Due Diligence Report for AIPM Event

This due diligence report covers the planning and analysis activities for the event to be organized by the Australian Institute of Project Management (AIPM). It includes project scope, marketing strategies, event format, venue selection, sponsorship plan, risk analysis, and more.

Australian Institute of Project Management (AIPM)
Due Diligence Report

Due Diligence Report
Table of Contents
2.0 Introduction.....................................................................................................................................3
2.1 Project Scope and Background....................................................................................................3
2.2 Project Aims and Objectives........................................................................................................3
3.0 Marketing Strategies........................................................................................................................3
3.1 The Marketing Mix......................................................................................................................3
3.2 Communication Strategies...........................................................................................................3
4.0 Event Format...................................................................................................................................4
4.1 Itinerary.......................................................................................................................................4
4.2 Speaker Background....................................................................................................................4
4.2.1 Key Note Speakers...............................................................................................................4
4.2.2 Speakers - (Day 1)................................................................................................................4
4.2.3 Speakers - (Day 2)................................................................................................................4
4.2.3 Speakers – (Day 3)................................................................................................................4
5.0 Venue Selection...............................................................................................................................5
5.1 Advice on Optimum Format and Configuration..........................................................................5
5.2. Programme.................................................................................................................................5
5.3. Format........................................................................................................................................5
5.4. Statutory approvals.....................................................................................................................5
5.5. Security.......................................................................................................................................5
5.6. Amenities....................................................................................................................................5
5.7 Traffic Management....................................................................................................................5
5.8 Logistics......................................................................................................................................6
5.9 OH&S Implementation................................................................................................................6
6.0 Event Timing...................................................................................................................................6
7.0 Sponsorship.....................................................................................................................................6
7.1 Cash Sponsorships.......................................................................................................................6
7.2 Cost Reduction Sponsorships......................................................................................................6
7.3 List of possible recommended sponsors......................................................................................6
7.4 Sponsorship Plan.........................................................................................................................6
8.0 Risk Analysis...................................................................................................................................6
8.1 Risk Register and Risk Evaluation Matrix...................................................................................6
9.0 Broad Project Plan...........................................................................................................................7
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Due Diligence Report
9.1 Key Dates and Milestones...........................................................................................................7
9.2 Mud Map.....................................................................................................................................7
9.3 Cost and Revenue Analysis.........................................................................................................7
9.4 Indicative Cost Plan.....................................................................................................................8
10. Tailored Methodology.....................................................................................................................8
10.1. Resource Analysis....................................................................................................................8
10.2. Governance Framework............................................................................................................8
10.3. Project Control..........................................................................................................................9
10.4. Documentation Control.............................................................................................................9
10.5 Change Control..........................................................................................................................9
10.6 Cost Control...............................................................................................................................9
10.7. Quality Control.........................................................................................................................9
11.0. Procurement..................................................................................................................................9
11.1. Supplier Sourcing.....................................................................................................................9
11.2. Contracting Process..................................................................................................................9
11.3. Sourcing Strategy...................................................................................................................10
11.4. Relationship............................................................................................................................10
11.5. Payment Terms.......................................................................................................................10
12.0 PMP Summary.............................................................................................................................10
12.1 Initiating process Group...........................................................................................................10
12.2 Planning Process Group...........................................................................................................10
12.3 Executing process group..........................................................................................................10
12.4 Monitoring and controlling process group...............................................................................10
12.5 Closing Process Group.............................................................................................................11
13.0 Conclusion...................................................................................................................................11
14.0 References...................................................................................................................................11
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Due Diligence Report
1. Executive Summary
The report is the due diligence report for the project of event to be executed for Australian
Institute of Project Management (AIPM).
The report covers different aspects of planning and analysis for the event that is to be
organized.
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Due Diligence Report
2.0 Introduction
2.1 Project Scope and Background
The Australian Institute of Project Management (AIPM) is a national association that
represents the interests of Project Management as a profession. The company is a not-for-
profit organization that includes the personal as well as corporate members. The organization
will conduct its first event in October 2019 and it will be a first such event as a part of
National Conference. The organization does not have the resources to manage the activities
related with the execution of the event and the project includes the planning and analysis
activities for the project so that the event is successfully organized.
The project scope will include the planning and analysis activities for the successful
execution of the project.
2.2 Project Aims and Objectives
To successfully organize the event as per the due date and to promote IT professionals in the
field of Project Management and handling (Gomes, 2013)
3.0 Marketing Strategies
3.1 The Marketing Mix
The marketing activities shall be executed comprising of a mix of online and offline
marketing. The marketing channels that shall be used shall be social media, mobile apps,
dedicated website of AIPM, tele-marketing, and print-media marketing.
3.2 Communication Strategies
The communication plan shall be developed in the initiation phase itself describing the
communication strategies to be used for internal and external communications.
For the internal communications, the use of emails, meetings, and instant communicators
shall be done. The use of tele-conference tools and emails shall be done for external
communications. SharePoint shall be used for document storage and the use of use of social
media shall also be done for the purpose of communications (Missonier and Loufrani-Fedida,
2014).
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Due Diligence Report
4.0 Event Format
4.1 Itinerary
The event will be organized as a three-day affair in October 2019 and it will begin on 3rd
October 2019 and will end on 5th October 2019.
4.2 Speaker Background
4.2.1 Key Note Speakers
The key note speaker will be the one interacting with the guests and the attendees. The
introduction to the event along with the sharing of the background of the other speakers will
be provided by the speaker.
4.2.2 Speakers - (Day 1)
On the first day, there will be five speakers comprising of the key note speaker that will speak
on the topics as Introduction to the event and the event theme, IT & project Management,
Benefits of Project management to IT and vice versa, Project Management Approaches, and
the selection criteria for the project management approaches.
4.2.3 Speakers - (Day 2)
On the second day there will be four speakers comprising of the key note speaker that will
talk about the key skills and competencies, IT tools and techniques, IT Security & Project
Management, and Risk Management (Pinto, 2013).
4.2.3 Speakers – (Day 3)
This will be the last day of the event and there will be five speakers that will address the
audience including the key note speaker. They will talk about the change management
policies, ethical & quality aspect, emerging technologies and concepts, best practices, and
loopholes to avoid.
There will be a Question & Answer hour reserved for each day that will be jointly addressed
by all the speakers for the day.
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Due Diligence Report
5.0 Venue Selection
5.1 Advice on Optimum Format and Configuration
The venue for the event shall be a large well-known area located in Melbourne, Sydney,
Perth or Brisbane. The venue shall have the capacity to incorporate 900 delegates, and over
1500 members and non-members.
5.2. Programme
The programme will be a three-day affair and there will be a gala dinner organized on the
second night of the event. There will be five, four, and five speakers assigned to carry on with
the programme on the three days respectively.
5.3. Format
The format for the venue shall include the open and enclosed spaces as per the event
gathering and expected number of entities.
5.4. Statutory approvals
These approvals will come from the Project Board and senior management before the
selection of the venue is finalized.
5.5. Security
The venue shall provide security in terms of the identity verification of the guests, security &
surveillance tools pre-installed at the venue, and physical security at all the entry and exit
points.
5.6. Amenities
The venue shall have the open and enclosed space for organizing the event, security &
surveillance tools in place, parking space for the guests, audio/video tools and infrastructure
for installation, furniture and electrical connectivity along with the restrooms and waiting
halls.
5.7 Traffic Management
The traffic management shall be done with coordination from the local transport agencies and
the parking space at the venue shall be sufficient to allow the guests to park their personal
vehicles.
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Due Diligence Report
5.8 Logistics
The use of automated logistics management system shall be done to keep a track of logistics
and supplies.
5.9 OH&S Implementation
The compliance checks shall be performed to determine the adherence to the policy and the
inclusion of the same shall be done in the communication plan so that all of the associated
resources are aware.
6.0 Event Timing
The event will be a three-day affair that will be organized from 3rd to 5th October, 2019. The
event shall begin at 10 in the morning and it shall end at 6 in the evening. On the second day,
there shall be a gala dinner organized from 7:30 in the evening (Reiss, Rayner and Macnicol,
2013).
7.0 Sponsorship
7.1 Cash Sponsorships
AIPM is a not-for-profit organization and the cash sponsorships shall be received and
included from the business partners and the funding agencies from the public and private
sector.
7.2 Cost Reduction Sponsorships
Cash Sponsorship : AIPM
7.3 List of possible recommended sponsors
Cost reduction sponsorship : From ticket sales
7.4 Sponsorship Plan
Possible recommended sponsors : IT companies such as IBM
8.0 Risk Analysis
8.1 Risk Register and Risk Evaluation Matrix
There will be various risks that may be associated with the event. The details of these risks
and their evaluation are included in the risk register included below.
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Due Diligence Report
ID Name Probability Impact Score Evaluation Treatment
1 Communication
Gaps
3 4 12 Non-
Acceptable
Avoidance
2 Quality Issues 2 5 10 Non-
Acceptable
Avoidance
3 Ethical Issues 2 5 10 Non-
Acceptable
Avoidance
4 Legal Concerns 2 5 10 Non-
Acceptable
Avoidance
5 Information
Security Errors
(Dey and
Kinch, 2008)
4 5 20 Non-
Acceptable
Avoidance
and
Mitigation
6 Operational
Errors
4 4 16 Non-
Acceptable
Avoidance
7 Technical
Issues
3 3 9 Non-
Acceptable
Transfer
9.0 Broad Project Plan
9.1 Key Dates and Milestones
The first milestone will be the completion of the project planning phase with the submission
of the project plan that will be completed on 8th May 2019. The analysis and research
activities will be completed on 3rd June 2019. The venue selection will be done on 12th June
2019. The identification of the speakers and the invitation to the members, non-members,
delegates, and speakers will be completed on 23rd July 2019. The implementation plan will be
developed on 13th August 2019 with reminders to all the guests on the same date. The
marketing and advertising activities will complete on 27th September 2019. The conduction of
the event will be on 3rd to 5th October 2019 followed by submission of the closure report on
13th November 2019 (Zwikael, 2009).
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Due Diligence Report
9.2 Mud Map
9.3 Cost and Revenue Analysis
The total costs that will be spent on the project will be AUD 250,000 and the internal rate of
return will be at least 28%.
The revenues will come from the cost of the tickets along with the funds that will be provided
by the funding groups.
9.4 Indicative Cost Plan
The cost plan that is prepared for the project will be designed as per the bottom-up cost
estimation technique. The total costs of the project will be AUD 250,000 and the costs will
include the cost of resources, cost of project activities, cost of tools and equipment, cost of
booking the venue, and analysis costs.
10. Tailored Methodology
10.1. Resource Analysis
The resources required for the project will be Project Manager, Event Manager, Legal Head,
Quality Manager, Marketing Manager, and Technical Head.
The other resources will include Business Analyst, Data Analyst, Event Management Team
comprising of event analysts and associates. The technical associate, marketing analysts,
social media specialists, and support groups will be involved as well.
10.2. Governance Framework
The governance framework that will be used in the project is depicted in the image below.
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Due Diligence Report
10.3. Project Control
The project control activities will be conducted all throughout the project and there will be a
Project Control Board assigned for the execution of these activities.
The conduction of project reviews and audits to carry out the governance and compliance
checks, ensure that there are no gaps in the schedule and costs levels, and risk management
will be done by the Project Control Board (Gareis and Huemann, 2008).
10.4. Documentation Control
The documentation control and storage will be done on the SharePoint location and the
access to the SharePoint location will be provided to the concerned stakeholders.
10.5 Change Control
The change control in the project will be done using the set of phases as change planning,
execution, management, and monitoring.
10.6 Cost Control
The cost control will be done using Earned Value Analysis (EVA) as the technique that will
be used and executed at regular intervals in the project.
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Due Diligence Report
10.7. Quality Control
The quality control in the project will be done using a dedicated quality management process
that will comprise of the phases as quality planning, control exercises, and management
activities. The compliance checks for ensuring that the quality is maintained will be
conducted.
11.0. Procurement
11.1. Supplier Sourcing
The supplier sources will be the public and private funding agencies that will provide the
tools and equipment necessary to carry out the project activities.
11.2. Contracting Process
The contracting process will include pay per use model for the technical tools and equipment
and fixed price contracting for all the other equipment and material required for the event.
11.3. Sourcing Strategy
The sourcing strategy will include the analysis of the vendors and the execution of the
procurement and contractual activities as per the hierarchy as Procurement Manager,
Analysts, and Operational Sources (Rose, 2013).
11.4. Relationship
The relationship among the vendors and the project sources will be managed with the aid of
determined communication plan and strategy.
11.5. Payment Terms
N/A
12.0 PMP Summary
12.1 Initiating process Group
This will be the first process group that will include the analysis of the business case and
selection of the team to organize and plan the event. The feasibility determination across
various levels will be done in this process group (Bannazadeh, Zomorodian and Maghareh,
2013).
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Due Diligence Report
12.2 Planning Process Group
This will be the process group in which a detailed project management plan will be prepared
and the planning of the project tasks and activities will be done in this phase. The calculation
of the estimations will be done in this phase along with the planning of each of the project
area.
12.3 Executing process group
The execution phase will include the procurement tasks and activities, booking of the venue
for the event, invitation to the members, non-members, delegates, and speakers. The
infrastructure set-up will be done in this group.
12.4 Monitoring and controlling process group
The monitoring of the project quality and ethics along with the controlling of the project risks
and changes will be done in this process group. The conduction of the event will be done in
this process group (Shaw, 2015).
12.5 Closing Process Group
It is the last process group in which the closure activities will be done by collecting and
analysing the feedback and evaluating the performance of the resources and the associated
project entities.
The submission of the closure report will be done as the final activity as part of the process
group.
13.0 Conclusion
The project will include the organization and management of the AIPM event and the event
will be managed using five process groups. These will include five process groups beginning
with initiation as the first process group. It will then be followed by the planning process
group, execution process group, monitoring & control process group, and closure process
group. These process groups will allow the handling and management of all the project areas
and activities.
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Due Diligence Report
14.0 References
Bannazadeh, B., Zomorodian, Z. and Maghareh, M. (2013). Assessment of PMBOK Indexes
in Executive Projects. Journal of Advanced Management Science, pp.265-268.
Dey, P. and Kinch, J. (2008). Risk management in information technology projects.
International Journal of Risk Assessment and Management, 9(3), p.311.
Gareis, R. and Huemann, M. (2008). Change management and projects. International Journal
of Project Management, 26(8), pp.771-772.
Gomes, R. (2013). Contributions of the PMBok to the Project Management of an ERP
System Implementation. Revista de Gestão e Projetos, 04(02), pp.153-162.
Missonier, S. and Loufrani-Fedida, S. (2014). Stakeholder analysis and engagement in
projects: From stakeholder relational perspective to stakeholder relational ontology.
International Journal of Project Management, 32(7), pp.1108-1122.
Pinto, J. (2013). Project Management: Achieving Competitive Advantage. 3rd ed. New York:
Pearson Prentice Hall.
Reiss, G., Rayner, P. and Macnicol, D. (2013). Portfolio and Programme Management
Demystified: Managing Multiple Projects Successfully. London: Routledge.
Rose, K. (2013). A Guide to the Project Management Body of Knowledge (PMBOK®
Guide)-Fifth Edition. Project Management Journal, 44(3), pp.e1-e1.
Shaw, D. (2015). Managing dualities in organizational change projects. Journal of Change
Management, 16(3), pp.201-222.
Zwikael, O. (2009). The Relative Importance of the PMBOK® Guide's Nine Knowledge
Areas during Project Planning. Project Management Journal, 40(4), pp.94-103.
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