Project Scope Management Plan: NAA Website Technical Upgrade BSBPMG511

This report provides a detailed analysis of project scope management for the technical upgrade of the National Archives of Australia (NAA) website, transitioning it from a proprietary CMS to a commonly available one. The project aims to enhance website functionality, including user data collection and improved security features like encryption, while maintaining compatibility with the existing API. The report covers project authorization procedures, scope definition (including in-scope and out-of-scope elements), objectives and success criteria, key deliverables, and acceptance criteria. It also discusses the project scope management plan, roles and responsibilities, major milestones, scope change control processes, scope validation, and scope acceptance. Furthermore, the report addresses potential factors that could trigger requests for scope changes, change request procedures, and the management of scope creep, providing a comprehensive overview of how to effectively manage project scope within established constraints. Desklib provides access to similar solved assignments and study resources for students.

Running head: MANAGE PROJECT SCOPE
Manage Project Scope
Name of the Student
Name of the University
Author Note

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Table of Contents
Knowledge Assessment.......................................................................................................3
Task 1: Project Scope Management....................................................................................6
Introduction......................................................................................................................6
1. Project Authorization Procedure..................................................................................6
2. Define Project Scope...................................................................................................7
2.1. Project Scope Statement.......................................................................................8
3. Project Scope Management Plan...............................................................................14
3.1. Roles and Responsibilities..................................................................................15
3.2. Major Milestones................................................................................................15
3.3. How is scope defined and Documented..............................................................16
3.4. Scope change control Process.............................................................................16
3.5. Scope Validation.................................................................................................17
3.6. Scope Acceptance...............................................................................................17
3.7. Scope Performance Measurement......................................................................18
4. Manage Project Scope Control Processes..................................................................18
4.1. Factors that could trigger requests for scope change in Project.........................18
4.2. Change Request..................................................................................................18
4.3. Change Control Procedure..................................................................................21
4.4. Update and Communication of new baselines....................................................21

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4.5. Example of Scope Creep....................................................................................22
Bibliography......................................................................................................................23

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Knowledge Assessment
1. (c). WBS & WBS Dictionary
2. (d). Project Management Plan
3.(d). Validate Scope
4. (a). Create WBS
5. (d). Control Scope
6. (c). Create WBS
7. (b). Obtaining stakeholder's formal acceptance of the project deliverables
8. (b). Can be scheduled
9. (b). Collect Requirements
10. (a). Project Management Plan
11. (c). should be managed and controlled from the project concept through closing
12. (b). The Sponsors
13. (a). Clearly defined acceptance criteria
14. (a). Solution Requirements
15. (a). Project Scope Management
16. (c). b-a-c-d

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17. An issue is an important topic or problem that can be further discussed or managed.
An issue in project management can arise as a result of risks and problems in project
management. Furthermore, problems associated with staffs, suppliers and material shortages can
have a negative impact on the project giving rise to issues. However, there are a significant
differences between and issues and a risk in project management. An issue is raised when
problems have already occurred in the project while the risk in a project can be described as a
potential issue that may happen or may not happen in the project. Thus, the issues in a project is
needed to be resolved immediately while for addressing the risks in a project can follow a
planned approach, starting with identification of the risks. Issues in a project are mainly resolved
by following a issue management process. Resolving an issue is important in order to eliminate
the chances of having an undesirable impact.
18. A deliverable in project management can be described as a product or service that is
delivered to the client. A deliverable is delivered to a client in a scheduled time that satisfies the
set milestone associated with the project. A deliverable of the project can include a software
product, design document, project plan, training program and other activities associated with the
project. A deliverable in a project can be described as either tangible or intangible assets of the
project. The most important deliverable of a project is considered to be a key deliverable. A
single deliverable of a project can contain multiple smaller tasks. Completion of each of the
deliverables of a project will ensure successful completion of the project. In large projects, a
deliverable of a project might depend on completion of another deliverable which is needed to be
completed first. This type of project involves multiple milestones.
19. (b). Confirm that all the stakeholders have had input to the scope of work

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20. Scope Creep in project management can refer to certain uncontrolled changes in
project scope after the beginning of the project. Scope creep in a project can occur when the
scope of the project is not properly defined, documented or controlled. When a scope creep
occurs in a project, certain issues are faced in management of time, costs and resources. Thus
management of scope creep in a project is important. Thus a scope creep can happen only when
the project is not properly defined in the initiation phase. Improper scope identification is another
reason behind the occurrence of scope creep in the project. Another reason behind the occurrence
of scope creep is lack of project supervision and continuous change in scope of the project. In
order to manage the scope creep, it is essential to correctly understand the client’s vision and
needs. However, a scope creep might also occur if the client changes the requirements of the
project after the initiation of the project.

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Task 1: Project Scope Management
Introduction
A project has been undertaken for technical upgrade of the website of NAA (National
Archives of Australia). In this project, the existing website will be transferred from a proprietary
CMS to a commonly available CMS. As a part of the project, the website will enable NAA to
collect the data contributed by users to ensure optimal functionality of the website. The software
that is needed for the project should either be an open source software or a common use
proprietary management system. The major deliverables of the project specifies that the new
website should continue to work with the pre existing API. The API should furthermore be able
to draw all the user added contents in their new website. The privacy and the security needs of
the website will be updated by proposing security features like encryption. It has been proposed
that the new developed website will provide an easy way to the administrators to view and record
the user generated activity which was not present in the old website. A scope management plan
for this project is developed and discussed in the following paragraphs.
1. Project Authorization Procedure
Project authorization is a formal process of giving the permission to start working on a
particular project. Project Authorization is important for the stakeholders associated with a
project since during this process, the roles and responsibilities of a project is being negotiated.
Project Authorization impacts a project in a number of ways including project quality control,
providing boundaries and the development of a detailed project plan.
The governance arrangement in regards to the project delegation includes appropriate
quality management and regular review of project implementation. This will ensure that the

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project is being executed or implemented according to the project plan. Since this project aims in
technical update of National Archives of Australia, it is needed to ensure that entire website
redevelopment process involves effective data transfer and testing. Any bugs detected in the
testing phase will be fixed before the project release.
It is important to identify the critical review points associated with this redevelopment
project. The redevelopment project considers certain specific project needs that constitute the
critical review points associated with the project. One of the specific project need is that the
website must continue to work on the pre-existing API that will link the content with an
exhibition interactive. Another important specification of the project is that the website must be
successfully able to GET, POST, PUT and DELETE the data within an agreed timeframe.
Another critical review point associated with this project will ensure that these project
specifications are met. There are certain strict specifications associated with the design of the
upgraded website. The project specification says that the aesthetic design has to be maintained in
the upgraded website. Thus it is another critical review points associated with the management
and governance of this website redevelopment project.
The Appropriate Authorising authority of this project is National Archives of Australia,
who is the owner of the project.
In the review points, it is expected that the progress of the project will be checked and the
quality of the project will be evaluated. It is expected that the project will be following a planned
approach and the deliverables of the project will be completed within the given timeframe. The
critical review points are further expected to unveil the major bugs in the project.
2. Define Project Scope

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It is important to define the project scope, as it identifies the requirements and
specifications of a project. A project scope can be documented by making use of scope
statements. A scope statement can take a number of forms depending on the type of project that
is being implemented. Definition of project scope is a part of project planning process that
involves determination and documentation of the specific project goals, objectives and
deliverables.
2.1. Project Scope Statement
The project will be working redevelopment of NAA website in order to improve its
operations. Redevelopment of the website is needed in order improve the operations of the
website and improve its security.
2.1.1. Background Information about the Project
The NAA website Redevelopment project was initiated in order to ensure best value for
money and for improving the optimal functionality of the website. This project is needed since
National Archives of Australia is in charge of preserving and storing the Commonwealth records.
The NAA is responsible for preserving the Commonwealth records under the Archives Act 1983.
The software to be used in project should be common-use proprietary content management
system. NAA encourages the users to upload their own photographs to share their migrant
experience to the archives collection. These types of photographs are used in magazines and
newspapers, posters, brochures and others, in order to promote Australia as a prosperous and
welcoming nation for the potential migrants and to reassure the Australian that the new migrants
would be able to easily settle into Australian way of life. There are more than 22,000 black and
white and colour photographs taken by government photographers between the year 1946 and

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1999. Thus preservation of these photographs is important. The new website to be developed will
look after the security of the contents of the website. The project will be implemented in a
number of phases, the most important being the testing phases. There are certain optional
requirements that the project might need to consider such as, external hosting and ongoing
support with a service level agreement along with the collection of post implementation feedback
from the users.
2.1.2. Scope Definition
The scope of the plan covers the following aspects-
In Scope
 Development and redesigning of the NAA website
 The website will work with the existing API that links the content with an
exhibition interactive
 The website will be able to GET, POST, PUT and DELETE data using the API
 The website will be hosted externally to Archives IT infrastructure
 The website will showcase an aesthetic design
The scope of the pan does not cover the following aspects-
Out of Scope
 Ongoing support with a service level agreement for 3 years
 Post implementation changes according to the user feedback
2.1.3. Objectives and Success Criteria

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The objectives of the project are as follows-
S (Specific) - To redevelop the existing NAA website
M (Measurable) – To ensure that the security of the website is optimised
A (Attainable) – T o ensure that the website will be able to work with the pre-existing
API linking the content to the exhibition interface.
R (Realistic) – To ensure that the website will be supporting the formats that will enable
crowd sourced data and easier display of such data including images
T (Time Bound) – To ensure that the project will be completed within the set project
schedule
The success criteria of this project are as follows-
1. The project needs to be completed within the scheduled time.
2. The project should be able to recognise the user contributed data.
3. The Administration module must be secure.
4. The website should include the facility of user registration for public user login.
5. The website should be incorporated with a search function for improving its
operations.
2.1.4 Deliverables
The major deliverables of the project are as follows-

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1. Planning and Development of Project Plan for NAA website
2. Implementation and redevelopment of the existing NAA website
3. Testing the Redeveloped Website
4. Documentation of the entire Project
5. Project Evaluation and Maintenance
2.1.5. Acceptance Criteria
It is important to set accurate acceptance criteria for project in order to check that project
of accurate quality is delivered. The acceptance criteria set for this project are as follows-
1. The project will be accepted only if it is implemented on CMS (common use
proprietary content management system)
2. The project will be accepted only if appropriate testing phase is implemented before
the project release.
2.1.6. Constrains
The main constraints in the project are as follows-
1. Time constrain- the project is needed to be completed within a scheduled time
2. Resource Constraint
2.1.7. Assumptions