Project Scope Management: Redevelopment of Website for National Archives of Australia

This paper discusses the project scope management for the redevelopment of the website of National Archives of Australia. It includes project authorization, definition of project scope, managing project scope control processes, and more.

Running head: PROJECT SCOPE MANAGEMENT
Project scope management: (Redevelopment of website for National Archives of Australia)
Name of the Student
Name of the University
Author’s Note

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Table of Contents
1. Activities related with project authorization..........................................................................2
1.1 Project governance arrangements in regards to project delegation..................................2
1.2 Critical review points within the project..........................................................................2
1.3 Appropriate authorizing authority....................................................................................2
1.4 Expectation to see the review points................................................................................2
2. Definition of project scope.....................................................................................................2
2.1 Project scope statement....................................................................................................2
2.1.1 Background...............................................................................................................2
2.1.2 Scope definition........................................................................................................3
2.1.3 Objectives and success criteria..................................................................................3
2.1.4 Deliverables...............................................................................................................4
2.1.5 Acceptance criteria....................................................................................................4
2.1.6 Constraints.................................................................................................................5
2.1.7 Assumptions..............................................................................................................5
2.1.8 Dependencies............................................................................................................5
2.1.9 Outstanding issues.....................................................................................................7
2.1.10 Work breakdown structure......................................................................................9
2.2 Project scope management plan.......................................................................................9
2.2.1 Roles and responsibilities..........................................................................................9
2.2.2 Major milestones.....................................................................................................10
2.2.3 Scope definition and documentation.......................................................................10

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2.2.4 Scope change control process.................................................................................11
2.2.5 Scope acceptance....................................................................................................11
2.2.6 Scope performance measurement...........................................................................11
3. Managing project scope control processes.......................................................................11
3.1 List the main factors which could trigger the scope change for the project..............11
3.2 Change request form..................................................................................................12
3.3 Step by step change control procedures.....................................................................13
3.4 Steps that are undertaken for updating current baselines and communicating new
baselines...........................................................................................................................14
3.5 Example encountered for scope creep........................................................................14
Bibliography.............................................................................................................................15

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1. Activities related with project authorization
1.1 Project governance arrangements in regards to project delegation
It is found that the utilization of the organizational chart is helpful in assigning the
responsibilities and roles of the project in order to successfully redevelop the website
successfully.
1.2 Critical review points within the project
The various review point in the project are as follows:
 Budget of the project
 Risks as well as challenges associated with the project
 Deliverables associated with the project
 Changes required within the project
1.3 Appropriate authorizing authority
The project sponsor as well as steering committee are considered as the main
authorizing authority for the entire project.
1.4 Expectation to see the review points
The project review is mainly undertaken in order to make sure that whether the entire
project gets completed within the expected budget and time or any other changes within the
entire project are generally required or not.
2. Definition of project scope
2.1 Project scope statement
2.1.1 Background
It is found that the paper mainly focuses on the redevelopment of the website of
National Archives. It is identified that for assuming the better value of money as well as

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appropriate project functionality it is necessary to transfer the website to a CMS which is
easily available from a proprietary CMS. It is analyzed that the website that will get upgraded
will generally be helpful in order to enable the organization to collect proper user contributed
related data bout different collections of photography that is generally featured within the
entire website. It is analyzed that by redeveloping the website, number of features are
incorporated within the website so that it would be helpful in meeting the requirements as
well as needs of the users. In addition to this, the work that is related with website
redevelopment will generally be managed as well as tracked with the help of the various
project managers.
2.1.2 Scope definition
In-scope
The project in-scope are as follows:
 Website redevelopment for the organization “National Archives of Australia”
 Prototype development for the website
 Using aesthetic design within the website
 Hosting the website
 Testing as well as fixing bugs within the website
Out-scope
The project out-scope are as follows:
 Details that are associated with the external project stakeholders are not given
 Providing proper service of training to the project team members

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2.1.3 Objectives and success criteria
The success criteria as well as objectives that are associated with the project are
elaborated below:
Specific: The specific goal is to redevelop the website for the organization “National
archives” for providing proper functionality as well as appropriate value of money to the
users of the website.
Measurable: The work associated with the website redevelopment should be
completed within the time-period of 65 days.
Achievable: For successful website redevelopment, one of the impact tasks is to track
the budget as well as schedule on a regular basis.
Relevant: As the website redevelopment will be helpful in providing appropriate
value of the money, the project is considered to be quite worthwhile.
Time bound: It is quite important to finish the entire project successfully within 65
days successfully.
2.1.4 Deliverables
The project deliverables are as follows:
 Creating plan for managing project risks
 Developing prototype for the project
 Developing status report for the project
 Creating final project documentation
2.1.5 Acceptance criteria
The acceptance criteria for the redevelopment of the website are elaborated below:

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 The re-developed website must have modern as well as user friendly features that
must be helpful for the users of all ages
 The website must satisfy the demands of the users successfully
 Appropriate features of navigation should be developed
2.1.6 Constraints
The project constraints are elaborated below:
Limited project budget: It is necessary to execute the budget successfully otherwise
there is a chance of number of financial challenges within the entire project.
Limited time for the project: As the time for the project is limited, it is necessary to
finish each of the project activities on time otherwise extension within the time of the project
will increase the budget of the project.
Presence of rules and regulations: It is quite necessary to follow the rules as well as
regulations of the project otherwise the project can face number of legal issues.
2.1.7 Assumptions
The project assumptions are elaborated below:
Facilities: Number of facilities like appropriate money value as well as functionalities
will be offered to the user after the website is redeveloped.
Technology: It is assumed that HTML will be utilized for the redevelopment of thee
website
Finances: It is assumed that the website redevelopment project will get successfully
finished within the approved budget.
2.1.8 Dependencies
The project dependencies are reflected with the help of the table that is given below:

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WBS Task Name Duration Predecessors
0
Redevelopment of website for National
Archives of Australia
65 days
1 Planning phase of the project 10 days
1.1
Conversation with team members of the
project
2 days
1.2 Project proposal preparation 3 days 2
1.3 Agreement of project 2 days 3
1.4 Stakeholders engagement 2 days 4
1.5 Approval of project plan 1 day 5
2 Design of web application 21 days
2.1 Concepts of project initial design 5 days 6
2.2 Reviewing client 3 days 8
2.3 Revising designs 3 days 9
2.4 Feasibility study 2 days 10
2.5 Analyzing project finances 4 days 11
2.6 Meeting for project kick-off 3 days 12
2.7 Final design approval 1 day 13
3 Coding 13 days
3.1 Prototype construction 2 days 14
3.2 Development of database 3 days 16
3.3 Validation of code 3 days 17
3.4 Cross-browser testing 2 days 18
3.5 Optimization 3 days 19

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4 Building web-content 3 days
4.1 Site content pages 2 days 20
4.2 Developing navigation structure 1 day 22
5 User experience 9 days
5.1 Details updating on the website for login 3 days 23
5.2 Adding images 2 days 25
5.3 Adding story features 4 days 26
6 Requirement of the project 6 days
6.1 Accessing web application 1 day 27
6.2
Software as well as hardware needs
estimation
2 days 29
6.3 Testing and review 3 days 30
7 Closure phase of the project 3 days
7.1 Risk assessment 1 day 31
7.2 Planning for quality management 1 day 33
7.3 Final review 1 day 34
2.1.9 Outstanding issues
The issues that are required to be mitigated by the project managers are as follows:
 Inappropriate tracking of the project
 Presence of insufficient experience and skills within the team members
 Improper management of project budget

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It is found that agile project methodology will be used within the project and the
phases of the project are reflected in the table that is given below:
WBS Task Name Duration Start Finish
0
Redevelopment of website for National
Archives of Australia
65 days
Mon 29-10-
18
Fri 25-01-
19
1 Planning phase of the project 10 days
Mon 29-10-
18
Fri 09-11-
18
2 Design of web application 21 days
Mon 12-11-
18
Mon 10-12-
18
3 Coding 13 days
Tue 11-12-
18
Thu 27-12-
18
4 Building web-content 3 days Fri 28-12-18
Tue 01-01-
19
5 User experience 9 days
Wed 02-01-
19
Mon 14-01-
19
6 Requirement of the project 6 days
Tue 15-01-
19
Tue 22-01-
19
7 Closure phase of the project 3 days
Wed 23-01-
19
Fri 25-01-
19

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2.1.10 Work breakdown structure
Figure 1: WBS
(Source: Created by Author)
2.2 Project scope management plan
2.2.1 Roles and responsibilities
The project manager is the person who has the responsibility as well as authority in
order to manage the project scope
The roles and responsibilities of project stakeholders who are generally responsible
for contributing as well as collecting the project scope are elaborated in the table below:
Roles Responsibilities
Project manager The project managers engage in finishing
all the work of the project successfully.
Project planner They generally have the responsibility of

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making plan for the project
Technical engineer The engages in website redevelopment of
the project
Financial manager They generally manage the project finances
2.2.2 Major milestones
The major milestones are the project are reflected in the table that is given below:
WBS Task Name Completion date
M1 Completion of planning phase Mon 12-11-18
M2 Completion of web application design phase Mon 10-12-18
M3 Completion of coding phase Thu 27-12-18
M4 Completion of completing web content phase Tue 01-01-19
M5 Completion of user experience phase Mon 14-01-19
M6 Completion of project requirement phase Tue 22-01-19
M7 Completion of closure phase Fri 25-01-19
2.2.3 Scope definition and documentation
The scope of the project is defined as well as documented by using steps which are
elaborated below:
 Determining various project requirements
 Confirming the objectives of the project
 Describing the project scope
 Determining the constraints that are associated with project
 Determining the needed changes in the project
 Documenting the project scope

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2.2.4 Scope change control process
The steps which are generally followed in order to change the scope of the project are
listed below:
 By soliciting the needed changes within the scope from various project stakeholders
 It is necessary to make proper documentation of the project
 Entering the requests related with project scope within the log report
 Defining the value of the business
 Getting approval from the sponsor
 The change request must be assigned to the project team member
2.2.5 Scope acceptance
The final project deliverable will be accepted by the project manager whereas the
project scope will be approved by the sponsor as well as the steering committee.
2.2.6 Scope performance measurement
The scope of the project will be measured as well as performed with the help of the
project manager periodically.
3. Managing project scope control processes
3.1 List the main factors which could trigger the scope change for the project
The factors which would be helpful in triggering the project scope change are as follows:
 Improper defied needs as well as project requirements
 Inappropriate clarity about the specification that are provided
 The changes that occur within the schedule
 The changes within the budget of the project
 Improper project planning
 Scope creep

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3.2 Change request form
Change control
form
Project name Redevelopment
of website for
National
Archives of
Australia.
Requested by Project team
leader
Requested
date: 29-10-18
Change request
number:
1
Description of
the change
Enhancing the quality of the website by improving the navigation
feature
Reason of change This change is required so that the users can easily navigate from one
page to another.
Alternative
solution
No alternative solution.
Impact
assessment
It will provide better usability to the users of the website.
Cost The cost that is associated with the project generally increases.
Time Time of the project also increases.
Resources More resources will be required within the project.
Quality Quality of the project will get improved.
Impact if scope If the scope change request is not approved then the project quality

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change requests
not approved
get compromised
Other
Risk
description
Impact Likelihood Strategy
Improper
navigation
High High It is necessary
to improve the
navigation
functionality.
Immediate
action required if
approved
It is necessary to work with the project after approval
Approved Yes
Decision by: Project
manager.
Date decision
made:
Authorized by: Data
authorized
3.3 Step by step change control procedures
The step by step processes that are followed for making changes within the scope are
listed below:
 Defining the request for the change
 Reviewing the form of change request
 Defining the options for developing response document
 Getting proper approval as well as decision

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3.4 Steps that are undertaken for updating current baselines and communicating new
baselines
The steps include:
 Undertaking analysis on the present baseline
 Identifying the reasons behind the new baseline development
 Conducting analysis of new baseline
 Communicating the new baseline for the project
3.5 Example encountered for scope creep
As the team members of the project are not experienced, they face difficulty in
finishing the work and as a result the time of the project gets extended.
 The occurred scope creep will be identified by analyzing the scope creep
 The time as well as cost related with the project get increased due to project scope
 For handling the situation, it is quite necessary to hire experienced team members
within the project

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