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Project Management Plan: How National Conference Help Australian Computer Society To Fulfil Their Goals?

Question

Introduction
Thank you for your comprehensive due diligence report setting out the strategy, costs, and timing of ACS’s National conference. It is with pleasure that we advise your organisation of our intention to proceed with Stage 2 – Project Delivery.

ACS would like to proceed with the ACS National conference in October 2019 following presentation and approval by the ACS Board of a Project Management Plan (PMP) prepared by the Project Manager.

REQUIREMENTS OF STAGE 2 – PROJECT DELIVERY
Your team has recently been appointed as Project Manager by ACS for the delivery of the ACS National conference. As Project Manager you are required to prepare a PMP for the successful delivery of the project and secure client approval before implementation.

This PMP is your first significant project ‘deliverable’ and should communicate your intentions for an effective planning and control framework to guide the successful delivery of this project

It is expected that the Project Manager will submit and present the PMP to the client. Following client feedback the Project Manager shall make appropriate changes and resubmit the final PMP for client approval and implementation.

The objective of a successful PMP is that it clearly sets out a plan for ‘management’ of the project and can be clearly communicated to the project team, the client and relevant project stakeholders. Marks will be discounted for padding or excessive detail as this would reduce the Project Manager’s ability to get buy in and ownership of the PMP by the project team/stakeholders.

It will be expected that the Project Manager will use their experience to make informed reasonable assumptions around likely project circumstances in preparing the PMP. Any assumptions made should be articulated to the client through the draft version of the PMP and feedback sought to ensure the final version clearly captures the Principals Project Requirements, which are then linked to the proposed methodology and governance framework.

Below is an extract from the original project brief to remind you of the importance of this exercise in terms of ensuring seamless planning and delivery:

The Australian Computer Society (ACS) is a professional association that represents the interests of I T Project Management as a profession across all sectors and disciplines. Its focus is on maintaining the professional reputation of Project Management as a philosophy, provides useful information to its members, runs various training courses and upholds industry recognised accreditation standards

Following the success of recent regional conferences, the board of directors has decided to hold an ACS National conference in October 2019. ACS does not have the in-house capacity to coordinate such an event. As the governing body for Project Management, ACS acknowledges that this event needs to be meticulously planned and delivered to the highest standard possible

REQUIREMENTS OF THE PMP
This PMP sets out the plan for delivering the project and should, as relevant for this particular project, concisely respond to each of the key questions set out below:

1)What?

  • What is the project’s Background?
  • What is the project’s Objectives?
  • What are the project’s Success Criteria and how will the Achievement of the success criteria be Measured?
  • What is the Scope of the project?

2) Who?

  • Who fulfils the Key Project Roles?
  • Who is responsible for the Project’s Governance?
  • Who are the Internal Resources on the project?
  • Who are the External Resources on the project?
  • Who are the Internal Stakeholders on the project?
  • Who are the External Stakeholders on the project?
  • Who will receive Project Communications?

3) How?

  • How is the project being Approached?
  • How will the project Risks be identified and controlled?
  • How is the project being Controlled?
  • How are Procurement activities being planned and who is responsible?
  • How will the project be Implemented?

4) When?

  • When are the Project Milestone Dates?
  • When are the key Meeting Dates?
  • When are Key Decisions due?

5) How Much?

  • How much money is available in the Project Budget to achieve the set objectives and fulfil the success criteria?

The PMP is a Project Control Document that needs to be approved by the Client. It is also a live document and will be updated as the project progresses through the key Project Milestones. Revisions to the PMP need to be formally tracked and approved by the Client.

Answer

Executive Summary
Australian Computer Society (ACS) examined in this project management plan is a non-profit organisation that wants to conduct national conference for ICT professionals. Several industry experts and attendees will be attended for this project. However, for successful conference event, project management is required by the authority. As ACS is a non-profit organisation they don’t have larger capability resources. Henceforth, this project management document will be quite helpful to determine project delivery. The purpose of this document is to determine project estimation, cost, delivery and other important aspects of management. Additionally, the report will provide risk management, communication, and change management plan. As the senior project manager, with expertise of project management, the components for successful project delivery is determined in this project management plan.

Introduction
The Australian Computer Society illustrated in this project management plan is a professional association which represent interest of information and communication technology members in Australia. Furthermore, the aim of this professional body is to expand professional excellence in IT as well as to promote Australian ICT technology resources for development (ACS - The Professional Association for Australia's ICT sector n.d.). Additionally, ACS focuses on delivery of authorities’ independent knowledge, technology insights, provide useful information to members, conduct several training courses for adoption of technology for benefit of government and society. ACS as a professional body of conduct arranges several regional conferences in the cities. Now, board of directors want to hold ACS national conference in month October 2019. However, ACS is unable to co-ordinate a bigger event for the first time at national level. ACS as the active part of Project Management wants to plan and deliver high quality project. Therefore, project management plan is required so that effective project delivery can be achieved. Project Management Plan will work as first significant project deliverable that will illustrate effective planning and control framework for successful delivery of project. In previous first stage due diligence report was approved. In the second stage, PMP will demonstrate control plan for successful national conference delivery.

The following sections will determine project plan for successful delivery. It includes project description, constraints or difficulties, key project roles, stakeholders involved, project resources, project schedule, cost budget, risk management plan, communication plan and quality assurance evaluation.

Project Scope and Background
Project management plan is a widely used concept that has been implemented by several private, government and non-profit organisation. Furthermore, studies shows that project management is a frequently used tool by organisation to increase their productivity and efficiency (Mir & Pinnington 2014). Australian Computer Society has only one purpose to conduct innovation in ICT community. This national conference is quite important to be successful so that ACS can full fill their goals. These types of events are quite essential so that ICT professionals can have a platform to share their research globally. Therefore, to achieve successful project delivery management is very crucial part. Without proper organisation of the project management and control, conference can have negative impact.

Australian Computer Society was established on 1 January 1966 as the combination of existing state computer societies (Philipson 2017). After so many years, national conference project is taken into consideration for having global reach. Hence, scope of this project is delivering a successful conference for ICT professionals. This report will address project control and monitoring plan so that successful delivery can be achieved.

Aim and Objectives
The project aim and objectives of associated with this Project management plan or PMP document are as follows.

  • Establish a project management plan that covers all the major information on project delivery.
  • Define key roles and responsibilities for the project team members.
  • Provide estimated cost and schedule for project deliverables.
  • Create a risk management plan with potential risk and mitigation strategies.
  • Create a quality and evaluation criteria for project control and management facilities.
  • Provide change management and communication management plan for the project delivery.

Project Plan
The project plan includes various activities which will be taken for planning the whole conference. This part of project management plan will discuss project descriptions, assumptions, constraints, project organisation, key roles, marketing, resources, estimation, cost budget, and stakeholders involved. Furthermore, various types of project plan will be used such as, change management, risk management and communication plan as well as quality control and evaluation.

Project Deliverables (considered how project is approached in steps)
These are project deliverables required for project management plan which will be accomplished while Australian Computer Society’s national conference will be held in October 2019.

  1. To contribute to the development of ICT project management industry by conducting successful 3-day conference.
  2. To provide various opportunities to the bright attendees by making their connection to the industry experts.
  3. To facilitate information for attendees by giving them insights and ideas for career development and day to day work.
  4. Implement marketing strategies like social media or brand placement so that sponsorships can be gathered for the project successfully (Cornwell & Kwak 2015).
  5. Collaborate and coordinate with team members so that conference can be executed.
  6. Licence and administration permit must be provided for guidelines and seeking approval.
  7. Proper arrangement of transport facilities such as air or bus for participating attendees for project management plan.
  8. Select venue which is near from transport facilities and has ample hospitality requirements.
  9. Arrangement of meeting place where workshops and conference will held for three days.
  10. Provide food, refreshments, and dinner to the attendees in the evening.
  11. Allot certificates to the attendees in the participation of conference event.
  12. Implement safety surveillance and regulations for successful project completion,
  13. Allocate resources such as hardware and software to the participants.
  14. Disclose entire conference in collaboration and cooridination with attendees as well as industry experts.

Project Assumptions and Constraints
Project assumption in project management plan is something that is believed as truth on the basis of knowledge and expertise. Whereas, project constraints refers to something that restrict actions of project team like cost and resources (Assumptions and Constraints in Project Management - projectcubicle 2018). In this section of project management plan, project assumptions and constraints for conference is discussed successfully.

Assumptions

  • The total count for people available in auditorium will be approximately 250 including attendees, industry experts and project team members.
  • Experienced speakers with good inter personal skills will operate the whole conference for three days.
  • Rydges World Square will be the venue where conference will be held for three consecutive days.
  • Refreshment like tea breaks, lunch and dinner will be offered to the participants with food and safety measures taken into consideration.
  • Occupational health and safety services for the people attending conference in case of emergency.
  • From approximately 250 people 50 will be industry experts and rest will be participants, speakers and team members.

Project Constraints
Each project has limited constraints that should be addressed properly. According PMBoK six factors are important and must be considered for project management plan effectively by the project manager such as scope, quality, schedule, budget, risk and resources (Snijders et al. 2013). In this project management plan, these six constraints are assessed as main priority.

  • The scope of project involves only 250 people as the conference participants.
  • The quality evaluation for facilities of transport and hospitality should be rechecked.
  • The project schedule does not have more time. Additional participants cannot squeeze in short time.
  • The budget for implementation cost cannot be bound over the estimation.
  • Risk can occur anytime within project execution.
  • There are only limited resources present for the project delivery.

Project Organisation
The organisation of project management plan includes major key roles that will be played by the team members involved. Furthermore, internal and external stakeholders that were involved as well as project governance structure will be described.

Project Key Roles and Responsibilities

Name of Task

Resource Role Name

Responsibilities

Report To

Project Initiation

     

Project feasibility analysis – Operational

Business Analyst

Study feasibility for operations with stakeholders and experts

Operational Manager, Project manager

Project feasibility analysis – Technical

System Analyst

Study feasibility for technical IT issues

Technical Manager, Project manager

Project feasibility analysis – Financial

Business Analyst

Study feasibility for financial issues

Finance department

Project Charter

Project Manager

Develop project charter for each process

Owner/ACS

Project Initiation Document

Project Manager

Create project initiation document

Owner/ACS

Submission of Project charter and PID

Project Manager

Submit PID and project charter

Australian Computer Society

Milestone 1: Successful project initiation and due diligence approval

     

Project Planning

     

Identify smart objectives for project

Business Analyst

Develop smart objectives for project delivery

Project Manager

Identify project scope statement

Business Analyst

Determine project scope and major deliverables

Project Manager

Project schedule and cost budget

Finance Department

Create project schedule, budget for cost estimation

Project Manager

Gather details for the conference venue

Volunteer

Check with venue for their availability

ACS/Project Manager

Design risk and communication plan

Project Manager

Assess risk and communication plan for stakeholder

ACS

Milestone 2: Submit project plan

     

Project Execution

     

Gather team members and assign roles

Project Manager

Divide role for each member

ACS

Conduct meetings with team members for marketing strategies

Marketing Manager

Create marketing strategies for sponsorships

Project Manager

Finalize conference venue with dates of 15, 16 and 17 October, 2019

Project Manager

Check with conference venue

Project Manager

Finalize catering company

Project Manager

Final the catering company and menu for lunch and dinner

 

Finalize air and bus transportation

Project Manager

Final the transportation management for pick up and drop

 

Finalize the total project budget

Project Manager

Deliver project budget which is cost effective

 

Milestone 3: project executed as per plan

     

Project Monitoring and Control

     

Risk Identification and analysis

Project Manager

Identify major project risk

Risk Management

Mitigation Strategies

Project Manager

Provide mitigation strategies for risk

Risk Management

Track cost and effort for project completion

Project Manager

Estimate whether cost is going up or down

ACS

Monitor all the deliverable meet the conference

Volunteer

Monitor whether deliverables are proper or not

Project Manager

Milestone 4: successful monitoring of all activities

     

Project Implementation

     

Inviting Speaker

HR Manager

Send invitation for conference

Project Manager

Inviting Key note speaker

HR Manager

Send invitation for conference

Project Manager

Invite industry experts

HR Manager

Send invitation for conference and give presentation

Project Manager

Gather sponsors and investors

Marketing Manager

Expert sponsors for funding money

Project Manager

Milestone 5: Successful project implementation

     

Project Closure

     

Starting conference

Speaker, keynote Speaker

Host the national conference for ACS

 

Providing documentation

Volunteer

Distribute documentation to attendees

HR Manager

Clearing out payments for venue, catering and transport facilities

Project Manager

Clear out payment checks for facilities hired at conference

Finance department

Internal and External Stakeholders
Internal stakeholders of project management plan were those who were involved in this project internally such as project management development team. While, external stakeholders were those who were involved in project indirectly and still had important impact.

Internal Stakeholders

External Stakeholders

Risk Management

Speaker, Keynote Speaker

Project Manager

Volunteer Group

Australian Computer Society – Owner: Yohan Ramasundara, Andrew Johnson

Security Company

Operational Manager

Caterers, Transport partner, and venue organiser, Hospitality Group

HR Manager

Industry Experts

Financial department

Project Sponsors: Rydges Hotels & Resorts, Seek, Foxtel Broadband, Telstra, Victoria University and Qantas Group

Project Governance
The role of Project Governance in project management plan is to determine various stakeholders that are involved in the project. For example, partner board include sponsorships, steering committee include operational, risk, technical and operational manager. Additionally, quality control and other project operations are controlled by project management team. Hence, our project organisation includes these governance bodies.

project management plan

Source (Project Management Structure - ADAS&ME n.d.)

Project Marketing and Project Resources
The project resources required for project management plan identify the requirements which will be necessary for management of conference.

Human Resources

Name of Resource

Total Cost ($)

ACS owner

$1,00,000

Project Manager

$ 30,000

Operational Manager

$20,000

Technical Manager

$10,000

Finance Manager

$10,000

Risk Manager

$10,000

Total

$1,80,000

Technical Resources

Name of Resource

Total Cost ($)

Venue

$50,000

Hospitality Group

$80,000

Venue Organiser

$50,000

Speakers

$20,000

Marketing

$10,000

Media

$10,000

Caterers

$30,000

Transport partner

$40,000

Volunteer Group

$50,000

Security Company

$22,000

Total

$3,62,000

Participants

Name of Resource

Cost ($)/Registration Fee

No. of Unit

Total Cost

ACS Members

$500

3

$1500

ICT Industry Experts

$500

50

$25,000

Other Attendees

$1000

200

$2,00,000

Total

   

$2,26,500

Project Costs
The project budget and cost estimation for project management plan was determined from starting of project, making conference arrangements, project execution to project successful closure. The total cost of project for conducting conference is calculated as $58,000.

Name of Task

Date

Cost of Implementation

Project Initiation

15/08/2019

$15,000

Project feasibility analysis – Operational

1/08/2019

1,000

Project feasibility analysis – Technical

5/08/2019

2,000

Project feasibility analysis – Financial

8/08/2019

4,000

Project Charter

10/08/2019

1,000

Project Initiation Document

13/08/2019

4,000

Submission of Project charter and PID

14/08/2019

3,000

Milestone 1: Successful project initiation and due diligence approval

15/08/2019

0.00

Project Planning

31/08/2019

$10,000

Identify smart objectives for project

16/08/2019

1,000

Identify project scope statement

18/08/2019

2,000

Project schedule and cost budget

20/08/2019

1,000

Gather details for the conference venue

24/08/2019

2,000

Design risk and communication plan

28/08/2019

4,000

Milestone 2: Submit project plan

30/08/2019

0.00

Project Execution

15/09/2019

$8,000

Gather team members and assign roles

1/09/2019

1,000

Conduct meetings with team members for marketing strategies

5/09/2019

1,000

Finalize conference venue with dates of 15, 16 and 17 October, 2019

8/09/2019

2,000

Finalize catering company

11/09/2019

2,000

Finalize air and bus transportation

12/09/2019

1,000

Finalize the total project budget

14/09/2019

1,000

Milestone 3: project executed as per plan

15/09/2019

0.00

Project Monitoring and Control

30/09/2019

$12,000

Risk Identification and analysis

16/09/2019

2,000

Mitigation Strategies

18/09/2019

2,000

Track cost and effort for project completion

19/09/2019

4,000

Monitor all the deliverable meet the conference

23/09/2019

2,000

Milestone 4: successful monitoring of all activities

30/09/2019

2,000

Project Implementation

1/10/2019

$5000

Inviting Speaker

1/10/2019

1,000

Inviting Key note speaker

4/10/2019

1,000

Invite industry experts

7/10/2019

1,000

Gather sponsors and investors

14/10/2019

2,000

Milestone 5: Successful project implementation

14/10/2019

0.00

Project Closure

16/10/2019 – 18/09/2019

0.00

Starting conference

16/10/2019

0.00

Providing documentation

17/10/2019

0.00

Clearing out payments for venue, catering and transport facilities

18/10/2019

0.00

 

19/10/2019

0.00

What is the Project Schedule for Project Management Plan?
The project schedule is based on three months prior the planning of conference date which is 15, 17 and 17 October 2019. Furthermore, decisions due as well as responsibilities for each task with milestone date is discussed in the schedule below.

Task Name

Project Milestone Date

Responsibilities

Project Initiation

15/08/2019

Start the project development

Project feasibility analysis – Operational

1/08/2019

Do operational feasibility study of project

Project feasibility analysis – Technical

5/08/2019

Do technical feasibility study of project

Project feasibility analysis – Financial

8/08/2019

Do financial feasibility study of project

Project Charter

10/08/2019

Develop project charter for development

Project Initiation Document

13/08/2019

Create PID document for project

Submission of Project charter and PID

14/08/2019

Submit charter and PID to owner

Milestone 1: Successful project initiation and due diligence approval

15/08/2019

Project initiation process is completed

Project Planning

31/08/2019

Plan the project roles, and tasks

Identify smart objectives for project

16/08/2019

SMART Objectives

Identify project scope statement

18/08/2019

Scope Statement

Project schedule and cost budget

20/08/2019

Cost Estimation

Gather details for the conference venue

24/08/2019

Research best place

Design risk and communication plan

28/08/2019

Risk analysis and communication plan

Milestone 2: Submit project plan

30/08/2019

Project Planning completed

Project Execution

15/09/2019

Execute project plan with team

Gather team members and assign roles

1/09/2019

Roles

Conduct meetings with team members for marketing strategies

5/09/2019

Weekly Meetings

Finalize conference venue with dates of 15, 16 and 17 October, 2019

8/09/2019

Final Deal

Finalize catering company

11/09/2019

Final Deal

Finalize air and bus transportation

12/09/2019

Final Deal

Finalize the total project budget

14/09/2019

Final project budget 

Milestone 3: project executed as per plan

15/09/2019

Execution completed

Project Monitoring and Control

30/09/2019

Monitor and control the project

Risk Identification and analysis

16/09/2019

Identify Risk

Mitigation Strategies

18/09/2019

Mitigation Strategy

Track cost and effort for project completion

19/09/2019

Cost and Effort

Monitor all the deliverable meet the conference

23/09/2019

Monitor

Milestone 4: successful monitoring of all activities

30/09/2019

Completed

Project Implementation

1/10/2019

Implement project in conference

Inviting Speaker

1/10/2019

Send card

Inviting Key note speaker

4/10/2019

Send card

Invite industry experts

7/10/2019

Send card

Gather sponsors and investors

14/10/2019

Marketing

Milestone 5: Successful project implementation

14/10/2019

Completed

Project Closure

16/10/2019 – 18/09/2019

Completed

Starting conference

16/10/2019

Completed

Providing documentation

17/10/2019

Completed

Ending Conference

18/10/2019

Completed

Clearing out payments for venue, catering and transport facilities

19/10/2019

Completed

Project Risk Management Plan

Risk Event
(Project risk identified)

Likelihood

Consequence

Rating
Out of 10 points

Mitigation Strategy
(Control through mitigation strategy)

Responsible Offer

Rating Post
Treatment Out of 10 points

Cost is Over Budget

Poor financial funding of resources from project sponsor

Huge

5

Negotiation with project sponsor for increasing funds

Project Manager and Project Sponsor

9

Client Delivery

Failed to satisfy attendees queries

Medium

3

Investigation on why there was failure.

Project Manager, Team Members,

8

Technical Errors

Insufficient software and hardware requirements and human resource such as projectors, speaker unavailability

Huge

6

Check with suppliers, Choose list of alternatives, Keep spare hardware equipment for emergency.

Project Manager, Financial manager, operational manager, Technical manager

10

Legal Parameters

Breach of contract among parties

Medium

7

Ensure all rules and regulations are followed

Project Manager

10

Act of God

Natural Disaster such as weather delay

High

6

Arrange conference as per suitable weather

Project Manager, Volunteer Groups

10

Project Change Management Plan
Change management discussed in this project management plan is an important aspect which determines requirements of the entire project. Following steps are taken into consideration for change management plan which is conducted for project development.

  • Request Project Change: The changes that are considered is requested from the owner effectively.
  • Record Project Change: The project changes are recorded for the project management request being made.
  • Change evaluation: Evaluate the change processes which are taken after making request and recording.
  • Accept: The changes made for project are accepted effectively.
  • Endorsement: It is a process in which changes goes through senior authorization and validity.
  • Modifications: Modifications are implemented for the change management approval.
  • Change announcement: Changes for project are announced in this step of management plan.
  • Change anchoring: The changes which are performed for the project are kept into sustainability for longer run.

Communication Management Plan
Just like project management plan, Communication management plan is also essential and demonstrate the communication among project team members, internal and external stakeholders involved as well as other groups that were associated with project management task. Furthermore, plan includes communication stages, audience, medium and frequency of that particular task. The communication plan for national conference planning is defined in below table.

Communication

Audience

Medium

Frequency

Project Initiation

Project Manager

Email, Meetings, voice and video conferencing

Two consecutive days

Financial discussion for project planning

Project Manager, ACS

Email, meetings

Weekly

Operational Management for conducting conference

Project Manager

Email, meetings

Two consecutive days

Marketing for the conference on social media platform

Project Manager

Emails, Documents

Two consecutive days

Sponsorship management from investors

Project manager, finance manager

Emails, Meetings

Weekly

Invite Speaker by sending them cards

Project Manager, Volunteer Group

Emails, Documentation, voice and video conferencing

Weekly

Volunteer Group management

Project Manager, ACS

Email, meetings

Everyday

Evaluation and Quality Delivery
To ensure that project delivery is of proper quality evaluation is done for the project management processes. Henceforth, this section of Project management plan underlines various quality control measures that should be taken while conducting project management task. Additionally, this will also monitor project progress and control management.

Project Deliverable 
Item

Deliverable Quality standards

Quality Control Activity

Checked

Approved

Program Direction

Benchmark

Direct program effectively

Yes

No

Project Management

Benchmark

Manage overall project activities

Yes

Yes

Program Management

Benchmark

Manage and monitor program

Yes

Yes

Quality of documentation

Benchmark

Check technical aspect of documents

No

No

Program Steering Committee

Benchmark

Monitor departments for project

Yes

Yes

Peer Review

Benchmark

Review work done

Yes

Yes

Operations and Finance

Benchmark

Look into operation and project finance, cost budget and estimation

No

No

Retail, HR, CRM and Logistics

Benchmark

Manage departments 

Yes

No

Issue conference papers

Benchmark

Issue documents for conference that was held in October 2019.

Yes

Yes

References
ACS - The Professional Association for Australia's ICT sector n.d., viewed 7 October 2019, .

Assumptions and Constraints in Project Management - projectcubicle 2018, Project management plan viewed 7 October 2019, .

Cornwell, T & Kwak, D 2015, "Sponsorship-Linked Marketing: Introduction to Topics", in , Journal of Sport Management, vol. 29, no. 2, pp. 133-136.

Mir, F & Pinnington, A 2014, "Exploring the value of project management: Linking Project Management Performance and Project Success", in , International Journal of Project Management, vol. 32, no. 2, pp. 202-217.

Philipson, G 2018, a Vision Splendid: The History of Australian Computing, Australian Computer Society, Sydney, pp. 1-356.

Project Management Structure - ADAS&ME n.d., viewed 7 October 2019, .

Snijders, P, Wuttke, T, Zandhuis, A & Newton, S 2013, Project management plan PMBOK Guide, 6th edn, Van Haren Publishing, Zaltbommel.

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