Project Management Plan: Trade Show and Graduation Ceremony Details

This project management plan encompasses a variety of event-related projects, including a trade show, a course graduation farewell ceremony, and the launch of the Samsung Galaxy 8. The plan provides detailed information on project life cycle stages, trade show planning details, project evaluation, monitoring, and control, as well as determinants of project success. It includes an analysis of different organizational structures, with a recommendation for the most suitable structure for the trade show project. The plan also covers risk management, the purpose of establishing project network diagrams, and the development of AON project networks, along with Gantt charts and critical path analysis for the graduation ceremony. Furthermore, the document includes a company background for Samsung, event information, a project scope statement, work breakdown structure (WBS), cost estimations, and references. This comprehensive plan offers a structured approach to project management, providing valuable insights into planning, execution, and evaluation.

PROJECT MANAGEMENT PLAN

VERSION HISTORY
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UP Template Version: 11/30/06
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CONTENTS
TASK 1...........................................................................................................................................4
1. THE PROJECT LIFE CYCLE STAGES...............................................................................4
2. TRADE SHOW PROJECT PLANNING DETAILS.............................................................4
3. PROJECT EVALUATION, PROJECT MONITORING AND PROJECT CONTROL...6
4. THE DETERMINANTS OF PROJECT SUCCESS..............................................................7
THE DETERMINANTS FOR SUCCESSFUL EXECUTION OF PROJECT ARE-.............7
5. THE PURPOSE OF RISK MANAGEMENT IN THE CONTEXT OF PROJECT
MANAGEMENT...........................................................................................................................7
6. COURSE GRADUATION FAREWELL CEREMONY PROJECT PLANNING
DETAILS........................................................................................................................................7
6.1. The purpose of establishing a project network diagram....................................................7
6.2. Develop an AON project network based on the information provided.............................7
6.3. Number of days required for the project to complete........................................................9
6.4. Identifying the critical path of this project......................................................................10
6.5. The Gantt chart of this project.........................................................................................10
TASK 2.........................................................................................................................................12
1 INTRODUCTION....................................................................................................................12
1.1 Company Background......................................................................................................12
1.2 Event Information.............................................................................................................12
2 PROJECT SCOPE STATEMENT.........................................................................................12
2.1 Project Objective..............................................................................................................12
2.2 Deliverables......................................................................................................................13
2.3 Milestones.........................................................................................................................13
2.4 Technical Requirements...................................................................................................13
2.5 Limits and Exclusions......................................................................................................13
2.6 Review and Approval from CEO.....................................................................................13
3. PROJECT PRIORITY MATRIX..........................................................................................14
3.1 Matrix Table.....................................................................................................................14
4. WBS..........................................................................................................................................14
4.1 WBS Diagram Chart.........................................................................................................15
4.2 Work Packages Detail......................................................................................................16
5 COST ESTIMATION..............................................................................................................17
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5.1 Cost breakdown................................................................................................................17
5.2 Time phase budget............................................................................................................19
6 References...................................................................................................................................20
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TASK 1
1. The Project Life Cycle Stages
The project life cycle consists of four stages-
i. Initiation- The project initiation phase first identifies the business demands, the
enterprises search for the opportunities and detailed the real aim of the project. This phase
helps to determine whether the project is feasible or not (Larson and Gray 2014).
ii. Planning- The planning involves the breakdown of a large project into several subtasks.
The enterprise will have to make sure that they are completing those small tasks with
efficiency within the given timeframe.
iii. Execution- the execution phase deals with working on the projects. The major tasks
along with its subtasks must be executed, must be deployed according to the plan (Kerzner
2013). The project manager should look whether the project is going according to the plan
or not, the projects are getting completed appropriately within the stipulated time or not.
iv. Closure- The project manager of the enterprise's responsibility is to determine the
success of the project; their responsibility is to check whether the project meets the
deliverables set by the clients or customers, they evaluate resources that did not work well
with the project (Cicmil et al. 2017).
2. Trade Show Project Planning Details
The trade show planning details have been scheduled to complete in about three weeks’
time and the tasks details along with the duration time have been detailed below.
WB
S Task Name Duration
0 Trade Show Planning 26 days
1 Planning 10 days
1.1 Appointing coordinator 1 day
1.2 Defining objectives 1 day
1.3 Defining message 1 day
1.4 Choosing trade show 1 day
1.5 Choosing stand size as well as location 1 day
1.6 Sending a form for application 1 day
1.7 Writing detailed description of conferencing
guide 1 day
1.8 Setting up the entire budget 1 day
1.9 Setting up the entire schedule for the project 1 day
1.10 Draw up list of details of the participants 1 day
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2 Communication 6 days
2.1 Sending mail to customers 1 day
2.2 Publicize or demonstrate show on the corporate
website 1 day
2.3 Writing a press release 1 day
2.4 Scheduling meetings with customers 1 day
2.5 Offer free passes to premium customers 1 day
2.6 Scheduling meetings with press attendees 1 day
3 Plan booth 3 days
3.1 Entire Plan layout 1 day
3.2 Ordering furniture 1 day
3.3 Preparing displays 1 day
4 Preparing materials 4 days
4.1 Brochures 1 day
4.2 Gifts 1 day
4.3 Stocks 2 hrs
4.4 Badges 2 hrs
4.5 Lead Sheets 2 hrs
4.6 Product demos 1 day
4.7 Media kits 1 day
4.8 Collaterals 0 days
5 Brief participants 1 day
5.1 Rehearsing presentations 1 day
6 Organising logistics 2 days
6.1 Booking transport 1 day
6.2 Booking hotels 1 hr
6.3 Organising catering 0 days
6.4 Shipping materials 1 hr
6.5 Shipping both the equipment 1 hr
7 Project Closure 2 days
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7.1 Final Documents sign off 1 day
7.2 Project is closed 1 day
Figure 1: Trade Show project plan using Microsoft Project
(Source: Created by author)
The functional organisational structure is a hierarchical structure and it contains the workers
having similar expertise or skills and those skilled workers are grouped under the similar
head or a functional manager. The functional organizational structure is best suited for the
industry that manufactures standard goods. The pros of this structure are that the employees
are grouped by their knowledge and the employees feel secure (Martinelli and Milosevic
2016). The employees can have a clear growth plan. The cons of this organization are that
the employees can feel bored after working here for few days.
The dedicated team structure basically works on behalf of clients and they provide project-
specific solutions. They search for the IT experts having the expertise and the skill. They
work every day and gather information about the clients’ projects and assess those projects
(Fleming and Koppelman 2016). The pros of this structure are that it shows complete
control over the selection, motivation as well as the management of the team members. It
shows low adeptness for the short-term projects.
The matrix organizational structure is the organisational structure in which the relationships
are set up as a grid or matrix. The resources it provides for the project can be utilized
effectively, as this organizational structure provides facilities so that the experts and the
equipment can be shared across the projects (Schwalbe 2015). The organisational structure
is tough to works; the conflicting pulls can prove to be a hindrance to the organisation's
resources.
Thus comparing the three organizational structures it can be concluded that the functional
organizational structure is best suited for the trade show project plan. The staffs can be
better managed by a person having experience with similar specialization. The
organisational structure works best on the projects and organisation irrespective of size.
3. Project Evaluation, Project Monitoring and Project Control
Project evaluation is one sort of systematic assessment and objective assessment via which
it can be determined whether the ongoing project is meeting the objectives or not(Marks
2015).
Project monitoring involves the accumulation of information of every aspect of the project.
It helps to determine whether the project activities are progressing well or not (Snyder
2014).
Project Control involves the data accumulation, the analytical procedures and the
management that assists in predicting the possible outcome of the project, the project
control helps to predict the cost budget required for the project (Bryde, Broquetas and Volm
2013). Overall, the project control helps in decision-making and effective management.
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4. The Determinants of Project Success
The Determinants for Successful Execution of Project Are-
Project Scope
The project scope defines the project scope and it predicts the possible outcome of a
particular project. The project consists of numerous bits as well as pieces and they are all
assembled and it will include all the necessary features and the functions.
Project quality
The project quality defines that the project activities required to design, plan as well as to
implement the project are efficient and must give best outcomes or results in Fleming and
Koppelman 2016).
Project Schedule
The project is divided into multiple subtasks, it must be noticed that the project must be
initiated on time and must be completed on time, it also needs constant monitoring, it should
be checked whether the project activities are actually meeting the deliverables or not, success
relies on these aspects.
Project budget
The project budget is generally considered as the baseline and the entire performance of the
project depends on the project budget. Defining the budget and staying with the budget until
the end of the project defines the success of the project too.
5. The Purpose of Risk Management in the Context of Project Management
The purpose of risk management is to identify the type of risks that can incur within the
organization and based on that risks response planning must be developed (Martinelli and
Milosevic 2016). The risks can be financial risks, legal risks, physical risks like fire and fire
or natural disaster, can be a technical risk as well. The human risks must be considered as
well. Utilizing low, high and medium metric those risks must be analysed and a resource
planning must be built based on the risks.
6. Course Graduation Farewell Ceremony Project Planning Details
6.1. The purpose of establishing a project network diagram
A project network diagram can be helpful to justify the time estimation for the specified
project; it also helps in planning, controlling as well as organizing (Fleming and Koppelman
2016). The project network diagram highlights interdependencies of tasks activities,
showcases workflow of the project, identifies the scope of the project, and highlights the
progress of the project too.
6.2. Develop an AON project network based on the information provided
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Figure 2: Course graduation farewell ceremony project plan using Microsoft Project
(Source: Created by author)
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Figure 3: Course graduation farewell ceremony network diagram based on project
plan
(Source: Created by author)
6.3. Number of days required for the project to complete
The entire task will take 26 days to complete. The task is planned to initiate on 13 October
and is expected that the task will finish on 17 November. The detailed time period for the
completion of the project activities have been shown below-
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Figure 4: Total time duration of the course graduation farewell ceremony
(Source: Created by author)
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6.4. Identifying the critical path of this project
Figure 5: The Critical path of the course graduation farewell ceremony project plan
(Source: Created by author)
6.5. The Gantt chart of this project
Figure 6: The Gantt chart showing the course graduation farewell ceremony project
plan
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