Project Management: National Archives Website Upgradation Project

This project management report focuses on the technical upgradation of the National Archives of Australia website. The project aims to enhance website functionality and provide value for money. The report identifies risks associated with the project, such as inexperienced staff, inappropriate design, budget shortfalls, and improper CMS implementation. It utilizes a Work Breakdown Structure (WBS) to categorize tasks and risks. The report analyzes and evaluates these risks, proposing mitigation strategies and an estimated budget. Risk action plans for critical risks like inappropriate design and budget management are also provided. The report emphasizes the importance of risk management and control for timely and successful project completion. Lessons learned, including activities for monitoring the risk environment, are also discussed, offering valuable insights for future projects. The report provides a comprehensive overview of the project's challenges and solutions, making it a valuable resource for project management students.

Running head: PROJECT MANAGEMENT
Project-National Archives of Australia
Name of the Student
Name of the University
Author’s Note

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Table of Contents
1. Introduction............................................................................................................................2
2. Risk identification..................................................................................................................3
2.1 WBS.................................................................................................................................3
2.2 Approach to identify the risks on the project...................................................................4
3. Risk analysis...........................................................................................................................5
4. Risk evaluation.......................................................................................................................6
5. Risk management and Control...............................................................................................8
6. Mitigation Strategies..............................................................................................................9
7. Estimation budget.................................................................................................................10
8. Lessons learnt.......................................................................................................................13
8.1 Activities Monitoring Risk Environment.......................................................................13
8.2 Outcome of the review for risk responses......................................................................13
8.3 Review of Project Performance.....................................................................................14
8.4 Risk Management Issues................................................................................................14
Bibliography.............................................................................................................................16

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1. Introduction
The paper reflects on the technical upgradation of the National Archives Website in
Australia. It is found that the organization “National archives” mainly engages in storing as
well as preserving the various Commonwealth records including different types of archival
resources. The organization wants to upgrade the website technically in order to ensure
appropriate value for money and for achieving proper website functionality. The upgradation
of National archives project is a government project that is mainly undertaken for providing
up to date functionality to the users. While undertaking the project, numbers of risks as well
as challenges that can obstruct the progress of the project are identified. The risks that are
creating issues during the upgradation are associated with legislation, project control,
organizational policies, project environment as well as expectations of the stakeholders. It is
found that both the risk tolerances as well as risk appetite of the risks are high.
This report identifies, analyzes as well as evaluates the risks that are mainly
associated with the project. The report also illustrates the risk management and mitigation
steps. Moreover, the paper reflects on the budget that is generally required in order to resolve
the risks and challenges that are associated with the project. In addition to this, lessons that
are learnt through this report are explained.

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2. Risk identification
2.1 WBS
The risk that generally occurs during the upgradation of the Archives website are
elaborated with the help of the Work breakdown structure that is provided below:
WBS Task Name
0
Risk management plan for National archives website
upgradation
1 Initiation phase
1.1 Business case development
1.2 Undertaking feasibility study
1.3 Appointing team members
2 Planning phase
2.1 Creating steps for identifying risk
2.2 Developing steps for analyzing risks
2.3 Steps for evaluating risks
2.4 Developing steps for treating the identified risks
2.5 Development of risk monitoring phase
3 Execution phase
3.1 Risks related with IT team
3.1.1 Inexperienced IT team members
3.1.2 Inappropriate wireframe design
3.1.3 Improper CMS implementation

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3.2 Risks related with Finance team
3.2.1 Budget shortfall
3.2.2 Rising cost of the resources
3.2.3 Improper resource management
3.3 Risks related with Testing team
3.3.1 Inappropriate testing
3.3.2 Inexperienced tester
3.4 Risks related with Hr. Department
3.4.1 Improper recruitment
3.4.2 Improper resource assignment
4 Closure phase
4.1 Post project review
4.2 Stakeholder sign off
4.3 Documentation
2.2 Approach to identify the risks on the project
The different approaches that are mainly utilized to identify the risks on the project
are elaborated below:
Top down approach: It is found that this decision making procedure is one of the
centralized at governance level. This approach is mainly used for reflecting two modes which
are full top down mode as well as prevailing top down mode.
Bottom up approach: The decision making procedure is mainly done at the various
management levels. It is found that operational risks are generally identified by any of the
staff member while performing their daily work.

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Mixed approach: It is the criteria by which the head of the unit identifies as well as
manages the various risks of the project. It is found that risks can be viewed or identified
throughout the organization at any level.
3. Risk analysis
The risks that are associated with the upgradation of the National Archives Australia
are elaborated below:
Inexperienced staffs: Due to improper experience, the staffs who are associated with
the project faces lot of challenges in executing the project.
Inappropriate design: Due to improper design of the prototype, it will be quite
difficult to upgrade the national archives website.
Improper CMS implementation: Inappropriate CMS implementation can cause lot
of issues and challenges for the upgradation of the website.
Budget shortfall: Due to shortfall of budget it will be quite difficult to finish the
project within the time that is estimated.
Rising cost of resources: Rising cost of resources can create lot of financial
challenges for the project manager.
Improper management: Due to improper management, it will be quite difficult to
finish the project within the expected time and budget.
Inappropriate testing: Inappropriate testing can cause lot of challenges in upgrading
the website of the National archives successfully.

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4. Risk evaluation
Ris
k
No
Categor
y
Description
Likelihood
Impact
Rating
Mitigation
Likelihood
Impact
Rating
1 Project
risk
Inexperienced
staffs
Mediu
m
High 7 Hiring
experienced
staffs
High High 10
2 Project
risk
Inappropriate
design
Mediu
m
High 9 Designing
prototype
properly
Mediu
m
High 9
3 Project
risk
Improper CMS
implementatio
n
Mediu
m
High 8 Proper CMS
implementatio
n
Mediu
m
Mediu
m
8
4 Financial
risk
Budget
shortfall
High High 9 Managing
project budget
Mediu
m
High 8
5 Financial
risk
Rising cost of
resources
Mediu
m
Mediu
m
7 Managing
budget
properly.
Mediu
m
High 8
6 Operatio
n risk
Improper
management
Mediu
m
Mediu
m
6 Proper
management
of project.
High Mediu
m
7
7 Project
risk
Inappropriate
testing
High High 8 Proper testing
of website.
High High 8

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The risk action plan for the top two risks are elaborated below:
Risk action plan:1
Item No: 2 Risk description: Inappropriate design of wireframe can cause lot of
challenges for the developer while upgradation of the website.
Risk rating: Category: Project
risk
Risk treatment: It is very much important to
review the design of the wireframe in order
to confirm that it meets the expectations of
the users.
Action plan: Design of the wireframe needs to be reviewed after the design gets
completed.
Proposed actions: The design of the wireframe got analyzed for ensuring that it meets
the user’s requirements.
Resource requirements: Recruitment of design review team
Responsibilities: It is the responsibilities of the designer t make sure that the design of
the website is approved by the reviewer
Scope Impact: Yes, it creates impact on the scope.
Time impact: It helps in enhancing the project time.
Cost impact: The cost of the project also enhances
Reporting and monitoring needed: After reviewing they provide approval documents.
Prepared by:
Project manager
Date:01-08-18 Reviewed: Date:
Risk action plan:2
Item No:4 Risk description: Due to improper budget estimation the budget of

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the project increases and as a result the project manager faces lot of
issues and challenges.
Risk rating: Category: Financial
risk
Risk treatment: The risk can be treated by
managing the budget of the project properly.
Action plan: The action plan for managing the budget is undertaken.
Proposed actions: Proper management of project budget.
Resource requirements: Financial manager must be hired.
Responsibilities: The financial manager is responsible of making documentation of the
budget that is used.
Scope Impact: Creates huge impact on the project.
Time impact: Reduces time of the project.
Cost impact: Creates huge impact on the project.
Reporting and monitoring needed: Yes proper reporting and monitoring is needed
Prepared by:
Project manager
Date:01-08-18 Reviewed: Date:
5. Risk management and Control
The significance of the mitigation steps that are mainly undertaken for the project
risks are elaborated below:
Completion of website upgradation on time: Due to proper monitoring and
evaluation of project risks, the upgradation of the website will be completed within the
expected deadline.

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Completion of project within the approved budget: Due to proper management
and control of project risks the website of National archives will get expected within the
budget that is approved.
Successful upgradation of the website: It is found that due to completion of the
project within the expected time and budget and thus the website will be upgraded
successfully which will be quite advantageous for the organization.
Achieving objectives of the project: Achieving the objectives of the project not only
helps in website upgradation but also helps in providing recent functionalities to the users.
6. Mitigation Strategies
The mitigation strategies for the risks are elaborated in the table below:
Risks Mitigation
Inexperienced staffs In order to resolve the risks, it is very much
necessary to recruit experienced staffs for the
project.
Inappropriate design It is quite necessary to review the design of
the project for making sure that it meets the
needs of the users.
Improper CMS implementation Proper CMS implementation in order to
resolve the challenges and risks that are
related with the project.
Budget shortfall It is very necessary to manage the budget of
the project properly for avoiding financial

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issues.
Rising cost of resources Cutting the extra costs of project activities for
managing the budget.
Improper management Proper experienced managers and staffs are
necessary for managing the project
successfully.
Inappropriate testing Proper testing should be undertaken for
ensuring that the website is upgraded
properly.
7. Estimation budget
The rough budget that is estimated for resolving the risks and challenges which are
mainly associated with the upgradation of the National archives website is provided in the
table below:
WBS Task Name Duration Resource Names Cost
0
Risk management plan
for National archives
website upgradation
27 days $ 9,400.00
1 Initiation phase 3 days $ 840.00
1.1
Business case
development
1 day Project manager $ 360.00
1.2
Undertaking
feasibility study
1 day Financial manger $ 240.00
1.3 Appointing team 1 day Hr. manager $ 240.00

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members
2 Planning phase 7 days $ 1,960.00
2.1
Creating steps for
identifying risk
2 days Risk assessment team $ 560.00
2.2
Developing steps for
analyzing risks
1 day Risk assessment team $ 280.00
2.3
Steps for evaluating
risks
1 day Risk analyst $ 280.00
2.4
Developing steps for
treating the identified
risks
1 day Risk monitoring team $ 280.00
2.5
Development of risk
monitoring phase
2 days Risk monitoring team $ 560.00
3 Execution phase 13 days $ 5,400.00
3.1
Risks related with IT
team
5 days $ 1,880.00
3.1.1
Inexperienced IT
team members
2 days Hr. manager, Risk analyst $ 1,040.00
3.1.2
Inappropriate
wireframe design
1 day Risk analyst $ 280.00
3.1.3
Improper CMS
implementation
2 days Risk monitoring team $ 560.00
3.2
Risks related with
Finance team
4 days $ 1,320.00