PMMP 20008: Project Plan for NAIDOC Week Event at CQU

This document presents a project plan for organizing NAIDOC Week events at CQUniversity, as part of the PMMP 20008 course. The plan details the project description, background, and major deliverables, emphasizing cultural awareness and engagement with Aboriginal and Torres Strait Islander peoples. It includes a stakeholder analysis, assessing engagement levels and outlining communication methods. The requirements management section addresses traditional custodians, opening statements, and requirements gathering. The project scope, schedule, cost baseline, risk assessment, and tolerances are also discussed. The project aims to increase awareness of indigenous perspectives and cultures through simultaneous events on multiple campuses, fostering collaboration with local Aboriginal communities and aligning with the NAIDOC theme. The plan addresses various aspects of event planning including venue, logistics, budget, and management of the event and its stakeholders.

PMMP 20008 – Initiating and Planning Projects (T3) Assignment 2
INFORMATION PAGE
[Students to complete]
PROJECT NAME: Acknowledging First
Nations Peoples Project
TERM & ASSIGNMENT # TERM 3, ASSIGNMENT 2
TITLE: PROJECT PLAN
STUDENT
NAME
STUDENT
NUMBER
QUESTIONS
ANSWERED (BE
SPECIFIC)
CAMPUS: <<Insert campus or distance>>
TUTOR: <<Insert tutor name>>
TUTORIAL NUMBER: <<Insert the tutorial number>>
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Table of Contents
1 Project Description......................................................................................................................2
1.1 Project Description, Background and Major DEliverables (1 MARK)........................2
1.2 Justification (3 MARKS)...................................................................................................4
2 Stakeholders (Total = 10 marks).................................................................................................4
3. REQUIREMENTS MANAGEMENT (Total = 5 marks)..........................................................6
3.1 TRADITIONAL CUSTODIAN/S OF THE LAND ON WHICH CQ UNIVERSITY
CAMPUSES ARE LOCATED.....................................................................................................6
3.4 REQUIREMENTS TRACEABILITY...................................................................................7
3.5 REQUIREMENTS PRIORITIZATION PROCESS..............................................................8
4 SCOPE.........................................................................................................................................9
4.1 Introduction to scope................................................................................................................9
4.2 Work breakdown structure...................................................................................................10
4.3 WBS Dictionary......................................................................................................................10
5 Schedule....................................................................................................................................12
5.1 Schedule.............................................................................................................................12
6. COST BASELINE.........................................................................................................................13
7 Risks...........................................................................................................................................15
8 TOLERANCES.........................................................................................................................15
9 LESSONS LEARNT.................................................................................................................15
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1 PROJECT DESCRIPTION
1.1 PROJECT DESCRIPTION, BACKGROUND AND MAJOR DELIVERABLES (1
MARK)
Response Table
1 Description NAIDOC week-long events have become a major tool in
promoting cultural awareness of the aborigine groups and
the torrent islanders. It has deeply changed the overall public
opinion on the indigenous cultural practices and composition
of these groups. In recent years, these events have become
critically important in Australia as most people have
embraced the cultural diversity portrayed in the events which
underpin the diverse cultural setup of the Australian people.
The events offer a rare opportunity for other communities
and tourists from various parts of the world to visits the
country to learn about the people and their cultural practices.
Cultural festivities and events are highly crucial for the
overall cultural and social development of the society and
create cohesion and a sense of belonging to the overall
vision and mission of a society.
For this reason, it is highly crucial for the school to hold the
awareness event of the NAIDOC committee as it aids in
identifying and understanding the motivation of the people
in order to designate the beliefs and the cultural
requirements of the aborigines and the torrent islanders.
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2 Background National Aborigines and Islanders Day Observance
Committee (NAIDOC) was constituted during the
emergence of aboriginal groups in the early 1920s. the
group’s main intention is to create awareness on the overall
treatment of the indigenous groups and the islanders in
Australia. In the decade running between 1920 and 1930, the
indigenous groups participated in boycotting the national
day celebrated on the 26th of January every year as a protest
for the harsh treatment the groups received from the feral
government and the local governments. However, most of
the populace were unaware of the organized protests and
boycotts which were crucial for the overall progress that the
group needed to make over time.
Various setups came up with various organizations that will
be vital in leading the boycotts. The most notable
organization that was initially formed is the Australian
Aborigines' Progressive Association (AAPA) and Australian
Aborigines League (AAL). The AAPA was disbanded years
later due to the continued harassment by the police.
A major breakthrough came in the year 1956 when the
aborigine groups received massive support from the local
and federal governments and the church leaders supported
the recognition and encouraged awareness initiatives
conducted by the groups. This led to the formation of the
National Aborigines Day Observance Committee (NADOC).
This led to the declaration of the second Sunday of the
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month of July to be observed as the Aboriginal
Remembrance Day. In 1972, the government formed the
department of the aboriginal affairs which was a result of the
referendum held in 1967. 100% aborigine’s composition of
the NADOC was witnessed in 1974 with the committee
deciding that the aborigine’s events should be conducted for
a week covering between the first Sunday of the July month
up to the second Sunday, (Malseed, Nelson, Ware, Lacey, &
Lander, 2014). The committee recommended the
nationalization of the event in 1984 with the support of other
cultural groups arguing that the nationalization will help in
ensuring that the rich cultures of various people are highly
valued and embraced across the general populace in the
country. From the last decade of the 20th century, the
composition of the NADOC was extended to cooperate with
the Torrent Islanders and their cultural practices. The name
of the committee was thus changed to read the national
Aborigines and Islanders day Observance Committee
(NAIDOC). The committee was in charge of choosing the
issues to be covered in the week-long event during the
NAIDOC week.
3 Major Deliverables 1. Development of the event plan, execution and
activity management, personnel coordination,
resource management and clear definition of the
event scope.
2. Decisive activity monitoring is essential in achieving
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the set milestones within the established budget and
timelines.
3. Accurate reporting on the general progress of the
planning process and activity completion.
4. Creation and establishment of the required forms to
record the activities during the cultural events and the
planning process.
5. Collaboration with the committee to manage the
groups of people involved in the events
6. Engagement of the key personnel and various
stakeholders involved in the event
7. Secure the required resources and the event venue
and discuss various fees.
8. Provision of various support duties required
1.2 JUSTIFICATION (3 MARKS)
Response Table
Output Outcome Benefits
Cultural foods
Presentation of cultural food
from all the groups Ensuring 100% retaining of
the cultural food
Utilization of school
playground
Easier and cheaper alternative
of the event venue
60% reduction in the venue
cost
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2 STAKEHOLDERS (TOTAL = 10 MARKS)
2.1 KEY STAKEHOLDER LIST
Response Table
# Stakeholder Category (i.ie Sponsor /
Supplier / User)
Description of
Interest
Description of
Influence
1. NAIDOC
members
Event sponsor Creation of
communities’
cultural
awareness and
ensuring the
proper running
of the event
Arrange, manage,
plan and run the
entire event
2. Volunteers Labor suppliers Help in activity
organization and
event planning
Make it possible
for activity
completion and
task fulfillment
3. Host communities Event sponsor Participate in
showcasing
cultural beliefs
Ensure safe and an
integrated
environment for the
event
4. Government
agencies
User Recognition of
the cultural
diversification
in the country
Provide a legal
framework and
ensure the event
runs according to
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the local and
federal authority
specification
5. Attendees Users Witness the
cultural
diversification
of the aborigines
Take part in
witnessing the
cultural practices
being showcased
6. Participants Users Present various
cultural factors
listed as events
Take part in
activities success
7. Community Event user Take part in
overall hosting
and attending to
the cultural
event
Accommodate the
aborigines in the
place of the event
8. Media Supplier Record and
publish the
happenings
during the event
Promote, record
and broadcast the
event happenings
9 Tourists Users Witness cultural
diversification
of the Australian
aborigines
Participation
2.2 STAKEHOLDERS ENGAGEMENT ASSESSMENT MATRIX
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Response Table
# Stakeholders Unaware Resistant Neutral Supportive Leading
1. NAIDOC
committee
C D D C C
2. Volunteers D D C C D
3. Host
community
C C C C C
4. Government
agencies
C D D C C
5. Attendees D C C D D
6. participants D C C D D
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2.3 STAKEHOLDER COMMUNICATION
Response Table
Communication Method Interactive, Pull or Push Justification
Verbal communication Interactive Verbal communication is
highly encouraged as it
ensures the establishment of
mutually beneficial
interactive relationship
between the two parties. It
also highly eliminates the
chances of
misunderstandings among
the groups and eliminate
errors that may significantly
affect the whole process of
event planning,
(Turkulainen, Aaltonen, &
Lohikoski, 2015).
2.4 OBTAINING EXPERT JUDGEMENT
Response Table
Experts (describe) Methods / Techniques
Cultural mediators- they
help in the translation of
Consultation- cultural mediators are consulted to
obtain relevant information through acquiring their
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cultural practices of the
aborigines and torrent
islanders to ensure it is
clearly understood and
relevant information is
shared in order to create an
environment that supports
the success of the event.
cultural mediation skills.
Cultural brokers- they act
like a bridge, a link between
the event organizing
committee and the
participating communities.
They majorly play the role
of reducing or eliminating
conflicts
Consultations- for tactful information acquiring
mechanisms by setting a neutral and preferred
individual to both sides in order to unplug the possible
bottlenecks in the cultural practices sharing process.
3. REQUIREMENTS MANAGEMENT (TOTAL = 5 MARKS)
3.1 TRADITIONAL CUSTODIAN/S OF THE LAND ON WHICH CQ UNIVERSITY
CAMPUSES ARE LOCATED
Response Table
Dear Supplier,
Utilization of one stakeholder to manage all the relevant institutions associated with
CQUniversity may experience a negative impact in the relation of the various communities in
which the institutions are located requiring to have a representation in the stakeholders' table.
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Most of the communities may feel unrepresented hence their provisions and views not properly in
cooperated due to lack of a representative that clearly understands the local needs. Uncertainty,
unclear requirements of the event, unknown event organization structure and seamless integration
of their culture may lead to resistance which may significantly affect the success of the cultural
event.
The local communities need representatives as stakeholders in the planning committee that will
help in managing the impact the event will have on the local community, (Lundgren & McMakin,
2018). They will help in conducting clear, timely, and honest communication on behalf of the
organizing committee regarding the intentions of the event and focus of the role the local
community needs to play to ensure the success of the NAIDOC event.
Thank you for your support,
Sincere,
(NAME OF STUDENT)
3.2. OPENING STATEMENT STYLE
Response Table
Acknowledgment of Country
The statement provides an opportunity for the participants to acknowledge the presence of the
aborigines and the torrent islanders as well as the diversity of the Australian culture in relation to
the original country custodians. Country acknowledgment is highly used when introducing
cultural diversity to the participants.
3.3 REQUIREMENTS GATHERING FOR ACKNOWLEDGING FIRST NATIONS PEOPLE
PROJECT BY NAME/RENAMING SELECTED CQUNIVRSITY PREMISES PROJECT
Response Table
Dear supplier,
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I am greatly thankful for the suggestion to use an already set up event planning committee used in
organizing the Chinese cultural event. However, there are a lot of problems that may arise from
the same which may highly affect the successfulness of the NAIDOC event. Event requirements,
cultural differences, cultural conflicts and resistance from the local communities are among the
critical issues that may face the committee. In addition, more costs may be incurred to source
services that may be provided by the NAIDOC committee and the volunteers, (Ulmer, Sellnow, &
Seeger, 2017). Hiring of the committee will highly interfere with the daily operations of the
NAIDOC committee and the mutual understanding created with the aborigines and torrent
islanders.
From past events, the processes have been done in a simplistic way which is the primary goal of
the organizing committee currently. Thus, bringing in of new planning set up will highly
complicate the whole process which may lead to confusion hence delay of milestones and overall
activity completion. The cross-functional team members in the new set up may fall behind in
activity completion creating an additional layer of complexity within the project, (Lewis 2019).
Thank you for your opinion.
Looking forward to working with you,
Sincere,
(STUDENT NAME)
3.4 REQUIREMENTS TRACEABILITY
Response Table
requirement traceability matrix- this document is used in making users that each project phase is
adequately covered and the required resources are allocated for the process. The document
ensures that the set steps used to carry out the project are correct and are conducted in a way that
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conforms with the requirements of the subsequent step. Traceability of these resources is
important as it ensures that the project stakeholders receive project results that they budgeted for
hence their expectations are met.
3.5 REQUIREMENTS PRIORITIZATION PROCESS
Response Table
Not all project requirements are valuable and highly urgent at any phase of the cycle. Thus, not
all requirements require prioritization and urgent allocation. Requirement prioritization is a
complex and delicate process that is highly needed to achieve the goals of the project. It is used to
determine what given requirement in the event planning can be released to accomplish a given
step. Therefore, the requirement prioritization process is highly crucial to the management team
as it helps in the minimization of risks during the planning and project activity execution
processor ensuring that highly risky processes are accomplished first, (Lui, Rayna, & Sypniewski,
2015).
3.6 MoSCoW TECHNIQUE
Response Table
# Components Explanation
1. Must have These requirements are highly crucial to
the present delivery timebox for the
realization of any form of success.
Exclusion of a one ‘must’ requirement will
lead to the failure of the project.
2. Should have These requirements are needed but are not
highly critical to the present timebox.
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Although they might have the same
criticality as the must-have requirements,
they are deprived off the time criticality
factor or the project management may
design another way to meet the
requirement need of the project.
3. Could have These project requirements are desirable
for the success of the project but they are
not necessary even though they can lead to
high levels of satisfaction with the project
results. They can be in cooperated in the
business if other resources and the time
factor permits.
4. Won’t have They are the least critical resources in the
project. They are not appropriate at that
particular time. Therefore, they are not put
into the project activity schedules for the
current or next delivery timeboxes.
4 SCOPE
4.1 INTRODUCTION TO SCOPE
Response Table
this project is designed to create a successful NAIDOC cultural event to be conducted at the
CQUniversity. the activities and the work breakdown structure involve the crucial processes that
need to be completed on time for the event to be held on the second Sunday of July. Among the
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most critical processes in cooperated in work breakdown structure include; activity planning
process, guest invitation and cultural activities to be showcased at the event. The preparation
time period needs to be completed by the end of June with all visitors having been invited and all
the needed paraphernalia acquired.
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4.2 WORK BREAKDOWN STRUCTURE
4.3 WBS DICTIONARY
Event venue
WBS ID EV
Description of work The stakeholders take part in deciding the various
institutions apart from the CQUniversity the event
will be conducted.
Cost Estimate $10,000
Start and Finish Dates Start: 3rd March
Finish: 17th March
cultural activities and practices
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Acknowledging
First Nations
Peoples (and their
elders) Project
Planning
Choose
event
venue
Cultural activities
and practices to
be included
cultrural
activities
cultural food clothing attire
event
invitations
creation of guest
lists guest mailing

PMMP 20008 – Initiating and Planning Projects (T3) Assignment 2
WBS ID CAP
Description of work Cultural practices and activities that will be
showcased during the NAIDOC event
Cost Estimate $2,000
Start and Finish Dates Start: 15th of February
Finish: 31st of May
Cultural Food
WBS ID CF
Description of work Traditional food that will be prepared and showcased
during the event
Cost Estimate $25,000
Start and Finish Dates Start: 1st June
Finish: 21st June
Traditional Clothing
WBS ID TC
Description of work During the presentation, the participants should be
wearing the traditional attires
Cost Estimate $15,000
Start and Finish Dates Start: 1st June
Finish: 21st June
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Creation of guest list
WBS ID GL
Description of work Guest are identified and a list is drawn
Cost Estimate $0
Start and Finish Dates Start: 21st June
Finish: 28th June
Guest Mailing
WBS ID GM
Description of work Guests from the prepared gest list are notified through
email
Cost Estimate $500
Start and Finish Dates Start: June 25th
Finish: June 30th
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5 SCHEDULE
5.1 SCHEDULE
Event venue
ACTIVITY DESCRIPTION OF WORK STAR
T
DAT
E
EN
D
DAT
E
DURATI
ON
(DAYS)
Clearing of the event
venue
Event venue is identified, required
documentation obtained, clearances are
made.
Start:
3rd
March
2021
Finis
h:
17th
Mar
ch
2021
14 days
Marking of the venue Area to be utilized is demarcated and
boundaries set
Start:
10th
July
2021
Finis
h:
11th
July
2021
2 days
Setting up the
equipment
Tents and various necessary platforms
are set up ready for the function
Start:
11th
July
2021
Finis
h;
12th
July
2021
2 days
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Cultural activity and practice
ACTIVITY DESCRIPTION OF WORK STAR
T
DAT
E
EN
D
DAT
E
DURATI
ON
(DAYS)
Cultural folks’ dances Various traditional dance groups are
contacted and requested to take part in
the event
15th
Septe
mber
2020
15
Nov
emb
er
2020
60 days
Cultural economic
activities
Participants to present traditional
economic activities and present
traditional items of value
1st
Octob
er
2020
1
May
2021
180 days
Traditional leadership
setup
Various leadership organizations from
the aborigines and the torrent islanders
are contacted to illustrate their
leadership style
2nd
April
2021
1st
May
2021
28 days
Cultural clothing
ACTIVITY DESCRIPTION OF WORK STAR
T
DAT
E
EN
D
DAT
E
DURATI
ON
(DAYS)
Headgear All the indigenous groups have
different headgears
1 Jan
2021
14th
Jan
14 days
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2021
Female clothing Both adults and young female clothing
attires are collected
21st
Jan
2021
28th
Jan
2021
7 days
Male clothing Both adults and young male attires are
collected
21st
Jan
2021
28th
Jan
2021
7 days
Traditional food
ACTIVITY DESCRIPTION OF WORK STAR
T
DAT
E
EN
D
DAT
E
DURATI
ON
(DAYS)
Preparation of
traditional food
Various dishes of traditional cuisines
are prepared for showcasing
14th
May
2021
12th
July
2021
58 days
Guestlist creation
ACTIVITY DESCRIPTION OF WORK STAR
T
DAT
E
EN
D
DAT
E
DURATI
ON
(DAYS)
Compiling of guest list All the people that will be in attendance
are noted down in one list and the right
1st
June
1
July
20 days
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number is determined 2021 2021
Guest mailing
ACTIVITY DESCRIPTION OF WORK STAR
T
DAT
E
EN
D
DAT
E
DURATI
ON
(DAYS)
Guests are notified Emails and invitation letters are sent to
all guests identified in the guests' list
7th
June
2021
2nd
July
2021
26 days
6. COST BASELINE
Response Table
Timeline (months)
WB
S id
WP /
Activity
name
1 2 3 4 5 6 7 8 9 1
0
1
1
1
2
EV Event
Venue
$8000
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CAP Cultural
Activities
and
practices
$2000 $150
0
$300
0
$100
0
$50
0
$500
0
$70
0
CC Cultural
Clothing
$1500
0
TF Traditional
food
$1200
0
$800
0
GL Guest List $1000
GM Guest
Mailing
$500
Total
monthly
costs
$3850
0
$950
0
$300
0
$100
0
$50
0
$500
0
$70
0
Cumulativ
e costs
$5820
0
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7 RISKS
Response Table
Project Name
Name Description Likelihood Impact Response
Type
Mitigation
Strategy
Threat 1 Loss of
equipment
Highly
likely
Significant Avoid Transfer
Threat 2 Overstretching
of workers
Unlikely Insignificant Ignore Ignore
Threat 3 Over sourcing
of the project
requirement
Likely Moderate Monitor Monitor
Threat 4 Financial loss Highly
likely
Significant Avoid Avoid
Opportunity 1 Utilization of
the local
community
Likely moderate Evaluate Encourage
8 TOLERANCES
Response Table
Tolerance Specific Tolerance Allowance
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Tolerance specified for time Risks will be tolerated with a time factor of
one week or less. Any event with a time
deviation exceeding seven days should be
avoided
Tolerance specified for cost With the sensitivity of the event to cost,
risks with costs above $800 should be
avoided
9 LESSONS LEARNT
Response Table
Previous Lessons Learnt Proposed Action to
Address (In the
Current Project)
In the Work Package
which activity will be
added
Lesson 1
The first lesson involved problems with an
overseas supplier, with a web-based presence
only, which produced budget signage. The
supplier failed to deliver agreed goods, went
bankrupt and subsequently vanished, with the
clients’ deposit.
To avoid a possible
scenario from
happening again, the
planning committee
will require all firms
to deliver the
contracted materials
before any payment is
made. Local and
overseas firms with
well-established stores
with a healthy going
supplier analysis and
evaluation will be
highly encouraged.
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concern and feasibility
will be given first
priority when material
outsourcing is done
and supplier
contraction is made.
Lesson 2:
The second lesson involved the use of a generic
package that failed to properly address the
nuances which exist between different
indigenous groups located in various
geographical areas.
The adoption of the
use of the cultural
broker as an expert
during the event
planning will play a
critical role in
ensuring that all
indigenous
communities are fully
represented in the
planning process of
the event.
Sourcing the views of
the cultural broker
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PROJECT SUBMISSION APPROVAL (TO BE COMPLETED BY THE STUDENTS)
The undersigned acknowledge that they have reviewed the (Project Name) Assessment Task 2 and
agree with the information presented within this document.
Signature: …………………msko…………………………………………..
Date: ……………………26/12/2019………………………………………..
Print Name: ………………NAIDOC 2019………………………………………..
Title: NAIDOC CULTURAL EVENT 2019……………………………..
Organization: Odu Organizers………………………………………………………..
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REFERENCES:
# REFERENCE LIST
1. Malseed, C., Nelson, A., Ware, R., Lacey, I., & Lander, K. (2014). Deadly Choices™
community health events: a health promotion initiative for urban Aboriginal
and Torres Strait Islander people. Australian journal of primary health, 20(4),
379-383.
2. Turkulainen, V., Aaltonen, K., & Lohikoski, P. (2015). Managing project stakeholder
communication: the Qstock festival case. Project Management Journal, 46(6),
74-91.
3. Lundgren, R. E., & McMakin, A. H. (2018). Risk communication: A handbook for
communicating environmental, safety, and health risks. John Wiley & Sons.
4. Ulmer, R. R., Sellnow, T. L., & Seeger, M. W. (2017). Effective crisis communication:
Moving from crisis to opportunity. Sage Publications.
5. Lewis, L. (2019). Organizational change: Creating change through strategic
communication. John Wiley & Sons.
6. Lui, P., Rayna, D., & Sypniewski, A. (2015). U.S. Patent No. 9,225,772. Washington,
DC: U.S. Patent and Trademark Office.
7.
8.
9.
10.
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