EPM5600 Principles of Project Management: AIPM Conference Report

This report outlines the project management strategies employed for the AIPM (Australian Institute of Project Management) National Conference held in October 2018. It covers various aspects including the project background, objectives, success criteria, scope, key goals, governance, and resource management (both internal and external). The report also identifies key stakeholders, communication strategies, and the project's approach, including risk identification and control measures. Activities such as initiation, planning, market surveys, data collection, and guest list preparation are detailed, along with the project's implementation, milestones, meeting dates, and budget. The goal of the project was to organize a successful event that promoted IT professionals and strengthened knowledge in project management, while adhering to budgetary constraints and ensuring stakeholder satisfaction. Desklib provides access to a wealth of similar project management resources, including past papers and solved assignments, to aid students in their studies.

PRINCIPLES OF PROJECT
MANAGEMENT
TABLE OF CONTENT

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Project Background................................................................................................................1
Objectives...............................................................................................................................1
Project Success Criteria and Measurement of Success criteria..............................................1
Scope of Project......................................................................................................................1
Key Goals of Project..............................................................................................................2
Project’s Governance..............................................................................................................2
Internal Resources of Project..................................................................................................2
External Resources used in Project........................................................................................3
Internal Stakeholders..............................................................................................................3
Project Communications........................................................................................................3
Project Approaching...............................................................................................................4
Identification and controlling of Risks...................................................................................4
Controlling of Project.............................................................................................................4
Project Activities of a project.................................................................................................4
Project Implementation..........................................................................................................5
Project Milestone....................................................................................................................5
Key Project Meeting Dates.....................................................................................................6
Due date of Key Project Decisions.........................................................................................6
Project Budget........................................................................................................................6
REFERENCES...........................................................................................................................8

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.
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Key Goals of Project
A project manager develops key goals for all its projects so as for this particular project
that helps in accomplishing all the goals and the objectives within a given span of time.
Various key goals prepared by a project manager for this conference are the following:
 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
Resources play an integral role in a project to get it completed without this the
completion of the project is not imagined. The resources used internally in the organization to
arrange all the activities of a particular project (Kerzner, 2018). Internal resources used in
accomplishing the project aims and the objectives include 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.
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External Resources used in Project
External resources used in arranging the National Conference in the year 2018 in
Melbourne Australia to spread the latest and the technological advancements to the notice of
all the participants in Australia with the support of the Project management institute. This
association supports the project manager in systematically completing all its project activities.
External resources used in this event include Project Volunteers, Event organizers, Ticket
management system, Lights and sound manager, anchor and hosts of the event.
Internal Stakeholders
A stakeholder plays a significant role in arranging an event which helps in achieving
all the aims and the objectives in a short span of time. The motive of a project manager is to
accomplish the desired goals and the aims by meeting all the project activities by delegating
all the tasks and the responsibilities to all the project participants. Satisfaction of a
stakeholder is essential for the completion of a project as this action can influence the overall
project whether positively or negatively as its action needs to be monitored that can lead to
success or entire failure of the project. Internal Stakeholders of the given project are mention
as below:
 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. For the
given project, different segmentation is done by a project manager such as financial segment,
data identification segment, Market survey, Initiation and planning, Implementation, Pilot
testing, Feedback from the clients. All these project segments are essential to complete a
project. Communication in this project is done through Email as a project manager circulates
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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
This event includes both the internal as well as the external risks which need to be
controlled to ensure the success of a project.
 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
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 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
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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
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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.
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