Project Management Plan for Saudi Students

This document provides a detailed project management plan for Saudi students, covering the establishment of a student club or scholarship program. The plan includes scope definition, scheduling, budgeting, and risk management. It also outlines the roles and responsibilities of various stakeholders, including the supervisor and school coordinator. The plan is divided into sections based on specific tasks and goals, such as creating an appropriate atmosphere for Saudi students, providing English courses and language tests, and managing employee performance during study periods. The plan aims to achieve a benchmark degree of success in various activities and ensure successful passing and graduation from master's programs.

Study the Master of
Science (Project Management) at Curtin University
PROJECT MANAGEMENT PLAN
Project Title Study the Master of Science (Project Management) at Curtin University
Project ID
Document ID PM plan/042018
Version 1.1
Date 01/05/2017
Project Manager Scholarship Employee ( Moh)
Sponsor The Saudi Arabian Cultural Mission in Australia (SACM) as a
representative of the Ministry of Labour and Social Development, and
the Ministry of Education in Saudi Arabia
Document History
Revision Date Revision Version Summary of Changes
25/12/2014 1.4 Scholarship decision letter
15/04/2015 1.0 Confirmation of Enrolment
15/7/2015 1.0 VISA GRANT NOTICE
12/03/2018 1.0 Charter of the Project.
Approvals
Name Position Signature Date
Mohammad Shitaway Overseer, Saudi Arabian
Cultural Mission (SACM)
20/03/2018
Abdullah Al Abdullkreem Director of Academic Affairs,
SACM
25/03/2018
Dr. Mousa Al Seleim Director of Personnel Affairs,
the Ministry of Labor and
Social Development
05/04/2018
Distribution
Name Position Date of Issue Version
Mohammad Shitaway Overseer, Saudi Arabian
Cultural Mission (SACM)
1.2
Abdullah Al Abdullkreem Director of Academic Affairs,
SACM
1.0
Dr. Mousa Al Seleim Director of Personnel Affairs,
the Ministry of Labor and
Social Development
1.0
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Table of Contents
1.1. About this Document............................................................................................................5
1.2. Background – Problem / Opportunity Statement.................................................................5
2.0 Business Rationale.....................................................................................................................6
2.1 Project Benefits & KPIs........................................................................................................7
2.2. Strategic Alignment..............................................................................................................7
3.0. Project Scope............................................................................................................................8
3.1. Deliverables..........................................................................................................................8
3.2. Work Breakdown Structure..................................................................................................9
3.3. Out of Scope.......................................................................................................................11
3.4. Project Constraints..............................................................................................................11
3.5. Project Assumptions...........................................................................................................11
4.0. Project Time Management.....................................................................................................12
4.1. Project Time Management - Approach..............................................................................12
4.2. Schedule.............................................................................................................................14
5.0. Project Cost Management.......................................................................................................15
5.1. Project Cost Management - Approach...............................................................................15
5.2. Budget.................................................................................................................................15
5.3 Contingency.........................................................................................................................16
6.0 Project Human Resource Management...................................................................................16
6.1. Project Human Resource Management - Approach...........................................................16
6.2. Project Team Members.......................................................................................................17
6.3. Responsibility Assignment Matrix.....................................................................................17
7.0. Project Communications Management...................................................................................17
7.1. Project Communication Management - Approach.............................................................18
7.2 Communication Plan...........................................................................................................18
8.0. Stakeholder Management.......................................................................................................18
8.1. Stakeholder Management Plan...........................................................................................18
9.0. Project Risk Management.......................................................................................................18
9.1. Project Risk Management - Approach...............................................................................19
9.2. Risk Register......................................................................................................................21
10.0. Project Quality Management................................................................................................21
10.1. Project Quality Management - Approach.........................................................................21
10.2. Quality Plan......................................................................................................................22
11.0 Project Procurement Management........................................................................................22
11.1. Project Procurement Management - Approach................................................................22
12.0 Project Control.......................................................................................................................23
12.1. Progress Reporting...........................................................................................................24
12.2. Change Management........................................................................................................24
12.3. Project Completion Review..............................................................................................25
APPENDIX A – Schedule.............................................................................................................26
APPENDIX B – Project Budget....................................................................................................29
APPENDIX C – Responsibility Assignment Matrix.....................................................................31
APPENDIX D – Communication Plan..........................................................................................35
APPENDIX E – Stakeholder Management Plan...........................................................................36
APPENDIX F – Risk Register......................................................................................................38
APPENDIX G – Quality Register.................................................................................................39
References:....................................................................................................................................40
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1.0 Introduction
1.1. About this Document
After the scholarship decision letter get insurance, the employee of the labor ministry that is Mr.
Moh engages in managing the project that is related to studying. The study mainly includes
proper management of activities as well as resources in order to achieve the degree.
This document mainly helps in providing a plan for the management of studying of master
science at the University of Curtin. The document mainly includes
 Description of the procedure of project management process application within this
project
 Plans associated with project management.
The project management plan is considered as an operational document of the project which is
mainly owed, maintained as well as utilized by both the project team as well as by the project
manager for supporting the deliverable of the project.
The plan of project management mainly expands on the charter and helps in illustrating the roles
and responsibilities of project team in order to achieve the project objectives. It generally covers
10 knowledge area of PMBOK.
Figure 1: Project Management Process Group (PMI 2013, 428)
1.2. Background – Problem / Opportunity Statement
Two of my brothers and some my friends have gotten university certificate that drove them to get a high-level jobs
position while I had begun working after I had got my high school certificate without any universities certificate.
Whenever I appeared for a job interview I was told that my experience was good, but they cannot hire me as I do not
have a proper university certificate or education qualification. This had made me seriously worry regarding the
future of my career. Therefore, I enrolled myself is a part-time Business Administration course specialising in
Human Resources Management and Organization in one of the prestigious universities of Saudi Arabia.
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I gained a lot of confidence after I successfully received my bachelor's degree. Ambition and focus helped me
achieve my education certificate I further challenged myself to complete my higher education. In order to do that I
again enrolled myself in a master’s degree course. The first challenge that I faced was in 2010, I did not succeed to
obtain the chance to study for a degree of master, as the system of the higher education did not permit students with
a part-time bachelor’s certificate to get a scholarship. The exception of this rule was for the Government employees.
Therefore, I decided that move to work in the public sector. After a lot of struggle, I managed to get a job in the
Ministry of Labour and Social Development at the end of 2012. I received my scholarship three years later in 2015
for perusing Master of Science (Project Management) at Curtin University.
Curtin University is known to be open-minded, progressive, innovative and lively and I thought that it this
university would be perfect for me to take my career to new heights. The University prepares the student to survive
in the competitive international market by recognising internationally recognised courses. The Curtin university has
international campuses in Perth, Singapore and Sarawak.
One of the main reason for me to choose project management as my field of specialisation is the job in the
public sector that I had got. In 2012, it has been decided that was established a amount of Project Management
Departments by the Ministry of Social Development and Labour in the kingdom of Saudi Arabia. These new
departments will have requirements for higher level positions that would also ensure high salaries and several
benefits.
I will be working on getting the scholarship to develop my career and improve my skill set. I need to organise my
plan for the course period in terms of: cost, time, quality and the possible risks. I also need to follow the execution
process of the scholarship; it is being monitored by the Saudi Arabian Cultural Mission.
2.0 Business Rationale
The Saudi Arabian Ministry of Labour generally follows proper path in order develop various
services for different internal as well as external customers. In the last year, the ministry
generally adopted programs for developing employees by sending them for attending
international workshops as well as seminars. In the year 2012, the employees are send by the
ministry in order enhance the scientific output. For getting the employees with proper
knowledge, the ministry generally needs to conduct the work by utilizing proper method. The
course of the project management is mainly se as an example in order to help the employees for
integrating the scientific as well as practical experiences of the study in various areas which
include strategic planning, skills related with time, cost, stakeholder as well as quality of the
project. Additionally, the kingdom government of 2030 generally helps in examining
privatization of various group ministries. As Ministry of Labour is generally considered as one
of the privatized ministries, it adopted methodology for building a base for competent staff in
order to improve the services as well as products of ministries.
2.1 Project Benefits & KPIs
BENEFITS KPIs
Increase the English language skills for
employee
Employees have (-B) in the bridging course or obtain 6 out of 9
IELTS test results before connecting with the university on
30/11/2016.
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Increase employee learning outcomes To the attain 60 % in final grade point average at graduation day
on 11/07/2018
Grow the knowledge in the project
management field
To improve the project management skills by 70 percent by the
end of 2018.
Rise the probabilities of linking the PM
team of ministry.
the course you will provide 25% additional scope to those who
have a certificate in PM on the application date 01/01 2018.
develop the career opportunities of
employees
Career development opportunities increase by 30 percent by Dec
2020.
Grow on the income of employees 15-18% increment in monthly remuneration by the end of 2018.
Additional growth of 25-35% in salary after joining the Project
Management Department by July 2018.
Table 1: Project Benefits & KPIs Table.
2.2. Strategic Alignment
2.2.1 The Saudi Arabia Government
Educating and investing in improving the expertise and skill sets of the citizens is scientifically and practically part
of the most important methods of accomplishing the development of human in the countries. This will drive
advancement and superiority in the career which in turn will help them with living a high standard life. The
government provides the employees in every practical opportunity to improve and grow in the career. This initiative
will not only add to the foundation of a well educated and skillful leadership generation, it will also provide the
people with success instruments to have a bright and promising future.
I aspire to grow and improve in my career by developing my skills. It is my goal to improve my professional and
financial status so that I can provide my family with a higher standard of living and a better life. The scholarship
price not only covers the expense for the employee but also looks after the requirement of the family of the
employee therefore; I can fully focus on my course without worrying about the family.
3.0. Project Scope
3.1. Deliverables
The project deliverables are to be defined based on the requirements set by Mr. Moh for
completing the study course in Curtin University. The main deliverables of the project include
University confirmation, approval of the scholarship and more. For facilitating as well as
arranging the study within Australia, the government generally contributes for managing the
living as well as finance for Saudi cultural mission that involves the students travelling abroad
for studies. The employees must deliver the plan of project management for ensuring this
process properly
3.1.1 Product Deliverables
3.1.1.1 Deliverables of the sponsors
 Monitoring the initiation process of Scholarship
 Gathering financial guarantor for scholarship
 Travel tickets for the employees and their families
 To ensure skilled employees in every relevant public sector
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 Create a group of future leaders and managers
 To train the employees with good communication skills especially in oral and written
English
3.1.1.2 Deliverables of the employee
 To obtain a master degree certificate from the university
 To make sure that the student visa is organised before the allotted time
 To organise a plan for the course period
 To get a language certificate
 Ensuring all the assignments and projects are ready on time
To learn and develop project management skills
3.1.2 Description & Requirements
 Prerequisites of the graduation degree
 Maintaining an attendance record of 90 percent
 Performance certificate of excellence of the employee by the supervisors
 Finishing the graduation degree on time
 Provide a quarterly progress report on the student performance and achievements
 As a full time course the employees are not allowed to have any other source of income
3.1.3 Project Management Deliverables
3.1.3.1 Project Management Documentations:
 Charter for project
 Plan for project management
 Plan for scope management
 Plan for requirement management
 Plan for time management
 Plan for cost management
 Plan for communication plan
 Reports of Quarterly Studying Performance.
 Plan for Project Control
 Plan for Risk Management
 Plan for Human Resources
 Plan for Procurement Management
 Plan for Stakeholder Management
 Reports of Quarterly academics
 Holding master of PM.
3.1.3.2 Project Final Deliverables
The final product of this project is obtaining the master degree in Project Management.
3.2. Work Breakdown Structure
WBS Task Name
0 Project for getting a PM Master degree
1 Project initiation stage
1.1 Proper approval of the work in context to university’s enrollment
1.2 Submit as well as search for many of the universities
1.3 Getting admission within Curtin university
1.4 Getting a scholarship
2 Project planning stage
2.1 Travelling plan
2.1.1 Entrusting critical activities for the work colleagues
2.1.2 Applying for student visa
2.1.3 Booking for a flight
2.1.4 Buying travel insurance
2.1.5 Booking a hotel
2.1.6 Downloading travelling option on the mobile phone
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2.1.7 Hiring a car
2.1.8 Preparing different types of personal documents in order to travel
3 Project implementation stages
3.1 Travelling to Perth
3.2 Tasks before the initiation of the study
3.2.1 Taking a hired car
3.2.2 Searching various permanent addresses
3.2.3 Buying furniture
3.2.4 Searching and buying a car
3.3 Course stage for English learning
3.3.1 Proper orientation for the students
3.3.2 English for academic purpose as well as general English
3.3.3 Bridging English language
3.3.4 Submitting documents to the university
3.3.5 Enrolling course units
3.4 Study Break
3.5 Master stage
3.5.1 Semester 1
3.5.1.1 Orientation
3.5.1.2 Unit of project risk management
3.5.1.3 Unit for project management overview
3.5.1.4 Unit for project time management
3.5.1.5 Unit for program and portfolio management
3.5.1.6 Passing in all units
3.5.1.7 Enrolling for course unit in the semester 2
3.5.2 Break study
3.5.3 Semester 2
3.5.3.1 Orientation
3.5.3.2 Research 1 unit- Project management
3.5.3.3 Unit for project cost management
3.5.3.4 Unit for people and management
3.5.3.5 Unit for project quality management
3.5.3.6 Passing in all the units
3.5.3.7 Enrolling the course units within semester 3
3.5.4 Break study
3.5.5 Semester 3
3.5.5.1 Orientation
3.5.5.2 Integrated project for project management
3.5.5.3 Unit for accounting managers
3.5.5.4 Project Procurement Management
3.5.5.5 Results for different units
3.5.5.6 Graduation
4 Project closing stage
4.1 Sending graduation certificate and academic report to the sponsor
4.2 Furniture for selling
4.3 Paying tax due as well as bills
4.4 Car selling
4.5 End leasing
4.6 Back to home
Table 2: The Project Work Breakdown Structure
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3.3. Out of Scope
The project does not support and fund additional fees such as tutoring or private classes fees,
overseas examination fees, Online units, lab and bench fees and financial penalties (SACM
2017).
3.4. Project Constraints
The scholarship master studies project has several limitations:
 The master study project scholarships have certain limitations that are elaborated below:
 The study of project must be on-Campus. It is identified that within an event of conflict
between various units, it is very much necessary to study online for not more than total
20% of the unit program
 The project cost must not exceed $380,000. If more budget is required for the project
then it very much important to take approval from the ministry of labor as well as from
the ministry of finance.
 The Saudi government plays an important role in financing the project and thus the
employee must not undertake any type of work within that period.
 The employees are generally requested to follow all the laws of the country that is
hosting the project.
3.5. Project Assumptions
The assumptions of the project include:
 Before applying for the scholarship, it is very much necessary for the employees to work for at least three
years.
 The student should finish their study within the time period of 25.07/2015 to 11/07/2018 as well as
university’s study plan
 The main resource of the project is the employee who plays main role in achieving the goals of the project.
 The main project purpose is to study masters of Science at the University of Curtin. If the employee wants
to change their study within the university then it is necessary to apply at ministry of education for
accepting the project.


4.0. Project Time Management
Project time management is necessary in order to ensure the project does not exceed the deadline
or there are no additional expenses due to extension of time. Proper time management can be
done through the use of various scheduling softwares like Microsoft Project. However, it should
also be ensured that the proposed timeline should be followed through the entirety of the project.
The proposed timeline for this project is spread over the period of three years from 2015 to 2018.
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The timeline for this particular project is initiated at the point when the employee starts thinking
about passing the course in the university. The first activity is initiated by the enrollment of the
student in the university that will also later on fetch the approval for the employee’s scholarship.
The major Milestones of the project are:
 Enrolment in reputed industry and applying for scholarship by January 2015.
 Ensuring the scholarship procedure is completed by May 2015.
 Start study before a month of enrolment, getting a student visa so that the employee can travel without
issues.
 To begin attending English classes from 25 July 2015.
 To successfully complete the General English (ELICOS) and Academic Purpose Level by 26 July 2016.
 To get the required degree in English Language Bridging (ELB) Course by 10 Nov 2016.
 To get Master of Project Management degree by 11/07/2018.
4.1. Project Time Management - Approach
4.1.1 Developing the project schedule baseline:
While developing a project schedule, a number of steps and variables must be determined.
According to PMI (2013), for the purpose of planning, management, development, control and
implementation of a project schedule, the policy, procedures and documentations must be
developed. For this project, the entire project schedule can be classified into four stages that are
listed as follows:
4.1.1.1 Initiation stage
The initiation stage of this project started before the employee travelled to Australia to complete
masters level studies. During this phase, the employee needed to identify the needs and
requirements of the project and accordingly, he developed a list of tasks he needed to perform. In
this list, he rearranged the tasks according to their priorities and then he built a follow-up table
based on task deadlines or the result dates.
4.1.1.2 The planning stage
This is the planning stage when the employee started preparing his plan to travel to Australia for
his masters level studies.
4.1.1.3 The Implementation stages
4.1.1.3.1 Before starting the study
This was the first time the employee was travelling abroad and hence, he was bound to face a
number of challenges in this phase. The first challenge he faced was to find a suitable place for
accommodation within a very short time and the next challenge was to find some arrangements
for buying a car. The employee needed to visit real estate offices or websites to find houses at
various locations and selecting a suitable place to live. Further, he needed to visit several car
dealers in order to find the best possible car deal.
4.1.1.3.2 English learning courses stage
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For addressing the language problem, the employee was planning to keep one or two hours for
the language study but on the other hand, he also needed to maintain at least three or four hours
of study time.
4.1.1.3.3 The Master stage
In this phase, the employee needed to devote himself into studies due to the high demand of
masters course. Hence, he spent the days to study and assignments while he spent his evenings
for attending lectures.
4.1.1.4 Project closure phase
Finally, it was time for the employee to return home where he got job at The Ministry of Labour
and Social Development.
Diagram 1 illustrates the schedule (Gantt chart) of the main phases of the project.
Diagram 1: The schedule of the main phases of the project
4.2. Schedule
The entire duration of the project is spread over the period from 06/04/2015 to 07/08/2018. The
detailed breakdown of the time period is shown in Appendix A.
5.0. Project Cost Management
For the funding of the project, the Ministry of Education provided the employee with a
scholarship of 360,000 Australian dollars via the Saudi Arabian Cultural Mission (SACM). The
amount was sufficient for the employee to travel to Australia, complete masters studies and
return to his homeland.
The cost management process for this project followed the general and conventional processes
like planning, estimating, budgeting, financing, funding, managing and controlling costs and the
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project was successfully completed with the allocated budget (DelPico and Wayne 2013). The
four cost processes required for the success of the project are as follows:
 Preparation of cost management plan via various processes including operation,
management and monitoring.
 Development of an estimated cash resource amount that was needed for the
implementation of the project risk improvement initiative.
 Using a cost baseline for allocation of the estimated costs required for each activity of the
project and for approval of the project sponsors.
 Monitoring and controlling the overall expenses encountered during the work execution
as well as management of differences in the project scope and seeking necessary
approval from the sponsor for the purpose of budget adjustments as required.
5.1. Project Cost Management - Approach
The project is financed by the Saudi Government. The payment methodology was as follows:
 SACM paid for the tuition fees directly to the institution.
 The expenses for the text books and study materials were included in the employee’s
salary.
 SACM paid the Overseas Student Health Cover (OSHC) directly.
 SACM covered the overall costs for the journey and return tickets.
 Additional expenses were the responsibilities of the employee himself.
5.2. Budget
The estimated project baseline budget is set as $ $359,222. The following table is
used to show the elements and the main stages budget, while a full budget shown
in Appendix B.
The following table is used to reflect an overall idea of total cost to be encountered
throughout the project.
ID WBS TASKS Total cost
1 Student Visa Expenses $3,250
2 Travelling Expenses $49,350
3 Accommodation Inclouds furniture and appliances $61,130
4 Utility bill $14,040
5 Communications bills $5,004
6 Transportation $14,530
7 Living expenses $64,300
8 Medical insurance $15,000
9 UNIVERSITY EXPENSES $90,238
10 SCHOOL EXPENSES $37,380
11 Risk Management $5,000
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TOTAL of BUDGET $359,222
Travelling Expenses
Accommodation Inclouds furniture and
appliances
Transportation
Living expenses
University Expenses
School Epeenses for Children
1 2 3 4 5 6
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$49,350 $61,130
$14,530
$64,300
$90,238
$37,380
Top Quantity Summary Budget
Tasks
Cost
Diagram 2: The project Baseline Budget Summary
5.3 Contingency
For the purpose of contingency, 10% of the total budget had been considered and stored in case
scope is changed in the future.
6.0 Project Human Resource Management
Project Human Resource Management could be done by organizing, managing and leading a
project team (PMI 2013). The detailed human resources management process is listed as follows:
 Develop a Suitable Human Resource Management Plan: To prepare a suitable human
resource management plan in order to document and classify the roles and
responsibilities in the project, required skills, reporting relationships, and develop the
most suitable recruitment management plan.
 Create a Project Team: Form a team of necessary human resource needed for the project
to execute its tasks and activities.
 Improve Project Team: Use skills and competency as the main criteria for forming the
project team and use suitable measures to improve performances during the project.
 Project team monitoring: Track and monitor the performances of project team members,
use feedbacks to solve various issues and introduce change management for enhancing
the quality of the project output.
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6.1. Project Human Resource Management - Approach
Since it is a government scholarship program, the project team plan is developed much prior to
the initiation of the project. In this project, the employee himself is considered as the primary
human element involved in the project. The elements of the project as allocated in various time
phases are listed as follows:
 Initiation stage: the employee, his family, Curtin University, and the Ministry of Labor.
 Planning Stage: the employee, Scholarship and Financial Departments.
 Implementation stages: the employee, his family members, SACM and the university
faculties and staffs..
 Closing stage: the employee, his family members and SACM.
6.2. Project Team Members
The human resources in project are assigned as team members and they are listed as follows.
 The Ministry of Labour – Sponsor
 The employee and his family members – The team members
 Study Supervisor – Project Director
 Saudi Ministry – Head Management
 Saudi Arabian Cultural Mission – Coordination and Executive Department
 Curtin University – Service Provider
 Travel Agency – Transport and Accommodation
6.3. Responsibility Assignment Matrix
The Responsibility Assignment Matrix is illustrated in Appendix C.
7.0. Project Communications Management
Communication management in a project helps in the interaction between two stakeholders that
also facilitate the exchange of ideas and project updates. The Project Communications
Management processes are divided into three sections:
 Planning Communications Management
 Maintaining the communications
 Monitor the communications
7.1. Project Communication Management - Approach
This project communication management is using several methodologies to manage the
communication between stakeholders:
1- Face to face meeting.
2- Online documents
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3- Emails
4- Government mailing system
5- SACM Website
6- Emergency calls
7- Curtin University website, Oasis and Blackboard.
7.2 Communication Plan
Most of the communication plan documentations were stored on the SACM website, whereas the
employee had two methods to store his documentations in paper and electronic copies. The
communication plan included the communication methods for a number of tasks, to who it was
addressed and at what frequency it happened. For further information of the project
communication plan please see Appendix D.
8.0. Stakeholder Management
Stakeholder management is needed in order to allocate duties to the relevant stakeholders in the
project. Each stakeholder must perform his duties in the right manner in order ensure success of
the project. In order to create a stakeholder management plan, there are few steps to be
considered:
1- Recognize and classify the project stakeholders
2- Prepare the Stakeholder Management Plan
3- Sustain the engagement of the stakeholder
4- Monitoring the stakeholder engagement
8.1. Stakeholder Management Plan
The Stakeholder Management Plan is developed in order to illustrate the stakeholder roles and
responsibilities in the particular project. Appendix E shows further information.
9.0. Project Risk Management
Project risk management is needed in order avoid possible risks and concerns that may affect the
project in a negative manner. In order to avoid the risks, it is necessary to prepare a risk
management plan including a risk register that helps to identify and classify possible risks.
9.1. Project Risk Management - Approach
There are five steps to be applied in processes of the Project Risk Management (PMI 2013):
 Risk Management Plan: Risk register is developed and a risk management plan is
created based on the possible risks that may occur.
 Categorize Risks: Risks are categorized with the help of the risk register matrix.
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 Implement Qualitative Risk Analysis: The qualitative risks are identified and analyzed.
 Implement Quantitative Risk Analysis: The quantitative risks are identified using
statistical data and analyzed.
 Design Risk Responses: Risks related to the project goals and possible options are
identified.
 Controlling the risk: To prepare risk control document using various risk management
tools and techniques (PMI 2013, 309).
 DESCRIPTOR CRITERIA / OBJECTIVE
Highly Likely Frequent Occurrence in Location
Likely Frequent Occurrence in the company
Possible One or two occurrences at the Company
Unlikely Several occurrences in the industry, but not in the Company
Highly Unlikely No occurrences in the Industry
Table 4: The Risk Likelihood Table
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Risk event Insignificant Minor Moderate Major Catastrophic
Homesick Frequent thoughts
of home
Frequent wish to go
home
High desire to return
home
Very strong desire to
get back home
Cannot stay in the new
country
Achieve the required level of
English language Obtain excellent
proficiency in
English
Satisfactory level
of proficiency in
english
The required level of
proficiency in english
A good level but below
the required level
proficiency in english
Weak language
proficiency in english
Failure to comply with the
timetable for the study
period
Achieve excellent
grade before the
prescribed period
Achieve the
satisfactory grade
in the prescribed
period
Re-sit in one unit Delay in obtaining the
degree for a semester
Dismissal from university
due to repeated poor
performance
The inability to obtain the
degree To get 56 - 60 in
few units
To get 50 – 55 in
few units
To get below 50 in one
Unit
To get below 50 in a
number of units
Failure and inability to
complete the study
Employee failure to return to
work Considering new
job
Move to private
sector after three
years
Move to private sector
after two years
Move to the private
sector in the first year
No job after the
completion of graduation
Scientific and knowledge
outcomes Grade above 70% Grade 66- 70% Grade 61- 65% Grade 56- 60% Grade less than 55%
Illness Minor illnesses or
health issues, not
affecting study
Some injury,
require rest for a
day or two
Major illness that may
require week long rest
and care
Very major health
condition that require
care for weeks
Request intensive care
Table 5: the Risk Consequence Table
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RISK RATING Insignificant Minor Moderate Major Catastrophic
Highly Likely Moderate Moderate High Extreme Extreme
Likely Low Moderate High High Extreme
Possible Low Moderate Moderate High High
Unlikely Low Low Moderate Moderate Moderate
Highly Unlikely Low Low Low Moderate Moderate
Table 6: The Risk Ranking Table
9.2. Risk Register
The Project Risk Register is shown in detail in the Appendix F.
10.0. Project Quality Management
Project quality management is needed by the student to ensure he achieves sufficient quality
standards in each of his phases in the project. The quality management process follows a
predefined roadmap set by the Project Management Institute and includes various tools and
techniques that are generally set as industry standards and followed throughout as guidelines or
policies.
10.1. Project Quality Management - Approach
In this project, for quality management process, general PMI guidelines are adopted (PMI 2013,
226): Planning the Quality Management: Suitable quality management plan is developed
following standard policies and guidelines.
 Implementing the Quality Assurance: The developed plan is implemented and auditing
process is performed in order to generate data regarding quality assurance.
 Monitoring Quality: The quality of the project is monitored and controlled accordingly.
For the process of quality control and management, the employee is the main stakeholder to
maintain the quality of the project deliverables, while the lecturers and the student supervisor are
responsible for the performance control of the employee’s outcomes.
10.2. Quality Plan
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The quality plan is shown in Appendix G and illustrates all the relevant deliverables.
11.0 Project Procurement Management
According to the project management institute, project procurement management is needed to
acquire certain resources and materials that are needed for the project at a certain price and
amount.
11.1. Project Procurement Management - Approach
Table 7 illustrates the parts of the Work Breakdown Structure that will be procured and the
methodologies of each element:
ID WBS TASKS Procured By Procurement Method
Project for getting a PM Master
degree
1.1 Visa Fees
1.1.1 Visa Medical examination for
husband and 4 of the Family The Employee
Single source procurement
and generating invoice for
payment by sponsor
1.1.2 The Student visa, the wife and 3
boys visa The Employee
Single source procurement
and generating invoice for
payment by sponsor
2 Travelling Expenses
2.1 One way trip (Hufouf, Saudi
Arabia -Perth)
The employee through
travelling agent
Single source procurement
and generating invoice for
payment by sponsor
2.2 Vacation tickets The employee through
travelling agent
Single source procurement
and generating invoice for
payment by sponsor
2.3 Homeland Return trip The employee through
travelling agent
Single source procurement
and generating invoice for
payment by sponsor
3 Accommodation
3.1 Book a hotel or short-term
housing The Employee Online request through
company website
3.2 Long-term contract property The Employee Submission of online
document
3.3 Furniture and Home Appliances The Employee Face to face dealing in
furniture store
4 Utility bill The Employee Online payment
5 Communications bills The Employee Online payment
6 Transportation
6.1 Public Transport for 3 years the
total average per month $10 The Employee Online payment after
generation of invoice
6.2 Hiring a car The Employee Face to face booking
6.3 Purchasing a car The Employee Face to face booking
6.3.2.2 Car Insurance for 3 years the
per year $650
The Employee Online application
7 Living expenses
7.1 Food, Entertainment and
Clothes
The Employee Face to face purchase
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8 Medical insurance SACM Online application
9 UNIVERSITY EXPENSES
9.1 Tuition & fees SACM
9.1.1 English course fees SACM Online application to sponsor
9.1.2 Enrolment Tuition SACM Online application to sponsor
9.2 Textbooks The Employee Online application to sponsor
10 SCHOOL EXPENSES
10.1 Private School Tuition
10.1.1 School fees SACM Online application to sponsor
10.1.2 School uniform fee SACM Online application to sponsor
10.1.3 Sports uniform fee SACM Online application to sponsor
10.2 Lab fee SACM Online application to sponsor
10.3 School Textbooks SACM Online application to sponsor
10.4 Stationery The Employee Online application to sponsor
10.5 School bus SACM Online application to sponsor
10.7 Children school pocket money
for 6 terms per term $1,056 SACM Personal
Table 7: the Project Procurement Methodologies
12.0 Project Control
For any project factors like the time and cost often goes out of controls irrespective of the
size or the type of the projects. Change in one of this factors have a huge impact on the different
other aspects and factors related to the project. Authors like (), found that, most of the controls
methods for the project controls are intended to control the scope, budget, schedule of the
project, quality and the resources required for the project.
o In case of the project SACM acts as the controlling department for;
o Budget that excludes employee’s personal expenses,
o Maintaining the project time line.
o Quality of the project.
o And lastly, the scope of the project that changes through Education ministry.
12.1. Progress Reporting
For this project the project management plan would be regulated after the arrival at the
study country. When the employee reaches the country, they must open an account and in order
to do that they will have to submit the listed documents.
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 Copy of the Visa,
 Copies of the first page of the passports of the employees and their family members.
 Copy of family card and employee national card.
 This documents allows the SACM in order to process the activities of the project.
12.2. Change Management
There are various changes that the project tasks needs to follow:
1- Change of study units: Students needs to select from the units that can be studied
electronically during this period.
2- Change of studying major and university: The student have to change the major
study in the university and fill the form through SACM that will be forwarded to
the Ministry of Education for getting its approval. The student is a government
employee will discuss it with the Ministry if the labor for the transaction.
3- Change in the accommodation: The employee have to search for the
accommodation in the free time that might help in analysis the houses offered to
him and decided to relocate or not.
4- Change in the workplace after graduation: The employee can search job in any
location under the Ministry of Civil Service within the government ministries and
institutions.
5- Requesting additional tickets: The system allows the employees an the family for
maintaining the tickets during the journey. Additional tickets will be provided in
an emergency case including death of a person in the family including wife.
6- Increasing the time for study: The employee might not be able to complete the
degree course due to the job or any other reason. Therefore, the employee can
request an application to the SACM and forward to the Ministry of Education for
their approval.
12.3. Project Completion Review
The project completion review will be discussed in the Graduation Document that will
shown on the employee performance during the scholarship. Saudi Arabian Cultural Mission has
been requested for the following reports in order to provide better opportunities to the
employees.
 Project performance report might include the achievements reports of the
employee.
 The process of the scope
 The project completing its requirements
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 The complete financial statement report
 The report of all the correct an incorrect tasks done in the duration
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Project Management Plan – Master of Project Management
APPENDIX A – Schedule
(return)
See below the project schedule:
[Type text] Page 23

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Project Management Plan – Master of Project Management
APPENDIX B – Project Budget
(return)
ID WBS TASKS Total cost
1 Project for getting a PM Master degree
1.1 Project initiation stage
1.1.1 Proper approval of the work in context to university’s enrollment $1,800
1.1.2 Submit as well as search for many of the universities $550
1.1.3 Getting admission within Curtin university $900
2 Getting a scholarship
2.1 Project planning stage
2.1.1 Travelling plan $6,000
2.1.2 Entrusting critical activities for the work colleagues $9,000
2.2 Applying for student visa
2.2.1 Booking for a flight $7,350
2.2.2 Buying travel insurance $10,500
2.3 Booking a hotel
2.3.1 Downloading travelling option on the mobile phone $7,000
2.3.2 Hiring a car $9,500
3 Preparing different types of personal documents in order to travel
3.1 Project implementation stages $1,500
3.2 Travelling to Perth
3.2.1 Tasks before the initiation of the study $54,000
3.2.2 Taking a hired car $1,500
3.3 Searching various permanent addresses
3.3.1 Buying furniture $1,100
3.3.2 Searching and buying a car $180
3.3.3 Course stage for English learning $800
3.3.4 Proper orientation for the students $80
3.3.5 English for academic purpose as well as general English $130
3.3.6 Bridging English language $320
3.3.7 Submitting documents to the university $170
3.4 Enrolling course units
3.4.1 Study Break $350
3.4.2 Master stage $600
3.4.3 Semester 1 $250
3.4.4 Orientation $150
4 Unit of project risk management
4.1 Unit for project management overview $ 3,960
4.2 Unit for project time management $ 2,880
4.3 Unit for program and portfolio management $7,200
5 Passing in all units
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5.1 Enrolling for course unit in the semester 2 $1,440
5.2 Break study $3,564
6 Semester 2
6.1 Orientation $360
6.2 Research 1 unit- Project management $700
6.3 Unit for project cost management
6.3.1 Unit for people and management $7,000
6.3.2 Unit for project quality management
6.3.2.1 Passing in all the units $2,520
6.3.2.2 Enrolling the course units within semester 3 $1,950
6.3.2.3 Break study $2,000
7 Semester 3
7.1 Orientation $54,000
7.3 Integrated project for project management $5,000
7.4 Unit for accounting managers $5,300
8 Project Procurement Management $15,000
9 Results for different units
9.1 Graduation
9.1.1 Project closing stage $32,500
9.1.2 Sending graduation certificate and academic report to the sponsor $55,000
9.2 Furniture for selling $950
9.3 Paying tax due as well as bills $1,500
9.4 Car selling $288
10 End leasing
10.1 Back to home
10.1.1 Project for getting a PM Master degree $23,000
10.1.2 Project initiation stage $1,800
10.1.3 Proper approval of the work in context to university’s enrollment $700
10.2 Submit as well as search for many of the universities $180
10.3 Getting admission within Curtin university $2,000
10.4 Getting a scholarship $1,200
10.5 Project planning stage $2,200
10.7 Travelling plan $6,336
11.0 Entrusting critical activities for the work colleagues $5,000
BUDGET TOTAL $359,222
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Project Management Plan – Master of Project Management
APPENDIX C – Responsibility Assignment Matrix
(return)
WBS Task Name
The employee
The Employee Family
The Supervisor
Financial Coordinator
Curtin University
SACM
The Ministry of Labor
The Ministry of Education
Ministry of Civil Service
Australian Immigration
Department
Medical Insurance
Coordinator
Ticket Coordinator
Training and Scholarships
Department
The employee direct
management
Sponsored student
coordinator
Lecturers
English Teachers
0 Getting a PM Master Degree Project
1 Initiation stage
1.1 Approval from the work with respect to enrolling
in universities R I R
1.2 Search and submit for many of universities R I A I C I C I I
1.3 Get admission from Curtin University I I I I I R A A C
1.4 Obtain a scholarship
2 Planning Stage
2.1 Plan of traveling
2.1.1 Entrust critical activities to colleagues in the
work R R I I I I C I
2.1.2 Apply for a student visa R R I I I I I C
2.1.3 Book a flight R I I I A A I I R I
2.1.4 Buy travel insurance R I
2.1.5 Book a hotel R
2.1.6 Download travel applications on mobile phone
2.1.7 Hire a car
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2.1.8 Prepare personal documents for the traveling R R I I I I I A
3 Implementation stages
3.1 Travel to Perth
3.2 Tasks before starting the study
3.2.1 Take the hired car R R
3.2.2 Search for permanent residence R A I A A I C I A A
3.2.3 Buy furniture R I A I A A I C I A A
3.2.4 Search and buy a car R I A I A A I C I A A
3.3 English learning courses stage
3.3.1 Orientation for new students R I A I A A I C I A A
3.3.2 ELICOS- General English (GE5) and English for
Academic Purposes (EAP) I I I I R I A I
3.3.3 English Language Bridging (ELB) R I A I A A I A A
3.3.4 Submit the required documents to the
university R I A I A A I A A
3.3.5 Enroll the course units R I A I A A I A A
3.4 Break study R I A I A A I A A
3.5 The Master stage
3.5.1 semester 1
3.5.1.1 Orientation A A I R
3.5.1.2 Project Risk Management Unit R I A I A A I A A
3.5.1.3 Project Management Overview Unit R I A I A A I A A
3.5.1.4 Project Time Management Unit R I A I A A I A A
3.5.1.5 Program and Portfolio Management Unit R I A I A A I A A
3.5.1.6 Pass in the all units I I A I R A I A I A A
3.5.1.7 Enroll the course units Semester 2 I A I A A I A
3.5.2 Break study
3.5.3 Semester 2
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3.5.3.1 Orientation R A
3.5.3.2 Project Management - Research 1 Unit R A
3.5.3.3 Project Cost Management Unit A I A A I A
3.5.3.4 Project Management & People Unit R A
3.5.3.5 Project Quality Management Unit R A
3.5.3.6 Pass in the all units R A
3.5.3.7 Enroll the course units Semester 3 A I A A I A
3.5.4 Break study
3.5.5 Semester 3
3.5.5.1 Orientation R
3.5.5.2 Project Management Integrated Project R A
3.5.5.3 Accounting for Managers Unit R A
3.5.5.4 Project Procurement Management R A
3.5.5.5 Results for the all units I A I R A I A I A A
3.5.5.6 Graduation I A I R A A A A I I I
4 Closing stage
4.1 Send the academic report and Graduation
certificate to the sponsor R R
4.2 Selling the Furniture R R
4.3 Pay all the bills and tax due R R
4.4 Selling the car R R C I I A I I I R
4.5 end leasing R I I A A I I
Date:
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LEGEND
R – Responsible (for executing activity) A – Accountable (buck stops here) I – Informed (FYI) C – Consult (must)
Add to the legend to suit your project

APPENDIX D – Communication Plan
(return)
Key Reports/meetings Who to receive Frequency Method
Online Application to the
University The University (via Online portal) Once Online application
Joining Letter (COE) The student Once Email
Application for Study
Scholarship The sponsor Once Email (along with relevant
documents)
Suitable Plan for Project
Management The Ministry of Labor Once Email (along with relevant
documents)
The scholarship approval The student Once, on the 15th of June Government mailing system
Application for Visa The Australian immigration Dept. Once before travelling, several times
after expiry of each visa period Online application
The Student Visa The student Two weeks after applying Email
Request for Flight Tickets - In the Kingdom The Ministry HR
- In Australia SACM tickets Dept.
Once, few months before the travel
date Email
Student Information Document Student and SACM when the student reaches the country
that he will study in SACM website
General inquiries SACM staff If needed Email
Emergency inquiries SACM staff In Emergency cases Email
Study inquiries Sponsored Student Coordinator If needed Email or face to face meetings
Request for financial guaranty Curtin University In the beginning of each program Email
Tickets The student After the approval Email
Study academic report Supervisor After each study phase Upload online into SACM
website
Salary revealed The student 25 of each month The student file in SACM
website
Assignments Lecturers As scheduled in the units outlines Through Turnitin, Blackboard
Assignments results The student Within 3 weeks of submission Through Blackboard
End of semester results The student After two weeks of the examination
period Email
Bills and payments The student Monthly or every two months Email
[Type text] Page 31

[Type text] Page 32

APPENDIX E – Stakeholder Management Plan
(return)
Stakeholder Stake/Interest Action Responsibility By When Status
The employee Earn a master degree Work hard and perform well during
the study course Obtain the degree Dec. 2017
The Employee Family The success of the family
studies
Contribution to the family and their
growth
Contribute to the
success of the head of
the family
During the
project period
The Supervisor Success of the Employee Develop performance reports of the
employee
Follow-up employee
study
End of each
stage
Financial Coordinator
The employee’s financial
satisfaction
Following up the economic matters of
the employee during the study period
Pay the monthly
salary of the
employee
End of each
month
Curtin University
Graduating talented
students for future
employment as project
managers
Activating an authorized project
management program Output quality End of the
program
Saudi Arabian Cultural
Mission (SACM) Student stability Sustainability between the Ministry of
Education and universities
Follow-up of student
affairs
The scholarship
period
The Ministry of Labor
Successfully employ a
fresh and talented project
manager
provide scholarship Financial support The whole
period
The Ministry of Education Output quality Supervision
Coordinator between
SACM and the
Ministry of Labor
The scholarship
period
Ministry of Civil Service Development of
government employees
Provide scholarship to the deserving
students
Studying the
application for
scholarship and
issuing the approval
decision
On the 15th of
June
Australian Immigration
Department
Correct the status of
arrivals to Australia
Permission for leaving and entering in
Australia Issue the entry visa Before arriving
Medical Insurance
Coordinator
The Health of the
employee and his family
Maintaining health of the employee Issuing health
insurance + pay the
bills that are not
Before coming
to Australia
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covered by the
insurance
Ticket Coordinator Employee travel Checking tickets for employees and
their families
Provide annual tickets
for the employee and
his family
Two months
before the start
of the vacation
Training and Scholarships
Department
Training of government
employees
Providing opportunities for sending
government employees to study
abroad
Providing official
approval for
scholarships
By April of each
year
The employee direct
management
To get qualified staff Providing initiation to the
scholarships
Provide alternative
staff
Before the
employee's
travel to study
Sponsored student
coordinator
The satisfaction of the
university international
students
Replying to students
Know what students
face and contribute to
solving problems
When the
student resorts to
him
Lecturers Deliver information to
students Explanation of subjects Directing the student End of each
course
English Teachers Develop student language Teach English Directing the student Before enrolling
to university
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APPENDIX F – Risk Register
(return)
# Risk Event Likelihood Consequence Rating Treatment Responsible
Officer By Date Status
1
Home sickness of family
members that might cause
disturbance to study of
employee
Possible Moderate Moderate
Establishment of a club for Saudi
students for creating appropriate
atmosphere.
State Student
Club
Manager
Oct 2015 solved
2
Studying English to a level
that might not affect the
employment if the
employee in the company.
Possible Major High
Providing students courses in the best
institutes alongwith three opportunities
to take the English language test IELTS
Supervisor 15/7/215
3 Failing in compiling routine
for the study period Likely Major High Extending the study period for an
additional semester
Approval of
the Ministry
of Education
In progress
4 Not able to obtain the
degree Unlikely Catastrophic Moderate
A written application from the employee
to pay all the expenses incurred during
the study period in case of failure to
achieve graduation
Scholarships
and training
department
In progress
5
Employee failure to return
to work after graduation as
to move to the private
sector.
Possible Major High
A written undertaking from the
employee to work for the government
for a period equivalent to the
scholarship period where any part of the
year that is considered as a full year.
Scholarships
and training
department
In progress
6 Weak scientific and
knowledge outcomes Possible Catastrophic High Providing a quarterly report on the
employee performance during study Supervisor In progress
7
Bad health of employee or
member of his family Possible Major High health insurance SACM 20/8/2015 solved
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APPENDIX G – Quality Register
(return)
WBS # Product Name Quality Acceptance
Criteria Quality Check Method Quality
Checker
Quality
Checker
Result of
Quality check
3.3.1 ELICOS- General English
(GE5)
Achieving the
benchmark degree of
success
The achieved success degree is
not less that (B)
school
coordinator Supervisor accomplished
3.3.2 ELICOS- English for
Academic Purposes (EAP)
Achieving the
benchmark degree of
success
Achieved success degree not
less than (B)
school
coordinator Supervisor accomplished
3.3.4
English Language
Bridging (ELB)
Achieve benchmark
need to reach for
enrolment in university
Achieved success degree not
less than (-B)
school
coordinator Supervisor accomplished
3.4.1 1st semester of the master
Successful passing and
moving to the next
semester
Achieved success degree
according to the studied units Unit Lecturers Supervisor accomplished
3.4.2 2nd semester of the master
Successful passing and
moving to the next
semester
Achieved success degree
according to the studied units Unit Lecturers Supervisor accomplished
3.4.3 3rd semester of the master Successful passing and
graduation
Achieved success degree
according to the studied units Unit Lecturers Supervisor In progress
END OF
PROJECT MANAGEMENT PLAN
Page 36

References:
DelPico, Wayne J. 2013. Project Control : Integrating Cost and Schedule in Construction /
Wayne J. Del Pico, Cpe: Hoboken, New Jersey : Wiley.
PMI, Project Management Institute. 2013. A Guide to the Project Management Body of
Knowledge (Pmbok Guide) / Project Management Institute, Pmbok Guide. Newtown
Square, Pa.: Newtown Square, Pa. : Project Management Institute.
SACM, Saudi Arabian Cultural Mission. 2017. Vision, Mission & History. Accessed
11/9/2017, https://sacm.org.au/sacm-profile/.