project management plan for global project management conference (gpm)
TRANSCRIPT
E-Sis
Company
Project
Management Plan
for Global Project Management Conference (GPM)
E-Sis
Company
Project Management Plan
(1) Scope
(2) Schedule
(3) Cost
(4)Quality
(5)Communications
(6)Human
Resources
(7)Risks
(8)Stakeholders
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1) Scope
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Project Scope Statement
• Project Scope
• Provide necessary resources and capabilities of Project
Management as a tool to take decisions on critical
businesses in order to conduct Global Project
Management conference.
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Project Scope Statement
• Main Objective
• To conduct Global Project Management Conference in
order to emphasize that Project Management is crucial for
mitigating and avoiding risks of critical businesses
including nuclear threats due to natural disasters.
• Deliverables
1) Master Project Plan
2) Global Project Management Conference
3) Summary bulletin
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Project Scope Statement
• Constraints• Budget Constraint
• Government budget is limited. The financial plan has to mention the project costs,
revenues, the conference fee and other financial elements in detail.
• Cost & Profit
• Conference entry fee must be less than 200 US$. Profit ratio should be in the range of 5%
to 10%.
• Time Constraint
• 20th. November, 2014 – 29th May, 2015
• Assumptions• Participants
• 4000 individuals and two participants from each 60 companies will be participated.
• All participants will be actively participated in avoiding and mitigating nuclear threats
associated with natural disasters.
• Analogue cost estimate method will be succeeded
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Proj: Scope StatementTime Description
Nov. 20 RFP submitting
Nov. 21 – Dec. 5 Master project plan development
Nov. 27 Internal Review
Dec. 4 Internal Review
Dec. 11 Master project plan presentation
Dec. 12 - 19 Primary contractor selection
Dec. 24 Project kickoff
Dec. 25. – Jan. 16 Detail project plan development
Jan. 21 Final project plan review
Feb. 2 –Apr. 27 Fortnightly progress review
May 1 Final progress Review
May 13 -15 Conference
May. 29 Closing reviewMil
esto
nes
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Conference Venue Layout
Main Auditorium Hall
Exhibition Hall
Conference Room(1)
Conference Room(2)
Conference Room(3)
Conference Room(4)
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Conference Schedule
Time Day 1 Day 2 Day 3
General Session Seminar 2 for G1,G2,G3,G4 -
At R1,R2,R3,R4
Introduction on ExhibitionExhibition Part 2 for
G5,G6,G7,G8
12.00 - 1.00 p.m Break Break Break
Seminar 1 for
G1,G2,G3,G4 -At
R1,R2,R3,R4
Seminar 2 for G5,G6,G7,G8-
At R1,R2,R3,R4
Exhibition Part 1 for
G5,G6,G7,G8
Exhibition Part 2 for
G1,G2,G3,G4
4.00 - 4.30 p.m. Tea Break Tea Break Tea party & Close
Seminar 1 for
G5,G6,G7,G8 - At
R1,R2,R3,R4
Exhibition Part 1 for
G1,G2,G3,G4
Conference Schedule
9.00 a.m - 12.00
1.00 - 4.00 p.m
4.30 - 7.30 p.m.
Feedback, Review Session
Network Meeting - All
Group at Main Auditorium
Panel Discussion- All
Groups at main Auditorium
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Work Breakdown Structure
Global Project Management Conference (GPM)
(D1)Master Project Plan
Develop Master Plan
Submit Proposal
Finale Project Review
Presentation to IUJ
(D2)Conference
General Session
Logistic
Seminars
Logistic
Network meetings
Logistics
Panel discussions
Logistics
Exhibitions
Logistics
Feedback
Session
(D3)Summary Bulletins
Reviewing
Documentation
Submit Bulletin
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Work Breakdown Structure
Logistics
Venue
Enquires
Select & Book
Speakers
Invitations
Confirmations
Delegation/ Participants
Invitation Confirmation Public Announce
Press Conference
Press Release
Advertising
Food & Accommodation
Enquires
Select & Book
Transportation
Enquires
Bus Timetable
Handouts
Collect Handouts
Printing
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2) Schedule
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Tim
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Task Name Duration Start FinishPredecessors
Global Conference Project 97 days Wed 12/24/14 Thu 5/7/15
Gloobal Conference Project 97 days Wed 12/24/14 Thu 5/7/15
Project governance 3 days Wed 12/24/14 Fri 12/26/14
kickoff meeting 1 day Wed 12/24/14 Wed 12/24/14
Final Project Plan Review 2 days Thu 12/25/14 Fri 12/26/14
D1) Develop project management plan 94 days Mon 12/29/14 Thu 5/7/15
Define scope & Schedule 9 days Mon 12/29/14 Thu 1/8/15
Review project charter 1 day Mon 12/29/14 Mon 12/29/14
Analyze requirements 4 days Tue 12/30/14 Fri 1/2/158
Document scope statement 2 days Mon 1/5/15 Tue 1/6/159
Crete WBS 1 day Wed 1/7/15 Wed 1/7/1510
Define Schedule 1 day Thu 1/8/15 Thu 1/8/1511
Estimate cost 2 days Fri 1/9/15 Mon 1/12/15
Estimate activity cost 1 day Fri 1/9/15 Fri 1/9/15
Budgeting cost 1 day Mon 1/12/15 Mon 1/12/1514
Communication 1 day Tue 1/13/15 Tue 1/13/15
Define Channels 1 day Tue 1/13/15 Tue 1/13/15
Resource Management Plan 1 day Tue 1/20/15 Tue 1/20/15
Organization Chart & Resource Plan 1 day Tue 1/20/15 Tue 1/20/15
Develop risk management plan 1 day Wed 1/21/15 Wed 1/21/15
Identify risks 1 day Wed 1/21/15 Wed 1/21/15
Plan risk response 1 day Wed 1/21/15 Wed 1/21/1521FF
Submitting & Approving 77 days Wed 1/21/15 Thu 5/7/15
Submit plan 1 day Wed 1/21/15 Wed 1/21/15
Final Project Review 71 days Thu 1/22/15 Thu 4/30/15
Presentation to IUJ 5 days Fri 5/1/15 Thu 5/7/1525
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CompanyTask Name Duration Start Finish
Predecessors
D2) Conference Plan 66 days Fri 1/2/15 Fri 4/3/15
General Sessions 22 days Fri 1/2/15 Mon 2/2/15
Venue 18 days Mon 1/5/15 Wed 1/28/15
Enquires 13 days Mon 1/5/15 Wed 1/21/15
Select & Book 3 days Mon 1/26/15 Wed 1/28/1531
Speakers 13 days Fri 1/2/15 Tue 1/20/15
Invitations 10 days Fri 1/2/15 Thu 1/15/15
Confirmation 3 days Fri 1/16/15 Tue 1/20/1534
Participants 20 days Mon 1/5/15 Fri 1/30/15
Invitations 8 days Mon 1/5/15 Wed 1/14/15
Confirmation 5 days Thu 1/15/15 Wed 1/21/1537
Public Announcement 7 days Thu 1/22/15 Fri 1/30/15
Press Conference 3 days Thu 1/22/15 Mon 1/26/15
Press Release 2 days Mon 1/26/15 Tue 1/27/1540
Advertising 3 days Wed 1/28/15 Fri 1/30/15
Food & Accomodations 15 days Mon 1/5/15 Fri 1/23/15
Enquires 10 days Mon 1/5/15 Fri 1/16/1531SS
Select & Book 5 days Mon 1/19/15 Fri 1/23/1544
Transportation 13 days Mon 1/5/15 Wed 1/21/15
Enquires 10 days Mon 1/5/15 Fri 1/16/1531SS
Bus Timetable 3 days Mon 1/19/15 Wed 1/21/1547
Handouts 8 days Thu 1/22/15 Mon 2/2/15
Collect Handouts 5 days Thu 1/22/15 Wed 1/28/1538
Prinint 3 days Thu 1/29/15 Mon 2/2/1550
Tim
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CompanyTask Name Duration Start Finish
Predecessors
Seminars 24 days Mon 2/2/15 Thu 3/5/15
Venue 18 days Thu 2/5/15 Mon 3/2/15
Enquires 13 days Thu 2/5/15 Mon 2/23/15
Select & Book 3 days Thu 2/26/15 Mon 3/2/1554
Speakers 13 days Mon 2/2/15 Wed 2/18/15
Invitations 10 days Mon 2/2/15 Fri 2/13/15
Confirmation 3 days Mon 2/16/15 Wed 2/18/1557
Participants 19 days Thu 2/5/15 Tue 3/3/15
Invitations 8 days Thu 2/5/15 Mon 2/16/15
Confirmation 5 days Tue 2/17/15 Mon 2/23/1560
Public Announcement 7 days Sun 2/22/15 Tue 3/3/15
Press Conference 3 days Sun 2/22/15 Tue 2/24/15
Press Release 2 days Thu 2/26/15 Fri 2/27/1563
Advertising 3 days Sat 2/28/15 Tue 3/3/15
Food & Accomodations 15 days Thu 2/5/15 Wed 2/25/15
Enquires 10 days Thu 2/5/15 Wed 2/18/1554SS
Select & Book 5 days Thu 2/19/15 Wed 2/25/1567
Transportation 13 days Thu 2/5/15 Mon 2/23/15
Enquires 10 days Thu 2/5/15 Wed 2/18/1554SS
Bus Timetable 3 days Thu 2/19/15 Mon 2/23/1570
Handouts 8 days Tue 2/24/15 Thu 3/5/15
Collect Handouts 5 days Tue 2/24/15 Mon 3/2/1561
Prinint 3 days Tue 3/3/15 Thu 3/5/1573
Tim
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CompanyTask Name Duration Start Finish
Predecessors
Network Meeting & Panel Discussion 21 days Fri 3/6/15 Fri 4/3/15
Venue 16 days Fri 3/6/15 Fri 3/27/15
Enquires 13 days Fri 3/6/15 Tue 3/24/1574
Select & Book 3 days Wed 3/25/15 Fri 3/27/1577
Speakers 13 days Fri 3/6/15 Tue 3/24/15
Invitations 10 days Fri 3/6/15 Thu 3/19/1574
Confirmation 3 days Fri 3/20/15 Tue 3/24/1580
Participants 18 days Fri 3/6/15 Tue 3/31/15
Invitations 8 days Fri 3/6/15 Tue 3/17/1574
Confirmation 5 days Wed 3/18/15 Tue 3/24/1583
Public Announcement 5 days Wed 3/25/15 Tue 3/31/15
Press Conference 3 days Wed 3/25/15 Fri 3/27/1584
Press Release 2 days Mon 3/30/15 Tue 3/31/1586
Advertising 3 days Sat 3/28/15 Tue 3/31/15
Food & Accomodations 15 days Fri 3/6/15 Thu 3/26/15
Enquires 10 days Fri 3/6/15 Thu 3/19/1577SS
Select & Book 5 days Fri 3/20/15 Thu 3/26/1590
Transportation 13 days Fri 3/6/15 Tue 3/24/15
Enquires 10 days Fri 3/6/15 Thu 3/19/1577SS
Bus Timetable 3 days Fri 3/20/15 Tue 3/24/1593
Handouts 8 days Wed 3/25/15 Fri 4/3/15
Collect Handouts 5 days Wed 3/25/15 Tue 3/31/1584
Prinint 3 days Wed 4/1/15 Fri 4/3/1596
Tim
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CompanyTask Name Duration Start Finish
Predecessors
Exhibation 24 days Fri 3/27/15 Wed 4/29/15
Venue 16 days Mon 4/6/15 Mon 4/27/15
Enquires 13 days Wed 4/1/15 Fri 4/17/1596
Select & Book 3 days Mon 4/20/15 Wed 4/22/15101
Speakers 13 days Wed 4/1/15 Fri 4/17/15
Invitations 10 days Wed 4/1/15 Tue 4/14/1596
Confirmation 3 days Wed 4/15/15 Fri 4/17/15104
Participants 13 days Wed 4/1/15 Fri 4/17/15
Invitations 8 days Wed 4/1/15 Fri 4/10/1596
Confirmation 5 days Mon 4/13/15 Fri 4/17/15107
Public Announcement 21 days Fri 3/27/15 Fri 4/24/15
Press Conference 3 days Mon 4/20/15 Wed 4/22/15108
Press Release 2 days Thu 4/23/15 Fri 4/24/15110
Advertising 3 days Fri 3/27/15 Tue 3/31/15
Food & Accomodations 15 days Wed 4/1/15 Tue 4/21/1596
Enquires 10 days Wed 4/1/15 Tue 4/14/15101SS
Select & Book 5 days Wed 4/15/15 Tue 4/21/15114
Transportation 13 days Wed 4/1/15 Fri 4/17/15
Enquires 10 days Wed 4/1/15 Tue 4/14/15101SS
Bus Timetable 3 days Wed 4/15/15 Fri 4/17/15117
Handouts 8 days Mon 4/20/15 Wed 4/29/15
Collect Handouts 5 days Mon 4/20/15 Fri 4/24/15108
Prinint 3 days Mon 4/27/15 Wed 4/29/15120
Feedback Session 5 days Thu 4/30/15 Wed 5/6/15121
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Company
Task Name Duration Start FinishPredecessors
HELD CONFERENCE 3 days Wed 5/13/15 Fri 5/15/15
General Sessions 1 day Wed 5/13/15 Wed 5/13/15
Seminars 2 days Wed 5/13/15 Thu 5/14/15
Exhibations 2 days Wed 5/13/15 Thu 5/14/15
Pannel Discussions 1 day Thu 5/14/15 Thu 5/14/15
Network Meeting 1 day Fri 5/15/15 Fri 5/15/15
Feedback & seminar review 1 day Fri 5/15/15 Fri 5/15/15
D3) Summary Bulletin 10 days Mon 5/18/15 Fri 5/29/15
Reviewing 3 days Mon 5/18/15 Wed 5/20/15
Documentation 5 days Thu 5/21/15 Wed 5/27/15
Summit Bulletin 1 day Thu 5/28/15 Thu 5/28/15
Closing Project 1 day Fri 5/29/15 Fri 5/29/15
Timeline
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3) Cost
Cost estimate based on Analogue Estimating
* Used our previous Experiences of similar projects
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Conference Activity Plan
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Conference Activity Plan
Total Budget for venue is = $ 2000
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Cost Estimate
Expected Revenue
No. of Participants
Individuals 4,000
Company 60* 2 persons 120
Total Participants 4,120
Expected Project Revenue = No. of Expected Participants * fee
per one participant
=4120*US$200
= US$ 824,000
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Estimate cost
US$
Total Bugeted Staff Cost 72,975 Annex 1
Deliverable-1
Fees for Hire Expertise of Project Dev Plan -
Deliverable-2
Advertising Fees 1,500
Fees for Venue (May 12 ~15) 500 Per Day 4 Days 2,000
Mailing Fees to invite delegates 1 Per Mail 4120 Perticipants 4,120
Public Announcement 500
Food & Beverages 4 Days 15 Per Day 4120 Perticipants 247,200
Accomodations 4 Days 15 Per Day 4120 Perticipants 247,200 Printing Handouts 7 booklets 2 Per Booklet 4120 Perticipants 57,680
Resource Person 2 hrs 100 Per Hr 7 Resource Person 1,400
Printing & Submitting Bulletins 7 booklets 2 Per Booklet 4120 Perticipants 57,680
Deliverable-3
Printing Bulletins 1 booklet 3 4120 Perticipants 12,360
Contigency Amout (5% of Budget) 37,007
741,622
Estimate Cost
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Total Budgeted Staff Cost
Budget for Project Staffs USD
Appointment
Date
End Date of the
Contact
Work
Duration in
Months
Salary Per
MonthBudget
Project Staff
Project Manager 01.11.2014 30.05.2014 7 1,000 7,000
Project Director 01.11.2014 30.05.2014 7 950 6,650
Project Execurive 15.11.2014 30.05.2014 6.5 900 5,850
Project Staff 1 15.11.2014 30.05.2014 6.5 700 4,550
Project Staff 2 15.11.2014 30.05.2014 6.5 700 4,550
Accountant 15.11.2014 30.05.2014 6.5 900 5,850
Supporting Staff 1 15.11.2014 30.05.2014 6.5 750 4,875
Supporting Staff 2 15.11.2014 30.05.2014 6.5 750 4,875
Project Marketing Executive 01.12.2014 30.05.2014 6 900 5,400
Supoting Staff 1 01.12.2014 30.05.2014 6 700 4,200
Project HR Executive 15.11.2014 30.05.2014 6.5 800 5,200
Suporting Staff 1 15.11.2014 30.05.2014 6.5 700 4,550
Logistic Officer 15.11.2014 30.05.2014 6.5 750 4,875
Suprting Staff 1 15.11.2014 30.05.2014 6.5 700 4,550
Total Bugeted Staff Cost 72,975
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4) Quality
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Quality
Project Quality Plan
USD
Conference entry fee 4120 200 824,000
Estimated Total project cost 746,497
Estimated Project Profit 77,503
Cost Benefit Ratio = Estimated Project Profit = 10.38223
Estimated Total project cost
Estimated Profit as a percentge of entry fee = Estimated Project Profit = 9.405704
Conference entry fee
Cost per person = Estimated Project cost = 746,497
No of Participates 4120
= 181
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5) Communication
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Stakeholders
• International University of Japan (IUJ)
• Project contractor
• Executive Director(Yuichi Naito)
• Projective Executive (Jey Rajasekera)
• Niigata Prefectural office
• Ministry of Economy, Trade and Industry(METI)
• Japan International Cooperation Agency (JICA)
• Project Management Association of Japan (PMAJ)
• Public Companies
• General Participants
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No of Channels = N(N-1)/2
• Stakeholders = 9
• Required potential communication
cannels = 36
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Project Team
Communication Plan
Audience Information Method Frequency Who is
Responsible
Owner and
Cosponsor
Project
announcement
E-Mai l,
Fax
Weekly Team Leads
Project teams Team Meeting Meeting Daily Team Leads
Project Teams
Owner and
Cosponsor
Team Meeting ,
Meeting Minute
E mail, Fax Weekly Team leads
Participants Meeting Agenda Email , Fax 2 Weeks
before
Conference
Project
manager
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Project Team Communication
Plan (cont. )
Audience Information Method Frequency Who is
Responsible
Owner and
Cosponsor
Project
Implementation
Network
Meeting, Video
Conferencing
One Month Project
Manager
Project
Manager
Feedback from
Stakeholder
E mail, Fax,
Video
conferencing,
cell phone
One Month Owner,
Cosponsor
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Output from Com: Plan
• Outputs
• Document Update
• Meeting Minutes
• Change Request
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6) Human Resource
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Human Resource
(Organization Chart)
Project Manager
Project Executive
Logistic Officer
IT Staff
General logistic Staff
Staff 1 Staff 2
Project Marketing Executive
Staff 1
Staff 2
Project Accounting Executive
Staff 1
Project Human Resources Executive
Staff 1
Project Director
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7) Risks
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CompanyRisk
Nr.Risk Description Possibility
Impact/
SeverityRisk Management Plan/ Mitigation Strategy
1Over costing more than the budget
allocated Medium High
The budget is limited. Thus, Marketing team should define
advertising strategy to guarantee that at least the pre-
registration of 4000 fees. Part of money collected would
help in preparation of the conference.
2 Lack of funding High High Ask for JICA and METI financial support
3 Delay on schedule Medium MediumOrganize meeting with facility staff members before the
conference
4 Guest Speakers cancelations Low HighAsk to the guest speaker confirmation and update speaker as
cancellation occur
5Lack of audience/ reduced
number of participantsMedium High
- Advertising
- Create a Website for a conference
- -Online Registration
- Inviting famous Guest Speakers
(Specialists in Project Management)
- High participation of Project Management Association of
Japan
6 Natural Disaster (Eg. Earthquake) Low HighPrepare an emergency plan for quickly evacuation in case of
natural disaster
7
Delay on logistics (Catering,
accommodation and
transportation)
Medium High
Update to Catering Service about the final number of
participants, according to pre-registration. Logistics Officer
must in permanent contact with the Hotels contracted.
8Equipment problems (Computer
and High Medium Allocate an IT staff
9Equipment problems (Computer,
projectors and printers) High Medium Allocate an IT staff
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8) Stakeholders
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Stakeholders
Stakeholders
IUJ Project Team(Project Owner)
Project Director (Yuichi Naito)
Project Executive (Jey Rajasekera)
Primary Contractor
Cosponsor
Niigata Prefecture Government
Ministry of Economy, Trade and Industry
(METI)
Japan International Corporation (JICA)
Project Management Association of Japan
Public Companies General participants
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Company
Thank You!