Project managemenf Question 3 You are planning a major management meeting cum co

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Project managemenf

Question 3 You are planning a major management meeting cum corporate planning session. This will take place in 12 months time. Managers from subsidiary firms across the Asia Pacific will be coming to Singapore for this meeting, which is expected to last for about 5 days. Some managers may be accompanied by their partners who do not participate in the meeting proper but who usually join the evening social events. (a) Prepare an outline of the Project Plan for this project. [12 marks (b) Analyse the contribution of each part of the Project Plan to effective project management. 13 marks Total 25 marks]

Explanation / Answer

Objective: Successfully conduct the management meeting at recognized location

Functional tactics:

• Identify Areas of improvement

• Identify stakeholders who will drive the implementation

• Identify solutions

• Plan risk mitigation strategy

Action Items:

1. Identify the project team to drive the site readiness.

2. Identify Areas of improvement using expert advice, internal ideas.

3. Identify stakeholders who will drive the technology implementation

4. Identify solutions using SWOT

5. Prepare risk register and plan mitigation strategy

Detailed action items:

1. Identify the major stakeholders and project team to drive the implementation

a. Identify the project sponsor, project leader and project manager. Project sponsor is the one who has the final say in the project with regards to finance, project solution and approach. She/he is the wholesome owner of the project.

b. A suitable project leader who has significant experience in deployment of such major events should be identified to drive the design, planning and strategic framework for successful implementation. She/he should ideally be experienced in delivering multiple large scale projects in the defined timelines and able to work in budget constraints.

c. A project manager who can design the project plan and follow up the day to day activities is another clog in successful implementation of a project. She/he will also be able to quickly identify potential problems with regards to change management issues.

2. Identify solutions

a. The standard practice to identify solution is to bring an external expert who has knowledge on the latest technological advances

b. The identified solution must be validated with the organizations IT and Technology team for integration and data transfer compatibilities.

c. The solutions should be SMART (Specific, Measurable, Achievable, Realistic, Time-bound)

3. Plan risk mitigation strategy

a. A risk mitigation strategy should be prepared to deal with any issues that can result in disruption of business continuity.

b. Risk is an event that stops the functioning of an organization and eventually affects the business continuity.

c. To be prepared with a risk mitigation strategy, one should ideally prepare a risk register.

d. A risk register is a document that has all the risks associated with a function with regards to natural calamities, technology failure, machine failure, process deficiency, human rights violation and issues, etc.

e. All possible risk events should be identified and corresponding risk solutions should be provided. All events should be ranked and based on the risk having highest impact, the mitigation strategies should be implemented.

The project plan should have the following headers

• Initiation of project

• Definition of project scope

• Sprint 1 for event logistics coordination

• Sprint 2 deployment of event logistics coordination

• Event Execution

• Documentation of all activities

• Project Closure

To ensure the project plan is effective and proper, the initiation of project phase should include collecting all data about stakeholders, shortlisting locations of event meeting etc. The definition phase should include finalizing the agenda for meeting, finalizing the stakeholders, obtaining signoff on event budget etc. In Sprint 1, all the logistic vendors relating to air, road travel, hotel accommodations, food arrangements, etc. need be finalized and mobilized in this phase. In the sprint 2 all remaining activities should be completed. Then the main event can be planned and executed as per the agenda fixed initially. All the activities must be documented properly to ensure it can be analyzed later to improve it in future events.

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