Project Management Plan: Australian Institute of Project Management 25th-Anniversary Celebration - Case Study Example

Project Management Plan Name Institution Table of contents Contents Contents 1 Appendix A- references 25 Appendix B – Key terms 26 1. Introduction 1.1. Purpose The project management plan is to give a detailed management and implementation description of the Australian Institute of Project Management (AIPM) 25th-anniversary celebrations. It provides a detailed analysis and description of how the main aspects and activities of the anniversary celebrations will be managed. It shades more light and advances the approaches that were proposed during the initial planning phase. The management plan is a living document, and it will be continuously updated during the implementation phase of the project. . The document's intended audience is anniversary celebrations stakeholders namely the delegates, the sponsors, the hotel managers, the venue managers and the project manager. 2. Project and Product overview The Australian Institute of Project Management (AIPM) 25th-anniversary Celebrations is an event organised by AIPM to commemorate 25 years of its existence. While commemorating AIPM 25th year of existence the conference will reflect on its achievements, chart a new course for the organisation. It will give its delegates a chance to expand hirer knowledge on the key aspects of project management. The anniversary celebrations will be a three-day event from the 21st of October to the 24th. It will feature several presentations from several prominent speakers during the three days, a celebratory dinner at the end of and fireworks and a yacht tour on the last day of the event. The event organisers expect to attract 1300 guests. The celebrations will be held at the Intercontinental Sydney. Emirates Airways will be the main sponsors with starship yacht and BMW as the co-sponsors. 3. Scope 3.1. Objectives The projects objective of t is to mark the 25 years of Australian Institute of Project Management existence. In the event the origination will reflect on the challenges, it has encountered and successfully overcome its achievements in the last 25 years and the journey as a whole. The celebrations will also give a chance to present its 25-year plan of its future. The event will give an opportunity for its delegates to network create new contacts and learn new concepts in the industry. 3.2. High-level Requirement In order for the project to be termed successful, the dinner gala must take place with the specified. The gala is important became on the scheduled date The Australian Institute of Project Management will official mark 25 years of existence and the formal anniversary celebrations will also take place on the same date. 3.3. Assumptions The primary assumptions are the successful gala dinner, all the presentations of the keynote speakers, and the celebrations ending on the stipulated date. 3.4. Constraints The weather conditions of the city might be a constraint. Other constraints could be the high turnout of delegates. 3.5. Major deliverables/milestones Major project deliverables include confirmation in writing for securing the hotel as a venue for the event, printing of invitation letters and cards, evidence for the attendance speakers, booked Air tickets, designed event website. In addition, arranging social media adverts, obtaining the required funds to finance the event. 4. Compliance and related planning This include; investment control and capital planning, security, enterprise architecture, Privacy impact assessment, application and server hosting requirements, secure server, data network, data centre. 5. Work breakdown structure 6. Schedule 6.1. Schedule management To ensure the project proceeds in an organized, timely, and precise manner and is a success the project management firm managing the event came up with a schedule management plan. The project manager will be the head of the event management committee and will work closely with the venue manager, security manager, the marketing manager and the AIPM management committee representative. The management committee came up with a schedule baseline that will be used to monitor the progress of the anniversary celebrations. To ensure that that delays, cancelations or any unexpected occurrences, the commute established change control mechanism that will make sure such event or activities do not adversely affect the success of the celebrations. The baseline schedule is given to the next subheading, and the project manager in consultation with the committee will update the baseline schedule after every activity as the project progresses. The schedule management plan includes four variables that can adversely affect the success of the celebrations. These include the gala dinner, the celebrations closing date, the time and dates of the presentations and, the yacht tour. The gala dinner is the most important part of the event hence the committee has given it propriety to make sure it held at the time indicated in the baseline schedule. In case of delays, some presentations may be moved to the next day or cancelled. The celebration is supposed to take three days. In case the celebration delays some presentations will be cancelled to ensure the celebrations end on time. Although the yacht tour is part of the celebrations, its attendance is optional and in case the celebration delays it may be cancelled to ensure the event on time. 6.2. Project schedule The baseline schedule recommended by the event management committee is given below. All the event stakeholders both internal and external should use the baseline schedule as a guide during the celebrations. Day One Friday, 2 October 2015 Time Event Presenter 11:00am-12:00pm Reception 12:00pm-1:00pm Opining Conference Ian Sharpe 1:00pm-1:30pm Speaker 1 Roger Corbett 1:30pm-2:30pm Lunch Break 2:30pm-3:30pm Speaker 2 Sir Bob Parker 3:30pm-4:30pm Speaker 3 Mark Bouris 4:30pm-4:45pm Break 4:45pm-5:45pm Speaker 4 Dr. Kjell A. Nordström 5:45pm-7:00pm Entertainment Activity Darren Percival Day Two Saturday, 3 October 2015 Time Event Presenter 11:00am-12:00 pm Reception 12:00pm-1:00 pm Speaker 1 Roger Corbett 1:00pm-1: 30 pm Lunch Break 1:30pm-2: 30 pm Speaker 2 Sir Bob Parker 2:30pm-3: 30 pm Speaker 3 Mark Bouris 3:30pm-4: 30 pm Break 4:30pm-4: 45 pm Speaker 4 Dr. Kjell A. Nordström 4:45pm-5: 45 pm Entertainment Activity Nicholas Tweedy 5:45pm-7:00pm Gala Dinner Day Three Friday, 4 October 2015 Time Event Presenter 11:00am-12:00 pm Reception 12:00pm-1:00 pm Speaker 1 Roger Corbett 1:00pm-1: 30 pm Lunch Break 1:30pm-2: 30 pm Speaker 2 Sir Bob Parker 2:30pm-3: 30 pm Speaker 3 Mark Bouris 3:30pm-4: 30 pm Break 4:30pm-4: 45 pm Speaker 4 Dr. Kjell A. Nordström 4:45pm-5: 45 pm Entertainment Activity Nicholas Tweedy 6:00pm-6:15pm Fireworks 6:15 pm- 9:30pm *Tour 7. Budget/cost 7.1. Funding source The AIPM 25th anniversary celebrations management committee lobbied for funding well in the advance of the project. The committee established two sources of funding namely sponsorship and ticket sales 1. Sponsorship There will be three sponsors namely emirates airways, BMW and Star Ship yacht. Emirates airways will be the official sponsors of the celebrations, BMW will be the first co-sponsors of the celebrations, and Star Ship yacht will be the second co-sponsors. a) Emirates airways Emirates airways are the main sponsors of the event. They will meet the travelling expenses of the celebration speakers, international guests, VIPS and two lucky guests. They will be required to developed two adverts of the celebrations that will be aired on national television In return; they will enjoy benefits during the event namely Some areas in the venue will be decorated with their colors Endorsed a s the official carrier of the event Identified as the main sponsors of the event Featured in the event websites Given special mention in the celebrations handbook b) BMW BMW are the first co-sponsors the event. They will be responsible for the transportation of the delegates, speakers, and guest during their stay at the celebrations. They will be required to developed one advert of celebrations that will be aired on national television In return; they will enjoy benefits during the event namely Some areas in the venue will be decorated with their colors Endorsed a s the official transporter of the event Identified as the first co-sponsors of the event Featured in the event websites Given special mention in the celebrations handbook c) Star ship yacht Star Ship yacht are the second co-sponsors the event. They will be responsible for the faring of the guests of the delegates, speakers, and guest during the yacht tour. In return, they will enjoy benefits during the event namely Endorsed a s the official transporter of the event Identified as the second co-sponsors of the event Featured in the event websites Given special mention in the celebrations handbook 2. Ticket sales The AIPM has a total membership of 1300. The management committees in consultation with AIPM have decided to print 1300 tickets 1500 for its members and the remaing1500 will be sold to non-members. The tickets will cater for accommodation for three days, dinner gala entrance, and the yacht tour. The delegates will have to cater for their transportation to and from the celebrations. $525 will be the ticket price for AIPM member while for non-members it will be $790 per person. 7.2. Budget While budgeting for the event the AIPM’S aim was to make sure the event is a success but it should within the budget. A breakdown of the budget is given below. Expenses Capital generating ventures Expense Cost Venture Capital Earned Venue hire $ 160,000 Non-members Tickets sales $513,500 Advertising Cost $170,000 Members Tickets sales $341,250 Entertainment $5000 Keynote speakers $25,000 Firework $15,000 Catering $ 30,000 Accommodation $ 390,000 Professional conference organizer (PCO) $10,000 Insurance $ 20,000 Yacht tour $20,000 Security $4000 Audio-visuals/ sounds/ lighting $5000 Total cost $854,000 Total cost 854,750 8. Project Organization 8.1. Roles and Responsibilities Name & Organization Project Role Project Responsibilities Suleiman Salad Emirates Airways Main Sponsors representative Representative of the official sponsors Emirates Airways and will be in charge of transporting the speakers and special guests Anderson Cooper Star ship yacht Co-Sponsors representative Representative of the second co-sponsors sponsors Star ship yacht and will be in charge of the yacht tour Frank Alan BMW Co-Sponsors representatives Representative of the official sponsors BMW and will be in charge of transporting the delegates during their stay at the celebrations Smith Johnson Ministry of planning and economic development Government Guest Represent the National government in his capacity as the minister of planning and economic development and the chief guest at the gala dinner. Wayne Rooney Rooney solutions Project Manager Rooney heads the AIPM management committee. He will be in charge of the whole project and will be responsible for updating the schedule baseline as the project progresses. All the other managers’ report to him. Jacob Winston Active Media consultants Marketing manager Jacobs heads the marketing department of the event management committee. He will be in charge of the marketing campaign Winnie O’Connor Intercontinental Sydney Venue Manager Winnie will be in charge of the venue and she will make sure all the facilities are ready. She will also be in charge of the accommodation. Lillian Churchill Security Manager Lillian will be in charge of the security during the celebrations. 8.2. Stakeholders All the key stakeholders have to work together to make sure the project is a success. The most important stakeholders include the following The Australian Institute of Project Management Emirates Airways Star ship yacht BMW The venue manager The project manager Intercontinental Sydney City of Sydney The hotel manager The marketing manager The security manager 9. Risk Management ` As a risk management plan, the following should be carefully monitored; the security during the event, traffic accidents. Security officials should be deployed two days before the event, and proper gadgets should be used to check everyone entering the hotel. As far as food security is concerned, trained personnel should be employed to monitor food preparation. Other risks such as fire outbreak should be managed by checking the state of fire fighting equipment such as fire extinguishers at the venue. 10. Issue management Celebrations management committee developed issue management strategy. The plan will be used to monitor and evaluate the progress of the celebrations. As part of the strategy an issue management log was prepared to monitor each activity and deal with any unexpected issues. A copy of the log is given below. ACTIVITY START TIME FINISH TIME ISSUES COMMENTS INTERVENTIONS Reception Opining Conference speaker 1 Lunch Break Speaker 2 Speaker 3 Break Speaker 4 Entertainment Activity Fireworks *Tour 11. Change management The management committee developed a set of rules that will govern the change request process. Each rule addresses a different request. The rules are given below. The project management team together with venue manager came up with a management plan detailing the change request process of the key activities scheduled to take place. The change management plan and log are given below. Request Change process Sponsorship cancelation A sponsor can cancel the deal through a written notice. The notice should be 1 month before the scheduled date. In case of cancelation the sponsors will be required to pay at least half of the sponsorship deal. Delegates cancelation The delegates are allowed to cancel the bookings 72 hours before the scheduled date. They can cancel thorough the event website. The delegates will only be refunded half the ticket price. Venue cancelation The venue hosting the event will not be allowed to cancel unless in special cases. The venue manager will write a notice of cancelation two months before the scheduled date. The manger will then appear in person at one of the management meeting to explain the circumstances of the cancelation. Cancelation of speakers By applying to management committee The speakers can his attendance. In case of a cancelation the speaker will not be payed. 12. Communication management The communication and marketing manager developed a communication management plan. The plan includes all the marketing strategies that will be used to market the event. The marketing plan is given below. Communication strategy Description and detailed information Event website An event website will be developed and will contain Pictures of the speakers and their biography The event logo Videos related to the event The time and location of the event Pages were the people can buy the tickets social media The marketing manager Created the following social media accounts to market the event LinkedIn Facebook Twitter The account will then be linked to the event website which makes easier for potential customers to buy tickets. Digital and print media The marketing manager together with the sponsors developed advertisements that will be aired on national television. Emirates Airways- two advertisements BMW- one advertisements The event was also advertised in the print media including newspapers and magazines 13. Quality To ensure the quality of deliverables, the supplier will have to produce quality certificates. Quality is defined meeting the satisfaction of the consumer. Quality will be ensured through inspections. An audit can be performed randomly to ensure quality. A team that carries out tests could be used to ensure check quality. All these should be geared towards avoiding quality failure. In the event that quality failure occurs in the consumer’s eye, the consequences are usually dire. It is because the user loses trust in the supplier hence loss of market. Furthermore, as the project team carries out their work, they should aim at quality assurance because this promotes confidence in them. Quality assurance is done through continuous improvement 14. Deployment plan ` It will involve deploying security personnel mostly at the entrance to the proposed venue. All people entering the place will have to be checked. Users have to be used to direct the guests. The hotel staff should ensure that the accommodation facilities are organs for the guests. Whereas the corporate affairs director should ensure that, the travel documents are secured. The marketing department should ensure that the project log, the brochures are printed. Appendix A- references Document Description Location BERKUN, S., & BERKUN, S. (2008). Making things happen: mastering projects management. Beijing, O'Reilly KLOPPENBORG, T. J. (1900). Contemporary Project Appendix B – Key terms Project A series of activities that are unique and connected together aimed at finishing a product within time Management It is a function or activity that direct the efforts of individuals objectives or goals while utilizing available resources effectively and efficiently Project Management It is an activity or process of organizing, controlling, planning and motivating protocols, resources, procedures to achieve or accomplish certain or specific objectives or goals. Read More