Task 2: Conference schedule project

MANAGERS
NETWORK
CONFERENCE

Initiation Planning Execution Control Closeout

Evaluation & Create Project Kickoff Project Audit

Recommendation Preliminary Meeting Management Procurement
s Scope Statement

Develop Project Determine Verify & Validate Project Status Document

Charter Project Team User Meetings Lessons Learned
Requirements

Deliverable: Project Team Risk Update Files/

Design System
Submit Project Kickoff Meeting Management Records
Charter

Project Sponsor Develop Project Procure Update Project Gain Formal

Reviews Project Plan Hardware/Softwa Management Acceptance
Charter re Plan

Project Charter Submit Project Install Archive Files/

Signed/Approved Plan Development Documents
System

Milestone: Project
Testing Phase
Plan Approved

Install Live
System

User Training

Go Live

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Work Breakdown Structure

Conference facilities require a centrally located venue that has a conference room that can
accommodate up to 150 people. Invited speakers will want to be accommodated nearby, so
there will need to be an appropriate hotel in the vicinity.
The venue will also need to be able to provide onsite catering for the meeting attendees.

Schedule/Time Management

Manager Networks
Project Management Plan
Leadership Conference 2018: Leading in the twentieth century
- Purpose of Project Management Plan
The intended audience of the MANAGERS NETWORK PMP is all project stakeholders
including the project sponsor, senior leadership and the project team. Manager Networks is
an organization that provides networking events for business people across Australia. The
company runs regular networking events but has now decided to start an annual
conference event focusing on an area of business considered to be of key importance. It is
hoped that the conference will provide information on cutting edge leadership topics that
focus on leadership skills, knowledge and trends.

- Executive Summary of Project Charter

Administration Manager for Manager Networks develop and implement a project schedule
for the conference
CEO has ultimate responsibility for the conference, you will be responsible for the ongoing
development of the congress in cooperation with several other staff members, who will use
their expertise in different areas to support your project management.

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Donna Chisholm, who is the co-ordinator of the Manager Networks’ trainers, will help with
contacting and lining up the speakers. She has already drafted a Conference Program,
which can be used until the speakers have been finalised.
Dan Streep, the Administration Assistant has had experience with the ground level work
required for a conference, and he will help to determine and prepare the venue.
Edith Partridge, the Chief Financial Officer will be in control of the finances of the congress.
Erin O’Donnell, the Manager Networks Marketing Manager, will co-ordinate the marketing
material.

- Scope Management
the conference will provide information on cutting edge leadership topics that focus on
leadership skills, knowledge and trends.
Milestones
The table below lists the milestones for this project, along with their estimated completion
timeframe.
milestones estimated completion timeframe
meeting 1 day
official task comunication after the meeting it will run for 30
days
agenda of the conference it will start after ceo approve the
mock and it will be reviewed for 7
days
finde the venue 30 days of time to find the right venue
book the venue it will be booked after the ceo will
approve one venue among the 3
provided
budgeting check after we book the venue to check how
much we have spent so far
marketing plan based on conference venue and
agenda
publish marketing once prepared tested and approve
from marketing manager and ceo
engage speakers we engage speakers as soon as we
know the agenda of the conference
invite attendees invite attendees after we know the
speakers
testing conference we test the conferecne with the
speakers to actually evaluate and test
the duration
conference day on day of conference on 4 october
2018
conferecne review from the day after the conferecne we
are going to review the expenses
attendees feedback and all other
relevent outcomes

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Project Schedule
The project schedule is as per the timeline shown in the above Gantt-chart.
- Dependencies
CEO has ultimate responsibility for the conference; you will be responsible for the ongoing
development of the congress in cooperation with several other staff members, who will use
their expertise in different areas to support your project management.
Donna Chisholm, who is the co-ordinator of the Manager Networks’ trainers, will help with
contacting and lining up the speakers. She has already drafted a Conference Program,
which can be used until the speakers have been finalised.
Dan Streep, the Administration Assistant has had experience with the ground level work
required for a conference, and he will help to determine and prepare the venue.
Edith Partridge, the Chief Financial Officer will be in control of the finances of the congress.
Erin O’Donnell, the Manager Networks Marketing Manager, will co-ordinate the marketing
material.

- Cost/Budget Management

Budget Item PY-1 PY CY BY BY + 1 BY + 2 BY + 3 BY + 4 Total

Planning:
Budgetary Resources $ - $ - $ - $ - $0.00
Outlays $ - $ - $ - $ - $0.00

Development &
Implementation of
Project:
Budgetary Resources $ - $ - $ - $ - $0.00
Outlays $ - $ - $ - $ - $0.00
Total, sum of stages:
Budgetary Resources $ - $ - $ - $ - $0.00
Outlays $ - $ - $ - $ - $0.00
Operations &
Maintenance:
Budgetary Resources $ - $ - $ - $ - $0.00
Outlays $ - $ - $ - $ - $0.00
Total, all stages:
Budgetary Resources $ - $ - $ - $ - $0.00
Outlays $ - $ - $ - $ - $0.00
Government FTE cost $ - $ - $ - $ - $0.00

- Quality Management
I am the responsible for the quality management. I have to make sure that the
conference planning always runs smoothly.

- Human Resource Management

CEO.
Donna Chisholm
Dan Streep
Edith Partridge
Erin O’Donnell
Speakers
Participant
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 - Communications Management
All communication have to done via email. Any face to face communication must be
also communicated via email. All departments are required to share information
across all other in order to all be aware on evolution of the plan.

- Risk Management
Each department involved into the project is required to provide a contingency plan.
All contingency plan needs to be reviewed first by me and then by the CEO. Each
contingency plan that has been approved needs to be communicated and sent via
email and hard copy to all mangers of the other department participating in the
project.
The CEO and I will provide a unified contingency plan which will run across the main
point of concerns of each contingency plan received.

6- Review and complete your Project Schedule

7- Dear Mr. Mitch,

As Administrator Manger of the conference that will be held on the 4 th October 2018, I
want to inform you that the team members are working hard to make sure that everything
would be ready as planned. We have been followed our project schedule and fortunately
we didn’t have any delayed that would put our conference in risk.

In our first meeting we have assigned everyone duties and introduced the project WBS to
make sure that the team is on track and is completing the tasks as required in our project
schedule.

You will find attached to the email:

 Project Management Plan with details about the roles and responsibilities of each
members, the risks, milestones and budget. Moreover,
 Project schedule with all tasks required for the project success
 WBS

I wanted to schedule time for us to discuss what you thought about the meeting. As I
reflect on what went well and what could be improved, I thought it would be a good idea to
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get your input.

Specifically, I’d like your thoughts on one to three things that went well and one to three
things that could have gone better. Any guidance you can provide is greatly appreciated.

Looking forward to speaking with you.

Your sincerely,

Administrator Manager
Juan Rios

8- Good afternoon team,

Please see the below email, which has been sent to the CEO and it has been approve from
him:
As off the 14th May 2018, please read the following about the updates on the project plan:
● Donna Chisholm reported that she has only received confirmation from two of the
speakers. She has tried telephoning them but hasn’t been able to speak to the other two
yet. Donna asked for another two weeks, by when she assures you, she will have speaker
confirmations and topics finalised.
● Dan Streep booked the Park Royal yesterday after assessing the quotes received and
discussing the choice with Edith Partridge. Unfortunately, he received a most apologetic
telephone call this morning to tell him that the Park Royal’s Managing Director had already
assured a pharmaceutical company that they could book the venue for the whole week-
end, including the Friday. Dan will go back to the list of quotes and discuss a new choice
with Edith Partridge later that day.
● Erin O’Donnell, the Manager Networks Marketing Manager, is still waiting on the
speakers, topics and venue before he can put the promotional material together. He has
spoken to the printers, and they are still expecting to receive the brochure soon, so they
can be printed in time.

Please also read the concerns and consequent resolution I believe are perfect for risk
resolution:
Possible speaker changes – I will inform the new speakers on the conference purpose and
how we expect the communication needs to be delivered
Possible attendee’s attendance unavailability – if attendees are unavailable I will invite their
assistant so to be able to send the message
Over budgeting – it will make sure that the project is how expected
Failure of marketing program – main problem because we need to send the right message
to the participant, if it does not work we need to be perfect on the conference day and
address the marketing message failure.

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Please see also attached the reviewed timeline:

Hope this is helpful and if you have any concern feel free to contact me at anytime.

Kind regards

Administrator Manager
Juan Rios

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