Project Management Planning - Coursework Example

PROJECT MANAGEMENT PLAN Name: Institution: Project management plan 1. Schedule 1.1. Schedule management The annual general meeting of the Australian Institute of Project Management is planned for 16th to the 18th of October at the Crown Palladium. The meeting will be a three-day affair that is expected to attract over eight thousand six hundred delegates and inverted guests. The annual meeting has invited keynote speakers and 15 guest speakers from all over the world who are scheduled to speak. It will have a dinner and celebrations at the end of the third day. The conference will give the delegates and inverted guests a chance to mingle and network to create new contacts. The annual general meeting is used to highlight the achievements and challenges of the past year and to establish a new plan for the coming year. The project management team developed a schedule management plan of the celebrations. The project manager, a representative of the project management organization, will head the project management team, which will be responsible for the implementation of the schedule management plan. The project management plan contains the actual project schedule, the schedule baseline, and the change control mechanism. The actual schedule is the schedule that provides the correct dates and time. The change control mechanism is used to manage unexpected events that can affect the schedule of the celebrations. The schedule baseline is used to monitor the activities scheduled for the anniversary. As the head of the project management team, the project manager is the only person authorized to change or update the schedule of the event. The event schedule will be updated after every event activity. The project management team has put in place a change process mechanism that will deal will any unforeseen complications. In the management plan, the management team stipulated the change control measures. 1.2. Project schedule The aim of the project schedule is to act as a guide for the different project stakeholders both internal and external. The event organizers use to monitor the activities of the event; the delegates use it to obtain information on the date and times of the different activities that are scheduled to take place during the celebrations. The table below gives the basic structure of the event schedule. 1.1 Day One: Friday 16/10/2015 7:30 9:00 Registration & Breakfast 9:00 9:30 Opining (Vinayaga Sarma) 9:30 10:00 Keynote speaker (PETER WILKINSON) 10:00 11:00 1st guest speaker (GRAHAM FOSTER) 11:00 11:30 Q/A 11:30 12:30 Lunch Break & Networking 12:00 1:00 2nd guest speaker (JONAR NADER) 1:00 1:30 Q/A 1:30 2:00 Break (tea, coffee & snack) & Networking 2:00 3:00 3rd guest speaker (LIZ GREEN) 3:00 3:30 Q/A 3:30 4:00 Break (tea, coffee & snack) & Networking 4:00 5:00 4th guest speaker (JIM PENMAN) 5:00 5:30 Q/A 5:30 6:00 Networking Table 1: Activities scheduled for Friday 16th 1.2 Day Two: Saturday 17/10/2015 11:00 11:30 Keynote speaker (ROBIN DAUBENY) 11:30 12:30 1st guest speaker (IAN LIN) 12:30 1:00 Q/A 1:00 2:00 Lunch Break & Networking 2:00 3:00 2nd guest speaker (PROFESSOR FRED HILMER AO) 3:00 3:30 Q/A 3:30 4:00 Break (tea, coffee & snack) & Networking 4:00 5:00 3rd guest speaker (SANDI GIVENS) 5:00 5:30 Q/A 5:30 6:30 Dinner break & Networking 6:30 7:30 4th guest speaker (MIKE SCHOETTLER) 7:30 8:00 Q/A 8:00 8:30 Networking Table 2: Activities scheduled for Saturday 17th Day Three: Sunday 18/10/2015 9:00 9:30 Keynote speaker (LOUISE MAHLER) 9:30 10:30 1st guest speaker (JOHN LEES) 10:30 11:00 Q/A 11:00 11:30 Break (tea, coffee & snack) & Networking 11:30 12:30 2nd guest speaker (TERRY HAWKINS) 12:30 1:00 Q/A 1:00 2:00 Lunch Break & Networking 2:00 3:00 3rd guest speaker (JOSHUA OWEN) 3:00 3:30 Q/A 3:30 4:00 Break (tea, coffee & snack) & Networking 4:00 5:00 4th guest speaker (GRAHAM BRADLEY AM) 5:00 5:30 Q/A 5:30 7:00 Dinner & celebration 7:00 7:30 Ending (Vinayaga Sarma) 7:30 8:00 Networking Table 1: Activities scheduled for Sunday 18th 2. Budget/costs 2.1. Funding source The management team came up with several sources of funds. The need for multiple funding sources was to make sure that the celebration would be memorable and successful affair. The team secured both capital and human resources. The management team identified three sources of funding namely sponsorship, proceeds from ticket sales, and proceeds from the exhibition booths. 2.1.1.1. Sponsorship The management team categorized the event sponsors into three groups namely diamond sponsors who are the main sponsors of the event. Gold sponsors who are the co-sponsors of the event and silver sponsors who are also the co-sponsors of the event. The total sponsor packages estimated will cover $514,000.00 just more than half the amount from the total cost of the project 1. Google (Diamond sponsors) Google collaborated with the Australian Institute of Project management to sponsor its annual conference generations. Google is the main sponsor o the event. As the principal sponsors, Google parted with $25,000. Apart from the fee, Google will do advertising and marketing for the event. It has also offered to share advertising ideas and to place the event and its date on the search bar as a way of marketing the event. It has also proposed to generate an invitation page to position Facebook advertisement on the top of the Google search list until this event finishes. In return, Google will receive several benefits before and during the event namely. Continued acknowledgement throughout the event Logo recognition Identified as a key and official sponsors of the event Have a secluded signage in the main venue Their companies given special recognition and emphasis in the conference handbook Recognized, acknowledged and featured in the conference website 2*3m x 3m exhibition booth 2. Facebook (Gold sponsors) Facebook is the gold sponsors of the event. Facebook will be one of the co-sponsors of the events. For being associated with the development and being named co-sponsors, Facebook parted with $18,000. Apart from the fee, it offered free advertising on its website; it has also offered to share advertising ideas and marketing campaigns. In return, Facebook will receive several benefits before and during the event namely. Have their logo put in a strategic location including brochures, handbook as well on the website among others Have the sponsor banner strategically displayed at the entry point at the reception 3m x 3m exhibition booth 3. Casino and entertainment complex crown (Silver sponsors) The Casino and Entertainment Complex Crown is the silver sponsor of the event. As part, o f the sponsorship deal the casino will meet the accommodations expenses of the guest speakers and the keynote speakers. The intricate crown will decorate its casino with the colours, logos, and banners of the celebrations from two weeks before the event until the event ends. As part of the deal, Crown complex will receive some benefits including. Featured in the advertisement in the conference handbook Exclusive branding association Special logo recognition that are strategically placed in brochures, conference handbook and website among others 2.1.1.2. Ticket sales The AIPM annual congress meeting is expected to attract 8600 delegates thus the management team decided to print eight thousand six hundred tickets. The ticket price will go for $40 per head. The ticket price is the same for both the AIPM members and non-members. $344,000 is the total amount of money raised from the ticket sale. 2.1.1.3. Exhibition booths The placement of exhibition booths a great way of getting much-needed income that will be used to manage the event. Each company that wants to place its booth must pay a fee of $4000. A total of 40 exhibition booths were rented out. $160,000 was the total amount of raised; the booth package entailed. 3m x 3m exhibition booth Company products with their services the conference handbook 2.2. Budget While budgeting for the event, the AIPM’S aim was to make sure the event is a success to but it should within the budget. A breakdown of the budget is given below. Expenditure Income Expense Cost Activity Income Catering $626,894 Sponsorship Staff $34,038 Google Australia $25,000 Beverages $32,278 Facebook Australia $18,000 Marketing $15,000 $12,000 Delivery day one (alcohol) $476 Exhibition booths Venue $68,880 Total number of booths $160,000 Total for all guest speakers $83,000 Tickets Sales $344,000 Total $860,566 Total $888,000 3. Project Organization 3.1. Roles and responsibilities The key roles that will make the project a success arel listed and described below Name & Organization Project Role Project Responsibilities Willy Paul Google Australia Main Sponsor Paul will be a member of the project management team as a representative of the principal sponsors. . He will be the link between the primary sponsors and the project management team. He will ensure that all the contractual agreements in the sponsorship deal are fulfilled Tony Blair Facebook Australia Co-sponsors Tony will be a member of the project management team as a representative of the Facebook. He will be the link between the Co-sponsors and the project management team. He will ensure that all the contractual agreements in the sponsorship deal are fulfilled George Bush Casino and Entertainment Complex Crown Co-sponsors Tony will be a member of the project management team as a representative of the Casino and Entertainment Complex Crown. He will be the link between the Co-sponsors and the project management team. He will ensure that all the contractual agreements in the sponsorship deal are fulfilled Gordon Brown Ministry of Planning Chef guest as a representative of the state Brown is the director of planning in the ministry of planning. Gordon will be the chief guest at the gala dinner, and he will represent the state. In addition, he will ready a speech on behalf of the prime minister. Robert Mugabe Mugabe and associates Project Manager Mugabe will head the project management team. He will represent the Project management firm in the group. He will chair all the teams meaning and will give directions on the way forward. . Ian Clark Melbourne convention centre. Venue Manager Ian will manage the venue during the event. He will part of the project management and will work together with the other team members to ensure the event is a success 3.2. Stakeholders All the stakeholders have a role to play to make sure the event is a success. The input of each one of them is important. Both the internal and external stakeholders can have a negative or positive effect on the success of the event. Below is a tabulation of the key stakeholders. Stakeholder Role The Australian Institute of Project Management The organizers of the event Melbourne convention centre. The venue of the event Mugabe and associates The project managers Casino and Entertainment Complex Crown Co-sponsors of the event Facebook Australia Co-sponsors of the event Google Australia Main sponsors of the event Melbourne Police Provide security at the event 4. Risk Management . Risk Management A risk is a condition or event that takes place prior or during an event, and that could have a negative or positive effect on the objective sand outcome of the event. A risk management plan is a tool that can be utilized to identify, assess, report, monitor, and respond to these risks. The project management team prepared a risk management plan to monitor, record the activities of the project and to identify, analyse and manage any risks that may arise during the lifecycle of the event. The project management plan contains practices and templates for prioritizing and recording risks. Activity Description Potential risk Management measures Registration & Breakfast Opining (Vinayaga Sarma) Keynote speaker (PETER WILKINSON) 1st guest speaker (GRAHAM FOSTER) Q/A Lunch Break & Networking 2nd guest speaker (JONAR NADER) Q/A Break (tea, coffee & snack) & Networking 3rd guest speaker (LIZ GREEN) 5. Issue Management During the event, unexpected issues or delays may arise. A proper mechanism should be in place to the manage such issues and make sure they do not escalate to the point that they affect the outcome of the event. The project management team developed a strategy for managing such issues. Part of the strategy was developing an issue management log to assess the level issue and to develop a plan to fix the issues s Event Start time Finish time Issues Comments Interventions Registration & Breakfast Opining (Vinayaga Sarma) Keynote speaker (PETER WILKINSON) 1st guest speaker (GRAHAM FOSTER) Q/A 6. Change management Unexpected changes to an events schedule are typical and usually occur almost all the time; the matter is not its occurrence but the measures in place to deal with such circumstances. A change management plan can be used to manage such changes, which ensures that the project will proceed according to plan, and conclude successfully. The project management team came with a change management plan to deal with any changes to the schedule of the event. The program is given below. Activity or process Change request process Sponsorship Cancelation or withdrawal The sponsor cannot cancel or withdraw from the sponsorship deal once the opening date of the event is below two weeks. To ensure this does not happen, the sponsor is required to pay the money specified in the contract two months before the event. In case the sponsor withdraws the event will continue since the money will be in place Delegates cancelations Delegates are allowed to cancel their tickets but at least 48 hour before the event. In cases of cancelation, the delegate can only receive a third of the money they spend on the ticket money. If a cancelation takes place 24 hour before the event, the delegates will not receive any money. 48 hour is enough time for the event organizers to resell the ticket. Keynote speakers and guest speakers cancelation The keynote speakers can cancel with a two weeks’ notice. In case they can with two weeks, they will not receive any payment. To ensure that they do not receive payment and cancel they will be paid partially 48 hour before the event Venue withdrawal or cancelation The venue of the event is under contract to give six months notice of any intention of cancelation. The notice will be addressed to the management team who will consider the cancelation plea and can decide to either reject or accept it. 7. Communication management The success of or outcome of an event partly depends on a successful marketing campaign. A properly mounted campaign will expose the event to a wider audience. The event management team came up with a communication management plan. The plan is given below Communication strategy Description and detailed information Social media Using of pre-event blogs, creation of event hashtags on Twitter and Facebook and the use of socially influential people. Website Creating a website that is designed for the event that includes Pictures and a brief introduction of the speakers at the event, the website will also include all the relevant details about the event Internet resources Mail and emails will be sent before the conference and will give details about the activities as well as the speakers to all those who will be attending. Then they will also be sent mail and a reminder email before the event commences. Marketing letters and emails Mail and emails will be sent before the conference and will give details about the activities as well as the speakers to all those who will be attending. Then they will also be sent mail and a reminder email before the event commences. Digital and print media A very visible marketing strategy that entices individuals to attend this meeting will also be made available both in the national dailies and in the AIPM website Posters and images Designing a Poster and images for the event, as well as exciting activities, will also be made available to the public through the social media platforms that have been selected. That poster and images will include dates of the event, time, venue, and sponsor’s logos 8. Deployment plan To ensure that the event process on schedule and its eventual success the project manager in consultation with the venue, hotel and transportation managers have come up with a deployment plan. The Plan is a description of the approach that will be used to rollout the services during the event. Services Description Accommodation The delegates and the speakers will be booked into several hotels in close proximity to the event venue. It will ensure easy coordination and transportation between the hotel and the venue of the event. The hotel will provide the delegates transport to and from the venue of the event. The delegates will be pre-booked to ensure that they is no shortage of accommodation Venue The venue will be located close to where the delegates will be staying There will be a three course meals at the venue for the three days to ensure that the delegates will not look for food Transportation and security The delegates will have the option of taking a free ride to and from the hotels at no extra cost. This will ensure the celebrations start and end on time. Read More