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Project Management Plan - Commonwealth Games

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Commonwealth GamesBeach Party
Executive SummaryThe purpose of this Project Management Plan (PMP) is to deliver a comprehensive project plan forthe Commonwealth Games Beach Party. It was jointly created by the ZYX Event Management, anexpert event management company that will handle the delivery of this prestigious social event andthe Gold Coast City Council.Explicit objectives were to discuss the breadth and depth of necessary project management knowledgeareas’ relevance and significance to the project’s objectives’ and outcome.The Commonwealth Games Beach Party will be held in Surfers Paradise in Gold Coast in line withthe opening ceremony of 2018 Commonwealth Games on the 4thof April 2018. The said social eventwill aim to be the extended area for those people that will not be able to take part into the openingceremony of the 2018 Commonwealth Games. Challenges which often lead to problems in managingthis kind of social event project will somehow face the occurrence in the real world. Therefore,particular emphasize in this PMP was placed on the goals and risks of individual sections that willinclude controls and mitigations that are relevant to the success of the project. This concludes thatwith the right identification, analysis, control and mitigation, project will proceed and will bedelivered on the specified implementation date which will be on the 4thof April 2018.2
Table of ContentsExecutive Summary...............................................................................................................................21.Integration Management...............................................................................................................71.1.Project Governance and Project Team Structure...................................................................71.2.Governance Structure............................................................................................................71.3.Governance Management Process........................................................................................71.4.Change Management.............................................................................................................71.5.Change Control......................................................................................................................82.Scope Management.......................................................................................................................82.1.Plan Scope Management.......................................................................................................82.2.Collect Requirements.............................................................................................................82.2.1.Business Requirements..................................................................................................92.2.2.Stakeholder requirements.............................................................................................92.2.3.Solution requirements.................................................................................................102.2.4.Project requirements...................................................................................................102.3.Project Scope Statement.....................................................................................................102.3.1.Deliverables.................................................................................................................112.3.2.Project Exclusion..........................................................................................................112.3.3.Constraints...................................................................................................................112.3.4.Assumptions................................................................................................................112.3.5.Create Work Breakdown Structure (WBS)...................................................................122.3.6.Validate Scope.............................................................................................................122.3.7.Scope Control...............................................................................................................123.Schedule Management................................................................................................................134.Cost Management Plan................................................................................................................134.1.Cost Management Approach...............................................................................................144.2.Measuring Project Costs......................................................................................................144.3.Reporting Format.................................................................................................................164.4.Cost Variance Response Process..........................................................................................164.5.Cost Change Control Process...............................................................................................164.6.Project Budget.....................................................................................................................165.Quality Management Plan...........................................................................................................173
5.1.Quality Planning...................................................................................................................175.2.Quality Assurance................................................................................................................185.3.Quality Control.....................................................................................................................196.Human Resource Management...................................................................................................196.1.Commonwealth Games Beach Party Team Structure..........................................................196.2.Team Qualification and Responsibilities..............................................................................206.3.Developing the Human Resource Plan.................................................................................207.Communication Plan....................................................................................................................207.1.Objectives............................................................................................................................207.2.Significance of Communication Plan....................................................................................217.3.Communication Tools..........................................................................................................217.4.Metrics Collection................................................................................................................217.4.1.Regular Communication Plan.......................................................................................217.4.2.Event Phase Communication Plan................................................................................217.5.Stakeholder Management Plan............................................................................................228.Risk Management Plan................................................................................................................228.1.Risk Introduction..................................................................................................................228.2.Constraints...........................................................................................................................238.3.Establish the Context...........................................................................................................238.3.1.External Context..........................................................................................................238.3.2.Internal Context...........................................................................................................238.4.Risk Identification................................................................................................................248.4.1.Risk Analysis.................................................................................................................248.4.2.Risk Assessment...........................................................................................................249.Procurement Management.........................................................................................................269.1.Procurement Management Approach.................................................................................269.2.Procurement Definition.......................................................................................................269.3.Type of Contract to be used.................................................................................................279.4.Decision Criteria...................................................................................................................289.5.Vendor Management...........................................................................................................289.6.Performance Metrics for Procurement Activities................................................................289.7.Type of Contract to be used.................................................................................................299.8.Decision Criteria...................................................................................................................299.9.Vendor Management...........................................................................................................304
9.10.Performance Metrics for Procurement Activities............................................................3010.Conclusion...............................................................................................................................31REFERENCES........................................................................................................................................32APPENDICES:.......................................................................................................................................35Appendix A – Governance Structure................................................................................................35Appendix B - Change Control Procedure Steps................................................................................351.Change Request (CR)...............................................................................................................352.Subcontracted Effort................................................................................................................353.Reason/Justification:................................................................................................................364.Consequence of Disapproval...................................................................................................365.Budget Impact.........................................................................................................................366.Statement of the Schedule/Contract Milestone Impact..........................................................367.Contingency and Management Reserve..................................................................................368.Affected WBS...........................................................................................................................36Appendix C –Deliverables for Commonwealth Games Beach Party Project....................................36Appendix D - The Commonwealth Games Beach PartyProject Work Breakdown Structure (WBS).38Appendix E - The WBS Dictionary....................................................................................................39Appendix F – Schedule Management Plan......................................................................................421.Introduction.........................................................................................................................422.Schedule Management Approach........................................................................................423.Schedule Control..................................................................................................................42Appendix G –Earned Value Analysis................................................................................................43Appendix H -Defining the Change Management Process................................................................43Appendix I - Team Qualification and Responsibilities......................................................................451.PROJECT DIRECTOR..............................................................................................................452.PROJECT MANAGER.............................................................................................................453.RISK MANAGER....................................................................................................................454.COST MANAGER...................................................................................................................455.HUMAN RESOURCE MANAGER............................................................................................456.QUALITY MANAGER.............................................................................................................457.PROCUREMENT MANAGER..................................................................................................46Appendix J –Organisational Breakdown Structure..........................................................................46Appendix K - Stakeholder Management Plan..................................................................................471.Introduction.........................................................................................................................475
2.Stakeholder Identification....................................................................................................47Assessment of Stakeholders........................................................................................................52Appendix L - Risk Breakdown Structure...........................................................................................53Appendix M - Risk Evaluation..........................................................................................................541.Risk Breakdown Structure....................................................................................................542.Risk Register.........................................................................................................................543.Risk Activity..........................................................................................................................543.1.Risk Cause........................................................................................................................543.2.Risk Consequence............................................................................................................543.3.Risk Evaluation.................................................................................................................543.4.Risk Mitigation.................................................................................................................543.5.Risk Responsibility............................................................................................................544.Risk Response......................................................................................................................554.1.Negative Response Strategies..........................................................................................554.2.Positive Response Strategies...........................................................................................554.3.Generic Response Strategies............................................................................................55Appendix N - Risk Register...............................................................................................................56Appendix O – Quality management.................................................................................................61Appendix P - Minutes of Meeting........................................................................................................63Peer Evaluation Sheet..........................................................................................................................73Figure 1 - Project Hierarchy................................................................................................................20Figure 2 - Event Communication Diagram..........................................................................................22Figure 3 - Risk Management Flow Chart (RCH, 2014).......................................................................23Figure 4 - Governance Structure..........................................................................................................34Figure 5 - Earned Value Analysis (Garrett, 2006)...............................................................................42Figure 6 - Defining the Change Management Process (Stoehr, 2002).................................................42Figure 7 - Organisation Breakdown Structure.....................................................................................45Table 1 - Performance Measure Standards..........................................................................................16Table 2 - Firework Measurements.......................................................................................................18Table 3 - Risk Levels (Go Source, 2014).............................................................................................24Table 4 - Risk Level Matrix.................................................................................................................25Table 5 - Legend and Management Action Needed.............................................................................25Table 6 - Risks Considered in Analysis...............................................................................................25Table 7 - Procurement Schedule..........................................................................................................276
Table 8 - Procurement Metrics............................................................................................................29Table 9 - Deliverables for Commonwealth Games Beach Party Project..............................................361.Integration Management1.1.Project Governance and Project Team StructureIn order to establish a clear structure of governance it is necessary to ensure that the project runsaccording to the plan and the event is delivered within proper scope and agreed quality.1.2.Governance StructureThe governance structure plays a vital role in establishing a hierarchy of decision-makingresponsibilities of the Project Team and the main Fireworks Show Project accountabilities (seeAppendix A). This structure enables the Project Team to get a clear command chain understandingdesignating and leading activities in different areas and holding the responsibility for the targets. TheProject Director is authorized to have the ultimate decision-making for the project variance (Ansoff,Declerk, & Hayes, 1976). In addition, he has to approve changes applied to the governance structureand is responsible for communicating decisions with the key stakeholders and clients. Thestakeholders and the Divisional Manager should ensure the project manager’s facilitation is all projectrelated issues.The Project Team sets a methodical approach to ensure that all parts of the project management planare effectively communicated to the whole team and the clients. This approach uses a project lifecyclecomprising 4 stages that are chronologically set. These stages are represented in Appendix A – Figure1.1.3.Governance Management ProcessThe Management Team is responsible for checking the consistency with the project scope objectivesduring the phase of pre-planning (Garland, 2009). During this stage, the teams should set theprocedures and present the entire event’s feasibility report. After the pre-planning stage, theManagement Team is likely to review the completed work ensuring its consistency with the projectscope and objectives. The Management Team will review all phases of the project checking theirdelivery and improvements (Dwise, 2011). The project Team is able to move to the next phase only incase the Management Review Team approves and indicates the satisfactory completion of theprevious phase.1.4.Change ManagementThe Project Management Team follows a ‘scope change plan’ that is previously redesigned.According to the plan, the Project Team should first as per this scope change plan, the Project teamwill first analyse and estimate the consequences of these changes including schedule changes,material changes, quality changes, and budgetary changes. These changes may have a negativeinfluence on the project, but the Project Team is responsible for determining the alteration impact.Before making any changes, the Project Management will assess the influence on the projectlifecycle. After the approval of these changes, they may be integrated into an updated plan.This procedure is usually applied to all levels of the project’s Work Breakdown Structure(WBS). The process of a baseline change management is applicable from the change request forminitiation to the approval process including the change incorporation into the project’s PMB and alldocuments associated with the technical baseline. This procedure is also applied to the process of a7
new work change control directed by the customer. A change may be initiated by any participant ofthe project. As a rule, the participant who is directly affected by the change is responsible for thechange initiation. Hence, the Project Manager is responsible for reviewing documentation andensuring their appropriateness to substantiate the change that includes alterations to the alreadyapproves schedule, scope, and budget (Collyer, & Warren, 2009).The Project Controls supports the Project Manager through the determination of the budgetand schedule influence, as well as the validation of the Change Requests. At the same time, theProject Manager checks whether the process of change control is appropriately used and ensures thatit is not a reactive mechanism. The changes to the project baseline that aim at eliminating poorperformance of the project is not approved (Lock, 2003). In addition, the same happens to the baselinechanges related to the elimination of variances at the beginning of a fiscal year. In case no changerequests get approval, an entry in the change control log are made contrary to the baselineadjustments. Thus, the project will continue its work until there is an approval and incorporation ofany request concerning the change and the baseline changes.1.5.Change ControlThe procedure of change control presupposes the documentation of changes to the PerformanceMeasurement Baseline (PMB) of the project including budget, scope, and schedule. Changes arethoroughly determined and controlled to maintain the baseline integrity. It is not worth authorizing thechanges to mask schedule and cost variances that may be corrected by management actions. The stepsof the Change Control Procedure are represented in Appendix B.2.Scope ManagementScope Management Plan includes processes that will be required to ensure that the project will beimplemented successfully based on the required given works. Based on PMBOK 2013, ScopeManagement Plan is consists of six main processes to be used as a guide to carried out a successfulcompletion of every stage of the project. The six processes are as follows (PMBOK 2013):.Plan Scope Management.Collect Requirements.Define Scope.Create WBS.Validate Scope.Control Scope2.1.Plan Scope ManagementScope Planning is the process of developing a scope management plan that will document a conciseand well defined scope, a scope that will be validated and controlled. The project team responsible forThe Commonwealth Games Beach Party project will be able to manage the project effectively byhaving a well defined and concise scope. This will also allow the project team to understand theassumptions and constraints being defined during the scope planning meetings and become aware thatthe project will be operated under these circumstances. It will also allow them to verify and controlthe scope should any issues arise throughout the project.2.2.Collect RequirementsCollect Requirements are important process to accurately determine, document and manage thestakeholders needs and requirements to meet the project objective. In the case of The Commonwealth8
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