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BSBPMG409-412-417 Assessment Task 2-3-4 Mungunbaatar
BSBPMG409-412-417 Assessment Task 2-3-4 Mungunbaatar
Project charter
Project scope
This project will cover all aspects of the conference, including planning and follow-up. It is restricted to the
conference itself, and will not affect, or be accountable for, any other Grow Management Consultants
products or services.
Project objectives
Project deliverables
The Administration Manager is responsible for the overall coordination of the congress preparation.
Donna Chisholm will help with contacting and lining up the speakers.
Dan Streep will determine and prepare the venue.
Edith Partridge will be responsible for the project’s finances.
Erin O’Donnell will be responsible for marketing activities.
Grow Management Consultants
Leadership Conference 2020: Leading in the twentieth century
Introduction
The leadership conference will enhance Manager Network’s reputation and provide our clients with up to
date information on leadership skills, knowledge and trends. It will also provide clients with numerous
valuable networking opportunities for clients and staff.
Compliance
Successful completion of the project will support the following company Strategic Plan objectives:
relationship between the project and broader organizational strategies and goals
Project objectives
Benefits
Project deliverables
Effective marketing
Effective management
Enough staff
Provided with facilities and equipment that are necessary for the workshops
Effectively scheduled activities
Measurable outcomes
Project constraints
Insufficient resources
Project governance
The CEO will carry ultimate responsibility for the conference, but the conference planning will be
coordinated by the General Manager who will be the Project Manager. Each project team member is
responsible for their area of expertise, working closely with the Project Manager and the Project Assistant.
Project scope
This project will cover all aspects of the conference, including planning and follow-up. It is restricted to the
conference itself, and will not affect, or be accountable for, any other Grow Management Consultants
products or services.
- Plan the scope: Gather input from the stakeholders, then decide how to control the scope
- Collect requirements
- Define the scope: define exactly what is in scope and what is out of scope for the project
- Create a work Breakdown Structure
- Validate the scope
- Control the scope: a project’s status should be monitored from start to finish to ensure that it is
being executed according to the project management plan
Get quotes
Decide venue
Arrange catering
Decide topics
Identify speakers
Arrange speakers
Brief speakers
Implement marketing
communications
Process registrations
Milestones
The project milestones will include the completion of the WBS tasks.
Any changes to milestones must be made in consultation with the project team. This can be done at
meetings or by email.
Project stages
Include the tasks that define when each stage has been completed:
Stage 1: Project Charter approval
The Administration Manager is responsible for the overall coordination of the congress preparation.
Donna Chisholm will help with contacting and lining up the speakers.
Dan Streep will determine and prepare the venue.
Edith Partridge will be responsible for the project’s finances.
Erin O’Donnell will be responsible for marketing activities.
Project stakeholders
Project communication
Change management
Changes to the project schedule or Project Management Plan should only be made with the agreement of
the project team. Decisions are to be made by consensus, with the CEO having veto over any change.
Cost management
Cost management will be overseen by Edith Partridge, the Chief Financial Officer.
A financial report will by written by Edith within one month of the conference.
Resource requirements
Outline the budget for the project using the following table.
Projected costs
Rental cost of the venue and the equipment $600* 10= $6000
Payment for the speakers $2,000(per speaker) * 5= $10,000
Marketing costs $2000
Expenses relating the conference materials $500
Staff salary $700
Expenses of catering $200
Total $19,400
Project cost control procedures
Project costs will be controlled as follows:
Where a cost variation is considered, a change request must be submitted by email to the Project
Manager.
No cost change can be confirmed until it has been authorised by the Project Manager.
Risk management
All identified risks are to be discussed and documented at the project team meetings.
1. Ineffective speakers and/or topics will give negative impression on potential customers.
Risk treatment ideas:
Weaknesses:
Weaknesses:
Skills learned could be applied to other areas of the booth attendees’ jobs
Contact should be made with potential customers to inform them of the conference
Advertising for the conference should focus on Brisbane, Gold Coast and the Sunshine
Coast.
Booth attendees should highlight the company’s services to all people they have contact
with.
Strengths and weaknesses of risk treatments above:
Weaknesses:
It may be difficult and/or expensive to reach congress attendees prior to the congress
beginning
Strengths:
Speaking to conference attendees about the company’s services is a good way to begin a
discussion with them
Issue management
All identified issues are to be discussed and documented at the project team meetings. Issues that cannot
be resolved at the project team level are to be immediately escalated to include participation of the CEO.
A draft of this plan is to be completed by the Project Manager and Project Assistant and submitted to the
Project Team for their approval and feedback.
The baseline Project Management Plan will then be communicated to senior management and all project
team members.
The PMP and Project Schedule will be reviewed, and a report written for senior management within one
month of the conference.
To: CEO
From: Project Assistant
Dear CEO,
I would like to let you know that the Project Charter and Project
Management Plan is done. The whole project team is working so hard and
preparing very well for the Leadership Conference.
In the attached file I send you the Project Management Plan Baseline, you can
have a look.
I am looking forward for your feedback. If you any question, please let me know.
Best regards,
Mungunbaatar Losolsuren
As set out in the organizational procedures, I am required to write this report to the Project
Manager. Initially, the budgeted costs for the conference were finalized as:
Venue $45,000
Other $49,820
Total: $ 94,820
For the last few months, I would contact each Project Team member every month to review the
project’s progress. The conference project commenced one month ago, and during my review, I
received the information about the venue.
The first choice of venue is unavailable on the day I have required. The second-choice venue,
the convention rooms in the Elements Hotel (which is more centrally located and has better
facilities), will require an additional $5,000 to rent the venue. There are no other suitable venue
options available on that date. Although more expensive than the original venue, it has several
advantages:
So, there would be an additional $ 5,000 cost on the venue. I think we need to choose this
venue despite the cost, it has several advantages. Because we do not need to buy more rooms
to provide for the speakers and staff. Also, if the promote our event it would be great support for
the marketing.
Email (1)
I would like to inform you that we need a change in project cost. Initially, the budgeted
costs for the conference were finalised as:
Venue $45,000
Other $49,820
Total: $ 94,820
For the last few months, I would contact each Project Team member every month to
review the project’s progress. The conference project commenced one month ago, and
during my review, I received the information about the venue.
The first choice of venue is unavailable on the day I have required. The second-choice
venue, the convention rooms in the Elements Hotel (which is more centrally located and
has better facilities), will require an additional $5,000 to rent the venue. There are no
other suitable venue options available on that date. Although more expensive than the
original venue, it has several advantages:
So, there would be an additional $ 5,000 cost on the venue. I think we need to choose
this venue despite the cost, it has several advantages. I am looking forward for your
feedback and please provide me with the justification for the change.
Kind regards,
Project Assistant
PROJECT CHANGE REQUEST
As set out in the organizational preocedures, I am required to write this report to the Project
Manager. Initially, the budgeted costs for the conference were finalised as: (After the change in
the venue cost)
Venue $50,000
Catering $15,000
Speaker fees $10,000
Speakers’ travel and accommodation $4,520
Publicity $15,800
Courier $2,000
Printing $2,500
Total $99,820
After a month from the change in the venue cost, during my review, the Marketing Manager has
told me the last speaker of the day, Beverley Farah has just pulled out. Unfortunately, the
replacement speaker has advised me that his fees will be $3,500 rather than the allocated
$2,000 per speaker.
So, another $1,500 will be added on the cost of the speaker fees. This will result in the increase
in the total cost to $101,320. The speaker already pulled out so it is not possible to decrease the
pay.
We need to increase our project cost, not to make inconvenience for the speaker and in the
event.
Email
I would like to inform you that we need a change in project cost. As set out in the
organizational procedures, I am required to write this report to the Project Manager.
Initially, the budgeted costs for the conference were finalized as: (After the change in
the venue cost)
Venue $50,000
Catering $15,000
Speaker fees $10,000
Speakers’ travel and accommodation $4,520
Publicity $15,800
Courier $2,000
Printing $2,500
Total $99,820
After a month from the change in the venue cost, during my review, the Marketing
Manager has told me the last speaker of the day, Beverley Farah has just pulled out.
Unfortunately, the replacement speaker has advised me that his fees will be $3,500
rather than the allocated $2,000 per speaker.
So, another $1,500 will be added on the cost of the speaker fees. This will result in the
increase in the total cost to $101,320. The speaker already pulled out so it is not
possible to decrease the pay.
We need to increase our project cost, not to make inconvenience for the speaker and in
the event.
I am looking forward for you feedback. If you have any question regarding this matter,
please don’t hesitate to contact me.
Kind regards,
Project Assistant
Email to the replacement venue
The conference project commenced two months ago, and all activities are going well as
planned. However, there are two changes occurred in the project cost.
A month ago, the first choice of venue was turned unavailable on the conference day and we
chose second venue which is the convention rooms in the Elements Hotel (which is more
centrally located and has better facilities), will require an additional $5,000 to rent the venue.
There were no other suitable venue options available on that date. Although more expensive
than the original venue, it had several advantages:
Also, the last speaker of the day, Beverley Farah had pulled out. The replacement speaker has
advised that his fees will be $3,500 rather than the allocated $2,000 per speaker.
These changes occurred during the project. We took actions immediately, for not to make
inconvenience.
Assessment task 4
1. Assist in finalization of payments to conference speakers.
Alfred Jersey - $2,979 (included: speaker free, return flight, taxi form airport, taxi
to airport, etc ,. )
Trish Solomon - $2,169 (included: speaker free, taxi to conference, taxi from
conference, etc., )
Mark Henry - $2,759 (included: speaker free, return flight, taxi from airport, taxi to
airport, etc., )
Margret Cartwright - $2,866 (included: speaker free, return flight, taxi form
airport, taxi to airport, etc., )
We was planned the speakers’ travel fee would be $4,520. However, according to the
Invoice, the travel fee is $2,773 which is low from the planned cost.
Project outcomes
Review the project outcomes to determine whether the scope management approaches were
effective.
The Project Management Plan states that the success of this project can be measured by:
Project finances
The following expenditure details show the overall financial outcomes from the conference.
Total profit/loss:
Income: 395,000$
Expenses: 96,865$
Evaluation: excellent
Expenses Income
Venue $45,000 Registration fees: individuals $100,000
Catering $15,000 Registration fees: companies $100,000
Speaker fees $10,000 Sponsorship: Gold $50,000
Speakers travel $4,520 Sponsorship: Silver $45,000
Publicity $15,800 Sponsorship: Bronze $100,000
Courier $2,000
Printing $2,500
TOTAL $94,820 TOTAL $395,000
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