dESTINATION : aUSTRALIA

integration plan

The project integration management describe all the processes needed to

ensure that all the factors and elements of the project are addressed and
coordinated accurately during the whole project.

Its mainly used to asignate the resources, balance the objectives and
manage interdependencies between the knowledge areas of the
project.

ATM ID: NAA RFT 2017/1058

Agency: National Archives of Australia
Category: 81110000
Computer services

PREPARED BY STEPHANY LANDINEZ

POSITION PROJECT MANAGER

DATE 22 MARCH 2017

 tablet of content

Project Charter 2
Planning and Design Processes 10
Excecute Project in Work Environment 13
Manage Project Control 13
Project Finalization 14

Project charter

Project background

Meeting the requirements of the Australian Government, our company has decided
to lead the redevelopment, hosting and maintenance project of the Destination Aus-
tralia website. Currently the website contains more than 22,000 items belonging to the
photographic archive from 1946 to 1999 that record the arrival of immigrants after the
Second World War. This website also runs an application that allows its visitors to share
their experiences as migrants so the photographic archive is constantly acquiring new
elements of the new generations.

Purpose

Our commitment includes not only the improvement of the website, we will also work
on the development of new open source software or common use for the Content
Management System, the improvement for the mobile application and the docu-
mentation concerning all of the above.

The importance of this project lies in the speed at which the web market becomes
obsolete. Having a constant improvement in the web pages allows this to remain valid
in terms of accessibility and popularity. On the other hand it contributes to the develo-
pment of a relevant memory file for immigrants.

High Level Project Scope Statemen

Objectives

• Increase the number of first visits to the website by 40% in a period of 6 months.

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• To increase by 25% the positive opinion of users in aspects such as accessibility in the
interfaces and architecture of the information of the website for the completion of the
project.

• Develop a Content Management System that satisfies the communicative needs of

the project for a maximum of one year.

High Level Project Scope and Requirements

In Scope
The main deliverable of this Project is the redevelopment of the web page, which
must include a prototype tested and with its respective feedback, final revisions and
fixed bugs. It should also include the resolution of problems detected during the use of
the page until April 30, 2017.

Besides the website are other requirements such as the mobile application, the Con-
tent Management of the project.

out Scope
Details like an external hosting an ongoing support with service level and the updates
and post implementation changes in response to the user feedback are not included
in the first negotiation but they can be added in a new contract.

assumptions

For the beginning of the project we assume that the web domain belongs to National
Archives and that at the moment works perfectly. It is also assumed that the project
will have the support of the staff and the technical and infrastructural resources of
National Archives in addition to our own resources. Within our other assumptions are
the permissions that our personnel will receive to access the records and the previous
information.

constrains

Mainly we are limited by the aesthetic and functional characteristics of the previous
website, not only must use the same domain, the same information architecture and
the same design of the previous page. We are also limited by the language and links
of government websites.

In addition to that we have the limitations coming from the security policies, accessibi-
lity, related to the international standards for the web publication.

We are also limited by joint legal areas to the management of resources from the state
budget.

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 methodology and approach

As it is an IT project, the level of concurrency is quite high, and activities such as the
design of the information architecture, the design of the website, the database are
carried out simultaneously, it is of vital importance to use a methodology that Allows
to optimize times and processes. The ideal methodology for this case is Agile.

The agile model is related to streamlining the workflow and creating an agile team
able to handle ever-changing requirements. Being able to adapt, change and grow,
priority is given to rigorous testing, approvals and planning, or what may hamper the
effectiveness of the project.

Scrum

Within the models within the agile methodology is SCRUM, a method of organization
in the companies for the development of projects. SCRUM is a methodology in which
a work group has tasks to develop over a given period of time, called sprints or itera-
tions.

SCRUM works with short cycles of work, and is characterized by regular meetings with
the client, who is very involved and is knowledgeable about how the whole process
progresses.

We chose this system because it allows us a constant communication with the client
and because you can make modifications in the requirements and still not waste work
and staff time.

REVISION PLANNING

RELEASING IMPLEMENTATION INITIATION

•In this stage the goals,

•Here the tasks
onjectives, strategies
previously performed
and tasks are setted. Its
are evaluated in order
also the stage where
to correct unplaned
the resources are
•The contratct is signed outcomes. distributed.
off proving booth parts •This is when idea of
are fatisfied. Its also the •Stage where te action developing the proyect
point where the takes place and all the appears, tolos like the
warranty starts and the plans are excuted. brainstorming are
leasons learnt are crucial.
documented.

4
 project structure

INternal role client role

budget management budget management

CEO / CFO CEO / CFO

Finance Officer

Business Analyst

Project Manager

multimedia database marketing

Data Manager Marketing Manager
mobile app website
App Integration Web Master Communications
Developer Database Designer
Officer
Publicist
Technical Developers development design testing Database Programmer
Social Media
Web Master Web Designer Usability Tester Data Entry Clerk Manager

Data Analyst Social Media Designer

Interaction
Web Designer Metrics Analyst
Designer
Archive Librarian
Interaction Information Technical Developers
Designer Architecture Designer
API Platform Guru

Technical Developers

privacy and security

system
Systems Security
Manager

Systems Security
Architect
Privacy Officer

Governance takes as a focal activity the development of multimedia deliverables, so

the development of the website includes the greater presence of Deciders of both
our company and the client.
On the other hand we have decided to include most Excecutors, Advisors and Reci-
pients of our company, since they will be the ones who will carry out the operational
tasks for the achievement of the project goals.

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stakeholders and authority

NAME ROLE AUTORI TY LEVEL

Richard Fernandez CEO C- Lev el

Sarah Summers CFO C- Lev el

Xander Hannigan Bussiness Analyst High Lev el
Leo Smith Web Master High Lev el
App I ntegration
Willow Gilles Dev eloper High Lev el
Clint Johnson Usability Tester Medium Lev el
Jenny Lew is Web Designer Medium Lev el
Laura Allen Database Designer Low Lev el
Farah Ev ans Testing Technician Operational Lev el
Sam Collins Archiv e Librarian Operational Lev el
Social Media
Sally Bennet Manager Medium Lev el

Holly Russell Marketing Manager High Lev el

Danny Suliv an Data Entry Clerk Operational Lev el

Likelihood Table

The following can be used as a guide for determining likelihood. Howe-

ver this tool has limitations as likelihood and frequency of events tend to
vary between disciplines and functional areas.

Level Likelihood Expected or actual frequency experienced

May only occur in exceptional circumstances; simple process; no previous incidence
1 Rare
of non-compliance
Could occur at some time; less than 25% chance of occurring; non-complex process
2 Unlikely
&/or existence of checks and balances
Might occur at some time; 25 – 50% chance of occurring; previous audits/reports
3 Possible indicate non-compliance; complex process with extensive checks & balances;
impacting factors outside control of organisation
Will probably occur in most circumstances; 50-75% chance of occurring; complex
4 Likely process with some checks & balances; impacting factors outside control of
organisation
Can be expected to occur in most circumstances; more than 75% chance of
Almost
5 occurring; complex process with minimal checks & balances; impacting factors
certain
outside control of organisation

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 Risk matrix
The following risk matrix is used in this document, however there are several variations on
this matrix that can be found in the literature. It does not matter which matrix you use as
long as you consistently use the same matrix.

CONSEQUENCE
Insignificant Minor Moderate Major Extreme
LIKELIHOOD
(1) (2) (3) (4) (5)
Rare (1) Low Low Low Low Low
Unlikely (2) Low Low Low Medium Medium
Possible (3) Low Low Medium Medium Medium
Likely (4) Low Medium Medium High High
Almost
Low Medium Medium High Extreme
certain (5)

Risk register

This table contains a summary of the risks to be analyzed, the type of

action to be taken as a response and a comparative analysis between
the risk measures before and after the action.

START ENDI NG

Risk # Risk Category Risk Description Likehood I mpact Rating Strategy Response Likehood I mpact Rating

Mitigation
The softw are used
Generate periodic
External to store the
backups of the
Technology documentation 3 5 6 3 2 4
documentation and
Negaiv e could suffer a
keep them in the
failure.
1 archiv e.
Equipment Av oid
I nternal selected for the Schedule equipment
I nfrastructure design area could 4 10 14 rev iew and 2 5 6
Negativ e be failling or maintenance dates to
2 damaged. keep them updated

Action
I nternal Hire an employment
Essential staff may
Human agency to find someone
request sick days 6 8 9 6 4 5
Resources w ith the necessary
or resignation.
Negativ e training to replace the
missing w orkers.
3

7
 There may be Action
External discounts on Make the purchases of
Financial acquiring the 9 6 4 the licenses in time to be 9 6 4
Positiv elicenses of the able to obtain the best
4 softw are used. possible deal.
The budget
offered by the Action
External
client could Plan how to inv est the
Financial 3 10 15 3 10 15
increase due to new capital to reduce
Positiv e
changes of public times and increase the
5 representativ es. effectiv eness.
One of the
members of the
I nternal steering Mitigation
Management committee could 5 8 11 Organize meetings 5 10 8
Negativ e make a decision betw een parties to
w ithout consulting agree on the new
6 the client. course of action

summary schedule

This table contains a summary of the phases of the project and the activi-
ties that will allow the team get the project done in a sucesfull way, it also
contains the dates in which the task should be finished.

Prefered
Phase or Milestone Dependecies
Completion Date
I nitiation
Sign in the contract 25/01/2016 Selection Processes in the gov ernment
Dev elopment of the brief (National
Receiv e the brief 05/02/2016 Archiv es)
Accept or declie the requirements Analysis the internal processes in
w ritten in the brief 09/02/2016 comparison to the gov ernmental needs
Planning
Set the objectiv es of the project. 10/02/2016 Know ledge of the brief
Set the policies ans procedures for the Know ledge of the international standards
project 15/02/2016 related w ith our deliv erables
Plan the schedule of the main activ ities
to achiev e the objectiv es 19/02/2016 Know ledge of the brief
Structure the personnel acording the
project 24/02/2016 Know ledge of the Schedule
Design the Work Breakdow n Strucure 30/02/2016
Set the Quality, Human Resources,
Communication, Risks, Costs and
Procurement plans. 19/03/2016 Know ledge of the structure of the project
Planing the tasks delegated to each
team. 05/04/2016 Know ledge of the Schedule
Deiv ide the resorces according to the
needs 10/04/2016 Know ledge of the structure of the project
 Control
Fill in the KPI forms Priodically Atciv ities hav e to be done
Dev elopment of the Work in progres
reports Priodically Atciv ities hav e to be done
Report Meetings Priodically Atciv ities hav e to be done
Aplication of the correctiv e actions Priodically Analysis of the Work in Progress Reports
Release
Sign off the contrat 20/12/2017 Project has to be finished
Negotiate de w arranty conditions 20/12/2017
Collect the progress reports of the w hole
Document the lessons lernt 30/12/2017 project

budget summary

CATEGORY OF COST BEST ESTI MATE WORST ESTI MATE MOST LI KELY
Technical allow ances
$1200 anual $8000 anual $2400 anual
Equipment sustentation
Staff Required
$2'000000 anual $2'500000 anual $2'100000 anual
Aditional Contratatins
Domain
$100000 anual $180000 anual $130000 anual
Time Av aliabe
Security System $80000 anual $150000 anual $80000 anual
Softw are Licenses $ 2000 $3000 anual $ 2500 anual

DOUMENT QUALITY CONTROL

DATE : 27 AUG 2015 The first Integration Plan did not include an accurate stake-
VERSION holder groups division for the development og the different
Project Manager, Business Develop- components.
0 ment Manager, Web Designer

Approval: Project Manager

Review: CEO Richard Fernandez

DATE : 13 DEC 2015 The responsibility links between the project team and the
VERSION client stakeholders were not completely defined due to a
Project Manager, Communications delay of some of the meetings.
I officer, Archive Librarian

Approval: Project Manager

Review: CEO Richard Fernandez

9
 DATE : 20 APR 2016
Some escalation procedures were not detailed explained
VERSION because they were due to unexpected situations.
Project Manager, Communications
II officer, Archive Librarian

Approval: Project Manager

Review: CEO Richard Fernandez

DATE : 17 SEP 2016 There were some changes in the steering committee becau-
VERSION se it was necessary to re-organize some staff to be able to
III Project Manager, Communications overcome the delays
officer, Archive Librarian

Approval: Project Manager

Review: CEO Richard Fernandez

plannin and design processes

Tools to develop the Project Management Plan

In order to carry out the Project Management Plan, several tools were used to structu-
re both the action plan and the division of resources.

To structure the calendar and the activities to be done we used a Gantt diagram that
allowed us to model the planning of the necessary tasks by placing them on a timeli-
ne. It also shows how activities can be independent or linked to the end of the prede-
cessor activity. This tool is important because it allows us to graph the way to
approach the project.

On the other hand, we generate a graph that shows how the governance structure of
the project would be, showing how teams would be distributed and how levels of
authority worked.

We also use a risk register where we not only analyze the context and possible varia-
bles that could interfere with the project, but also plan a strategy to avoid, counteract
or mitigate any of the risks.

10
Project worl execution

In order to achieve the objectives of the project, the staff has been divided into tasks
according to the requirements of the project. This project has a high level of concu-
rrency and many of the processes can be simultaneously carried out, thus completing
the process more effectively.

In order to integrate this work we use effective communication systems in which both
the client and other team members are informed of the processes' future, and gua-
rantees the conditions to gather the steering committe and carry out the decision
making process.

Environmental factors

p
The current political climate surrounding immigration is at a crucial
political

moment due to the growing refugee crisis in various parts of the world
and the response of several governments focused on closing the bor-
ders. In Australia the legislation has remained in force but with several
changes that hinder migration processes.

e
The economic context with reference to the project is favorable due to

economical
the governmental budget for social projects. On the other hand in Austra-
lia the reception to immigrants is a great benefit for the acquisition of
capital since this is considered an educational destination and labor.

s
The social context is quite divided, while there are groups that constant-
social

ly express support for the immigrant community and demand a solution

to different migratory situations, there are also groups that refuse to
accept foreigners.

T
The technological environment is conducive due to the popularity and
technological
acceptance of IT projects. These projects have a growing market and
due to the efficiency related to them their success is usually immediate.
On the other hand the resources needed are accessible.

organizational processes

In doing the Project Management plan we used processes that helped us to structure
the activities to achieve the goals.

The investigative process that resulted with the international standards that we must
follow and the W3C guidelines. Thanks to this we define the procedures and policies
with which we will develop the project.

The processes involved in project planning are:

• Milestone List coming from Activity Definition
• Resource Calendar coming from Activity Resource Estimating

11
 • Schedule Baseline coming from Schedule Development
• Cost Baseline from Cost Budgeting
• Quality Baseline coming from Quality Planning
• Risk Register initially generated by Risk Identification and updated by all other
risk processes.

project integrity
The responsible for designing mechanisms to monitor and control planned activities. It
often delegates the authority to commit the organization on matters regarding perfo-
mance that are within the scope or the project and the contract with the donor.

The way to do it spending most of their time communicating. they hold the meetings,
develop reports, they listen to issues; solve problems; direction and constanting nego-
tatiate resources, keeping all the project areas working together.

approval for the Project management plan

The approval of the project management plan is confirmation that the project infor-
mation and management strategy have been developed to a level of detail sufficient
to proceed to the design phase for the development of a design solution in complian-
ce with the project objectives and requirements.

In our project the plan is approved by the Project manager, the Project sponsor and
the CEO. It is got after a detailed revision from the client.

approval for the Project management plan

The approval of the project management plan is confirmation that the project infor-
mation and management strategy have been developed to a level of detail sufficient
to proceed to the design phase for the development of a design solution in complian-
ce with the project objectives and requirements.

In our project the plan is approved by the Project manager, the Project sponsor and
the CEO. It is got after a detailed revision from the client.

organizational processes

Triple Constraint is the balance of the project’s scope, schedule (time) and cost. It is
used to gauge whether a project’s objectives are being met.

In our project this balance remains constantly, if the cost increases, the scope and
time will increase as well. So we try to address risks related to the scope, costs and
schedule to have a response action if something varies.

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EXECUTE PROJECT IN WORK ENVIRONMENT

During this process, we collected Work in Progress Reports showing variations of KPIs,
informing us when to take corrective action or not.

In the following table you can observe the KPIs linked with each role and the correcti-
ve actions to be taken if the measurements are lower than expected.

WI P
STAKEHOLDER GROUP KPI THRESHOLD CORRECTI VE ACTI ON
FRECUENCY
Percentage of
Processes w here As Required Add more staff in the late tasks Three Months
Completion Falls
ADMINISTTRATIVE Av erage Time to
3 Weeks Add more staff in the late tasks Weekly
Complete Task
Percentage of Modify the schedulle according to
As Required Three Months
Ov erdue Processes the needs
Re-organize the budget needed
Cost As Required Three Months
for the rest of the tasks
FINANCIAL
LOB Expenses Vs. Re-organize the budget needed
As Required Monthly
Budget for the rest of the tasks

I ncrease in Visites I ntensify the appeareance of adds

12000 Monthly
from Social Netw orks on each socia media

MARKETING I ncrease of the I ncrease the difution of the

2300 Weekly
Leads in the Website benefits of the lead

Positioning in Search I ntensify the appeareance of adds

18000 Monthly
Engines on aternativ e w ebsites
Av erage Time to
DESIGN 3 Weeks Add more staff in the late tasks Weekly
Complete Task
Dev elopers/Apps
As Required Offer motiv ation to the dev elopers Weekly
Cmanage project control
PROGRAMMING Registered
API Call Volume As Required Weekly
status analysis Aquracy Warning comunication to the staff Monthly
98%
ToDATABASE
measure theTime o Get process
design the of the page, we use a list of activities and a timeline to
be based on Ithe
nformation
number on of tasks performed.
24 Hours Add
Wemore
usestaff in the
as KIP thelate tasks of time
amount Monthly
that
Database
took the task and the percentage of tasks finalized as Work in Progress Report. Noting
how Errors
the amount
SECURITY of time was increasing Warning
0 and the taskscomunication
were stagnant, to thewe
staff
addedWeekly
more
TESTING Amount of
staff to keep our Schedule.tests As Required Warning comunication to the staff Monthly

As a probable risk the budget was sufficient to carry out the corrective action, the staff
incorporated completed the delayed tasks and allowed the project to resume the
planned temporality.

13
updates

The continuous improvement of the project is important, so generating a new version

of the plans and records perfects the errors present in the previous version.

In this project the risk register should be updated regularly, depending on the course
of the project, as well as the human resources and communication plans.

They would change because they need the process of direction and execution of the
work defined in the project management plan and implementation of approved
changes to achieve the objectives of the project

project finalization

In the design proess we use as criteria the time measure. The next table shows the
issues that we ad during the design process, how the schedule was changed because
of the delays, and the reazon why the issues ocurred.

TARGET / TOLERANCE PLANNED ACTUAL DETAILS

The negociation with the company
2 weeks 3 weeks took more time than expected
ACQUIRE IT RESOURCES
from 01/08/2016 from 01/08/2016 because the late response from the
sponsor.

The PESTAL was developed before

2 weeks 1 weeks
evaluate the it risks time and the analyst finished
from 08/09/2016 from 08/09/2016
succesfully.

define an maanage the 1 weeks 2 weeks The brief didn't content the necesary
service levels from 17/10/2016 from 17/10/2016 information to start the process.

The information architecture designer

define the organzation 2 weeks 3 weeks
wasn't able to provide a version
arquitecture from 20/11/2016 from 20/11/2016
compatible with the current website.
4 weeks 4 weeks
design the interface
from 11/02/2017 from 11/02/2017
The amount and size,of the current
5 weeks 7 weeks
MANAGE THE DATA BASE archives overshoot the Metrics analist
from 15/02/2017 from 22/02/2017
stimated.
The aplication showed some
2 weeks 4 weeks
Test the new aplication unexpected thecncal issues which
from 20/11/2016 from 20/11/2016
delayed the beguining of the test.
The interface was succesfull between
3 weeks 2 weeks
TRAIN THE USERS the users, reason why the time was
from 01/03/2017 from 29/03/2017
more competitive

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