Critical Points To Consider For Technical Upgrade Of Archives Essay For National Archive Of Australia.

The entire steps are given in the below. Just follow the same template doing the assignment. A service provider is being sought for the technical upgrade of the Archives “website destination”Australia. In order to ensure the best value for the money and optimal functionality, the website will enable national Archivers of Australia to collect user contributed data about the photographic collection featured on the site. It muct be moder, engaging, and user friendly.

Time frame for delivery- November/ December 20xx with a possible extension upto 3 years for hosting and maintenance.

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.

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.

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.

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.

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.

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.

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).

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.

Project Milestones

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).

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).

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.

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.

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:

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.

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.

References:

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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.

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Scholtz, C., 2013. Negotiating claims: the emergence of indigenous land claim negotiation policies in Australia, Canada, New Zealand, and the United States..

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Taddeo, C. and Barnes, A., 2016. The school website: Facilitating communication engagement and learning. British Journal of Educational Technology, 47(2), pp.421-436.

Völter, M., Stahl, T., Bettin, J., Haase, A. and Helsen, S., 2013. Model-driven software development: technology, engineering, management. John Wiley & Sons.