Technical Redevelopment of Archives Website in Australia Report

This report provides a detailed analysis of the technical redevelopment of the Australian Archives website. It covers various aspects of the project, including the introduction, critical points to review, assumptions, project milestones, dependencies, in-scope and out-of-scope parameters, cost-benefit analysis, authorizing authorities, project scope, deliverables, acceptance criteria, project scope management, implementation of change control procedures, changes in scope, and the conclusion. The report emphasizes the importance of user-friendliness, efficient project management, and the incorporation of user feedback. It also highlights the challenges faced, such as scope creep, and the need for effective communication and collaboration among team members. The report concludes with a summary of the key findings and recommendations for the successful completion of the project, referencing relevant literature to support the analysis. The project aims to improve the website's functionality and user experience for accessing photographic collections and other archival materials.

Running head: TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN
AUSTRALIA
TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Name of the student:
Name of the university:
Author note:

1TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Table of Contents
Introduction:...............................................................................................................................2
Critical points to review:............................................................................................................2
Assumptions:..........................................................................................................................3
Project milestones:.................................................................................................................3
Dependencies:........................................................................................................................3
In scope and out of scope parameters:...................................................................................3
Cost benefit analysis and lesson from earlier projects:..........................................................3
Authorizing authorities:.............................................................................................................4
Scope of the project:...................................................................................................................4
Deliverables of the project:........................................................................................................5
Acceptance Criteria:...................................................................................................................5
Project Scope management:.......................................................................................................5
Implementation of change control procedure:...........................................................................7
Changes in the scope:.................................................................................................................8
Conclusion:................................................................................................................................8
References:.................................................................................................................................9

2TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Introduction:
Website development and user friendliness is one of the most important aspects of
any websites and it should be ensured that they are presentable as well as user friendly for the
uses and all the important data and the information are properly visible in a systematic
manner for a better browsing experience. All the important information on the website should
be properly categorized to ensure that the website is user friendly.
The following study will highlight the different aspects of redeveloping the archives
website for the national archive of Australia. The solution should be worthy of the amount of
money that will be spent and should also allow the users to access the different photographic
collections that are featured on the website. The different stages of carrying out the project
will be discussed in the following paragraphs.
Critical points to review:
Firstly, the broad organizational flowchart of the company has to be understood which
is outlined below in the hierarchical order (Coe, Kenski and Rains 2014):
- Louise Doyle is the Assistant Director General of Access and Public Engagement.
- Linda Macfarlane is the Assistant Director General of Collection Management.
- Jason McGuire is the acting Assistant Director General, Corporate Services.
- Yaso Arumugam is the Assistant Director General of Information and
Technology.
- Teressa Ward is the Assistant Director General of Digital Archives Taskforce.
- The Director General’s office consist of Shaun Rohrlach who is the Executive
Officer, Alicia Smith who is the Executive Assistant and Danielle D’Agostino
who is the acting Executive Support Officer.

3TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Assumptions:
The assumption that has been done is that majority of the users who will be accessing
the redeveloped website will be technically friendly people so that they can make optimum
use of the new features.
Project milestones:
The project milestone will be the initial testing before the r rollout of the final
website, which should be done in a very quick span of time in order to ensure the successful
implementation of the website and on time.
Dependencies:
The dependencies include the proper passing of information from a team member who
is working on the initial design of the website to another member who is supposed to take
over from the design to the next step such as testing.
In scope and out of scope parameters:
The factors that are controllable and in the scope of the project are the cost factors as
well as the quality of the website that has to be ensured by the project manager.
The out of scope parameters include the level of computer literacy that the end users
will have which cannot be controlled by the project manager.
Cost benefit analysis and lesson from earlier projects:
This analysis will help the project manager to understand the advantages as well as
the disadvantages of the project such as the better user experience that the users will be able
to enjoy in the website. However to improve the website user experience as well as the other
aspects there are development as well as maintenance charge involved that has to be incurred
by National archive of Australia. Some of the features can be omitted form the website
depending upon the discretion of the management, which in turn will also make the website
simpler and help in cost cutting for the company (Hocking et al. 2016).

4TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Past projects have also been done in developing websites within the organization and
it has been found that the company had ended up spending unnecessary money on developing
websites only to make them even more complicated for the users. It has also increased the
expenditure of the company in multiple ways and therefore should not be repeated in this
project of developing the website for the organization.
Authorizing authorities:
For the project to be a success, the project manager should be responsible in
efficiently sharing the authority as well as the responsibility among the governance body.
This will not only help in reducing the pressure on the project manager alone but also ensure
better decision-making and incorporation of newer innovative ideas in the life cycle of the
website development. For instance, the sponsor of the project will be responsible in
monitoring the status of the project and keeping the stakeholder updated at all points of time
(Taddeo and Barnes 2016). The project manager should also be responsible for taking the
approvals of every stakeholders. The stakeholders will be able to see the positive results of
the website implementation. The website will also be much more user friendly for the
customers (Hopmans et al. 2014).
Scope of the project:
The scope of the project is to define the functionality of the website as well as to
make the website a success and much more user friendly for the users. The project will
ensure that the money spent for the website redevelopment is spent in the right way, the
website redevelopment is a success, and the users are all benefitted from the implementation
of the website in the national archive of Australia. The scope does not include the post
website development support (Völter et al. 2013).

5TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Deliverables of the project:
This project aims to deliver a redeveloped website for the national archive of
Australia in order to give its user a better surfing experience of the website and to ensure it
also has a much better interface. The important information about the organization should be
categorised in a properly structured way to ensure a proper and worthy use of the money
spent for the project.
Acceptance Criteria:
The employees of the organization should be well informed about the different categories that
will be incorporated in the website so that they face no difficulties in navigating through the
pages of the website. The redeveloped website will only be accepted if it is user friendly
since customer user friendliness of the interface is an important acceptance criterion of the
new website.
The constraints that has to be considered are the complexity of the implementation of
the website. Once the website is developed in order to make it live, there are different
departments within National archive of Australia who has to be trained on the website which
will ensure that the employees are themselves aware of the pages of the new website so that
can easily address any of the concerns of the end users who are the customers.
Project Scope management:
The different employees and the stakeholders have different responsibilities to play in
the proper implementation of the website for the company, which are discussed below in the
tabular format:
Roles Responsibilities
Project manager He will be responsible for the overall
monitoring of the status of the project

6TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
in its different stages of the life cycle
and ensure that the team members are
working in coordination and there are
no issues that remain unresolved within
the team (Marchewka 2014).
Technical leader His responsibility will be to ensure that
all the technical aspects of the project
during the course of its progression as
well as the technical aspects of the
website are all being monitored and
technical issues resolved (Jacobs, Chase
and Lummus 2014).
Customer Customers are the end users of the
website and they have the most
important role to play which is to
ensure that all their concerns are met in
the website. They should also provide
adequate feedback to the National
archive of Australia in order to ensure
that the company takes proper
measures to come up with proper plans
of further improvement (Kaufman
2013).
Business steering committee This committee in the project life cycle

7TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
should ensure that the project is not
stationary and all the team members
are always working toward the
successful completion of the project
(Nicholas and Steyn 2017).
Project sponsor Decides cost and budget necessary for
the succefful implementation of the
project (Kerzner and Kerzner 2017).
OYB IT staff Responsible for carrying out IT
operations such as LAN set up etc.
Implementation of change control procedure:
The steps of using the change control procedure in its successful implementation are
described below in the following steps:
1. The Change Request has been properly defined regarding the new developments in
the existing website of the company. The process is the change that is requested.
2. Submit and Review the Change Request has then been submitted to the management
and later reviewed if it is suitable and feasible to be implemented. Once it has been
approved, the request has been transferred to the project team (Scholtz 2013)
3. Response Documents had been created and the different options as well as the
alternatives have been well defined in order to completely understand the different
requirements out of the new website.
4. Finally, after the project completion the new redeveloped website has been tested and
implemented within the company.

8TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Changes in the scope:
The organization had all of a sudden decided to include more information such as a
section that would portray new updates of the organizations as well as a more updated contact
details page through which the users can directly contact National archive of Austria. Another
page of an online forum wherein the customer can post their concerns also had to be
included. These creep in scopes had to be properly communicated to the project team. It
involved more budget as well as an extension of the deadline of the delivery of the final
project. This added time constraints and more peer pressure within the team. Project
managers should ensure that project scope creeps are efficiently handled in real time
scenarios (Schwalbe 2015).
Conclusion:
Therefore, it can be concluded from the above report that even though a project has
different kinds of support functions the project managers should be able to understand the
basic needs of the employees. He should ensure that the employees and the team members
work together in harmony and collaboration. All the factors such as advantages,
disadvantages, and cost factors have to be efficiently manipulated and calculated by the
project manager for the successful completion of a project.

9TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
References:
Coe, K., Kenski, K. and Rains, S.A., 2014. Online and uncivil? Patterns and determinants of
incivility in newspaper website comments. Journal of Communication, 64(4), pp.658-679.
Hocking, J., Land, C., Campo, N. and Tayton, S., 2016. Gough Whitlam: Guide to Archives
of Australia's Prime Ministers. National Archives of Australia.
Hopmans, W., Damman, O.C., Timmermans, D.R., Haasbeek, C.J., Slotman, B.J. and Senan,
S., 2014. Communicating cancer treatment information using the Web: utilizing the patient’s
perspective in website development. BMC medical informatics and decision making, 14(1),
p.116.
Jacobs, F.R., Chase, R.B. and Lummus, R.R., 2014. Operations and supply chain
management (pp. 533-535). New York, NY: McGraw-Hill/Irwin.
Kaufman, P.J., 2013. Trading Systems and Methods,+ Website (Vol. 591). John Wiley &
Sons.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Marchewka, J.T., 2014. Information technology project management. John Wiley & Sons.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology.
Scholtz, C., 2013. Negotiating claims: the emergence of indigenous land claim negotiation
policies in Australia, Canada, New Zealand, and the United States..
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Taddeo, C. and Barnes, A., 2016. The school website: Facilitating communication
engagement and learning. British Journal of Educational Technology, 47(2), pp.421-436.

10TECHNICAL REDEVELOPMENT OF ARCHIVES WEBSITE IN AUSTRALIA
Völter, M., Stahl, T., Bettin, J., Haase, A. and Helsen, S., 2013. Model-driven software
development: technology, engineering, management. John Wiley & Sons.