National Archives Of Australia (NAA) Website Development: Project Integration Essay.

Purpose and Justification

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

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 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.

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

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.

1. Description of the change, which specifies the changes in deliverables after the process.
2. The reason why the project plan should change including the problems that order request changes.

• 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.

1. 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.
2. The estimation of the costs incurred during the change process.
3. 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.

• Reviewing whether the identified changes have an effect on the existing risk or pose new risks to the project.
• 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.

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

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.

High-Level Scope

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.

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 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.

Methodology

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 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

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 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

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.

Organizational Structure

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 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.

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 cause the premature termination of the project.  The market risk has a low possibility of happening since the government will engage in marketing activities to create awareness. Additionally, the resourcing has a low risk of happening since the government has the ability to get the best experts to work on the project. The technical risk has a medium chance of happening since the project team has great expertise to work on the project. Additionally, the legal risk has a low chance of happening since the government has followed the policies and procedures required when developing the system. Finally, quality has a low chance of happening since the team has the best experts to ensure that the system satisfies user expectations.

Summary schedule

Phase or milestone	Preferred completion date	Dependencies
Setting requirements	30 June 2018	-
Designing	31 July 2018	Setting requirements
Development phase	31 August 2018	Designing
Quality assurance	31 October 2018	Development
Implementation	31 November 2018	Quality assurance
Maintenance and support	31 November 2021	Implementation

The requirements follow each other in the schedule and the team should accomplish a stage before moving to the next. Additionally, the team should ensure that all the requirements complete within the set period. Therefore, the execution should avoid all delays possible on the project.

Summary budget

Category of cost	Best estimate	Worst estimate	Most likely
Setting requirements	21000 million dollars	15000 million dollars	18000 million dollars
Designing	1000 million dollars	6000 million dollars	8000 million dollars
Development phase	90 million dollars	60 million dollars	70 million dollars
Quality assurance	50 million dollars	70 million dollars	80 million dollars
Implementation	77 million dollars	97 million dollars	78 million dollars
Maintenance and support	180 million dollars	120 million dollars	100 million dollars

Each stage should occur within the set budget to avoid project failure. Therefore, the project team should use cost management experts to allocate funds to each activity. The allocation should follow procedures that ensure minimal wastage of funds.

Quality control

Version control

Version	Date	Author	Comments
1.0	September 2018	Software development team with the help of external experts	The initial framework
1.2.1	October 2018	Software development team with the help of external experts	Second framework with very little functionality.
2.0	November 2018	Software development team with the help of external experts	The third frame with added functions
3.0	December 2018	Software development team with the help of external experts	Final model
4.0	December 2018	Software development team with the help of external experts	Final model after testing

The quality control requires the systematic development of the system versions. The software team develops the system in a gradual manner from the first version to the last version. Each version has an improvement based on the results from the tests done on the preceding version.

Stakeholder

Approvers

Name	Title	Signature
Mr Smith	Project manager
Mr John	Head of hardware
Mrs Joan	Head of the development committee
Catherine	Archives employee
James	Software developer

The various stakeholder s approve the continuation of the system. The approval happens after the completion of each stage, which happens after a total audit and evaluation to identify the meeting of requirements.

Reviewers

Name	Title	Signature
Jerry	Senior Auditor
Dunphy	Evaluation officer
Pritchet	Assistant auditor
Alex	Junior Auditor
James	Assistant evaluation officer

The reviewers perform peer review on the system and provide a report to the stakeholders. The review team checks whether the project has adhered to the constraint of cost, quality and time.

Definitions

Term/ abbreviation	Full name	Description
CMS	Content management system	Platform for the website
WCAG	Web content accessibility guidelines	Gives the policies of developing the system
PSPF	Protective security policy framework	Gives the security controls

The abbreviations have the exact definitions and the full names.

Question 3

Briefly describe the tools and techniques that you used to develop the project management plan

The project management tools include a project methodology that refers to creating a plan in a very organized manner. The plan uses both simple and complex methodologies to develop a plan. Additionally, the team can develop a plan using the project management information system, which requires the use of computers to develop a plan

Briefly describe how the project work was to be executed to accomplish the project objectives, including the dependencies and interactions among each knowledge area of the project?

The execution of the project work happened using the tools and techniques necessary for the success of the project. The execution involved work authorization systems that gave permission to the various parties to perform various tasks. Additionally, the authorization systems allow the execution team to move from one activity to another. The execution also involves status review meetings, which assist in exchanging project’s information. The information exchange allows the integration of the various project knowledge areas. The project could also use a management software to assist in the automatic management of the activities.

Project time environment refers to the lifespan of the project, which has four phases including the concept, planning, execution and transfer. The project time environment assists to plan the stages of project execution. The other factor includes the internal project culture, which refers to the leadership and organizational structure adopted by the project team. Therefore, the factor helps in the selection of the project team. The third factor includes the corporate culture, which refers to the engagement of the corporate heads in the conduct and maintenance of the ongoing enterprise. Finally, the executive must show support to the project through active sponsorship and control.

What organizational processes were used to develop the project management plan? Your answer should include any standardized guidelines, work instructions, proposal evaluation criteria, performance measurement criteria, change control procedures, historical information and lessons learned.

 The plan includes the initiation stage with guidelines about the project such as the required quality standards and the approval measures to use during the execution.  Additionally, work instructions emphasise following the guidelines and procedure set for the project. The work instructions also specify the exact persons to involve in the execution of the project. The proposal evaluation will follow the set standards, which involves the inclusion of stakeholders and the management. Additionally, the performance management takes place by testing and auditing the system to identify levels of functionality.  The change control procedures include the inclusion of the organizational employees together in the system. Finally, the project plan will involve acquiring information from previous projects to acquire lessons on how to perform the current project.

How was the integrity of your project baselines to be maintained throughout the project life cycle? Who was responsible for this work?

The project manager had the responsibility of managing integration by coordinating the people, plans and the tasks required to accomplish the task. Furthermore, the project should focus on the objectives and steer the team towards successful accomplishment. The project manager also makes the final decisions in the event of conflicting decisions. Moreover, the project team should ensure proper communication with the top management to keep track of the proceedings.

Provide details of how approval would be obtained for the project management plan

The approval will follow the organisation’s set guidelines, which include the seeking of the managerial consent on the project. The next stage involves the customers and users of the project agreeing on the management plan. Finally, the project manager signs and authorizes the plan for the team to start the execution.

Describe how the triple constraint is applied to your project

 The triple constraint in the project consists of the cost, quality and the time of the project. The project should achieve the highest quality to meet the customer expectations. The project should also happen within the set budget and avoid additional unplanned costs. The increases in cost could lead to the project’s failure. Finally, the project should happen within the speculated time for the users to start reaping the benefits. Furthermore, the project should avoid delays to avoid penalties arising from spending more time than required.

The work performance data to collect includes status and performance reviews. The data assists in identifying whether the system has achieved the deliverables. The late completion caused delays and penalties due to additional costs accruing from more execution days.  The delay impact was managed through increasing time and allocating more finances for the project.

Manage project control

Pareto chart assists in establishing the quality of a deliverable by pin pinpointing the common sources of defects. The Pareto chart gives information about the source of problems to the project. The response given by the Pareto chart enables in the making of recommendations on a project.

The risk log requires a constant updating to match the changes in the project’s environment. The risk log changes due to the many events that surround the project. Therefore, the risk log requires constant update to ensure the successful accomplishment of the project.