Project Management Approach for Manager Networks Conference

This document provides an overview of the project management approach for the Manager Networks conference. It includes information on project scope, criteria for success, project assumptions, project dependencies and constraints, work breakdown structure, milestones, stakeholders roles and responsibilities, project communication, change management, cost management, risk management, issue management, and management plan approval process.

BSBPMG512
Assessment Instruction
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Table of Contents
TASK 2............................................................................................................................................4
Introduction......................................................................................................................................4
Project management approach.........................................................................................................4
Project scope....................................................................................................................................4
Criteria For Success................................................................................................................4
Project assumptions................................................................................................................4
Project dependencies and constraints.....................................................................................5
Work Breakdown Structure.............................................................................................................5
Milestones........................................................................................................................................7
Stakeholders Roles and responsibilities...........................................................................................7
Project communication....................................................................................................................7
CEO........................................................................................................................................7
Project manager......................................................................................................................7
Manager Network Staff..........................................................................................................7
Project Team...........................................................................................................................8
Speakers..................................................................................................................................8
Attendees................................................................................................................................8
Change management........................................................................................................................8
Cost management.............................................................................................................................8
Risk management.............................................................................................................................8
Issue management............................................................................................................................9
Management Plan Approval process...............................................................................................9
Email to CEO...................................................................................................................................9
Email to Project Team Members...................................................................................................10
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TASK 3..........................................................................................................................................10
Project Report................................................................................................................................10
Review of feedback from project team members on milestone achievements....................10
Forecast the impact of any changes to the baseline Project Schedule..................................11
Baseline Project Schedule variances....................................................................................11
Responses to the changes, and how these will maintain the project objectives...................11
Email to CEO with project report attached....................................................................................12
Email to project team members with revised project schedule......................................................12
TASK 4..........................................................................................................................................12
Email..............................................................................................................................................12
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15
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TASK 2
Introduction
Manager Networks is acknowledged to be an organisation which is engaged in provision of
networking events for business associates or corporate persons prevailing within the bounds of
Australia. This organisation conducts networking events on a regular basis but has now taken the
decision begin an annual conference event which would be emphasized over a significant area of
business. Manager Networks has entered into a contract with a company for carrying out a
conference with the hope that the event will give knowledge related to leadership topics and
skills. The conference is also supposed to be promoting Manager Networks and rendering
professional development to clientele.
Project management approach
 Cristian Andres Alarcon – Project Manager: Having the responsibility to deliver
project with full accountability and authority.
 CEO: Receiving data related to progress of project and looking upon the project viability.
 Project team members: Giving full contribution in making the project delivery as per
the guidance provided via project manager.
Project scope
Criteria For Success
The Criteria For Success of the current project includes aspects like project scope, time,
budget, quality, project effectiveness, risk assessment and risk mitigation.
Project assumptions
 The employees of the entity are well developed and prepared for project delivery within
the allotted time and funds.
 The client company will be providing the content for conference and the manner in which
speakers will be tackling it.
 The client company will be accountable for the quality of final content.
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Project dependencies and constraints
 Time: Project should be completed before the conference date
 Budget: Project should be delivered as per the budget approved by the client.
Work Breakdown Structure
1. Initiation. 3 weeks
1.1. Develop Project Charter. 2 week
1.2. Approval of project Charter. (FS 1.1.) 1 week
1.3. Project management. 3 weeks
2. Planning. (FS 1) 4 weeks
2.1. Develop Project Management plan. 3 weeks
2.2. Approval of Project Management plan. (FS 2.1) 1 week
2.3. Project management. 4 weeks
3. Implementation. (FS 2) 136 days
3.1. Venue. 24 days
3.1.1. Research on potential venues. 5 days
3.1.2. Request for quotes. (FS 3.1.1.) 3 days
3.1.3. Contact potential venues for inspection. (FS 3.1.2.) 5 days
3.1.4. Choose the appropriate venue. (FS 3.1.3.) 3 days
3.1.5. Venue approval. (FS 3.1.4) 5 days
3.1.6. Venue booking and catering finalisation. (FS 3.1.5.) 3 days
3.2. Speakers. (SS 3.1) 34 days
3.2.1. Contact preferred speakers. 5 days
3.2.2. Request for quotes. (FS 3.2.1.) 5 days
3.2.3. Contact substitute speakers. (FS 3.2.1.) 5 days
3.2.4. Confirm speakers. (FS 3.2.3.) 5 days
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3.2.5. Signing of contract. (FS 3.2.4.) 3 days
3.2.6. Hotel research and booking. (FS 3.1.6. FS 3.2.5.) 3 days
3.2.7. Inform Speakers about the hotel and conference details. (FS 3.2.6.) 3 days
3.2.8. Send speakers’ payments (SS 3.2.7) 3 days
3.3. Marketing. (SS 3.2) 45 days
3.3.1. Create a marketing plan. 5 weeks
3.3.2. Create marketing materials. (FS 3.1. FS 3.2.5. FS 3.3.1.) 2 weeks
3.3.3. Distribute brochures and marketing materials. (FS 3.3.2.) 2 weeks
3.4. Registration(FS 3.1.) 78 days
3.4.1. Registration Chart. 1 week
3.4.2. Registration approval. (FS 3.4.1) 1 week
3.4.3. Check received payments (FS 3.1. FS 3.2. FS 3.3) 52 days
3.4.4. Speakers introduction and guided tour (FS 3.1. FS 3.2. FS 3.3) 1 day
3.4.5. Attendees introduction and guided tour 1 day
3.4.6. Conference Event (SS 3.4.5) 1 day
3.4.7. Receive feedback. (FS 3.4.6.) 1 week
3.4.8. Final registration report (SS 3.4.7.) 1 week
3.5. Project management136 days
3.5.1. Monthly progress meetings. 136 days
4. Finalisation. (FS 3) 26 days
4.1. Evaluate attendees feedback. 1 month
4.2. Evaluate speakers review. (SS 4.1.) 1 week
4.3. Lessons learned. (FS 4.1. FS 4.2.) 1 week
4.4. Final meeting (FS 4.3.) 1 day
4.5. Project management. 26 days
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Milestones
 Information should be provided to all stakeholder groups
 Speakers’ confirmation
 Theme introduction within conference
 Booking and payment for venue
 Marketing material
 Information provided to the list of attendees
 Registration of attendees
 Receipt of the payments
Stakeholders Roles and responsibilities
 Cristian Andres Alarcon Pacheco: project manager
 CEO: Steering
 Donna Chisholm: Trainer Coordinator
 Dan Streep: Administration assistant and logistics
 Edith Partridge: Chief Financial officer
 Erin O’Donnell: Marketing Manager.
 Manager Network Staff
 Conference speakers
Project communication
CEO
 Receiving progress of project every month from project manager
 Receiving the closure report of project in project finalization
Project manager
 Receipt of necessary information pertinent to project via all the stakeholder groups
Manager Network Staff
 Conducting meetings with project manager on a monthly basis
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Project Team
 Project information
Speakers
 Event confirmation
Attendees
 Via email and social media platforms
 Via event information on website and brochures
Change management
 Any change which has been made to schedule should be introduced in accordance with
cooperation shown amidst Project manager and project team with CEO
 The changes must be duly discussed within meetings along with the probable issues that
they incorporate within them.
 The issues should be entered in the Issue Register document and thereafter shared with
project team members
Cost management
The project needs to be carried out in accordance with the budget. This is why it is
important to develop a Cost Management Plan which lays down policy, procedure and
documentation for keeping a control over the cost of project. The cost management process will
thus be maintained all throughout the project so that the cost does not exceed the allotted funds.
Risk management
 The project team should develop a risk management plan which should be discussed with
CEO.
 This risk management plan should also be duly communicated to all the stakeholder
groups once in every 15 days.
 Each and every project risk should be entered in the risk register so as to effectively
tackle them in a timely manner.
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Issue management
 The issues which have been determined and discussed within meetings need to be entered
in Project Issue Register.
 In meetings and fortnightly review sessions, stakeholder groups would be provided with
information about the issues entered within the register.
Management Plan Approval process
 Any of the changes made to project schedule need to be duly discussed with members of
project team within meetings and thereafter be approved by CEO
 All the issues should be duly identified and documented in the register.
 The entire project information should be duly verified via project manager.
 Project portfolio must record all the information pertinent to the project.
Email to CEO
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Email to Project Team Members
TASK 3
Project Report
Review of feedback from project team members on milestone achievements
 Donna Chisholm stated that she received confirmation by just 2 speakers. Although she
tried to call but could not succeed in reaching out to the other twp. Donna has asked for 2
more weeks in which she will give 4 conformations along with topic finalizations.
She will render assistance in communicating and lining the speakers. Donna has drafted
Conference Program that can be put to use till the finalization of speakers.
 Dan Streep booked Park Royal after assessment of all the quotes and discussion of
selection with Edith Partridge. However, he received a call from the MD of the Park
Royal’s Managing Director later to convey that the venue has already been booked for
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the weekend by a pharmaceutical company. So, Dan will select another venue and
discuss about the same with Edith Partridge.
 Erin O’Donnell, marketing manager of Manager Networks Marketing Manager, is
awaiting topic, speakers and venue prior to creation of promotion materials. Haven
spoken to the printing corporation, the brochures are expected to be received sooner in
order to get them printed in a timely manner.
 Edith Partridge, the CFO, would be having control of finance department of the congress.
Forecast the impact of any changes to the baseline Project Schedule
Owing to delay of speaker confirmation by 2 wks, some tasks were affected and these
are:-
 The task Contacting alternate speakers was delayed by 2 wks
 The task Creation of the marketing material was delayed by 2 wks
Baseline Project Schedule variances
Task Name Duration Starting date Finishing Date
Contacting alternate speakers 5 days 26/09/19 2/10/19
Confirmation of the speakers 2 weeks 3/10/19 9/10/19
Creation of the marketing material 1 week 24/10/19 6/11/19
Responses to the changes, and how these will maintain the project objectives
 Rather than monthly review, weekly review will be conducted to keep project on track.
 In case an issue is not clarified, it should be escalated to CEO the soonest possible
 The project team will work upon minimizing any delays as they have an overall impact
upon the whole project delivery
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Email to CEO with project report attached
Email to project team members with revised project schedule
TASK 4
Email
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14/08/2020
Manager Networks
14, Edith street
Hackney West
2000
Respected John Mathew,
I am pledged to inform you that the conference which is going to be held on 4th October 2018
is been processed with rapid preparation. Projects and discussion team are developing plans
with coordination of chief financial officer who will be control of finance of the Congress. All
the departments of organisation doing hard work to get this conference done successful. So as
a manager of the company I am writing this email to acknowledge you regarding the projects
and schedule which will be going to be processed for the conference. Projects related with this
conference are being developed and prepared with the help of work breakdown structure
project management plan and project schedule. So, the use of these procedures all the activities
and responsibilities related to the conference will be fulfilled. With the help of work
background structure critical task and duties will be allotted & divided between the team
members so that they are able to accomplish their goals within a period of time. By developing
project management plan cost time period and other related decision will be known which are
required for conference. Then implementing of a project schedule will assist in carrying out
the project on given deadline so that every employee completes their task given on a time
interval. All the roles and responsibilities related with this business conference is being
managed and controlled be efficient and when organised staff who you are hardworking. With
the help of these project factors it is easier for management to take decision regarding the
conference.
Project plan and project schedule are being used with proper considerations so that all the
details related to this important conference remain confidential and only important guest are
present who are interested in gaining knowledge. Therefore details related to these attachments
have been attached with this email so that it will be easier for you to make a proper analysis
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regarding the processes which have been undertaken. To implement them properly project
team meeting is wing decided to be held on 9th April 2018. In this meeting more new ideas
and the critical decisions will be made which will be beneficial for or the management.
Employee of organisation has put their hard work and contribution to this project. So, all the
staffs are invited to this project team meeting so that final decision can be made by consulting
to every individual. This project meeting is crucial for us and for our business organisation
because it will give a new insight of knowledge to everyone regarding project team
coordination cooperation and mutual understanding which will be beneficial for future
perspective.
So, hereby I have attached all the documents and papers related to WBS project plan and
project schedule which will you find with e-mail. Thank You for your support and guidance.
Sincerely ,
Mark al
CONCLUSION
Project management is a complex process which requires constant coordination between
the project manager and the project team. Also, it has been identified that none of the changes
can be actually introduced and implemented by the project manager and/or the team without
approval from the CEO. In addition to this, it has been analysed that the efforts of the project
manager and project team are always aligned towards the completion of a project within the
given budget in the predefined time frame.
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REFERENCES
Books and Journals
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Delisle, J., 2019. Uncovering temporal underpinnings of project management
standards. International Journal of Project Management, 37(8), pp.968-978.
Dobie, C., 2020. Handbook of project management: A complete guide for beginners to
professionals. Routledge.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
LARSON, E.W. and GRAY, C.F., 2018. Project management: the managerial process.
McGraw-Hill.
Lock, D., 2020. Project management. Routledge.
Meredith, J. R. and et. al., 2020. Project management in practice. John Wiley & Sons.
Meredith, J.R., Shafer, S.M. and Mantel Jr, S.J., 2017. Project Management: A Strategic
Managerial Approach. John Wiley & Sons.
Müller, R., Drouin, N. and Sankaran, S., 2019. Modeling organizational project
management. Project Management Journal, 50(4), pp.499-513.
Picciotto, R., 2019. Towards a ‘New Project Management’movement? An international
development perspective. International Journal of Project Management.
Rowe, S. F., 2020. Project management for small projects. Berrett-Koehler Publishers.
Tereso, A. and et. al., 2019. Project management practices in private organizations. Project
Management Journal, 50(1), pp.6-22.
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