Project Management: BSBPMG522 Undertake project work

This report depicts the role of developing professional HR practices for improving the staff management approach in a large business organization called ABC Private Limited.

Running head: PROJECT MANAGEMENT
Project Management: BSBPMG522 Undertake project work
Manage Meeting
Name of the student:
Name of the university:

1PROJECT MANAGEMENT
a. Part 1: Project Brief
1.1 Project origin
This report depicts the role of developing professional HR practices for improving the
staff management approach in a large business organization called ABC Private Limited. The
ABC software Development Company is comprises of 400 employees. It has been defined that
the ongoing induction process used in the company is very weak and is required to be improved
immediately. The purpose of the project is to implement a well structure induction process that
can improve the level of satisfaction among the company associates. The newly structured
induction process will be introduced to the hired new employees of the business organization.
From the new induction structure the employees will become much clear about the company
policy and practices.
1.2 Benefits can be obtained from this project
Whenever a business hires new employees it becomes their duty to introduce the rules
and policies of the company to them. The small businesses do not have any such formal policies
but the large organizations always have such policies. It helps to improve the organizational
culture. The induction approach is somewhere different from the actual job training. This
approach helps to maintain solid organizational culture among the working employees. Strong
organizational culture always helps to enhance the employee morale and teamwork at the same
time.
Any organization has a good orientation or training program can also increase the
potential for constant development program. Impractical induction program can lead a company

2PROJECT MANAGEMENT
towards failure. It is the responsibility of the company HR department to design the induction
program in such a way so that all the associate employees get much familiar with the company
policy and procedure. It will give positive morale to the employees.
1.3 Budget
In order to design the new induction program for ABC software private Limited a feasibility
study is being conducted by the project head at the project initiation phase to make sure that the
project outcomes are beneficial from the business and consumers perspectives. The new budget
estimated for the induction program development project is $70,000.
1.4 Deadline
After analyzing the details of the project it is determined that the induction program
improvement project should be accomplished within 2 months.
1.5 Signoff approval
After completion of the entire project design phase the project manager and the sponsors
need to approve the final project document. However, the project document needs to be followed
by the project team members and the other project stakeholders.
b. Project plan
2.1 Background
The existing induction program of the ABC private Limited is very week and therefore,
the employees are not much familiar with the company norms and policies. Lack of
understanding in norms and policies lead any company towards massive failure. In order to give
a better understanding to the staffs the HR executive of the company should improve their

3PROJECT MANAGEMENT
existing induction program for the newly recruited employees. It is assumed that a successful
induction program will also provide a better understanding to the employees.
2.2 Aims and objectives
2.2.1 Aims
Induction program is referred to as that specific approach which helps to build bidirectional
relationship between the organization and their working employees. The organization is
committed to recruit new staffs for the upcoming Information System development project. The
aim of the project is to design and implement a high quality induction program to professionally
let the employees know about the company policy and procedure.
2.2.2 Objectives
 To provide comprehensive induction regarding the roles and responsibilities of
the recruited employees
 To let the employees familiar about the current policies and procedures
 To make the workplace environment much effective and employee oriented
2.3 Target group and stakeholders
The stakeholders of this specific project are employees, sponsors, HR department,
company finance manager and facility manager. Apart from this, the target groups for this
specific project are the newly hired employees and the existing employees as well.
2.4 Methods
There are different methods that are widely followed by the business organization to
develop any project such as agile, scrum, waterfall etc. After analyzing the project derails it is

4PROJECT MANAGEMENT
determined that, for this specific project the development method that has to be considered is the
agile.
2.5 Task breakdown
HR management plan
Project initiation
Understanding HR
requirements
HR plan designing
Assigning roles and
responsibilities
Authority
Competency
analysis
Developing project
organizational chart
Staff management
plan
Project planning
Feasibility study
Resource
management plan
Communication
management plan
Risk management
plan
Developing health
and safety policy
Stakeholder analysis
and stakeholder
management plan
Conflict
management
program
Project execution phase
Executing details of HR
management program
Induction plan for
the project
Details session
planning of
induction
Welcome address
from the HR
executives and
company head
Taking ntroduction
from the new
employees
Company policy and
processes discussion
Discussion on
company rules and
regulations
Discussion about
person
responsibilities for
each of the agenda
Discussion
regarding the
operation of the
company and goals
Project closure
List of penalties
Success staircases
Future direction with
ultimate incentive
structure
Figure 1: Task Breakdown Structure of the project
(Source: created by author)
2.6 Resources
Resource Name Type Max. Units Std. Rate Base Calendar
Project manager Work 100% $50.00/hr Standard
HR manager Work 100% $22.00/hr Standard
Finance manager Work 100% $35.00/hr Standard
Operation manager Work 100% $40.00/hr Standard
Sponsors Work 100% $60.00/hr Standard
Business analyst Work 100% $48.00/hr Standard
catering Material $2,000.00
accommodation Material $4,000.00
staffing Work 100% $50.00/hr Standard

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2.7 Record keeping
In order to keep the records of confidential information the organization uses an
Information management system.
2.7 Evaluation
In this phase the project plan is evaluated considering all the employee and business
requirements.
2.8 Approval
Whether the project is successful or not is measured by the project manager and sponsors
and the final project is approved by both the project manager and the sponsors.
c. Budget
The total budget estimated for the project is give in the below section and it is recognized
that the budget should not exceed $70,000. It is not always necessary that the planned cost will
be equal to actual cost. It is the responsibility of the finance manager to design the cost in such a
way so that it can maintain the planned cost. If the actual cost exceeds the planned cost then it
will display that the project is not successful. The variance between planned cost and the actual
cost is elaborated in the below section.
WB
S Task Name Duration Resource Names Cost
% Work
Complet
e
Actual
Cost
0 HR management plan 46 days $67,992.0
0 58% $60,286.4
0
1 Project initiation 18 days $6,544.00 100% $6,544.00
1.1 Understanding HR
requirements 2 days Project manager $800.00 100% $800.00
1.2 HR plan designing 3 days HR manager $528.00 100% $528.00

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1.3 Assigning roles and
responsibilities 3 days HR manager $528.00 100% $528.00
1.4 Authority 2 days Project manager $800.00 100% $800.00
1.5 Competency
analysis 3 days Operation manager $960.00 100% $960.00
1.6 Developing project
organizational chart 2 days Business analyst $768.00 100% $768.00
1.7 Staff management
plan 3 days Operation manager,
staffing $2,160.00 100% $2,160.00
2 Project planning 12 days $55,128.0
0 73% $53,742.4
0
2.1 Feasibility study 3 days Finance manager $840.00 100% $840.00
2.2 Resource
management plan 2 days
Project manager,
accommodation[1],c
atering [1],staffing
$51,600.0
0 100% $51,600.0
0
2.3 Communication
management plan 1 day HR manager $176.00 100% $176.00
2.4 Risk management
plan 2 days Business analyst $768.00 50% $384.00
2.5 Developing health
and safety policy 2 days Project manager $800.00 50% $400.00
2.6
Stakeholder
analysis and
stakeholder
management plan
2 days Business analyst $768.00 40% $307.20
2.7 Conflict
management program 1 day HR manager $176.00 20% $35.20
3 Project execution
phase 10 days $4,560.00 0% $0.00
3.1
Executing details
of HR management
program
7 days $3,056.00 0% $0.00
3.1.1 Induction plan for
the project 2 days Business analyst $768.00 0% $0.00
3.1.2 Details session
planning of induction 2 days Sponsors $960.00 0% $0.00
3.1.3
Welcome address
from the HR executives
and company head
3 days HR manager $528.00 0% $0.00
3.1.4
Taking
introduction from the
new employees
2 days Project manager $800.00 0% $0.00
3.2 Company policy
and processes
4 days $1,504.00 0% $0.00

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discussion
3.2.1
Discussion on
company rules and
regulations
2 days Project manager $800.00 0% $0.00
3.2.2
Discussion about
person responsibilities
for each of the agenda
1 day Operation manager $320.00 0% $0.00
3.2.3
Discussion
regarding the operation
of the company and
goals
1 day Business analyst $384.00 0% $0.00
4 Project closure 6 days $1,760.00 0% $0.00
4.1 List of penalties 2 days HR manager $352.00 0% $0.00
4.2 Success staircases 2 days Business analyst $768.00 0% $0.00
4.3
Future direction
with ultimate incentive
structure
2 days Operation manager $640.00 0% $0.00

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Figure 1: Gantt char tracking for the project
(Source: Created by author)
d. Risk assessment register
Risk Id Name of the
risk
Impact Likelihood Probability Mitigation
approach
R12 Lack of
knowledge
among the
project team
Major (4) Possible (3) High 12 Developing
training and
development
program

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members
R14 Improper
estimation of
budget
Catastrophic
(5)
Highly
Probable (4)
Extreme (20) Feasibility
study
R2 Inaccurate
time
management
Moderate (3) Possible (3) Medium (9) Accurate time
management
plan
R10 Lack of
marketing
managerial
approaches
Insignificant
(1)
Remote (1) Low (1) Marketing plan
implementation
at the project
initiation phase
R25 Risks with
external
hazards
Minor (2) Unlikely (3) Medium (6) Identification
of the external
hazards
e. Induction plan
WBS Task Name Duration Start Finish
0 Detail session induction plan 0.69 days Wed 1/2/19 Wed 1/2/19
1 Induction plan for the project 30 mins Wed 1/2/19 Wed 1/2/19
2 Details session plan for a day 15 mins Wed 1/2/19 Wed 1/2/19
3 Welcome address from the HR executives
of the company 30 mins Wed 1/2/19 Wed 1/2/19
4 Introduction of the new joiners 30 mins Wed 1/2/19 Wed 1/2/19
5 Company policy and processes discussion 30 mins Wed 1/2/19 Wed 1/2/19
6 Discussion on company rules and
regulations 30 mins Wed 1/2/19 Wed 1/2/19
7 Discussion about person responsibilities
for each of the agenda 30 mins Wed 1/2/19 Wed 1/2/19

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8 Discussion regarding the operation of the
company and goals 15 mins Wed 1/2/19 Wed 1/2/19
9 List of penalties 30 mins Wed 1/2/19 Wed 1/2/19
10 Success staircases 1 hr Wed 1/2/19 Wed 1/2/19
11 Future direction with ultimate incentive
structure 1 hr Wed 1/2/19 Wed 1/2/19
f. Communication plan
Who When How Regularity of
communication
Project manager and
project team
members
Project initiation
phase
Discussing project
overview
Monthly
Project manager and
project team
members
Initiation phase Sharing project
outlines Monthly
Operation manager
and project team
members
Planning phase Regarding the project
risks
Monthly
HR manager and
project team
members
Project planning
phase
Discussing roles and
responsibilities of the
project associates
Weekly
Project manager,
sponsors and
operation manager
Project manager and
project team
members
About current status of
the project
Weekly

11PROJECT MANAGEMENT
PART 2
f. According to the organizational chart I should report to the Chairperson of the
company.
g. 10 numbers of staff members needs to report to me.
h. The two different areas that are to be informed on progress on this include team
performance and team collaboration. As much collaboration the project team members will show
that faster the project activities will be successfully accomplished.
i. All critical issues that are occurring in the HR departments must be informed to the
associate project chairperson.
j. I would prefer to use open communication while communicating with the project team
members regarding the changes will be implementing in the HR induction program.
Organizational information
k. The main objectives of the organization are as follows:
 To provide coaches through which the performance of the team will be improved
 To increase the rate of participation in sport event
 To make all the spots event sustainable one
l. Any project that is designed under surveillance of project manager and other
organizational executives must be designed considering the mission, vision and goals of the
organization and operational excellence. Before pointing out target market mission, vision and
goals are to be designed and aligned with project development.

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Assessment Task 2: Short answer question
Answer to question 1
While working for any project it is very much crucial to clarify all relevant project
queries from the parties regarding budget, line, scope and project etc. In order to avoid
overrunning budget, over allocated time and other operational issues these queries should be
clarified. Even at the project initiation phase the needful additional resources are also needed to
be considered by the project managers to ensure that during the ongoing period no such
additional cost is needs. Sudden requirement on additional cost can turn the success of any
project towards failure.
Answer to question 2
It is the responsibility of the project manager to use performance measurement matrix to
make sure that all the project team members are aware of their job roles and responsibilities. The
scope of performance evaluation exam will make the project team members understand about
how much clear the members is regarding the project requirements, aim and goals. Based on
project understanding the members should design and develop the reporting requirements in
terms of project status report etc. It will help the project team members become much familiar
with project requirements and objectives.
Answer to question 3
It is very much important to identify the relationship of the project with the other ongoing
projects in the organization. If many project are at a time running in an organization then in most
cases it is defined that those projects are interrelated to each other. It will provide clear guidance
and direction to the project team members. Apart from this, it will help to identify the motive of

13PROJECT MANAGEMENT
the employees and the basis of the project budget and plan as well. Once the relationship among
the ongoing projects will be identified that clear the project objectives will become for the
project team members.
Answer to question 4
While managing any project it is crucial for the project managers and the other team
members to become very clear about project management tools. Different project management
tools are available in the competitive market and based on the background of the project the
project manager should select and apply the most suitable project management tool to
accomplish their project. The examples of such tools include quire, Clarizen and JIRA.
Answer to question 5
During the project management phase the strategies should be applied by the project
manager are professional communication and meeting agenda. Apart from this the other
strategies are as follows:
 Finalization details of the project
 Clear expectation setting
 Selection of correct team as well as system
 Defining project milestones
 Evaluation of project after successful completion
Answer to question 6
In order to keep the project team members engaged to their roles and job responsibilities
it is very much crucial to implement different employee retention strategies in terms if employee
compensation, employee empowerment and employee commitment. Apart from this, direct

14PROJECT MANAGEMENT
reward and motivation are the other two aspects those are required to improve the relationship
between the project team members and the project objectives. The other support that can be
provided to the project team members include employee satisfaction, job satisfaction, higher
productivity, discipline, job dynamics etc.
Answer to question 7
Risk management is referred to as one of the major facilities that help the project team
members to identify the possible interruptions that may interrupt the success path of any project.
Risk management can elevate communication and help the project team members to take
effective project level decisions. Before identifying the project target group potential risks are to
be identified and based on the priorities the risk mitigation approaches are also should be
identified by the project manager.
Answer to question 8
In order to assign the new job roles and responsibilities to the project team members and
project manager it is mandatory to design a new Responsibility Access Matrix (RAM). In order
to manage the process accurately the other aspects to be considered include this matrix is very
much helpful as it will display the details of the roles and responsibilities of the project team
associates.
Answer to question 9
Project Budget Plan
Budget Actual Variance
Personal
Salaries and wages 23,000 26750 (-)3750

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Marketing
communication
Advertisement 3555 2110 1445
Web sites 1120 870 250
Events Marketing
communication total
10650 11125 (-)475
Others
Postage 230 220 10
Telephone [phone]
Travel 180 0 180
Other total
i) The item which has the biggest positive variance is website
ii) The item which has the negative variance event marketing communication total
iii) The total actual expenditure for the project is 41175
iv) The total budget estimated for the project is 38855 and the actual budget is 41175
. Therefore, the project come over budget in total and the amount is (38855- 41175) = (-)
2320.

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Answer to Question 10
a) Anti discrimination law: This law provides civil rights to the project team members
regarding the employment based on color, ethnic origin, race etc. It provides anti age
discrimination law for the employee who are older than 40.
b) Ethical Practice: Each organization needs to consider the ethical practices in their
businesses to make sure that the company is getting competitive advantages, better staff
attraction, retention, legal regulatory reasons and legacy etc.
c) Codes of practices: While working in a project group the project manager should use
open communication to make sure that all the employees are interacting to each other
professionally and sharing their creativity and knowledge with others.
d) Privacy law: The privacy law gives the project team members a protection guideline
for individuals however in most case it represents common sense as well as best project
practices. It also provides a necessary framework that allows data economy fully for developing
whilst and generate power to fight against all inherent risks.
e) Workplace health and safety: All working employees have the right to expect a
healthy as well as safe working environment. Though, it is a matter of cost but still it is
mandatory for success of any project. Most of the people will agree that accidents and death of
the employees are natural priorities. The employees should always get a compensation cost to
keep them secure and much engaged to the job roles.
f) Environmental issues: Different project level issues are there that needs to be
mitigated sooner with the immediate implementation of the projects.

17PROJECT MANAGEMENT
g) Copyright: In order to manage any large project without internal employee conflict
the project manager needs to design scheduling, resource management, and budget and document
presentation. With the help of this legal action each and individual project task will be managed
appropriately by the employees and other associates.

18PROJECT MANAGEMENT
BSBWORK502 Lead and Manage Team Effectiveness
Assessment task 1- Short answer questions
Answer to question 1
There are different strategies that are to be implemented by the project manager while
ensuring clear requirements and responsibilities to all the project team members and the
strategies are as follows:
 Using performance measurement matrices to measure the skills and abilities of
the project associates
 For all related project management knowledge areas using key performance
metrics
 Establishing open clear communication by avoiding scope creep and choosing
appropriate team and supporting systems
Answer to question 2
In order to keep the project members engaged to their job roles and responsibilities the
three supports that are to be provided are as follows:
 Motivation, incentives and rewards based on performance
 Professional leadership to govern the project towards the goals and objectives
 The other supports are timely employee empowerment and conpensation

19PROJECT MANAGEMENT
Answer to question 3
The different types of communication approaches that would help the project manager to
easily communicate to the project team members and stakeholders are enlisted below:
 Open communication
 Vertical communication
 Horizontal communication and diagonal communication
Answer to question 4
In an organization there are different ways through which a project manager can ensure
that he or she is considered as a role model. Firstly, the behavior and approach of the team
members to their project manager will make the person understand that whether they are
admiring the motivation and leadership of the person or not. The trust of the team members to
their managers also reflects what they feel about the manager.
Answer to question 5
Being a workplace leader different strategies are used to involve others in the decision
making process. The list of strategies is as follows:
 The organization should conduct mandatory survey where all the members should
response
 The organization should maintain a suggestion box where all the team members
are allowed to give suggestion regarding new decision making
 The organization should allow the team members to choose their desired training
and development program. It will let them to take part in the organizational
decision making

20PROJECT MANAGEMENT
Answer to question 6
The line of communication needs to be open each time for all project team members
because it provides the project team members an interactive platform where they can share their
point of thinking, creative ideas and innovation to the project manager. During the project
ongoing phase this interaction is crucial to keep the project manager clear regarding current
status of the project and how future success can be obtained from the project outcome.
Answer to question 7
The stages of group development are as follows:
Forming: This is the very initial meeting among the members. In this period they
introduce each other by sharing information about their interest, background and experiences.
The members get to know about the project on which they will be working for. They learn
regarding the main objectives, aims and goals. Team leaders make them aware about the project
roles and responsibilities.
Storming: In this phase they start working together. The team members compete with
each other for idea acceptance and status. The different opinions are all considered in this phase
to design the way through which the team members will support and guide the team associates.
Norming: In this phase the project team members start working as a professional team.
With the implementation of this phase they start working as a team instead of individuals. The
other components that are considered in this phase include confronting issues, emergence of
clear roles and responsibilities, skill development, new procedure establishment etc.
Performing: This is the fourth phase which finally encourages the project team members
to work for their assigned job roles successfully. The performances of individual lead the project

21PROJECT MANAGEMENT
towards success. The effective team performance helps the project manager to lead the
preliminary objectives and goals.
Adjourning: This is the last phase of team or group development in project manager. In
this phase the team members start moving to different directions as soon as the project comes to
an end or completion. In order to achieve next endeavor the support that are required by project
managers are also offered in this last phase of team development.
Answer to question 8
Different types of difficult behavior are there which can occur in the business
organization and needs to be mitigated immediately. These difficult behaviors are as follows:
Downers: These types of people are also known as negative Nancy’s and Debbie
downers. They can spoil any type of healthy atmosphere by saying something bad to someone
inside the organization. They also always keep themselves involved in complain, critique and
judge. In other words these people are not at all predictable from the common organizational
thinking perspectives.
Tanks: These people mostly behave like explosive, handful and bossy in nature. They
generally want to follow their own direction to reach the success point. In other words, they are
mainly focused to achieve their goal regardless the oath or direction they are following to reach
the goal.

22PROJECT MANAGEMENT
Answer to question 9
Work allocation
Responsibilities of the managers or supervisor: The project manager or supervisors are
responsible to develop project implementation strategies considering the defined project goals.
They should define meaningful protocols as well policies including the project execution
schedules.
Responsibilities of the project team members
The team members should have clear understanding regarding project objectives and
purposes. They need to ensure accurate balance between the non project work and project work.
They must contribute maximum in positive motivation and successful open communication.
After identifying project deliverables and related constraints they should identify the project
risks.
No, the policy and procedures does not state any requirements regarding the need for
work extenders continuous period of overtime due to the work allocation.
Mentoring/Coaching
From monitoring and coaching the performance of each individual team members will
get improved and thus the overall team performance will also get improved. Mentoring shows
correct direction to project team members so that they can successfully avoid internal team
conflict and communication barriers.
Mentoring relationship is as follows:
 Developing relationship of trust

23PROJECT MANAGEMENT
 Defining team members roles and responsibilities
 Establishment of short term and long term project goals
 Team collaboration for solving problems
Mentoring process
 Investigation
 Identification
 Planning
Conflict resolution
 Clarification regarding the disagreement
 Establishing proper common project goal for both the parties
 Discussion regarding the ways through which common project goal can meet
 Determining project success barriers
 Determining responsibilities of the project team members
Answer to question 10
Technique that will be used to reward a team member who does a great job is
-Reward the group as a whole for completing a project ahead of schedule
Part 1
a) Project plan
WBS Task Name Duration Start Finish Resource Names Cost
0
Organizing
event planning
schedule
80 days Thu
12/20/18
Wed
4/10/19 $20,752.00

24PROJECT MANAGEMENT
1 Project
initiation 27 days Thu
12/20/18
Fri
1/25/19 $6,640.00
1.1 Identifying
project objectives 5 days Thu
12/20/18
Wed
12/26/18
Project manager, event
management team, Finance
manager
$3,120.00
1.2
Identifying
current risks
operational gaps
6 days Thu
12/27/18
Thu
1/3/19 event management team $960.00
1.3
Highlighting
the topic to be
discussed in the
event
5 days Fri
1/4/19
Thu
1/10/19 operation manager $1,400.00
1.4
Listing name
of the event
participants
6 days Fri
1/11/19
Fri
1/18/19 accommodation[1] $0.00
1.5
Project
document
outlining
3 days Mon
1/21/19
Wed
1/23/19 operation manager $840.00
1.6
Distribution
of roles and
responsibilities
2 days Thu
1/24/19
Fri
1/25/19 HR manager $320.00
2 Project
planning 24 days Mon
1/28/19
Thu
2/28/19 $7,752.00
2.1 Accommodation
plan
3 days Mon
1/28/19
Wed
1/30/19
accommodation[1],Finance
manager $672.00
2.2 Catering plan 5 days Thu
1/31/19
Wed
2/6/19
catering [1],event
management team, Finance
manager
$1,920.00
2.3 Listing VIP
guest list 6 days Thu
2/7/19
Thu
2/14/19 HR manager $960.00
2.4 Sending
invitation 5 days Fri
2/15/19
Thu
2/21/19 operation manager $1,400.00
2.5 Organizing
event details 4 days Fri
2/15/19
Wed
2/20/19
event management team,
Project manager $1,600.00
2.6 Streamline
processes 5 days Fri
2/22/19
Thu
2/28/19 Project manager $1,200.00
3 Project
execution 22 days Fri
3/1/19
Mon
4/1/19 $4,840.00
3.1
Developing
new
organizational
norms
6 days Fri
3/1/19
Fri
3/8/19 HR manager $960.00
3.2 Developing 5 days Mon Fri operation manager $1,400.00

25PROJECT MANAGEMENT
new policy and
procedures 3/11/19 3/15/19
3.3 Changes plan
in the event 6 days Mon
3/18/19
Mon
3/25/19 Project manager $1,440.00
3.4
Final design
of the event
program
2 days Tue
3/26/19
Wed
3/27/19 operation manager $560.00
3.5 Hiring host
for the event 3 days Thu
3/28/19
Mon
4/1/19 event management team $480.00
4 Project closure 7 days Tue
4/2/19
Wed
4/10/19 $1,520.00
4.1 Stakeholder
signoff 2 days Tue
4/2/19
Wed
4/3/19 HR manager $320.00
4.2
Final
document
presentation
5 days Thu
4/4/19
Wed
4/10/19 Project manager $1,200.00
1.1 Project summary
In order to meet the organizational objectives in terms of competitive advantages and
higher revenue the project manager should focus on organizing an event where they would be
able to discuss regarding the
1.2 Benefits
1.3 Target group or stakeholders
 Project manager or project supervisor
 Finance manager
 Operation manager
 HR manager
 Event Organizer

26PROJECT MANAGEMENT
1.4 Task Breakdown
Organizing event
planning schedule
Project initiation
Identifying project
objectives
Identifying current
risks operational
gaps
Highlighting the
topic to be
discussed in the
event
Listing name of the
event participants
Project document
outlining
Distribution of roles
and responsibilities
Project planning
Accommodation plan
Catering plan
Listing VIP guest list
Sending invitation
Organizing event
details
Streamline
processes
Project execution
Developing new
organizational
norms
Developing new
policy and
procedures
Changes plan in the
event
Final design of the
event program
Hiring host for the
event
Project closure
Stakeholder signoff
Final document
presentation
Figure 3: Task Breakdown structure of the project
(Source: Created by author)
1.5 Cost
Task Name Duration Resource Names Cost
Organizing event
planning schedule 80 days $20,752.00
Project initiation 27 days $6,640.00
Identifying project
objectives 5 days Project manager, event management
team, Finance manager $3,120.00
Identifying current
risks operational gaps 6 days event management team $960.00
Highlighting the
topic to be discussed in
the event
5 days operation manager $1,400.00

27PROJECT MANAGEMENT
Listing name of the
event participants 6 days accommodation[1] $0.00
Project document
outlining 3 days operation manager $840.00
Distribution of roles
and responsibilities 2 days HR manager $320.00
Project planning 24 days $7,752.00
Accommodation
plan 3 days accommodation[1],Finance manager $672.00
Catering plan 5 days catering [1],event management team,
Finance manager $1,920.00
Listing VIP guest
list 6 days HR manager $960.00
Sending invitation 5 days operation manager $1,400.00
Organizing event
details 4 days event management team, Project
manager $1,600.00
Streamline
processes 5 days Project manager $1,200.00
Project execution 22 days $4,840.00
Developing new
organizational norms 6 days HR manager $960.00
Developing new
policy and procedures 5 days operation manager $1,400.00
Changes plan in the
event 6 days Project manager $1,440.00
Final design of the
event program 2 days operation manager $560.00
Hiring host for the
event 3 days event management team $480.00
Project closure 7 days $1,520.00
Stakeholder signoff 2 days HR manager $320.00
Final document
presentation 5 days Project manager $1,200.00
1.6 Deadlines
The task is required to be completed within 80 days and must not exceed the more than
100 days.

28PROJECT MANAGEMENT
b) Communication plan
Who When How Regularity of
communication
Project manager
along with project
team members
Initiation phase Regarding project
objectives and goals
Weekly
Project team
members with
project supervisor
Planning phase About the project
progress period Weekly
Project manager and
operation manager
Initiation phase Discussion regarding
project operation that
are to be accomplished
throughout the project
period
Monthly
HR manager and
team members
Project initiation and
planning phase
Rules, policy and
procedures
Weekly
Project team
members with
project manager
Initiation phase Current financial
status of the project
Monthly
c) Team communication

29PROJECT MANAGEMENT
To
The project team members
This is to inform you that, we are planning to improve the current status of the
organization by developing the HR policies and procedures. You are required to keep in touch
with all the project activities in a weekly basis. In addition to this, you should also design and
develop communication strategies, new ideas, progress, feedback, decision making approaches.
In each and every phase of the project development you are needed to deal with all the items.
I would want you to follow all the rules and regulations to accomplish the project
activates.
-Project manager

30PROJECT MANAGEMENT
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