2 Project Plan Wairere House Exit August 2018 Redacted.pdf

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Project Plan:
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Preserving the Nation’s
Memory
Wairere House Wha
OFFICIAL nganui Exit
Version 1.4
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Cohesion: https://dia.cohesion.net.nz/Sites/PPP/PROJ/PNM/ layouts/15/DocIdRedir.aspx?ID=CDJP5M5KY7XF-
754591390-1157

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Authorisation
Peter Murray, Chief Executive (Acting) (and PtNM Board executive chair) of the Information and
Knowledge Services Branch at the Department of Internal Affairs, confirms that the project plan has
addressed all risk issues associated with the business case and that business case outcomes will not
compromise maintenance of the ongoing financial viability of Information and Knowledge Services
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Branch.
Signature
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Contents

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Purpose of the Plan .................................................................................................... 1
Business need and requirements ............................................................................... 1
Project scope .............................................................................................................. 2
Deliverables ................................................................................................................ 3
Assumptions ............................................................................................................... 5
Constraints identified ................................................................................................. 5
Risks ............................................................................................................................ 7
Timeline ...................................................................................................................... 8

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Purpose of the Plan
1.
The Wairere House Exit Plan will set out the project’s goals and objectives. The
plan will serve as an agreement between the Project Sponsor, Project Manager and
Project Governance Board.
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2.
The plan will define the following:
a.  Project purpose
b.  Business need and requirements
c.  Scope (and out of scope items)
d.  Deliverables
e.  Assumptions
f.  Constraints
g.  Project budget
h.  Project risks
i.  Project timeline
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Business need and requirements
3.
It is the Department’s obligation to ensure that our documentary heritage is
protected and preserved over time, that the risk of loss or damage is reduced, and
that it is made accessible to New Zealanders now and in the future. The
Department relies on buildings that are fit-for-purpose in order to meet this
obligation.
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4.
Without significant future investment in the Archives New Zealand and National
Library of New Zealand facilities, the care and preservation of the holdings and
collections continue to be compromised and placed at risk of damage or loss. The
Department is at risk of failing to meet its obligations under the Public Records Act
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2005 and the National Library Act 2003.
5.
The Wairere House facility in Whanganui is at the end of its economic life and is
built next to a flood prone river. The collections need to be relocated with urgency
and the building disposed. Substantial short and long term capital investment will
be required to address building issues to ensure the appropriate preservation
management, and to mitigate the risk of ongoing loss and damage to the
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collections due to water ingress and sub-optimal environmental conditions.
6.
Wairere House is not a specialist storage repository. There are a number of known
issues that represent a risk to the collections and some require resolution to
ensure the safety of the collections.
7.
Maintaining sub-optimal facilities will only increase the risk of service failure,
resulting in the disruption of services and higher maintenance costs being incurred
in the medium term and long term.
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Assumptions
19.  Collections currently located at Wairere House are low-use, therefore location is
less important than environmental controls, security and cost of storage
20.  Collections will be housed in fit-for-purpose DIA (owned or occupied) buildings.
This avoids expensive commercial storage.
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21.  The PtNM project team will work with and keep DIA’s property team informed
throughout the project.
22.  This solution covers a storage period of circa 5-10 years. A permanent solution is
undetermined, as such the exit strategy is not a long-term solution.
23.  The 2018 PtNM SSBC has an indicative target date of 30 June 2022 for completion
of NSR1. A 2019 budget submission will delay this timeline to 2023.
Constraints identified
Capacity constraints
24.  Relocating Wairere House contents to other DIA appropriate facilities will have an
impact on future storage capacity. It is estimated this action will:
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a.  Reduce National Library future storage capacity by five years. This is due to
Rugby House room B21C contents being relocated to Molesworth Street;
Out of scope
25.  Undertaking the exit of Wairere House prior to securing funding for PtNM will
place more pressure on National Library and Archives NZ facilities in the short to
medium term. A Plan B should be considered in the event that investment is not
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secured in Budget 2019.
Resource and funding constraints
26.  The Budget section of this report sets out the anticipated costs to undertake this
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project. Savings can be made through avoided maintenance costs and further
capital expenditure on Wairere House.
27.  National Library current funding issues means they are operating with reduced
FTE’s, this may impact on their capacity to support this initiative. Any resource
provided by the business to undertake decant activities may not be able to be
absorbed by the business, and costs may escalate if backfill is required.
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Timeline constraints
28.  The sites proposed for relocation need building works undertaken to prepare them
for accepting the collections. This work is yet to be formally scoped and costed.
Once the project is fully scoped the timeline indicated may not be sufficient.
29.  Consultation with stakeholders regarding the disposal of the National Library
general collections may not be able to be completed within the allocated
timeframe, or stakeholders oppose the disposal.
30.  Pre-decant activities will take up to two years to complete.
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Budget

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Project resource - project
$357,000
Opex
manager 100% and project
coordinator 50% (for 12 months)

32.  $1.391M of these budgeted costs are included inthe 2018 PtNM business case.
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Out of scope
34.  The balance of the funding required ($1.898M) will be provided from PtNM budget
in 2019/20 and 2020/21, providing a successful outcome in Budget 2019. If PtNM
cannot provide on-going financial support, the funding will be sought from DIA in
financial years 2019/20 and 2020/21.
35.  No budget allocation has been included for third party storage costs. However
storage costs from an external provider have been estimated at $750k - $925k per
annum for 7,000LM. The Wairere House contents equal 12,500LM.
Out of scope
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Risks
37.  A number of risks have been identified with regard to the delivery of this project
and project dependencies, these include:
a.  Any outcomes arising from the newly established National Archives and
Library Institutions Ministerial Group that may impact on the PtNM project;
b.  Any direction to re-scope the PtNM project, this may impact on timing and
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