LITE Project Management Plan - Coursework Example

25TH ANNIVERSARY OF AIPM Name Course Instructor Institution Location Date 25th Anniversary of AIPM Version History The development and management of the project management plan were with the help of software known as lite version 1.0 developed by Deepak Vohra. There are several stages involved in the creation of the program as it entails much work on purposes of the project, approval person, and the several dates of approval and revision with given reasons. Lite version 1.0 clearly helps in the creation of the PMP in simple and understandable way with apparently calculated steps and processes involved. The purpose is to come up the desired plan for the 25th anniversary of the aim in 2016. The revised edition had a facelift because the former version did not have enough data for the required planning for several projects. For this reason, it would limit someone who wanted to come out with an effective plan in terms of schedules and resource management. The current version is user-friendlier as compared to the past one. Version # Implemented By Revision Date Approved By Approval Date Reason 1.0 Deepak Vohra 4/12/2014 John Deere 414/2014 Less user friendly TABLE OF CONTENTS 25th Anniversary of AIPM 1 25th Anniversary of AIPM 1 Version History 1 Introduction 6 1.1 Purpose of LITE Project Management Plan 6 2.0 Project and Product Overview 8 3.0 Scope 8 3.1 Objectives 8 3.2 High-level requirements 9 3.3 Assumptions 10 3.4 Constraints 10 They are; 10 3.5 Major Deliverables 10 3.6 Work break structure 11 No. 11 POST 11 1. 11 Project Director 11 2. 11 Project Manager 11 3. 11 Sponsor 11 4. 11 Software Technician 11 5. 11 Business Manager 11 6. 11 Finance Manager 11 7. 11 Market Manager 11 8. 11 Security Officer 11 4.0 Compliance Related Planning 11 5.0 Schedule 14 5.1 Schedule management 14 For the event to be successful, the chief planning committee has to remember to include a plan. The program will run in accordance with the stated programs whose ultimate goal will have a successful event. The process will involve first to brainstorm several activities that will occur. The planners will have to have a systematic analysis of which activities follow the others. These activities will have start and end times so that a person will know the begging and end of that particular event of interest. Following that will lead the determination of critical activities that will need no float time as there demand will be in much need. These activities will need grouping in order to determine which ones are critical and not so. Essential events will have no float and need no delay. The delay of such activities will lead to the overall delay of the entire project that will not be a good sign as adverse effects will start to come into play. These negative forces are the wastage of money in order to bring the activities back to their wanted position. The other important their about scheduling is that the plan will have a grant chart that will show all the required activities that are in demand. 14 The plan will clearly indicate the start and end times of all activities in a network diagram. The network diagram will be an activity on arrow diagram with nodes. It should have a critical path that will be the longest path within the network diagram, which in turn will determine the time of the whole process for the event to be a success. Each activity will have two late times and early times. The late times will be latest start and finish. The first time will be most initial start and finish. The total float of each activity will be the difference between the earliest start and latest start. The float will be that time an activity can under extension without affecting the completely periodic time of the project. There will several resources that will manage those activities. These resources can be human and non – human. For example, skilled labour will be of vital importance when handling unskilled labour. Other resources such as Internet and stationary will be necessary in the execution of several activities. In the end, there will be resources that are helpful in the execution and supervision of work. The overall boost will be a project manager. The manager will be responsible for hiring and overseeing the implementation of all actions concerning the execution of the order. Supervision of works will ultimately lead to the final success of the project. The supervisor will have had enough experience in the fields of management on several similar projects in the past. The hiring of technical staff will be the work of a particular group of people who will need appointing. This group of people will be in the human resource department. Their job will be to endeavour that only competent staff are on the job. In the event, the staffs hired are not performing as expected in order to achieve the desired goal, and then the human resource staff should inform the project manager. The onus is on the project manager to sack and recommend for hire all labourers and staff to work on the plan. 15 The management of the pmp will have several categories of inside workers. These workers will all be under the chief manager. They include assistant managers, finance managers, and directors. The directors will be the overall bosses and on top of the project manager. There will be a paper flow from one to another. The units will have the same cause of action in the name of achieving the stated goal. There will be a baseline in the first two weeks showing all the important activities that are more vital than the others are. However due to ever-changing ideas, the project management will need constant updating in order to have a current stature. The project schedule will have no more than three days of no checking for updates. 16 5.2 Project Schedule 16 6.0 Budget/Cost 19 6.1 Funding source 19 6.2 Budget 19 7.0 Project organization 20 7.1 Roles and Responsibilities 20 7.2 Stakeholders (Internal and External) 23 8 Risk management 23 9 Issue Management 24 10 Change Management 24 11 Communications Management 25 12 Quality 25 13 Deployment Plan 25 Appendix A: Project Management Plan Approval 26 APPENDIX B: References 28 APPENDIX C: Key Terms 29 25th Anniversary Of AIPM Introduction 1.1 Purpose of LITE Project Management Plan The purpose of the LITE Project Management Plan is to come up with a competent and successful program that will support the event of the 25th anniversary of AIPM. The team has the responsibility of planning correctly in as far as the event matters. However, there are certain limitations to that may hinder the success of the event. They need urgent attention and include budget and unfavourable conditions. There will be high costs because of the level of project handle as it is a huge one. Therefore, a person would expect a high budget. It would mean the use of cash flows and time management schedules that show the flow of income and activities will occur. Due the nature of activities involved in the planning process, one cannot leave out the management of risks. There are likely to be undesired occurrences such as more extra attendance of people than the expected ones and so financially straining the financial committee. Therefore, the primary objective of the team is to come up with a well-planned and organized service for the project management of the Australian Institute of Project Management (AIPM). The service will have to be of the highest level possible. The 25th-anniversary PMP for AIPM will be the primary tool used in the execution of the project. The PMP will tackle critical issues such as finance, resource management, time, and schedules of the anniversary. The 25th-anniversary PMP for AIPM has several approaches as there will be the team of five people who will have their tasks. The tasks are only peculiar to the person assigned to them for the purposes of vision of labour and faster implementation of the project. The 25th-anniversary PMP for AIPM will have several parties all interested in the implementation of the project such as the Project sponsor, team, and lastly authorized and competent leadership. The sponsor will finance the implementation of the project that most individual will call for banks. The senior leader will involve several experienced and tested leader of mega projects from the past who have a good record in as far as leadership matters. The 25th-anniversary PMP for AIPM will be subject to several changes in accordance with the given circumstances present at the time. Other people include the management and staff of AIPM, the concerned authorities who own the venue, various speakers scheduled to speak on the occasion. Lastly, are the different suppliers giving much-needed services like transport and catering. However, the original purpose of achieving a successful event will not undergo change as the clients and people in attendance should be in the position to thank the planning and appreciate the event. 2.0 Project and Product Overview The 25th-anniversary PMP for AIPM is all about coming up with best plan that people, public and concerned authorities will appreciate as at a desired cost while keeping the standards high and unique. The services that will be in existence include catering, transport, and others to mention a few. The team concerned with the planning of the function will need to have enough time and much-desired resources to have a flawless function. The team involved in the planning will have to under careful selection for the people of having a working team from several disciplines such as finance, leadership, organization, and extra resources. The event will have to be colourful and elegant as distinguished guests and invited people will attend. The Project Charter will indicate the power of several people in the planning clearly stating the role of each. The charter will show where each person should do. The impact of the project on society will be to create a proper environment that people will love and so readily associate with one another. The project will have a more positive impact on the people in term of bringing several people together. 3.0 Scope 3.1 Objectives The objectives of the 25th-anniversary PMP for AIPM are to lead to the determination, and examination of the efficient services at the event with the aim of having the merits of competent functions and showing the associated risks. The three main objectives include; To get an efficient plan that combines all sectors expected in the party To give tasks to each party involved in the planning for the event. To review the selected criteria for the implementation of the project is the most efficient way. 3.2 High-level requirements For a proper and competent event, there have to be all required players in the planning process starting from financial analysers, planners, resource providers, funders, and sophisticated tools. Such sophisticated tool includes: Microsoft Project to get Grunt charts, Critical Path and activities, and mean times. Among other requirements needed, the following; Facility: The venue will have to be in good and to a required standard with several services such as showers, toilets, and proper ventilation. The importance of such services in the building will be to give the guests and people who will attend the best of required standards. The target of having an excellent venue is to promote the comfort of the people in the area. Services: The services have to be in good shape. For example for the case of catering, all the utensils that will be in use should be clean and beautiful. They should be simple to manage and not giving difficulty to people to use. The showers should be clean and smart for people to like them and be at ease. Catering: Issues concerning are delicate in the sense that if people do not like it, then the function is not proper. The function being not enough leads to less satisfaction and spoils the mood of the event. Several caterers will work as per the budget to reduce the eventual costs. Program: There have to be the structure that will allow the function to proceed properly. For example, the rich tradition of AIPM should have a sound reflection during the course of the party. Lunch: The structure present at the function will have to allow people to enjoy and have a good experience of a lifetime. There will be sessions of fun. Speakers: A selected list of people who will speak on that day will exist. Each person will have their own time needed to perform their respective duties and resources if needed. 3.3 Assumptions All the required finances will be available to sponsor the project All stakeholders and partners involved in the organization of the PMP will perform their roles efficiently. There will be too many guests and all needed resources will be around. 3.4 Constraints They are; Lack of enough funds to fund all activities and purchase of all required items fully. Lack of full professionals in the field of design and event organization. 3.5 Major Deliverables By the end of the Project, there will be the following delivered items; Tents Chairs Transport means like cars Food Containers for disposal and many more. 3.6 Work break structure Several people will have their roles, which will be achievable in the given time. The roles and concerned persons are in Table 5 further below. Table 1: Work break down categories No. POST 1. Project Director 2. Project Manager 3. Sponsor 4. Software Technician 5. Business Manager 6. Finance Manager 7. Market Manager 8. Security Officer 4.0 Compliance Related Planning There will be set of compliance related processes that will need careful following. Their processes include but not limited to: Capital planning and Investment Control (CPIC): In this method of work, capital needs serious planning in the sense that cash flows will show costs and profits as concerning the financial status of the project. The costs will face down and the profits up. There are likely to be more costs in the projects because there will be more money spent on the execution of activities. Security: There has to be more security to ensure that the property of people is safe from being stolen and embezzled. The event should be such that people come with their property and happily go back home with it. If a person’s property is absent from the point where they had left it, there will be discomfort. Enterprise architecture: For a function to have glamour, there have to be attractive materials on the resources used. For example, the tents should glister with spectacular colours such as gold and purple. The essence of having these colours is to attract as many people as possible. Most events have their own features. On the day like this, most companies have their own colours that run the show. The result is that AIPM has its own colours that have for long period been the official one on several events in the past. The truth is that beauty lies in the eyes of the beholder. Therefore, when it comes to architecture, several people would want to suggest what type of materials are better looking than the others are. The event will have a designer appointed specifically for the purposes of coming up with the most all conclusive design. The design will take in to account several aspects and ideas from several people and so come out with the best features. Among the other things expected, the designer will have to be professional in their execution of work in order to come up with the most desired features. The event will consider an average of several designers who will come to bring people together in order to pick the best features. Furthermore, different software will give a pattern on how the beauty of the event can work out. The designers are to use several design data from books that concentrate on the best deals on designing the events in life. Phone vocabulary and messaging: In order to get the invited guests on board a selected group of people will have to send a good number of messages to them. The result is that the more people this authorized group will talk to the more guests expected at the event. There are mobile phone networks that send bulk short messages to a big number of people. Their instant messages will be vital in the communication of the event concerning the Plan. The planning committee will need to put aside a good amount of money to execute the order. The people who will communicate to people to come and attend the function will have to be polite and concise as too much time allowed to one person will waste money. The process of sending messages will aim at having a certain threshold value of about 200 messages per day in order to get as many people as is possible. There will be decision of labour. The meaning of decision of labour would take in to account small groups of people told to call certain regions that have the guests. For example, consider a group of ten, people who will have one single role of calling certain important people and sending them messages. In the end, these people will get tired. There will be working in shifts. These shifts will be both night and day. The night shift will start form six in the evening to six in the morning. In this shift there will be other turns and rounds of people to call as a person will not call and message the whole shift. Applications: There will be server points at selected areas where people sent mails will be. There will also be other network messages informing people of the event. The networks include WhatsApp, Facebook, and Twitter to mention a few of them. The use of Internet will be important because people in far way areas who have access to online services will get to know about the event in detail. When it comes to online services, there will be certain amount of money separately placed for acting as a backup in the event that the already assigned money is not enough to finance the Internet program. The bundles bought will aim at having effective communication between those working and those supposed to attend the party. 5.0 Schedule 5.1 Schedule management For the event to be successful, the chief planning committee has to remember to include a plan. The program will run in accordance with the stated programs whose ultimate goal will have a successful event. The process will involve first to brainstorm several activities that will occur. The planners will have to have a systematic analysis of which activities follow the others. These activities will have start and end times so that a person will know the begging and end of that particular event of interest. Following that will lead the determination of critical activities that will need no float time as there demand will be in much need. These activities will need grouping in order to determine which ones are critical and not so. Essential events will have no float and need no delay. The delay of such activities will lead to the overall delay of the entire project that will not be a good sign as adverse effects will start to come into play. These negative forces are the wastage of money in order to bring the activities back to their wanted position. The other important their about scheduling is that the plan will have a grant chart that will show all the required activities that are in demand. The plan will clearly indicate the start and end times of all activities in a network diagram. The network diagram will be an activity on arrow diagram with nodes. It should have a critical path that will be the longest path within the network diagram, which in turn will determine the time of the whole process for the event to be a success. Each activity will have two late times and early times. The late times will be latest start and finish. The first time will be most initial start and finish. The total float of each activity will be the difference between the earliest start and latest start. The float will be that time an activity can under extension without affecting the completely periodic time of the project. There will several resources that will manage those activities. These resources can be human and non – human. For example, skilled labour will be of vital importance when handling unskilled labour. Other resources such as Internet and stationary will be necessary in the execution of several activities. In the end, there will be resources that are helpful in the execution and supervision of work. The overall boost will be a project manager. The manager will be responsible for hiring and overseeing the implementation of all actions concerning the execution of the order. Supervision of works will ultimately lead to the final success of the project. The supervisor will have had enough experience in the fields of management on several similar projects in the past. The hiring of technical staff will be the work of a particular group of people who will need appointing. This group of people will be in the human resource department. Their job will be to endeavour that only competent staff are on the job. In the event, the staffs hired are not performing as expected in order to achieve the desired goal, and then the human resource staff should inform the project manager. The onus is on the project manager to sack and recommend for hire all labourers and staff to work on the plan. The management of the pmp will have several categories of inside workers. These workers will all be under the chief manager. They include assistant managers, finance managers, and directors. The directors will be the overall bosses and on top of the project manager. There will be a paper flow from one to another. The units will have the same cause of action in the name of achieving the stated goal. There will be a baseline in the first two weeks showing all the important activities that are more vital than the others are. However due to ever-changing ideas, the project management will need constant updating in order to have a current stature. The project schedule will have no more than three days of no checking for updates. 5.2 Project Schedule The project plan will have a certain set of tasks that will need completion within an amount of time. The schedule will have the beginning and end time of the entire project. The times allocated to the entire project will depend heavily on each small activity present within the entire project. The most critical of the activities will be the critical activities that will take the longest time for implementation with no delay. There will be selected dates for each activity to undergo execution with close monitoring until the completion of the entire project. Table 2: Activities for the PMP Figure 1: Grantt Chart for the PMP. 6.0 Budget/Cost 6.1 Funding source The source of funding will be from the bank as the PMP will take a considerable amount of money. In order to have able flow of money to finance the project constantly, a reliable source will be in demand. The only source will be a bank if not any willing person with enough funds to finance the project. The money will be in the finance manager’s care. The project charter will have a provision for the source of funding clearly stating the desired specifications. 6.2 Budget There will be several items in the budget with an estimated sum of usd 65 million for the beginning. Table 3: Budget for PMP. No. Item Cost in USD 1. Stationary 1,000,000 2. Labour 13,000,000 3. Equipment 15,000,000 4. Architectural beauty 6,000,000 5. Management 5,000,000 6. resources 20,000,000 7. Miscellaneous 5,000,000 8. Total 65,000,000 Table 4: Cash flow for the PMP Expenses (Negative Cash Flow) ($) Venue Cost Services: Security Catering 60,000 10,000 15,000 Cost of Dispatch of tickets purchased online 5,000 Printing of tickets Printing of brochures Printing of invitation cards Cost of website 1,500 10,000 15,000 18,040 Key Speakers 70,000 Total estimate 204,540 7.0 Project organization 7.1 Roles and Responsibilities Table 4 shows the roles played several people in the PMP. Table 5: Roles within the PMP 7.2 Stakeholders (Internal and External) There are several people involved in the execution of the PMP. Table 6: Internal and External stakeholders No. Item Roles 1. External Resources Project reporting. 2. Internal Stakeholders Senior management of AIPM Planning committee involved in planning and execution of the event 3. External Stakeholders Sponsors Administration of Melbourne Convention and Exhibition Centre Caterers for the event Unitix Linode Whirlwind Print Giant Invitations 4. Internal Resources More funds will be from the AIPM Finance Department 8 Risk management The presence of calculated risk measures will help to avoid unnecessary costs and losses as certain worse situations will be in recognition before they happen. These risks will be those that disrupt may disrupt and during the event such as moving vehicles and failure of speaker to speak. There will be a risk management for the PMP as shown in Table 5 with several ratings. Table 7: Risk management and Analysis Hazards Area Affected Risk Rating Mitigating Measures Fire and Calamity Disrupted flow in the venue 4 Clear exit ways and enough security staff Uninvited people Financial losses 3 Enough security personnel Overcapacity Disruption of event 2 Few tickets for selected number of people Few people Financial losses 3 Competent budget Delayed Chief Guest Disrupted event and financial loss 2 Earlier communication and standby speakers. 9 Issue Management There will competent staff to execute proper recording, reporting and tracking of documents for the good flow and stability of management for quick reference. There should be staff trained separately to handle undesired up comings that may disrupt the success of the event such as unprepared for misbehaviour by fellow staff. 10 Change Management There will be options to help in the replacements of resources and activities in the event that unlikely situations arise. For example should certain stakeholders and parties perform undesirably, there will be other competent staff on guard to take over for having a successful PMP. 11 Communications Management There will be clear communication through memos, intranet, social media and network. All these different methods will help in keeping people informed on the current issues about the PMP for proper decision-making. 12 Quality In order to achieve quality, there will be a separate team of experts. The experts will use quality management skills to promote, sensitize and execute quality in all the process of the PMP solely. The team will check all tools and activities associated with the project to ensure that quality is present. 13 Deployment Plan There will be memorandums of understanding between parties on hoe the PMP will run at a certain cost in given time. However, there will be rescue teams such as insurance companies in the event of a loss. There will be health workers should there a call for a physician on that day for the anniversary. Appendix A: Project Management Plan Approval The undersigned acknowledge they have reviewed the 25th anniversary of AIPM Project Management Plan and agree with the approach it presents. Changes to this Project Management Plan will be coordinated with and approved by the undersigned or their designated representatives. Signature: Date: 5/8/2015 Print Name: John Petri Title: Project Manager Role: Printing tickets Signature: Date: 5/8/2015 Print Name: George Warren Title: Business steward Role: Profit and Loss management Signature: Date: 5/8/2015 Print Name: James Orton Title: Project Director Role: Overseer of PMP APPENDIX B: References The following table summarizes the documents referenced in this document. Document Name and Version Description Location LITE Version 1.0 Project management skills www.liteversion1.0.com Melbourne Exhibition Centre Auditorium functioning www.melbourneec.com APPENDIX C: Key Terms The following table provides definitions for terms relevant to this document. Term Definition PMP Project management Plan AIPM Australian Institute Project Management CPIC Capital Planning and Investment Control Read More