Otago Polytechnic: Project Charter for Facilities Promotion

This project charter outlines a plan to promote Otago Polytechnic, a New Zealand tertiary education institution, with the goal of attracting more students. The project involves arranging an event to showcase the institution's facilities and education system. The charter details the project background, goals, scope, key stakeholders, Maori protocols, milestones, budget, constraints, assumptions, and risks. The budget is approximately $24,176, and the project duration is 64 days. Key stakeholders include the project manager, event manager, business consultant, food manager, decorator, and project sponsor. The document also addresses potential risks like schedule slippage and budget shortfalls. The project aims to increase student enrollment by highlighting the high-quality education offered by Otago Polytechnic.

Running head: PROJECT MANAGEMENT
Project: Promoting the facilities and education system of Otago Polytechnic for attracting
students
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT
Table of Contents
Part 2- Project charter......................................................................................................................2
1. Project background and description.........................................................................................2
2. Goals or business need.............................................................................................................2
3. Scope statement.......................................................................................................................3
4. Key stakeholders......................................................................................................................3
5. Maori protocols........................................................................................................................6
6. Milestones................................................................................................................................7
7. Budget......................................................................................................................................7
8. Constraint, assumption and risks...........................................................................................10
8.1 Constraints.......................................................................................................................10
8.2 Assumption......................................................................................................................10
8.3 Project risk.......................................................................................................................10
9.Project authorization details...................................................................................................14
Bibliography..................................................................................................................................15

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Part 2- Project charter
1. Project background and description
The paper mainly reflects on the organization “Otago Polytechnic” which is one of the
public New Zealand tertiary education institution that is mainly centred in Dunedin with
additional number of campuses in Cromwell and Australia. The organization’s higher authority
wants to attract students from all the world by promoting the facilities and education system of
Otago Polytechnic. For promoting the facilities, the organization wants to arrange an event
where guests from different countries are invited so that a huge number of students from all over
the world can come for getting high quality of education. It is found that the event will be
arranged within the time period of 64 days by utilizing budget of around $24,176.
2. Goals or business need
The goal of the organization is to be a leader in providing high quality as well as career
focussed education for getting best student satisfaction as well as achievement results within
New Zealand.
Presently, the organization wants to attract more students from all over the word so that
they can be able to provide the facilities of high-quality education to the students. In order to
attract the students and for showcasing the facilities that are provided by Otago polytechnic, the
organization decided to arrange an event through which they can be able to promote the facilities
that is provided by the education system which is followed by Otago Polytechnic. By using the
specific project, the organization generally needs to expand as per their business and can be able
to earn more profit whereas the students who wants to get higher education can apply to Otago
polytechnic for getting proper skills and knowledge.

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3. Scope statement
The project scope statement mainly includes the following:
 Selecting the location on the campus where the event will be organized for promoting the
facilities which are provided by the Otago Polytechnic
 Determining the audiences as well as the stakeholders who will be engaged within the
event
 Providing invitations to the various organization who are related with the education
centre so that they can promote the facilities of Otago Polytechnic
 Arranging all the facilities as well as equipment’s for the project
 Providing presentation of various types of facilities before the guests for promoting the
facilities education
 Integration of the entire program with social media for reaching to maximum students
 Distribution of the pamphlets
4. Key stakeholders
The various stakeholders who are mainly associated with the event for promoting the
facilities of Otago Polytechnic are mainly listed below by showcasing their responsibilities,
influence and power in the project.
Stakeholders Responsibilities Influence Power
Project manager The project
managers are the
person who mainly
takes the entire
charge of the work
High High

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such that the entire
event can be
organized
successfully within
the assumed time
and budget.
Event manager They are mainly
responsible for
properly planning,
managing as well as
coordinating the
event that aims to
promote the facilities
and education system
that the Otago
Polytechnic provides.
High High
Business consultant The business
consultant generally
organizes as well as
executes the assigned
business as per the
needs as well as
requirements of the
High Low

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client. In addition to
this they meet the
assigned customers
when it is necessary
to undertake
problematic situation.
Food manager Food managers are
the person who
makes all the
arrangement for
providing proper
facilities of snacks
and drinks to the
guests who attends
the event.
Low Low
Decorator The decorator takes
the entire
responsibility of
preparing as well as
decorating he event
that was organized in
order to promote the
education system as
Low Low

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well as the facilities
which are provided
by Otago
Polytechnic.
Project sponsor The project sponsor
is the person who
provides the
sponsorship to the
project by
understanding the
business case that is
presented before the
sponsor so that the
project does not face
funding issue.
Low High
5. Maori protocols
It is found that the Maori have selected for properly maintaining the customers which are
developed and the nurtured in various generation such that it is very much essential for non-
Maori visitors for properly understanding the culture as well as protocols in order to successfully
avoid personal embarrassment as well as severe insult in context to severe hosts.
Tangata Hosts: The tangata are the local people and when they welcome certain group
of people then they are responsible for them and this particular protocol is used while welcoming
the guests (Verbiest et al., 2018).

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Kaitianki: This means proper guardianship as well as protection of the entire natural
environment. It is found that this particular protocol is used within the project for protecting the
environment while progressing with the project (Walker etal., 2019).
6. Milestones
Milestone Completion date
Milestone 1: Completion of project initiation phase Fri 27-09-19
Milestone 2: Completion of execution phase Tue 05-11-19
Milestone 3: Completion of final phase Thu 28-11-19
7. Budget
The table that given below mainly showcases that the facilities as well as education
system which is provided by Otago Polytechnic organization is highlighted by organizing an
event which costs around $24,176. The detailed budget of the project is also reflected in the
below table.
WBS Task Name Duration Resource Names Cost
0
Promoting the facilities
and education system of
Otago Polytechnic for
attracting students from all
over the world
64 days $24,176.00
1 Project planning phase 20 days $2,744.00
1.1 Selecting the location in 3 days Event Manager $432.00

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Otago Polytechnic campus
1.2
Getting approval from
higher authority
2 days Project Manager $336.00
1.3
Identifying the different
audiences and stakeholders
5 days Project Manager $944.00
1.4
Giving invitation to the
guests
3 days Event Manager $432.00
1.5 Event decoration 5 days Decorator $600.00
1.6
Getting sponsorship for
the entire project
2 days Project Sponsor $0.00
1.7
Milestone 1:
Completion of project
initiation phase
0 days $0.00
2 Project execution phase 27 days $9,640.00
2.1
Making set up for the
entire event
10 days
Business
Consultant
$1,360.00
2.2
Arranging all the
facilities including
lightening
5 days
Decorator,
Equipment cost [1]
$4,600.00
2.3
Getting other
equipment’s as rents
10 days
Event Manager,
Project Manager
$3,120.00
2.4 Providing proper facility
of parking for the guests
2 days Business
Consultant, Event
$560.00

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Manager
2.5
Milestone 2:
Completion of execution
phase
0 days $0.00
3 Promotion phase 17 days $11,792.00
3.1
Presentation of the
facilities before the guests
1 day Event Manager $144.00
3.2
Integrating the program
with social media
2 days
Decorator,
Additional cost [1]
$3,240.00
3.3 Distributing pamphlets 1 day
Event Manager,
Business
Consultant, Project
Manager
$448.00
3.4 Food and beverage 15 days $7,960.00
3.4.1 Menu selection 5 days
Food Manager,
Project Sponsor,
Arrangement cost
[1]
$5,640.00
3.4.2
Providing drinks and
snacks facility for the guests
5 days
Project Manager,
Food Manager
$1,480.00
3.4.3 Project sign off 5 days Project Manager $840.00
3.4.4 Milestone 3: 0 days $0.00

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Completion of final phase
8. Constraint, assumption and risks
8.1 Constraints
 The budget that is sponsored is in limited amount that is around $24,176 and it is very
much important to finish the work of the project within the budget otherwise the entire
project can create a number of financial challenges.
 The time which is needed in order to manage the entire project will be 64 days and thus
the entire work of the project can be accomplished within the time period for avoiding
delay and schedule slippage.
8.2 Assumption
The different types of assumptions which are made are listed below:
 The event that is arranged will be helpful in promoting the facilities that are provided by
Otago Polytechnic organization
 It is assumed that the event for promoting the education system ad well as the facilities
which are provided by the organization gets completed within 64 days.
8.3 Project risk
Risk ID Risk Risk
description
Impact Probability Mitigation
1 Schedule
slippage
If the schedule
does not get
managed
High High Regularly
tracking the
schedule

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properly then
the project will
face delay and
the event
promotion date
can get
extended.
avoids
slippage
and helps in
finishing
the project
work on
time.
2 Budget
shortfall
If the money
that is
sponsored is
not sufficient
for organizing
the event then
it can cause a
lot of financial
issues.
High High The budget
that is
needed
must be
estimated
before
starting the
project and
then request
for
sponsorship
for the
project
must be
submitted
for getting