri
7/20/18
Fri
7/20/18 30 $0.00
Closure phase 9 days Mon
7/23/18
Thu
8/2/18 $20,800.00
Hosting of the
website 3 days Mon
7/23/18
Wed
7/25/18 30
Project
manager, Fees
and
charges ,Proje
ct planner,
Technical
engineer
$8,160.00
Post-project
review 2 days Thu
7/26/18
Fri
7/27/18 33
Project
manager,
Project
planner
$4,000.00
Stakeholder
analysis 2 days Mon
7/30/18
Tue
7/31/18 34
Developer,
Fees and
charges ,Proje
ct planner,
statutory cost
$3,360.00
Documentation 2 days Wed
8/1/18 Thu 8/2/18 35
Developer,
Fees and
charges ,Syste
m analyst,
Technical
engineer
$5,280.00
Milestone 6:
Completion of
closure phase
0 days Thu
8/2/18 Thu 8/2/18 36 $0.00
2. Review of the project performance in terms of cost management
The effectiveness of the estimated cost or cost management plan for the project can be
measured by evaluation through performance measurement. The components analyzed for
reviewing the project performance and progress are as follows:

10PROJECT MANAGEMENT
 Management organization and responsibility allotment
 Objective analysis through measurable indicators
 Timeliness of the reports and data authentication
 Variation calculation between current cost and planned cost
 Inception performed and design changes
3. List of cost issues that may have been experienced on the project
3.1 List of cost issues
In order to improve the issues those might have occurs during the implementation of the
project, are as shown in the below table:
Date Description of the
problem or
opportunity
Recommended
action for the next
time/project
lesson learned raised
by
22/02/2018 Wrong assumptions in
cost emerge
In order to avoid the
issues of cost emerge
the project manager is
required to make an
activity feasibility
study. It is expected
that with the help of
proper feasibility
study the project
manager will get to

11PROJECT MANAGEMENT
know about whether
the project outcome is
beneficial or not.
26/02/2018 Incorrect cost forecast In order to reduce the
issues of incorrect
project forecast, the
project manager is
needed to consider
additional budget and
resources as well so
that those can be used
whenever required.
01/03/2018 Incorrect contract
formulation
Proper policy and
guidelines are
required to set by the
project manager
before formulating the
contract. If any
contractor is found
breaking the rules
then, penalty policy
should be
incorporated.

12PROJECT MANAGEMENT
5/04/2018 Pinpoint improvement
opportunity failure
Any project should be
developed based upon
the benefits could be
obtained from it. It is
the responsibility of
the project manager.
If it is found that from
the strength of the
project no such
opportunity could be
gained then the
pinpoint of the project
should be
implemented.
24/6/2018 Issues in over budget For some of the
activities it has been
found that the
estimated budget is
exceeding. Therefore,
at the project planning
phase based on the
details of the
activities, budget the

13PROJECT MANAGEMENT
project manager and
the finance manager
should estimate the
budget
3.1 Recommendations for the future of the project
The existing website of the company does not hold all the necessary components
therefore the website should be improved with different essential technical functions and
operations. The recommendations needed to be followed by the website developer and analysts
are as follows:
Using attractive photos of the product and services: In order to attract and grab more
number of consumers the project manager should use attractive photos of both the products and
services to be served by the company.
Merchandize the products and services: Around 2/3 of the total sales of the company is
depends upon merchandizing. In order to keep the things consistent the services and products of
the company is needed to be well categorized. Besides this, the detail information of the services
and products are also needed to be categorized in the website.
Easy website navigation: The project manager must ensure that the structure of the
website is well organized and designed in such a way so that the visitors can browse the search
engine very easily.

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