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									                                      Natural Resources Information Management Strategy (NRIMS)




       Community Access to Natural Resources Information (CANRI) Program
                          Guidelines for Project Plans 2002-2003
                                                        Version 1.0 11 June 2002

                                                                  Contents
Natural Resources Information Management Strategy (NRIMS) ............................................................ 1

Community Access to Natural Resources Information (CANRI) Program .............................................. 1

A The project planning process ............................................................................................................. 3

        1.1 Key 2002 planning dates ....................................................................................................... 3

B Who should submit a Project Plan? ................................................................................................... 3

C How much funding is available? ......................................................................................................... 3

D What is the CANRI Board looking for in a Project Plan? ................................................................... 4

E How to submit a Project Plan ............................................................................................................. 4

F Completing the Project Plan, Schedule, Deliverables and Organisational chart ............................... 5

    Project Short Name (cover page) ....................................................................................................... 5

    1 Document control .......................................................................................................................... 5

        Revision history ............................................................................................................................. 5

        Distribution .................................................................................................................................... 6

        Approvals ...................................................................................................................................... 6

    2 Short name or acronym ................................................................................................................. 6

    3 Abstract ......................................................................................................................................... 6

    4 Target audience ............................................................................................................................ 6

    5 Participating organisations ............................................................................................................ 6

        5.1 Lead agency or organisation ................................................................................................. 6

        5.2 Other agencies or organisations ........................................................................................... 6

    6 Contacts ........................................................................................................................................ 6

    7 Project definition ............................................................................................................................ 7

        7.1 Project description and objectives ......................................................................................... 7

        7.2 Inclusions and exclusions ...................................................................................................... 7

        7.3 Related initiatives and interdependencies ............................................................................. 7

        7.4 Technological environment ................................................................................................... 7



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       7.5 Prerequisites and assumptions ............................................................................................. 8

   8 Deliverables ................................................................................................................................... 8

       8.1 Details of deliverables ........................................................................................................... 8

       8.2 Environmental theme ............................................................................................................ 8

       8.3 Type of deliverables .............................................................................................................. 8

       8.4 Additional information .......................................................................................................... 11

   9 Schedule and costs ..................................................................................................................... 11

       9.1 Schedule and cost details ................................................................................................... 11

       9.2 Additional information .......................................................................................................... 12

   10 Project organisation and controls ................................................................................................ 13

       10.1 Organisational chart ............................................................................................................ 13

       10.2 Risk ...................................................................................................................................... 13

       10.3 Quality management ........................................................................................................... 14

   11 Other information......................................................................................................................... 14

   12 Executive signoff ......................................................................................................................... 14




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A The project planning process
The planning and selection of projects for CANRI funding is a two stage process comprising:
1. A public Call for Project Proposals (Proposals)

      This has now taken place and the Board has considered these Proposals and short-listed a
      number for further development.
2. Preparation of Project Plans by proponents of the selected Proposals.
                               nd
The process is now at this 2 stage. These plans will then be assessed through a further selection
process by the Board before project funding is allocated.

1.1      Key 2002 planning dates
Completed:
Wed 17-Apr-02        CANRI coordination team issued Call for Project Proposals to Natural Resource
                     Information Management Strategy (NRIMS) agencies.

Fri 10-May-02        Project proponents sent Project Proposals to CANRI coordination team.

Wed 15-May-02        Publish Proposals on CANRI website

Tue 21-May-02        CRG Review Project Proposals

Tue 28-May-02        Systems Working Group meeting to review and short-list system-related Project
                     Proposals.

Wed 29-May-02        CANRI Board meeting to review and short-list Project Proposals

Thur 6-Jun-02        CANRI coordination team requests Project Plans.

To be done:
Fri 28-Jun-02        Project proponents submit completed Project Plans to CANRI coordination team.
Mon 1-Jul-02         Publish Plans on CANRI website
Fri 5-Jul-02         CRG reviews project plans
Wed 10-Jul-02        CANRI Board meeting to review Project Plans and make allocations
Mon 15-Jul-02        CANRI coordination team writes to Project Sponsors confirming funding allocation.
Wed 7-Aug-02         Proposed date for 2002/03 Projects Kick Off Meeting attended by Project
                     Managers, Board, Senior Users, PIG and CRG.


B Who should submit a Project Plan?
Project Plans should be submitted by those who have received a response to their Project Proposal
from the CANRI Program Director requesting them to do so. Requests for Project Plans are the result
of the CANRI Board reviewing all Project Proposals and the request reflects the initial support of the
CANRI Board.


C How much funding is available?
The CANRI Board has made a provisional funding allocation to each successful Proposal. The
amounts may have been modified or reduced to attempt to meet the overall CANRI program budget.
At this stage the provisional funding amounts to $1.192 million, or 22% over-allocation on the total
CANRI budget of $974,000 for 2002-2003. This over-allocation will be addressed by the Board when
they consider project plans.


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Your proposal should be reviewed in light of the funds provisionally allocated to it. You may need to
reduce the intended scope of the project to stay within the allocated budget. If you consider it is not
feasible to either complete the project or modify the proposal to deliver any substantial products within
this allocation, you may prefer to withdraw your project. Please contact the CANRI Program Director
Jonathan Doig to discuss this.


CANRI funding should be supplemented by funding from other sources or in-kind resources from the
agency carrying out the project. CANRI funding should not be used as a replacement for normal
recurrent funding of a government agency’s core business activities.


D What is the CANRI Board looking for in a Project Plan?
Before making a final funding allocation to a project, the CANRI Board will assess each Project Plan to
ensure that the deliverables described meet the goals of the CANRI program and that the approach
outlined is feasible and appropriate. The Project Plan will be published on the CANRI website so that it
can be used by the Board and others to assess progress throughout the project and evaluate it upon
completion. The Plan should clearly show what the project will deliver and how much it will cost. It
should explain the work required, when each stage will be completed and who will be responsible.
Your Plan should respond to any specific questions or issues raised by the Board in its evaluation of
your project proposal.

CANRI-funded projects should build on the existing CANRI framework and improve community access
to natural resources and environmental information, so as to support better decisions and
environmental outcomes for NSW. You should be familiar with the existing CANRI website at
http://www.canri.nsw.gov.au. The approach described in your Project Plan should also be aligned to
the CANRI Collaboration Principles.

Projects must be completed and deliver clear benefits within the 2002-2003 financial year: funding
cannot be carried over beyond June 2003. While you are encouraged to plan ahead, there is no
guarantee that projects funded this financial year will receive any further funding thereafter.

Please read these guidelines carefully, responding to all relevant issues and questions raised. See the
sections below for specific instructions on completing each part of the Project Plan form.


E How to submit a Project Plan
Please subscribe to the CANRI-Talk email list to discuss your Project Plan and its relationship with
other projects.

When you have completed your Project Plan and associated documents as described below, save
them using filenames which incorporate the project name and email them to canri@canri.nsw.gov.au.

The deadline for submissions is Friday 28 June 2002. You should send your Project Plan as soon
as it is complete, as this will give the Board and others a better chance to read it and understand it.
You are welcome to submit a draft Project Plan early, to seek comment from others and update your
submission before the deadline.

You will receive acknowledgment of receipt and your Project Plan will be published on the CANRI
website at www.canri.nsw.gov.au/activities/projects/2002. You may also be contacted with specific
questions on your Project Plan.

The CANRI Board will meet to consider all Project Plans and you will be informed of the results of this
meeting shortly afterwards.

You should contact at least one of the Board members before this meeting to ensure they understand
your submission.




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F Completing the Project Plan, Schedule, Deliverables and
  Organisational chart
The Project Plan form is a Microsoft Word document (project_plan.doc). This must be completed and
submitted along with two other files:

        the Project Schedule Excel spreadsheet (project_schedule.xls) containing two worksheets
         (Schedule and Deliverables)

        the Project Organisation Chart Word document (project_orgchart.doc)

When opening the Project Plan form word document you will be asked if you wish to open this
document with macros enabled or disabled. You may select either option.

Parts of the Project Plan form, such as the headings, are “protected” so that you cannot change them.
Use the check boxes and drop-down lists, and type longer answers into each of the areas provided,
which are marked with white backgrounds. Use the mouse and the scroll bar on the right hand side of
the document to move around the document.

When entering lengthy text, you will find that the “Enter” key does not start a new paragraph as you
would expect. However, as soon as you type text after pressing the “Enter” key, the text will appear on
a new line as expected.

Please complete all sections of the form clearly and succinctly according to the instructions below. Any
further information can be provided as a separate backgrounder document if you wish, but this may
not be read by the Board.

When you have completed your Project Plan, Schedule, Deliverables and Organisation Chart, save
them using filenames which incorporate the project short name or acronym. For example, if your
project name is “Feral Sightings”, your three files should be called feral_sightings_plan.doc,
feral_sightings_schedule.xls and feral_sightings_orgchart.doc.

Email the three files for each project to the CANRI Coordination Team (canri@canri.nsw.gov.au) by
Friday 28 June 2002.

Project Short Name (cover page)
For the project short name or acronym use a short, easy-to-remember word or phrase to refer to the
project.

This project short name will automatically be inserted into other sections of the Project Plan document.

Please use this name in the filename for your Project Plan, substituting underscores for spaces. For
example, if your project is called “Feral Sightings”, save:

   your Project Plan document as feral_sightings_plan.doc,

   your Schedule as feral_sightings_schedule.xls and

   your organisation chart as feral_sightings_orgchart.doc.

Use lowercase letters (no CAPITALS) in all file names.

1       Document control
Revision history
Each version of your plan should be given a version number. List each version of the document here
along with its revision date and a brief summary of the changes made in it. This will help others to see
quickly which parts of the document are new.




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Distribution
List those to whom the project plan has been distributed and note which version of the plan they were
sent. This will help in keeping track of who is “in the loop”.

Approvals
The project plan should be approved by appropriate managers and stakeholders before it is submitted.
The people who should approve a plan are usually the project manager, senior user and senior
supplier, as described in the Project Roles document. You should determine who these people are
and enter their names and positions here.

2      Short name or acronym
This item will automatically be inserted when the document is saved or printed, based on the project
name provided on the cover page of the Project Plan.

3      Abstract
Describe the project in under 100 words. Your abstract will be presented on the CANRI website index
of Project Plans, so try to ensure this gives a good feel for the project, eg:

                 A database of feral animal sightings will be made available on the Internet,
                 starting with the 10000 records already held by the NSW Anti-Feral
                 League. The database will be maintained on the Net by League members,
                 and will support improved feral animal management by providing up-to-
                 date information on specific animal distributions.


4      Target audience
For whom are the project’s outputs intended? Indicate the primary target audience and any other
audience sectors. The category “Natural resource management committees” means regional
committees established by Government under various natural resource management programs,
including Catchment Management Boards, Water Management Committees and Native Vegetation
Management Committees.

Indicate the main NSW region of your audience, if applicable.

If the project provides a component of a wider system, rather than an end-user product, indicate what
other components would use the outputs from this project.

5      Participating organisations
5.1      Lead agency or organisation
Which CANRI participating agency would take the lead for the project? This may be your own
organisation, or you may propose a project for another agency or organisation to undertake. Provide
the name of the organisation and its website address.

5.2      Other agencies or organisations
Name any other organisations which would be involved, and their role. Provide the name of the
organisation’s main contact with regard to the project. Where the role of these agencies is critical to
the outcome of the project, you should make contact with these agencies before submitting your
Project Plan to ensure their approval and commitment to be involved.

6      Contacts
Contact details are required for the author of the Project Plan, the Project Manager and members of
the Project Steering Committee: Project Sponsor, Senior Supplier and Senior User. Descriptions of


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these roles are provided in the Project Roles document. One person may fulfil multiple roles for
smaller projects.

The personal details provided (including name, email, phone and fax numbers) will be
published along with your Project Plan on the CANRI website, so that others can contact them about
the project. Before providing these details to us, you must obtain their consent to our
publishing them on the CANRI website.

CANRI participating agencies will be expected to sponsor projects, with agency-based project
managers joining the CANRI Program Implementation Group (PIG).

To represent users with an appropriate level of independence, the Senior User should generally be
from a different agency to that responsible for the project. The Senior User (or their representative) will
need to attend CANRI Community Reference Group (CRG) meetings or contact a member of the CRG
prior to each meeting to enable discussion on project progress and to ensure that users’ needs are
met.

Your nomination for Senior User will be reviewed by the CRG. To assist with this review, briefly
explain your nomination for Senior User, ie explain the person’s role or what makes him/her
appropriate as a Senior User. If you are unable to propose a suitable person, you may ask the CRG
to nominate a Senior User on your behalf.

7      Project definition
7.1      Project description and objectives
Describe the project and provide an outline of key activities, objectives and benefits. What will be
done? What needs does it respond to? Why is it a priority? How does it align with the CANRI
Collaboration Principles, and other key NSW Government and Commonwealth programs?

7.2      Inclusions and exclusions
Define the scope of the project – what is included and what isn’t? Explain any constraints on the
project that will restrict the scope.

7.3      Related initiatives and interdependencies
Describe any significant current programs or activities with which your project is related or
interdependent. These are other initiatives which could lead to potential sharing opportunities (or
duplication if not managed well). Dependencies on CANRI cluster projects, or any other CANRI
projects should be described, stating clearly what you expect the other project to provide to yours, or
vice versa. You should discuss such dependencies with the manager of the related projects.

7.4      Technological environment
Explain the technology and infrastructure which will be used to develop and deliver the project. Will
you use parts of the CANRI technical framework?

Will the project involve substantial new technology development? If so, would it be of benefit to reuse
this technology elsewhere in the CANRI framework? If so, how will this be achieved? (Will the new
software support standard application programming interfaces? Will the software be freely available?)

See also the CANRI collaboration principles.

Any significant software development or implementation should be planned and documented using a
rigorous methodology. It is strongly recommended that this be done using the Rational Unified
Process (including Use Cases) and the Unified Modelling Language (UML) standard so that your
software can be incorporated into a CANRI-wide model. UML-based Rational AnalystStudio software
will be available for use in Parramatta for this purpose. Indicate whether the project will be
documented using this facility, or what alternative arrangements will be made.




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7.5       Prerequisites and assumptions
Besides the work proposed in your project, what else will be required for your project to succeed? The
broad assumptions made to ensure that this project delivers the desired products should be
documented. For example, what data is required to be available from others? Is it currently available
via the CANRI framework? If not, how do you propose to get it?

You should also document any activities to be carried out or considered prior to the commencement of
the project.

8       Deliverables
What, specifically, will the project deliver (ie what are its outputs)? List these in the Deliverables
worksheet of the Project Schedule spreadsheet (project_schedule.xls). Include benefits from the
project, whether or not they are directly funded. For example the project may be funded to establish a
link between an internal database and the CANRI Internet framework, but you should include the data
itself as a deliverable. Also include interim products which may not be intended for public release.
Listing these “internal” results may help others who are working on related projects.

8.1       Details of deliverables
Provide the following details for each deliverable in the Deliverables worksheet of the
project_schedule.xls spreadsheet.

      Item/Column                                            Guidelines
Deliverable #              Deliverables should be consecutively numbered using whole numbers.
Delivered at Stage #       Type the stage number during which the deliverable is produced. This should
                           be a whole number.
Deliverable Name           A short name of the deliverable should be used eg "Evaluation report" or
                           "Data available online".
Description                Describe the deliverable (eg. What it is, scope, importance).
Public?                    Will the deliverable be publicly accessible? Answer Y for Yes or N for No.
Type of deliverable:  These categories are based on the “ACORN” model described below.
  Portal
                      For each deliverable indicate with a “Y” if it is the type of deliverable listed.
  Application
  Catalog
  Operator
  Repository of data
  Network
     Other                If the type is “Other” describe the type of deliverable in the next column.
Comment                    Add any comments or other information about this deliverable.

8.2       Environmental theme
In the Project Plan Word document, identify which “environmental theme” your deliverables fall into,
from the categories provided. Tick one or more.

8.3       Type of deliverables
Summarise the types of deliverables in the Project Plan Word document, as well as completing the
“Deliverable Type” columns in the Deliverables worksheet of the Project Schedule spreadsheet as
described above.

Thinking about project deliverables in terms of an overall system architecture will help us build an
integrated CANRI framework rather than a series of “stovepipe” projects. This will help minimise
duplication, identify and reuse generic components and hence maximise community benefit from


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limited resources. Identify which of the following categories, detailed below, your project’s deliverables
fall into. The categories are based on the “ACORN” model from the OpenGIS Consortium.

        Portal          A web page which provides access to a range of sites or information resources
                        for a specific audience group.
        Application     A website which provides a discrete service (also known as a function, business process,
                        life event or user activity). In other words, the application gathers the resources a user
                        needs to do a specific task and guides him or her through the process.
        Catalog         A directory or list of resources of a particular type. Examples are catalogs of
                        online data, people and organisations.
        Operator        An online software program used by a number of web applications to perform a
                        discrete service, such as transforming or modelling data in some useful way.
        Repository      An addition to the shared pool of data (often spatial or map data) which is
        of data         accessed by CANRI websites. Each dataset in the pool is served and managed
                        directly by the creator or custodian of that data.
        Network         Technical, organisational and inter-personal connections to extend the CANRI
                        framework and support the program’s goals. Includes computer hardware,
                        software and Internet infrastructure, as well as meetings, forums and other
                        communication/marketing outcomes.
        Other           Any deliverables which do not fall under any of the above categories.

Read the following sections carefully and address the questions or issues raised when you describe
the deliverables from your proposal.

Portal
The Macquarie Dictionary defines a portal as “a door, gate, or entrance, especially one of imposing
appearance…”. Web resources available in CANRI should be organised into a handful of “portals”, or
web pages which bring together and provide direct access to a range of sites or information resources
for a specific audience group.

These audience groups, or “communities of interest”, might be formed along various lines:

By sector
   Regional natural resources management                    State government
    committees (DUAP regional forums,
                                                             Commonwealth government
    Catchment Management Boards, etc)
                                                             Industry
   Community groups
                                                             Education
   Landholders
   Local government

By location
   Agency operational region                                Catchment
   Local Government Area                                    City

A location-based “portal” could conceivably be automatically generated in response to any given
location or set of map coordinates.

By environmental medium

State government agencies, and within them, groups of scientific, policy and operational staff are often
organised this way.
   Air (atmosphere)                                         Minerals and Energy
   Heritage (Aboriginal & European)                         Vegetation


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   Biodiversity (flora and fauna)                          Urban (human settlements)
   Land                                                    Water

Application
Each CANRI “application” is a website which provides a discrete service (also known as a function,
business process, life event or user activity). In other words, the application gathers the resources a
user needs to do a specific task and guides him or her through the process.

Examples:
   What land sites are available and suitable for a certain type of development?
   How can I get involved in conservation in my area?

Catalog
CANRI’s Natural Resources Atlas depends on a data catalog to discover, describe and integrate
available spatial datasets. The Biodiversity Information Network’s Master Names Lists will catalog flora
and fauna for use in a range of applications.

Your project might propose a new catalog about things other than data, such as people, organisations
or web services.

Operator
In this context an operator is an online computer program used by a number of web applications to
perform a discrete service, such as transforming or modelling data in some useful way.

Your project might require an operator or model to transform data in some way, or provide some other
service as part of your application. If this service might be of more general benefit to other
applications, perhaps it should be made generally available on the CANRI framework. If so, you
should identify this deliverable as an “Operator”.

Repository of data
CANRI websites access data from a shared pool or repository. Each dataset in the pool is served and
managed directly by the creator or custodian of that data.

What data will be made available to the CANRI framework by the project?

How does this data align with the CANRI Interim Data Priorities List? If it is not mentioned in that list,
why should it be considered a priority for CANRI?

What level of access to these data will be provided to the public? Levels of access include:
   raw data (eg direct from automated monitoring equipment)
   full validated data (eg the Beachwatch data in SoEdirect);
   summary data (eg the Waste data in SoEdirect); or
   “pictures” of data (eg the GIF images currently produced by the Natural Resources Atlas from
    vector source data).

There are about 5000 natural resources datasets listed in the NSW Natural Resources Data Directory.
Of these, about 100 are available now through the Natural Resources Atlas. Clearly, priorities must be
set, according to the needs of our stakeholders, for making more of these (and other) datasets
available. CANRI funds should only be provided for data serving (including preparation and
loading) where:
   the data to be served is identified as a priority in the Interim Data Priorities List; or
   the project warrants funding for other reasons, and the data are required for the project to
    succeed.

Commitment is also required from the custodian organisation to maintain these data priority services
into the future, beyond current planning processes and after CANRI funding ceases.

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Network
Your project may need to include some “network” components. CANRI relies technically on computer
hardware, software and networking. It also requires networking between people and organisations.

Coordination

CANRI needs to develop and strengthen its strategic alliances with the following groups. If your are
associated with these groups, or your project will otherwise help to achieve this purpose, you should
highlight this as a “network” deliverable in your Project Plan.

Strategic alliances:
     DITM (LPI: base and property data; OIT: directory services, portals, information access policy)
     Local government sector (DUAP’s I-Plan; LGSA; State Library; ROCs)
     DUAP (I-Plan, coastal planning)
     DLWC (Catchment Blueprints)
     Environment portfolio (EPA: SoE; NPWS)
     Commonwealth agencies (NOIE, EA, AFFA, NLWRA)
     Technical/standards bodies (ANZLIC, OpenGIS, NOIE)

Communications

When planning and budgeting your project, be sure to include appropriate communications tasks to
“bring your product to the market”, such as presentations, brochures, workshops, forums and
conference papers.

Other
Explain any deliverables which don’t fall into the above categories.

8.4       Additional information
Any additional details regarding the deliverables may be provided in the Project Plan Word document
under section 8.4 Additional Information.

9       Schedule and costs
The schedule is the heart of the Project Plan. It shows when activities are planned to commence and
finish, who is responsible for each activity, resources required and costs.

Significant items which should be reported to the CANRI Program Board should be identified in the
schedule as Milestones.

The total cost to CANRI must not exceed the CANRI Board’s provisional funding allocation to
your project.

9.1       Schedule and cost details
Insert the following project details at the top of the Schedule worksheet of the Microsoft Excel
spreadsheet project_schedule.xls.

       Enter this item         Into cell                               Notes
    Project Name                   A1      As it appears in the cover sheet of the Project Plan.
    CANRI Project #                E1      Use the number assigned to your proposal.
    Project Manager name          G1       As it appears in section 6 of the Project Plan.
    Lead Agency name               L1      As it appears in section 5 of the Project Plan.

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        Enter this item        Into cell                                  Notes
    Provisional funding            J2      Amount allocated by the Board to your project. Enter whole
                                           thousands only – eg for $50 000, enter 50.

Provide the following details of the project schedule and costs in the Schedule worksheet of the
Microsoft Excel spreadsheet project_schedule.xls.

         Item                                                Guidelines
Stage #              Stages should be consecutively numbered using whole numbers.
Stage                A short name for the stage eg Specifications, Pilot, Testing.
Description of       Describe the activities to be undertaken during this stage. Eg identify stakeholders,
Activities           hold meeting, document results, follow-up agreed actions.
Responsibility       Who is the main person responsible for the completion of this stage? The person
                     nominated must be committed and available to ensure the stage of work is
                     completed.
Resources            Resources include staffing, contractors, systems, infrastructure, equipment, other
required             funding and output from other projects.
Milestone?           Is this stage a milestone which should be reported to the CANRI Board?
Start                Insert the planned start date for each stage. The date must be within the 2002/03
                     financial year. Only the planned month, and not the specific day, for the beginning
                     of the stage is required.
Finish               Insert the planned finish date for each stage. The date must be within the 2002/03
                     financial year. Only the planned month, and not the specific day, for the completion
                     of the stage is required.
                     For projects spanning more than one financial year provide schedule and cost
                     details beyond June 2003 in the Project Plan Word document under section 9.2
                     Additional Information.
% Effort             The proportion this stage represents of the total project work effort in 2002/03. Note
                     that the total work to be done on the project includes both CANRI funded work and
                     work funded from other sources.
                     The sum of % effort for all stages should be 100%. Note progress will be monitored
                     by the % effort (planned) against actual % work complete.
CANRI Cost           What funds are required from CANRI for each stage? The total must not exceed
                     the funds provisionally allocated by the CANRI Board (shown in cell J2 of the
                     Schedule worksheet). Enter whole thousands only – eg for $50 000, enter 50.
In-kind Cost         What is the in-kind cost of each stage? Include funding from other external sources.
                     Enter whole thousands only – eg for $50 000, enter 50.
Comments             Provide any additional notes on each stage here. Mention any significant risks to
(including risks)    completing the stage.

9.2       Additional information
Any additional details regarding the schedule or costs should be provided in the Project Plan Word
document under section 9.2 Additional Information. This should include, where applicable:

     Other funding sources for the project. Any dependencies on other funding sources (either existing
      or proposed funding) required to complete the project and the associated requirements that may
      exist to secure these funds.

     Schedule and cost details beyond June 2003 for projects spanning more than one financial year.

No guarantee of CANRI funds beyond 2002/03 can be given for any project.



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10 Project organisation and controls
10.1     Organisational chart
Complete the sample organisational chart in the document project_orgchart.doc.


At the top of the page, replace the text “<PROJECT SHORT NAME>” with the short name of the
project as it appears in the cover sheet of the Project Plan.


Complete and, if necessary, extend the diagram to show the relationships between those undertaking
the following roles:

Project Manager                       Actively manages or coordinates the project on a day-to-day basis.
Project Steering Committee:           Directs the project and reviews progress towards its goals.
    Project Sponsor                   Usually an Executive level officer who can commit the resources of
                                      your Agency to the project and take responsibility on behalf of your
                                      organisation to ensure the project meets its stated goals. For
                                      smaller projects an Executive’s nominee might take this role.
    Senior User                       Represents the project’s end users to ensure it meets user
                                      requirements.
    Senior Supplier                   Responsible for committing key technical or other resources to the
                                      project.
Project Officers                      Technical development staff, support staff, etc who work on the
                                      project.

Further details on each of these roles is provided in the Project Roles document.

Note that the suggested organisational structure can be modified to suit your situation and one person
may undertake more than one role. However it is critical that the Project Manager is committed to the
project and that the roles of Sponsor, Senior User and Senior Supplier are adequately represented to
ensure the successful delivery of the project’s goals. The Project Manager should also ensure that the
role of project assurance is adequately represented.

If the project is part of a cluster or other grouping of projects, indicate how this relationship is managed
on your organisation chart.

10.2     Risk
Managing risks is a key part of planning and managing a project successfully. List any significant risks
to completing the project and delivering the expected benefits. Indicate what you will do to minimise or
manage each risk you identify. This process of considering risks might also lead you to revise other
parts of the project plan.

Examples of risks which may apply are:
   Required resources not available (eg                         Inadequate marketing
    skilled personnel, internal/external funds,
                                                                 Inadequate project communications
    materials, knowledge)
                                                                 Inadequate consultation with users and
   Lack of support from agency or executive
                                                                  developers
   User/community requirements change or
                                                                 Supply of data, metadata or other
    expand or are not well known or defined
                                                                  information
   Deliverables will not satisfy user
                                                                 Dependence on outputs of other CANRI
    requirements
                                                                  projects
   Inadequate planning, project management
                                                                 Dependence on third party vendors (goods
    or administrative support
                                                                  & services)
   Inadequate training to users
                                                                 Schedule and deadlines are exceeded

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   Cost blow-out                                             Incompatibility with CANRI technical
                                                               standards
   Technical complexity

Options that could be considered to manage and minimise risk include:
   Detailed project planning                                 Testing application functionality against
                                                               user requirements
   User requirements, analysed,
    documented, approved                                      Prepare user and training documentation
   Quality Management system adopted                         Metadata records completed
   Use of formal software design                             Marketing plan
    methodology and tools (Rational software
                                                              Communications strategy and established
    will be available for use in documenting
                                                               reporting procedures
    CANRI project user requirements and
    system design)                                            Staged approach to costing
   OpenGIS or other standards adopted                        Formal sign-off of the project plan with
                                                               adequate and committed resources
   Approved functional specification

10.3     Quality management
To ensure satisfactory progress and continued funding and support from the Board, Project Managers
are required to:

   ensure timely completion of deliverables and other stage outputs;

   provide bimonthly progress and financial reporting to the CANRI Program Board; and

   report any significant deviation or changes from the project plan.

The CANRI Program Director should be informed promptly in writing of any significant deviations from
the schedule or costs stated in the project plan.

Other quality management measures should be implemented commensurate with the project cost and
complexity. Whatever system is used should be adequately documented. Some suggested measures
are:
   Careful analysis and documentation of tasks
   Regular audits of the project or quality review meetings
   Involvement of an independent Senior User
   User group testing and signoff of products
   Change Management plans adopted and implemented

Any non-government organisation to which CANRI funds are disbursed will be expected to observe
the same financial and ethical principles and procedures by which government agencies are bound.
Contact the CANRI Program Director for details.

11 Other information
Add any other information you believe is important for the Board to know about your project. You
might include here answers to any questions you think the Board is likely to ask.

12 Executive signoff
The Project Plan should be signed by the project sponsor, who will normally be a member of the lead
agency or organisation’s Executive. This signoff indicates that the project and its outcomes are
consistent with the business policies and strategies of the organisation and that resources will be
made available to adequately supplement those provided by CANRI funding for the substantial
delivery of expected project outcomes and for the realisation of described benefits.



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The signed project plan should be faxed to William Leader on 02 9895 7834 or posted to the CANRI
Coordination team at Department of Land and Water Conservation, PO Box 3720, Parramatta
NSW 2124.

The name of the project will automatically be inserted into the document when it is saved or printed,
based on the project name provided on the cover page of the Project Plan.




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