BUS7380: Conference Project Documentation for Best Project Solutions

This document presents a comprehensive project plan for organizing a conference for Best Project Solutions Ltd. It includes a detailed work breakdown structure (WBS) with tasks ranging from initial checklist development and requirement analysis to securing a location, negotiating documentation, and forming a conference program committee. The plan incorporates human resource management, call for papers, review processes, and logistical arrangements such as booking venues, managing payments, and developing conference proceedings. A Gantt chart and network diagram visually represent the project timeline and task dependencies. Resource allocation, usage, and a detailed budget are provided, outlining costs associated with personnel, venue, materials, and other expenses. The project schedule table summarizes task durations, start and finish dates. The document also includes a reflective essay discussing the application of project management concepts and the role of the project manager in ensuring successful project completion. The MS Project file is also included as part of the documentation.

Running head: PROJECT DOCUMENTATION
Project Documentation
Organizing a conference for Best Project Solutions Ltd
Name of the Student:
Student ID:
Name of the University:
Author’s note:

1PROJECT DOCUMENTATION
Table of Contents
Part 1: Documentation.....................................................................................................................2
1. Work Breakdown Structure.....................................................................................................2
2. Gantt chart...............................................................................................................................3
3. Network Diagram....................................................................................................................4
4. Resource..................................................................................................................................5
5. Resource Usage.......................................................................................................................5
6. Budget......................................................................................................................................7
7. Project Schedule Table............................................................................................................9
8. Ms-Project File......................................................................................................................11
Part 2: Reflective Essay.................................................................................................................12
Introduction................................................................................................................................12
Project Management Alignment................................................................................................12
Conclusion.................................................................................................................................14
Bibliography..................................................................................................................................15

2PROJECT DOCUMENTATION
Part 1: Documentation
1. Work Breakdown Structure
Organizing a conference for
Best Project Solutions Ltd
Initialization
Developing initial
checklist
Analysis of
requirements
Selection of location
requirement
Searching the
required location
Negotiation
documentation
Development of
Agreement
Conference Program
Committee
Human Resource
Requirements are
analyzed
Recruiting Human
Resources
Inviting conference
program committee
members
Signing off the
agreement
document
Research and Call Papers
Call papers are
made
Review of the call
papers
Checking for the
paper submission
dates, acceptance
dates, and
conference dates
Researching for the
paper submission
Sending all papers
for review to the
review ers
Informing the
authors of the
rejection of any
paper
Booking, Payments, and
Presentation
Paying the
conference fee
amount
Searching for the
hotel
Making bookings at
the hotel
Development of book
for confernece
proceedings
Supplying each of
the author with a
copy
University Library
would receive two
copies
Book is kept for
selling purpose
Presentation
schedule is
developed
Execution of the
Conference Event
Event is Started
Introduction and
Evaluation
Main Presentation is
executed
Audio/Video
presentation
Continuation of
Presentation
Question-Answer/Feedback
Session
Project is Closed

3PROJECT DOCUMENTATION
2. Gantt chart
ID Task
Mode
WBS Task Name Duration Start Finish
0 0 Organizing a conference for
Best Project Solutions Ltd
60 days Mon 6/4/18 Fri 8/24/18
1 1 Initialization 20 days Mon 6/4/18 Fri 6/29/18
2 1.1 Developing initial checklist 3 days Mon 6/4/18 Wed 6/6/18
3 1.2 Analysis of requirements 3 days Thu 6/7/18 Mon 6/11/18
4 1.3 Selection of location requirement4 days Tue 6/12/18 Fri 6/15/18
5 1.4 Searching the required location5 days Mon 6/18/18 Fri 6/22/18
6 1.5 Negotiation documentation 5 days Mon 6/25/18 Fri 6/29/18
7 M1 Development of Agreement 0 days Fri 6/29/18 Fri 6/29/18
8 2 Conference Program Committee10 days Tue 6/12/18 Mon 6/25/18
9 2.1 Human Resource
Requirements are analyzed
3 days Tue 6/12/18 Thu 6/14/18
10 2.2 Recruiting Human Resources 4 days Fri 6/15/18 Wed 6/20/18
11 2.3 Inviting conference program
committee members
3 days Thu 6/21/18 Mon 6/25/18
12 M2 Signing off the agreement document0 days Mon 6/25/18 Mon 6/25/18
13 3 Research and Call Papers 20 days Fri 6/15/18 Thu 7/12/18
14 3.1 Call papers are made 3 days Fri 6/15/18 Tue 6/19/18
15 3.2 Review of the call papers 5 days Wed 6/20/18 Tue 6/26/18
16 3.3 Checking for the paper
submission dates, acceptance
dates, and conference dates
3 days Wed 6/27/18 Fri 6/29/18
17 3.4 Researching for the paper submission4 days Mon 7/2/18 Thu 7/5/18
18 3.5 Sending all papers for review
to the reviewers
5 days Fri 7/6/18 Thu 7/12/18
19 M3 Informing the authors of the
rejection of any paper
0 days Thu 7/12/18 Thu 7/12/18
20 4 Booking, Payments, and Presentation31 days Fri 7/6/18 Fri 8/17/18
21 4.1 Paying the conference fee amount4 days Fri 7/6/18 Wed 7/11/18
22 4.2 Searching for the hotel 3 days Thu 7/12/18 Mon 7/16/18
23 4.3 Making bookings at the hotel 2 days Tue 7/17/18 Wed 7/18/18
24 4.4 Development of book for
confernece proceedings
4 days Thu 7/19/18 Tue 7/24/18
25 4.5 Supplying each of the author
with a copy
6 days Wed 7/25/18 Wed 8/1/18
26 4.6 University Library would
receive two copies
4 days Thu 8/2/18 Tue 8/7/18
27 4.7 Book is kept for selling purpose3 days Wed 8/8/18 Fri 8/10/18
28 4.8 Presentation schedule is developed5 days Mon 8/13/18 Fri 8/17/18
29 5 Execution of the Conference Event5 days Mon 8/20/18 Fri 8/24/18
30 M4 Event is Started 1 day Mon 8/20/18 Mon 8/20/18
31 5.2 Introduction and Evaluation 1 day Mon 8/20/18 Mon 8/20/18
32 5.3 Main Presentation is executed1 day Tue 8/21/18 Tue 8/21/18
33 5.4 Audio/Video presentation 1 day Wed 8/22/18 Wed 8/22/18
34 5.5 Continuation of Presentation 1 day Thu 8/23/18 Thu 8/23/18
35 5.6 Question-Answer/Feedback Session1 day Fri 8/24/18 Fri 8/24/18
36 M5 Project is Closed 0 days Fri 8/24/18 Fri 8/24/18
Project Manager
Project Manager
Project Manager
Assistant,Site Rent[1]
Assistant
6/29
HR Manager
HR Manager
HR Manager
6/25
Documenter,Documents[1]
Documenter
Analyst
Analyst
Documenter
7/12
Client,Fees[1]
Assistant
Assistant,Hotel Cost[1]
Book Vendor
Book Vendor
Book Vendor
Book Vendor
Assistant
Food and Beverages[1],Presentation Tools[1],Car Rent[1]
8/24
W T F S S M T W T F S S M T W T
May 20, '18 Jun 10, '18 Jul 1, '18 Jul 22, '18 Aug 12, '18 Sep 2, '18 Sep 23, '18

4PROJECT DOCUMENTATION
3. Network Diagram
3 4 5 6
11 12
19
2
14
7
9 10
15 1716 18
21
22
23
24
25
26
27
28
31
30
32
33
34
35
36

5PROJECT DOCUMENTATION
4. Resource
Resource Name Type Initials Std. Rate
Project Manager Work P $90.00/hr
Assistant Work A $50.00/hr
HR Manager Work H $70.00/hr
Documenter Work D $70.00/hr
Analyst Work A $70.00/hr
Client Work C $0.00/hr
Book Vendor Work B $70.00/hr
Food and Beverages Materia
l F $2,000.00
Fees Materia
l F $1,000.00
Hotel Cost Materia
l H $1,700.00
Documents Materia
l D $230.00
Site Rent Materia
l S $2,000.00
Presentation Tools Materia
l P $300.00
Car Rent Materia
l C $500.00
Security Arrangements Materia
l S $750.00
5. Resource Usage

6PROJECT DOCUMENTATION
Resource Name Work
Project Manager 80 hrs
Developing initial checklist 24 hrs
Analysis of requirements 24 hrs
Selection of location requirement 32 hrs
Assistant 160 hrs
Searching the required location 40 hrs
Negotiation documentation 40 hrs
Searching for the hotel 24 hrs
Making bookings at the hotel 16 hrs
Presentation schedule is developed 40 hrs
HR Manager 80 hrs
Human Resource Requirements are analyzed 24 hrs
Recruiting Human Resources 32 hrs
Inviting conference program committee members 24 hrs
Documenter 104 hrs
Call papers are made 24 hrs
Review of the call papers 40 hrs
Sending all papers for review to the reviewers 40 hrs
Analyst 56 hrs
Checking for the paper submission dates, acceptance dates, and conference dates 24 hrs
Researching for the paper submission 32 hrs
Client 32 hrs
Paying the conference fee amount 32 hrs
Book Vendor 136 hrs

7PROJECT DOCUMENTATION
Development of book for conference proceedings 32 hrs
Supplying each of the author with a copy 48 hrs
University Library would receive two copies 32 hrs
Book is kept for selling purpose 24 hrs
Food and Beverages 1
Event is Started 1
Fees 1
Paying the conference fee amount 1
Hotel Cost 1
Making bookings at the hotel 1
Documents 1
Call papers are made 1
Site Rent 1
Searching the required location 1
Presentation Tools 1
Event is Started 1
Car Rent 1
Event is Started 1
Security Arrangements 1
Event is Started 1
6. Budget
WBS Resource Names Cost
1.1 Project Manager $2,160.00

8PROJECT DOCUMENTATION
1.2 Project Manager $2,160.00
1.3 Project Manager $2,880.00
1.4 Assistant,
Site Rent[1] $4,000.00
1.5 Assistant $2,000.00
2.1 HR Manager $1,680.00
2.2 HR Manager $2,240.00
2.3 HR Manager $1,680.00
3.1 Documenter,
Documents[1] $1,910.00
3.2 Documenter $2,800.00
3.3 Analyst $1,680.00
3.4 Analyst $2,240.00
3.5 Documenter $2,800.00
4.1 Client, Fees[1] $1,000.00
4.2 Assistant $1,200.00
4.3 Assistant,
Hotel Cost[1] $2,500.00
4.4 Book Vendor $2,240.00
4.5 Book Vendor $3,360.00
4.6 Book Vendor $2,240.00
4.7 Book Vendor $1,680.00
4.8 Assistant $2,000.00
M4 Food and Beverages[1],
Presentation Tools[1],
$3,550.00

9PROJECT DOCUMENTATION
Car Rent[1],
Security
Arrangements[1]
Total Budget $50,000.00
Time Phased Budget,
July 2018 August 2018 September 2018 October 2018
$0.00
$5,000.00
$10,000.00
$15,000.00
$20,000.00
$25,000.00
$30,000.00
$5,600.00
$26,430.00
$12,420.00
$5,550.00
Cost
Cost
7. Project Schedule Table
WBS Task Name Duration Start Finish
0 Organizing a conference for Best Project Solutions
Ltd 60 days Mon
6/4/18
Fri
8/24/18
1 Initialization 20 days Mon
6/4/18
Fri
6/29/18
1.1 Developing initial checklist 3 days Mon
6/4/18
Wed
6/6/18
1.2 Analysis of requirements 3 days Thu 6/7/18 Mon
6/11/18
1.3 Selection of location requirement 4 days Tue Fri 6/15/18

10PROJECT DOCUMENTATION
6/12/18
1.4 Searching the required location 5 days Mon
6/18/18 Fri 6/22/18
1.5 Negotiation documentation 5 days Mon
6/25/18 Fri 6/29/18
M1 Development of Agreement 0 days Fri 6/29/18 Fri 6/29/18
2 Conference Program Committee 10 days Tue
6/12/18
Mon
6/25/18
2.1 Human Resource Requirements are analyzed 3 days Tue
6/12/18
Thu
6/14/18
2.2 Recruiting Human Resources 4 days Fri 6/15/18 Wed
6/20/18
2.3 Inviting conference program committee members 3 days Thu
6/21/18
Mon
6/25/18
M2 Signing off the agreement document 0 days Mon
6/25/18
Mon
6/25/18
3 Research and Call Papers 20 days Fri
6/15/18
Thu
7/12/18
3.1 Call papers are made 3 days Fri 6/15/18 Tue
6/19/18
3.2 Review of the call papers 5 days Wed
6/20/18
Tue
6/26/18
3.3 Checking for the paper submission dates, acceptance
dates, and conference dates 3 days Wed
6/27/18 Fri 6/29/18
3.4 Researching for the paper submission 4 days Mon
7/2/18 Thu 7/5/18
3.5 Sending all papers for review to the reviewers 5 days Fri 7/6/18 Thu
7/12/18
M3 Informing the authors of the rejection of any paper 0 days Thu
7/12/18
Thu
7/12/18
4 Booking, Payments, and Presentation 31 days Fri 7/6/18 Fri
8/17/18

11PROJECT DOCUMENTATION
4.1 Paying the conference fee amount 4 days Fri 7/6/18 Wed
7/11/18
4.2 Searching for the hotel 3 days Thu
7/12/18
Mon
7/16/18
4.3 Making bookings at the hotel 2 days Tue
7/17/18
Wed
7/18/18
4.4 Development of book for conference proceedings 4 days Thu
7/19/18
Tue
7/24/18
4.5 Supplying each of the author with a copy 6 days Wed
7/25/18
Wed
8/1/18
4.6 University Library would receive two copies 4 days Thu 8/2/18 Tue 8/7/18
4.7 Book is kept for selling purpose 3 days Wed
8/8/18 Fri 8/10/18
4.8 Presentation schedule is developed 5 days Mon
8/13/18 Fri 8/17/18
5 Execution of the Conference Event 5 days Mon
8/20/18
Fri
8/24/18
M4 Event is Started 1 day Mon
8/20/18
Mon
8/20/18
5.2 Introduction and Evaluation 1 day Mon
8/20/18
Mon
8/20/18
5.3 Main Presentation is executed 1 day Tue
8/21/18
Tue
8/21/18
5.4 Audio/Video presentation 1 day Wed
8/22/18
Wed
8/22/18
5.5 Continuation of Presentation 1 day Thu
8/23/18
Thu
8/23/18
5.6 Question-Answer/Feedback Session 1 day Fri 8/24/18 Fri 8/24/18
M5 Project is Closed 0 days Fri 8/24/18 Fri 8/24/18
8. Ms-Project File