Detailed Project Governance Plan for NAA Website Redevelopment

This report presents a comprehensive project governance plan for the redevelopment of the National Archive of Australia (NAA) website. It begins with an overview of the client organization, the project scope, and the objectives of the governance plan. The report details the governance framework, including project policies, organizational and project structures, and the role of the steering committee. It outlines project governance roles, responsibilities, and reporting requirements, along with a risk and escalation process. The document further covers project management documentation, stakeholder engagement strategies, funding sources, and the impact of the governance team arrangement. The report includes tables and figures to illustrate key aspects of the project, such as the steering team, reporting formats, and risk escalation processes. The project aims to improve the website's functionality, security, and user interface while adhering to relevant policies and procedures. The report emphasizes the importance of stakeholder involvement and effective communication throughout the project lifecycle.

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).
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1.3 Objectives of governance plan
 To improve the response of website of NAA
 To encourage the security and privacy on website
 To add new features on website using existing API
 To manage the compatibility of website according to current digital functions
2. Governance framework and structure
2.1 Project policies and procedure as well as documentation
The policies and procedure that are going to be considered for the current project of
website redevelopment for NAA involve the record of archive management, risk assessment
and mitigation, privacy, quality and use of social media policies. The consideration and
implementation of these policies have the vital impact on the effectiveness and validity of the
project of NAA (Muller, 2017). The purpose of using these policies and procedure is for
identifying, executing and measuring the benefits of the project focusing on the standards and
quality parameters. The proper measurement and utilization of project functions against the
policies will support to overcome the issues and help the project manager to provide the
justification of operational activities for the redevelopment of the website.
Apart from that, the documentation of approaches and requirements that considered
for managing the progress of the project will help to offer information to the stakeholders
about project objectives, starting and finishing date and requirements of the resources. The
proper documentation is also helpful for the planning of the day-to-day activities and
capabilities to foster the data about the key stakeholder of the project (Joslin & Müller, 2015).
The project manager and sponsor will take the active participation in the audit process
according to policies and requirements agreed upon before starting the project.
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2.2 (a) Project portfolios aligned with organizational goals
Figure 1: Project portfolio for IT
(Source: Project portfolio governance, 2018)
The proposed portfolio will be used for managing the website redevelopment project
for NAA. According to this portfolio, the development officer will inform and monitor the
process and compliance of the operations according to the given timeline. The portfolio will
help in assessing, prioritizing and comparing the project activities against the goals and
objectives of the project. For the big project like NAA, it is essential to develop and work
according to determine activities for the IT project (Zwikael & Smyrk, 2015). This will help
the project manager to make the decisions and reduce the overall waiting time for the selected
business case. The portfolio will help to steering group of NAA website redevelopment
project to guide the team members about the time, budget and schedule of the activities for
increasing security, navigation and public interface of the NAA website. The aim of the
portfolio strategy is to maximize the benefits and minimize the project throughput time by
focusing on the least amount of project action and consideration of the new solution.
2.2 (b) How governance framework keep the components on track
The governance framework that used for managing the operations and functions of the
redevelopment of the website will involve project sponsor, manager, network coordinator,
and supplier as well as implementation team for keeping the components on track. The
management practices should promote collaboration and sharing of the information in real
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time to meet the goals and objectives (Ahola, Ruuska, Artto, & Kujala, 2014). For
implementing the framework of the proposed project of website redevelopment, the proper
documentation and determination of scope will help to manage the operation according to
standards and projected outcome.
2.2 (c) Activity to ensure the understanding of stakeholder about governance plan
In order to ensure the project governance planning for stakeholder, the management
team will conduct the meeting and develop the checklist documents for the individual team
member. The consideration of their input and feedback through the checklist will help to
ensure understanding of the common goals and objectives of the plan. The proper
consideration of input and contribution of team members in project management planning
and implementation will give the idea about the knowledge and understanding of the team
members to meet the personal and project goals more appropriate manner (Biesenthal &
Wilden, 2014). Apart from that, the project manager will conduct the brainstorming sessions
to ensure the understanding of stakeholders to manage the common goals of NAA website
redevelopment.
2.2 (d) Who approve the approach of stakeholder engagement?
The project manager and sponsor will approve the approach of stakeholder
engagement for governing of project and implementation of tasks according to the scheduled
portfolio. The proper estimation of time and needs of identified stakeholders will help engage
them in project case and achievement of goals and objectives (Müller, Pemsel & Shao, 2015).
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2.3 Organizational and project structure as well as members for steering committee
Figure 2: Organizational structure
Figure 3: Project structure
Steering committee
Table 1: Steering team
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Owner
Operation head
Content
managment
Notification
Public user
Financial head Technical head
Networking
Security
Hosting
Human resource
manager
Navigation
Search functions
CEO
Websiste
redevelopment
Planning
Fund
Human resources
Resources
Scope Requriment
analysis
Software
Hardware
Networking
Risk identification Quality
managment
Stakeholder
engagement Testing
Validation of
requriments
Compatability
Implementation
Post
implemntation
support

Client Project team
Sponsor Project manager
Employees Project team
Public users Technical team
Ministry Supervisor
Local bodies Testing team
Monitoring members Expert team
The steering committee of website redevelopment of NAA will involve people from
both client and project management sides. These committees will work in coordination to
meet the goals and objectives of the project. The sponsor and manager will maintain direct
communication with each other to plan the tasks, budget, allocation, and arrangement of
resources as well as changes in the planning. These two members of the steering committee
will develop the plan for managing operations and offer the required information to other
members. The consideration of the needs and effectiveness of stakeholders will help to
manage the plan (DeFillippi & Sydow, 2016). For example, the project manager will
communicate with project team members about the scope, time, cost and standards that going
to be used for managing the project completion. Apart from that, the client committee will
analyze the functions and needs of the NAA to craft improvement in the existing system
approach for collecting, preserving and offering the information to public users.
The steering committee will influence the governance project planning and
implementation by considering the new technologies according to the current scenario like
mobile application and notifications. To engage the stakeholders, the coordination of both
client and project committee is essential (Guo, Chang-Richards, Wilkinson & Li, 2014).
Apart from that, the advice from the steering committee will also influence the scope and
requirements for using the existing API, hosting and networking elements for the
improvement of the website. Moreover, changes in the policies and procedure of the project
management by steering committee can also influence the project.
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3. Project governance role, responsibility and delegation
3.1 Role and responsibilities
Table 2: Role and responsibilities
Title Role Responsibility
Sponsor Offering requirements and
funds
 Analysis of NAA
needs
 Changes required in
website
 Budget planning
 Time frame
 Communication to
ministry
Employees Operating the system  Consideration of
issues
 Scope of
improvement
 Documentation
 Analysis of public
user interface
Project manager Planning and management  Requirements
analysis
 Resources
arrangement
 Requirements of
funds
 Allocation of
resources and funds
(Müller, &
Martinsuo, 2015)
Technical team Development of website  Technical platform
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