Project Management Assignment: Planning for WebsiteRedevelopment for Destination: Australia

Question

Task: Project Management Assignment Instructions:
Assuming your Organisation was awarded the following tender:
ATM ID: NAA RFT 20xx/1058
Agency: National Archives of Australia
Category: 81110000 - Computer services
Close Date & Time: 15-Aug-20xx 2:00 pm (ACT Local Time)

Publish Date: 15-Jul-20xx
Location: ACT Canberra
ATM Type: Request for Tender
APP Reference: NAA20XX-1
Multi Agency Access: No
Panel Arrangement: No

Description:
A service provider is being sought for the technical upgrade of the Archives’ website Destination: Australia. In order to ensure the best value for money and optimal functionality (for the website and related exhibition interactive) going forward, it is necessary for the website to be transferred from a proprietary CMS to a commonly available CMS (including, but not limited to, an Open Source CMS). The website will enable the National Archives of Australia to collect user contributed data about the photographic collection featured on the site. The interface must be modern, engaging and user-friendly, designed to meet the needs of people of all ages, and differing levels of computer and English literacy. The website must interact successfully with an exhibition interactive via an existing API. There is an option for hosting, maintenance and support services to be provided from contract execution until 31 December 2019.

Timeframe for Delivery: November/December 20XX with a possible extension of up to 3 years for hosting and maintenance.
The Requirement
The National Archives of Australia (Archives) (the Customer) is responsible under the Archives Act 1983 (Cth) for the preservation and storage of Commonwealth records, including the archival resources of the Commonwealth.

This procurement request relates to the website redevelopment and hosting and maintenance services for website Destination: Australia. The current website is located at https://www.destinationaustralia.gov.au\
The photographs showcased on this website are part of the Immigration Photographic Archive (Series A12111). This collection comprises more than 22,000 black-and-white and colour photographs taken by government photographers between 1946 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 way of life. In 2014, 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 Archives’ 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 April 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 and bug fixes
• Website handover
• Final documentation including website style guides, master templates, admin user guidelines, technical specifications. This must be written in English with clear instructions for non-technical experts to operate the CMS.

Optional
• External hosting and ongoing support with a service level agreement (3 years).
• Updates and post implementation changes in response to user feedback Required deliverables
API compatibility
• The website must continue to work with the pre-existing API linking the content with an exhibition interactive
• The administrator account to the Destination: Australia CMS must have a check box function that allows the administrator to select which feature stories will be published through the API to the exhibition interactive.
• The API must be able to draw all user-added content in the selected feature stories, including photographs, through to the linked exhibition interactive.
• The website will support sourcing and storing its data from the Archives’ API, according to API calls provided by the Archives, to ensure valid, up to date data is displayed on the website.
• The website must successfully GET, POST and PUT and DELETE data using the API within agreed timeframes.
• Data from the API contains a mix of official records and user generated content
• API compatibility and function must be maintained at all times until December 2019 • The successful supplier will be provided with further documentation on the API. Accessibility/compatibility
• All elements of the solution must comply with the relevant Australian Government mandatory criteria including meeting Web Content Accessibility Guidelines (WCAG) 2.0 – to Level AA. Refer to the Australian Government Digital Transformation Office website for more information – https://www.dto.gov.au/standard/design-guides/

• Any online forms should include identifying mandatory fields, error validation and error suggestion on input fields (e.g. include @ for email addresses), as per the WCAG 2.0 Level AA.
• All elements of the solution must display consistently across popular Windows, Macintosh and Linux browsers including Internet Explorer (V9 up), Firefox, Chrome, Safari and Opera.
• Code to ensure ease of use and accessibility from desktop, tablet and smart phone / mobile platforms using responsive interface design.
Privacy, security and intellectual property

• Data captured in online forms should reflect the Australian Privacy Principles (which unify the National Privacy Principals and the Information Privacy Principles) and security obligations of (ASD). Including any updates to how data should be stored according to the Australian Privacy Principles or security obligations. • Website security appropriate to support administration module, members’ pages, API developer key hidden and enables encryption of stored data including indexes and registered user’s personal details e.g. email address. Hosting

• The website application must be built to be hosted externally to the Archives’ IT infrastructure taking into account data sovereignty, data protection controls (see the Australian Government Protective Security Policy Framework (PSPF) and Information Security Manual) and compliance with the Privacy Act.

• Please see ‘Optional Deliverables’ for information on the optional hosting component of this procurement process.
Aesthetic design
• The aesthetic design of the website must be maintained for the upgraded website. • Style guides and other necessary components will be provided to the successful Supplier.

Content Management System
• The website must support formats to enable crowd sourced data and display of collection data including images
• The solution must provide an easy way for administrators to view and record usergenerated activity across the site from within the administration CMS.
• The website’s supporting CMS or web application must have both a design and source interface enabling recognition of user contributed data and has the ability to manage full user administration and content moderation in-house. This must include tasks such as updating all content (including descriptions on collection photographs), monitoring and moderating user-generated data and where necessary, blocking, removing, editing and/or extracting user-generated data.
• Administration module must be secure
• Administration page displays name (as well as screen ID) of contributing users
• The solution must support Google Analytics for website visitor statistics and prescripted database reports for listing and exporting all user generated content.

• The website must comply with records management requirements to enable the website to be archived with user-generated data extracted (e.g. XML, CSV format and image formats) with relevant references for future re-purposing.

Email notifications to administrator
• Email notification to be sent to destinationaustralia@naa.gov.au when a user adds a comment, tag, person, location to a collection photograph, or adds a feature story. Notifications should include a hyperlink to the new content in the CMS administrator account. • Email notification to be sent to destinationaustralia@naa.gov.au when a user reports comments or other content. Notifications must include a direct hyperlink to the reported content.
Public user login
• Website users have the option of browsing and searching the website without registration. Anyone wishing to input data to the website must register and login with a unique email address and passphrase.
• Existing usernames and passwords must carry over to the redeveloped site • Profile must include an online form for users to contact Archives to remove or edit their user-added content
• Optional: ability for the user to ‘link’ together multiple stories that they have contributed by the user, or to allow sorting by tag with user name. The published feature story page would display a link to take viewers to the related stories.
• Website navigation must align with pre-existing information architecture for Destination: Australia.
• Breadcrumbs must be added to the top of each page to enhance user navigation Search function
• Ability to query search and return search results, this will be supported through the API calls, and the interface will need to be configured to return merged search requirements and apply search parameters (e.g. filters) for the Discovering Anzacs interface.
• Required: free text feature stories and comments contributed by users must be posted back to the API to become searchable on Destination: Australia.
• User-added tags on stories must be posted back through the API to become searchable.
• User-added locations on stories must be searchable and clickable to sort stories by place
• Adding terms to the search parameters should refine the search (it currently expands the result field)
• The website must include all images within the A12111 series/collection, and search results must display all relevant images. Check that search picks up all photographs in collection (or that Destination: Australia captures all images in A12111) – e.g. searching for “PetrusMouwmans” does not give a result, although it is listed in RecordSearch: A12111, 1/1963/14/9.

• Results distinguish between feature stories, collection items and user added photographs.
• Results able to be sorted by category (feature story, collection item) or by date range (earliest to latest or vice versa)
• Image title to appear at the top of the results display (currently “view this photograph”).
• Hit highlighting - the search interface will support search term (eg. keyword, name) hit highlighting using bold or similar
Updates/fixes to ‘add your story’ form (see Attachment B for images of changes)
• All free text fields must allow users to copy and paste text from other programs.
• The fields ‘Year’, ‘Country of origin’, ‘Theme’ and ‘Photos’ (at least one) must be compulsory

Adding images
• ‘Add photos’ must be moved to location above ‘Add Your Story’
• When adding an image from the website, the citation and image caption must also be imported. The citation (e.g. NAA: A12111, 2/1969/4A/18) must be locked in, with the option for the user to personalise the caption.
• When adding an image from the website, users must be able to search by collection control symbols and non-consecutive key words.
• When adding an image from the website, user has the ability to refine the search using date range.
• When adding an image from the website, clicking ‘enter’ after typing keyword must initiate the search (currently takes user to blank error page).
• ‘Add image from website’ search must return all results available through Destination: Australia.
• The website must perform checks to ensure the user is uploading an accepted size and format (e.g. png, jpeg) and provide error messages where limits are exceeded.
• Optional: add a new function to allow users to select from their ‘Favourite’ images to add to their story.
• Optional: users able to crop images before they upload

Add your story
• ‘Add your story’ text field must allow simple formatting: paragraph breaks, italics.
• Must display Latin diacritics (accents e.g. acute é, grave è, circonflex ê, caron ; dots e.g. diaeresis ë; cedilla ç, ogonek ).
Feature story publishing process
• Selecting ‘Preview’ must save a copy that allows for the user to return and edit content. This draft copy must not be publicly available at this stage.
• Selecting ‘Save your story’ (on contribution form page) or ‘Save and submit’ (on preview page) submits the story to the CMS and publishes the feature story on the live website • Stories are automatically published on submission
Feature story display page (front end)
• On published feature stories, viewers must be able to click on categories (year, country, tags, locations) to bring up a list of any other stories/images with the same user-added metadata

• Must display Latin diacritics (accents e.g. acute é, grave è, circonflex ê, caron ; dots e.g. diaeresis ë; cedilla ç, ogonek )
• Must display simple formatting: line breaks, italics
• Images must be able to open for larger display in a lightbox, with accompanying caption
• Optional: where a user has added a photograph from the website, the image on the published feature story page links back to the image display page for the particular record (i.e. with metadata, comments, tags etc).
• Optional: if users add data to ‘location’, map with tagged locations should be shown on published feature story page.

Record display page (front end)
• Required: create ‘order record’ button that takes the user through to PhotoSearch result for that image and the associated ‘ordering images’ text box.

Home page
• Optional: preview of ‘Feature stories’ displays feature stories at random Testing
• The Supplier must outline the project plan and team roles and the testing strategy and plan. It should also include any handover files and documentation to be provided for implementation.
• Extensive testing will be required prior to the website launch. This includes iterative testing during development, implementation of changes and subsequent re-testing.
• On implementation and handover the Destination: Australia website should be fully functional and populated with relevant content and data. As part of the website handover, training sessions and support documentation for nominated administrators will also be required.
• Testing must include success of API calls to/from the Destination: Australia website for creation, deletion, updates and retrieval of data in conjunction A Ticket to Paradise ‘globe’ interactive.

• The National Archives will determine when the website is ready to be launched and the date. However, the supplier must be able to meet the nominal launch date of 25 October 2016.

Acknowledgements
The banner (visible on all pages) must include:
• Destination: Australia web tile
• Multi-agency logo for the National Archives of Australia and the Department of Immigration and Border Protection (to be provided by the Customer)
• The following tagline:
o ‘The National Archives acknowledges the support of the Department of Immigration and Border Protection for the Destination: Australia website’, with the text ‘Department of Immigration and Border Protection’ hyperlinked to the website https://www.border.gov.au/

Progress meetings and reports
The successful Supplier will be required to:
• Attend the project kick-off meeting (face-to-face / teleconference)
• Attend regular updates at an agreed time and day, at least fortnightly.
• Attend scheduled project meetings to report at key milestones or deliverables throughout the project.
• Communicate any issues which may impact agreed project tolerances as they occur • Attend project wrap-up meeting with final deliverables and website handover including report/documentation.
• Work collaboratively with National Archives staff and Suppliers to meet expectations and resolve issues.

Optional
• Should the option of host services be agreed to by the Customer, the Supplier must attend ongoing support meetings or maintain regular communication as required, up until the end of the contract.

Project Management Requirements
• The Archives will nominate a Project Manager who will be responsible for liaison with the successful supplier in relation to management of the contract and overall service delivery.
• Potential Suppliers must specify all staff and subcontractors proposed to complete the work.
• The successful Supplier will be required to nominate a Project Manager as the primary point of contact for the Archives. This person will be responsible for the management of the contract as a whole and for liaison with the Archives’ Project Manager.

After delivery
The Supplier must commit to providing defect resolution in the post-launch period, up to 30 April 20xx, in response to Archives user testing and feedback. In this period the Supplier must complete full internal testing and bug fixes before any solution release for publishing.

Optional deliverables
Hosting and maintenance
The Potential Supplier should provide a response for an optional service level agreement, to host the website externally to the Archives’ infrastructure, provide ongoing maintenance and support until 31 December 2019.

• The website application must be hosted externally to the Archives’ IT infrastructure taking into account data sovereignty, data protection controls (see the Australian Government Protective Security Policy Framework (PSPF) and Information Security Manual) and compliance with the Privacy Act.
• Quality of service requirement in order to maintain its effectiveness; available 99% of up time annually and has appropriate back-up (with equal features to meet above-mentioned data security and privacy requirements) scalability options and recovery processes.
• Response time for issues to be negotiated and confirmed with the successful Supplier. Capability to function with future API’s Potential to link with National Archives’ and external sources’ collections and data, via API’s that may be developed in the future.
Your task is to:

• develop a project schedule using project management tools and techniques
• implement, analyse and monitor a project schedule
• conduct a review of project scheduling and recommend improvements for the future. As such, you are required to produce the following for the project:

(a) Develop a work breakdown structure for the project.
(b) Provide a schedule for your project. You may choose to do this using a simple table or Gantt chart software such as MS Project. You need to include:

• Unique identifier for each row (task/phase/milestone)
• Phases
• Descriptive task names
• Milestones
• Duration and effort
• Sequence/dependencies
• Start and end dates
• Resources

(c) Provide a critical path analysis for your project. Describe how it helped you make decisions on your schedule.
(d) Discuss how you will communicate the schedule baseline to stakeholders.
(e) Provide a tracking schedule with actuals showing variance with original plans – show a variation between planned and actuals. You may choose to do this using a simple table or Gantt chart software such as MS Project or similar such as open project.
(f) To show evidence of replanning to bring project back to original timeframe, what options are available to bring the project back on schedule What option was selected and why
(g) What processes will you put in place to:

• Measure
• Record
• Report progress of activities
in relation to the schedule

(h) Describe what you would need to do to implement any agreed schedule changes.
(i) Review your project performance in terms of time management. Would your time management activities be considered effective Why/why not
(j) List all time management issues you may have experienced on the project (in the table below) including a recommendation for future projects.

Answer

a. Work Breakdown Structure for the case examined in this project management assignment

Figure 1: Work breakdown Structure
Source: Author

b. Gantt Chart

Table 1: Gantt Chart
Source: Author

c. Critical path analysis of the case considered herein project management assignment

d. Communication of schedule baseline to stakeholders
The most crucial task in any project management process is to communicate the schedule baseline to the stakeholders. The mere act of planning the schedule baseline of the project will not help in the completion of the project until there is proper communication for the same. There are several ways by which schedule baseline can be communicated to the stakeholders, such as through virtual or physical means. The first option is the virtual means, which consists of emails and virtual meetings through virtual meeting platforms such as Zoom,WebAssistance, Microsoft Teams, etc. These virtual platforms help connect the stakeholders and hold virtual meetings whereby vital information regarding schedule baselines can be informed to them. Moreover, there are also other ways such as physical meetings whereby physical meetings can be organized, and stakeholders can be invited to call them to participate in theprocess. After each stakeholder attends the meeting, the schedule baseline can be discussed diligently, and then such information can be communicated to them efficiently. It will help the stakeholders be updated with the scheduling of the project and follow up the schedule baseline during the project's execution process. Moreover, this will result in creating a proper balance between the stakeholders and then developing a good relationship between the organization and the organization's stakeholders. It will help in keeping the stakeholders updated on the project.

e. Variation

f. Replanning is another essential task for bringing the project back to its original timeframe. The only options available during such time to get the project back to the schedule are to track the delay and analyze the delay. It will help in understanding the main reason behind the uncertainty of the project timeframe. After recognizing the main reason behind the delay in the project's timeframe, the project documentation has to be thoroughly considered. The project documentation will consist of the earlier project plan, which will help recognize the phases where the delay has been caused. After that, the only way to keep the task back on the timeframe is through replanning. Replanning is done through analyzing and recognizing the process of project management. It will help manage the project's delay and then replan the project and bring back the project on time frame. This schedule can be done through the help of the process of replanning. Moreover, the project documentation must also consist of various recommendations that will help bring back the schedule of the project timeframe baseline on track and update the delay.

g. 1. Measure –To measure, the process that can be adopted for the procedures to be implemented is by recognizing each phase in detail and then recording the progress to help measure the details. Therefore, measuring the details of the project is also an important part to support the project management help measure the adoption of the method.

2. Record –
3. Report progress of activities –

h. There are several reasons by which there is a need to implement any agreed schedule changes. When there is a delay in one particular phase, naturally, there will be a delay in other stages, and consequently, there will be a delay in the completion of the project in its entirety. Therefore, this delay has to be resolved to help the project get back on track and resolve the timeframe issue. It will help recognize the reason behind the delay in the project process and then result in the up-gradation of the timeframe baseline. It will result in the process of completion of the project on time. It will further assure that the scheduled timeframe is considered and brought back online. It is why the implementation of any agreed schedule changes is required and necessary.

i. Moreover, another reason for implementing the schedule changes is to remove the errors that may be noticed during the recognition of any process. The errors may occur during the execution of the project process. Therefore, this will require the project to remove such errors to complete the project without any error successfully.

j. The project performance in terms of time management is an essential consideration to recognize any delay in the project management process. The time management activities will be very effective in such cases as this will help assess the delays in the time management of the project performance. The time management of the project performance will help in resulting in the successful completion of the project. The project performance in terms of time management is also important toexclude the errors to which the execution of the project management process is essential. Moreover, the performance of the activities for the time management of the project is to be considered as well to help the project be back on track and support the project be recognized in the timeframe of the project.

k.