Task 1 – Project Scope Management

Instructions to Learners:

• This summative assessment can be completed in class or at any other convenient location.
• Students are required to complete this task using digital tools and ensure to submit in an acceptable format, e.g. .docx, .pdf, .pptx, or as advised by your assessor.
• Please use the following formatting guidelines to complete this assessment task:
  • Font Size: 12; Line Spacing: Double; Font Style: Times New Roman
• Assessment activities can be completed either in real workplace environment or in a simulated environment such as your classroom. In both cases, appropriate evidence of the assessment activities must be provided.

Instruction to Assessors:

• You must assess student’s assessment according to the provided Marking Criteria.
• You must complete and record any evidence related to assessment activities including role-plays and presentations using appropriate forms which must be attached with student assessment submission.
• You must provide students with detailed feedback within 10 working days from submission.

Assuming your organization 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 Softwareto 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 considering 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 user-generated 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 pre-scripted 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. Navigation 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 “Petrus Mouwmans” does not give a result, although it is listed in Record Search: 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 (e.g. 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 č; dots e.g. diaeresis ë; cedilla ç, ogonek ą).   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 č; dots e.g. diaeresis ë; cedilla ç, ogonek ą) 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: ‘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.

Complete the following:

Conduct project authorisation activities

Outline the project authorisation procedure for your project:

• What are the governance arrangements in regards to project delegation?
• What are the critical review points during the project?
• Who is the appropriate authorising authority/s?
• What will they expect to see at the review points?

<<<< INSERT ANSWER HERE >>>>

Define project scope

Using your Project Charter as the basis of the project, use the template below to define in detail the Scope Statement and the Scope Management Plan for the project. This should be extensive including both product and project scope and give a shared understanding of the desired project outcomes and how the project will be delivered.

Project Scope Statement:

Background information about the Project

<Insert name of the project background information about the company and how the Project was triggered and its intended outcome.>

<Insert the benefits to be achieved from the project and the title of the person responsible for tracking and measuring the achievement of the benefits.>

Scope Definition

The scope of the plan covers the following aspects:

• <in scope>

The scope of the plan does not cover the following aspects:

• <out of scope>

Objectives and Success Criteria

From this plan the key objectives and success criteria are to:

• <insert objectives and success criteria – they must be SMART>

Deliverables

• <insert deliverables>

Acceptance Criteria

• <insert the conditions required to be met before the deliverables are accepted>

Constraints

List of all known constraints:

• <insert constraints>

Assumptions

The following assumptions have been made:

• <insert assumptions>

Dependencies

• <insert dependencies>

Outstanding Issues

• <insert outstanding issues for Project Manager resolution>

The proposed project methodology consists of <X> separate phases, as described below:

• <insert phase number and names>

Work Breakdown Structure

• < Insert diagram of the WBS>

Project Scope Management Plan:

Roles and responsibilities:

<Who has authority and responsibility for scope management?>

<List the stakeholders who are responsible for collecting or contributing to scope requirements and confirming scope>

Major milestones

<What are the milestone dates for: collection of scope requirements, detailed definition of scope and approval of the scope baseline? >

How is scope defined and documented?

<Describe how scope is defined and documented>

Scope Change Control Process

< Describe the process to change scope including the title of the person/s responsible for evaluating and approving scope change. You may include a diagram for clarity>.

Scope Validation

<Describe how the scope will be validated including the title of the person responsible for scope validation>.

Scope Acceptance

<Who is responsible for accepting the final project deliverable and approves acceptance of project scope>

Scope Performance measurement

<Who is responsible for managing scope performance and measurement? When is scope performance measurement to be done?>

———————————————————————————————————————————–

Element 3: Manage project scope control processes

1. List the main factors that could trigger requests for scope change on your project.

<<<< INSERT ANSWER HERE >>>>>

2. A stakeholder has requested a change in scope to the project. Fill out the Change Request Form below (or provide your own template), which shows the impacts to time, cost and quality. Note: there must be impacts to time and cost as this change request will be referred to in other following course units.

Change Control Form
Project Name
Requested By:		Requested Date:
Change Request Number:	<Unique identifier>
Description of the change:	<A detailed description of the change being requested>
Reason for the change:	<The trigger or reason the change is needed>
Alternative solutions:	<Any other options>
Impact Assessment	Description of impact
Cost	<The $ impact of the change – either positive or negative>
Time	<The time impact of the change – including number of hours/days and the knock-on impact to the other tasks in the project>
Resources	<The resources required or no longer required and the impact to the project e.g.: resource availability>
Quality	<The impact to quality of the change>
Impact if scope change request is not approved
Other
Risk assessment	Risk description	Impact	Likelihood	Strategy
	<1, 2, ,3, 4 – see risk register>	<1, 2, ,3, 4 – see risk register>
Immediate Action Required if approved
Authorisation Decision
Approved?	Yes □ or No □
Decision by:		Date Decision Made:
Authorised by:		Date Authorised:

3. Describe step by step how you used the change control procedures provided in Assessment Task 1 Scope Management Plan to decide on this change request.

<<<< INSERT ANSWER HERE >>>>>

4. Assume the change request was approved. Describe what you would do to update the current baselines and communicate the new baselines.

<<<< INSERT ANSWER HERE >>>>>

5. Give an example where you encountered scope creep in your project/s including:
   1. The method or tools used to identify that scope creep had occurred.
   2. What was the impact of the scope creep?
   3. How did you or would you handle this situation?

<<<< INSERT ANSWER HERE >>>>>

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