1.1 Part I.

Project Planning

1.1 Develop Project Authorization Procedures

Native Bush Spice Australia

Project Authorization

Project Name: Web Site Design Project

Project Manager: Rajendra Thapa

Project Overview: Provide a broad project overview.

The goal of Native Bush Spices Australia's new website
development is to boost sales, build brand recognition, and grow
their company internationally.

1. Intended Outcomes

The project's objectives are to develop a new website that will increase sales by 20%,
build brand recognition, develop a wider range of products, and increase sales in
foreign markets.
.

2. Resource Requirements

The resources that will be required to conduct this project are:

-web site developer
-content creator
-online payment gate way
-online marketing agencies for SEO and advertisement
-Budget for the web site $8500
-Budget for content $5000
-Budget for R&D $6000 (proposed budget).

3. Proposed Schedule

Planning commence 1/03/2024

Planning complete 1/04/2024

Delivery commence 2/04/2024

Delivery complete 2/06/2024

4. Proposed Project Governance Arrangements

Overall project was govern by the project manager and core team .all the major
decision must be inform and approved by the CEO and management
committee. Project should be completed in allocated budget and time.
Any changes in project should be approved by management committee.

We request authorization to proceed to the detailed planning of the project.

Signature:
Name and title: Rajendra Thapa
Project manager
Date:
Internal Communication Policy and Procedures

Native Bush Spices Australia aims to enhance and streamline communications (internal and
external) to reinforce the vision and strategic priorities. As such, we will continue to develop
and trial new communication platforms, channels, and tools to improve information sharing
and collaboration between all staff members.

This policy is to be implemented in a way that ensures compliance with relevant legislative
requirements and standards of best practice.

Native Bush Spices Australia expects that staff will use the channels for business purposes
only and comply with all relevant policies and procedures, the Code of Conduct.

Communication Channels

Native Bush Spices Australia has a number of internal communication channels available,
including:

Channel Purpose

Meetings If possible, interaction should take place face-to-face or via telephone.

All information discussed should be summarized in an email.

Staff bulletin This contains Information from the executive to staff which is
important and relevant to their interests, including training,
employment vacancies and important announcements.

Contributions for the Staff Bulletin must be approved in advance by the

contributor’s relevant manager before being sent to the
communications officer for review and inclusion.

Staff surveys These are used to gather information and feedback from all staff
members. Surveys should be sent to staff via email.
 Native Bush Spices The intranet provides important information for staff in an easily
Australia intranet accessible location.

The intranet is to be used for conveying information which is important

and relevant from the executive team to staff. It is the responsibility of
the person contributing the content to ensure the content is factually
correct. All contributions must be approved in advance by the
contributor’s relevant manager.

Enterprise social These may be used by groups of staff to collaborate and communicate
networks (e.g. on projects online (e.g. to share and comment on work-related ideas,
news and activities). Personal use of these platforms may not be used
Yammer, Facebook)
during work hours. Use of these networks must comply with the Social
Media Policy.

All Staff emails Emails are used for messages to and between staff. Staff is required to
read all their work-related emails.

Email distribution Email distribution lists may only be used by the executive team and
Lists should adhere to the Privacy policy.

1.2 Confirm Procedures for Project Authorization

Meeting Minutes Template

Meeting Details

Meeting called Discussion about Web site Development

Date of meeting 25/2/2024

Time of meeting 10:00AM

Location of meeting Native Bush Spice Australia Office, Coffs Harbor, NSW

Meeting Participants

Facilitator Project Manager

Note-taker Administration Staff

Attendees CEO

Operational manager
 Marketing Manager

Project Manager

Customer Service Officer

Admin Staff

Admin Staff

Agenda Item 1 New Web site Development Project

Appointing web Developer Company:

Discussion point 1 Must be Technically sound company

Appointing a project manager for web site development

Discussion point 2

Discussion point 3

Agenda Item 2 Inclusions in new web site

New web site should be dynamic and must have Shopping Cart
Discussion point 1

Product item recipes can be easily Access

Discussion point 2

Informative health benefits of product must include

Discussion point 3

Agenda Item 3 Content writing

Professional content writing company should be higher

Discussion point 1

Logo, Image, video and graphics should be professionally shoot

Discussion point 2
and standard.

Discussion point 3
 Agenda Item 4 web site budgets

Website budget should be less than $85000

Discussion point 1

Content writing budget should be less than 6000

Discussion point 2

Discussion point 3

General Discussion: Research and development

Research is required to identify market requirements.

Discussion point 1

Cooperative relationship should be established

Discussion point 2

Discussion point 3
Budget for R&D less than $6000

Action Items

Action Item Assigned Due Date

Web development company Manager Networks 25/04/2024

Web site project manager Rajendra 25/04/2024

Content creator PR Pulse 24/03/2024

End of Meeting Minutes Template

1.3 Obtain Project Authorization
1.3.1 Develop the Project Charter

Project Charter Template

Native Bush Spice Australia

Project Charter
Web site Design Project

Project Specifics
Project sponsor Native Bush Spice Australia
Project manager Rajendra Thapa
Project organisation Manager Networks
Author Project manager

Version No. 1 Date Published 1/3/2024

Project authority to proceed

Project sponsor
Name Native Bush Spice Australia
Signature Signature of the project sponsor
Date 2/3/2024
Project manager
Name Rajendra Thapa

Signature Signature of the project sponsor

Date 2/3/2024
 Details
Background Native Spices from the Bush Australia's headquarters are at Coffs
Harbour, New South Wales. In order to meet the market need
for Australian-native food items, the company was founded in
2010. Organic certification is held by the firm. The firm makes
and sells a variety of organic native Australian foods, such as
native fruit preserves and jams, native herbal teas, and native
herbs and spices. At the moment, the company sells its goods
across Australia in a variety of little supermarkets and health
food stores. The business also maintains a very simple four-
page website: Home, About Us, Products, and Contact Details.
For the next three years, the company's overarching goals are
to grow sales and raise brand awareness, expand into
international markets, and produce a wider range of products.
Project objective The projects major quantifiable goal is to launch a new website
in two month that will increase brand recognition and revenue
by 20% over the following year. The target complements the
client's desire to grow their client and boost revenue.
successfully outcomes depend critically on timely delivery,
intuitive navigation, efficient SEO, and consistency with the
brand identity

Project scope A high-level, qualitative overview of the project's scope. The

statement statement is stated in a descriptive manner without going into
great detail.
Project inclusions -Shopping card
-Product recipes
-Include health Benefits Information
-Search engine optimization
Project exclusions -Marketing through traditional method
-upgrades to hardware and software upgrade

Project deliverables Dynamic website develop

-Morden design and expert content with benefits
-web site with shopping feature
-recipes available to the customer.
-secure website data.
Milestones Due date
Project charter signed 26/2/2024
Project planning done 1/4/2024
Website completed 2/6/2024
Content work done 3/5/2024
SEO optimization 15/6/2024
Project budget The approved estimate for the project
Project item/phase Estimated cost
Content creation $5000
Website design $8500
R&D $6000
SEO $2000

Total Cost $$ 21500

Project constraints  The project should be completed in dead line.
 Budget should not exceed the limit
 Project documantation should proper

Benefits  Increase the revenue by 20%

 Increase Brand value
 Improve customer satisfaction.
Assumptions Web site security should be increase and safe.
PR Pulse content meets the organization Sander.
Project is completed in time.
Seals % should be increase
International market reach

Major risks  Increase sales may delay company performance

 Increase online customer may face technical problem
 International rules may creat problems
 Payment system may complecated

Dependencies For technical support company may depend on IT companies.

 Team members and stakeholders
Team members
Core team member Role
Rajendra Thapa Project manager
Anil Gurung Operation Manager
Manish Sahi Marketing Manager
Nawang sherpa Customer Service Officer
Stakeholders
Key stakeholder Role
prem CEO
Anil Gurung Operation Manager
Manish Sahi Marketing Manager
Rajendra Thapa Project Manager

Other documents
Business Case Attach link of the business case here
Feasibility Study Attach link of feasibility study here
Contracts Attach link of contracts here
Others Attach link of other important documents here
Attach link of other important documents here
Attach link of other important documents here
History Previous versions of the project charter
Based on Project Management Templates, Scope Training

End of Project Charter Template

1.3.2 Obtain Authorization(approval email from operation manager)

Email


From: Project manager

To: Operational manager

Send Subject: Requesting approval for project charter

Message

I hope everything is going well for you. To examine and approve the project charter, I am sending you this
email. Prior to carrying out the plan, the needs must be confirmed. This email contains a detail file attached
that outlines the procedures to take for the project authorization procedure.

We think that the project team will have a solid basis and clear direction thanks to the charter, which will
guarantee efficiency and alignment throughout the project lifecycle

Best regards
 1.4 Confirm Project Governance Arrangements
1.4.1 Develop the Stakeholder Register

Stakeholder Register Template

Project manager Project phase

Role Contact Category Interest Influence Expectations Communicatio

n
Requirements
CEO prem Stakeh Leading High Increase Regular
old sales, update
er expand s,
into new strateg
markets ic
decisi
ons
Project Manager Rajen Intern Leading High Managemen Email and
dr al t overall face to
a tea project face
m
Operations Anil Intern Leading High Timely Detailed
Manager al project progre
tea delivery ss
m adheren report
ce to ,team
budget meetin
g
Marketing Manis Intern Leading High Effective Marketing
manager h al promoti strateg
tea on, y
m custome discus
r sions
engage update
ment s
Customer gnawi Intern Leading High Smooth Customer
Service n al custome feedba
Officer g tea r ck,
 m experien produc
ce, t
product update
informat
ion
Developer Gaur Intern Leading High Website
a al develop
v ment
 
 
 
 

End of Stakeholder Register Template

1.4.2 Develop the RACI Matrix

RACI Matrix Template

Project tasks Project Team Members

Project Manager Operational Manager Marketing Manager CEO Web developer

Identify the
Project
requirem
ent
Defining
Project
Objectiv
es
Conduct
marketin
g
Researc
h
Developing
marketin
g
Strategy
Hiring web
develop
ment
tram
Draft Project
Chatter

Legend
Responsible
Accountable
Consult
Inform

End of RACI Matrix Template

1.5 Identify and Negotiate Project Boundaries and Project Outcomes

1.5.1 Conduct Initiation Process Meeting

Meeting Minutes Template

Meeting Details

Meeting called Discussion about Web site Development

Date of meeting 25/2/2024

Time of meeting 10:00AM

Location of meeting Native Bush Spice Australia Office, Coffs Harbour, NSW

Meeting Participants

Facilitator Project Manager

Note-taker Administration Staff

Attendees CEO
 Operational manager

Marketing Manager

Project Manager

Customer Service Officer

Admin Staff

Admin Staff

Agenda Item 1 New Web site Development Project

Website design
Assess the progress made in the design and development of
Discussion point 1
websites.
Talk about any challenges or issues encountered.
Determine if the design plan needs to be revised

Product expansion
An update on the expansion of the product range.
Discussion point 2 Discuss any novel product ideas or current market trends.
Decide when to introduce new items to the market.

Marketing strategy

Analyse the current marketing strategy being used to promote the website
Discussion point 3 and new items.

Discuss upcoming marketing efforts or projects.

Agenda Item 2 Inclusions in new web site

Content development
Assess the status of content development for the
websites.
Discussion point 1
Talk about the quality and appropriateness of the content.
Decide if more content is required or if any modifications are
needed

Discussion point 2 SEO optimization

Examine the execution of SEO tactics on the website.
Talk about any adjustments made to boost search engine
rankings.
 Evaluate the efficacy of current SEO strategies and pinpoint
areas for improvement.

User experience
Review the website’s user experience.

Discussion point 3 Address any user feedback or resulting from usability

testing.
Decide if tweaks are necessary to enhance navigation and
features.

Agenda Item 3 Content writing

Campaign performance.
Assess the effectiveness of ongoing marketing campaigns.

Discussion point 1 Talk about essential metrics like reach, engagement, and
conversion rates.
Decide on the effectiveness of each campaign and pinpoint
areas for enhancement.

Target audience analysis

Examine the intended audience for the website and
products.
Discussion point 2 Address any shifts in audience demographics or
preferences.
Decide if modifications are necessary to reach the target
audience more effectively.

User experience

Review the website’s user experience.

Discussion point 3
Address user feedback or results from usability testing.

Decide if tweaks are necessary to enhance navigation and features

 Agenda Item 4 web site budgets

Timeline assessment
Examine the project timeline and progress towards key
milestones.
Discussion point 1
Address any setbacks or obstacles faced.
Decide if tweaks are required to ensure the projects stays on
schedule.

Resource allocation
Assess the distribution of resources for the project.
Discussion point 2 Talk about any shifts in resource requirements or
availability.
Decide if adjustments are necessary to enhance resource use.

Discussion point 3

General Discussion: Research and development

Assessing advancements since the previous meeting to confirm

Discussion point 1
alignment with project schedules and goals.

Enhancing resource distribution to effectively fulfill project

Discussion point 2 needs.

Examining project spending and making required modifications to

Discussion point 3
remain within budget limits.

Action Items

Action Item Assigned Due Date

Project update Project manager 25/04/2024

Stakeholder engagement plan Marketing manager 25/04/2024

Budget review Finance department 24/03/2024

 1.5.2 Develop the Project Scope Statement

Project Scope Statement Template

Project name: Web Site Design Project

Prepared by: Rajendra thapa
Date:21/03/2024

Project Objectives
We aim to enhance our website to increase spice sales and brand awareness. Our objectives are to:
Achieve a 30% boost in online sales within a year.
Attract 20% more visitors to our websites in 6 months.
Raised brand visibility with at least 50 mentions on popular online platforms annually.
Allocate a $55000 budget for website improvement, marketing, and new product additions.

Product Scope Description

An online shopping feature for purchasing our spices.
Details about our spices and usage instructions.
Cooking recipes using our spices.
Improving website visibility on google and ensuring mobile compatibility

Acceptance Criteria
All websites’ features, including the shopping cart and search function, function smoothly.
The website is visually appealing and user friendly.
The information on our website is accurate.
Our website is easily discoverable on google.
Users provide positive feedback about the website’s ease of use and shopping experience
 Deliverables
Deliverable Description
No.
1 The revamped website with enhanced aesthetics and features, including
an online shopping cart.
.
2 Detailed content about native Australian spices, their health advantages, and
application.
3 Assortment of recipes showcasing the incorporation of native spices into gourmet
meals.
4 SEO enhancements to boost online search presence.
5 Diversification of product offerings to introduce new native spice mix and specialty
foods.

Project Tasks
Tas Description For deliverable no.
k
No.
1 Design and build the user interface for the 1
updated website.
2 Produce content pages outlining native 2
Australian spices and their health benefits.
3 Research and assemble recipes showcasing 3
native spices for website inclusion.
4 Explore and introduce new native spice 4
blends and specialty food items.
5 Conduct keyword analysis and execute on 5
page SEO tactics.

Project Exclusions
Research and development of new spice varieties beyond the agreed product expansion.
Compliance with regulations exceeding industry norms.
Modifying third party software or platforms beyond the scope of websites design and development.
Implementation of advanced e-commerce features not covered in the project scope.
Production of marketing materials such as printed brochures and flyers

No Assumption Potential impacts if the assumption is proven

. to be false
1 The target audience is interested in purchasing Australian Reduced online sales, lower-than-expected website traffic,
native food products online. and limited market reach.
2 The project timeline allows for sufficient time to complete Missed deadlines, project delays, and potential impact in
all tasks and deliverables as planned market competitiveness.
3 The web development team has the necessary skills and An unskilled team of web developers can decrease the
expertise to implement SEO Optimization effectively. visibility, web traffic, and limited online presence.
4 There is sufficient demand for the new native spice blends Excess inventory, reduced sales revenue, and potential
 and specially food products in the market. product wastage
5 The projects budget is adequate to cover all expenses Budget overruns, project delays, and potential compromise
related to website development, marketing, and product on project quality or scope.
expansion. Budget overruns, project delays, and
potential compromise on project quality or scope.

Constraints
Project Start 05/04/2024
Project End 03/08/2024
Hard Deadlines 1/08/2024
Others Product range expansions 06/06/2024
Budget constraints Total budget$50000

Quality or website should score at least 9 out of 10 star rating based on user
performance feedback. Website needs to load in under 5 seconds on both desktop
constraints and mobile devices.

Equipment/Personnel Restrict web development resources due to other current project

Constraints

Regulatory Respect for NSW intellectual property rights, such as trademarks and copyrights,
Constraints safeguarded by law like the NSW Copyright Act 1879 and Trademarks Act 1995,
when utilizing brand names, logos, or proprietary content.
Compliance with NSW food safety standards, including the food act 2003 and
food regulation 2015, which regulate the production, and labelling of food items.

Estimate of hours
The project is estimated to require approximately 650hrs to complete

Approval
Stakeholder Date Date
Role of Stakeholder
Name submitted approved
prem CEO 7/04/2024 8/04/2024
Anil Gurung Operation manager 10/04/2024 12/04/2024

Manish Sahi Marketing manager 10/04/2024 13/04/2024

Rajendra Thapa Project Manager 14/04/2024 15/04/2024

Other documents
Work break Attach link of WBS here.
down
 structure
(WBS)
Others Attach link of other important documents here
Attach link of other important documents here
Attach link of other important documents here

End of Project Scope Statement Template

1.6 Document the Scope Management Plan

Scope Management Plan Template

Project name: Web site development Project

Prepared by: Rajendra Thapa
Date:21/03/2024

Describe how Project Scope will be managed

- Key stakeholders will be kept updated and will oversee the project’s scope consistently. This includes setting
foundational requirements, outlining clear project objectives and deliverables, and documenting any changes
or adjustments to the initial scope

Assess the expected stability of the scope of this project (how likely is it to change, how frequently, and by how
much?):
- The project scope is expected to stay mostly stable, though there might be adjustments based on stakeholder
feedback, shifts in market dynamics, or technological advancement. While modifications could occur, they are
unlikely to be frequent or significantly impact the project.
 How will scope changes be identified and classified?
Project stakeholders will be updated on scope changes through ongoing monitoring, feedback, and progress
assessments. Changes will be classified based on the project’s goals, timeline, budget, and resources. They will be
categorized into two groups: minor enhancements that require minimal adjustments and significant alterations that
necessitate a formal request and approval process for scope changes

Describe how changes in project scope will be integrated into the project

The impacts of scope changes on the project’s objectives, schedule, and budget will be meticulously assessed. A
change control process will be established to evaluate, prioritize, and approve scope adjustments. These
procedures will involve identifying the need for change, documenting proposed modifications, evaluating their
implications, consulting with the project sponsor and key stakeholders, and updating project documentation
accordingly. Once approved, the project plan will incorporate these changes, and relevant parties will be
informed to ensure alignment and successful implementation of the modifications.

Additional Remarks
Efficient scope management is vital for the project’s successful completion. Consistent communication, involving
stakeholders, and proactive oversight are crucial for promptly managing scope modifications and mitigating their impact
on project results.

End of Scope Management Plan Template

2.1 Validate the Project Scope

Title:
Implementation of Project Scope Validation Procedures

Introduction:
Native Bush Spices Australia is based in Coffs Harbour, NSW. The business was established in 2010 to
cater for a demand for Australian native food products. The company has organic certification. The
company manufactures and retails a range of organic, Australian native foods including Native herbs and
spices, Native herbal teas and Native fruit jams and conserves. Currently the business is selling its
products through a number of small supermarkets and health stores throughout Australia. The company also
has a very basic website that includes four pages: Home, About Us, Products and Contact Details. The
company’s overall business objectives for the next three years are to increase sales and create brand
awareness, develop a broader product range, as well as expand into overseas markets, most likely Hong
Kong, Japan and Singapore. The company’s target customers are those that enjoy gourmet foods.

Procedure Overview:
The procedures implemented for validating project scope will depend on the specific project and
organizational procedures. They may include conducting product reviews, audits, and walkthroughs, as well
as meetings among stakeholders to review completed project deliverables.

Alignment with Project Scope Management Plan:

It is essential to ensure that the procedures implemented align with the project scope management plan. For
example, if conducting a product walkthrough, it must be one of the procedures set out in the project scope
management plan to validate the project scope.

Assessment Criteria:
During the implementation of these procedures, the following assessment criteria will be evaluated:

Practical knowledge of project scope and procedures for validating the project scope.
Practical skills relevant to validating project scope.
Documentation:
Secure documentation will be collected from the implementation of these procedures, which will be
submitted as part of the assessment. Documentation may include completed forms from product reviews,
audits, and walkthroughs, or minutes from project review meetings with stakeholders.

Observation and Assessment:

The implementation of these procedures will be observed by the assessor, who will evaluate the
demonstration of practical skills and knowledge according to the Workplace Assessment Task 2.1 –
Observation Form.

Assessor Support:
The assessor provide relevant policies and procedures for validating the project scope, organize workplace
resources, discuss practical skills, and address any queries or concerns regarding this task.

Conclusion:
Validating the web site development project we found that project deliverables meet stakeholder
expectations and align with the defined scope. By implementing these procedures effectively, we can ensure
project success and stakeholder satisfaction.

Rajendra Thapa
Project manager
28/4/2024

2.2 Monitor the Impact of Scope Changes

Original scope
Develop a website with five main pages (Home, About Us, Services, Portfolio, Contact us).
Timeline: 3months
Budget: $2000

Scope changes:
Add online store functionality to sell the products.

Steps to Monitor impact of scope changes:

1.Documentation
Document the addition of the online store functionally, noting the reasons and the estimated impact on
time and budget.
2.Impact analysis
Time: Estimate that adding the online store will add 3 months to the timeline due to additional
development and testing.
Budget: Estimate an additional cost of $15000 for e-commerce development and testing.
Resource: Identify additional developers and designers needed for the new functionality.
3.Communication
Inform the stakeholders about the scope change, the reasons behind it, and the expected impact on
time and budget.
Obtain the approval from project sponsors or key stakeholders for the scope change.
4.Approval Process:
Submit the scope change request to the project sponsor or steering committee for approval.
Once approved, update the project scope document, and obtain sign-off.
5.Adjust plans:
Update the project plan to reflect the new timeline (4 months instead of 3) and budget ($18000
instead of $19000).
Allocate additional resources (developers, designers) to work on the e-commerce functionality.
6.Monitor progress:
Track the progress of the website development against the updated scope and timeline.
Adjust milestones and deadlines to accommodate the additional work.
7.Quality assurance:
Implement additional testing for the online store functionality to ensure it meets quality standards.
Conduct user acceptance testing (UAT) to validate the new feature with end-users.
3.1 Identify Scope Management Issues
Lessons Learned Template
 Project Name: Website Development Project

Prepared by: rajendra

Date: 10/7/2024

Lesson Learned Number: 01

Lesson Learned Proposed Name:

End of Lessons
Learned Project Team Role: Template

Process Group:*

 Initiating  Planning  Executing  Controlling  Closing

Specific Project Management Process Being Used:

Website development

Overseas product expansion

Specific Practice, Tool or Technique Being Used:

What was the action undertaken?

A change request form was started to record a suggested modification on the website to incorporate extra
features.

What was the result?

The project team examined the change request and gave their approval, resulting in addition of the requested
features to the project scope.

What might have been a more preferred result?

Ideally, the impact of the scope change on project timelines, budget, and quality should have been carefully
evaluated before granting approval

What might have created the more preferred result?

Performing a detailed impact assessment and engaging with stakeholders prior to approving the change request
might have resulted in a more favourable outcome

What is the specific Lesson Learned?

To align with projects objectives, it’s crucial to evaluate all potential consequences of altering the scope and
involve key stakeholders in decision-making.