Project Delivery Report
Executive Summary
Australian Computer Society (ACS) is a non-profit organisation that wants to conduct a national conference for ICT professionals. Several industry experts and attendees will be attended for this project. However, for a successful conference event, project management is required by the authority. As ACS is a non-profit organisation they don’t have larger capability resources. Henceforth, this project management document will be quite helpful to determine project delivery. The purpose of this document is to determine project estimation, cost, delivery and other important aspects of management. Additionally, the report will provide risk management, communication, and change management plan. As the senior project manager, with the expertise of project management, the components for successful project delivery is determined in this PMP plan.
Table of Contents
Project Scope and Background. 3
Project Assumptions and Constraints. 5
Project Key Roles and Responsibilities. 6
Internal and External Stakeholders. 10
Project Marketing and Project Resources. 11
Project Risk Management Plan. 17
Project Change Management Plan. 18
Communication Management Plan. 19
Evaluation and Quality Delivery. 20
Introduction
The Australian Computer Society is a professional association which represent the interest of information and communication technology members in Australia. Furthermore, this professional body aims to expand professional excellence in IT as well as to promote Australian ICT technology resourcesfor development(ACS – The Professional Association for Australia’s ICT sector n.d.). Additionally, ACS focuses on the delivery of authorities’ independent knowledge, technology insights, provide useful information to members, conduct several training coursesfor the adoption of technology for benefit of government and society.ACS as a professional body of conduct arranges several regional conferences in the cities. Now, the board of directors want to hold the ACS national conference in month October 2019. However, ACS is unable to co-ordinate a bigger event for the first time at a national level. ACS as the active part of Project Management wants to plan and deliver a high-quality project. Therefore, the project management plan is required so that an effective project delivery can be achieved. PMP will work as the first significant project deliverable that will illustrate effective planning and control framework for the successful delivery of the project. In the previousfirst stage, due diligence report was approved. In the second stage, PMP will demonstrate control plan for successful national conference delivery.
The following sections will determine the project plan for successful delivery. It includes project description, constraints or difficulties, key project roles, stakeholders involved, project resources, project schedule, cost budget, risk management plan, communication plan and quality assurance evaluation.
Project Scope and Background
Project management is a widely used concept that has been implemented by several private, government and non-profit organisation. Furthermore, studies show that project management is a frequently used tool by an organisation to increase their productivity and efficiency(Mir & Pinnington 2014). Australian Computer Society has only one purpose to conduct innovation in ICT community. This national conference is quite important to be successful so that ACS can full fill their goals. This types of events are quite essential so that ICT professionals can have a platform to share their research globally. Therefore, to achieve successful project delivery management is a very crucial part. Without the proper organisation of project management and control, the conference can have a negative impact.
Australian Computer Society was established on 1 January 1966 as the combination of existing state computer societies(Philipson 2017). After so many years, national conference project is taken into consideration for having a global reach. Hence, the scope of this project is to deliver a successful conference for ICT professionals. This report will address project control and monitoring plan so that successful delivery can be achieved.
Aim and Objectives
The project aim and objectives associated with this PMP document are as follows.
- Establish a project management plan that covers all the major information on project delivery.
- Define key roles and responsibilities for the project team members.
- Provide estimated cost and schedule for project deliverables.
- Create a risk management plan with potential risk and mitigation strategies.
- Create a quality and evaluation criteria for project control and management facilities.
- Provide change management and communication management plan for the project delivery.
Project Plan
The project plan includes various activities which will be taken for planning the whole conference. The plan will discuss project descriptions, assumptions, constraints, project organisation, key roles, marketing, resources, estimation, cost budget, and stakeholders involved. Furthermore, various types of the project plan will be used such as change management, risk management and communication plan as well as quality control and evaluation.
Project Deliverables
- These are project deliverables which will be accomplished while the Australian Computer Society’s national conference will be held in October 2019.
- To contribute to the development of ICT project management industry by conducting a successful 3-day conference.
- To provide various opportunities to the bright attendees by making their connection to the industry experts.
- To facilitate information for attendees by giving them insights and ideas for career developmentand day to day work.
- Implement marketing strategies like social media or brand placementso that sponsorships can be gathered for the project successfully(Cornwell & Kwak 2015).
- Collaborate and coordinate with team members so that the conference can be executed.
- Licence and administration permit must be provided for guidelines and seeking approval.
- Proper arrangement of transport facilities such as air or bus for participating attendees.
- The select the venue which is near transport facilities and has ample hospitality requirements.
- Arrangement of meeting place where workshops and conference will hold for three days.
- Provide food, refreshments, and dinner to the attendees in the evening.
- Allot certificates to the attendees in the participation of the conference event.
- Implement safety surveillance and regulations for successful project completion,
- Allocate resources such as hardware and software to the participants.
- Disclose entire conference in collaboration and coordination with attendees as well as industry experts.
Project Assumptions and Constraints
Project assumption is something that is believed as truth based on knowledge and expertise. Whereas, project constraints refers to something that restricts actions of project team like cost and resources(Assumptions and Constraints in Project Management – projectcubicle 2018). In this section, project assumptions and constraints for the conference is discussed successfully.
Assumptions
- The total count for people available in the auditorium will be approximately 250 including attendees, industry experts and project team members.
- Experiencedspeakerswith good interpersonal skills will operate the whole conference for three days.
- Rydges World Square will be the venue where the conference will be held for three consecutive days.
- Refreshment like tea breaks, lunch and dinner will be offered to the participants with food and safety measures taken into consideration.
- Occupational health and safety services for the people attending the conference in case of emergency.
- From approximately 250 people 50 will be industry experts and rest will be participants, speakers and team members.
Project Constraints
Each project has limited constraints that should be addressed properly. According to PMBoK six factors are important and must be considered effective by the project manager such as scope, quality, schedule, budget, risk and resources(Snijders et al. 2013). In this project, these six constraints are assessed as the main priority.
- The scope of the project involves only 250 people as the conference participants.
- The quality evaluation for facilities of transport and hospitality should be rechecked.
- The project schedule does not have more time. Additional participants cannot squeeze in a short time.
- The budget for implementation cost cannot be bound over the estimation.
- Risk can occur anytime within project execution.
- There are only limited resources present for project delivery.
Project Organisation
The organisation of the project include major key roles that will be played by the team members involved. Furthermore, internal and external stakeholders that were involved as well as the project governance structure will be described.
Project Key Roles and Responsibilities
| Name of Task | Resource Role Name | Responsibilities | Report To |
| Project Initiation | |||
| Project feasibility analysis – Operational | Business Analyst | Study feasibility for operations with stakeholders and experts | Operational Manager, Project manager |
| Project feasibility analysis – Technical | System Analyst | Study feasibility for technical IT issues | Technical Manager, Project manager |
| Project feasibility analysis – Financial | Business Analyst | Study feasibility for financial issues | Finance department |
| Project Charter | Project Manager | Develop project charter for each process | Owner/ACS |
| Project Initiation Document | Project Manager | Create a project initiation document | Owner/ACS |
| Submission of Project charter and PID | Project Manager | Submit PID and project charter | Australian Computer Society |
| Milestone 1: Successful project initiation and due diligence approval | |||
| Project Planning | |||
| Identify smart objectives for the project | Business Analyst | Develop smart objectives for project delivery | Project Manager |
| Identify project scope statement | Business Analyst | Determine project scope and major deliverables | Project Manager |
| Project schedule and cost budget | Finance Department | Create a project schedule, budget for cost estimation | Project Manager |
| Gather details for the conference venue | Volunteer | Check with venue for their availability | ACS/Project Manager |
| Design risk and communication plan | Project Manager | Assess risk and communication plan for stakeholder | ACS |
| Milestone 2: Submit a project plan | |||
| Project Execution | |||
| Gather team members and assign roles | Project Manager | Divide role for each member | ACS |
| Conduct meetings with team members for marketing strategies | Marketing Manager | Create marketing strategies for sponsorships | Project Manager |
| Finalize conference venue with dates of 15, 16 and 17 October 2019 | Project Manager | Check with the conference venue | Project Manager |
| Finalize catering company | Project Manager | Final the catering company and menu for lunch and dinner | |
| Finalize air and bus transportation | Project Manager | Final the transportation management for pick up and drop | |
| Finalize the total project budget | Project Manager | Deliver project budget which is cost-effective | |
| Milestone 3: project executed as per plan | |||
| Project Monitoring and Control | |||
| Risk Identification and analysis | Project Manager | Identify major project risk | Risk Management |
| Mitigation Strategies | Project Manager | Provide mitigation strategies for risk | Risk Management |
| Track cost and effort for project completion | Project Manager | Estimate whether a cost is going up or down | ACS |
| Monitor all the deliverable meets the conference | Volunteer | Monitor whether deliverables are proper or not | Project Manager |
| Milestone 4: successful monitoring of all activities | |||
| Project Implementation | |||
| Inviting Speaker | HR Manager | Send an invitation to a conference | Project Manager |
| Inviting Keynote speaker | HR Manager | Send an invitation to a conference | Project Manager |
| Invite industry experts | HR Manager | Send an invitation to a conference and give a presentation | Project Manager |
| Gather sponsors and investors | Marketing Manager | Expert sponsors for funding money | Project Manager |
| Milestone 5: Successful project implementation | |||
| Project Closure | |||
| Starting conference | Speaker, Keynote Speaker | Host the national conference for ACS | |
| Providing documentation | Volunteer | Distribute documentation to attendees | HR Manager |
| Clearing out payments for venue, catering and transport facilities | Project Manager | Clear out payment checks for facilities hired at conference | Finance department |
Internal and External Stakeholders
Internal stakeholders were those who were involved in this project internally such as project management development team. While external stakeholders were those who were involved in the project indirectly and still had an important impact.
| Internal Stakeholders | External Stakeholders |
| Risk Management | Speaker, Keynote Speaker
|
| Project Manager | Volunteer Group
|
| Australian Computer Society – Owner: Yohan Ramasundara, Andrew Johnson | Security Company |
| Operational Manager | Caterers, Transport partner,and venue organiser, Hospitality Group |
| HR Manager | Industry Experts |
| Financial department | Project Sponsors: Rydges Hotels & Resorts, Seek, Foxtel Broadband, Telstra, Victoria University and Qantas Group |
Project Governance
Project Governance determines various stakeholders that are involved in the project. For example, partner board include sponsorships, steering committee include operational, risk, technical and operational manager. Additionally, quality control and other project operations are controlled by the project management team. Hence, our project organisation include these governance bodies.
Source (Project Management Structure – ADAS&ME n.d.)
Project Marketing and Project Resources
The project resources identify the requirements which will be necessary for the management of the conference.
Human Resources
| Name of Resource | Total Cost ($) |
| ACS owner | $1,00,000 |
| Project Manager | $ 30,000 |
| Operational Manager | $20,000 |
| Technical Manager | $10,000 |
| Finance Manager | $10,000 |
| Risk Manager | $10,000 |
| Total | $1,80,000 |
Technical Resources
| Name of Resource | Total Cost ($) |
| Venue | $50,000 |
| Hospitality Group | $80,000 |
| Venue Organiser | $50,000 |
| Speakers | $20,000 |
| Marketing | $10,000 |
| Media | $10,000 |
| Caterers | $30,000 |
| Transport partner | $40,000 |
| Volunteer Group | $50,000 |
| SecurityCompany | $22,000 |
| Total | $3,62,000 |
Participants
| Name of Resource | Cost ($)/Registration Fee | No. of Unit | Total Cost |
| ACS Members | $500 | 3 | $1500 |
| ICT Industry Experts | $500 | 50 | $25,000 |
| Other Attendees | $1000 | 200 | $2,00,000 |
| Total | $2,26,500 |
Project Costs
The project budget and cost estimation were determined from starting of the project, making conference arrangements, project execution to project successful closure. The total cost of the project for conducting conference is calculated as$58,000.
| Name of Task | Date | Cost of Implementation |
| Project Initiation | 15/08/2019 | $15,000 |
| Project feasibility analysis – Operational | 1/08/2019 | 1,000 |
| Project feasibility analysis – Technical | 5/08/2019 | 2,000 |
| Project feasibility analysis – Financial | 8/08/2019 | 4,000 |
| Project Charter | 10/08/2019 | 1,000 |
| Project Initiation Document | 13/08/2019 | 4,000 |
| Submission of Project charter and PID | 14/08/2019 | 3,000 |
| Milestone 1: Successful project initiation and due diligence approval | 15/08/2019 | 0.00 |
| Project Planning | 31/08/2019 | $10,000 |
| Identify smart objectives for the project | 16/08/2019 | 1,000 |
| Identify project scope statement | 18/08/2019 | 2,000 |
| Project schedule and cost budget | 20/08/2019 | 1,000 |
| Gather details for the conference venue | 24/08/2019
| 2,000 |
| Design risk and communication plan | 28/08/2019 | 4,000 |
| Milestone 2: Submit a project plan | 30/08/2019 | 0.00 |
| Project Execution | 15/09/2019 | $8,000 |
| Gather team members and assign roles | 1/09/2019 | 1,000 |
| Conduct meetings with team members for marketing strategies | 5/09/2019 | 1,000 |
| Finalize conference venue with dates of 15, 16 and 17 October 2019 | 8/09/2019 | 2,000 |
| Finalize catering company | 11/09/2019 | 2,000 |
| Finalize air and bus transportation | 12/09/2019 | 1,000 |
| Finalize the total project budget | 14/09/2019 | 1,000 |
| Milestone 3: project executed as per plan | 15/09/2019 | 0.00 |
| Project Monitoring and Control | 30/09/2019 | $12,000 |
| Risk Identification and analysis | 16/09/2019 | 2,000 |
| Mitigation Strategies | 18/09/2019 | 2,000 |
| Track cost and effort for project completion | 19/09/2019 | 4,000 |
| Monitor all the deliverable meets the conference | 23/09/2019 | 2,000 |
| Milestone 4: successful monitoring of all activities | 30/09/2019 | 2,000 |
| Project Implementation | 1/10/2019 | $5000 |
| Inviting Speaker | 1/10/2019 | 1,000 |
| Inviting Keynote speaker | 4/10/2019 | 1,000 |
| Invite industry experts | 7/10/2019 | 1,000 |
| Gather sponsors and investors | 14/10/2019 | 2,000 |
| Milestone 5: Successful project implementation | 14/10/2019 | 0.00 |
| Project Closure | 16/10/2019 – 18/09/2019 | 0.00 |
| Starting conference | 16/10/2019 | 0.00 |
| Providing documentation | 17/10/2019 | 0.00 |
| Clearing out payments for venue, catering and transport facilities | 18/10/2019 | 0.00 |
| 19/10/2019 | 0.00 |
Project Schedule
The project schedule is based on three months prior to the planning of conference date which is 15, 17 and 17 October 2019. Furthermore, decisions due as well as responsibilities for each task with a milestone date is discussed in the schedule below.
| Task Name | Project Milestone Date | Responsibilities |
| Project Initiation | 15/08/2019 | Start the project development |
| Project feasibility analysis – Operational | 1/08/2019 | Do operational feasibility study of the project |
| Project feasibility analysis – Technical | 5/08/2019 | Do a technical feasibility study of the project |
| Project feasibility analysis – Financial | 8/08/2019 | Do a financial feasibility study of the project |
| Project Charter | 10/08/2019 | Develop project charter for development |
| Project Initiation Document | 13/08/2019 | Create a PID document for project |
| Submission of Project charter and PID | 14/08/2019 | Submit charter and PID to owner |
| Milestone 1: Successful project initiation and due diligence approval | 15/08/2019 | The project initiation process is completed |
| Project Planning | 31/08/2019 | Plan the project roles, and tasks |
| Identify smart objectives for the project | 16/08/2019 | SMART Objectives |
| Identify project scope statement | 18/08/2019 | Scope Statement |
| Project schedule and cost budget | 20/08/2019 | Cost Estimation |
| Gather details for the conference venue | 24/08/2019
| Research best place |
| Design risk and communication plan | 28/08/2019 | Risk analysis and communication plan |
| Milestone 2: Submit a project plan | 30/08/2019 | Project Planning completed |
| Project Execution | 15/09/2019 | Execute project plan with the team |
| Gather team members and assign roles | 1/09/2019 | Roles |
| Conduct meetings with team members for marketing strategies | 5/09/2019 | Weekly Meetings |
| Finalize conference venue with dates of 15, 16 and 17 October 2019 | 8/09/2019 | Final Deal |
| Finalize catering company | 11/09/2019 | Final Deal |
| Finalize air and bus transportation | 12/09/2019 | Final Deal |
| Finalize the total project budget | 14/09/2019 | Final project budget |
| Milestone 3: project executed as per plan | 15/09/2019 | Execution completed |
| Project Monitoring and Control | 30/09/2019 | Monitor and control the project |
| Risk Identification and analysis | 16/09/2019 | Identify Risk |
| Mitigation Strategies | 18/09/2019 | Mitigation Strategy |
| Track cost and effort for project completion | 19/09/2019 | Cost and Effort |
| Monitor all the deliverable meets the conference | 23/09/2019 | Monitor |
| Milestone 4: successful monitoring of all activities | 30/09/2019 | Completed |
| Project Implementation | 1/10/2019 | Implement project in the conference |
| Inviting Speaker | 1/10/2019 | Send card |
| Inviting Keynote speaker | 4/10/2019 | Send card |
| Invite industry experts | 7/10/2019 | Send card |
| Gather sponsors and investors | 14/10/2019 | Marketing |
| Milestone 5: Successful project implementation | 14/10/2019 | Completed |
| Project Closure | 16/10/2019 – 18/09/2019 | Completed |
| Starting conference | 16/10/2019 | Completed |
| Providing documentation | 17/10/2019 | Completed |
| Ending Conference | 18/10/2019 | Completed |
| Clearing out payments for venue, catering and transport facilities | 19/10/2019 | Completed |
Project Risk Management Plan
| Risk Event | Likelihood | Consequence | Rating Out of 10 points | Mitigation Strategy | Responsible Offer | Rating Post Treatment Out of 10 points |
| Cost is Over Budget | Poor financial funding of resources from the project sponsor | Huge | 5 | Negotiation with project sponsor for increasing funds | Project Manager and Project Sponsor | 9 |
| Client Delivery | Failed to satisfy attendees queries | Medium | 3 | Investigation on why there was a failure. | Project Manager, Team Members, | 8 |
| Technical Errors | Insufficient software and hardware requirements and human resource such as projectors, speaker unavailability | Huge | 6 | Check with suppliers, Choose a list of alternatives, Keep spare hardware equipment for emergency. | Project Manager, Financial manager, operational manager, Technical manager | 10 |
| Legal Parameters | Breach of contract among parties | Medium | 7 | Ensure all rules and regulations are followed | Project Manager | 10 |
| Act of God | Natural Disaster such as weather delay | High | 6 | Arrange conference as per suitable weather | Project Manager, Volunteer Groups | 10 |
Project Change Management Plan
Change management is an important aspect which determines the requirements of the entire project. Following steps are taken into consideration for change management plan which is conducted for project development.
- Request Project Change: The changes that are considered is requested by the owner effectively.
- Record Project Change: The project changes are recorded for the project management request being made.
- Change evaluation: Evaluate the change processes which are taken after making request and recording.
- Accept: The changes made for the project are accepted effectively.
- Endorsement: It is a process in which changes goes through senior authorization and validity.
- Modifications: Modifications are implemented for change management approval.
- Change announcement: Changes for the project are announced in this step of the management plan.
- Change anchoring: The changes which are performed for the project are kept into sustainability for a longer run.
Communication Management Plan
Communication management plan demonstrates the communication among project team members, internal and external stakeholders involved as well as other groups that were associated with the project management task. Furthermore, the plan includes communication stages, audience, medium and frequency of that particular task. The communication plan for national conference planning is defined in the below table.
| Communication | Audience | Medium | Frequency |
| Project Initiation | Project Manager | Email, Meetings, voice and video conferencing | Two consecutive days |
| Financial discussion for project planning | Project Manager, ACS | Email, meetings | Weekly |
| Operational Management for conducting a conference | Project Manager | Email, meetings | Two consecutive days |
| Marketing for the conference on the social media platform | Project Manager | Emails, Documents | Two consecutive days |
| Sponsorship management from investors | Project manager, finance manager | Emails, Meetings | Weekly |
| Invite Speaker by sending them cards | Project Manager, Volunteer Group | Emails, Documentation, voice and video conferencing | Weekly |
| Volunteer Group management | Project Manager, ACS | Email, meetings | Everyday |
Evaluation and Quality Delivery
To ensure that project delivery is of proper quality evaluation is done for the project management processes. Henceforth, this section underlines various quality control measures that should be taken while conducting project management task. Additionally, this will also monitor project progress and control management.
| Project Deliverable Item | Deliverable Quality standards | Quality Control Activity | Checked | Approved |
| Program Direction | Benchmark | Direct program effectively | Yes | No |
| Project Management | Benchmark | Manage overall project activities | Yes | Yes |
| Program Management | Benchmark | Manage and monitor program | Yes | Yes |
| Quality of documentation | Benchmark | Check technical aspect of documents | No | No |
| Program Steering Committee | Benchmark | Monitor departments for project | Yes | Yes |
| Peer Review | Benchmark | Review work is done | Yes | Yes |
| Operations and Finance | Benchmark | Look into operation and project finance, cost budget and estimation | No | No |
| Retail, HR, CRM and Logistics | Benchmark | Manage departments | Yes | No |
| Issue conference papers | Benchmark | Issue documents for the conference that was held on October 2019. | Yes | Yes |
References
ACS – The Professional Association for Australia’s ICT sector n.d., viewed 7 October 2019, <https://www.acs.org.au/>.
Assumptions and Constraints in Project Management – projectcubicle 2018, viewed 7 October 2019, <https://www.projectcubicle.com/assumptions-and-constraints/>.
Cornwell, T & Kwak, D 2015, “Sponsorship-Linked Marketing: Introduction to Topics”, in , Journal of Sport Management, vol. 29, no. 2, pp. 133-136.
Mir, F & Pinnington, A 2014, “Exploring the value of project management: Linking Project Management Performance and Project Success”, in , International Journal of Project Management, vol. 32, no. 2, pp. 202-217.
Philipson, G 2018, a Vision Splendid: The History of Australian Computing, Australian Computer Society, Sydney, pp. 1-356.
Project Management Structure – ADAS&ME n.d., viewed 7 October 2019, <http://www.adasandme.com/about-adasme/project-management-structure/>.
Snijders, P, Wuttke, T, Zandhuis, A & Newton, S 2013, PMBOK Guide, 6th edn, Van Haren Publishing, Zaltbommel.