Project Management Plan (PMP) - AIPM National Conference, EPM5600

This Project Management Plan (PMP) outlines the strategy for organizing an Australian Institute of Project Management (AIPM) conference for IT professionals. The project aims to successfully host a two-day event for 900 attendees, adhering to a defined budget and schedule. The plan details project aims, objectives, critical success criteria, and scope, including the initiation, planning, execution, control, and closure phases. It addresses project assumptions, constraints, deliverables, risks, and control measures, including procurement, implementation, and organizational structure with key roles and responsibilities. The PMP also covers project governance, stakeholder management, communication strategies, cost management, scheduling, and change management. The plan uses the Project Management Body of Knowledge (PMBoK) methodology, incorporating feedback mechanisms and evaluation processes to ensure a successful conference. The conference will be held in Perth, Australia on September 9th and 10th 2017.

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Project Management Plan (PMP)
Australian Institute of Project Management (AIPM)
6/16/2018

Project Management Plan (PMP)
Table of Contents
Introduction...........................................................................................................................................2
Project Background...........................................................................................................................2
Project Aims & Objectives................................................................................................................2
Critical Success Criteria....................................................................................................................2
Project Scope.....................................................................................................................................3
Critical Appraisal of Project Plan..........................................................................................................3
Project Description............................................................................................................................3
Project Management Methodology....................................................................................................3
Project Assumptions & Constraints...................................................................................................4
Project Deliverables...........................................................................................................................4
Project Risks......................................................................................................................................5
Project Control..................................................................................................................................6
Project Procurements.........................................................................................................................6
Project Implementation......................................................................................................................6
Project Organization..............................................................................................................................7
Key Project Roles..............................................................................................................................7
Project Governance...........................................................................................................................7
Internal & External Resources...........................................................................................................8
Internal & External Stakeholders.......................................................................................................8
Project Communications..................................................................................................................10
Project Costs........................................................................................................................................10
Project Schedule – Milestones, Meetings, and Decisions....................................................................12
Project Change Management Plan.......................................................................................................16
Evaluation & Quality Delivery............................................................................................................16
References...........................................................................................................................................17
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Project Management Plan (PMP)
Introduction
Project Background
Australian Institute of Project Management (AIPM) is an Australian body that is responsible
for ensuring that project management knowledge and educational system is adequately
functioning and carried out. In order to make sure that project management knowledge is
evenly spread out; AIPM is organizing a conference for Information Technology (IT)
professionals. The conference will take place in two consecutive days.
Project Aims & Objectives
The aim of the project is to ensure that the project management conference by AIPM is
successfully organized for 900 attendees and within the estimated budget and as per the
decided schedule.
The objectives of the project are as listed below:
 To make sure that the event is adequately organized for a two days affair
 To arrange four speakers for each day along with a key speaker for each of the two
days of the conference
 To develop a network among the professionals and to provide adequate access to the
leaders
Critical Success Criteria
The success criteria along with the measurement of the same have been listed below:
 Cost Variance: The difference between the actual costs of the project and the
estimated costs shall be minimal and it shall be measured using the process of Earned
Value Measurement.
 Schedule Variance: The date of the conference cannot be altered and therefore, the
variance in schedule shall be nil. The schedule variance must be measured through the
process of Earned Value Measurement (EVM) (Czemplik, 2014).
 360 degree feedback: The conference is being organized for 900 attendees and the
feedback shall be collected from the attendees in terms of their experience. The same
shall be analysed using a data analytics tool.
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Project Management Plan (PMP)
 Net Present Value (NPV): Benefit realization shall be done for the project in advance
and the difference between cash inflows and outflows shall be calculated to
understand the NPV for the project.
Project Scope
The scope of the project is to initiate and plan the two-day conference that will be organized
by AIPM. The planning would include the determination of the project approach and
management methodology along with the determination of schedule and budget for the
project. It also covers the control, procurement management, change management, quality
management, and implementation process (Fageha & Aibinu, 2013).
The organization of the conference for 900 attendees is included in the scope of the project.
Critical Appraisal of Project Plan
Project Description
Australian Institute of Project Management (AIPM) is a body that works on the spreading and
maintenance of project management knowledge. The body has decided to organize a
conference on project management for the IT professionals that are associated and not
associated with AIPM. The conference will be organized for two days and there will be four
speakers and one key speaker assigned for each day. These speakers will give speeches and
will share their knowledge, information, and experience on the selected topic.
The conference is to be organized at ground Perth centre in Australia and will take place on
9th and 10th September, 2017. The project includes the initiation, planning, execution, control,
and closure of the project.
Project Management Methodology
The project management methodology that will be used in this project will be Project
Management Body of Knowledge (PMBoK).
According to this methodology, the conference and all of the associated activities will be
managed in five phases as initiation, planning stage, execution, project control, and closure.
The initial phase of the project will include the determination and analysis of project
feasibility, briefing and chartering, and the kick-off meeting. The planning stage will cover
the planning of the project estimates and development of a project plan (Gomes, 2013). The
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Project Management Plan (PMP)
finalization of venue, booking of caterers, finalization of the speakers and management of
international delegates, marketing planning and management and ticket structuring will be
done in the execution phase. The monitoring of the project activities along with the
incorporation of changes and the conduction of the conference will be done in the control
stage. Closure and evaluation activities will be performed in the last phase of the project
(Jamali & Oveisi, 2016).
Project Assumptions & Constraints
 Project Sponsor will provide all the funds necessary for the project and conduction of
the associated activities.
 The international delegates and speakers associated with the conference will arrive on
time and as per the schedule of the conference.
 The venue booked for the conference will be available at the time of the conference.
 There will be 10% variation in the number of attendees expected for the conference.
Project Deliverables
Name of
Deliverable Start Finish Description of Deliverable
Project Charter
Document
Fri 12-
05-17
Fri 12-
05-17
The deliverable will include the brief of the project and the
details of the conference that has to be organized.
Project Plan
Wed
26-07-
17
Wed
26-07-
17
The deliverable will comprise of the information on schedule,
budget, scope, resource, communication, and stakeholder
planning and management
Booking
Receipts
Tue
22-08-
17
Tue
22-08-
17
The deliverable will include the confirmation of the booking
venue, catering contractor, places of stay for the internal
delegates and speakers
Results of
Feedback
Sun
10-09-
17
Sun
10-09-
17
The deliverable will include the comments and ratings of the
attendees after the conduction of the conference
Project
Completion Report
Tue
24-10-
17
Tue
24-10-
17
The final deliverable will be the completion report that will
comprise of the project details and information of the closure
activities.
Project Risks
Ris Risk Name Risk Description Likelihoo Impact Risk Rank Treatment/
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Project Management Plan (PMP)
k ID d (5 is the
highest)
(5 is
the
highest
)
(Likelihoo
d x Impact)
Response Strategy
1 Unavailability
Risks
The international
delegates of
speakers may back
out at the last
moment
2 5 10 Risk avoidance
shall be used as the
risk mitigation and
response strategy
2 Security Risks The material
associated with
the conference
may be leaked or
accessed in an
unauthorized
manner
3 4 12 The risk shall be
treated using
avoidance and risk
mitigation as the
strategies
3 Technical
Risks
The technical tool
or equipment may
turn faulty at the
time of the
conference
2 4 8 Risk transfer and
mitigation shall be
used as the risk
treatment and
response strategy
4 Communicatio
n Risks
There may be
miscommunicatio
n among the
resources and the
stakeholders
4 4 16 The risk shall be
treated using
avoidance and risk
mitigation as the
strategies
5 Health &
Safety Risks
The food at the
Gala dinner may
be contaminated
1 5 5 Risk avoidance
shall be used as the
risk mitigation and
response strategy
6 Budget Risks There may be
issues of budget
overrun
1 5 5 The risk shall be
treated using
avoidance and risk
mitigation as the
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Project Management Plan (PMP)
strategies
7 Quality Risks The quality of the
conference may
not adhere to the
expected quality
norms and
standards
1 5 5 Risk avoidance
shall be used as the
risk mitigation and
response strategy
8 Legal Risks The sponsor may
have to bear legal
obligations in the
case of health and
safety risks and
security issues
1 5 5 The risk shall be
treated using
avoidance and risk
mitigation as the
strategies
Project Control
The project is being controlled by carrying out the project activities in a set of phases. It will
allow the Project Manager and the rest of the project team members to adequately carry out
the project activities.
There is also a slot included in the project schedule for the monitoring of the project
activities, conduction of audits and incorporation of the changes that will be highlighted at
the time of the project.
Project Procurements
There will be numerous tools and equipment necessary for the project, such as seating
furniture, computer systems, speakers, software for project planning and management and
likewise (de Araujo, Alencar & de Miranda Mota, 2017). The procurement of this equipment
will be carried out by the Procurement Manager in the execution phase of the project.
Project Implementation
The implementation of the project will be done in the control and closure phase with the
conduction of the two-day conference for AIPM.
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Project Management Plan (PMP)
There may be certain changes that may come up during the advanced stages of the project.
Such changes will be implemented and managed during the project implementation by
following a phased methodology and approach.
Project Organization
Key Project Roles
 Project Manager: The resource will manage all of the project activities and will be
responsible for planning and management of project resources, communication,
stakeholders, schedule, and budget (Anantatmula, 2010).
 Marketing Manager: The resource will design and execute the marketing plans and
strategies for the AIPM conference.
 Event Planner: The finalization of the venue, conduction of the activities during the
conference, and the management of speaker and catering activities will be done by the
resource.
 Procurement Manager: There will be numerous tools and equipment necessary for the
project, such as seating furniture, computer systems, speakers, software for project
planning and management and likewise. The procurement of this equipment will be
carried out by the resource.
 Finance Officer: The analysis of financial feasibility of the project and the
management of project budget will be done by the resource.
 Technical Associate: The technical feasibility, ticket structure and management of
bookings will be done by the resource.
 Customer Relations Manager: The resource will carry gather and analyse the feedback
provided by the attendees of the conference.
 Data Analyst: The resource will analyse the feedback using data analytics tools and
will also assist in the management of the changes.
 Technical Writer: The resource will develop the documents necessary for the project.
Project Governance
The project’s governance will be carried out internally by the Project Manager.
The external governance will be given shape by a steering committee comprising of the
Project Sponsor, senior project management, event planner, and administration.
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Project Management Plan (PMP)
Internal & External Resources
Resource Name Type Internal/External Initials Max.
Units Std. Rate
Project Manager Work Internal
Resource PM 100% $120.00/hr
Marketing
Manager Work Internal
Resource MM 100% $96.00/hr
Event Planner Work External
Resource EP 100% $92.00/hr
Procurement
Manager Work Internal
Resource PM 100% $96.00/hr
Finance Officer Work
Internal
Resource FO 100% $96.00/hr
Technical
Associate Work
Internal
Resource TA 100% $79.00/hr
Customer
Relations
Manager
Work External
Resource CRM 100% $92.00/hr
Technical Writer Work External
Resource TW 100% $82.00/hr
Data Analyst Work Internal
Resource DA 100% $84.00/hr
Internal & External Stakeholders
Stakeholder
Name
Internal/External Level of
Interest
Level of
Influence
Mode of
communication
Project Manager Internal
Stakeholder
Medium High There will be
internal meetings
with internal
project resources
and tele-
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Project Management Plan (PMP)
conference
meetings with
external resources
and stakeholders.
The documents
will be shared
using the
SharePoint
location and
emails
Project Team
Members
Internal
Stakeholder
Medium Medium There will be
internal meetings
with internal
project resources.
The documents
will be shared
using the
SharePoint
location and
emails
Project Sponsor External
Stakeholder
High High There will be tele-
conference
meetings with the
stakeholder. The
documents will be
shared using the
SharePoint
location and
emails
Attendees of the
conference
External
Stakeholder
Medium High The web portals
and marketing
mediums will be
used for
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Project Management Plan (PMP)
communication
Speakers &
International
Delegates
External
Stakeholder
Medium High The web portals
and marketing
mediums will be
used for
communication
Third-party
vendors
External
Stakeholder
Low Medium Emails and tele-
conferencing
mediums
Project Communications
All of the project communications will be first received by the Project Manager and will be
managed by the resource.
There will be reports that will be shared by the Project Manager with the internal resources
and stakeholders, such as Project Plan, Project Requirements, and Status reports (Muszynka,
2016).
The external resources will be managed and communicated using the mode of
communications as emails, SharePoint location for sharing the documents, tele-conferencing
mediums for carrying out the meetings.
Project Costs
WBS Task Name Duration Cost
1 AIPM Project Management Conference 141 days $318,656.00
1.1 Start-up Stage 10 days $26,176.00
1.1.1 Feasibility analysis of the project 5 days $15,640.00
1.1.2 Finalization of conference date 2 days $1,920.00
1.1.3 Briefing of the project 2 days $1,920.00
1.1.4 Kick-off meeting 1 day $6,696.00
1.1.5 Chartering Activities 0 days $0.00
1.1.6 Milestone 1: Project Charter Document 0 days $0.00
1.2 Planning Stage 53 days $84,632.00
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Project Management Plan (PMP)
1.2.1 Concept and Structure Design 9 days $25,848.00
1.2.2 Determination of methodology and approach 8 days $7,680.00
1.2.3 Scope, schedule, and budget management 11 days $27,104.00
1.2.4 Risk planning 7 days $6,720.00
1.2.5 Communication and quality planning 9 days $8,640.00
1.2.6 Resource and stakeholder planning 9 days $8,640.00
1.2.7 Milestone 2: Project Plan 0 days $0.00
1.3 Execution Stage 64 days $75,648.00
1.3.1 Procurement of tools 10 days $7,680.00
1.3.2 Listing and finalization of venue 8 days $5,888.00
1.3.3 Marketing Planning and Execution 52 days $39,936.00
1.3.4 Listing and finalization of speakers 8 days $11,776.00
1.3.5 Booking of caterers for Gala dinner 7 days $5,152.00
1.3.6 Design and implementation of ticketing
structure 4 days $5,216.00
1.3.7 Milestone 3: Booking Receipts 0 days $0.00
1.4 Monitoring & Control Stage 15 days $37,320.00
1.4.1 Monitoring of the arrangements 12 days $11,520.00
1.4.2 Incorporation of the changes 8 days $5,888.00
1.4.3 Management of bookings 5 days $6,520.00
1.4.4 Conduction of conference 2 days $13,392.00
1.4.5 Milestone 4: 2-day Conference 0 days $0.00
1.5 Project Closure 46 days $94,880.00
1.5.1 Gathering and analysis of feedback 2 days $2,816.00
1.5.2 Performance measurement 12 days $11,520.00
1.5.3 Evaluation and closure checklist 12 days $19,104.00
1.5.4 Lessons acquired and reflection 8 days $53,568.00
1.5.5 Preparation and submission of closure report 12 days $7,872.00
1.5.6 Milestone 5: Project Completion Report 0 days $0.00
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