AIPM National Conference Event (Part-2): Detailed Due Diligence Report

This report presents a due diligence analysis of the AIPM National Conference event (Part-2), focusing on project management aspects. It includes an executive summary, introduction detailing the project scope, aims, objectives, and a description of the conference. The report outlines the project's assumptions, constraints, and a comprehensive project management plan encompassing organization, marketing, resource allocation, cost and budget management, a detailed project schedule, and risk management plan. It further addresses quality and change management plans, alongside communication strategies. The report concludes with key findings and references, providing a detailed overview of the event's planning and execution, with a focus on the importance of project management for IT professionals and AIPM students. The report covers the event's organization, marketing, cost and budget, schedule, risk, quality, and change management plans. The report concludes with key findings and references.

DUE DELIGANCE REPORT
OF
AIPM NATIONAL CONFERENCE
EVENT
(Part-2)

Executive Summary:
The present project is based upon an event of National Conference June 2019 of AIPM
(Australian Institute of Project Management). It is mainly concerned with reflect mind of
learners of AIPM towards importance of project management. Hereby, the given project is
conducted by a team of four members whose main objective is to conduct the event successfully.
For this purpose, they have made a proposal on concept of project management and after
approval. In this regard, how the further process will going on is described within present report.
Along with this, after making due diligence report, different vital areas and changes required to
conduct the given national conference of AIPM are also established by project team.

Table of Contents
Executive Summary: .......................................................................................................................2
INTRODUCTION...........................................................................................................................1
Project Scope and Background...................................................................................................1
Project aims and objectives.........................................................................................................1
Project Description......................................................................................................................1
Project Assumption and Constrain..............................................................................................2
Project management plan.................................................................................................................3
1. Project Organisation................................................................................................................3
2. Project marketing and resource...............................................................................................3
3. Cost and Budget management Plan.........................................................................................4
4. Project Schedule......................................................................................................................4
5. Risk Management Plan...........................................................................................................5
6. Quality management plan.......................................................................................................5
7. Change management plan.......................................................................................................6
8. Communication management..................................................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
A project management plan refers to a formal and approved document which defines how
a project will be executed, monitored as well as controlled (Ansoff and et. al., 2018). It includes
entire strategies, planning, management and communication plans for delivering scope of
project. As the present project is based on National Conference June 2019 of AIPM. Therefore,
in this regard, after getting approval of project, hereby, project-team members are made plan to
execute the deliverables.
Project Scope and Background
An event related to conference meeting with students is going to be held on June, 2019 in
one of the location of Melbourne (Bettinger and et. al., 2016). The main aim of conducting a
project is to provide information related to importance of project management services to IT
professionals, so that they can choose the same as a profession in future.
Project aims and objectives
Aim: The main aim of present assignment is to add value to the participants of conference that
they can make their career in project management plan.
Objectives:
 To organise an event of conference meeting within a set period of time.
 To implement proper communication system between professionals of AIPM and new
students.
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 To enhance knowledge of IT professionals towards importance of project management
services.
Project Description
The present project is going to conduct three days conference meeting within a well-
established location of Melbourne i.e. at Cargo Hall.
 This venue is located at city centre and facing the Melbourne Convention and Exhibition
Centre, which makes it an ideal location.
 Here, main objective behind organising this conference meeting is to communicate with
potential learners about importance of project management (Padalkar and Gopinath,
2016). This will help in increasing the credibility of students of AIPM into the industry as
well as assess the skill and expertise of project team-members.
 Along with this, it also helps in sharing the useful information students and increase
awareness among them, about range of training programs which AIPM provided to
become expert in a particular field.
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Project Assumption and Constrain
In order to execute the project successfully within set duration and as per expected
quality, some changes are done in time schedule as shown below:-
Assumption:
 National Conference of AIPM June 2019 was assumed to be taken in three days i.e. from
9th June to 11th June 2019, has now been changed and will happen on 27th to 29th June,
2019. The reason behind changes is concerning about schedule of students where
attending the conference meeting on Thursday, Friday and Saturday will become easy for
them.
 Along with this, getting approval of stakeholders and authorities of AIPM, give
opportunity to project-team to get sufficient funds (Zhuang, Liu and Xiong, 2018).
Therefore, instead of focusing on earning profit, they prefer to increase participation of
more learners and other associated members, which will ultimately aid to recovery the
investment through ticket sales and marketing income.
 Here, the cost required for conducting and executing the entire deliverables will be AUD
90000 to 100000.
Type Assumption
Time of the project 3 Days i.e. from 27th to 29th June, 2019
Cost of the project AUD 90000 to 100000
Technical support Available
As per the assumption, it has predicted that this event will be held in three days where, to
conduct exhibition, performing a range of sessions including itenary, accommodation facilities
and organising the entire event, it requires near about 90k to 100k AUD.
Constraint:
Type Constrain
Time of event Availability of big conference hall
Cost of event Availability of desired financial resource
Technical support Presence of advance technology
In order to organise the entire event perfectly and carry out each and every activity in
desired manner, project makers need to concern on three main aspects (Kliem and Ludin, 2019).
It includes availability of big conference hall where more than 500 participants including crew
members, media partners and authorities of AIPM can occupy spaces. Along with this, technical
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support, latest device and higher skills are also required for organising this career development
event at Melbourne.
Project management plan
1. Project Organisation
 For organising the project, each team-member has given its best efforts to perform assign
roles and responsibilities. Here, hierarchical structure will be followed to team-
development so that project work will completed effectively and efficiently in pre-
determined period of time.
 The project sponsor takes entire responsibility to arrange funds for execution of planned
activities in desired way. Along with this, entire team-members will report to the project
manager related to requirements for completion of their assigned duties before execution
(Burtonshaw-Gunn, 2017).
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This project has conducted by four members where roles and responsibilities of each can
be defined in following manner -
Role Responsibility How to contact
Project Sponsor Identify funding sources and
develop plan to optimise the
financial resource more
appropriately.
35489784
[e-mail]
Project Manager Manages each and every
activity related to project plan
and leading team for
executing the project
successfully.
35489784
[e-mail]
Marketing Manager Executing the marketing
plans to organise conference
meeting, with focus to sale
out maximum tickets for
recovery of investment and
accomplishment of main
objectives.
35489784
[e-mail]
Resource Manager For organising the project,
resource manager has made
plans to allocate entire
35489784
[e-mail]
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resources appropriately.
2. Project marketing and resource
Task name Required Resource Availability Problem faced
Training for
Technology
Financial resource Project sponsor Time management
Documentation
problem
Human resource Management staff Conflicts between
team members
Transportation Human resource Driver team None
Concept Design Designer Designer team None
Marketing process Human resource Team of marketing Technology
Event Operation Human resource Volunteer Staff Less experience of
team members
3. Cost and Budget management Plan
Area of Expense Cost (AUD)
Rent for Cargo hall 8000
Stationary products for participants and other
attendees
3500
Marketing 4500
Equipment (projector, laptops) 6000
Bags for delegates and insert 16000
Drinking water 7000
Internet connection 11000
Food and lodging 38000
Total 94,000
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4. Project Schedule
 Project milestone refers to the process which is made to add values in project schedule.
Here, in present project the first milestone includes the starting of project on 10.00am
before a day of confernece meeting i.e. on 26th June, 2019.
 Further milestones included allocation of crew members, distribution of roles and
responsibilities, quality assuarnace and more, in order to execute the planned activities
within three days, which is from 27th June to 29th June 2019. This would include critical
path of the project completion of three days.
Therefore, table which is given below, will represent entire milestone, date, time and
responsibilities:-
Milestone Date Time Responsible
Starting of the project 26/06/19 10.00 am Project-manager
Allocation of crew
members for
conducting each and
every activities in
well-organised way
26/06/19 11.30 am Manager of the project
and resource manager
Distribution of other
related tasks to start
project
26/06/19 12.00 pm Project manager and
resource manager
Quality assurance and
quality control
26/06/19 1.00 pm Each team-member
First day of conference
meeting
27/06/19 7.00 am Project-team
Monitor each and
every activity
27/06/19 9.00 am Manager of the project
and resource manager
Last day or closing
day of event
29/06/19 5.00 am Entire team
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5. Risk Management Plan
Risk register for National Conference of AIPM June 2019
No of Risks Evaluated Risks Rate of
occurrence
Impact of Risk Mitigation
A Legal and
regulatory barriers
during the event
5 High Will consult
with legal
advisor
B Lack of financial
resources
7 High Optimise the
available
resources
C Conflicts among
team members due
to miss
communication
8 High Regular
meetings and
phone calls
D Less skills and
knowledge of new
technology
9 High Training for
members
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6. Quality management plan
This plans refers to activity to describe how entire quality will be managed throughout
entire life cycle.
Quality management strategy
Components of quality
management
Time-frame
Quality planning During project planning process
Quality assurance (QA) During execution
Quality control (QC) During project monitoring and
controlling process
Independent verification and
validation
Performed at each level of project
Quality tools
Tool name Tool purpose
Cost benefit analysis Compares the cost of quality process
with expected benefit
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Control charts Used to determine if each strategy is
predictable or stable within limits
Benchmarking Compares project procedures with other
expected deliverables
Process analysis Planned for continuous improvement
Six sigma Improves the quality of outcome through
identifying and reducing factors that may
cause error.
7. Change management plan
It refers to documentation processes where to obtain higher and efficient outcomes during
project-execution, team-members of AIPM can make changes in project-schedule and other
activities (Papke-Shields and Boyer-Wright, 2017). Therefore, to manage any change in planned
activities and execute in appropriate way, a change management plan is given below:-
Activities Description
Prepare for the change Clarify objectives and goals behind initiating of changes with team-
members. Resource and project managers need to obtain necessary
resources for managing the changes after assesses stakeholders, who
may impact by same, in order to get their readiness and support.
Plan the change Develop formal plans by project manager which include
communication management, conflict resolution, events and
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interventions to integrate changes within project management plan.
Manage the change For managing the implementation of changes, project manager will
concern on execution process, realising actions, reducing resistance
and performing controlling activities.
Reinforce the change Take feedback to stakeholders in order to measure the outcome of
changes then apply corrective plans to seek further improvement.
Further, changes are embeded into system, policies and procedures
for deliverables the result.
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8. Communication management
 For integrating changes appropriately without resistance of team-members and
stakeholders, it is essential for project managers concern on establishment of proper
communication plan (Harrison and Lock, 2017).
 As hereby, internal stakeholders includes the team of project manager, sponsor, resource
manager and marketing manager of AIPM and entire human resource team therefore,
through regular meetings, project manager can maintain effective communication by
sharing overall information, including any changes help in execution of same more
effectively.
 For this purpose, both verbal and non-verbal communication has used to inform team-
members about how the activities have to be done for successfully execution of project.
Communication Management Plan
Communication Format Frequency Distribution
Team Briefing Intranet Daily at 2.00pm Team members and
stakeholders
Budget and schedule
detail
Spreadsheet and
detailed Gantt Charts
Bi-Weekly Project sponsor and
upper level of
management
Technical incident
report
E-mail Immediately inform
after incident
IT department
Accomplishment of
goals and setbacks
E-mail Weekly Entire team of internal
stakeholders
Risks E-mail and intranet Weekly Entire team of internal
stakeholders
CONCLUSION
It has been concluded from this assignment that in order to conduct a project which is
based upon the national Conference of AIPM June, 2019, entire team-members have played
equal roles and responsibilities. They have given their best for accomplishment of main objective
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which is based on providing new insight and importance of project management to IT students of
AIPM.
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REFERENCES
Books and Journals
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Papke-Shields, K. E. and Boyer-Wright, K. M., 2017. Strategic planning characteristics applied
to project management. International Journal of Project Management. 35(2). pp.169-
179.
Burtonshaw-Gunn, S. A., 2017. Risk and financial management in construction. Routledge.
Kliem, R. L. and Ludin, I. S., 2019. Reducing project risk. Routledge.
Padalkar, M. and Gopinath, S., 2016. Six decades of project management research: Thematic
trends and future opportunities. International Journal of Project Management. 34(7).
pp.1305-1321.
Zhuang, C., Liu, J. and Xiong, H., 2018. Digital twin-based smart production management and
control framework for the complex product assembly shop-floor. The International
Journal of Advanced Manufacturing Technology. 96(1-4). pp.1149-1163.
Bettinger, P. and et. al., 2016. Forest management and planning. Academic press.
Ansoff, H. I. and et. al., 2018. Implanting strategic management. Springer.
Martens, M. L. and Carvalho, M. M., 2016. The challenge of introducing sustainability into
project management function: multiple-case studies. Journal of Cleaner
Production. 117. pp.29-40.
Andersen, E. S., 2016. Do project managers have different perspectives on project
management?. International Journal of Project Management. 34(1). pp.58-65.
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