Activities Assessment Task I
Activity 1 —11
Complete the following activities individually or in a group (as applicable to the specific activity and the assessment environment). Where applicable, a signed observation by either an approved third party or the
assessor will need to be included in these activities as proof of completion.
1. What communications planning is required for project stakeholders? How is this usually recorded?
2. What is the likely effect on a project if there is inadequate communication planning?
3. What would you include in a communications plan? Who would normally approve it?
4. Research and describe one commercially available software Project Management Information System.
5. Describe how social media can contribute to project communication.
6. Select one tool available for information distribution. Describe the advantages and disadvantages of
using the tool.
7. Identify the different sorts of information management systems used by individuals, by organisations
and by different projects. What are the advantages and disadvantages of each one?
8. At what stages of a project are validation and verification implemented? Describe how and why?
9. Meetings have a multitude of purposes. Each purpose requires different agendas, participants and will have different expected outcomes unique to its purpose. Each meeting type requires a different
style ranging from consensus building to problem solving.
In addition, remember the importance of -soft skills- such as listening, conflict resolution, negotiating,
obtaining buy-ins, heading off issues with pre-meeting triage meetings, engaging reluctant
participants and a myriad of -people skills.- If you want to improve on these skills, seek out coaching
and training from mentors and successful peers. How could you approach your peers for coaching?
10. Case study
Planning for the Good Business Partners: China and Australia conference is well underway. Project staff in Sydney and Perth are generating a great deal of information on the content and format of the conference, topics and possible speakers, venue options, likely participants, funding support and sponsorship for the conference, accommodation for participants, budget and possible cost to participants, registration methods and software, interpreting options and services, and recreational activities during the conference. Michael Webber and Fai Wang have also contributed information and suggestions, and have sent papers and articles
prepared by some of the suggested speakers.
As agreed, this information is being stored electronically in folders on the projects Internet-access database. Articles and papers are being scanned and included. All stakeholders have access to the database and can
provide suggestions and feedback through a comments site.
Same have authority to enter and change data.
The project minutes, progress reports, time lines and other project business documentation are kept in a
separate folder on the database.
Charmaine Xu manages these processes carefully by regularly checking the contents of each folder and talking with staff and other stakeholders. Information in folders is sorted by project team members, who prioritize information and make recommendations to Charmaine. She then further refines this through consultation in preparation for decision-making at steering committee meetings.
A. Meredith de Jong is nervous about all of the planning data and project records being held electronically out there somewhere. Assume you are Charmaine. Prepare a brief response to Meredith where you explain why you have selected the Internet-access database, why it is safe,
B. and what precautions you are taking to safeguard the information.
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C. Briefly outline another way of storing this information and making it accessible to the team and
other stakeholders.
D. Complete a table similar to the following by listing the key points you have to remember when managing information.
Task Key points
Information generation and gathering
Storage
Retrieval
Analysis
Dissemination
11. A small consulting company has been contracted to project manage a large research and
development project that includes contractors spread over 10 locations. The key stakeholders to the project include:
• The authorising agent which is national government department
• The client which is an agency acting on behalf of the department
7 main groups of consumer/industry bodies that will have a vested interest in different parts of the final product but all of whom want to be included in information about project progress.
1. What will be the main communications issues to be addressed?
Your answers should refer to the diverse locations, the need to meet government reporting requirements
which could include statutory issues and the differing needs of the consumer/industry groups which may be in competition with each other.
2. What types of communication resources might be required?
Your answer should include formal reporting, need for high quality information technology and telephone linkages and for ongoing project newsletters or other forms of regular communication
3. What are the pitfalls to be aware of in communicating with stakeholders?
Your answer should include making sure reporting is timely, accurate and transparent and the
communication format and content meets the needs of the group. It also important to not let just oil the squeaky wheel and to stick to the agreed procedures and protocols for communication.
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Project Assessment Task 3
Project Communication and information management.
This assessment task requires you to:
• develop a communication management plan and an information system for a specific project
• implement a project information system with a systematic approach to storage, searching, retrieval and archiving of relevant information
• implement and maintain communication processes
• review project outcomes and document suggestions for improvements to managing project information and communication for future projects.
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-20)ec 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 20)0 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://vmq.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.
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in 2914, Destination,, Australia was upgraded to encourage users to upload their own photographs and stones 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 stones, 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 (VVCAG) 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 WGAG 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.
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• Website security appropriate to support administration module, members pages, API developer key hidden and enables encryption of stored data including indexes and registered users 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 user-generated activity across the site from within the administration CMS.
• The websites 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 usernarnes 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.
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• 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 (eg. keyword, name) hit highlighting using bold or similar
UpdatesIfixes 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 6, grave e, circonflex 6, caron a; dots e.g. diaeresis b; cedilla c, 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 a e submits theCMS and publishes the feature story on the live website
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• 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 6, grave 6, circonflex 6, caron dots e.g. diaeresis 6; cedilla c, ogonek q)
• 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 21316.
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://vvww.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.
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• 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 2Oxx, 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 APIs
Potential to link with National Archives and external sources collections and data, via APIs that may be developed in the future.
Within your practice environment, complete each of the following parts (Note: Parts of this assessment task, such as project execution, will be simulated in your practice environment):
Part 1 - Plan information and communication processes
1, You are required to provide a communications management plan for the project — use the template below.
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Communications Management Plan
Communication Matrix
Frequency
_
Target Audience Communication needs Messenger Vehicle (How?)
Person or groups who will receive the information information/communication requirements including language, format, content and level of detail Person responsible for communicating the information How will it be sent? Format and delivery method including any technology being used Timeframes and how often?
Communication Management Procedures:
Insert Communication Management Procedures which may include: including standards, escalation processes, version control, process to update the Communications Management Plan, glossary, flow charts
for communications, communication constraints and policies, roles and responsibilities, communication review, timelines
Project Management information system:
Describe a systematic approach to the storing, searching and retrieval of information relevant to the project (manual systems or computer based). This could include access authority levels, ownership considerations, privacy considerations, roles and responsibilities, version control, templates.
Develop a communication plan using the attached template as a basis.
Part 2: Implement project information and communication processes
1. Provide an example of a project communication about the status of the project including scope, time and cost. This may be via status report, meeting (depending on your choice of meeting you can use the one from the unit Manage Meetings) or newsletter or any other appropriate communication method.
2. Describe the validation process that you used to ensure quality and accuracy of data reported. Part 3 - Assess information and communication outcomes
1. How would you finalise and archive records? How would this reflect ownership of the information and control requirements?
2. Review your project performance in terms of information and communication management. Would your
information and communication management processes and procedures be considered effective? Why/why not?
3. List all information and communication issues you may have experienced on the project (in the table below) including a recommendation for future projects.
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Part 4 — Issues Log
Based on your experience, provide an Issue Log of information and communication issues — provide a
resolution for these.
Type your answers clearly writing the contributors and hand this to your facilitator on completion.
Part 5 - Reviewing communications management processes
For the project review the communication processes by responding to the following questions:
1 Who were the key stakeholders to the project?
2 What specific information needs did they have?
Your answer should include any statutory or legal requirements or competing interests
3 What were the main communications issues addressed?
Your answers should refer to the diverse locations, the need to meet government reporting requirements which could include statutory issues and the differing needs of the consumer/industry groups which may be in competition with each other.
4 What types of communication resources were required?
Your answer should include formal reporting, need for high quality information technology and
telephone linkages and for ongoing project newsletters or other forms of regular communication
5 What pitfalls were you aware of in communicating with stakeholders?
Your answer should include making sure reporting is timely, accurate and transparent and the communication format and content meets the needs of the group. It also important to not let just oil the squeaky wheel and to stick to the agreed procedures and protocols for communication.
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Communication Plan
Project Name:
Project Management Improvement Project
Template with guidelines
Prepared by:
Position:
Date:
Version No:
Document Change Control
The following is the document control for the revisions to this document.
Version Number Date of Issue Author(s)
Definition
The following are definitions of terms, abbreviations and acron ms used in this document.
Term Definition
Table of Contents
1. Introduction
2. Communication Objectives 20
21
3. Communication Purpose and Target Audiences
21
4. Communication Message and Delivery 21
5. Communication Message Contents
Appendix 21
21
Target Audience Participants
21
Introduction
The purpose of the communication plan is to ensure the Project Management Improvement Project provides relevant, accurate, and consistent project information to project stakeholders and other
appropriate audiences. By effectively communicating the project can accomplish its work with the support and cooperation of each stakeholder group.
The communication plan provides a framework to manage and coordinate the wide variety of communications that take place during the project. The communication plan covers who will
receive the communications, how the communications will be delivered, what information will be communicated, who communicates, and the frequency of the communications.
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2. Communication Objectives
Effective and open communications is critical to the success of the project.
The key communication objectives for the project are:
[Enter the key communications objectives for the project.]
3. Communication Purpose and Target Audiences
This section identifies the audiences targeted in this Communication Plan, and the purpose of communicating with each audience. A complete list of the participants in each audience can be found in the
Appendix.
Audience Communication Purpose
4. Communication Message and Delivery
The following outlines the targeted audiences, the key communication messages to be delivered, and the method for delivering the information, the communicator, and the frequency of the delivery.
Communicator
Audience Message Delivery Method Delivery Frequency
5. Communication Message Contents
The section outlines the contents of the key communications
[Enter the key communications for your project and the major items of information that wilt be included in
each communication.
For example:
A Project Briefing might include:
- Goals of the project
Project Status
Project Problems and Issues
Project Checklist]
Appendix
Target Audience Participants
[Enter the general audience type such as Steering Committee or Project Team, the names of the participants and the participants organization-
Audience Participants Organization
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