Manage Project Information and Communication

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BSBPMG535 Manage Project Information and Communication 1 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
BSBPMG535 Task 2 – Project Communications 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-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.

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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

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.

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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

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.

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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

• 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
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.

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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

• 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 [email protected] 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 [email protected] 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

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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

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 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.

BSBPMG535 Manage Project Information and Communication 7 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

• 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.

BSBPMG535 Manage Project Information and Communication 8 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

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

BSBPMG535 Manage Project Information and Communication 9 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

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

BSBPMG535 Manage Project Information and Communication 10 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

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.

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):
1.1.1 Part 1 – Plan information and communication processes
1. You are required to provide a communications management plan for the project – use the
template below.
Communications Management Plan
Communications Matrix:

Target
Audience		 Communication needs Messenger Vehicle
(How?)		 Frequency
<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		 <Timeframes
and how
often?>

BSBPMG535 Manage Project Information and Communication 11 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

Target
Audience		 Communication needs Messenger Vehicle
(How?)		 Frequency
any
technology
being used>

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.
1.1.2 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.
BSBPMG535 Manage Project Information and Communication 12 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
2. Describe the validation process that you used to ensure quality and accuracy of data reported.
1.1.3 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?
BSBPMG535 Manage Project Information and Communication 13 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
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?
BSBPMG535 Manage Project Information and Communication 14 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
3. List all information and communication issues you may have experienced on the project (in the
table below) including a recommendation for future projects.

Date Description of
problem/opportunity		 Recommended Action for next
time/project		 Lesson Learnt
Raised By

Part 4 – Issues Log
Based on your experience, provide an Issue Log of information and communication issues – provide
a resolution for these.
Write your answers on a piece of paper, clearly writing the contributors and hand this to your
facilitator on completion.
1.1.3.1.1.1.1.1.1Part 5 – Reviewing communications management processes
For the project review the communication processes by responding to the following questions:
BSBPMG535 Manage Project Information and Communication 15 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
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?
BSBPMG535 Manage Project Information and Communication 16 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
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.
BSBPMG535 Manage Project Information and Communication 17 | P a g e
Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
Communication Plan
Project Name:
Project Management Improvement Project
Template with guidelines
Prepared By:
Position:
Date:
Version No:
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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
Document Change Control
The following is the document control for the revisions to this document.

Version Number Date of Issue Author(s) Brief Description of
Change

Definition
The following are definitions of terms, abbreviations and acronyms used in this document.

Term Definition

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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
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Table of Contents
1. Introduction …………………………………………………………………………………………………19
2. Communication Objectives ………………………………………………………………………….19
3. Communication Purpose and Target Audiences………………………………………….19
4. Communication Message and Delivery……………………………………………………….20
5. Communication Message Contents ……………………………………………………………..20
Appendix………………………………………………………………………………………………………….20
Target Audience Participants…………………………………………………………………………20
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.
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

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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1

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.

Audience Message Delivery Method Delivery
Frequency		 Communicator

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 will 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
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Abbey College Australia
National Provider No. 91136| CRICOS Registration No. 02658G
Version FEB 2021, V. No. 1.1
[Enter the general audience type such as Steering Committee or Project Team, the names of the
participants and the participant’s organization.]

Audience Participants Organization

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