Principles of Project Management for Organizing National Conference by AIPM

This presentation discusses the principles of project management for organizing a national conference by AIPM. It covers the objectives, success criteria, scope, key goals, governance, resources, risks, and budget of the project. The presentation also includes information on project milestones, key project meeting dates, and the due date of key project decisions.

PRINCIPLES OF
PROJECT
MANAGEMENT

PROJECT BACKGROUND
•The current project is all about organizing an
event of the National conference by the world
recognized body renowned as AIPM that stands
for Australian Institute of Project management.
• This institute comes into operation in the year
1976 to organize a project by using common
principles of the project management to
accomplish all the desired set of goals and the
targets.
•This committee or an association have 20000
members to accomplish the goals and the
objective develops by a project manager.

OBJECTIVES
To gather knowledge from
Scientists and IT Professionals
To spread advance and latest’s
technology among its
participants
To strengthen the knowledge
base of the participants in the
project management system field

PROJECT SUCCESS CRITERIA
AND MEASUREMENT OF
SUCCESS CRITERIA
Project Success Criteria Measurement of Success Criteria
Success of an event Full Sale of Event tickets
Meets Budget Project cost scheduling and plan
Satisfied participants Client’s feedback
Goals Accomplishment Employee’s actions
Quality of Event Project Monitoring
Timely completion of Event activities Task allocation
Team goals Communication management

SCOPE OF PROJECT
The National Conference arranged by Australian Institute of
Project management held on 11th to 13th October 2018 at Mantra
Lorne in Melbourne Australia.
Gala Dinner is held on 12th October for all the participants,
experts, technicians, judge panels, hosts, anchors to complete
the event’s activities within a stipulated deadline.
 Estimated number of guests in this event is expected as 900-
1200 guests to visits this event.
For every project or an event, the fund is required to arrange an
event as the estimated budget for this project is 550,000 AUD.
Financial resources are identified by a project manager to
arrange an event by raising funds from the entire private as well
as the public users.

KEY GOALS OF PROJECT
To set Event agenda
To prepare lists of guests
To determine financial resources
required to fulfil this project
To identify and present latest
technological advancements
To arrange the event arrangements
such as catering, lighting and sound,
seating arrangements, accommodation,
tickets managements and so on.

PROJECT’S GOVERNANCE
 Aim of the project manager is to govern the project activities by
developing all the aims and the objectives as according to the existing
nature of the project.
 Arranging National Conference on October 2018 is governed by setting
project Limitations and the restrictions to ensure the higher quality of the
overall project.
 Wrong information displayed in the form of an event can misguide all the
participants whoever attends this event can spoil the image of the globally
recognized institute (JOSEPH. PHILLIPS, CBAP and PMP, 2018).
 Wring displaying of the information is one of the limitations of this project
which needs to be managed in order to stay connected with its audiences
and able to secure the entire image of the institute.
 All the limitations of the project are visible to its audiences to attend the
event before cross-questioning the image of the institute and the entire
reliability of the event.

INTERNAL RESOURCES OF
PROJECT
Employees
project manager
 Informational Technology resources
 Financial resources used in an entity
such as equity capital, cash balances
which are utilized in accomplishing all the
desired goals and the objectives within a
given span of time.
Employees of a project management firm
are considered as an asset rather than
taking the costs to the company.

EXTERNAL RESOURCES USED IN
PROJECT
Project Volunteers
Event organizers
 Ticket management system
Lights and sound manager
 Anchor and hosts of the event.

INTERNAL STAKEHOLDERS
Project Managers
Employees
Owner of AIPM
AIPM members

PROJECT COMMUNICATIONS
 A project manager heads the overall team of a project as they
remain in a topmost position to positively influence its subordinates
as it acts a motivator for all its employees working under their
guidance.
 Communication play a key role in a project in accomplishing all the
project goals in a stipulated deadline given by all the users existing
in the external environment.
 A project manager delegates its responsibilities among all the
project handlers by creating a team along with a team leader to
handle different sectors of a project.
 All these project segments are essential to complete a project.
Communication in this project is done through Email as a project
manager circulates email to all the project segment heads and the
singular project segments heads will communicate with its team
members through face to face communications.

PROJECT APPROACHING
Step 1- Project Identification that is the
arrangement of a national Conference
Step2- Desired Outcome in the form of satisfied
users after attending the event
Step3- Project tasks consist of Hiring project
volunteers, Event organisers, Training to employees.
Step4- Identify guests- Speakers and presenters,
students, research analysts, Experts
Step5- Timeline in the form of scheduling of the
project activities to know the timely completion of
the entire project.
Step6- Tracking of Project with the help of Gantt
chart

IDENTIFICATION AND
CONTROLLING OF RISKS
An internal risk of this project includes
Image risks of AIPM, Future visibility, over
the budget of the event, safety issues in the
event, Power Production, Lighting and sound
issues, staging, venue management, lack
resources and rude behaviour of all the
volunteers at the event.
An external risk includes Crowd of people,
mistakes of the third parties, transportation
issues, weather impact, emergency or injury
to the participants at the event location.

CONTROLLING OF PROJECT
CCTV surveillance is used to keep track of the
entire project and its activities to ensure the
success of a project, with the help of this
approach, the action of all the volunteers and
the participants can be tracked to avoid the
future complexities due to the ill behaviour of
all the volunteers.
Security management system is used at the
event location to avoid all the extruders to
enter in the event whose intention is to disturb
the peace of the event and affect the overall
confidentiality of the information held by the
users.

PROJECT ACTIVITIES OF A
PROJECT
Initiation and Planning
Market Survey
Data Collection
Guest lists preparation
Inviting of Experts and Speakers
Finalising event organisers
Catering
Lighting and sound
Project implementation
Client’s feedback

PROJECT IMPLEMENTATION
This project is executed by
arranging the event whose
success is determined in the
positive or negative reaction after
attending the event.
During 11th till 13th October the
event will get continue whose
results are determined on the
next day in the feedback from all
the attendees.

PROJECT MILESTONE
Milestones Activity Date (2018)
Project Scope Study of overall project
areas
July
Initiation Undertaking the project July
Designing Design the framework July
Planning Developing project plan July- August
Marketing and invitations Marketing strategy and
invitation
August
Registration Confirmed Member
registration
August- September
Venue selection and
accommodation
Select the best venue September
Execution Execution days 11-13 October
Closing Closing project and
evaluation overall success
October

KEY PROJECT MEETING
DATES
Gala Dinner held on 12th
October 2018
Event inauguration on 11th
October 2018
Execution of project- 13th
October 2018

DUE DATE OF KEY PROJECT
DECISIONS
Project Initiates starts in the July
Designing of the framework
starts in July
Marketing activities in August
Registration of the event during
August to September

PROJECT BUDGET
Particulars Amount (In AUD)
Revenue
Sale of Tickets 300,000
Sponsors 200,000
Advertisements revenue 50,000
Total Revenue 550,000
Expenses
Venue Fees 150,0000
Marketing costs 50,000
Accommodation charges 60,0000
Catering fee 100,0000
Experts fees 75,000
Administration charges 30000
Speakers and presenter’s fees 350000
Total costs 500,000
Balance 50,000

REFERENCES
JOSEPH. PHILLIPS, P. M. P., CBAP,
I. and PMP, C., 2018. PMP
PROJECT MANAGEMENT
PROFESSIONAL STUDY GUIDE.
McGraw-Hill Education.
Kerzner, H., 2018. Project
management best practices:
Achieving global excellence. John
Wiley & Sons.