Project Plan for Hosting a National Aborigines and Islanders Day Observance Committee (NAIDOC) Event by CQ University

This project plan is based on hosting a National Aborigines and Islanders Day Observance Committee (NAIDOC) Event by CQ University. The plan includes project description, justification, stakeholders, requirements management, schedule, cost baseline, risks, and tolerances.

TERM 1 ASS_2
PROJECT PLAN
Student name Student number Qu/s responsible for.
Campus: Insert campus or distance
Tutor: Insert tutor name
Tutorial number: Insert the tutorial number

Notes to the Author
[This document is a template. It has been tailored to suit the assessment. All fields within the template should
be completed as per the project scenario provided.
 Blue italicized text provides an explanation of what should be included for each section. Remove all
blue text prior to submission. If there are two or more options for you to decide between, revert
the option you are keeping to black and remove the other.

1 PROJECT DESCRIPTION
1.1 PROJECT DESCRIPTION AND BACKGROUND
(1 mark)
This project is based on hosting a National Aborigines and Islanders Day Observance Committee
(NAIDOC) Event by CQ University. The main purpose of the event is to raise awareness of the
cultures and perspectives of the indigenous people living in Torres Strait among other students
and staffs of the university. The event will promote engagement and collaboration with the
indigenous Torres Strait islanders as well as spreading their cultural resources among other
people associated with the university.
1.2 JUSTIFICATION
(3 Marks)
Figure: Flow diagram of Prince2 Output, Outcome, Benefits retrieved on 30/06/17
http://prince2.wiki/Business_Case
The success of the event will be judged by the course of event outcomes – first there will be some
project output that will result in an outcome that will again result in the benefits to earned in the
event. These are shown in the following table.
Output Outcome Benefits
The main expected output from
the project is a completed event
with a lot of cultural mix,
participated by students and
staffs, with special emphasis on
spreading indigenous culture of
Australia.
The expected outcome is a
sense of cultural unity among
the students and staffs in spite
of cultural diversity in the
campus (Yamada, 2015). In
addition, it will also grow
respect towards the indigenous
people of Torres Strait.
The cultural unity in the campus
will significantly improve the
educational environment. It will
also increase interest among
indigenous people to educate
themselves and develop
professional careers.
2 STAKEHOLDERS
2.1 Key Stakeholder List
(6 Marks)
Stakeholder Category
(i.e.
Sponsor /
Supplier /
Description of Interest Description of Influence

User)
1 CQU(Central
Queensland
University)
Host /
Sponsor
Gaining more students
from indigenous origin
They are hosting the event
and also providing funds for
the event.
2 Martin Cole Event
Manager
Professional experience,
extracurricular activity
This stakeholder will
manage all the aspects of
the event including
organization, hosting and
closing of the event.
3 SET
Indigenisation
Committee
Event
Organizer
Promotion of indigenous
culture
This stakeholder group will
promote indigenous culture
among event participants
(Lutz et al., 2017).
4 Kirra Robins Cultural
Events
Manager
(Indigenou
s Origin)
Promotion of indigenous
culture
Being from indigenous
background, this
stakeholder can share
cultural perspectives and
spread indigenous cultural
awareness.
5 William Rodgers Event
Programs
Coordinat
or
Active contribution for
successful completion of
event, enhancement of
professional experience
The event coordination
skills of this stakeholder will
be required to organization
all the events and programs
successfully (Parmenter &
Trigger, 2017).
6
Event Decors and
Suppliers
Material
Supplier
for Event
Gain profit from the sales
of the event supplies and
decors
This stakeholder group will
supply materials for the
project.
2.2 Stakeholders Engagement Assessment Matrix (3 marks)
Stakeholders Engagement Assessment Matrix
Stakeholder Unaware Resistant Neutral Supportive Leading
CQU(Central
Queensland
University)

Martin Cole 
SET
Indigenisation
Committee

Kirra Robins 
William
Rodgers

Event Decors
and Suppliers

2.3 Stakeholder Communication (1 mark)
The Project Board has asked you to provide advice on how best to communicate with the
stakeholders who are not on the Project Board or in the Project Team.
Describe the communication method you believe will be most effective, state whether the method

is PULL or PUSH communication, and briefly justify your choice.
Communication method PULL or PUSH Justification
Video Conference PULL The external stakeholders do not need
“push” or motivation type communication,
they require “pull” i.e. they are to be
convinced to take part in the project.

3 REQUIREMENTS MANAGEMENT
(5 marks)
3.1.1 Traditional Owner/s of the land on which CQ University campuses are located (1
mark).
The most preferred approach is to appoint one stakeholder from each of the university campuses
who will represent their campus. Selecting only one stakeholder for all campuses is not a feasible
option as he does not have sufficient experience in all the campuses together.
3.1.2 Opening statement style
(1 mark)
The most appropriate statement will be “Acknowledge of Country” as the other statement sounds
more like the indigenous people are not traditional natives of Australia.
3.1.3 Requirements gathering for each event
(1 mark)
While the previous programs can be used a benchmark, this is an entirely new event with new
objectives and hence, a fresh plan needs to be developed for the event.
3.1.4 Requirements traceability
(1 mark)
A resource book should be created where all the necessary resources for the project should be noted.
This book can be used as a reference for checking the resource requirements of the project.
3.1.5 Requirements prioritization process
(1 mark)
Requirement prioritization is the process of completing certain requirements that are on top priority.
The stakeholders should be told about these requirements much prior to the project so that they can
take early preparations.

4 SCOPE
4.1 WORK BREAKDOWN STRUCTURE
(3 marks)
The WBS must comprise 3 levels and 6 work packages (see diagram below). Please note: The
third level comprises work packages. You need to insert a name in each of these work packages.
Note: This WBS is intended to represent the full project scope of the training project.
NAIDOC Week
Celebrations
1.3 Facilities1.2 Program1.1 Guests
1.3.2 Drinks and
Snacks
1.3.1 Restroom1.2.2 Culture
Exhibitions
1.2.1 Cultural
Training
1.1.2 Welcome
Guests
1.1.1 Invite
Guests

4.2 WBS DICTIONARY
(12 Marks)
Complete the WBS dictionary below. The dictionary describes each element in the WBS diagram.
In this assessment you are required to complete a table for each work package within your WBS.
There are 2 marks allocated for each of the first six work packages listed.
Note: This WBS is intended to represent the full project scope of the project.
Invite Guests
WBS ID 1.1.1
Description of work Invite guests for the event
Cost Estimate $1000
Start and Finish Dates 5/7/2019 – 10/7/2019
Welcome Guests
WBS ID 1.1.2
Description of work Welcome guests to the event
Cost Estimate $10000
Start and Finish Dates 10/7/2019 – 15/7/2019
Cultural Training
WBS ID 1.2.1
Description of work Conduct cultural training
Cost Estimate $5000
Start and Finish Dates 10/7/2019 – 15/7/2019
Cultural Exhibitions
WBS ID 1.2.2
Description of work To host cultural exhibitions
Cost Estimate $5000
Start and Finish Dates 10/7/2019 – 15/7/2019

Restroom
WBS ID 1.3.1
Description of work To provide restroom facilities to guests
Cost Estimate $4000
Start and Finish Dates 10/7/2019 – 15/7/2019
Drinks and Snacks
WBS ID 1.3.2
Description of work To provide drinks and snacks to guests
Cost Estimate $4000
Start and Finish Dates 10/7/2019 – 15/7/2019

5 SCHEDULE (6 MARKS)
5.1 SCHEDULE
The project executive has asked that the project work be completed in time for NAIDOC
week this year. However, project work cannot be started earlier than 14 May.
In the tables that follow, list at least three (3) work activities for each of the six (6) work
packages selected. Also include the start and end dates and duration in days for each
activity.
Invite Guests
Activity Description of work Start Date End Date Duration
(days)
1 Prepare event plan 1/7/19 5/7/19 5
2 Print invitation cards 5/7/19 7/7/19 2
3 Distribute invitation cards 7/7/19 8/7/19 1
Welcome Guests
Activity Description of work Start Date End Date Duration
(days)
1 Prepare event hall 8/7/19 9/7/19 1
2 Install facilities 9/7/19 10/7/19 1
3 Welcome guests to the event 10/7/19 10/7/19 1
Cultural Training
Activity Description of work Start Date End Date Duration
(days)
1 Develop training groups 8/7/19 9/7/19 1
2 Assign training rooms 9/7/19 10/7/19 1
3 Train the participants 10/7/19 15/7/19 6
Cultural Exhibitions
Activity Description of work Start Date End Date Duration
(days)
1 Develop exhibition groups 8/7/19 9/7/19 1
2 Assign exhibition rooms 9/7/19 10/7/19 1
3 Conduct exhibitions 10/7/19 15/7/19 6
Restroom
Activity Description of work Start Date End Date Duration
(days)
1 Prepare facilities 8/7/19 9/7/19 1
2 Develop water supply 9/7/19 10/7/19 1
3 Open restrooms 10/7/19 15/7/19 6
Drinks and Snacks
Activity Description of work Start Date End Date Duration
(days)
1 Hire caterer 8/7/19 9/7/19 1
2 Assign cooking area 9/7/19 10/7/19 1
3 Distribute drinks and snacks 10/7/19 15/7/19 6

6 COST BASELINE (4 MARKS)
[The project executive has stated the project plan needs to be funded from existing funds
and wants to understand the cost baseline for project activities you have listed in your
schedule. For the purpose of the assignment use the activities identified in section 5.1
above. In addition, it is assumed that the cost you estimate for each activity will include the
cost of human resources, materials and equipment.
Weeks
WBS
id
Activity name 1 2 3 4 5 6 7 8 9 10
Prepare event
plan
$200
Print invitation
cards
$400
Distribute
invitation cards
$400
Prepare event
hall
$5000
Install facilities $5000
Welcome guests
to the event
$0
Develop training
groups
$1500
Assign training
rooms
$1500
Train the
participants
$1000
Develop
exhibition
groups
$1500
Assign
exhibition rooms
$1000
Conduct
exhibitions
$1500
Prepare facilities $2500
Develop water
supply
$2500
Open restrooms $0
Hire caterer $2500
Assign cooking
area
$2500
Distribute drinks
and snacks
$0
Total weekly
cost
$200 $10800 $18000

Cumulative
cost
$200 $11000 $29000

7 RISKS
(3 marks)
Complete the condensed risk register below to describe three (3) risks associated with the
project. The three (3) risks are to include two (2) threats and one (1) opportunity. As the cost
will be coming from existing budgets and the timeframes cannot be changed, do not include
risks about restricted funding or time.
Risk Register
Name Description Likelihood Impact Response
type
Mitigation strategy
Threat Racism High Extreme Ban racist
participants
Raise awareness regarding
equality of races
Threat Lack of interest Medium High Host
attractive
events
Raise awareness regarding the
need to understand indigenous
culture
Opportunity No cultural unity High Medium Train
diversely
cultured
guests
together
Praise all cultures and introduce
cultural unity
8 TOLERENCES
(1 mark) In the table below indicate what tolerance is specified in the project for cost and time only.
Tolerance Specific Tolerance allowed
Tolerance specified for time 1 Week
Tolerance specified for cost $25,000
9 LESSONS
(2 marks) One of the project team members shared a lesson learnt from a previous similar project
in which they were involved. The lesson involved problems encountered with attendance of
students and staff to campus events. Attendance was low when students and staff perceived that
the event did not relate to them or they had little interest in the theme. Considering the lesson
above and the NAIDOC week theme, complete the table below proposing a specific activity to be
added to the project scope that you believe will address this previous lesson. State which work
package the activity should be added to.
Previous lessons learned Proposed activity to address
(in current project)
Work package which
activity will be added
Lesson
Previously there have been
problems with attendance of
students and staff at campus
events. Attendance was low when
students and staff perceived that
the event did not relate to them or
In order to solve this issue, the
event should be organized such
that there are hosts for different
cultures and not only indigenous
culture. Further, the guests will
have the options to present their
own cultures in front of others
Cultural Exhibition

they had little interest in the event
theme. during exhibition (Foley & Howell,
2017).
Project Submission Approval
The undersigned acknowledge that they have reviewed the Assessment Task 2 and
agree with the information presented within this document.
Signature: Date:
Print Name:
Title:
Organisation: [Consider who would have the authority to
approve the start of this project?]
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