BSBPMG520 - Managing Project Governance: National Archives Project

This report outlines a project governance plan for the National Archives of Australia's website redevelopment. It defines project governance, its objectives, and the scope of the document. Key stakeholders are identified, and a governance framework is established, aligning with corporate governance policies. The report discusses project policies and procedures, ensuring alignment with organizational goals and strategy. An organizational and project structure chart is included, along with details on the steering committee and project governance roles, responsibilities, and delegation. Project management documentation and deliverables are listed, and the review and endorsement process is explained. The report concludes by analyzing the impact of the project governance arrangement on project objectives and the escalation process.

Running head: MANAGE PROJECT GOVERNANCE
MANAGE PROJECT GOVERNANCE
Name of the Student
Name of the University
Author Note:

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Table of Contents
Introduction......................................................................................................................................4
Overview of client company (National Archives) and its requirements.....................................4
Definition of project governance plan and scope of document...................................................4
Key objectives of any governance plan.......................................................................................5
Identification of Project Components/key stakeholders..............................................................5
Governance framework and structure..............................................................................................6
Discussion on project’s policies and procedures in compliance with corporate governance......6
Project governance ensures alignment of project portfolios with organizational goals and
strategy.........................................................................................................................................7
Organizational and project structure chart...................................................................................8
Steering Committee.....................................................................................................................9
Project governance roles, responsibilities and delegation.............................................................10
Roles, responsibilities and delegations for the key people in the project team.........................10
Explanation on the use of above table in governance report.....................................................11
Project management documentation..............................................................................................12
List of various project documentation.......................................................................................12
Project Management and deliverables.......................................................................................13
Review and Endorsement process.............................................................................................14
Finding source and process............................................................................................................15
Impact of project governance arrangement on project objectives.................................................16

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Introduction
Overview of client company (National Archives) and its requirements
National Archives of Australia is a government based agency which is mainly involved
with recording, storing and lastly managing of different government records. This type of records
mainly made available for a large number of public access. Their collections trace decisions and
events. These events have helped in shaping the nation as well as the lives of the people of the
country. The organization also preserves the country’s history. It plays a key role in ensuring the
government of Australia as well as its departments are very effective to the people of the
country. The archived document was kept in such a format that it can easily store various kinds
of documents until and unless the information is introduced in the organization. Under the act of
Archives Act 1983, the organization has two roles, first preserving Australia’s valuable records
of the government. They also encourage the use of these records by the public whenever needed.
Under this act, the organization also promotes a proper record management with the help of
agencies of the Australian government. While fulfilling their responsibilities they make sure that
the Australians are allowed the access to the collection of national archival. This is done in order
to provide a better understanding of their heritage as well as democracy. By interacting with
various departments of government, their lives’ aspects are preserved. This preservation is done
for the future generations. The organization encourages record management with the help of
government agencies in order to support the cultural heritage of Australia, informed decision-
making, accountability of government and preserving the rights as well as entitlements of the
citizens.
Requirements:

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 Current website of National Archive needs to be redeveloped.
 A prototype for the website needs to be prepared
 Review of the content of the website
 Software which is to be used in the National Archive Website is open source.
Definition of project governance plan and scope of the document
Project governance can easily define as some goals, which can be used for setting rules
and guidelines. It can be easily stated about the development of the project charter which has
been aimed to develop the project charter. It mainly aims for describing several factors, which
can affect the project in terms of quality and scope. It entails almost all the important elements
that help in making a project successful. The project management is required to be tailored
according to the organization’s own needs. There are eight components that are to be considered.
These components influence the way of implementing and creating as well as controlling and
monitoring the framework of governance on a project, program or portfolio.
The scope documents for national Achievers Australian project mainly involves a certain
number of documents, which provides details of the project of governance plan which can be
easily used for an upgrade for Archives website.
Key objectives of any governance plan
The key objectives of any governance plan
 To develop consistency, productivity, and expectation of various shared stakeholders of
the National Archive website project.
 Making use of organizational strategies and practices which can be easily used for
developing the project that is the website of Archive.

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 Design of flexible practices for a large number of stakeholders in such a way they can
actively produce deliverables of National Archive of Australia.
 Developing a suitable baseline which can be used for evaluation of governance
performances.
Identification of Project Components/key stakeholders
The key stakeholders of the steering committee are:
Executive sponsor: They mainly deals with various problems so that they can easily
bring some adjustment along with changes.
Senior Manager: They are mainly responsible for keeping a track on operation and
profitability of the organization.
Analyst: They are mainly responsible for keeping a track of the progress of the project.
Governance framework and structure
Discussion on project’s policies and procedures in compliance with corporate governance
The given project should comply or work with corporate governance policies, the given
project policies and procedure should be designed as per the need. The governance plan for the
given project should be developed in such a way that it can easily meet the need of National
archives of Australia. The project governance approach for national achievers in Australia needs
to be documented properly within the governance report.
Project portfolio is mainly developed so that they can easily determine the possible kind
of return which can be gained from the project. Project governance is mainly used for developing
a suitable plan which can be used for ensuring the fact that the project is on time. For instance,
an organization in the sector of energy might have various business objectives to reduce the

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emission of carbon. The portfolio might include various sub-portfolios such as improving the
efficiency of the production of solar energy or project like streamlining the transport routes.
Dining the portfolio allow the project-rich organizations to gain overall perspective according to
their current as well as future projects. It also gives priority access to the resources of the projects
that tend to help them in achieving their objectives.
The governance framework is the structure of the government; it reflects the factors
interrelated relationships and many other influences on the institution. Government structure is
very often used in exchange for the governance of an organization like National Archive.
Governance framework sets rules, procedures as well as other informational guidelines. Along
with this governance, frameworks define, guide and allow for enforcement of various processes.
The frameworks are shaped with the help of strategic mandates, goals, power structures that are
established and financial incentives. It establishes as well as perpetuates lack of efficiency or
efficiency in meeting the organizational goals. A good governance framework follows a
preferred style of governing. A wide range of industries and companies uses governance
framework. Public sectors also make use of governance framework. In public sectors, the
government frameworks are tied to the concept of good quality governance. Government
framework is also made available in the internal organizations. The governance framework is
mainly used for developing a certain number of rules and regulation which can be used for
ensuring various components of the project like how the given project will be executed.
The first step which must be taken is that the project stakeholders need to have a common
understanding was to have a group meeting and discuss the entire project with them. It mainly
ensures the fact that stakeholders should have a proper understanding regarding the requirements
of the project along with the individual details of the stakeholders. After that, a stakeholder

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management plan needs to be developed and needs to be forwarded to each of the stakeholders of
the project.
Project governance ensures alignment of project portfolios with organizational goals and
strategy
Stakeholder engagement approach is mainly approved by the various project manager
and is mainly verified by various project governance and a team of management. The proactive
stakeholders’ help in emerging the fact that products that are needed for the functioning of the
organization can be arranged by the stakeholders are active in nature, leading to the fact that
processing of resources will be done by stakeholders. This helps in the processing of the entire
project with efficiency. This helps in decreasing the cost that is incurred in buying the resources.
This, in turn, reduces the total cost that is required for the processing of the entire project.
The stakeholder which are associated with the National Archive website project is
provided below in the table. Depending on the competencies various kinds of skills sets are
needed by the stakeholders which come with suitable roles and responsibilities. The project
manager will need to review whether the given duties are suitable for specific stakeholders and
will ultimately improve the stakeholder engagement plan.
Organizational and project structure chart
Client Project team
Joe King (CEO) Rhoda Horse (CEO)
Denise shaking (Finance ) Robin Banks (Finance)
Mel Functioning (Marketing) Annabelle Rang (Accounting)
Rhoda Horse (Production) Bill Paid (Accounting)

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Anabelle Rang (IT) Harry Chin
Anne Lake Bob Down
Robin Banks Robin Banks
Steering Committee
The steering committee at the National Archive website is mainly responsible for
properly undertaking the governance of entire project as well as making some of the critical
decisions which have ultimately changed the outcome of the given project. The steering
committee is also one of the major reason for the successful completion of the project like
National Archive Website. In case the project is not governed by proper efficiency. This helps in
maintaining the proficiency in business management. This will help in proper functioning of
business management as governance during the projection of business is the major reason behind
the efficiency of business projection. This helps in better management of task related to the better
prosecution of the business.

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Project governance roles, responsibilities and delegation
Roles, responsibilities, and delegations for the key people in the project team
Name/ title Role Responsibility xx
John shaking Finance This stakeholder is
mainly responsible
for managing various
financial aspects of
the project which is
inclusive of a proper
analysis of the
budget.
Accounting
Sun Gaini Marketing This stakeholder is
mainly responsible
for the marketing
aspects of any
project. This
stakeholder will
ultimately play a role
in procuring a
suitable kind of need
which is based on
marketing.
William Wise Consultant The stakeholders are Consultant expert

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mainly responsible
for properly
analyzing the advice
from the parent
organization
Annabelle range IT The stakeholder is
mainly responsible
for providing proper
kind of IT related
services.
IT technical expert
This type of table is mainly used for analyzing various roles and responsibility along with a
management plan with any stakeholders.
Explanation of the use of the above table in governance report
Escalation has been one of the major resources that users use against the manufacturing
organizations to get their job done. This is a bridge between the client and the manufacturers of
the product. This also acts as the reference for the production organization. This helps in the
proper completion of the project. This is one of the major reason for better prosecution of entire
business. Escalation mainly works with a series of steps which ranges from identification,
prioritization, analyzing, reporting resolution, escalation and lastly resolution closure.
The escalation table is mainly used for identifying and reporting to a particular risk to a
project manager. During the evaluation phase of the project, the stakeholders should easily
identify a certain number of risk and issues which can easily have a negative effect on the

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project. The escalation table acts as a reference for production officers. This is due to the fact
that escalation table will act as a fragment that will act as the proper structural framework of
wrong deeds that were performed during the processing of business management. This fact also
calculates the risks that are present in the processing of completing the task. On calculating risks
before initiating business ensures that risk mitigation techniques will be calculated for
completion of business management. This helps in understanding the flaws that are present in the
prosecution of business technology. This helps in preventing steps that will lead to the proper
prohibition of business modulation.
Project management documentation
List of various project documentation
 The business case for the project
 The proper statement of work
 Risk register
 Review of a lesson learned
 Project Charter
 Project Management Plan
 Budget plan

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Project Management and deliverables
Deliverable Recipients Delivery rate Delivery Method
API compatibility Destination:
Australia, users
18 JULY 2018 Selection of checklist
Accessibility/
Compatibility
Australian
government
25 JULY 2018 Selection matrix
Privacy, security and
intellect property
Administrator 5 AUGUST 2018 Selection checklist
Content Management
System
Customer 18 AUGUST 2018 Selection checklist
Navigation Users, Administrator 10 SEPTEMBER
2018
Design of website
Page for story display Users 15 NOVEMBER
2018
Design of website
Design of home page
for any website
Customer 18 FEBRUARY 2018 Design of website

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Review and Endorsement process
The NAA project documents mainly require a series of steps like review, approval and
compliance audit.
Project documents Reviewer Approver
The business case for the
project
Business analyst Sponsor
Statement of work Project manager CEO and sponsor
Project charter Project manager Sponsor
Project management plan Project manager Advisory board and steering
committee
Action log Risk manager Sponsor
Risk register Risk manager Project manager
Status report Project manager CEO
Budget plan Financial analyst Finance officer
Review of a lesson learned Project manager Sponsor
Project charter: It is the first project document which is needed to be developed in the
planning phase of the project that is website of National Archive. Project charter helps in
formulating the framework of the project. This helps in calculating the number of stakeholders
that are required for completion of the entire project. This also helps in understanding the roles
of the employees. This acts to be the architectural framework of the employees present in the
organization. This helps the employees to understand the roles of the employees during the
course of their project.

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Project portfolio: This particular document is mainly designed for analyzing the
possible amount of return which can be achieved from the project. Project portfolio is used for
the processing of the entire business management plan. This helps in understanding the entire
processing of the project, starting with the initiation of the project to the conclusion of the same.
This helps in creating the project plan that will help in the completion of this project. This will
also help in calculating risks that might be present in the formulation of the event and completing
the same. This helps in the proper processing of the task. Risk mitigation is the main reason for
performing the project portfolio.
Project governance document: This particular document is mainly used for developing
a proper governance plan for the given project.
Finding source and process
The main funding source for the given project can be in the Australian government who
needs to upgrade their own website. The project needs to be approved by the project plan by
approving a budget from the government.
With respect to the funding process, the project finance is mainly responsible for
gathering the projects with a specific format.
Project team governance comes up with arguments which may have specific project
objectives. The objectives of the project are mainly set depending on the scope of the project and
are documented with the help of the project charter.

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Impact of project governance arrangement on project objectives
The final component of project governance is nothing but the project closure plan which
is mainly used for closing a project. The closing of any project is not considered to be an easy
job and a project cannot be simply based on completion.