Answer To: Task 1 – Project Governance Management Template Student Name: Student ID: Part 1 – Governance Plan...
Arunavo answered on Jul 04 2021
Task 1 – Project Governance Management Template
Student Name:
Student ID:
Part 1 –
Governance Plan
Prepared by:
Position:
Date:
Version No:
Document Revision History
Version
Changes
Date
Updated by
Authorised by (Name/Title)
Approval signatures
Explain the use of this type of table in a governance report.
The governance report presented is the details regarding details of the file and the necessary changes that is implemented on the file. In the first part the version is regarding the type of file. The file may be any new file or any the changes that is made in the file. The files are mainly related to the organizational policies, guidelines, and many more details. The next column is regarding the changes made in the file. The changes are related to any modification related to the policies, or the guidelines or the new changes implemented because of the political and economic changes. The next column is related to the date when the changes are made. The next column is regarding the person who has updated the changes in the policy or the guidelines or the organizational process. The update is generally made by the policy makers of the organization with consultation with the management. The authorisation is solely done by the senior management along with the consultation with the middle management. The authorisation signature is mainly done by the policy makers, the middle level management associated with the details of the file or changes and the senior management who is in charge of every action taken in the organization (Al-Ruithe et al., 2019).
Explain the governance relationships for Administrative closure for the National Archives Project.
The administrative closure of the project will be assumed by the selected members during the situation of accountability and responsibility of the project:
CEO- The CEO represents the board and is the major point for the accountability.
The CEO ensures that the policies and procedures are followed in the project, and the entire project work must be according to the specified requirements. The person is also responsible for proper delivery of the project, and is also responsible for the following of external regulations that is involved with the project.
Project Manager: The person is responsible for taking care of the procedures and the schedules of the project. The person also takes care of the cost and the documentation associated with the project, and the person will also closely work with the senior management in order to ensure that the scope and the direction of the project in the correct direction.
Finance manager: The person is responsible for interpreting the financial information regarding the project. The person will monitor the cash flows and also predicting the upcoming trends and the expenses according to that.
IT Manager: This person is responsible for the planning and evaluation of the different stages of the project. The person works in close coordination with the project manager and also keeping in regular contact with the technical team of the project.
Sponsor Delegate: This person is responsible in ensuring that adequate mechanism for the governance is in proper place, and also period observation of the mechanism will be done, which are in application (Gregory et al., 2018).
Explain the “Distribution to the stakeholders” process for this project.
Distribution of the stakeholders in the project is mainly done based on the internal and external aspects. The internal stakeholders involved are the management staffs, the shareholders, the employees and all who are directly associated with the project work. The external stakeholders include the customers, suppliers, unions, government, pressure group and general public. The distribution of the stakeholders is done based on their contribution towards the organization. The shareholders contribute through money and capital, the manager and employees contribute through skills and expertise. Similarly, the external stakeholders contribute through this manner: customers contribute through revenue from the purchase of goods and services, the suppliers contribute through high quality inputs, unions contribute towards the free and fair collective bargaining, the government contributes towards rules governing good business practice, the pressure groups contribute towards social and economic infrastructure, and general public contribute towards the customer loyalty and reputation. These stakeholders are categorised based on their contribution, and their importance towards the success of the project (Vallet et al., 2019).
Part 2 – Governance Report
1. Introduction
1.1 Overview of the client company (National Archives) and its requirements.
The National Archives of Australia (NAA), which is previously known as the Commonwealth Archives Office and Australian Archives, is an Australian Government agency that serves as the national archives of the nation. This agency was established and also governed by the Archives Act 1983 of Australia. The agency is responsible for collecting, preserving and also encouraging the access of the important government records. There are many valuable records of Australian government along with general records, which are of utmost importance. These valuable records are stored in a proper manner, so that they can be made use to the general public, and further for the national use (National Archives of Australia, 2021).
1.2 Define project governance plan and the scope of the document.
The project governance plan is mainly the prime process of deliverable for protecting the documents of national importance. The governance plan document provides the scope of accountability for proper preservation and maintenance of the documents. The project governance plan will also provide direction and also it will define the decision making procedures and metrics in order to validate the impact of the project. this means that the preservation and further use of the documents of National Archives. This also means that the project delivery team will take all kind of necessary measures to preserve and protect the documents for further use (Yu and Bi, 2019).
1.3 The key objectives of the governance plan are:
1. To respond to the changes in the information sector, that includes the guiding and moving of the entities of Commonwealth towards the comprehensive digital transformation for better preservation.
2. This will help in continuously build the capability to take the safekeeping of the information that the Government of Australia holds, and also increase the digital form in order to properly preserve the records, and also make them available to public.
3. This governance plan will foster the effective relationship with the entities and also the strategic stakeholders that includes the information and communication technology along with the cultural sectors. National Archives will also work in close coordination with the key information and security entities all across the government in order to ensure that the digital information management is continuously improved through the application of various strategies along with the different standards and policies all together.
4. The governance plan will also promote and provide the widespread access towards the national archival collection through the national network of the reading rooms, the reference services and the public and education related programs along with the taking advantage of various opportunities that are provided by the known and upcoming technological advancements.
1.4 Identify Project components/key stakeholders that makes up the steering committee and advising team.
The project components of the National Archive are to identify the archival resources that are available with the Commonwealth. The next important task is to preserve the documents and make it available for the public for various use. It is also important to determine the standards that will oversee the...