AIPM National Conference Project Plan - EPM5600, Semester 1, 2019

This project plan, developed for the EPM5600 Principles of Project Management course, outlines the strategy for delivering the AIPM National Conference. The plan details the project's background, objectives, and scope, including key roles, governance, and approach. It identifies potential risks, mitigation strategies, and project milestones, along with a detailed budget and meeting schedule. The project aims to successfully deliver the conference, addressing client needs and ensuring effective project management through careful planning and control. The plan covers various aspects of project management, including initiation, execution, and control phases. This project plan emphasizes the importance of effective communication, risk management, and resource allocation to achieve the conference objectives.

Running head: PRINCIPLES OF PROJECT MANAGEMENT
EPM5600: PRINCIPLES OF PROJECT MANAGEMENT
Name of the Student
Name of the University
Author Note

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PRINCIPLES OF PROJECT MANAGEMENT
Table of Contents
Introduction......................................................................................................................................2
Background......................................................................................................................................2
Objectives........................................................................................................................................3
Scope of the project.........................................................................................................................3
Key project roles..............................................................................................................................4
Project governance...........................................................................................................................4
Approach towards the project..........................................................................................................5
Risks faced while implementing the project....................................................................................6
Ways to control................................................................................................................................6
Project milestones date................................................................................................................7
Project budget..................................................................................................................................9
Meeting date..............................................................................................................................11
Key decisions.............................................................................................................................11
Conclusion.....................................................................................................................................11
Bibliography..................................................................................................................................13

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Introduction
The main aim of this report is to develop a project plan for conference. The aim of the
team is to prepare a PMP for the purpose of successfully delivering the project towards the
clients. This is important for every project to determine the clients need at first stage so that it
becomes easy to manage the implementation process. These findings will be discussed in the
APIM’S national conference. The project will focus on addressing the major objectives that is
associated with the conference. The key project roles will also be described within the project.
This will help to understand the internal resources associated with the project. The project
management body will focus on describing the event that is going to take place at the conference
place.
Background
Australian institute of project management is a professional association that helps in
interest representation of every project management as a profession throughout the sectors. This
mainly aims at focusing on maintenance of reputation of project managers. The main aim is to
conduct a conference for the major project managers for understanding the better concept related
to PMP. The main objective of every project manager is to carry out a project by keeping in
mind the major needs associated with the clients. This paper will focus on developing a
conference plan for arranging a group of project managers. As a project manager it is the
responsibility to organize each activity effectively for Australian Institute of Project
Management so that they can conduct the project smoothly.

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PRINCIPLES OF PROJECT MANAGEMENT
Objectives
The main objective that is associated behind developing this project is to able to analyze
the major components associated with conducting the conference events. The main reason
behind conducting the conference is to entertain the innovative ideas and ensures that all the
project managers are able to exchange information among them. This will ensure a better
approach towards developing the project within the Australian Institute of Project manager. In
this conference gathering it is expected that all the major project managers and people associated
with the projects will get involved and will ensure better performance of work at the time of
conducting a project. The major benefit that is going to be offered with the help of this
conference event is that it will help in managing the activities effectively. It is expected that with
the event conduct the project managers will be able to gain knowledge regarding the way
projects can be managed.
Scope of the project
The scope of the project is to ensure that the conference is being conducted by AIPM
national conference within October 2019. It is expected that the Project Manager will use their
experience for the purpose of making informed reasonable assumptions around likely project
circumstances in preparing the PMP. Any assumptions made should be articulated to the client
through the draft version of the PMP and feedback sought to ensure the final version clearly
Principals Project Requirement captures, which are then linked to the proposed framework and
governance methodology. This will help in having a better control over all the professionals that
are taking part within the conference.

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PRINCIPLES OF PROJECT MANAGEMENT
Key project roles
The major roles that are associated with planning conference meeting include outlining
the activities that are crucial for the event and planning the resources. The motivating team about
the conference needs to be set up. The project manager is responsible for controlling the
management team and to set an execution date. In addition to this the project manager needs to
have an effective team who will be responsible for preparing the list of members for the
conference process. Apart from this it is important for Australian Institute of Project
Management to decide a suitable theme for conducting the conference. It is expected that the
conference will be conducted in the month of October 2019.
Project governance
Project governance is mainly used for the purpose of defining the project management
community. This entails all the basic elements that help in making a project successful. It
becomes essential to have proper project governance with the AIPM organization so that all the
basic components can be addressed at the conference time. These mainly possess the ability to
influence the major components related to the conference set up as it will provide a better way of
monitoring and controlling the governance framework. The key elements that are associated with
project governance includes the major eight governance components that is initiation of the
project, planning the project, execution, monitoring and controlling and last component is the
closing. The event manager plays the project governance role and focuses on governing the
major components associated with the project. The internal resources that are associated with the
project include selecting a proper conference team. Apart from this the major external resource
that is associated with conducting a conference event includes choosing a proper conference

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venue. The external resource will be necessary for addressing the basic components associated
with conducting the conference event.
The internal stakeholders associated with conducting the event include project manager.
The AIPM executive and the main external customers for the purpose of conference, the
government, contractors and subcontractors, suppliers and the people associated with top
management. While conducting the event for conference it is important to have proper project
communication plan that will help in communicating with the major project managers. The main
aim behind developing an effective communication plan for project is to ensure that the proper
control is gained over the project. The project manager should have the control over planning the
project. Each and every project manager for the conference needs to be communicated
effectively so that they can have better control over the data. The communication needs to be
done based on the exchange of management context. This ensures that all the major stakeholders
and the project managers are being informed about the even that is going to be conducted. With
the help of an effective project management it will become easy to develop a project
communication plan.
Approach towards the project
Meetings are important for management stuffs. Never hold a meeting without defining
and communicating the reasons or purpose of the meeting. The advantage of properly run
meetings ensures that the productivity gets increased; motivation, save time and most
importantly solve problems faced by the manager and other clients. Meetings are done because it
is more effective way to communicate with each other as written words or documents carry only
7% of the true meaning and feeling. Telephone conferences hold 38% of the message conveyed.

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PRINCIPLES OF PROJECT MANAGEMENT
And the rest 55% message is properly delivered through meetings with proper gesture and non-
verbal signals. Meetings should be attended by each and every person involved in this project
management with innovative ideas about running the management properly. It is important to
call Brain-storming meetings for team-building, risk management and decision making. The
team should also run a workshop to have a clear view as where the problem is arising.
Risks faced while implementing the project
Risk matrix
Sl. No. Risks Risk description Impact Probability
1 Improper selection of
venue
While conducting a
conference event it is
important to ensure that a
suitable location is being
chosen for the purpose of
providing better support
towards each project
managers.
Very high High
2 Financial loss Loss in financial
condition has the
potential to impact the
overall performance
Very high Medium
3 Improper time
management
Ineffective time
management will lead to
ineffective plan
High High
4 Loss of equipment Equipment loss can
impact the performance
of the organization
Very high Very low
5 Ineffective management
of the project manager
Project manager needs to
be organized effectively
High Low

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PRINCIPLES OF PROJECT MANAGEMENT
6 Improper use of the
resources
Ineffective resource
management
Medium Low
7 External attacks There is a high chance
that the data collected
may get distorted or loss
due to some external
attackers
High Very low
8 Lack of resources Less experienced
manager
Low Very low
Probability
V HH
4 3 1
M
5 2
L
6 5
V l
7 8
V L L M H V H
Impact

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PRINCIPLES OF PROJECT MANAGEMENT
A risk can be defined as any uncertain event that might affect project. It becomes difficult
to provide guarantees on the project thus it becomes important to identify the risks. This will
ensure better performance of the project development process. The simplest activity has the
potential to turn into unexpected problems. In order to overcome the risks there are major four
ways to handle, this are as follows:
 Avoiding risks: The major thing that can be done when a risk is noticed is to avoid it as
soon as possible. If the risk can be prevented, then there will be no threat to project.
Mitigating risks: If risks cannot be avoided, mitigation is the option. This can impact the
action has the potential to impact the overall performance of the project. Thus it is
important to avoid the risk at first stages so that it can produce better results towards the
projects.
 Transferring risks: with the help of transferring risks it becomes easy to manage the
projects. Transferring risk will ensure a better way of mitigating it. The most popular way
that is buying the insurance for this project. This ensures that the project that is being
developed is being able to mitigate the risks.
 Accepting risks: The most difficult way is to accept risk. If risk cannot be avoided, and
there’s nothing to do to reduce its impact, then accepting it is the only choice.
Ways to control
After analyzing the risks it becomes essential to implement proper project control series that
will ensure the better management of the project with the help of cooperation with other staffs.
This will help in carrying out proper control towards the project with respect to quality, project,
changes, commitments, products and other serious concerns. The major steps those are essential

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PRINCIPLES OF PROJECT MANAGEMENT
for controlling a project includes holding proper meetings with the team members, performing
proper quality controls, tracking work progress, responding towards the changes and managing
the issues associated with the project. The actual purpose of the project control is to monitor
every step of work during its implementation phase. This also includes managing the projects
effectively by involving three high-level processes. The management team needs to carry out
throughout their project:
 Standardization
 Measuring performance
 Taking corrections.
Implementation means carrying out the activities described in the work plan. The first step of
Project Management focuses on Methodology.
1. Preparing an effective infrastructure
2. Coordinating effectively with the organization so that it becomes easy to implement proper
works
3. Implementing training for the employees so that it becomes easy to manage the development
process for the project
4. Installing an effective proper data so that it becomes better install the production solution
5. Convert the data.
6. Perform final verification in production.

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PRINCIPLES OF PROJECT MANAGEMENT
7. Implementing new processes and procedures so that it becomes easy to manage the projects
8. Monitoring proper solution towards the project
Project milestones date
Task Name Duration Start Finish Predecessors
Conference planning 51 days Mon 6/10/19
Mon
8/19/19
Phase1: Initiation 4 days Mon 6/10/19
Thu
6/13/19
setting up conference committee 4 days Mon 6/10/19
Thu
6/13/19
Initiation 25 days Fri 6/14/19
Thu
7/18/19
Venue procurement 5 days Fri 6/14/19
Thu
6/20/19
2
AV procurement 6 days Fri 6/21/19 Fri 6/28/19 4
Speaker procurement 5 days Mon 7/1/19 Fri 7/5/19 5
Conference pack 5 days Mon 7/8/19 Fri 7/12/19 6
Delegate management 4 days Mon 7/15/19 Thu 7

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7/18/19
Phase3: Execution 15 days Fri 7/19/19 Thu 8/8/19
marketing and web 4 days Fri 7/19/19
Wed
7/24/19
8
final preparation 5 days Thu 7/25/19
Wed
7/31/19
10
Review status on a day before
presenting the event
3 days Thu 8/1/19 Mon 8/5/19 11
event day 3 days Tue 8/6/19 Thu 8/8/19 12
Phase4: Project close 7 days Fri 8/9/19
Mon
8/19/19
Stakeholders sign off 4 days Fri 8/9/19
Wed
8/14/19
13
Presenting final project documentation 3 days Thu 8/15/19
Mon
8/19/19
15
Project budget
Resource Cost Status

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PRINCIPLES OF PROJECT MANAGEMENT
Names
$9,496.00 Future Task
$640.00 Future Task
Resource
planner
$640.00 Future Task
$4,584.00 Future Task
Project
manager
$1,000.00 Future Task
Project
manager
$1,200.00 Future Task
Resource
planner
$800.00 Future Task
finance head $880.00 Future Task
Event assitant $704.00 Future Task
$2,944.00 Future Task
market anayst $768.00 Future Task

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PRINCIPLES OF PROJECT MANAGEMENT
Project
manager
$1,000.00 Future Task
Business
analyst
$576.00 Future Task
Project
manager
$600.00 Future Task
$1,328.00 Future Task
Project
manager
$800.00 Future Task
Event assitant $528.00 Future Task
Meeting date
The conference will be held on 7th October and it is expected that all the major project
managers will be present at the venue. The main aim behind conducting the project is to ensure
that each project manager is contributing towards the conference equally. The main reason
behind conducting the conference is to determine the role of project managers while conducting
a project.
Key decisions
It is expected that the project will get executed within the decided time. Moreover it is
important to ensure that all the major data are being recorded at the time of conference. This will

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PRINCIPLES OF PROJECT MANAGEMENT
ensure a better way of performing the activities within the conference event. The conference will
be recorded for the purpose of future reference and will ensure that all the major project
managers are present at the time of conference meeting.
Conclusion
Thus from the above report it can be concluded that with the help of [roper project
management knowledge it will become easy to handle the event. With effective project
management knowledge it will become easy to handle the project members functioning. It is
expected that the Project Manager associated with the conference event will submit all the
updated data and will present the PMP towards the client. In addition to this the client feedback
is also provided towards the project manager so that they can implement appropriate changes and
resubmit the final PMP for client approval and implementation. Thus it can be concluded that
with the help of this project management knowledge it will become easy to organize the
conference event. Moreover with an effective budget and plan it can be stated that the conference
can be conducted within October 2019.

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