National Archives Of Australia Website Technical Upgrade Project

This procurement request relates to the websne redevelopment and hosting and maintenance services for website Destination: Australia. The current website is located at The photographs showcased on this website are part of the Immigration Photographic Archive (Series Al2111). This collection comprises move than 22,000 black-and-white and colour photographs taken by government photographers between 1906 and 1999 to record the arrival and settlement of migrants in Australia after World War II. The photographs were used in newspapers, magazines, posters, brochures and displays to promote Australia as a prosperous welcoming nation to potential migrants and to reassure the Australian public that new migrants would readily settle into the Australian wry of life. 

In 2010, Destination: Australia was upgraded to encourage users to upload their own photographs and stories to share their migrant experience, further adding rich personal context to the Archhres' collection. These 'Feature Stories' are also available (via an API) in a 'Globe' interactive in the Archives exhibition A Ticket to Paradise?, which is touring nationally from Apnl 2016 to September 2019. 

Required

• Redevelopment of existing website Destination: Australia

• Software to be either open source or common-use proprietary Content Management System (CMS)

• One website prototype round, with testing and feedback

• Website testing including content review

• Final revisions

• Final testing end bug foots

• Website handover

• Final documentation including wetnite style guides, master templates, admin user guidelines, technical specifications. This must be written in English with clear instructions for nontechnical experts to operate the CMS. Optional

• External hosting and ongoing support with

• service level agreement (3 years).

• Updates and post implementation changes in response to user feedback 

Project Purpose and Justification

National Archives of Australia has authorized the project for the technical upgrade of their existing website. The current website has become old and has limited functionalities and hence, it will be upgraded technically along with addition of more new features that will enhance the user experience and the functionality of the website. The newly upgraded website will also allow the users to upload contents by themselves by creating their own profiles in the website.

B. Project Purpose and Justification

The current website of National Archives is much old and has limited functionality. The online visitors of the website face severe difficulty while searching for a particular item and also the stock of item is very much limited to only official government records. Furthermore, the website lacks maintenance and is very slow in terms of loading and operations. Hence, the purpose of this project is to address these issues by technically upgrading the website including the functionalities desired by the organization. Moreover, with the new system, there will also be public content that the users will be able to upload by themselves.

C. High Level Project Scope Statement

Project Objectives and Success Criteria

The main objective of the project is to technically upgrade the existing website of National Archives. The project requirements include the following.

• To redevelop the existing website called Destination: Australia
• To use open source Content Management System (CMS) as the main software for implementation
• To develop and test a website prototype
• To review the contents of the website
• To test the website after implementation
• To hand over the website within a specified schedule

The success criteria of the project depend on the deliverables that are met throughout the course of the project. However, the main success criterion is to upgrade the website and add all the website features mentioned by National Archives of Australia before authorizing the project.

High Level Project Scope and Requirements

In Scope

• Technical upgrade of the website is within the scope of the project.
• Implementation of user profile system is within the scope of the project.
• Increase in the inventory of the website for making space for uploadable content is within the scope of the project.

Out of Scope

• Management of the promotions and business aspect of the website are out of scope of this project.
• Maintenance and up keeping of the website is out of scope of this project.
• Issuing of guidelines and regulations regarding the nature of contents that can be uploaded is out of scope of this project.
• Assumptions

The main assumptions made for the project are:

• It has been assumed that all the technical specifications mentioned by the organization can be implemented in the website
• It has been assumed that time period set for the project is sufficient for the project
• It has been assumed that the technical upgrades will interest more users regarding visiting the website and upload new content.

The constraints of the project are as follows.

• The main constraint of the project is that its scope is too large as per the requirements and hence, the nature of complexity of the project is also very high.
• Due to the huge number of technical upgrades proposed, the project may face difficulties, issues and challenges throughout the course of the project. Hence, the project may not be completed within the pre determined deadline.

D. Project Methodology and Approach

There are several project methodologies that can be applied based on the requirements of the project. This particular project involves development and testing of prototype before the final version is developed. Hence, the most appropriate project methodology and approach is rapid prototyping. This will allow the developer to continuously execute the prototyping the process unless a satisfactory outcome is reached. This method also allows the developer to test the prototype before using it to develop the final version.

The phases are:

1. Prototype: This phase involves the development of the prototype.
2. Review: This phase involves review and testing of the prototype.
3. Refine and Iterate: This phase involves iteration and refining if the test results are not satisfactory.

The project structure including the governance is shown in the following diagram.

F. Project Stakeholders and Authority

The major stakeholders and their authority level on this project are shown below.

Name	Title	Authority Level
Mr. A	Project Manager	Highest
Mr. B	Financing and Budget Manager	High
Mr. C	IT Supervisor	Medium
Mr. D	Procurement Manager	None
Mr. E	Developer	None

High Level Project Scope Statement

Rating Scales and Categories

Likelihood

Title	Rating	Description
Very Low	1	Highly unlikely to occur; however, still needs to be monitored as certain circumstances could result in this risk becoming more likely to occur during the  project
Low	2	Unlikely to occur, based on current information, as the circumstances likely to trigger the risk are also unlikely to occur
Medium	3	Likely to occur as it is clear that the risk will probably eventuate
High	4	Very likely to occur, based on the circumstances of the project
Very High	5	Highly likely to occur as the circumstances which will cause this risk to eventuate are also very likely to be created

Impact

Title	Rating	Description
Very Low	1	Insignificant impact on the project. It is not possible to measure the impact on  the project as it is minimal
Low	2	Minor impact on the project, e.g. <5% deviation in scope, scheduled end-date or project budget
Medium	3	Measurable impact on the project, e.g. 5-10% deviation in scope, scheduled  end-date or project budget
High	4	Significant impact on the project, e.g. 10-25% deviation in scope, scheduled end- date or project budget
Very High	5	Major impact on the project, e.g. >25% deviation in scope, scheduled end-date  or project budget

Risk Matrix: Likelihood X Impact = Overall Level/Rating

LIKELIHOOD       IMPACT	Very Low       1	Low       2	Medium       3	High       4	Very High       5
Very Low       1	Very Low 1	Low 2	Low 3	Low 4	Medium 5
Low                 2	Low 2	Low 4	Medium 6	Medium 8	High 10
Medium          3	Low 3	Medium 6	High 9	High 12	Very High 15
High                4	Low 4	Medium 8	High 12	Very High 16	Very High 20
Very High      5	Medium 5	High 10	Very High 15	Very High 20	Very High 25

Overall Level/Rating
0 – 1 = Very Low	2 – 4 = Low	5 – 8 = Medium	9 – 14 = High	15 – 25 = Very High

Categories

The risk categories are:

• Financial
• Marketing and Sales
• Resourcing
• Technical
• Legal
• Security
• Others
• High Level Risk Register

Below are top 5 risks.

Risk No.	Category	Risk Description	Likelihood	Impact
1	Financial	The scope of the project is extremely complex and there may be financial constraints in the later period of the project	High	High
2	Technical	All the features mentioned by the organization may not get integrated within the same system easily	Medium	Very High
3	Security	The newly developed website may be vulnerable to external attacks like injection of malwares, hacking and others	Very High	Extreme
4	Technical	The upgraded system may face issues due to lack of maintenance	High	Medium
5	Other	There may be lack of technical expertise among the employees and they will not be able to use the system as per requirements	Low	Medium

Task Name	Duration	Start	Finish	Predecessors
Technical Upgrade of NAA Website	198 days	Wed 22-08-18	Fri 24-05-19
Discussion	24 days	Wed 22-08-18	Mon 24-09-18
Discuss the Issues of the System	5 days	Wed 22-08-18	Tue 28-08-18
Plan a New System	4 days	Wed 29-08-18	Mon 03-09-18	2
Identify Technical Upgrades Required	5 days	Tue 04-09-18	Mon 10-09-18	3
Analyze Feasibility of Project	5 days	Tue 11-09-18	Mon 17-09-18	4
Approve Project	5 days	Tue 18-09-18	Mon 24-09-18	5
Planning	5 days	Tue 25-09-18	Mon 01-10-18
Develop Project Charter	1 day	Tue 25-09-18	Tue 25-09-18	6
Identify Scope	1 day	Wed 26-09-18	Wed 26-09-18	8
Identify Budget and Time	1 day	Thu 27-09-18	Thu 27-09-18	9
Assess and Manage Risks	1 day	Fri 28-09-18	Fri 28-09-18	10
Proceed	1 day	Mon 01-10-18	Mon 01-10-18	11
Initiation	7 days	Tue 02-10-18	Wed 10-10-18
Set Quality Standards	2 days	Tue 02-10-18	Wed 03-10-18	12
Hire Developers	2 days	Thu 04-10-18	Fri 05-10-18	14
Procure Funds	2 days	Mon 08-10-18	Tue 09-10-18	15
Start Working on Project	1 day	Wed 10-10-18	Wed 10-10-18	16
Execution	145 days	Thu 11-10-18	Wed 01-05-19
Design Website Prototype	45 days	Thu 11-10-18	Wed 12-12-18	17
Test the Prototype	15 days	Thu 13-12-18	Wed 02-01-19	19
Proceed to Develop Full Version	5 days	Thu 03-01-19	Wed 09-01-19	20
Implement All Features	45 days	Thu 10-01-19	Wed 13-03-19	21
Final Testing	30 days	Thu 14-03-19	Wed 24-04-19	22
Go Live	5 days	Thu 25-04-19	Wed 01-05-19	23
Closing	17 days	Thu 02-05-19	Fri 24-05-19
Documentation	10 days	Thu 02-05-19	Wed 15-05-19	24
Review	5 days	Thu 16-05-19	Wed 22-05-19	26
Sign Off	2 days	Thu 23-05-19	Fri 24-05-19	27

Category of Cost	Best Estimate	Worst Estimate	Most Likely
Hardware requirements	$50000	$75000	$55000
Software requirements	$15000	$20000	$16000
Development Costs	$50000	$100000	$80000
Wages of Developers	$5000	$15000	$10000
Maintenance Costs	$2500	$8000	$6000
Promotion Costs	$1000	$2500	$1250

Version Control

Version	Date	Author	Comments
1		Project Manager
2		Financing Manager
3		IT Supervisor
4		Procurement Manager
5		Developer

Approvers

Name	Title	Signature
Mr. A	Project Manager
Mr. B	Financing Manager
Mr. C	IT Supervisor
Mr. E	Developer

Reviewers

Name	Title	Signature
Mr. A	Project Manager
Mr. B	Financing Manager
Mr. C	IT Supervisor
Mr. E	Developer

Definitions

TERM/ABBREVIATIO N	FULL NAME	DESCRIPTION

Undertake Project Planning and Design Process

Answer to Question 1

Development of project management plan is not an easy task and it requires the use of various related tools and techniques for specifically finding the parameters that are required for the project management plan. These project management tools used include scope management plan, project charter, gantt chart, work breakdown structure and others.

Answer to Question 2

The project work was executed based on the prepared schedule that was in turn developed based on the task dependencies and aligned with the project objectives. The interactions among knowledge areas were established based on the dependencies ensuring each task was initiated immediately after the completion of its predecessor task.

Answer to Question 3

The organization’s environment factor helped to align the overall project with the operations of the company. Moreover, it also helped to develop a project roadmap to ensure the technical upgrade will actually benefit the organization in the long run.

Answer to Question 4

Some organizational processes that were used to develop the project management plan included some specific technical guidelines for the website, work packages developed using the work breakdown structure, specific success and evaluation criteria, change control criteria and processes and others. In addition to the project management work, there was a scope for lessons learnt throughout the project.

Answer to Question 5

It was important to maintain the integrity of the project baseline throughout the course of the project. It was the duty of the project manager to ensure this particular work. Without the integrity of the project baseline, scope creep may occur and the project may fail in the long run.

Answer to Question 6

Approval should be obtained for the project management plan once it is ensured that all stakeholders agree with the project and the project is feasible for the organization. Before final approval, the project stakeholders should attend a meeting to discuss the entire project including its scope, feasibility and other major factors. Final approval is granted when it is ensured that all the project parameters are agreed and feasible.

Answer to Question 7

Budget, scope and time are all constraints for the project. The nature of the project is such that the entire scope is quite complex and requires efficient management and control. Although there is not a strict restriction on budget, an appropriate budget has been set and it is to be ensured that the project is completed within the specified budget. Time is a lesser constraint than the others because although there is a determined time period for the delivery of the project, flexibility has also been provided in case some additional time period is required for the project.

Project Methodology and Approach

Execute Project in Work Environment

Answer to Question

The work performance data mainly included the actual durations taken to complete the work, the extent of work completed and others. All of these parameters are derived from the Gantt chart and accordingly marked based on the total progress. Based on the work performance, changes are made in the project to enhance the work performance and complete the project in time.

Manage Project Control

Answer to Question 1

The tools and techniques used included various project management tools, team management techniques, development methodologies and others. During the documentation of the project, all the tools and techniques used have been explained in detail. For instance, for analyzing the schedule of the project, Gantt chart was used that helped to determine the duration for a particular deliverable was feasible in terms of the overall project duration.

Answer to Question 2

Daily progress log of the project will be needed to update to Direct and Manage Project Work as it will assist in monitoring the progress of the project. The daily progress log includes all the progress made in the project in a day including meeting agenda, new decisions taken, resources utilized, progress of development work, percentage completion of work and others.

Manage Project Finalization

Answer to Question

The post implementation plan will include monitoring, controlling and maintenance of the system in order to ensure all the functions are performing well and according to plan. The post implementation plan also includes ensuring the operations are abiding by rules and guidelines, aligning with the business strategies and others. Furthermore, it is needed to ensure the estimated return on investment is gained after the operations are started.

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