BSBPMG521: Project Integration - Archives Website Upgrade Analysis

This report provides a comprehensive analysis of project integration within the context of upgrading an archives website, specifically addressing requirements outlined in BSBPMG521. It covers various aspects including the project charter, change management processes, and the application of integration principles. The report includes answers to specific questions related to project management activities, milestones, and organizational structures. Furthermore, it delves into a case study involving the technical upgrade of the National Archives of Australia's website, examining the project's background, purpose, justification, objectives, scope, assumptions, constraints, and methodology. The agile method is proposed for the project, with a detailed work breakdown structure. The report aims to improve user interaction with the archive’s website, focusing on value for money, optimal functionality, and user satisfaction, while also complying with relevant Australian government policies.

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Manage project integration
Name of student
Name of instructor
Name of institution
Date

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Knowledge assessment
1. What is a project charter?
A project charter is a form used in the initiation and planning of a project. The
document represents one of the most important forms necessary during the project
lifecycle. The project charter requires proper and careful development to ensure the
successful execution of the project. On the other hand, the poor development of the
charter results in numerous bottlenecks and hitches in the project execution.
Additionally, poor charter results in delays in the project execution and increase in the
costs. Therefore, the project team should ensure that the charter has all the details and
avoid any forms of shortcuts and omissions. The charter consists of three basic
components including the overview section, the approach section and the approval
section. The projects vary in using the components since some projects can use all
three while some select a few.
2. When integration is used under project management, it includes all the following
activities except for.
Communication
3. Each project phase is marked by the completion of one or more – milestones
4. Perform integrated change control
5.
The project organisation refers to a group of specialists and workers picked
from various departments to work on the project. The specialists have different
functionalities within the organizational structure to ensure the successful execution
of the project. Additionally, the project manager may opt to choose experts from
outside the organization to have an input of new ideas to the activities. The team
functions under the management and control of the project team who guides the

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members in the execution of activities. Additionally, the project leader assists in
making final decisions on conflicting issues and keeping the team focused towards
achieving the set objectives. However, after the completion of the project, the team is
disbanded and the members go back to perform the routine duties. The project
organisation has various permanent activities to fulfil within the firm.
6.
The project management plan has five phases beginning with the project
initiation, which includes beginning the project with a business case. The business
case gives details about the feasibility report. Therefore, proper feasibility test should
take place in this stage to avoid investing in poor projects. Moreover, the next stage
includes planning, which refers to developing a roadmap for the team to follow. The
stage involves setting goals to achieve in project execution. The third stage involves
the execution of the project where the deliverables are accomplished. Many events
happen during the execution phase such as meetings, development updates and
performance reports. Finally, performance monitoring measures the progression and
performance to ensure that the activities adhere to the project plan. The project team
uses key performance indicators to check whether the deliverables meet the set
objectives.
7. Perform integrated change control
8. Risk management plan
9. Modify the scope of the project
10. Final acceptance for the new automation system can be formal or informal

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Question 11
List and outline the project change management process
The change management plan requires specific dates for each step and the identification
of the persons responsible for the activities. The project management change process follows
the following steps.
i. Description of the change, which specifies the changes in deliverables after the
process.
ii. The reason why the project plan should change including the problems that order
request changes.
iii. The impact of the change on the scope of the project. The project plan consists of
a pyramid of deliverables and changes to the lower levels affect the upper-level
objectives.
iv. The resources and the work affected by the change request. The team should
check the additional work and resources to inject because of the changes.
v. The estimation of the costs incurred during the change process.
vi. The effect of the changes on the duration and schedule of the project. The effects
include an extension in the critical path of the project.
vii. Reviewing whether the identified changes have an effect on the existing risk or
pose new risks to the project.
viii. An assessment of whether the changes affect the quality standards of the project.
The team should check whether the changes affect any specifications set for the
business.

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12. Receive project approval
13. Identify project manager
14. Assess alternatives to meet the milestone
15. Approved change request
16. Business case
17. The project manager did not effectively involve the stakeholders, showing that he
does not have the knowledge to work in the project management office.
18. The project manager

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Question 2
Project background
The project involves the technical upgrade of the archives website destination. The
upgrade requires that the system achieve the best value of money by transferring from
proprietary CMs to a commonly available CMS. The new system will enable the archives to
collect user-generated data about the photographic collections found on the website. The
upgrade will develop a friendly user interface that meets the demands for persons of all ages
and with different English and computer literacy levels. Additionally, the system must
communicate through an existing API and have hosting, maintenance and support services.
The need for improvement arose from the need to improve the user interactions with
the archive’s website. The triggering needs included the requirement for the system to
provide value for money and achieve optimal operations at all times. Additionally, the
archives require having a common use proprietary content management system or an open
source system. Furthermore, the system could allow the users to upload own photographs and
stories to the website.
The website upgrade to achieve the objectives of the archives, which includes
achieving the best value for money and total functionality to satisfy all user needs. Therefore,
the system will have the ability to collect user information about the photographic collections
posted on the website. Additionally, the system will have a modern interface to engage with
the customers in a friendly manner. The system must also accommodate the users based on
the different computer and English knowledge levels. Furthermore, the system will achieve
proper functionality through an existing API.

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Project purpose and justification
The project should fulfil the purpose of ensuring satisfaction for the persons using the
site. The satisfaction lies in the ability of the system to interact in a friendly manner with the
customers. For example, the system should accommodate all users with different computer
knowledge. Additionally, the project should develop a website that collects data from the
customers and transfer the existing system from a proprietary CMS to a commonly available
CMS.
The project is very necessary due to the need to achieve full customer satisfaction and
improve interactions with the system. Additionally, the project is important due to the ability
to shift the old system to a new commonly available platform. The new system will have the
ability to collect customer information, unlike the old system that does not have such ability.
Moreover, the system’s improvements enable the proper achievement of the preservation and
storage of the Commonwealth records and archival resources. The improvement will meet the
hosting and maintenance needs required for the website such as allowing the users to upload
own photographs and stories while sharing the migration experiences, which adds to the rich
content found in the website. Moreover, the upgrade will improve the system by fixing bugs
that cause failure in achieving full system functionality.
Project objectives and success criteria
The system must meet the objectives of ensuring proper interaction with the
customers and meet the needs of people of all ages and differing English and computer
knowledge. The government requires that the system achieve API compatibility by linking
the website’s content. The linking objective will allow the system to have adequate

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information for the customers while enabling full functionality. Additionally, the government
intends to ensure that the website meets the set of Australian policies on web content and
accessibility. The government will ensure the attainment of the objectives through the
engagement of experts. The website fits into the organizational objectives by allowing a
friendly point of contact with the customers. The friendly point of contact allows customers
to access all the information within the site with ease. Moreover, the system allows an
interaction with the customers, which fulfil the requirements under the archives act 1983 that
requires preservation and storage of Commonwealth records.
The in scope statement
The project team should develop an easy to access the system by the customers and
enable the addition of information by the users. Additionally, the NAA project should
achieve the policies set by the government about the functions and storage of information on
the website. The project team should also redevelop the existing website, transfer the system
to a common use proprietary content management system, fix bugs and perform testing
procedures for the system. Moreover, the system must fit within the set budget, time and
achieve the highest quality standards.
The out of scope statement
The scope has not covered the procedures to use in the event that the project exceeds
the set budget. The project manager will have to develop a method of asking for additional
funds from the government. Additionally, the government has not specified the right persons
to use during the testing of the system to establish the quality levels. Therefore, the project
manager will have to liaise with the government representatives during the selection of the
testing team.
Assumptions

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The project team assumes that the government has allocated the necessary funds for
the project to continue efficiently without problems. Therefore, the project manager allows
the commencement of the activities at within the set budget. Moreover, the project assumes
that the project will successfully terminate during the set timetable and that no hitches will
occur and cause further delay in the completion.
Constraints
The project faces the constraints of time and cost. The time constraints occur since the
government requires that the system terminates within two months. However, the project
team finds that the system requires more time to allow full completion and testing to establish
functionality levels. Additionally, the project team requires more time to allow the acquisition
of experts and procuring the required resources.
Moreover, the project faces the constraint of cost since the government requires the
team to deliver within the set budget. The constraint of cost faces the government project due
to the long procedures required before adding funds to a project. Therefore, the system will
run with the set finances while waiting for approval for additional funds in the case of
shortages.
Project methodology
The project team will adopt the agile method to ensure that the system achieves the
required deliverables. The deliverables include developing API compatibility, accessibility,
installing security and privacy measures, hosting, designing, content management, testing and
reporting on the functionality. The teams should also ensure that the system fulfils the
requirements such as providing value for the customers and optimal functionality. The project
method requires the team to develop the system with requirements evolving through the
collaboration of cross-functional group. The project manager will develop a group of persons
from the various parties that use the system, which includes the government experts and the

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end users. The agile system requires the linking of the deliverables to ensure that the
developers complete each stage before starting the next.
Work breakdown structure using the agile method
Setting requirements
such as workingwith
the pre-existing API.
Designing the
prototype of the
software.
Development of the
system while
considering all the
deliverables.
Maintanence and
support after the
launch of the system.
Implementation of
the system after
completion.
Ensuring the system
achieves quality
standards through
testing and data
collection

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Project hierarchy structure
The project manager ranks highest in the structure with the duty of controlling and
directing the project development. The manager has a role of acquiring experts to work on the
project and ensure the achievement of the deliverables. Additionally, the project manager
communicates with the stakeholders on the progress and possible changes to the project.
The next level consists of the head of software, head of hardware and the head of
archives. The various heads control production in the specific departments. The head of the
hardware department ensures the acquisition of the necessary hardware such as computers
and storage materials. On the other hand, the software engineer controls the development of
the system operations systems, designing the website and hosting. Further responsibilities
include installing security measures and developing a cloud backup system. Finally, the team
project manager
head of hardware
hardware
engineers
head of software
software
engineers
head of archives
archive
employees

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consists of the head of archives to take part in the testing and reporting on the functionality of
the system. Additionally, the archive employees give suggestions about the development of
the system.
Project stakeholder and authority
Name Title Authority level
Mr Smith Project manager Full access to resources and
data
Mr John Head of hardware Partial access to resources
Mrs Joan Head of the development
committee
Full access to data
Catherine Archives employee Full access to data
James Software developer Partial access to resources
The stakeholders include the project manager who controls the project and has full
access to the resources and data within the project. On the other hand, John heads the
development of hardware and has a restricted access to the resources. John can only access
the hardware related resources. Additionally, Joan heads the development committee and has
the duty of reporting to the users about the development of the system. Catherine works at the
archives and has the duty of ensuring that the system meets the user requirements. The
employee has access to all information in the project. Finally, James, the software developer
has partial access to the resources since the team only allows access to software development.
Project risks
Risk no. Category Risk description Likelihood Impact
1 Finance High risk 4 4
2 Marketing Low risk 2 2
3 Resourcing Low risk 2 2
4 Technical Medium risk 3 3
5 Legal Low risk 2 2
6 Quality Low risk 2 2
The finance risk has a high possibility of happening during the execution of the
project. The risk could happen due to increase in expenses than the set budget, which could