Organizing a 2-day conference for discussing existing programs
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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.
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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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1 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
2 PROJECT MANAGEEMENT 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 methodologywillbeappropriatefortheentireprojectaswiththehelpofthisproject 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
3 PROJECT MANAGEEMENT 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 surethat 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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4 PROJECT MANAGEEMENT 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
5 PROJECT MANAGEEMENT 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: WBSMilestoneCompletion date M1Milestone 1: Completion of initiation phaseTue 19-03-19 M2Milestone 2: Completion of planning phaseTue 02-04-19 M3Milestone 3: Completion of execution phaseThu 04-04-19 M4Milestone 4: Completion of closure phaseFri 05-04-19
6 PROJECT MANAGEEMENT 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 organizetheconferenceevent,venueisselectedandproperapprovalfromthehigher 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,makeproperarrangementforconferenceandarrangeappropriatefacilityof 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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7 PROJECT MANAGEEMENT 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.
8 PROJECT MANAGEEMENT 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: AudienceMessagesMediaFrequencyTimingResponsibility Project manager Theteam members arranges proper communication withthe project managerin order to reflect thechallenges orproblems thatthey Face to face, Email Whenever needed 9.a.mProjectteam members
9 PROJECT MANAGEEMENT generallyface while executing each of the activities of the project. Projectteam members Theproject manager arrangesa meeting where theygenerally reflectthe goalsaswell asobjectives thatare associated with theconference event.This meetingis arrangedso thatthe team members of the projectcan properly Face to face, email Beforethe project initiation 10. amProject manager
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10 PROJECT MANAGEEMENT understandthe projectrelated expecatations. SponsorThefinancial manager updatesthe project sponsor aboutthe moneythatis generally spent onexecuting eachofthe project activities. Face to face, email Monthly10. amFinancial manager Team leaders Theteam leaders communicates aboutthe projectstatus suchthatthe project planner can be capable ofcompleting Face to face, email Weekly10. amProject planner
11 PROJECT MANAGEEMENT theprojecton 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 2019March 2019April 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)
12 PROJECT MANAGEEMENT 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: RiskDescriptionImpact (1-5) Probability (1-5) ResponsibleMitigation strategy Lackof budget Due to lack of budget, the project manager faces number offinancial challenges for completing theentire workofthe project within theexpected budget. 45Financial manager Proper management ofbudgetis necessary for finishingthe workofthe project within theexpected budget.
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13 PROJECT MANAGEEMENT Schedule slippage If the project managers are unableto trackthe schedule properly then itwillbe quite difficult forthemto managethe projecttime effectively andasa resulttime shortage related issues occurs. 55Project manager Trackingof schedule properlyis considered as oneofthe significant step that must betakenby theteam membersfor completing projecton time. Lackof resources If the project resources are notmanaged effectively thendueto unavailability 33Human resource manager The resources that areneeded forthe project shouldbe
14 PROJECT MANAGEEMENT ofproper resources, obstruction withinthe project progress occurs. determined beforethe initiation phase so that proper amountof resources mustbe presentfor the project. Improper management If the project isnot managed effectively thenitcan create obstruction in completing the project. 33Human resource manager Management ofproject successfully for completing the project so thatthe challenges andrisksof theproject canbe properly avoided.
15 PROJECT MANAGEEMENT Inexperienced team members If the team membersare not experienced thenthe project managers can face issues in organizing the event. 33Human resource manager Itis necessaryto hire experienced project managerso 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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16 PROJECT MANAGEEMENT 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:
17 PROJECT MANAGEEMENT 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:
18 PROJECT MANAGEEMENT Figure 4: Gantt chart (Source: Created by Author)
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19 PROJECT MANAGEEMENT 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. WBSTask NameDurationStartFinish 0Organizing 2 day Conference event31.4 daysTue 26-02-19Wed 10-04-19 1Initiation phase16 daysTue 26-02-19Tue 19-03-19 1.1Venue selection3 daysTue 26-02-19Thu 28-02-19 1.2 Getting approval for the conference 1 dayFri 01-03-19Fri 01-03-19 1.3Identifying audiences3 daysMon 04-03-19Wed 06-03-19 1.4 Inviting the audiences from all campuses 4 daysThu 07-03-19Tue 12-03-19 1.5Listing the audiences2 daysWed 13-03-19Thu 14-03-19 1.6Giving invitation card3 daysFri 15-03-19Tue 19-03-19 M1 Milestone 1: Completion of initiation phase 0 daysTue 19-03-19Tue 19-03-19 2Planning phase10 daysWed 20-03-19Tue 02-04-19 2.1Arranging for lights and fans4 daysWed 20-03-19Mon 25-03-19 2.2Arranging for conference4 daysTue 26-03-19Fri 29-03-19 2.3Parking of transportation2 daysMon 01-04-19Tue 02-04-19 M2 Milestone 2: Completion of planning phase 0 daysTue 02-04-19Tue 02-04-19
20 PROJECT MANAGEEMENT 3Execution phase2 daysWed 03-04-19Thu 04-04-19 3.1 Arrangement for separate planning sessions 1.4 daysWed 03-04-19Thu 04-04-19 3.2Arrangement of dinner0.2 daysThu 04-04-19Thu 04-04-19 3.3Speeches from OPAIC leadership0.4 daysThu 04-04-19Thu 04-04-19 M3 Milestone 3: Completion of execution phase 0 daysThu 04-04-19Thu 04-04-19 4Closure phase'4 daysThu 04-04-19Wed 10-04-19 4.1Post-project review2 daysThu 04-04-19Mon 08-04-19 4.2Stakeholder sign off1 dayThu 04-04-19Fri 05-04-19 4.3Documentation2 daysMon 08-04-19Wed 10-04-19 M4 Milestone 4: Completion of closure phase 0 daysFri 05-04-19Fri 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 reflectingthe different terminal elementsof the project and their dependences. The network diagram for the project is generally reflected below:
21 PROJECT MANAGEEMENT 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 techniquesfor 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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22 PROJECT MANAGEEMENT Bibliography Andersen,E.S.(2016).Doprojectmanagershavedifferentperspectivesonproject management?.International Journal of Project Management,34(1), 58-65. Badewi, A. (2016). The impact of project management (PM) and benefits management (BM) practicesonprojectsuccess:Towardsdevelopingaprojectbenefitsgovernance framework.International Journal of Project Management,34(4), 761-778. Binder, J. (2016).Global project management: communication, collaboration and management across borders. Routledge. Hornstein, H. A. (2015). The integration of project management and organizational change management is now a necessity.International Journal of Project Management,33(2), 291-298. Joslin, R., & Müller, R. (2015). Relationships between a project management methodology and project success in different project governance contexts.International Journal of Project Management,33(6), 1377-1392 Kaiser, M. G., El Arbi, F., & Ahlemann, F. (2015). Successful project portfolio management beyondprojectselectiontechniques:Understandingtheroleofstructural alignment.International Journal of Project Management,33(1), 126-139. Kerzner, H. (2017).Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project performance. John Wiley & Sons. Kerzner, H., & Kerzner, H. R. (2017).Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
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24 PROJECT MANAGEEMENT Wang, D., Zhang, M., Li, J., Li, Z., Li, J., Song, C., & Chen, X. (2017). Intelligent constellation diagramanalyzerusingconvolutionalneuralnetwork-baseddeeplearning.Optics express,25(15), 17150-17166. Zecheru,V.,&Olaru,B.G.(2016).WorkBreakdownStructure(WBS)inProject Management.ReviewofInternationalComparativeManagement/Revistade Management Comparat International,17(1). Zheng, X., Le, Y., Chan, A. P., Hu, Y., & Li, Y. (2016). Review of the application of social network analysis (SNA) in construction project management research.International journal of project management,34(7), 1214-1225.