Project Management Plan for Master of Science at Curtin University

This project management plan outlines the strategies and processes for successfully completing a Master of Science (Project Management) degree at Curtin University. The plan details the project's background, business rationale, benefits, and strategic alignment with the Saudi Arabian government's initiatives. It defines the project scope, deliverables, work breakdown structure, and constraints. Furthermore, the plan covers time, cost, human resource, communication, stakeholder, risk, quality, and procurement management. The project's key deliverables include obtaining the master's degree, meeting academic requirements, and providing quarterly progress reports. The document also includes detailed plans for project control and change management, ensuring the project stays on track and achieves its objectives. Appendices provide supporting documentation such as schedules, budgets, and matrices.

Study the Master of
Science (Project Management) at Curtin University
PROJECT MANAGEMENT PLAN
Project Title Study the Master of Science (Project Management) at Curtin University
Project ID
Document ID PM plan/042018
Version 1.1
Date 01/05/2017
Project Manager Scholarship Employee ( Moh)
Sponsor The Saudi Arabian Cultural Mission in Australia (SACM) as a
representative of the Ministry of Labour and Social Development, and
the Ministry of Education in Saudi Arabia
Document History
Revision Date Revision Version Summary of Changes
25/12/2014 1.4 Scholarship decision letter
15/04/2015 1.0 Confirmation of Enrolment
15/7/2015 1.0 VISA GRANT NOTICE
12/03/2018 1.0 Charter of the Project.
Approvals
Name Position Signature Date
Mohammad Shitaway Overseer, Saudi Arabian
Cultural Mission (SACM)
20/03/2018
Abdullah Al Abdullkreem Director of Academic Affairs,
SACM
25/03/2018
Dr. Mousa Al Seleim Director of Personnel Affairs,
the Ministry of Labor and
Social Development
05/04/2018
Distribution
Name Position Date of Issue Version
Mohammad Shitaway Overseer, Saudi Arabian
Cultural Mission (SACM)
1.2
Abdullah Al Abdullkreem Director of Academic Affairs,
SACM
1.0
Dr. Mousa Al Seleim Director of Personnel Affairs,
the Ministry of Labor and
Social Development
1.0
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Table of Contents
1.1. About this Document............................................................................................................5
1.2. Background – Problem / Opportunity Statement.................................................................5
2.0 Business Rationale.....................................................................................................................6
2.1 Project Benefits & KPIs........................................................................................................7
2.2. Strategic Alignment..............................................................................................................7
3.0. Project Scope............................................................................................................................8
3.1. Deliverables..........................................................................................................................8
3.2. Work Breakdown Structure..................................................................................................9
3.3. Out of Scope.......................................................................................................................11
3.4. Project Constraints..............................................................................................................11
3.5. Project Assumptions...........................................................................................................11
4.0. Project Time Management.....................................................................................................12
4.1. Project Time Management - Approach..............................................................................12
4.2. Schedule.............................................................................................................................14
5.0. Project Cost Management.......................................................................................................15
5.1. Project Cost Management - Approach...............................................................................15
5.2. Budget.................................................................................................................................15
5.3 Contingency.........................................................................................................................16
6.0 Project Human Resource Management...................................................................................16
6.1. Project Human Resource Management - Approach...........................................................16
6.2. Project Team Members.......................................................................................................17
6.3. Responsibility Assignment Matrix.....................................................................................17
7.0. Project Communications Management...................................................................................17
7.1. Project Communication Management - Approach.............................................................18
7.2 Communication Plan...........................................................................................................18
8.0. Stakeholder Management.......................................................................................................18
8.1. Stakeholder Management Plan...........................................................................................18
9.0. Project Risk Management.......................................................................................................18
9.1. Project Risk Management - Approach...............................................................................19
9.2. Risk Register......................................................................................................................21
10.0. Project Quality Management................................................................................................21
10.1. Project Quality Management - Approach.........................................................................21
10.2. Quality Plan......................................................................................................................22
11.0 Project Procurement Management........................................................................................22
11.1. Project Procurement Management - Approach................................................................22
12.0 Project Control.......................................................................................................................23
12.1. Progress Reporting...........................................................................................................24
12.2. Change Management........................................................................................................24
12.3. Project Completion Review..............................................................................................25
APPENDIX A – Schedule.............................................................................................................26
APPENDIX B – Project Budget....................................................................................................29
APPENDIX C – Responsibility Assignment Matrix.....................................................................31
APPENDIX D – Communication Plan..........................................................................................35
APPENDIX E – Stakeholder Management Plan...........................................................................36
APPENDIX F – Risk Register......................................................................................................38
APPENDIX G – Quality Register.................................................................................................39
References:....................................................................................................................................40
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1.0 Introduction
1.1. About this Document
After the scholarship decision letter get insurance, the employee of the labor ministry that is Mr.
Moh engages in managing the project that is related to studying. The study mainly includes
proper management of activities as well as resources in order to achieve the degree.
This document mainly helps in providing a plan for the management of studying of master
science at the University of Curtin. The document mainly includes
 Description of the procedure of project management process application within this
project
 Plans associated with project management.
The project management plan is considered as an operational document of the project which is
mainly owed, maintained as well as utilized by both the project team as well as by the project
manager for supporting the deliverable of the project.
The plan of project management mainly expands on the charter and helps in illustrating the roles
and responsibilities of project team in order to achieve the project objectives. It generally covers
10 knowledge area of PMBOK.
Figure 1: Project Management Process Group (PMI 2013, 428)
1.2. Background – Problem / Opportunity Statement
Two of my brothers and some my friends have gotten university certificate that drove them to get a high-level jobs
position while I had begun working after I had got my high school certificate without any universities certificate.
Whenever I appeared for a job interview I was told that my experience was good, but they cannot hire me as I do not
have a proper university certificate or education qualification. This had made me seriously worry regarding the
future of my career. Therefore, I enrolled myself is a part-time Business Administration course specialising in
Human Resources Management and Organization in one of the prestigious universities of Saudi Arabia.
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I gained a lot of confidence after I successfully received my bachelor's degree. Ambition and focus helped me
achieve my education certificate I further challenged myself to complete my higher education. In order to do that I
again enrolled myself in a master’s degree course. The first challenge that I faced was in 2010, I did not succeed to
obtain the chance to study for a degree of master, as the system of the higher education did not permit students with
a part-time bachelor’s certificate to get a scholarship. The exception of this rule was for the Government employees.
Therefore, I decided that move to work in the public sector. After a lot of struggle, I managed to get a job in the
Ministry of Labour and Social Development at the end of 2012. I received my scholarship three years later in 2015
for perusing Master of Science (Project Management) at Curtin University.
Curtin University is known to be open-minded, progressive, innovative and lively and I thought that it this
university would be perfect for me to take my career to new heights. The University prepares the student to survive
in the competitive international market by recognising internationally recognised courses. The Curtin university has
international campuses in Perth, Singapore and Sarawak.
One of the main reason for me to choose project management as my field of specialisation is the job in the
public sector that I had got. In 2012, it has been decided that was established a amount of Project Management
Departments by the Ministry of Social Development and Labour in the kingdom of Saudi Arabia. These new
departments will have requirements for higher level positions that would also ensure high salaries and several
benefits.
I will be working on getting the scholarship to develop my career and improve my skill set. I need to organise my
plan for the course period in terms of: cost, time, quality and the possible risks. I also need to follow the execution
process of the scholarship; it is being monitored by the Saudi Arabian Cultural Mission.
2.0 Business Rationale
The Saudi Arabian Ministry of Labour generally follows proper path in order develop various
services for different internal as well as external customers. In the last year, the ministry
generally adopted programs for developing employees by sending them for attending
international workshops as well as seminars. In the year 2012, the employees are send by the
ministry in order enhance the scientific output. For getting the employees with proper
knowledge, the ministry generally needs to conduct the work by utilizing proper method. The
course of the project management is mainly se as an example in order to help the employees for
integrating the scientific as well as practical experiences of the study in various areas which
include strategic planning, skills related with time, cost, stakeholder as well as quality of the
project. Additionally, the kingdom government of 2030 generally helps in examining
privatization of various group ministries. As Ministry of Labour is generally considered as one
of the privatized ministries, it adopted methodology for building a base for competent staff in
order to improve the services as well as products of ministries.
2.1 Project Benefits & KPIs
BENEFITS KPIs
Increase the English language skills for
employee
Employees have (-B) in the bridging course or obtain 6 out of 9
IELTS test results before connecting with the university on
30/11/2016.
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Increase employee learning outcomes To the attain 60 % in final grade point average at graduation day
on 11/07/2018
Grow the knowledge in the project
management field
To improve the project management skills by 70 percent by the
end of 2018.
Rise the probabilities of linking the PM
team of ministry.
the course you will provide 25% additional scope to those who
have a certificate in PM on the application date 01/01 2018.
develop the career opportunities of
employees
Career development opportunities increase by 30 percent by Dec
2020.
Grow on the income of employees 15-18% increment in monthly remuneration by the end of 2018.
Additional growth of 25-35% in salary after joining the Project
Management Department by July 2018.
Table 1: Project Benefits & KPIs Table.
2.2. Strategic Alignment
2.2.1 The Saudi Arabia Government
Educating and investing in improving the expertise and skill sets of the citizens is scientifically and practically part
of the most important methods of accomplishing the development of human in the countries. This will drive
advancement and superiority in the career which in turn will help them with living a high standard life. The
government provides the employees in every practical opportunity to improve and grow in the career. This initiative
will not only add to the foundation of a well educated and skillful leadership generation, it will also provide the
people with success instruments to have a bright and promising future.
I aspire to grow and improve in my career by developing my skills. It is my goal to improve my professional and
financial status so that I can provide my family with a higher standard of living and a better life. The scholarship
price not only covers the expense for the employee but also looks after the requirement of the family of the
employee therefore; I can fully focus on my course without worrying about the family.
3.0. Project Scope
3.1. Deliverables
The project deliverables are to be defined based on the requirements set by Mr. Moh for
completing the study course in Curtin University. The main deliverables of the project include
University confirmation, approval of the scholarship and more. For facilitating as well as
arranging the study within Australia, the government generally contributes for managing the
living as well as finance for Saudi cultural mission that involves the students travelling abroad
for studies. The employees must deliver the plan of project management for ensuring this
process properly
3.1.1 Product Deliverables
3.1.1.1 Deliverables of the sponsors
 Monitoring the initiation process of Scholarship
 Gathering financial guarantor for scholarship
 Travel tickets for the employees and their families
 To ensure skilled employees in every relevant public sector
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 Create a group of future leaders and managers
 To train the employees with good communication skills especially in oral and written
English
3.1.1.2 Deliverables of the employee
 To obtain a master degree certificate from the university
 To make sure that the student visa is organised before the allotted time
 To organise a plan for the course period
 To get a language certificate
 Ensuring all the assignments and projects are ready on time
To learn and develop project management skills
3.1.2 Description & Requirements
 Prerequisites of the graduation degree
 Maintaining an attendance record of 90 percent
 Performance certificate of excellence of the employee by the supervisors
 Finishing the graduation degree on time
 Provide a quarterly progress report on the student performance and achievements
 As a full time course the employees are not allowed to have any other source of income
3.1.3 Project Management Deliverables
3.1.3.1 Project Management Documentations:
 Charter for project
 Plan for project management
 Plan for scope management
 Plan for requirement management
 Plan for time management
 Plan for cost management
 Plan for communication plan
 Reports of Quarterly Studying Performance.
 Plan for Project Control
 Plan for Risk Management
 Plan for Human Resources
 Plan for Procurement Management
 Plan for Stakeholder Management
 Reports of Quarterly academics
 Holding master of PM.
3.1.3.2 Project Final Deliverables
The final product of this project is obtaining the master degree in Project Management.
3.2. Work Breakdown Structure
WBS Task Name
0 Project for getting a PM Master degree
1 Project initiation stage
1.1 Proper approval of the work in context to university’s enrollment
1.2 Submit as well as search for many of the universities
1.3 Getting admission within Curtin university
1.4 Getting a scholarship
2 Project planning stage
2.1 Travelling plan
2.1.1 Entrusting critical activities for the work colleagues
2.1.2 Applying for student visa
2.1.3 Booking for a flight
2.1.4 Buying travel insurance
2.1.5 Booking a hotel
2.1.6 Downloading travelling option on the mobile phone
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2.1.7 Hiring a car
2.1.8 Preparing different types of personal documents in order to travel
3 Project implementation stages
3.1 Travelling to Perth
3.2 Tasks before the initiation of the study
3.2.1 Taking a hired car
3.2.2 Searching various permanent addresses
3.2.3 Buying furniture
3.2.4 Searching and buying a car
3.3 Course stage for English learning
3.3.1 Proper orientation for the students
3.3.2 English for academic purpose as well as general English
3.3.3 Bridging English language
3.3.4 Submitting documents to the university
3.3.5 Enrolling course units
3.4 Study Break
3.5 Master stage
3.5.1 Semester 1
3.5.1.1 Orientation
3.5.1.2 Unit of project risk management
3.5.1.3 Unit for project management overview
3.5.1.4 Unit for project time management
3.5.1.5 Unit for program and portfolio management
3.5.1.6 Passing in all units
3.5.1.7 Enrolling for course unit in the semester 2
3.5.2 Break study
3.5.3 Semester 2
3.5.3.1 Orientation
3.5.3.2 Research 1 unit- Project management
3.5.3.3 Unit for project cost management
3.5.3.4 Unit for people and management
3.5.3.5 Unit for project quality management
3.5.3.6 Passing in all the units
3.5.3.7 Enrolling the course units within semester 3
3.5.4 Break study
3.5.5 Semester 3
3.5.5.1 Orientation
3.5.5.2 Integrated project for project management
3.5.5.3 Unit for accounting managers
3.5.5.4 Project Procurement Management
3.5.5.5 Results for different units
3.5.5.6 Graduation
4 Project closing stage
4.1 Sending graduation certificate and academic report to the sponsor
4.2 Furniture for selling
4.3 Paying tax due as well as bills
4.4 Car selling
4.5 End leasing
4.6 Back to home
Table 2: The Project Work Breakdown Structure
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3.3. Out of Scope
The project does not support and fund additional fees such as tutoring or private classes fees,
overseas examination fees, Online units, lab and bench fees and financial penalties (SACM
2017).
3.4. Project Constraints
The scholarship master studies project has several limitations:
 The master study project scholarships have certain limitations that are elaborated below:
 The study of project must be on-Campus. It is identified that within an event of conflict
between various units, it is very much necessary to study online for not more than total
20% of the unit program
 The project cost must not exceed $380,000. If more budget is required for the project
then it very much important to take approval from the ministry of labor as well as from
the ministry of finance.
 The Saudi government plays an important role in financing the project and thus the
employee must not undertake any type of work within that period.
 The employees are generally requested to follow all the laws of the country that is
hosting the project.
3.5. Project Assumptions
The assumptions of the project include:
 Before applying for the scholarship, it is very much necessary for the employees to work for at least three
years.
 The student should finish their study within the time period of 25.07/2015 to 11/07/2018 as well as
university’s study plan
 The main resource of the project is the employee who plays main role in achieving the goals of the project.
 The main project purpose is to study masters of Science at the University of Curtin. If the employee wants
to change their study within the university then it is necessary to apply at ministry of education for
accepting the project.


4.0. Project Time Management
Project time management is necessary in order to ensure the project does not exceed the deadline
or there are no additional expenses due to extension of time. Proper time management can be
done through the use of various scheduling softwares like Microsoft Project. However, it should
also be ensured that the proposed timeline should be followed through the entirety of the project.
The proposed timeline for this project is spread over the period of three years from 2015 to 2018.
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The timeline for this particular project is initiated at the point when the employee starts thinking
about passing the course in the university. The first activity is initiated by the enrollment of the
student in the university that will also later on fetch the approval for the employee’s scholarship.
The major Milestones of the project are:
 Enrolment in reputed industry and applying for scholarship by January 2015.
 Ensuring the scholarship procedure is completed by May 2015.
 Start study before a month of enrolment, getting a student visa so that the employee can travel without
issues.
 To begin attending English classes from 25 July 2015.
 To successfully complete the General English (ELICOS) and Academic Purpose Level by 26 July 2016.
 To get the required degree in English Language Bridging (ELB) Course by 10 Nov 2016.
 To get Master of Project Management degree by 11/07/2018.
4.1. Project Time Management - Approach
4.1.1 Developing the project schedule baseline:
While developing a project schedule, a number of steps and variables must be determined.
According to PMI (2013), for the purpose of planning, management, development, control and
implementation of a project schedule, the policy, procedures and documentations must be
developed. For this project, the entire project schedule can be classified into four stages that are
listed as follows:
4.1.1.1 Initiation stage
The initiation stage of this project started before the employee travelled to Australia to complete
masters level studies. During this phase, the employee needed to identify the needs and
requirements of the project and accordingly, he developed a list of tasks he needed to perform. In
this list, he rearranged the tasks according to their priorities and then he built a follow-up table
based on task deadlines or the result dates.
4.1.1.2 The planning stage
This is the planning stage when the employee started preparing his plan to travel to Australia for
his masters level studies.
4.1.1.3 The Implementation stages
4.1.1.3.1 Before starting the study
This was the first time the employee was travelling abroad and hence, he was bound to face a
number of challenges in this phase. The first challenge he faced was to find a suitable place for
accommodation within a very short time and the next challenge was to find some arrangements
for buying a car. The employee needed to visit real estate offices or websites to find houses at
various locations and selecting a suitable place to live. Further, he needed to visit several car
dealers in order to find the best possible car deal.
4.1.1.3.2 English learning courses stage
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For addressing the language problem, the employee was planning to keep one or two hours for
the language study but on the other hand, he also needed to maintain at least three or four hours
of study time.
4.1.1.3.3 The Master stage
In this phase, the employee needed to devote himself into studies due to the high demand of
masters course. Hence, he spent the days to study and assignments while he spent his evenings
for attending lectures.
4.1.1.4 Project closure phase
Finally, it was time for the employee to return home where he got job at The Ministry of Labour
and Social Development.
Diagram 1 illustrates the schedule (Gantt chart) of the main phases of the project.
Diagram 1: The schedule of the main phases of the project
4.2. Schedule
The entire duration of the project is spread over the period from 06/04/2015 to 07/08/2018. The
detailed breakdown of the time period is shown in Appendix A.
5.0. Project Cost Management
For the funding of the project, the Ministry of Education provided the employee with a
scholarship of 360,000 Australian dollars via the Saudi Arabian Cultural Mission (SACM). The
amount was sufficient for the employee to travel to Australia, complete masters studies and
return to his homeland.
The cost management process for this project followed the general and conventional processes
like planning, estimating, budgeting, financing, funding, managing and controlling costs and the
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project was successfully completed with the allocated budget (DelPico and Wayne 2013). The
four cost processes required for the success of the project are as follows:
 Preparation of cost management plan via various processes including operation,
management and monitoring.
 Development of an estimated cash resource amount that was needed for the
implementation of the project risk improvement initiative.
 Using a cost baseline for allocation of the estimated costs required for each activity of the
project and for approval of the project sponsors.
 Monitoring and controlling the overall expenses encountered during the work execution
as well as management of differences in the project scope and seeking necessary
approval from the sponsor for the purpose of budget adjustments as required.
5.1. Project Cost Management - Approach
The project is financed by the Saudi Government. The payment methodology was as follows:
 SACM paid for the tuition fees directly to the institution.
 The expenses for the text books and study materials were included in the employee’s
salary.
 SACM paid the Overseas Student Health Cover (OSHC) directly.
 SACM covered the overall costs for the journey and return tickets.
 Additional expenses were the responsibilities of the employee himself.
5.2. Budget
The estimated project baseline budget is set as $ $359,222. The following table is
used to show the elements and the main stages budget, while a full budget shown
in Appendix B.
The following table is used to reflect an overall idea of total cost to be encountered
throughout the project.
ID WBS TASKS Total cost
1 Student Visa Expenses $3,250
2 Travelling Expenses $49,350
3 Accommodation Inclouds furniture and appliances $61,130
4 Utility bill $14,040
5 Communications bills $5,004
6 Transportation $14,530
7 Living expenses $64,300
8 Medical insurance $15,000
9 UNIVERSITY EXPENSES $90,238
10 SCHOOL EXPENSES $37,380
11 Risk Management $5,000
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TOTAL of BUDGET $359,222
Travelling Expenses
Accommodation Inclouds furniture and
appliances
Transportation
Living expenses
University Expenses
School Epeenses for Children
1 2 3 4 5 6
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$49,350 $61,130
$14,530
$64,300
$90,238
$37,380
Top Quantity Summary Budget
Tasks
Cost
Diagram 2: The project Baseline Budget Summary
5.3 Contingency
For the purpose of contingency, 10% of the total budget had been considered and stored in case
scope is changed in the future.
6.0 Project Human Resource Management
Project Human Resource Management could be done by organizing, managing and leading a
project team (PMI 2013). The detailed human resources management process is listed as follows:
 Develop a Suitable Human Resource Management Plan: To prepare a suitable human
resource management plan in order to document and classify the roles and
responsibilities in the project, required skills, reporting relationships, and develop the
most suitable recruitment management plan.
 Create a Project Team: Form a team of necessary human resource needed for the project
to execute its tasks and activities.
 Improve Project Team: Use skills and competency as the main criteria for forming the
project team and use suitable measures to improve performances during the project.
 Project team monitoring: Track and monitor the performances of project team members,
use feedbacks to solve various issues and introduce change management for enhancing
the quality of the project output.
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