Project Description, Assumptions and Constraints
Project management involves many activities which are related to each other. It consists of initial planning, developing, outlining and blueprints, allocation of resources, delegation of work, risk management and monitoring. Project manager ensures that they consider cost, timeframe and quality of the project in all the aspects of the process (Brewer and Dittman, 2013). The present report is based on the delivery of AIMPS’s National conference in Australia. Effective planning and management is required to ensure the success of the conference. The performance of the project will be based on the effectiveness and arrangement in the conference.
The aim of the project is to deliver a successful national conference which will be arranged and managed by AIMP in Australia. It will be held on 12th October in Hyatt Regency Hotel. They want to deliver an effective presentation which allows them to succeed in the project. In order to accomplish this, a project management has been hired which will take care of all the activities (Archibald & Archibald, 2016). They will be focusing in providing all the facilities, integrating of related activities, planning, assessing factors which affects the performance, coordination, estimations and allocation of resources and risk management to meet the desired outcomes of the project. They have to ensure that all the deliverables and measures to attain them are taken in the project. For this, they will be needing well defined tools, documentations and effective techniques to attain the deliverables (Boyle, 2017).
- To evaluate the latest It Technology in the market
- To critically evaluate the best networking measures to organize a successful national conference
- To deliver quality results for the project
- To complete the project in stipulated time and cost
Successful completion of this project or delivery of AIMP conference will be considered as success criteria for this project. Along with this, if project will complete as per the expected time and cost than it will also known as success factor of this project (Iwanaga, El Sawah and Jakeman, 2013).
- Effective planning
- Successful management or resources and events
- Highly organised and coordinated activities
- Effective IT operations to support the speaker
The project scope is as follows:
- To deliver a successful national conference which will be arranged and managed by AIMP in Australia
- IT operations integration and involvement to further improve the deliverables
- Requirement analysis to understand the needs and expectation of the stakeholders.
- Following the schedules and estimations
- Following the direction and subsequent activities.
The role of Project manager is to handle the entire project and to take decisions regarding its successful completion. Project sponsor promotes the project and helps the manger in planning and development stage (Chen, Cheng and Huang, 2013). Similarly, the role of systems engineers is to make sure all the systems related to Information technology is in order. Furthermore, the technical staffs have to remove all the defects from the system. All the other workers will help in achieving small objectives’ which have been assigned to them.
Project’s governance will be done by Project manager and Project sponsor. They will make sure that there is no deviations from the standards set up by them in the initial stages.
Vinayaga Sarma Assessment Rubric Review
The internal resources which can be used by the project managers are information about attendants, human resource, equipments, availability of funds, facilities, public relations, communication resources, software and systems (Emmer & Evertson, 2016). It will help the manger to take decisions and for deciding subsequent activities.
The internal resources in the project are materials, experts, consultants, equipments and services such as catering, assistants etc. Project manager has to take help of contract staff to accomplish many tasks in the process (Friedman & Schustack, 2016).
Internal stakeholders include workers, technicians, team members, project sponsor, client, senior management and AIPM members.
External stakeholders are attendants, government, community, media, suppliers, community and the society.
|
Main stakeholders |
Channel of communication |
Details |
Frequency |
|
Team members |
Emails, telephone, meetings |
Type: Informal Detailed: High level of detailed information |
In a week |
|
Suppliers |
Emails, telephone, meetings |
Type: Formal Detailed: Low |
In a month |
|
Client |
Emails, telephone, meetings and conferencing. |
Type: Formal Detailed: High level of detailed information |
In a week |
|
Customers |
Emails and media |
Type: Formal Detailed: Low |
In a month |
|
Community |
Media |
Type: Formal Detailed: Low |
In a month |
The entire project will follow a systematic approach as all the activities are interconnected with each other. Work Breakdown Structure (WBS) method will be used to make small target which can be easily achieved. The work is delegated to the team members and they are given time schedules which have to be followed. It provides structure to the entire project (Iwanaga, El Sawah and Jakeman, 2013). Project manger makes sure that he monitors the progress of tall the activities as they are highly interdependent with each other. It reduces integration risk and increase the performance of the project.
There are many risks related to the project which have been identified and mitigated with the help of risk register:
|
Possible risks |
Main causes |
Measures to be taken |
Impact |
|
Power failure |
Power failure can be due to electricity cut off, failure of any electric equipment or failure of invertors or power supplies. |
Backup power supplies have to be arranged beforehand. Invertors and generators should be checked to ensure that they are working. Informing the local authorities about the conference so that they can ensure regular power supply. A technician should be present who can take care of all the devices in case of any problem. |
Impact: High Probability: High The entire conference is depending on the electricity and failure of it can lead to hug problems. |
|
Overcrowding |
It will affect the sitting arrangements. Lack of planning Delay in conference. Dissatisfaction among visitors. |
Proper planning and seating arrangements should be done according to the number of visitors expected to come. The conference hall should have extra sitting capacity. |
Impact: Low Probability: Medium It will affect the arrangements which will lead to ineffective management. The impact on the conference is low but this situation is possible. |
|
Damage of conference building |
Lack of maintenance and ineffective monitoring from the organiser. |
Regular check and monitoring of the building, furniture and fittings should be done to avoid any issues. |
Impact: Low Probability: Low |
|
Injury to any person |
Any uncertain event, accident or medical conditions |
First aid kit should be available in the hall. An employee should be given training to ensure initial treatment. Safety and security of the visitors should be ensured and proper monitoring should be done. |
Impact: Low Probability: Low |
|
Fire or emergency evacuations |
Impact: High Probability: Low |
Project manager of AIPM National conference has carted a plan which will enable him to maintain control on the project:
Assessing the requirements: The requirements of the client are assessed and is compared with the progress of the project to make sure that it is going in the right direction.
Formulation of standards: The standards are decided ensure high quality deliverables.
Comparison: It allows the manager to identify the differences in the plan and actual progress (Friedman & Schustack, 2016).
Analyzing differences: The reasons for the differentiation are evaluated and recorded.
Corrective measures: Corrective measures to get back on the track.
Monitoring: Monitoring and review activities are a carried out.
Table 2: Project plan including procurement activities
|
WBS |
Task Name |
Duration |
Start |
Finish |
Predecessors |
Resource Names |
Cost |
|
1 |
AIMP conference delivery project |
115 days |
Fri 02-06-17 |
Thu 09-11-17 |
$454,400.00 |
||
|
1.1 |
Initiation of AIPM conference |
36 days |
Fri 02-06-17 |
Fri 21-07-17 |
$144,800.00 |
||
|
1.1.1 |
Deciding location and selection of hotel |
10 days |
Fri 02-06-17 |
Thu 15-06-17 |
Project manager |
$40,000.00 |
|
|
1.1.2 |
Transportation management |
5 days |
Fri 16-06-17 |
Thu 22-06-17 |
3 |
Team member 1 |
$12,000.00 |
|
1.1.3 |
Planning for security service management |
5 days |
Fri 23-06-17 |
Thu 29-06-17 |
3,4 |
system engineer |
$16,000.00 |
|
1.1.4 |
Facility management |
10 days |
Fri 30-06-17 |
Thu 13-07-17 |
5 |
technical assistance |
$32,000.00 |
|
1.1.5 |
Scheduling of different activities |
7 days |
Fri 30-06-17 |
Mon 10-07-17 |
4,5 |
Team member 1 |
$16,800.00 |
|
1.1.6 |
Deciding catering and lodging activities |
5 days |
Tue 11-07-17 |
Mon 17-07-17 |
7 |
Team member 2 |
$12,000.00 |
|
1.1.7 |
Health services management |
4 days |
Tue 18-07-17 |
Fri 21-07-17 |
6,8 |
Project manager |
$16,000.00 |
|
1.2 |
Planning |
13 days |
Mon 24-07-17 |
Wed 09-08-17 |
$52,000.00 |
||
|
1.2.1 |
Schedule are planned on the basis of research |
13 days |
Mon 24-07-17 |
Wed 09-08-17 |
9 |
Project manager |
$52,000.00 |
|
1.3 |
Execution of the project |
15 days |
Thu 10-08-17 |
Wed 30-08-17 |
$60,000.00 |
||
|
1.3.1 |
Booking of different services and making payment for that |
15 days |
Thu 10-08-17 |
Wed 30-08-17 |
11 |
Project manager |
$60,000.00 |
|
1.4 |
Monitoring the conference |
47 days |
Thu 31-08-17 |
Fri 03-11-17 |
$188,000.00 |
||
|
1.4.1 |
Allocation of roles and responsibilities to team members and monitoring all activities |
47 days |
Thu 31-08-17 |
Fri 03-11-17 |
13 |
Project manager |
$188,000.00 |
|
1.5 |
Closing the conference of the project |
4 days |
Mon 06-11-17 |
Thu 09-11-17 |
$9,600.00 |
||
|
1.5.1 |
Documentation and project closer |
4 days |
Mon 06-11-17 |
Thu 09-11-17 |
15 |
Team member 2 |
$9,600.00 |
After planning and designing, the project manager gives a notice for the start of the project. All the activities have to be performed as per the plan. The manager makes sure that everyone is aware about the vision, standards, deliverables and subsequent tasks to be followed. Supervision is done to ensure the work is done as per the directions. WBS and schedules have to be followed for the accomplishment.
- Initiation of AIPM conference: 21st July 2017
- Planning: 9th August 2017
- Execution of the project: 30th August 2017
- Monitoring the conference: 3rdNovember 2017
- Closing the conference of the project: 9thNovember 2017
First meeting: 2nd June 2017
Monthly meetings: Every 30th of the month
Closure meets: 9th November 2017
All the key decision will be taken in the meeting by the project manager.
|
Task Name |
Budget |
|
AIMP conference delivery project |
$454,400.00 |
|
Initiation of AIPM conference |
$144,800.00 |
|
Deciding location and selection of hotel |
$40,000.00 |
|
Transportation management |
$12,000.00 |
|
Planning for security service management |
$16,000.00 |
|
Facility management |
$32,000.00 |
|
Scheduling of different activities |
$16,800.00 |
|
Deciding catering and lodging activities |
$12,000.00 |
|
Health services management |
$16,000.00 |
|
Planning |
$52,000.00 |
|
Schedule are planned on the basis of research |
$52,000.00 |
|
Execution of the project |
$60,000.00 |
|
Booking of different services and making payment for that |
$60,000.00 |
|
Monitoring the conference |
$188,000.00 |
|
Allocation of roles and responsibilities to team members and monitoring all activities |
$188,000.00 |
|
Closing the conference of the project |
$9,600.00 |
|
Documentation and project closer |
$9,600.00 |
Conclusion
It can be concluded that the project manager of AIMP National Conference has to focus on providing facilities, integrating, planning, assessment, coordination, estimations and allocation of resources. All the activities have to be implemented as per the plan. Critical path and Gantt chart should be used for work breakdown and scheduling. Effective planning and management is required to meet the desired outcomes of the project.
References
Archibald, R. D., & Archibald, S. (2016). Leading and Managing Innovation: What Every Executive Team Must Know about Project, Program, and Portfolio Management. CRC Press.
Boyle, G. (2017). Design project management. Routledge.
Brewer, J.L. and Dittman, K.C., (2013) Methods of IT project management. Purdue University Press.
Burke, R. 2013.Project management: planning and control techniques. New Jersey, USA.
Chen, J.C., Cheng, C.H. and Huang, P.B., (2013). Supply chain management with lean production and RFID application: A case study. Expert Systems with Applications, 40(9). pp.3389-3397.
Emmer, E. T., & Evertson, C. M. (2016). Classroom management for middle and high school teachers. Pearson.
Friedman, H. S., & Schustack, M. W. (2016). Personality: Classic theories and modern research. Pearson.
Huemann, M., Keegan, A. and Müller, R., (2016). Managing the project-based organization.
Ignaciuk, P. and Bartoszewicz, A., (2012). LQ optimal and reaching law-based sliding modes for inventory management systems. International Journal of Systems Science, 43(1). pp.105-116.
Iwanaga, T., El Sawah, S. and Jakeman, A., (2013). Design and implementation of a web-based groundwater data management system. Mathematics and Computers in Simulation, 93, pp.164-174.
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