AM804001 Project Management Plan: OPAIC Collaboration Sessions

This project management plan outlines the design and execution of a 2-day collaboration event for OPAIC at its Dunedin site, focusing on enhancing collaboration among academic staff. The plan includes objectives, deliverables (tangible and intangible), limitations, exclusions, technical details adhering to standards like ISO 20121 and Food Act 2014, stakeholder analysis, Gantt charts, network diagrams for conference and dinner sessions, budget details, and quality standards. It also addresses project assumptions, risks, the waterfall project management methodology, organizational structure, work breakdown structure, project milestones, resource management, a stakeholder communication plan, change management, risk management, quality control, and project closure procedures. The project aims to facilitate planning sessions and discussions on best practices for the Iwi/Maori Corporation, with a detailed schedule and budget to ensure successful execution. Desklib provides students access to this document and numerous other solved assignments for academic support.

Running head: PLANNING SESSIONS BASED ON COLLABORATION
Planning Sessions Based On Collaboration
Name of the Student
Name of the University
Author’s note

1PLANNING SESSIONS BASED ON COLLABORATION
Table of Contents
Executive Summary.........................................................................................................................3
1. Background and Purpose.............................................................................................................4
2. Project Scope...............................................................................................................................4
2.1 Objectives..............................................................................................................................4
2.2 Deliverables...........................................................................................................................4
2.3 Limitations.............................................................................................................................5
2.4 Exclusions..............................................................................................................................5
2.5 Technical Details...................................................................................................................5
2.6 Stakeholder Analysis.............................................................................................................6
2.7 Gantt Chart and Network Diagram of Conference Session...................................................7
2.8 Gantt Chart and Network Diagram of Dinner Session........................................................11
2.9 Time and Cost and of the Project........................................................................................14
2.10 Quality Standard Details....................................................................................................14
3. Project Assumptions and Risks.................................................................................................14
3.1 Assumptions........................................................................................................................14
3.2 Risks....................................................................................................................................15
4. Project Management Methodology............................................................................................16
4.1 Methodology Selection........................................................................................................16
4.2 Justification..........................................................................................................................16

2PLANNING SESSIONS BASED ON COLLABORATION
5. Project Organization..................................................................................................................16
6. Work Breakdown Structure.......................................................................................................18
7. Project Milestones.....................................................................................................................20
8. Resource Management Plan......................................................................................................21
8.1 Human Resource..................................................................................................................21
8.2 Equipment and Others.........................................................................................................22
9. Budget Details...........................................................................................................................22
10. Stakeholders Communication Management Plan....................................................................24
11. Change Management Plan.......................................................................................................25
12. Risk Management Plan............................................................................................................26
13. Quality Control and Audition..................................................................................................27
14. Project Closure.........................................................................................................................27
Bibliography..................................................................................................................................28
Appendix........................................................................................................................................31

3PLANNING SESSIONS BASED ON COLLABORATION
Executive Summary
Project Name Planning Sessions Based On Collaboration
Project Manager Jack Smith
Project Type Event Management
Project Goals Planning and coordination of activities of conference and
dinner event
Deliverables The deliverables for the project include the entire details of
the project. This include the major deliverables that would be
produced during the design of the 2 day event. The tangible
deliverables include decorative items, project plan
documentation, tables, chairs, furniture, electric appliances,
name tags and water supply. The non-tangible deliverables
include financial plan, a proper list of task activities, and the
accommodation details of guests, caterer list and details of
event planning management team.
Project Management Method Waterfall Model
Project Budget $63,920
Project Schedule Start: 04/04/2019
Closure: 25/05/2019
Duration: 67 days
Milestones 15/04/2019 Completion of Project Plan
19/04/2019 Completion of the Project Phase
19/04/2019 Completion of the procurement of speakers
22/04/2019 Completion of Delegate Management process
19/05/2019 Completion of the finalising of preparation phase
19/04/2019 Completion of the Planning Phase
20/04/2019 Completion of Dinner Event Plan
12/04/2019 Completion of planning of room phase
30/04/2019 Completion of the Guest Planning Phase
06/05/2019 Completion of Staff Requirement Phase
08/05/2019 Completion of Project Closure Phase
Risks  Finding of proper event management planning team
 Scheduling of activities

4PLANNING SESSIONS BASED ON COLLABORATION
1. Background and Purpose
The project is based on designing a plan for a 2-day event that would be organized at the
Dunedin site of OPAIC. On several discussions, it has been discussed that collaboration is one of
the most important aspect within the OPAIC philosophy. Hence, each of the academic staffs at
all campuses would collaborate for the 2019 term. The event sessions would help in enabling
schools to develop separate sessions on planning. They would also discuss about best practices to
be incorporated within the Iwi/Maori Corporation.
2. Project Scope
2.1 Objectives
The Otago Polytechnic Auckland International Campus (OPAIC) is primarily located in
downtown of Auckland. The campus is situated in Queen Street and is in the heart of the
business and shopping area (Heagney, 2016). They also provide the best form of facilities, free
Wi-Fi, computer labs and a student lounge. The OPAIC have planned to host the event based on
a 2 day conference for the purpose of discussing about the existing and new educational
programs (Chang, 2016). The event would focus on different planning sessions and including
best practices. They also plan to provide a formal dinner to the delegates at their Dunedin site.
This event would also include speech sessions based on OPAIC leadership.
2.2 Deliverables
The deliverables for the project include the entire details of the project. This include the
major deliverables that would be produced during the design of the 2 day event. The tangible
deliverables include decorative items, project plan documentation, tables, chairs, furniture,
electric appliances, name tags and water supply (Kerzner, 2019). The non-tangible deliverables

5PLANNING SESSIONS BASED ON COLLABORATION
include financial plan, a proper list of task activities, and the accommodation details of guests,
caterer list and details of event planning management team.
2.3 Limitations
The limitations within the project development include the limited budget and time-frame
for planning and executing the entire project.
2.4 Exclusions
The exclusions within the project are – Discussion about the operations team performing
the project, any kind of additional time frame, and additional costs, source of food or drink
supply and details of decoration.
2.5 Technical Details
During the design of the event management project held for the conference event, some
of the technical standards that could be included within the project design are:
New ISO 20121: Standard for Sustainable Events Management
This standard is mainly used for supporting the event organizers to plan different event
types such as business, cultural, sports or political (Conforto & Amaral, 2016). This is meant for
the integration of sustainability based on the activities.
Health and Safety at Work Act 2015 – This is a legislation based on certain regulations
that are defined under the Act. This regulation is based on concerning of safe work within a
relevant organisational performance.
ISO31000:2009 Risk Management, Principles and Guidelines – This Act helps in
supporting of any public, community or private enterprise, group, association or individual to

6PLANNING SESSIONS BASED ON COLLABORATION
safely work within the workplace. This principle also helps in guiding against the type of risk,
their nature and whether it would have negative or positive consequences.
BS 7909:2011 Code of practice for temporary electrical systems – This Act helps in
guiding individual and specially electricians to safely deploy electrical appliances and thus
progress with the work. This would ensure the safety of other individuals within the workplace
(Lei et al., 2017). This law also ensures that all electrical installations should be able to comply
with the Act and only highly competent persons would be responsible for carrying out of the
work.
Food Act 2014 – This Act is based within the New Zealand Act of Parliament that was
passed in 2014. This Act is a statutory obligation based on treating of food in a safe manner as it
would be intended for the human consumption within a controlled and managed manner
(Hopkin, 2018). The primary requirements of the Act is based on the fact that the food should
comply with the requirements of food safety. The substance, nature and demanded quality should
be correctly described and labelled.
2.6 Stakeholder Analysis
The stakeholders involved within the project include the academic staff, the speakers who
would deliver lectures during the conference event, the management staff of the OPAIC, the
project designers who would plan the entire event and project sponsors (Forbrig & Herczeg,
2015). These stakeholders would be responsible for maintaining the entire design stage of the
project.
The internal stakeholders would be responsible for the managerial and making decisions
based on planning. On the other hand, the external stakeholders would be mainly be involved

7PLANNING SESSIONS BASED ON COLLABORATION
with producing the entire event (Drury-Grogan, 2014). They would primarily be influenced with
the success of the initiatives of sustainability.
The stakeholders within the project are - John Smith – CEO, Mark Anderson - Project
Manager, Andrew Simons - Project Manager, Robert Wan - Event Manager, Samuel Russel –
Contractor.
2.7 Gantt Chart and Network Diagram of Conference Session
Task Name Duration Resource Names
Hosting of Conference Session Project 52 days
Start of Project 0 days
Initiation and Project Planning 12 days
Preparing of project plan 1 day Project Manager
Identification of proper speakers 1 day Project Manager
Checking the details of event dates 1 day
Planning for choosing the event planners 2 days Project Manager,
Project Sponsor
Sending of conference details to marketing and finance team 2 days
Planning of budget by finance team 2 days Finance team
Sanctioning of the estimated budget 1 day Project Sponsor
Booking of the event planning team and finalsing payment 1 day Project Sponsor
Setting up of conference email details 1 day Project Manager
Creation of registration form for interested candidates 1 day Project Manager
Completion of project plan 0 days
Procurement of Venue 4 days
Selection of Venue 2 days Project Manager
Updating details to the event manager 1 day Project Manager
Confirming of the venue and initiation of design of the work 1 day Project Manager

8PLANNING SESSIONS BASED ON COLLABORATION
Completion of the Project Phase 0 days
Procurement of Speakers 6 days
Preparing of the list of speakers and delegates 1 day Project Manager
Sending of event brief to speakers 1 day
Awaiting notification from speakers regarding confirmation 3 days
Sending of Invitation Letters to speakers after confirmation 1 day
Completion of the phase 0 days
Delegate Management 7 days
Checking of online registration process 1 day Project Manager
Preparing and checking of acknowledgement and acceptance
email 1 day Project Manager
Monitoring of registration and paper requests 1 day Project Manager
Monitoring of registration deadline 1 day Project Manager
Completion of Delegate Management process 0 days
Marketing and Designing of Event Place 16 days
Design of Poster for the event 5 days Design team
Securing of conference venue 1 day Project Manager
Cleaning of venue 6 days Contractors
Procuring of furniture and bringing them to the location 2 days
Furniture
suppliers,Event
Manager,Project
Manager
Setting up carpets and other floor materials 1 day Contractors
Designing the entire venue 3 days Contractors
Bringing of posters and putting them in proper places 3 days Contractors
Setting up of Accomodation Facilities 10 days
Choosing of Accomodation plan and venue 1 day Project Manager
Sending request to hotel authorities 1 day Project Manager

9PLANNING SESSIONS BASED ON COLLABORATION
Confirmation from hotel authorities 1 day
Making partial payment to hotel authorities 1 day Project Sponsor
Finalising of payment and getting receipt 1 day
Cleaning of the rooms by hotel authorities 4 days Hotel authorities
Final confirmation from hotel authorities after entire setup of
hotel rooms 1 day
Finalising of Preparation 6 days
Finalising of Preparation 1 day Project Manager
Finalising of Requirements 1 day Project Manager
Sending accommodation details to management team regarding
the event 1 day
Sending mails to delegates about the details of venue 1 day
Final check on all preparations 1 day Project Manager
Completion of the phase 0 days
The Conference Event 2 days
Project Closure 4 days
Finalising of all payment procedures 1 day Project Manager
Invoice collection 1 day Project Manager
Collection of review about the venue preparation 1 day
Distributing leaflets describing the event 1 day
End of Project 0 days

10PLANNING SESSIONS BASED ON COLLABORATION

11PLANNING SESSIONS BASED ON COLLABORATION
(Fig 1: Gantt Chart for the Conference Event)
(Source: Created by author)
Initiation and Project Planning
Procurement of Venue
Procurement of Speakers
Delegate Management
Marketing and Designing of Event Place
Setting up of Accomodation Facilities
Finalising of Preparation
Project Closure
Start of Project
Preparing of project
plan
Identification of proper
speakers
Checking the details of
event dates
Planning for choosing
the event planners
Sending of conference
details to marketing and
finance team
Planning of budget by
finance team
Sanctioning of the
estimated budget
Booking of the event
planning team and
finalsing payment
Setting up of
conference email
details
Creation of registration
form for interested
candidates
Completion of project
plan
Preparing of the list of
speakers and delegates
Sending of event brief
to speakers
Awaiting notification
from speakers
regarding confirmation
Sending of Invitation
Letters to speakers
after confirmation
Completion of the
phase
Checking of online
registration process
Preparing and checking
of acknowledgement
and acceptance email
Monitoring of
registration and paper
requests
Monitoring of
registration deadline
Completion of Delegate
Management process
Design of Poster for the
event
Securing of conference
venue Cleaning of venue
Procuring of furniture
and bringing them to
the location
Setting up carpets and
other floor materials
Designing the entire
venue
Bringing of posters and
putting them in proper
places
Choosing of
Accomodation plan
and venue
Sending request to
hotel authorities
Confirmation from
hotel authorities
Making partial payment
to hotel authorities
Finalising of payment
and getting receipt
Cleaning of the rooms
by hotel authorities
Final confirmation from
hotel authorities after
entire setup of hotel
rooms
Finalising of
Preparation
Finalising of
Requirements
Sending
accommodation details
to management team
regarding the event
Sending mails to
delegates about the
details of venue
Final check on all
preparations
Completion of the
phase
Finalising of all
payment procedures Invoice collection
Collection of review
about the venue
preparation
Distributing leaflets
describing the event
End of Project
(Fig 2: Network Diagram of the Conference Event)
(Source: Created by author)
2.8 Gantt Chart and Network Diagram of Dinner Session
Task Name Duration Resource Names
Event management for Dinner Session 26 days
Start of Project 0 days
Planning and Initiation Phase 5 days
Preparing of the plan for the evening 1 day Event Manager
Making of a budget plan 1 day Event Manager
Sanctioning of the budget 1 day Project Sponsor
Preparation for disumberments 1 day
Coordination of different activities 1 day Event Manager
Completion of the Planning Phase 0 days
Preparing Dinner Event Plan 3 days
Planning of dinner menu 1 day Event Manager
Creation of shopping list 1 day Event Manager
Sanctioning of budget for dinner event 1 day Project Sponsor