Australian Institute of Project Management Event Due Diligence Report

This report provides a comprehensive due diligence analysis for the Australian Institute of Project Management (AIPM) National Conference. It begins with an executive summary and introduction, outlining project scope, aims, and objectives. The report delves into marketing strategies, including the marketing mix and communication strategies. It details the event format, including the itinerary and speaker backgrounds. Venue selection, event timing, and sponsorship opportunities are thoroughly examined. A risk analysis, including a risk register and evaluation matrix, is presented, alongside a broad project plan with key dates, milestones, and cost analysis. The report also addresses resource analysis, governance, project control, and procurement plans, including supplier sourcing and contracting processes. The report also includes PMP summary covering initiating, planning, executing and monitoring process groups. The report concludes with a detailed analysis to guide the successful execution of the AIPM National Conference.

AUSTRALIAN
INSTITUTE OF
MANAGEMENT
NATIONAL CONFERENCE EVENT
DUE DILIGENCE REPORT

INTRODUCTION
To organize National Conference Event
which aims at promoting Information
Technology (IT) professionals for 3 days
at central business center of Sydney.

AIMS & OBJECTIVES
■ To provide a platform for IT professionals for discussing trends in IT
project management
■ To organize event for at least 900 attendees
– Non-members constitute 40%
– Members constitute 60%
■ To recover cost from ticket sale

MARKETING MIX
■ Product
– 3-day event for IT professionals to learn and discuss the integration of
IT with project management
■ Place
– The marketing shall be done using both digital platforms and offline
mediums.
– Digital plan shall be prepared and AdWords will be run.
– Offline medium include invitations through current member of AIPM.
■ Price
– Ticket price:
■ Members - $100
■ Non-member - $200
■ Promotion
– Guerrilla marketing and Viral marketing
– Television and billboard advertising

EVENT FORMAT
Timing Activity
10 am to 11 am Registration
11 am - 12 pm Key speaker address notes
12:00 pm – 12:30 pm Tea break
12:30pm – 1:30 pm Speaker 1 discussion
1:30pm - 2:30 pm Lunch break
2:30pm – 3:30pm Speaker 2 discussion
3:30pm – 4:00 pm Tea break
4:00 pm – 5:00 pm Speaker 3 discussion
5:00 pm - 5:45 pm Closing day session notes

VENUE SELECTION
■ Optimum format – Round table layout
■ Programme – 6 hours
■ Statutory approval – City management approval for organizing the
event in central business center
■ Security –
– Non-members will need dedicated parking
– Money will be collected at the registration desk
– Third party vendors will be present at the event
■ Amenities – Basic amenities of business center shall be utilized
■ Traffic Management – Security personnel shall be used.

VENUE SELECTION (CONTD.)
■ Logistics –
– Event Setup : Specific room setup
– Tables and chairs
– Trash cans
– Stage
– Curtains
– Food and beverages –
■ Food will be provided through Dining Express
■ OH & S implementation –
– First aiders are easily identifiable
– Staff is well aware of accidents and injury
– Contingencies will be made for extreme weather conditions

EVENT TIMING
■ Planning
– Facilitation of easy approval from government bodies
– Detailed budget of the event
– Providing professional guidance in preparing the event plan.
■ Delivery
– Venue planning
– Financial control
– Production support
– Catering

EVENT TIMING (contd.)
■ Post implementation
– Post event documentation including administrative services to client
– Closure of all accounts with the client

SPONSORSHIP
■ Cash Sponsorship : AIPM
■ Cost reduction sponsorship : From ticket sales
■ Possible recommended sponsors : IT companies such as IBM

RISK REGISTER
Name Description Probability Impact Score
Operational
risk
Non-
availability of
venue
Low High Medium
Non-
availability of
key speaker
Medium High Medium
Information
security
Leaking of
contact
number s and
email ID of the
attendees
Medium High High
Quality issue Speaker notes
are not clear
to the
attendees
Low Medium Low
Communicatio
n gap
Low
interaction
Low Low Low

RISK EVALUATION MATRIX
Name Person
responsible
Timeframe Contingency plan
Operational risk Project team Urgent resolution Mitigation
Information security Project
procurement
manager
Urgent resolution Mitigation
Quality issue Project manager Within 24 hours Mitigation
Communication gap Project manager Within 24 hours Mitigation

KEY DATES & MILESTONE
■ Staff selection – 13th May 2019
■ Marketing ads – 15th May 2019
■ Event promotion – 19th May 209
■ Venue selection – 21st May 2019
■ Security selection – 24th May 2019
■ Theme selection – 24th May 2019
■ Catering vendor selection – 26th May 2019

MUD MAP

COST MANAGEMENT

RESOURCE ANALYSIS
■ Project manager
■ Event manager
■ Security staff
■ AV consultant
■ Safety Manager
■ Caterers
■ Speakers

PROJECT CONTROL &
MONITORING■ Tools and techniques to monitor project growth
– Gantt chart
■ Budget control through weekly meetings
■ Resolution conflict through one-to-one meeting
■ Change request
– Frame change request
– Send for approval
– Once approved all changes should be documented

PROCUREMENT PLAN
■ PMBoK procurement methodology will be implemented
■ Terms and norms of procurement policy:
– Adequate use of expertise in contract negotiation
– Research and use new automated methods.
– Identification and mitigation of risks in procurement process
■ Tools, services and equipment to be procured
– Projector
– Chairs
– Refreshments
– Lunch arrangement

PROCUREMENT PLAN (Contd.)
■ Fixed price contract will be selected
– Payment will be made as the time of delivery
■ Procurement risks
– Changes in technological requirements
– Change in organizational aspects
– Change in legal policy

THANK YOU

References
A Guide to the Project Management Body of Knowledge. (2000) (5th ed.). Retrieved from
http://www.cs.bilkent.edu.tr/~cagatay/cs413/PMBOK.pdf
Billows, D. (2016). Bottom-up Estimating. 4pm.com. Retrieved 27 July 2016, from
http://www.4pm.com/bottom-up-estimating/
Introduction to Project Management: Principles, Techniques and Tools. (2013) (1st ed.). Retrieved
from http://oe.ucdavis.edu/local_resources/docs/projectmanagementtraining.pdf
KERZNER, H. (2009). Project Management-A Systems Approach to Planning, Scheduling, and
Controlling (10th ed.). John Wiley & Sons. Retrieved from
http://honestyets.pbworks.com/f/Project+Management+-+A+Systems+Approach+-+10thEd.pdf
Makar, A. (2015). Top-Down vs. Bottom-Up Project Management Strategies - LiquidPlanner.
LiquidPlanner. Retrieved 27 July 2016, from
https://www.liquidplanner.com/blog/how-long-is-that-going-to-take-top-down-vs-bottom-up-strateg
ies/
Newton, P. (2015). Principles of Project Management (1st ed.). http://www.free-management-
ebooks.com. Retrieved from
http://www.free-management-ebooks.com/dldebk-pdf/fme-project-principles.pdf