Project Planning Assignment Sample
Introduction
Project planning is part of project management in which effective plan is developed to execute project. In this there is Gantt chart is developed for schedule monitoring. The planning can be done with help of project management software as well (Ika and Saint‐Macary, 2021). It delivers activities into desired outcomes.
Here, report will discuss about conference project undertaken by DDM. It is done to conduct virtual conference with purpose to add more subscriptions.
Project objectives
- To conduct conference in Birmingham, UK digitally.
- To create a distinct image of magazine in front of rivals.
- To debate on issues such as AI, cyber security,
Expected benefits
- To gain competitive advantage in market by creating unique image
- Moreover, to get more payments to be done by people for DDM magazine.
Estimated cost
It is essential to estimate budget required to complete project. So, according to that resources are distributed. It also enables in giving insight of total cost needed in it. Thus, for DDM conference there is approx. budget given of £350,000. The distribution done is below:
| Activities | Cost |
| Theatre rent | £121,000 |
| Room booking | £67,000 |
| Health and safety expenses | £12,000 |
| Food and drinks | £32,000 |
| Labor wages | £21,000 |
| Miscellaneous expenses | £10,000 |
| IT staff and infrastructure | £8,000 |
Timescale
It represents the time in which project has to be completed. The schedule is prepared on basis of timeline. Hence, it is necessary that tasks are finished on time and there is no delay in it otherwise project cost rises. This may result in decrease in DDM director satisfaction. So, this entire project time is 7 months that is it begins on April 2022 and finish in October 2022 (Krähmer and Strausz, 2017).
Assumptions
It is considered as a project factor which can be true, fact or real without any proof. They have to considered as becomes easy to analyse factors. In same way in current DDM conference project assumptions are :
- Conference is organized successfully by project manager and staff.
- The quality of catering services in poor and food taste is poor.
- There is conflict between project manager and team.
- Also, there is conflict between director and project manager
- The guests do not get their desire accommodation (Thomas and Kihneman-Wooten, 2018).
- There can be electricity problem during conference.
Constraints
In project there is a certain risk or limitation which occurs during particular time period. They impact on entire quality and success of project. The constraints are:
- There is need of additional budget needed.
- The theatre is overcrowded and it led to disruptions in conference.
- The speaker may not work properly during conference.
Communication plan
During project it is important to communicate and share data and info clearly (Bryson and Delbecq, 2020). This is because it enables in taking effective decisions. Besides, the plan makes easy and gives clarity that which info is to be shared with whom and how. So, the plan for this project is defined as:
| Description | Objective of communication | Frequency | Medium | Target audience | Owner |
| Type of communication | What is trying to achieve | How often it occurs | Method | Who will receive communication | Who is responsible |
| Project break down | It will contain info of project tasks to be carried out | Weekly | In face to face meeting | Project team, DDM director and stakeholders | Project manager |
| Roles and responsibility | To assign roles to staff | In every 10 days | By sending e mail | Project team | Project manager |
| Project progress | To show how much of project is being completed. | Weekly | By sending e mail | Project team, DDM director and stakeholders | Project manager |
| Ticket sells | To find out how many tickets are sold | In every 15 days | By sending e mail | Stakeholders | Project team |
WBS
It provides break down of project into varied tasks that makes easy for project manager to proceed with it.
Activity list
In this it shows what are different project activities to be carried out along with its predecessors, start, end time.
| Task Name | Duration | Start | Finish | Predecessors |
| Planning | 77 days | Mon 11-04-22 | Fri 24-06-22 | |
| Preparation of budget | 28 days | Mon 11-04-22 | Fri 06-05-22 | |
| Choosing of venue | 14 days | Mon 09-05-22 | Fri 20-05-22 | 2 |
| Booking | 14 days | Mon 23-05-22 | Fri 03-06-22 | 3 |
| Catering facilities | 21 days | Mon 06-06-22 | Fri 24-06-22 | 4 |
| Speakers | 14 days | Mon 11-07-22 | Fri 22-07-22 | 5 |
| Installing speakers | 14 days | Mon 11-07-22 | Fri 22-07-22 | 7 |
| Event promotion | 63 days | Mon 25-07-22 | Fri 09-09-22 | 7 |
| Ticket printing | 21 days | Mon 25-07-22 | Fri 12-08-22 | 9 |
| Selling | 28 days | Mon 15-08-22 | Fri 09-09-22 | 11 |
| Start registration | 14 days | Mon 12-09-22 | Fri 23-09-22 | 12 |
Network diagram
The graphical view composed of project integrated tasks mentioned in box and arrow defining relation within them.
| Activity | Task Name | Duration | Predecessors |
| A | Budget | 28 days | |
| B | Choosing of venue | 14 days | A |
| C | Booking | 14 days | B |
| D | Catering facilities | 21 days | C |
| E | Installing speakers | 14 days | D |
| F | Event promotion | 63 days | E |
| G | Ticket printing | 21 days | F |
| H | Selling | 28 days | G |
| I | Start registration | 14 days | H |
Risk register
There is need to determine risk so that it is mitigated. The main thing is to eliminate risk by taking relevant measures. The risk register is tool used for that. In this all risks are identified along with its impact, probability, action, responsibility (Rettig and Simons, 2019). It is used by manager to manage risks in effective way. Hence, in DDM conference project the risk register is as:
|
Date |
Risk description |
Probability |
Impact |
Risk rating |
Managed response | |||
| Action | Responsibility | Review date | Status | |||||
| 1 | Project delay | 3 | 7 | 25 | In this schedule is to be developed and then monitoring is done. | Project manager | 10-5-2022 | Done |
| 2 | Rise in budget | 4 | 8 | 20 | An additional budget must be prepared | Finance team | 1-6-2022 | Already done |
| 3 | Failure of event | 5 | 9 | 30 | There is proper promotion and marketing done. Also, it is ensured that all tickets are sold. | Project manager, DDM director. | 21-7-2022 | In progress |
| 4 | Mismanagement of facilities | 2 | 5 | 10 | There is proper monitoring done to all facilities and report prepared. | Project manager | 23-7-2022 | Done |
| 5 | Insufficient HR | 5 | 7 | 10 | There should be immediate hiring of labor done. | HR team | 10-9-2022 | Not done |
Conclusion
It can be concluded that DDM conference is held to increase subscriptions of magazine. It is 7-month event with £350,000 budget. The risks that can occur are failure of event, delay, moreover, there are certain constraints and assumptions as well.
References
Bryson, J.M. and Delbecq, A.L., (2020). A contingent approach to strategy and tactics in project planning. Journal of the American Planning Association, 45(2), pp.167-179.
Krähmer, D. and Strausz, R., (2017). Optimal procurement contracts with pre-project planning. The Review of Economic Studies, 78(3), pp.1015-1041.
Rettig, M. and Simons, G., (2019). A project planning and development process for small teams. Communications of the ACM, 36(10), pp.45-55.
Thomas, M. and Kihneman-Wooten, J., (2018). Developing an effective project: Planning and team building combined. Project Management Journal, 39(4), pp.105-113.
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