Business Department Student Award Ceremony Project Management Report

This project management report details the planning, execution, and control of a student award ceremony for a business department. It begins with a project charter outlining objectives, stakeholders, and high-level requirements. The report covers scope management, including in-scope and out-of-scope items, and presents a work-breakdown structure. It also addresses risk management, milestone schedules, and budget summaries. The report includes stakeholder management strategies, requirements documentation, and a change management plan. The project utilizes PMBOK methodology and emphasizes effective communication and control to ensure the successful execution of the award ceremony. The report details the project's milestones, budget, and the roles and responsibilities of the project manager and sponsor. It also outlines the change management processes and deliverables acceptance procedures. The report concludes with an analysis of the project's key components and a list of references.

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Student Award Ceremony
Project Management Report
8/24/2017

Project Management Report
Table of Contents
Introduction.................................................................................................................................................3
Project Charter.............................................................................................................................................3
Name and Title........................................................................................................................................3
Project Justification.................................................................................................................................3
Measurable Project Objectives and Success Criteria...............................................................................3
Major Project Stakeholders......................................................................................................................4
High level Requirements.........................................................................................................................4
Assumptions and Constraints..................................................................................................................4
High level Project Description.................................................................................................................4
High level Risks......................................................................................................................................5
Milestone Schedule.................................................................................................................................5
Budget Summary.....................................................................................................................................5
Project Approval requirements................................................................................................................5
Assigned Project Manager Responsibility and Authority........................................................................5
Sponsor Authority and Responsibility.....................................................................................................6
Stakeholder Management Strategy..............................................................................................................6
Requirements Documentation.....................................................................................................................7
Scope Management Plan.............................................................................................................................9
Authority and Responsibility for Scope Management.............................................................................9
Scope Statement......................................................................................................................................9
In-Scope..............................................................................................................................................9
Out-of-scope............................................................................................................................................9
Work-Breakdown Structure.....................................................................................................................9
Measurement and Verification of the Scope..........................................................................................12
Change Processes..................................................................................................................................12
Acceptance of Deliverables...................................................................................................................12
Change Management Plan.........................................................................................................................13
Change Request Form...............................................................................................................................13
Conclusion.................................................................................................................................................13
References.................................................................................................................................................14
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Project Management Report
Introduction
The project that has been selected for the report is arranging for the student award ceremony for
the department of business. The significance and relevance of project management is huge for
any of the projects in any of the industries. The case is the same with this particular project as
well. There will be numerous project activities that will be carried out while arranging for the
award ceremony. All of these activities will be managed efficiently by applying project
management techniques and methodologies.
Project success or failure largely depends upon the project management methodology and the
project approach that is selected. The efficiency of the project manager and the project team
members also determine the success of failure of the projects (Ika, 2009).
There is a lot of money that gets wasted because of the failed projects. The money that is already
spent does not come back and the organizations are also required to pay additional penalties. The
organizations must therefore select an adequate management approach and must also make sure
that the project progress is verified in a timely manner.
Project Charter
Name and Title
Arranging for Student Award Ceremony for the department of business
Project Justification
The project has been approved as it would make the adequate arrangements for the successful
execution of the award ceremony for the students.
Measurable Project Objectives and Success Criteria
 The award ceremony shall be carried out successfully – Execution of the award ceremony
on the due date.
 The project shall be completed in the budget and schedule that is estimated – Comparison
with the actual and estimated budget shall have no gaps (Rose, 2010).
 The attendees must have had good experience in the ceremony – Positive feedback from
the attendees
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Project Management Report
Major Project Stakeholders
 Project Sponsor
 Project Manger
 Students
 Organizing Committee
 Project team members
 Suppliers and Vendors
High level Requirements
 The venue for the award ceremony shall be selected and booked for the date of the
ceremony.
 The list of the guests, hosts and attendees shall be prepared.
 The invitation cards shall be designed and distributed for the ceremony.
 The tools required for the ceremony in terms of furniture, microphones, speaker,
computer systems, projectors, and awards shall be acquired from the vendors.
 The caterers shall be booked for the ceremony.
 The food and drinks menu shall be designed.
 The speakers shall be provided with the duration and slot.
Assumptions and Constraints
 The project team will be provided with the tools and equipment required for the
ceremony.
 The funds for the ceremony will be arranged and provided by the project sponsor.
 The schedule assigned for the project is 21 days.
 A budget of USD 30,000 has been allotted for the project activities.
High level Project Description
The project revolves around the arrangements for a successful execution of a student award
ceremony for the department of business.
The project will comprise of a number of activities in terms of selections, booking and execution.
The project shall be managed using the project management methodology as PMBOK.
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Project Management Report
High level Risks
 Budget and Schedule Risks: The estimated values may not be maintained and followed.
 Technical Risks: The tools such as microphones, speakers or computer systems may turn
faulty (Gladden, 2010).
 Third-Party Risks: The vendors and suppliers may not deliver the products and
equipment on time.
 Resource Risks: The project team members must not bring forward their efficiency and
productivity levels.
Milestone Schedule
 Milestone 1: Project Charter - 28th August 2017
 Milestone 2: Project Plan – 4th September 2017
 Milestone 3: Venue booking confirmation receipt - 6th September 2017
 Milestone 4: Invitation cards – 11th September 2017
 Milestone 5: Confirmation receipts – 13th September 2017
 Milestone 6: Ceremony activities – 14th September 2017
 Milestone 7: Booking confirmation from caterers – 15th September 2017
 Milestone 8: Closure Report – 18th September 2017
Budget Summary
An overall budget of USD 30,000 has been allocated for the project. It would include the cost of
tools, cost of booking, management and resource costs along with the operational costs.
Project Approval requirements
The project shall be approved only after a feasibility study of the ceremony is carried out. The
results shall be present to the approving parties in the form of a formal document.
Also, there shall be project estimates in place such as project scope, cost and time.
Assigned Project Manager Responsibility and Authority
The project manager will be responsible and accountable for the following tasks:
 Planning and analysis activities along with estimation of scope, budget and time.
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 Communication planning and decision making
 Management of the project resources
 Reviews and inspections
 Communication with the project sponsor and project team
Sponsor Authority and Responsibility
The sponsor of the project will have the following authority and responsibility:
 Providing project specifications and requirements
 Providing project funds
 Recommendation on the changes
 Approvals and acceptance on the deliverables
Stakeholder Management Strategy
Project Stakeholder Influence on the Project Impact
Project Sponsor High as they will provide
funds, requirements and
specifications
High
Project Manger High as the manager will be
responsible for planning,
control and closure
High
Students Very high as they will be the
prime attendees of the
ceremony
Extremely high
Organizing Committee Moderate as they will
contribute in the process of
decision making
Moderate
Project team members Moderate as they will be
responsible for technical and
operational activities
High
Suppliers and Vendors High as they will provide the
necessary tools and equipment
Moderate
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Project Management Report
The following strategies will be used in association with the stakeholders during the project:
 Effective communication channel to gain and share information with the stakeholders
(Willems, 2015).
 Reporting systems for understanding the progress and status.
 Application of Project Management Body of Knowledge (PMBOK) for resolution of
disputes and conflicts
 Development of a transparency between internal and external stakeholders
Requirements Documentation
Project
Stakeholder
Requirement Requirement
Category
Priority Acceptance
Criteria
Project
Sponsor
 The venue for the award
ceremony shall be
selected and booked for
the date of the ceremony.
 The list of the guests,
hosts and attendees shall
be prepared.
 The invitation cards shall
be designed and
distributed for the
ceremony.
 The caterers shall be
booked for the ceremony.
 The food and drinks menu
shall be designed.
 The speakers shall be
provided with the duration
and slot.
Functional and
Operational
High Meeting of the
schedule of
deliveries and
positive customer
feedback
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Project Management Report
Project Manger  Project specifications shall
be provided
 Project funds shall be
provided
 Approvals and acceptance
shall be provided
Project Resource
Requirements
High Requirements
document, project
team details and
project funds
Students On-time execution of the
ceremony as per the set of
programs in the determined order
User
Requirements
High Positive student
feedback
Organizing
Committee
 The ceremony shall result
in the positive feedback
from the attendees
 The booking and
procurement shall be done
in advance (Bredillet,
2005)
Non-functional
requirements
Moderate Positive
employee and
sponsor feedback
Project team
members
 The tools required for the
ceremony in terms of
furniture, microphones,
speaker, computer
systems, projectors, and
awards shall be acquired
from the vendors.
 Project schedule and
budget and the allocation
of the duties shall be
communicated
Operational
Requirements
High Functional tools ,
project schedule
and budget
Suppliers and Payments for the acquired tools Third-party Moderate Approved
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Project Management Report
Vendors shall be made requirements payment receipts
Scope Management Plan
Authority and Responsibility for Scope Management
The project sponsor will have the authority to approve the changes in association with the scope
and will also review the same from time to time.
The project manager will be the prime resource responsible for the management of scope. The
project team members will assist the manager in the management of the project scope (Waddell,
2010).
Scope Statement
In-Scope
 The implementation of the functional requirements in terms of the venue bookings,
caterer bookings, invitation design and distribution along with food and drinks menu
design.
 Non-functional requirements in terms of enhancing the experience of the attendees during
the ceremony.
 Procurement of the tools and equipment for the ceremony
 Management of the project risks, conflicts and changes
Out-of-scope
 Negotiation with the third-parties by the project team.
 Decision on the partners and associates of the sponsor that shall be invited to the
ceremony.
Work-Breakdown Structure
 Student Award Ceremony
o Initiation of the project
 Technical and operational Feasibility
 Economical and Environmental Feasibility
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Project Management Report
 Project Chartering
 Submission of the charter
 Milestone 1: Project Charter
o Project Planning
 Scope management
 Time and budget management
 Risk management (Indelicato, 2010)
 Communication and resource management
 Project Plan document creation and submission
 Milestone 2: Project Plan
o Venue Selection and Booking
 Short-listing of the venues
 Discussion with the organizing committee
 Selection of the venue
 Check on availability
 Venue booking
 Milestone 3: Venue booking confirmation receipt
o Guest list preparation and invitation
 Acquiring of guest list from the sponsor
 Designing of the invitation cards for students, hosts, speakers, special
guests and attendees ‘
 Distribution of the invitation cards
 Milestone 4: Invitation cards
o Procurement of the tools
 Hardware for the ceremony – Microphones, speakers, projector and
computer systems
 Furniture and interior designing equipment
 Milestone 5: Confirmation receipts
o Ordering of the ceremony activities
 Introductory speech
 Notification to the speakers on their slots and assigned duration
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Project Management Report
 Preparation of the speeches by host
 Distribution ceremony slot
 Food and drinks distribution in-between and the end
 Vote of thanks
 Milestone 6: Ceremony activities
o Catering Activities
 Design of the food menu
 Design of the drinks menu
 Payment to the caterers for final bookings
 Milestone 7: Booking confirmation from caterers
o Project Closure
 Organization of the ceremony
 Acquiring the feedback
 Analysis of feedback
 Acceptance of deliverables
 Sign-offs
 Closure report preparation and submission
 Milestone 8: Closure Report
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Student Award
Ceremony
Initiation of the
project
Technical and
operational
Feasibility
Economical and
Environmental
Feasibility
Project Chartering
Submission of the
charter
Milestone 1:
Project Charter
Project Planning
Scope
management
Time and budget
management
Risk management
Communication
and resource
management
Project Plan
document creation
and submission
Milestone 2:
Project Plan
Venue Selection
and Booking
Short-listing of the
venues
Discussion with the
organizing
committee
Selection of the
venue
Check on
availability
Venue booking
Milestone 3: Venue
booking
confirmation
receipt
Guest list
preparation and
invitation
Acquiring of guest
list from the
sponsor
Designing of the
invitation cards for
students, hosts,
speakers, special
guests and
attendees ‘
Distribution of the
invitation cards
Milestone 4:
Invitation cards
Procurement of the
tools
Hardware for the
ceremony –
Microphones,
speakers, projector
and computer
systems
Furniture and
interior designing
equipment
Milestone 5:
Confirmation
receipts
Ordering of the
ceremony activities
Introductory
speech
Notification to the
speakers on their
slots and assigned
duration
Preparation of the
speeches by host
Distribution
ceremony slot
Food and drinks
distribution in-
between and the
end
Vote of thanks
Milestone 6:
Ceremony activities
Catering Activities
Design of the food
menu
Design of the
drinks menu
Payment to the
caterers for final
bookings
Milestone 7:
Booking
confirmation from
caterers
Project Clo
Organi
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Acq
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An
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Acce
del
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Closu
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sub
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Project Management Report
Measurement and Verification of the Scope
The scope will be measured on the basis of the requirements and specifications provided by the
project sponsor. The scope will then be approved by the sponsor.
The scope will be verified by the project manager at the internal level and will be verified by the
project sponsor at the external level.
Change Processes
The change processes that will be included in the project will include the enhancement of the
project scope in terms of the non-functional requirements.
The organizing committee may arrange for the accommodation of the guests and attendees as
stated by the project sponsor (Aubry, 2010).
There may also be changes in the number of guests which will be accepted with a variance of
10% from the original.
Acceptance of Deliverables
The acceptance of deliverables will be carried out in the closure stage of the project. The
deliverables will be accepted and approved by the project client.
Change Management Plan
The changes associated with the project will be managed and will be carried out using three-
staged management process.
 Planning for the changes: The planning processes will be carried out using the change
request as the first step. The request will be accepted and approved by the sponsor with
the time and effort stated on the same.
 Management of the changes: The changes will be executed as per the assigned schedule
and budget and the management will review the progress.
 Reinforcement of the changes: The final phase will be the reinforcement of the changes
to ensure that it has been successfully completed.
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Project Management Report
Change Request Form
Change Request ID
Date
Summary of the changes
Need for change
Description of the change
Time Required
Budget Required
Effort Required
Change Category/ Department
Approved (Y/N)
Conclusion
Project planning is an extremely important phase in the project. It is necessary to make sure that
the planning and the overall project management is carried out in the projects to achieve the
success. In case of the arrangements for student award ceremony, there is a lot of management
that is required to be done in order to accomplish the project goals.
References
Aubry, M. (2010). Project management in extreme environments. Project Management Journal,
41(3), 2-3. http://dx.doi.org/10.1002/pmj.20185
Bredillet, P. (2005). International Journal of Project Management. International Journal Of
Project Management, 23(1), 86. http://dx.doi.org/10.1016/j.ijproman.2004.03.003
Gladden, R. (2010). Managing project uncertainty. Project Management Journal, 41(3), 100-
100. http://dx.doi.org/10.1002/pmj.20188
Ika, L. (2009). Project success as a topic in project management journals. Project Management
Journal, 40(4), 6-19. http://dx.doi.org/10.1002/pmj.20137
Indelicato, G. (2010). Work breakdown structures: The foundation for project management
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excellence. Project Management Journal, 41(3), 101-101.
http://dx.doi.org/10.1002/pmj.20190
Rose, K. (2010). The complete project management methodology and toolkit. Project
Management Journal, 41(2), 82-82. http://dx.doi.org/10.1002/pmj.20172
Waddell, S. (2010). Public-sector project management: Meeting the challenges and achieving
results. Project Management Journal, 41(3), 102-102. http://dx.doi.org/10.1002/pmj.20187
Willems, L. (2015). Classification of articles and journals on project control and earned value
management. International Journal Of Project Management, 33(7), 1610-1634.
http://dx.doi.org/10.1016/j.ijproman.2015.06.003
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