Project overview
Project objectives
- To plan a project regarding the digital management conference
- To avoid communication-based issues based on effective communication
- To highlight the importance of planned work breakdown to mitigate the time constraints
Expected benefits
- Effective communication is developed primarily to eliminate lack of communication
- Activity list is also mentioned for successful conduction of digital management conference
- The critical path and network diagram is another effective part that highlights the planning ways of this project
Estimated cost
- Approximately £25,000 will be allocated for the three days conference
- Approximately £5400 will be required for catering
- Approximately £10,000 will allocated for venue selection
- Approximately £9600 will estimated for technical support
Estimated timescale
- Within 7 months the planning of the project will be done
Major assumptions
- This project focuses on “Digital Delivery Magazine”or DDM
- Work breakdown structure is also developed to progress with this planning effectively
Constraints
- Risk associated with cost management can delay the process of DDM
- Communication issues can hamper the successful completion of DDM
“Digital Delivery Magazine” or DDM will be promoted with effective management of the communication plan, list of actions, WBS, and preparation of risk register. Furthermore, this is also effective to remove risks and successfully conducting the conference.
COMMUNICATION PLAN
| Stakeholders | Objectives | Message | Delivery method | Time | Message sources |
| Employees, team leaders, and volunteers | ● To contribute to the overall digital communication project
● To provide expertise and sponsors |
Update regarding training programme and readiness for implementing digital management conference | Online meeting | Daily | Project manager
IT team
CEO Board members Full-time staff |
| Sponsors, especially the government | ● To develop contact with them
● To make them aware of the further planning ● To discuss the entry fees for guests and virtual attendees |
Upcoming and planned steps for project management and selection of venue | Fax, mailing, and telephonic conversation | Weekly | CEO
Project manager Board members Full-time staff |
Employees, team leaders, volunteers, as well as sponsors, especially the government are important stakeholders, as governmental permission and investment can increase the chance of successful conduct of this programme. Furthermore, maintaining the objectives promotes efficient delivery methods for the project. Harem, weekly communication with sponsors, and daily communication with employees are necessary
COMMUNICATION PLAN (CNTD…)
| Stakeholders | Objectives | Message | Delivery method | Time | Message sources |
| Technological Suppliers | ● To make them aware of required technologies such as AI
● To mitigate technological risks (Cichosz et al. 2020) ● To develop cyber security with effective technologies |
Regarding the progress of the AI implementation | Letter | Weekly | IT department
CEO Board members Full-time staff |
| Spectators and attendees | ● To discuss with them regarding the use of digital tools, such as AI
● To increase the chances of e-commerce |
Effectiveness of digital tools for cyber security, health and safety, and business management | Website presentation | Weekly | IT department
CEO, board members Full-time staff |
Technological suppliers and attendees are also important stakeholders. They need to be communicated every week, to provide them with detailed information regarding the progress of the project. Information through letters and websites is beneficial to meet communication objectives.
COMMUNICATION PLAN (CNTD)
| Stakeholders | Objectives | Message | Delivery method | Time | Message sources |
| Venue owner | ● To select a proper venue for both paying guests and virtual attendees
● To book that place for the selected conference days |
The date and time of the conference and necessary facilities such as catering arrangements and security measurements | Face-to-face, telephonic, and conformation through emailing | With a time limit of 2 months | CEO, board members
Full-time staff |
| Guests | ● To make them aware of the place and time
● To deliver a necessary message regarding ticket prices and offer prices |
The date and time of the conference and availability of necessary facilities such as catering arrangements and security measurements. Furthermore, the message regarding other facilities such as the theatre room, exhibition floor, and breakout floor will also be delivered to guests | Telephonic conversation
Confirmation through email and text messages |
Monthly | CEO
Board members Full-time staff Project manager |
Venue owners and Guests are another important section of stakeholders, as this project needs a large venue that has theatre facilities, a cafeteria, and breakout rooms facilities. Analysis and selection of venue, and communication with the venue owner are necessary to set ticket prices, as well as offer prices for the guests and virtual attendees.
WORK BREAKDOWN STRUCTURE (WBS)
- The employees and team leaders will be contacted so deliver them the message regarding the aims of the upcoming project “Digital Delivery Magazine”or DDM
- To develop effective budget planning for this digital conference project
- To develop a budget for the stages of the project
- Primary activities, such as designing and presenting requirements, and building the preparation are required
- To verify and inspect the project stages along with budget planning
WBS is also another effective part of project planning “Digital Delivery Magazine” or DDM. This helps develop necessary budget planning and set primary activities. Before conducting a conference, it is also necessary to design as well as present requirements, so that they can be presented efficiently. Again, verification and presentation of project stages are also required to process appropriately.
WORK BREAKDOWN STRUCTURE (WBS) (CNTD…)
- To develop a timescale for the upcoming events of “Digital Delivery Magazine”or DDM
- To contact venue owners, sponsors, and technological suppliers
- To set the entry cost as well as offer prices for paying guests and virtual attendees
- To foster security management, a catering system such as a cafeteria in the venue, and health and safety measures
- To train employees and team leaders for being prepared for that digital management conference
This is also necessary to develop communication with stakeholders holders, as successful communication has the ability to promote the DDM project processes. Again, these foster security in different sections, such as conflict management through effective communication, promoting cyber security, as well as health and safety management in the conference venue.
ACTIVITY LIST
| Activity Number | Description | Duration | Preceding activities |
| A | Project Budget development | 4-5 weeks (30 days) | – |
| B | Project Plan development | 4-5 weeks (30 days) | A |
| C | Selection of venue | 3-4 weeks (20 days) | B |
| D | Ticket management associated with attendees in case of both online and offline process | 1-2 weeks (10 days) | C |
| E | Execution of project | 2-3 weeks (20 days) | D |
| F | Effective monitoring of project | 2-3 weeks (20 days) | E |
| G | Final review of project | 1-2 weeks (10 days) | F |
The activity list is prepared so that this project is guided step by step. Otherwise, this project’s success can fail in the end moment. Monitoring, verification, as well as the final review also fosters the successful presentation of projects
NETWORK DIAGRAM WITH CRITICAL PATH
This presents a numeric structure and develops a critical path that presents a detailed structure or planning of progressing in a project. The number of days associated with each activity has been mentioned in the network diagram.
RISK REGISTER
| No | Description | Probability (P) | Impact (I) | Risk rating (P*I) | Managed Response | |||
| Action | Responsibility | Review date | Status | |||||
| 1. | Technical issues and cyber security risks | 1 | 3 | 3 | Need to communicate with the technical staff | Project manager and IT managers | Before conference start date | Evaluation from technical staffs |
| 2. | Risk associated with cost management | 2 | 2 | 4 | Need to contact speakers and caterers to sign agreements for effective cost management | Project manager | Before starting of conference | Signed speakers and caterers contract |
| 3. | Budget related issues | 3 | 3 | 9 | Need to communicate effectively with project shareholders | Project manager | After each month | Maintenance of project budget and schedule |
| 4. | Communicational risks among shareholders | 4 | 3 | 12 | Feedback from project shareholders | Project manager and technical staffs | After each month | Maintenance of project budget and schedule |
| 5. | Health and safety related risks | 5 | 3 | 15 | Maintenance of health and safety protocol | Project manager | Checking status after every month | Checking maintenance of government guidelines |
The effectiveness of a risk register is beyond expression. This mentioned register highlights the probable risks for DDM, along with their mitigation notes. Those risks are presented colourfully, and visually show the priority level of those risks. As a result, the CEO, board members, project manager, and IT managers can make necessary decisions and take effective steps for the successful organisation and conduction of DDM digital conference projects. Mitigation notes presented here will guide them in this matter.
CONCLUSION
- Focus on effective management of the planning will allow this organisation to promote “Digital Delivery Magazine”for digital management conferences.
- Effective communication with stakeholders will allow this organisation to process this project within the limited and planned budget
- Effective employee management, time management will foster cyber security as well as the health safety measurement
- Guest satisfaction will be promoted with venue arrangement and ticket price planning
“Digital Delivery Magazine” or DDM is an effective project that is going to deliver effective information regarding the use of AI technology, and foster online commerce for future business processes. Moreover, the cyber security measurement, data analysis, reporting, and development of customer service will also be mentioned carefully with a successful implementation of this.
REFERNCE LIST
Al-Megren, S., Alsalamah, S., Altoaimy, L., Alsalamah, H., Soltanisehat, L. and Almutairi, E., 2018, July. Blockchain use cases in digital sectors: A review of the literature. In 2018 IEEE International Conference on Internet of Things (iThings) and IEEE Green Computing and Communications (GreenCom) and IEEE Cyber, Physical and Social Computing (CPSCom) and IEEE Smart Data (SmartData) (pp. 1417-1424). IEEE.
Cichosz, M., Wallenburg, C.M. and Knemeyer, A.M., 2020. Digital transformation at logistics service providers: barriers, success factors and leading practices. The International Journal of Logistics Management.
Cirnu, C.E., Rotună, C.I., Vevera, A.V. and Boncea, R., 2018. Measures to mitigate cybersecurity risks and vulnerabilities in service-oriented architecture. Studies in Informatics and Control, 27(3), pp.359-368.
Georgiadou, M.C., 2019. An overview of benefits and challenges of building information modelling (BIM) adoption in UK residential projects. Construction Innovation.
Stier, S., Breuer, J., Siegers, P. and Thorson, K., 2020. Integrating survey data and digital trace data: Key issues in developing an emerging field. Social Science Computer Review, 38(5), pp.503-516.
