Introduction

• Project planning and setting goals will be based on getting successful results at the end of the project
• Cost estimation, project budget and project timescale need to be done
• Risk analysis and critical path need to be valued most

The study is going to deliver an idea in order to host a digital management conference project. Due to Covid-19 crisis, face-to-face conferences were at a standstill. For instance, this project will be focused on developing smart ideas to arrange a digital management conference.

Project Overview

Project Objectives

• To analyse how people are looking forward to attending a face-to-face digital management conference
• To identify required cost, benefits and required time scale based on completing the conference
• To recognise multi challenging issues that might occur in the middle of the project

Expected Benefits

• People will easily get interact with others based on AI, cyber security, customer services and online commerce (Kaewunruen et al., 2020).
• There is a need to discuss smart strategies to protect data and utilise AI in business and practices (Bibri and Krogstie, 2020).
• Selected location for this project in Birmingham, England with  capacity to accommodate approx 500 paying guests

Birmingham, England is the preferred location for this digital management conference based on mass audience gatherings. Entry fees will be chargeable and there will be a discount provided for individuals as well. Through this project, there will be a chance to develop an in-depth idea about project variables and barriers. Project development managers work under huge pressure based on being an integral part of the entire project. From price fixing to securing capital by not getting spent have been seen to be valued and critically measured by the project development manager. Sitting arrangements will be done based on maintaining social distance, as Covid-19 crisis is not over yet. People that are supposed to be a part of this project might get proper and desirable hospitality services from the project management team. In the case of fixing project plan, changing the project plan and value addition within the project might be done, as it will be taking time to execute this project.

Estimated Cost

Figure 1: Estimated cost

• Estimated cost accounted for £350,000 based on designing of the project and project infrastructure
• Cost has been fixed based on inspection, verification and preparation more significantly and effectively (Lashfordet al., 2019).
• General three day pass is estimated at £500, an executive pass and three days networking pass accounted for £800

Cost structure has been made to avoid a financial crisis in the middle of the project. There is a need to deliver all required resources among people based on increasing sustainability and value of the project. Catering service will be valued and will be put into critical observations based on ensuring human health and safety. Travel allowance will be an important part of this project in order to reach the project destination to continue the project process. Resource and equipment, such as microphone, halogen lights, table chair and fans will be required and cost has been made according to fulfil such needs. Internet and phone bills have been added in cash of structuring costs, as there is a need to communicate with others through telephonic conversation and internet is required to share pictures and valuable data.

Estimated Timescale

Figure 2: Estimated timescale

• Project will regulate on three different days,  which are 18th, 19th and 20th of October
• The project is expected to commence in April 2022
• An estimated timescale fix is beneficial to proceed with prior activities according to the plan (Preston et al., 2020).

Structured time has been fixed based on meeting project requirements. Before starting, there will be a long time span to pre plan the entire project more effectively and essentially. On selected days people will be invited part wise. A 25% price discount has been initiated and it is applicable to the virtual attendances. Time management is the key to getting effective outcomes at the end of the project. For instance, project development managers have been seen to be more focused and sincere about managing time and arranging required resources and equipment on time. Time management ability makes project managers and project team members learn about the value of time. Completing tasks of the projects grabs the attention of people and there is a chance to get back to back offers after being able to deliver desired services without missing deadlines. Fixing time is beneficial to do individual activities according to project plan or else it has been seen that projects do not lead to success due to poor time management by the project management team.

Major Assumptions & Constraints

• Through this project, people will develop an idea about what strategies are being initiated by people in digital management media to improve customer service (Bygstad and Øvrelid, 2020).
• Strategies associated with AI technology implementation are an integral part of this entire project (Wanasingheet al., 2020).
• Constraints are being come up as if catering service is not that much desirable and hygienic or the sitting arrangement are not been well-structured

Project development managers are capable enough to listen carefully, observe critically and stay focused on managing time more effectively and sincerely to get a positive response. Therefore, there is a need to recheck if anything is missing which might be a major element of this conference and due to that reason the project host team might get into trouble later.

Communication Plan

Figure 3: Communication plan

(Source: Created by researcher)

• Communication with supply chain members to get all the required resources for this project on time (Zhang et al., 2019).
• Invite speakers and communicate with venue owners based on getting two different lecture rooms (Morgan, 2019).
• 200 virtual attendance has been anticipated and developed communication with consultancy exhibitors and relevant software exhibitors

Communication plan has been managed to fulfil major parts of this project. People will come and attend conferences and for that reason, there is a need for a cafeteria capacity of around 200 people in case of ensuring suitable catering services among people.

Work Breakdown Structure (WBS)

Figure 4: Hierarchy plan

(Source: Created by researcher)

Figure 5: Work Breakdown Structure

(Source: self developed)

• Work breakdown structure is been made under the influence of the digital management conference project
• Work breakdown structure allows project team members to make plans according to the work breakdown structure (Cerezo-Narvaez et al., 2020).
• Work breakdown structure is required to divide and distribute work among project management team

Through this work breakdown structure, it will be easier for project team members to stay focused on the project aim and objectives.

Activity List & Network Diagram with Critical Path

Figure 6: Activity List & Network Diagram with Critical Path

• Activity will be based on selection of the sitting arrangements where people will sit peacefully and will be able to watch conference easily
• Critical path and network diagram are useful to make effective decisions based on value addition of the project (Gallego et al., 2021).
• Activity will be based on finding ways to welcome people before conference and serve them best possible services as per the project aim (Lee and Shvetsova, 2019).

Activity list needs to be kept carefully based on the project evidence. Critical path is beneficial to identify risks or issues from the beginning of the project and develop strategies to mitigate those risks, which might be acting as a project barrier in the initial time.

Risk Register

Figure 7: Risk register

(Source: self developed)

• Risks within project rise due to limited funds and expanses
• Risk is there within a project if the project manager does not help or guide junior project team members
• A lack of training in completing individual project tasks without missing deadlines and with great efficient performance (Doskočil and Lacko, 2018).

In order to proceed with a project, political and legal interference have been seen to be involved and due to that reason, many times projects are being seen to be stopped by not coping with the situation. Legal factors are there, as this project will be based on the topic of cyber security, AI technology, customer services and online commercial. Therefore, there is a chance to face legal systems or regulatory systems involvement in case of discussion over cyber security. Risk might have occurred due to limited availability of resources, as in this project catering services have been initiated. Thus, there is a need to check foods being kept in hygienic places and being served with maintaining hygiene based on public health and security. Risk might appear due to poor training among project team members. Due to limited involvement member by the project team members, it has been seen that projects do not lead to success.

Summary

• Digital management conference has perfect choice to discuss current trends that are incorporated with AI technology and discuss issues or burdens associated with cyber security
• Project team members have managed to complete and fulfil each and every requirement of the project
• Project development manager will ask project host members to check and measure the conference arrangements have gone right or not

Project development managers include ability to identify risks within ongoing programs of the project and they include ability to provide smart solutions to mitigate risk by giving casual efforts. Through this project, it has become possible to develop a detailed account of cost estimation and estimation of time scale in order to meet projects requirements more specifically and effectively. Budget is the major and essential need on the basis of proceeding with further movements. Therefore, project budget has been provided to fulfil project requirements quickly in order to complete the project within a given time.

Reference list

Journals

Bibri, S.E. and Krogstie, J., 2020. Smart eco-city strategies and solutions for sustainability: The cases of Royal Seaport, Stockholm, and Western Harbor, Malmö, Sweden. Urban Science, 4(1), p.11. Available at:https://www.mdpi.com/2413-8851/4/1/11/pdf

Bygstad, B. and Øvrelid, E., 2020. Architectural alignment of process innovation and digital infrastructure in a high-tech hospital. European Journal of Information Systems, 29(3), pp.220-237. Available at:https://www.duo.uio.no/bitstream/handle/10852/71692/1/Transforming%2BDigital%2BInfrastructures-final-ECIS-BB.pdf

Cerezo-Narvaez, A., Pastor-Fernandez, A., Otero-Mateo, M. and Ballesteros-Perez, P., 2020. Integration of cost and work breakdown structures in the management of construction projects. Applied sciences, 10(4), p.1386. Available at:https://www.mdpi.com/2076-3417/10/4/1386/pdf

Doskočil, R. and Lacko, B., 2018. Risk management and knowledge management as critical success factors of sustainability projects. Sustainability, 10(5), p.1438. Available at:https://www.mdpi.com/2071-1050/10/5/1438/pdf

Gallego, J.S., Ortiz-Marcos, I. and Ruiz, J.R., 2021. Main challenges during project planning when working with virtual teams. Technological Forecasting and Social Change, 162, p.120353. Available at:https://fardapaper.ir/mohavaha/uploads/2022/01/Fardapaper-Main-challenges-during-project-planning-when-working-with-virtual-teams.pdf

Kaewunruen, S., Peng, S. and Phil-Ebosie, O., 2020. Digital twin aided sustainability and vulnerability audit for subway stations. Sustainability, 12(19), p.7873. Available at:https://www.mdpi.com/2071-1050/12/19/7873/pdf

Lashford, C., Rubinato, M., Cai, Y., Hou, J., Abolfathi, S., Coupe, S., Charlesworth, S. and Tait, S., 2019. SuDS & sponge cities: a comparative analysis of the implementation of pluvial flood management in the UK and China. Sustainability, 11(1), p.213. Available at:https://www.mdpi.com/2071-1050/11/1/213/pdf

Lee, S. and Shvetsova, O.A., 2019. Optimization of the technology transfer process using gantt charts and critical path analysis flow diagrams: Case study of the korean automobile industry. Processes, 7(12), p.917. Available at:https://www.mdpi.com/2227-9717/7/12/917/pdf

Morgan, B., 2019. Organizing for digitalization through mutual constitution: the case of a design firm. Construction management and economics, 37(7), pp.400-417. Available at:https://www.tandfonline.com/doi/pdf/10.1080/01446193.2018.1538560

Preston, S., Mazhar, M.U. and Bull, R., 2020. Citizen engagement for co-creating low carbon smart cities: Practical lessons from Nottingham City Council in the UK. Energies, 13(24), p.6615. Available at:https://www.mdpi.com/1996-1073/13/24/6615/pdf

Wanasinghe, T.R., Wroblewski, L., Petersen, B.K., Gosine, R.G., James, L.A., De Silva, O., Mann, G.K. and Warrian, P.J., 2020. Digital twin for the oil and gas industry: Overview, research trends, opportunities, and challenges. IEEE access, 8, pp.104175-104197. Available at:https://ieeexplore.ieee.org/iel7/6287639/8948470/09104682.pdf

Zhang, J., Xie, H., Schmidt, K., Xia, B., Li, H. and Skitmore, M., 2019. Integrated experiential learning–based framework to facilitate project planning in civil engineering and construction management courses. Journal of Professional Issues in Engineering Education and Practice, 145(4), p.05019005. Available at:https://eprints.qut.edu.au/131605/1/131605.pdf