Organizing a 2-day conference for discussing existing programs

Running head: PROJECT MANAGEEMENT
Case Study: Organizing a 2-day conference for discussing existing programs
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEEMENT
Table of Contents
1. Introduction..................................................................................................................................2
2. Critical utilization of project management methodologies..........................................................2
3. Application of estimation techniques..........................................................................................4
4. Application of planning process..................................................................................................5
4.1 Project scope..........................................................................................................................5
4.2 Project Milestone...................................................................................................................5
4.3 Management plan...................................................................................................................6
4.4 Change management plan......................................................................................................7
4.5 Communication management plan........................................................................................8
4.6 Cost baseline and procurement plan....................................................................................11
4.7 Risk management plan including risk register.....................................................................12
5. Application of scheduling processes.........................................................................................15
5.1 Schedule baseline and Work breakdown structure..............................................................15
5.2 Gantt chart...........................................................................................................................17
5.3 Project schedule...................................................................................................................18
5.4 Network diagram.................................................................................................................19
6. Conclusion.................................................................................................................................20
Bibliography..................................................................................................................................21

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1. Introduction
The paper reflects on a two-day conference that was organized after the end of 2019
term so that the academic staffs of all the campuses can be able to get together within the
conference in order to properly discuss the existing as well as new programs. OPAIC wants to
run the entire event in the Dunedin site and it is found that the event that was organized will be
helpful in enabling all the school to properly study in order to have proper study sessions
including proper practice in Iwi/Maori incorporation. Moreover, in the second evening, it is quite
important to properly close the conference with the help of formal dinner within the conference
venue that is outside the OPAIC with speeches from OPAIC leadership.
The paper mainly reflects on the project management methodology which will be
appropriate for organizing the event successfully. Additionally, the paper also discusses the use
of proper estimation techniques as well as the application of scheduling and planning procedures
within the project.
2. Critical utilization of project management methodologies
The project mainly reflects on an event that was organized in order to undertake a
conference for discussing the present programs as well as new programs that is required in the
schools for providing the facility of proper study sessions to the students. In order to make the
arrangement in order to organize the event, it is quite important to use project management
methodology which will be appropriate for the project. After analysis, it is found that PRINCE2
methodology will be appropriate for the entire project as with the help of this project
management methodology, the work that is associated with the project is generally divided into
number of different stages which can be monitored with the help of appropriate step wise method

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starting from the initial phase to the closure phase of the project (Kerzner & Kerzner, 2017).
This is considered to be beneficial as it helps in reducing the probabilities of project spiralling
and therefore appropriate revision of the document is required so that the goal of the project can
be tracked quite easily (Joslin & Muller, 2015).
PRINCE2 methodology is found to be useful for organizing the event successful by
properly delivering the product quality which was mainly agreed after the conception of the
project (Kerzner, 2017). This methodology assists in properly standardizing the different aspect
of the project in order to make sure that there is no opportunity to misdirect or miscommunicate
within the project such that the entire project gets executed successfully on time. By using this
process of standardized documentation, proper guarantee is provided to the persons who are
generally involved in the project in order to provide information about the activities that they are
required to perform in the project (Binder, 2016).
PRINCE2 methodology is considered as one of the important approach that assists in
improving the communication between various stakeholders which further helps in saving both
time and money of the project. In addition to this, PRINCE2 helps in providing proper clear
definition about the roles and responsibilities of the stakeholders in order to provide proper clear
structure as well as clear line of authority, delegation, accountability as well as proper standards
of communication (Hornstein, 2015). Moreover, proper management of project with the help of
PRINCE2 framework helps in making sure that the entire work that is related with the project
which will be delivered quite effectively so that the project goals and objectives can be achieved
successfully.

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3. Application of estimation techniques
Cost estimation is referred as one of the method or technique that is used in order to
estimate the cost that is generally required for organizing the event for the conference. The
different types of methods of estimation that is mainly utilized in order to estimate the project
cost are mainly illustrated below:
Three-point estimation: Three-point estimation technique is mainly used for properly
estimating the cost by reducing uncertainties during the cost estimation procedures. With the
help of this cost estimation method, three estimates are identified instead of identifying one
estimate and thus the average of three estimates are identified for reducing the risks and
challenges that is related with estimation (Sears et al., 2015). PERT is found as one of the most
important method that utilizes three-point estimation technique in order to estimate the cost that
is needed for the project. PERT chart uses Optimistic, Pessimistic as well as Likely cost in order
to estimate the project cost quite appropriately. This cost estimation technique is beneficial as
with the help of this technique, budget that is needed can be estimated accurately by reducing the
uncertainties in context to estimation (Kerzner, 2017).
Parametric estimation: This cost estimation technique is mainly used in order to
estimate the budget that is generally required in order to organize the event for the conference
successfully. This parametric estimation uses appropriate historical data for calculating the
techniques of cost estimation by using proper statistical information as well as data (Svejvig &
Andersen, 2015). It generally uses number of variables from different projects which is mainly
utilized within the project. It is considered to be important to use the cost per cubic meter in
order to calculate the various concrete requirements that are related with the present project so
that it can be easily multiplied with the cost which is generally achieved from the previous

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project. It is considered to be significant to calculate the cost of different types of parameters like
materials, human resources and equipment’s (Serra & Kunc, 2015). In addition to this, it is
analyzed that that parametric estimation method assists in employing more than one set of data
properly which further helps in reducing the risks as well as cost that is mainly related with the
project
4. Application of planning process
4.1 Project scope
The project scope mainly includes:
 Organizing a conference event for the academic staffs of all the campuses
 Discussing about the existing and new programs
 Enabling all the school to have separate sessions and for using best practice of
Iwi/Maori
 Arrangement of formal dinner at conference venue
 Arrangement of speeches from OPAIC leadership.
4.2 Project Milestone
The project milestones are reflected in the table below:
WBS Milestone Completion date
M1 Milestone 1: Completion of initiation phase Tue 19-03-19
M2 Milestone 2: Completion of planning phase Tue 02-04-19
M3 Milestone 3: Completion of execution phase Thu 04-04-19
M4 Milestone 4: Completion of closure phase Fri 05-04-19