Detailed Project Plan: CQ University NAIDOC Event 2019

This project plan details the organization of a NAIDOC (National Aborigines and Islanders Day Observance Committee) event at CQ University, focusing on enhancing the participation of Aboriginal people in democratic decision-making. The project includes key deliverables such as event planning, st...Read More

PROJECT INTRODUCTION
1.1 PROJECT BACKGROUND
NAIDOC or National Aborigines and Islanders Day Observance Committee is responsible for
organizing several national activities during what is known as a NAIDOC Week. Each year, for
an entire week special list of activities are planned. It is a great opportunity for other people to
participate in the series of activities and to also support local aboriginal and the Torres strait
islander community. The weeks are held in July and each week it is held in a different city. It is
meant to celebrate the arts, culture, struggles, achievements and history of the Aboriginal people
of Australia. The city, the competition and the awards recipients are chosen by the NAIDOC
Committee. Local community-based celebrations are often encouraged and they are organized
by government agencies, schools, communities and schools.
1.2 PRTOJECT DESCRIPTION
The project is about the Aboriginal and Torres Strait Islander people of Australia. It has been
planned that they need to be more involved with the decision making within the context of
Australian Democracy. Therefore, a series of events and activities takes place every year in the
month of July in Australia. The events happen in different cities throughout Australia and are
organized by NAIDOC committee. Schools and Institutions are often encouraged to host and
participate in such events. Accordingly, School for Engineering and Technology (SET) has been
tasked with hosting the event in their CQ University Campuses that is present in cities including
Sydney, Rockhampton, Perth, Melbourne and Brisbane. The event are supposed to reflect this
year’s theme which is about enhancing the participation of Aboriginal people of Australia in their
country’s democratic decision making.
1.3 MAJOR DELIVERABLES
This event includes the following set of deliverables
 NAIDOC Committee event to be held during Week 7-14, July, 2019
 A record number of participations from both Aboriginals as well as other people
 Maintaining of complete record of visitors who attended the event and participated in the
event.
 A range of activities for the entire week.
 Preparation of the plan by the project manager.
 Approval for the event venue at all the campuses in CQ.
 Approval on the team to be recruited for execution, planning and management.
 Approval for the team’s responsibilities and roles for the event.
1.4 JUSTIFICATION
The event will be beneficial to all the parties involved in the event. The students organizing the
event will be benefited with practical exposure of executing and managing a real-world event.
The NAIDOC committee will be benefited as they would receive fresh new ideas and energy
from students participating in the event planning and organizing. At the same time, the event will
generateshould generate buzz and bring in about more support and help from other colleges
and universities in Australia. Some of the benefits would be apparent eventually. These may
include things such as greater engagement, higher retention, increased satisfaction and more
recognition among others(Pinto, 2019)
.
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(a) Output (b) Outcome (c) Benefits
Project plan A detailed project plan for
implementation of the project
A detailed project plan can
not only make the project a
success but also make it
more memorable
Event plan An event plan that can be
implemented
A detailed hands-on plan that
will be the blue-print for the
event
Resource selection & hiring A list of resources being
available for hiring
The resources can be hired
and would help achieve the
project on time and in desired
way
Activities plan A list of activities being
planned for the NAIDOC
Week
Greater engagement of
participants and visitors
Project team Review and hiring of the
project team for the
implementation of the project
Smooth operation and
implementation of the project
plan
2 STAKEHOLDERS
2.1KEY STAKEHOLDER LIST
Stakeholder Category
(i.e.
Sponsor /
Supplier /
User)
Description of Interest Description of Influence
1 Project executives Sponsor Event head’s interest lies
in the successful
outcome of the event
such that they attain their
intended objectives.
This is the most influential
group as they are
essentially the sponsors of
the event and their interests
is directly aligned with the
objectives of the event.
2 Volunteers Employees Volunteer’s interest lies
in their successful
execution of day-to-day
tasks, co-ordination,
team management and
communication. They
intend to successfully
execute the project and
achieve a respective
reward in terms of
certification or
recognition for the same.
Their influence revolves
around day-to-day
execution of tasks and
influence over co-
volunteers in the
event(Patel, 2008).
3 Participants User Participants would be
aborigines and the
Torres islanders and
their interest lies in
representing of their
They’ve significant
influence over the NAIDOC
event and their community.
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community, performing
their activity and getting
recognition for the same.
4 Project Team Employees Project team’s interest
lies in their successful
execution of day-to-day
tasks, co-ordination,
team management and
communication. They
intend to successfully
execute the project and
achieve a respective
reward in terms of
monetary rewards and
recognition for the same.
Their influence revolves
around day-to-day
execution of tasks and
influence over colleagues
and volunteers in the event.
5 Contractor Supplier Contractor’s interest lies
in the successful
planning and organizing
of the event such that
appropriate equipment
and infrastructure is
expected out of them
and that co-ordination
and communication
always remains
appropriate with them.
Their influence lies over the
equipment and
infrastructure being
provided by them. As such,
it includes the list of items
being provided, the pricing
and terms and conditions
for the same.
6 Vendor Supplier Contractor’s interest lies
in the successful
planning and organizing
of the event such that
event gains popularity
and is visited by
maximum number of
people. This allows them
a greater deal of
business than
otherwise(Tinnirello,
2010).
Their influence lies over the
products, foods and other
supplies being provided and
sold by them at the event.
As such, it includes the list
of items being provided, the
pricing and terms and
conditions for the same.
2.2 STAKEHOLDERS ENGAGEMENT ASSESSMENT MATRIX (3 M)
Stakeholder Unaware Resistant Neutral Supportive Leading
1. Project
executives
C / D
2. Volunteers C / D
3. Participants C / D
4. Project Team C D
5. Contractor C D
6. Vendor C D
2.3 Stakeholder Communication (1 mark)
Communication method PULL or PUSH Justification
One-on-One Push This method can be used to provide critical
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one-on-one communication whenever
something urgent is communicated to a
stakeholder outside the group(Meredith,
2019).
Emails Push This method can be used to provide
important information either to a single or
multiple party.
Website Pull This method can be useful to provide
awareness among the audience so that
non-visitors or people staying at other cities
and unable to travel to the event can learn
and be aware about the event(Ponnappa,
2014).
3. REQUIREMENTS MANAGEMENT
3.1 Traditional Owner/s of the land on which CQ University campuses are located
The ideal approach here would be to go ahead with the project executive’s decisions. Although it
costs more time upfront, it can help reduce any conflicts that may arise later on.
3.2 Opening statement style
The welcome to country will not be an appropriate opening statement for the aboriginals of
Australia. This is because, they’ve already been in the regionfrom the beginning and welcome to
country may hurt their sentiments. As a result, acknowledgement of country is a better opening
statement.
3.3 Requirements gathering for each event
Maori people are a different community and inhabitant of different region altogether. Although the
program designer has developed and designed a program for them, the same cannot be simply
adopted for Australian Aborigines. Their rituals, customs, traditions and beliefs are different. So, the
program designer has to assemble a team and head right to the people to learn about them.
3.4 Requirements traceability
This would be done using requirement traceability matrix so that all requirements can be traced
and every single person can be on the same page(Mir &Pinnington, 2014).
3.5 Requirements prioritization process
Component name Component explanation
Must have This component essentially is that part of the
project requirements that must be
implemented at any cost in the given duration.
Should have This project requirement should be
implemented in the given duration although it’s
not as essential as the earlier group.
Could have This set of requirements are nice to have but
they’re not essential for the project.
Won’t have These set of requirements would have little to
no effect on the overall project.
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4 SCOPE
4.1 WP NUMBER RESTRICTION
Without packages, all tasks will be separated and get tangled with each other. There can be
repetition of work. Hence, it is better to combine them under sub-packages.
4.2WORK BREAKDOWN DIAGRAM
Note: This WBS is intended to represent the full project scope of the project.
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Closing
Executing
Planning
Lesson learntClosing
ceremony
Monitor and
control event
Event executionEvent
advertisement
Selection of
team member
Event

4.3 WBS DICTIONARY
Note: This WBS is intended to represent the full project scope of the project.
1.1 Selection of Team Members
Description of work It involves selecting team members for the project
execution
Cost Estimate 750
Start and Finish Dates 28/06/2019
1.2. Event advertisement
Description of work It involves advertising of event through different online
and offline mediums.
Cost Estimate 400
Start and Finish Dates 01/07/2019 – 05/07/2019
1.3 Executing the event
Description of work It involves executing of the event activities
Cost Estimate 850
Start and Finish Dates 07/07/2019 – 14/07/2019
1.4. Monitoring and controlling the event
Description of work It involves monitoring the event activities and taking
measures to control them.
Cost Estimate 700
Start and Finish Dates 07/07/2019 – 14/07/2019
(Ljungblom&Lennerfors, 2018)
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1.5 Closing ceremony
Description of work It involves closing the event
Cost Estimate 300
Start and Finish Dates 14/07/2019
1.6 Lessons learnt
Description of work It involves releasing resources and documenting the
lessons.
Cost Estimate 700
Start and Finish Dates 15/07/2019
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5 SCHEDULE (6 M)
.
Selection of Team members
Activity Description of work Start Date End Date Durat
ion
(days
)
Meeting with the
leaders
Meeting with leaders to
understand the
requirements for team
members
28/06/2019 28/06/2019 0.5
Selection of the
venue
Selection of the venues at
each campus
28/06/2019 28/06/2019 0.25
Finalizing the action
plan
Preparation and
finalization of the plan of
action
28/06/2019 28/06/2019 0.25
Event advertisement
Activity Description of work Start Date End Date Duration
(days)
Offline advertising Event’s hoarding shall
be put up on road
sideways.
01/07/2019 03/07/2019 3
Online advertising Ads shall be executed
on social platform.
04/07/2019 05/07/2019 2
Executing the event
Activity Description of work Start Date End Date Duration
(days)
Finalization of activity Finalization of all
activities to be done
by participants and
others
07/07/2019 09/07/2019 2
Sharing plan with
team members
Sharing the event plan
with members of the
project team
10/07/2019 11/07/2019 2
Ask for feedback Asking team members
for any feedback for
changes to be made
12/07/2019 12/07/2019 1
Identify rooms Identifying the type
and quantity of rooms
at each campus
13/07/2019 14/07/2019 2
Campus Room Booking
Activity Description of work Start
Date
End
Date
Duration
(days)
Identify issues/likely
risks
Identification of risks 07/0
7/20
19
10/0
7/20
19
4
Mitigation Taking migration steps to control the 11/0 14/0 4
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risks 7/20
19
7/20
19
Closing ceremony
Activity Description of work Start
Date
End
Date
Duration
(days)
Farewell to
participants
Give gifts to the participants. 14/0
7/20
19
14/0
7/20
19
1
Lesson learnt
Activity Description of work Start
Date
End
Date
Duration
(days)
Lessons learnt Preparation of the lessons learnt
document
15/0
7/20
19
15/0
7/20
19
0.5
Farewell to volunteers Preparing to bid the volunteers a farewell 15/0
7/20
19
15/0
7/20
19
0.5
(Bredillet, 2008)
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6 COST BASELINE (5M)
Weeks
WB
S id
WP /Activity
name
1 2 3 4 5 6 7 8 9 10
1.1 Selection of
Team Members
750
1.2 Event
advertisement
400
1.3 Executing the
event
850
1.4 Monitoring and
controlling the
event
700
1.5 Closing
ceremony
300
1.6 Lessons learnt 700
Total weekly
cost
400 155
0
1000
Cumulative cost 750 1150 270
0
3700
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7 RISKS
Risk Register
Name Description Likelihood Impact Response
type
Mitigation strategy
Threat The campuses will
be available
throughout during
the duration of the
event.
Medium High Accept Organize events in rest of the
campuses.
Threat Key-decision makers
and other personnel
will buy into the
project and not back-
off
Low Medium Mitigate Let them know in advance and
take inputs early on, to avoid
last minute confrontations.
Opportunity The other university
students may join in
for promoting and
other volunteering
activities.
Medium High Accept If this happens, it will be prove
to be beneficial for the event.
8 TOLERENCES
Tolerance Specific Tolerance allowed
Tolerance specified for time 2 days
Tolerance specified for cost -
9 LESSONS
Why did the
presenters find the
question insulting?
Proposed activity to
address the lesson
(in current project)
Work package
which activity will
be added
They find it insulting
because it means
three things: A) That
the aboriginals are
not already trying to
integrate into the
Australian culture and
b) Like they were the
outsiders c) It also
indicates that the
question was trying
to convince the
aborigines to leave
their own culture for
Australian culture
The visitors would be
advised to understand
the concerns and issues
of Aboriginal people.
They will also be advised
to frame their queries
and suggestions in a way
that doesn’t hurt
anyone’s sentiments.
This activity will be
added in the event 1.3
Event plan work
package.
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Project Submission Approval
The undersigned acknowledge that they have reviewed theAssessment Task 2 and agree
with the information presented within this document.
Signature: Date:
Print Name:
Title:
Organisation: [Consider who would have the authority to
approve the start of this project?]
REFERENCES
Bredillet, C. (2008). Mapping the Dynamics of the Project Management Field: Project Management
in Action (Part 1). Project Management Journal, 39(4), 2-4. doi: 10.1002/pmj.20091
Ljungblom, M., &Lennerfors, T. (2018). Virtues and Vices in Project Management Ethics. Project
Management Journal, 49(3), 5-16. doi: 10.1177/8756972818770586
Meredith, J. (2019). Project Management (2nd ed., pp. 11-12). New York: Wiley.
Mir, F., &Pinnington, A. (2014). Exploring the value of project management: Linking Project
Management Performance and Project Success. International Journal Of Project
Management, 32(2), 202-217. doi: 10.1016/j.ijproman.2013.05.012
Patel, V. (2008). Project management (1st ed., pp. 100-103). Jaipur, India: Oxford Book Co.
Pinto, J. (2019). Project Management (1st ed., pp. 20-25). Harlow, United Kingdom: Pearson
Education Limited.
Ponnappa, G. (2014). Project Stakeholder Management. Project Management Journal, 45(2), 12-
14. doi: 10.1002/pmj.21400
Tinnirello, P. (2010). Project management (2nd ed., pp. 14-18). Boca Raton: Auerbach.
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