Project Management Plan for AIPM National Conference

This article presents a project management plan for the Australian Institute of Project Management (AIPM) national conference, including the project background, objectives, roles, stakeholders, approach, risks, milestones, and budget. The plan aims to organize a successful national conference in October 2017, with a clear project scope, timeline, and budget. The project manager, team leader, event coordinator, publishing manager, advertisement HR, and analyst are the internal resources, while the guests, local authority, and media are the external stakeholders. The project is approached by initiating, planning, and executing the project phases, with a detailed procurement plan and milestone dates. The success criterion is to complete the event within the budget and timeline, with all the phases of the project plan executed successfully.

Running head: PROJECT MANAGEMENT
PROJECT MANAGEMENT
Name of Student-
Name of University-
Author’s Note-

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Table of Contents
Answer to Question 1:.........................................................................................................3
Answer to Question 2:.........................................................................................................4
Answer to Question 3:.........................................................................................................7
Answer to Question 4:.........................................................................................................9
Answer to Question 5:.........................................................................................................9
References..........................................................................................................................12

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Answer to Question 1:
 The background of the project plan states to organize a project management plan for the
AIPM (Australian Institute of Project Management). Australian Institute of Project
Management decides to organize a national conference on October 2017 (Too and
Weaver 2014). The AIPM is generally a professional association, which represents
Project Management’s interest to establish as profession across disciplines and all sectors.
The main focus of AIPM is to maintain the reputation of the profession of Project
Management as philosophy, organize different training courses, share useful information
to all the members of the association, and also to uphold the industry recognizing the
accreditation standards (Heagney 2016). Firstly, a regional conference was set up, and
because of its successfulness, the directors of AIPM has decided to organize a national
conference in October 2017, for which they want an organized Project Management
Planning.
 The main objective of this project is
 To create a project management plan for the national conference that that decided
by the Board of Directors of AIPM (Australian Institute of Project Management).
The national conference is to be held in the month of October 2017 (Chen, Kang
and Lee 2017).
 There is no such capability for AIPM to organize such a big event. So, this project
is being made to give AIPM an organized Project Plan for the successful
completion of the national conference.

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 The success criterion of the project is to complete the event of organizing the national
conference with the budget estimated and to complete all the phases of the project plan
within the scheduled time. For having a success on the project, the project has to be
defined clearly, all the phases of project are to be mentioned clearly in the project plan
(Patterson 2017). The achievement of the project plan is mainly to execute the event
without any issue. If the national conference for AIPM (Australian Institute of Project
Management) is completed successfully within the scheduled budget and time, that will
be considered as the achievement of the project.
 The scope of the project is to organize the project budget, have a scheduled time for
completion of the project, and organize the stakeholders of the project (Walker 2015).
The plan of this project is to have a clear plan of the project including all the internal and
external stakeholders analysis, budget planning of the event, and time needed to complete
the project.
Answer to Question 2:
 There are many roles that are to be fulfilled while making a project plan. The project
manager of the team generally tackles the objective and the scope of the project. The
project manager provides a framework to all the activities of the project and also has to
identify the resources involved in the project. The project manager does not control all its
team members directly (Kerzner and Kerzner 20117). The project manager has a team
leader who controls all the team members. The role of team leader is also considered as a
key role in project management. sponsors are also considered to be a key role in the

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project management. The sponsor provides the necessary resources that will be needed to
execute the project.
 The governance of the project is the AIPM (Australian Institute of Project Management).
The project is given by AIPM and the tasks that are involved in the project are to be
approved by Board of Directors of AIPM (Martinelli and Milosevic 2016). Governance is
generally known as the framework that is done within the project. The framework of
decision making is logical, repeatable, and robust.
 The internal resources of the project are the project manager, event co-ordinator, team
leader, publishing manager, advertisement HR, and analyst. For completing the project,
many internal resources are required by company. If the project execution is not working
according to the project plan that is made, then the internal resources of the company has
to work more on that. To compensate with the time, the project manager, team leader,
event co-ordinator has to work more hours a day than it is scheduled (Fleming and
Koppelman 2016). The manager has to follow the process of delegation that is, instead of
making one team member work for 4 hours extra, he should have suggested 4 people to
work 1 hour extra. The last but not the least that internal resources should follow is
working harder. All the people involved with the project should work hard to make the
project successful within the estimated time period.
 The external resources are the personnel, materials, services, and the equipments that are
needed for successful completion of the project. The external resources that are available
with the project team are the promotional cost, contractors, rent of the revenue, items that
are needed for the decoration, chairs, money for food, beverages, plates, expenses for
speaker, light, and camera (Marcelino-Sádaba et al. 2016). All the resources are required

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to complete the project. In some cases, it is not possible for the project manager to give
all the personnel for completing the task. If the team members are not able to meet the
requirement of the project, then contracts are given to different sections who has the
capability to complete the task. The contractors are only available for some specific time
and do not remain in the project for the whole life cycle of the project. Sometimes,
external resources like contractors can also give low quality of work. Additional
equipments are also required by the project.
 Internal stakeholders are individuals or those groups of people who work within the
project. The project manager, the Board of Directors of AIPM (Australian Institute of
Project Management), the team leader, event co-ordinator, advertisement HR, publishing
manager, analyst, food supplier, and all the people who affect directly to completion of
the project are the internal resources of the project (Snyder 2014). Internal stakeholders
are the most important part of the project because the success of the project is judged by
the satisfaction of the stakeholders only. There should be engagement with the internal
stakeholders in every project. This is because employees that are highly engaged mostly
goes beyond the compliance of the expectation of the organization.
 The external stakeholders of the project are those who contribute their views directly for
the project that is being planned. External stakeholders also share their experience
regarding the project plan and the issues they faced after execution of the project plan.
The external stakeholders of the project that is planned for AIPM (Australian Institute of
Project Management) are the audiences or the guests who come for the national
conference at the day if event (Turner 2016). The external stakeholder may also consists

PROJECT MANAGEMENT
of the local authority of the area the project is executed. Media also comes under the
external stakeholders.
 The communication of the project means all the information related to the project,
feedback from the guests. The analyst who is involved in this project does the
communication. The analyst is a person who creates a communication between the
project manager to whom the responsibility is given to handle the project and the Board
of Directors who has given the responsibility to the manager of the project (Kelley et al.
2016). The analyst also take feedback from the audiences or the guest who comes from
the event and notes down the issues that the guests faced while attending the conference.
After collecting the feedback, it is the duty of the analyst to give the feedback to the
project manger so that he can improve his defaults.
Answer to Question 3:
 The project is approached by making a detailed project plan. To complete the project
successfully, detailed project plan is to be made. The project id firstly approached by
initiating the project in which there is requirement analysis, initiation plan, the documents
that are related, make the agreement between the project manager and the Board of
Directors, and finally after signing in the project agreement, the initiating plan is
completed. Secondly, comes the planning phase which is the next approach towards
completing the project. The planning phase sets a methodology by which the project is to
be solved, then set a outline of the project (Stark 2015). Planning involves selecting a
venue where the conference is to be held, then review the plan until now that is being
made. The plan that is proposed is to be approved by the project manager and the Board

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of Directors, and after the approval finally working of the project starts. Then comes the
execution phase. In execution phase, the advertisement is made for the conference and
invitations are sent to all the guests who are invited for the conference. The venue is
confirmed at which the event was to occur. Acknowledgement from the guests are taken
who is going to come in the conference. The seating arrangements are to be done
accordingly. There is also an arrangements for food and beverages in the execution phase
while the event is on process. arrangements for lights, camera and speakers is also done
and finally the execution of the event takes place which results in successful approach of
the project.
 There are project risks at the time of executing the project. The project risks may occur if
the light, camera or speaker does not work well at the time of conference. There is also
risks that the contractor who has the duty to deliver the food and beverages comes late or
may also give bad quality of food for some reasons (Schwalbe 2015). This can be
controlled by ensuring that the contractor will not fail, and having a rehearsal before the
final conference day for checking all the lights, camera and speaker that is to work well at
the final day.
 The project is being controlled by the project manager by executing and monitoring at all
the phases that is being planned in project planning (Heldman 2018). After execution of
each tasks in the execution plan, the tasks is to be rechecked and after executing each task
successfully, the next activity of the execution is executed by the project manager.
 The procurement activities are planned according to the project plan budget and the time
to execute those activities. The procurement budget of this event plan is 45 days. The 45
days planning is divided into four phases and the execution of the plan life cycle is

PROJECT MANAGEMENT
carried out accordingly (Leach 2014). The project manager, event co-ordinator, and the
team leader is mainly responsible for making and maintaining the procurement plan.
 The project is to be implemented by executing all the phases properly. Making a good
project plan by getting the approval of the Board of Directors of AIPM (Australian
Institute of Project Management) can lead to successful implementation of the project.
Answer to Question 4:
 The milestone dates of the project that is being planned are:
WBS Task Name Duration Start Finish Predecessors Resource
Names Cost
M1 Signing the Document 1 day Mon
9/4/17
Mon
9/4/17 5 Project
Manager $560.00
M2 Start the Project 1 day Wed
9/20/17
Wed
9/20/17 12 Event Co-
ordinator $400.00
M3 Execution of the
Conference 1 day Mon
10/16/17
Mon
10/16/17 20 Event Co-
ordinator $400.00
M4 Closing of Project 1 day Fri
10/20/17
Fri
10/20/17 24 Project
Manager $560.00
 The key Milestone dates are
WBS Task Name Duration Start Finish
M2 Start the Project 1 day Wed 9/20/17 Wed 9/20/17
M3 Execution of the Conference 1 day Mon 10/16/17 Mon 10/16/17
M4 Closing of Project 1 day Fri 10/20/17 Fri 10/20/17
 The key decisions are due when there is a signing in the agreement activity.
Answer to Question 5:
 Project Budget Plan

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WB
S Task Name Duratio
n Start Finish Predecessor
s Resource Names Cost
0 AIPM 45
days
Mon
8/21/17
Fri
10/20/1
7
$30,000.0
0
1 Initiating 11 days Mon
8/21/17
Mon
9/4/17 $5,160.00
1.1 Requirement
Analysis
2 days Mon
8/21/17
Tue
8/22/17 Analyst $480.00
1.2 Initiation
Plan 3 days Wed
8/23/17
Fri
8/25/17 2 Project Manager $1,680.00
1.3
Make
Related
Documents
3 days Mon
8/28/17
Wed
8/30/17 3 Team Leader $1,320.00
1.4 Making
Agreement 2 days Thu
8/31/17 Fri 9/1/17 4 Project Manager $1,120.00
M1 Signing the
Document 1 day Mon
9/4/17
Mon
9/4/17 5 Project Manager $560.00
2 Planning 12 days Tue
9/5/17
Wed
9/20/17 $5,120.00
2.1
Select
Required
Methodology
2 days Tue
9/5/17
Wed
9/6/17 6 Team Leader $880.00
2.2 Project
Outline 3 days Thu
9/7/17
Mon
9/11/17 8 Event Co-ordinator $1,200.00
2.3 Selecting a
Venue 3 days Tue
9/12/17
Thu
9/14/17 9 Event Co-ordinator $1,200.00
2.4 Review the
Plan 2 days Fri
9/15/17
Mon
9/18/17 10 Team Leader $880.00
2.5 Plan
Approval 1 day Tue
9/19/17
Tue
9/19/17 11 Project Manager $560.00
M2 Start the
Project 1 day Wed
9/20/17
Wed
9/20/17 12 Event Co-ordinator $400.00
3 Execution 18 days Thu
9/21/17
Mon
10/16/17 $17,720.00
3.1 Publish the
Event 5 days Thu
9/21/17
Wed
9/27/17 13 Advertisement HR,
Promotional Cost[1] $2,600.00
3.2 Confirm the
Venue 1 day Thu
9/28/17
Thu
9/28/17 15 Project Manager, Rent of the
Venue[1] $2,880.00
3.3 Acknowledge
Approval of
Guest
5 days Fri
9/29/17
Thu
10/5/17 16 Publishing Manager $1,800.00
3.4 Seating and 1 day Fri Fri 17 Contractor, Chairs[1],Items for $1,840.00

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Decoration of
Venue 10/6/17 10/6/17 decoration[1]
3.5
Make
Eating
Arrangements
2 days Mon
10/9/17
Tue
10/10/17 18
Food Supplier,
Beverages[1],Food[1],Plates[1
]
$5,160.00
3.6
Arrangement
for Speaker,
Lights, and
Camera
3 days Wed
10/11/17
Fri
10/13/17 19 Contractor,
light[1],camera[1],Speaker[1] $3,040.00
M3
Execution
of the
Conference
1 day Mon
10/16/17
Mon
10/16/17 20 Event Co-ordinator $400.00
4 Closing 4 days
Tue
10/17/1
7
Fri
10/20/17 $2,000.00
4.1 Documentatio
n of Final
Project
2 days Tue
10/17/17
Wed
10/18/17 21 Team Leader $880.00
4.2
Confirming
all the
Processes
1 day Thu
10/19/17
Thu
10/19/17 23 Project Manager $560.00
M4 Closing of
Project 1 day Fri
10/20/17
Fri
10/20/17 24 Project Manager $560.00

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