Organizing a 2-day conference for discussing existing programs

This case study discusses the organization of a 2-day conference for discussing existing programs. It covers project management methodologies, estimation techniques, planning process, and more.

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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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

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4.3 Management plan
The management plan is useful for overseeing the entire project starting from the project
initiation to the project closure phase. It generally helps in proper initiation, planning, execution
as well as controlling each phase of the project quite effectively. It is found that there are four
different types of steps that are generally required in order to manage the conference event and
the steps which are needed are generally elaborated below:
Initiation phase: In the step, the main objectives behind organizing the conference is
elaborated so that the needs and expectations of the project can be understood easily. It is quite
important to go through each phase of the project with important details such that information
related with various phase of the project can be identified easily (Badewi, 2016). In order to
organize the conference event, venue is selected and proper approval from the higher
management of the organization is achieved so that the students from all campuses are invited to
join the conference.
Planning phase: In this step, the entire specifications of the project are elaborated so that
the conference event can be properly organized. This is found as one of the significant step
which must not be overlooked for achieving the project goals quite effectively (Svejvig &
Andersen, 2015). For successfully planning the project, it is quite important to arrange the
lights, make proper arrangement for conference and arrange appropriate facility of
transportation.
Execution phase: In the project execution phase, the project manager mainly takes the
responsibility of overseeing the different activities which are required to be executed in order to
complete the entire project quite successfully (Kaiser, El Arbi & Ahlemann, 2015). For

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successfully executing the project, it is quite important to make proper arrangement about the
conference sessions in order to discuss about both the existing and new programs.
Closure phase: In the closure phase of the project, it is quite important to properly
undertake project review procedure in order to make sure that the entire project will generally get
completed within the time by achieving the objectives of the project (Todorovic et al., 2015).
Moreover, the project stakeholders generally sign off the entire project and make proper
documentation report for the project.
4.4 Change management plan
The different types of changes which are generally needed within the project must be
properly managed by using steps that are mainly illustrated below:
Change management roles: The most important as well as significant step is to engage
in reviewing the various changes in the project. The various types of changes which are mainly
needed in the organized event is mainly because of rising time and budget for accomplishing the
project objectives and goals.
Change control board: In the second step, it is very much important for the staffs to
properly change the control board of the people for successfully receiving the various change
requests in order to get different types of approval that is mainly required in the project.
Development process: Proper procedure needs to be used in order to properly evaluate,
submit as well as successfully authorize the various types of changes so that the needed changes
within the project can be achieved quite successfully.

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Change request form: It is considered to be important to have a proper process so that
the change requests that are associated with data can be captured quite successfully. Thus, it is
quite necessary to keep the collected information consistent within the entire project.
Change log: This is one of the easiest wat for collecting as well as tracking all the
necessary changes within the entire project. It is found that the changes which are generally
determined must be properly approved so that proper documentation about the changes that are
done in the project can be made.
4.5 Communication management plan
The plan that is made for managing the communication of the project is generally
reflected in the table that is given below:
Audience Messages Media Frequency Timing Responsibility
Project
manager
The team
members
arranges
proper
communication
with the
project
manager in
order to reflect
the challenges
or problems
that they
Face to face,
Email
Whenever
needed
9.a.m Project team
members

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generally face
while
executing each
of the activities
of the project.
Project team
members
The project
manager
arranges a
meeting where
they generally
reflect the
goals as well
as objectives
that are
associated with
the conference
event. This
meeting is
arranged so
that the team
members of the
project can
properly
Face to face,
email
Before the
project
initiation
10. am Project
manager

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understand the
project related
expecatations.
Sponsor The financial
manager
updates the
project sponsor
about the
money that is
generally spent
on executing
each of the
project
activities.
Face to face,
email
Monthly 10. am Financial
manager
Team
leaders
The team
leaders
communicates
about the
project status
such that the
project planner
can be capable
of completing
Face to face,
email
Weekly 10. am Project
planner

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the project on
time.
4.6 Cost baseline and procurement plan
Cost baseline is found as one of the important project baseline that assists in properly
handling the entire amount of money which further helps in making proper prediction about the
money which is generally spent on the progress of the event effectively. It is found that cost
baseline assists in appropriate handling of money that is needed in the project for successful
project completion (Binder, 2016). It is found that all types of baseline are properly related and
any type of change within any of the project baseline can generally cause changes to the others.
If a proper change is mainly required in the project baseline, then the entire schedule baseline
will be adjusted so that the cost baseline will make required changes. The cost baseline for the
conference event is generally provided below:
February 2019 March 2019 April 2019
$0.00
$2,000.00
$4,000.00
$6,000.00
$8,000.00
$10,000.00
$12,000.00
$14,000.00
$16,000.00
$18,000.00
$20,000.00
Cost-baseline
Cost
Figure 1: Cost baseline
(Source: Created by Author)

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4.7 Risk management plan including risk register
A risk management plan is considered as one of the important document that is generally
prepared by the project manager for foreseeing the risks as well as challenges in determining the
impact of the project risks and for defining the responses for successfully mitigating the risks
(Kerzner, 2017). Risk register is mainly found to be important for properly documenting the
challenges as well as risks. The risk management plan that generally includes risk register for the
event is generally reflected in the table below:
Risk Description Impact
(1-5)
Probability
(1-5)
Responsible Mitigation
strategy
Lack of
budget
Due to lack
of budget, the
project
manager
faces number
of financial
challenges
for
completing
the entire
work of the
project within
the expected
budget.
4 5 Financial
manager
Proper
management
of budget is
necessary for
finishing the
work of the
project within
the expected
budget.

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Schedule
slippage
If the project
managers are
unable to
track the
schedule
properly then
it will be
quite difficult
for them to
manage the
project time
effectively
and as a
result time
shortage
related issues
occurs.
5 5 Project
manager
Tracking of
schedule
properly is
considered as
one of the
significant
step that must
be taken by
the team
members for
completing
project on
time.
Lack of
resources
If the project
resources are
not managed
effectively
then due to
unavailability
3 3 Human
resource
manager
The
resources that
are needed
for the
project
should be

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of proper
resources,
obstruction
within the
project
progress
occurs.
determined
before the
initiation
phase so that
proper
amount of
resources
must be
present for
the project.
Improper
management
If the project
is not
managed
effectively
then it can
create
obstruction in
completing
the project.
3 3 Human
resource
manager
Management
of project
successfully
for
completing
the project so
that the
challenges
and risks of
the project
can be
properly
avoided.

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Inexperienced
team
members
If the team
members are
not
experienced
then the
project
managers can
face issues in
organizing
the event.
3 3 Human
resource
manager
It is
necessary to
hire
experienced
project
manager so
that the entire
event can be
organized
successfully
on time.
5. Application of scheduling processes
5.1 Schedule baseline and Work breakdown structure
Schedule baseline
Schedule baseline is considered as one of the original approved schedule that is agreed by
the stakeholders of the project before the project starts. It is considered as one of the important
measures that is used for properly planning against the progress of the project schedule.

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Figure 2: Schedule baseline
(Source: Created by Author)
Work breakdown structure
Work breakdown structure is considered as one of the significant deliverable of the
project that helps in properly organizing the work of the project successfully for taking number
of manageable actions. It is identified that by utilizing the work breakdown structure, the scope
of the project can be properly defined properly into number of different chunks so that the team
can be properly understand each level of the WBS for providing detail about the project. The
WBS of the project for conferment event is provided below:

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Organizing 2 day
Conference event
Initiation phase
Venue selection
Getting approval for
the conference
Identyfying
audiences
Inviting the
audiences from all
campuses
Listing the
audiences
Giving invitation
card
Milestone 1:
Completion of
initiation phase
Planning phase
Arranging for lights
and fans
Arranging for
conference
Parking of
transportation
Milestone 2:
Completion of
planning phase
Execution phase
Arrangement for
seprate planning
sessions
Arrangement of
dinner
Speeches from
OPAIC leadership
Milestone 3:
Completion of
execution phase
Closure phase'
Post-project review
Stakeholder sign off
Documentation
Milestone 4:
Completion of
closure phase
Figure 3: Work breakdown structure
(Source: Created by Author)
5.2 Gantt chart
A Gantt chart is one of the horizontal bar which assists in giving proper graphical
representation of the schedule for properly planning, coordinating as well as tracking the specific
tasks within the entire project (Sharon & Dori, 2015). The Gantt chart for organizing the event is
generally provided below:

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Figure 4: Gantt chart
(Source: Created by Author)

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5.3 Project schedule
The schedule that is developed for organizing the event is reflected in the table below:
The table helps in reflecting the starting date, finishing date as well as duration of the project.
WBS Task Name Duration Start Finish
0 Organizing 2 day Conference event 31.4 days Tue 26-02-19 Wed 10-04-19
1 Initiation phase 16 days Tue 26-02-19 Tue 19-03-19
1.1 Venue selection 3 days Tue 26-02-19 Thu 28-02-19
1.2
Getting approval for the
conference
1 day Fri 01-03-19 Fri 01-03-19
1.3 Identifying audiences 3 days Mon 04-03-19 Wed 06-03-19
1.4
Inviting the audiences from all
campuses
4 days Thu 07-03-19 Tue 12-03-19
1.5 Listing the audiences 2 days Wed 13-03-19 Thu 14-03-19
1.6 Giving invitation card 3 days Fri 15-03-19 Tue 19-03-19
M1
Milestone 1: Completion of
initiation phase
0 days Tue 19-03-19 Tue 19-03-19
2 Planning phase 10 days Wed 20-03-19 Tue 02-04-19
2.1 Arranging for lights and fans 4 days Wed 20-03-19 Mon 25-03-19
2.2 Arranging for conference 4 days Tue 26-03-19 Fri 29-03-19
2.3 Parking of transportation 2 days Mon 01-04-19 Tue 02-04-19
M2
Milestone 2: Completion of
planning phase
0 days Tue 02-04-19 Tue 02-04-19

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3 Execution phase 2 days Wed 03-04-19 Thu 04-04-19
3.1
Arrangement for separate
planning sessions
1.4 days Wed 03-04-19 Thu 04-04-19
3.2 Arrangement of dinner 0.2 days Thu 04-04-19 Thu 04-04-19
3.3 Speeches from OPAIC leadership 0.4 days Thu 04-04-19 Thu 04-04-19
M3
Milestone 3: Completion of
execution phase
0 days Thu 04-04-19 Thu 04-04-19
4 Closure phase' 4 days Thu 04-04-19 Wed 10-04-19
4.1 Post-project review 2 days Thu 04-04-19 Mon 08-04-19
4.2 Stakeholder sign off 1 day Thu 04-04-19 Fri 05-04-19
4.3 Documentation 2 days Mon 08-04-19 Wed 10-04-19
M4
Milestone 4: Completion of
closure phase
0 days Fri 05-04-19 Fri 05-04-19
5.4 Network diagram
Network diagram is mainly referred as one of visual representation of the entire project
that helps in properly reflecting the different terminal elements of the project and their
dependences. The network diagram for the project is generally reflected below:

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Figure 5: Network diagram
(Source: Created by Author)
6. Conclusion
It can be concluded from the entire paper that the conference event will be organized
successfully within the expected budget and time. The project uses PRINCE2 methodology for
successfully organizing the event. Moreover, it is found that both parametric and three-point
estimation techniques for the project is generally utilized. In addition to this, the paper also
reflects on the different scheduling and planning procedures of the project in order to reduce the
cost as well as risks that are related with the project.

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