MGT210 – Project Management
2015
Project
FirmXXXXX VISION BEACH EVENT
PROJECT PLAN
MGT210 Assessment Task 2
Prepared For:
Title: Course Coordinator
Tutorial:
Submitted Date:
Prepared by: all team member details listed here)
Title: Students of MGT210
Word Count: be honesti | P a g e
Project Plan for …. xxx
Document Management
Distribution List
Name Position Signature Date
Project Sponsor
Project Manager
Project Team Member
Project Team Member
Project Team Member
Version Control
Revision # Change Description Approval Date Author
Project Registration
Project Name
Project xxxxx
Project #
Reference Number: xxxx
Creation Date
Xx/xx/xxxx
Sponsor
Details hereii | P a g e
Project Plan for …. xxx
Project Manager ([Insert your project firm name here])
Project manager’s name
Project Manager
PM Firm name
Email:i | P a g e
Project Plan for …. xxx
Executive Summary
1.0 Brief Overview and Background
The [Insert client name here] ([INSERT CLIENT NAME HERE]) campus located in Sippy Downs in Queensland has
produced upwards of 12,000 graduates ([INSERT CLIENT NAME HERE] 2015). The university first opened in 1996 and
full university status was granted when Sunshine Coast University College became the [Insert client name here] on
January 1, 1999 ([INSERT CLIENT NAME HERE] 2015).
In 2016, [INSERT CLIENT NAME HERE] is set to celebrate its 20th year of providing education to produce world-class
graduates. To commemorate 20 years of service, [INSERT CLIENT NAME HERE]’s Executive Manager for Major Events
has contracted and sponsored a project team – [Insert your project firm name here] – to develop a proposal for the
creation of a signature activity.
To celebrate the 20th anniversary of the [Insert client name here], [Insert your project firm name here] and [INSERT
CLIENT NAME HERE] are deploying a 6-day event that will involve a number of activities during the week of Monday
14th – Saturday 19th March in Semester 1, 2016. [Insert name of project here]’s main event will occur on the Saturday.
[Insert your project firm name here] will provide the university with a beach-themed day full of special activities, a
night filled with fireworks and a huge celebration party in the university’s honour. [Insert your project firm name here]
will develop a project/event to fill the day with fun games, surprises and food from different cultures around the world.
As the night begins, [Insert your project firm name here] will organise two multicultural themed bars, to enjoy wine
and beer from different countries. [Insert your project firm name here] plan to employ a local company to provide a
large firework show ending the day with a bang! [Insert your project firm name here] are planning to include
volunteers, staff from the student guild and students enrolled in relevant programs to aid in the deployment of the
event (e.g. Tourism, Leisure and Event students, Nutrition and Teaching students); including catering, bar duties and
assisting in event activities and entertainment. [Insert your project firm name here] promises that this will be an event
that will be remembered forever!
2.0 Key Objectives, Success Criteria and Benefits Sought
On a starting budget of $20, 000 provided by the Project Sponsor, the project team would develop a 6-day signature
event to engage at least 6000 students. The mission of [Insert name of project here] is to increase student enrolments,
sponsorships and bursaries, create awareness for the university’s offerings, as well as an elevated level of appreciation
for and feelings of being proud to attend the university. This project will provide an event without exceeding budget
constraints by early March 2016. The Project Sponsor states that the return on investment required is perceived as
increased student enrolments as a result of the event’s efforts. This project must attain approval from …list project
client, sponsor/s.
The key benefits sought via initiation of this project are:ii | P a g e
Project Plan for …. xxx
The project will enhance awareness of the university locally, nationally and possibly internationally,
Students will become engaged with the university and community in some way (aware of event, volunteer for
the event, become a future student at the university),
The project will provide students with experiential opportunity in event management/organising,
The project will increase student enrolments and awareness of the university for potential sponsors and;
The project will increase student pride and proudness to attend [Insert client name here].
3.0 Research Findings Relating to the Project Plan
The following project plan has undertaken research, outlined discussions and developed conclusions to assess,
evaluate and achieve synthesis in findings. The first phase of [Insert name of project here] was to deliver a project
charter to the Project Sponsor seeking approval. The second phase of [Insert name of project here] was the
development of a preliminary project plan for the Project Sponsor. The project plan provided an in-depth budget
schedule, stakeholder identification and analysis, milestone schedule and risk analysis and management system.
Constraints limiting the deployment of the project were also included: staying within budget, sourcing appropriate
sponsors for the project, achieving projects milestones on schedule, attaining relevant licenses and deploying
applicable training to volunteers, attaining approval for project from relevant authorities, and sufficiently managing
all stakeholders’ needs pertinent to the project.
The stakeholder analysis identified relevant stakeholders to the project, a prioritisation matrix, power/interest matrix
and concluded with a success criteria matrix. The prioritisation matrix and power/interest matrix both identified the
project sponsor, project manager and project team as being of highest significance as stakeholders. The success criteria
matrix found that the primary authorities for the project were project manager, the project team and benefactors.
Following the project’s stakeholders, a timeline, phases and milestone schedule were created. It was found that to
reach the project’s timely completion, key processes required would be the successes of a request for proposal,
approval of project charter, approval of project plan, development of project, event pre-production and promotion,
delivery of event and project closure.
The project budget identified in the project plan established that the total income in the budget was $20,000 from the
Project Sponsor, $3,500 from the food vendors and additional $10,000 from expected the ticket sales. After calculating
expenditures, the project would make a profit of $10,000, directly returned to [Insert client name here]. The budget
schedule also outlined the best-case and worst-case scenarios for the event.
The project team developed a SWOT analysis to identify risks related to [Insert name of project here]. The greatest
strength was an efficient team structure, the greatest weakness was limited funds, the greatest opportunity was to
attract new students to [INSERT CLIENT NAME HERE] and the greatest threat was acquiring student attendance
through appropriate level of awareness. The most relevant risks for this project were: the likelihood of being over
budget due to unexpected expenses, the community is not engaged as a result of limited awareness, a bad weatheriii | P a g e
Project Plan for …. xxx
forecast and therefore the communities’ reduced willingness to visit an outdoor event and, the challenge of finding
volunteers willing to participate. These risks were categorised, analysed and potential causes were prioritised. The last
step of risk management was to define risk owner and risk responses and classify those into risk strategies.
Project quality provided an overview of the project quality requirements. The quality management table contained
the different requirements, their involved stakeholder, a definition of what and how those requirements have to be
controlled and their planned outcome.
To be successful, the project’s required resources and supply sources relied on the project sponsor, ticket sales, food
vendor fees and an array of licenses and training provided by government bodies. To successfully attain these licenses,
strict guidelines must be observed. The project plan comprehensively justifies and clarifies the findings
aforementioned.i | P a g e
Project Plan for …. xxx
Table of Contents
Document Management.................................................................................................................................................... i
Distribution List.............................................................................................................................................................. i
Version Control .............................................................................................................................................................. i
Project Registration ........................................................................................................................................................... i
Project Name ................................................................................................................................................................. i
Project # ......................................................................................................................................................................... i
Creation Date ................................................................................................................................................................. i
Sponsor .......................................................................................................................................................................... i
Project Manager ([Insert your project firm name here]).............................................................................................. ii
Executive Summary............................................................................................................................................................ i
1.0 Brief Overview and Background .............................................................................................................................. i
2.0 Key Objectives, Success Criteria and Benefits Sought.............................................................................................. i
3.0 Research Findings Relating to the Project Plan....................................................................................................... ii
The Plan............................................................................................................................................................................. 4
4.0 Project InteProject Sponsor..................................................................................................................................... 4
5.0 Project Stakeholders ............................................................................................................................................... 4
5.1 Stakeholder Identification and Prioritization Matrix .............................................................................................. 5
5.2 Stakeholder Power/Interest Matrix ........................................................................................................................ 6
5.3 Stakeholder Success Criteria Matrix ....................................................................................................................... 6
6.0 Project Team ............................................................................................................................................................... 8
6.1 Organisational Chart ............................................................................................................................................... 8
6.2 Project Team Responsibilities ................................................................................................................................. 9
6.3 Responsibility Assignment Matrix........................................................................................................................... 9
7.0 Project Communication.........................................................................................................................................14
7.1 Project Team and Sponsor/Internal Stakeholder/External Stakeholder Communication Strategies/Plans.........14
7.2 Dispute Resolution Strategy/Plan .........................................................................................................................14
7.5 Key Reporting Requirements ................................................................................................................................16ii | P a g e
Project Plan for …. xxx
8.0 Project Scope and Requirements ..........................................................................................................................17
8.1 Project Phases.......................................................................................................................................................17
8.2 Scope Definition....................................................................................................................................................17
8.2.1 Inclusions........................................................................................................................................................17
8.2.2. Exclusions......................................................................................................................................................18
8.3 Deliverables & Acceptance/Success Criteria.........................................................................................................18
8.4 Constraints & Assumptions...................................................................................................................................19
8.4.1 Constraints .....................................................................................................................................................19
8.4.2 Assumptions...................................................................................................................................................19
8.5 Planned Scope Change Control Processes ............................................................................................................19
8.6 Handover Arrangements.......................................................................................................................................20
9.0 Project Time Management....................................................................................................................................21
9.1 High Level Timeline ...............................................................................................................................................21
9.2 Summary Work Breakdown Structure (WBS) .......................................................................................................22
9.3 Baseline GANTT Chart ...........................................................................................................................................24
10.0 Project Cost Management ..................................................................................................................................25
10.1 Project Budget.....................................................................................................................................................25
10.2 Cash-flow Statement...........................................................................................................................................27
10.3 Budget Scenarios.................................................................................................................................................28
10.4 Sources of Funding..............................................................................................................................................29
10.5 Project Management Fees ..................................................................................................................................29
11.0 Project Procurement ...........................................................................................................................................31
11.1 Required Resources and Supply Source..............................................................................................................31
11.2 Procurement Assessment Approach...................................................................................................................34
11.3 Resource Costing.................................................................................................................................................35
11.4 Resource Providers .............................................................................................................................................37
12.0 Project Risk Management ...................................................................................................................................39
12.1 SWOT Analysis.....................................................................................................................................................39
12.2 Risk Rating Matrix ...............................................................................................................................................39iii | P a g e
Project Plan for …. xxx
12.3 Risk Register........................................................................................................................................................40
13.0 Project Quality.....................................................................................................................................................42
Authorisation ..................................................................................................................................................................45
14.0 Recommendations ..............................................................................................................................................45
15.0 Approval ..............................................................................................................................................................45
16.0 Sign Off....................................................................................................................................................................46
List of References............................................................................................................................................................47
Appendix A......................................................................................................................................................................48
Appendix B ......................................................................................................................................................................51
Appendix C ......................................................................................................................................................................71
Appendix D......................................................................................................................................................................72
Appendix E ......................................................................................................................................................................76
Appendix F ......................................................................................................................................................................77
Appendix G......................................................................................................................................................................78
Appendix H......................................................................................................................................................................80
Appendix I .......................................................................................................................................................................82
Appendix J .......................................................................................................................................................................83MGT210 – Project Management
The Plan
4.0 Project Sponsor
Project Sponsor Management is one of the 10 knowledge areas rephrased from the PMBOK® Guide (Kloppenborg
2015). It is defined as ‘processes and activities to identify, define, combine, unify, and coordinate the various
processes and project management activities’ (PMI 201??:??).
The table below demonstrates Project Sponsor Management as outlined by Kloppenborg (2015) in contemporary
project management theory.
Table 1: Project Sponsor Management
Selecting &
Initiating
Planning Executing
Monitoring &
Controlling
Closing & Realizing
Develop Project
Charter
Develop Project
Management Plan
Direct & Manage
Project Execution
Monitor & Control
Project Work;
Perform Integrated
Change Control
Close project or
Phase
(Source: Kloppenborg 2015)
[Insert your project firm name here] has assembled this project plan for the [Insert Project Name here] vision. This
plan includes all parts associated with establishing this special event created exclusively for [Insert client name
here].
5.0 Project Stakeholders
Identifying stakeholders is the process of categorising groups of people and organisations that may have an impact
on the success or failure of a project and subsequently examining and detailing the interests and influences specific
to each (Kloppenborg 2014:120). As there can be many stakeholders involved with any one project, a concentration
of important stakeholders is crucial for the project’s success (Kloppenborg 2014:120). Stakeholder analysis is a
systematic collection of information utilised to establish the stakeholder interests that must be prioritised above
others (Kloppenborg 2014:120). Following the identification of major stakeholders aligned with this project, a
stakeholder analysis was conducted to determine priority stakeholder interest. Initially, an identification and
prioritisation matrix was constructed, leading to the documentation of a stakeholder/success criteria matrix.MGT210 – Project Management
5.1 Stakeholder Identification and Prioritization Matrix
Kloppenborg (2014: 120) states ‘stakeholders can be prioritised based upon level of:
1. Authority (power)
2. Concern (interest)
3. Active involvement (interest)
4. Ability to affect changes (impact)
5. Need for immediate influence (urgency) or
6. Appropriateness of their involvement (legitimacy)’
Each of these characteristics is rated on a 1-3 scale, where rating 3 is the highest priority. These scores are then
added to represent that stakeholder’s total prioritisation score (Kloppenborg 2014: 120). This score identifies the
most important stakeholders to focus upon. The project management team is recommended to review and revise
their stakeholder prioritisation to keep project goals up to date and ensure the projects success (Kloppenborg 2014:
120-1). Table 2 demonstrates the identification of stakeholders and outlines the prioritisation of each.
Table 2: Stakeholder Identification & Prioritization Matrix
(Adapted from Kloppenborg 2014, p. 121)
Stakeholder
interested in project process or result
Proximity Power Urgency Total
Project Sponsor 3 3 3 9
Project Manager 3 3 3 9
Project Team Members 3 3 3 9
Competitors/Competing
Projects
1 1 1 3
Potential Investors 1 1 3 5
Benefactors 2 2 3 7
Students/Staff/Volunteers 2 1 2 5
University of the Sunshine
Coast (venue)
3 2 3 8
Traditional Land Owners 2 1 3 6
Subcontractors 1 2 2 5
Media 2 1 2 5MGT210 – Project Management
Figure 1: Stakeholder Power/Interest Matrix
Students
Staff
Volunteers
Project Sponsor
Project Manager
Project Team Members
Competitors Potential Investors
Venue
Subcontractors
Traditional Land Owners
5.2 Stakeholder Power/Interest Matrix
Another measure of stakeholder impact on a project is the use of a matrix where stakeholders are positioned upon
two axes: perceived power and perceived interest (Atkin & Brooks 2015: 38). Atkin and Brooks (2015) state, ‘their
position indicates the most appropriate basis for engagement.’ Depending where they are situated will determine
how the project team manages each stakeholder.
Figure 1 demonstrates a stakeholder power/interest matrix constructed as a simple visual representation to ensure
an easy analysis of the stakeholder prioritisation matrix.
5.3 Stakeholder Success Criteria Matrix
Different groups of stakeholders will have their own set of needs and it is a crucial task to manage these
expectations for the success of a project (Young, Brady & Nagle Jr. 2009: 14). Young, Brady and Nagle Jr. (2009: 17)
state ‘the Project Manager must keep each of the project’s stakeholders informed, engaged, and actively supporting
the project.’ Table 3 defines each stakeholder’s expectations in relation to the success of the project. By doing this,
[Insert your project firm name here] ensures that …7 | P a g e
Project Plan for …. XXX
Table 3: Stakeholder/Success Criteria Matrix
Stakeholder/
Success Criteria
On Time On Budget
Meet
Req.’s
Partnershi
p
Profit
Realised
Follow-on
Work
Minimal
Overtime
Recognitio
n
Challenge
d
Well-paid Quality
Project Sponsor x x x x x x x x x x
Project Manager x x x x x x x x x x x
Project Team
Members
x x x x x x x x x x x
Competitors/Compe
ting Projects
x
Potential Investors x x x x x
Benefactors x x x x x x x x x x x
Students/Staff/Volu
nteers
x x x x x
Venue x x x x x x x
Traditional Land
Owners
x x
Subcontractors x x x x x x x x x
Media x x x x
(Adapted from Young, Brady & Nagle Jr. 2009)8 | P a g e
Project Plan for …. XXX
6.0 Project Team
A project team is a group of individuals who collaborate to work towards a common goal: meeting the requirements
of a third party (PMI 2000: 6). The project team will apply knowledge and skill to complete project deliverables in
order to meet and/or exceed needs and expectations of relevant stakeholders (PMI 2000: 6).
6.1 Organisational Chart
Figure 2 exhibits the project management team, including the project sponsor, and each team member’s role. The
value of this structure is that …
Figure 2: Project Team breakdown9 | P a g e
Project Plan for …. XXX
6.2 Project Team Responsibilities
There are multiple people involved in the completion of projects; they may interface with the project in many ways
and for various reasons. Outlining each team member’s roles and responsibilities allows clarification for the whole
project team (Westcott 2005:73). Table 4 exhibits the roles and functions for each individual intricate to the project.
Table 4: Responsibilities of project team members
Role Function
Project Sponsor:
Project Sponsor
Make governing decisions
Provide oversight
Review and approve any changes to original plan
Provide expertise and direction
Provide financial resources
Build stakeholder relations
Advise project manager
Project Manager: Manage project team and deliverables in accordance with the project plan
Provide team members with direction
Communicates with stakeholders and involved parties
Leads planning, execution, and closing of the project
Ensures project’s milestone criteria are met
Project Team Members: Communicate project goals
Provide knowledge and recommendations for resource maximisation and
ultimate success rates
Identify and minimise risk and impacts of constraints
Make decisions with the project manager and complete project activities
Collaborate and communicate effectively as a team from planning to closing of
the project
6.3 Responsibility Assignment Matrix
A Responsibility Assignment Matrix (RAM), often called a RACI chart, becomes an extremely useful tool in project
management and is essential in controlling each element of the project’s deliverables (Schibi 2014: 103). RACI stands10 | P a g e
Project Plan for …. XXX
for Responsible, Approve, Consult and Inform (Kloppenborg 2014: 216). This chart can also be instrumental in
communication among the project team and relevant stakeholders. Table 5 displays [Insert your project firm name
here]’ RACI chart identifying who is responsible for which deliverables and when that deliverable is required.
Table 5: Responsibility Assignment Matrix for [Insert name of project here]
WBS Activity
Project
Sponsor
Project
Manager
Project Team
1.0 Develop Leadership
1.1 Project development
1.1.2 Identify project team RA ACI I
1.1.3 Identify deliverables of project I A R
1.1.4 Determine format for event A R C
1.2 Leadership skills
1.2.1 Brainstorm deliverables for project I A R
1.2.2 Rank deliverables (importance) I A R
1.2.3 Finalise deliverables to be covered I R C
2.0 Develop Event
2.1 HR/staffing
2.1.1 Identify positions required I CA R
2.1.2 Advertise for and acquire volunteers I CA R
2.1.3 Identify relevant authority/security
personnel
I CA R
2.2 Licensing/training
2.2.1 Liquor license A CA R
2.2.2 Entertainment license A CA R
2.2.3 Public Liability insurance A CA R
2.2.4 Workplace Health & Safety staff training A CA R
2.2.5 Volunteer Induction training A CA R
2.3 Entertainment
2.3.1 Musicians A CI R
2.3.2 Activities A CI R
2.4 Public relations
2.4.1 Develop publicity around the event I R C
2.5 Finance11 | P a g e
Project Plan for …. XXX
WBS Activity
Project
Sponsor
Project
Manager
Project Team
2.5.1 Identify currently available monetary
resources
I C R
2.5.2 Identify currently available in-kind support I C R
2.5.3 Identify potential event sponsors I C R
2.5.4 Develop networks to acquire additional
sponsorships
CA R CI
2.5.5 Outline budget estimates I CA R
2.5.6 Create a cash-flow statement I CA R
2.6 Resources
2.6.1 Catering I R R
Catering company I A R
Chairs, tables, marquees AC AI R
2.6.2 Electricity AC AI R
2.6.3 Amenities AC AI R
2.6.5 Lighting and technical equipment AC AI R
2.6.6 Rubbish disposal method AC AI R
2.7 Contingency planning
2.7.1 Unexpected expenses I A R
2.7.2 Inadequate sales I A R
2.7.3 Unfavourable weather I A R
2.7.4 Emergency I A R
2.7.5 Unforeseen risks I A R
3.0 Event Pre-Production and Promotion
3.1 Identify a need for ticket/merchandise
sales
I A R
3.1.1 Determine pricing strategy I A R
3.1.2 Determine point of sale I A R
3.1.3 Determine where profits will be delegated I A R
3.2 Organise local media coverage A R CI
3.3 Social media campaigning
3.3.1 Advertise on current social media
platforms
A CI R12 | P a g e
Project Plan for …. XXX
WBS Activity
Project
Sponsor
Project
Manager
Project Team
3.3.2 Create Facebook event A CI R
3.3.3 Develop Instagram hashtag #Project2020 A CI R
3.4 On-campus advertising A CI R
3.5 Print media A CI R
3.6 Student contact via email A CI R
4.0 Event Delivery
4.1 Set up
4.1.1 Catering van prepared I I C
4.1.2 Café’s prepared I I R
4.1.3 Rubbish disposal available I C R
4.1.4 Electricity and water available I R C
4.1.5 Ticket point of sale prepared I I R
4.1.6 All activities set up I I R
4.1.7 All entertainment locations prepared I I R
4.1.8 Conduct hazard inspections I R C
4.2 Event activities
4.2.1 Event schedule conducted I I R
4.2.2 Entertainment proceeding I I R
4.2.3 Food and beverage consumption I I R
4.2.4 Report on activities throughout event I R C
4.3 Clean up and pack down
4.3.1 Identify areas of venue to be cleaned I R C
4.3.2 Provide rubbish disposal method I A R
4.3.3 Allocate cleaning duties to relevant
individuals
A R C
4.3.4 Final inspection of venue A R C
5.0 Post-Event Closure
5.1 Finalise payments
5.1.1 Entertainment A R CI
5.1.2 Staff A R CI
5.1.3 Additional payments A R CI
5.2 Letters of thanks A C R13 | P a g e
Project Plan for …. XXX
WBS Activity
Project
Sponsor
Project
Manager
Project Team
5.3 Post-event surveys and analysis A C R
5.4 Sponsor closure report I AC R
(Adapted from Kloppenborg 2014, p. 216)14 | P a g e
Project Plan for …. XXX
7.0 Project Communication
7.1 Project Team and Sponsor/Internal Stakeholder/External Stakeholder
Communication Strategies/Plans
In the context of project management, communication is an essential and beneficial skill to possess that will unite
every project team member with a common set of ideals, goals and objectives (PMI 2013). As long as effective
communication strategies are present among a project team, project manager and the components are sufficiently
understood by relevant stakeholders, the project outcomes would incur minimal risk (PMI 2013). Leading Event’s
places values communication strategy as a means of minimalizing unnecessary risk. The project team has outlined
Leading Event’s communication strategies below.
Table 6: Project Team communication strategies
Stakeholders Information Method Frequency
Project team / Sponsor
communication
Progress status; Detailed
project status
Meeting in tutorials;
Sending e-mails
Once a week; As required
Project team / External
stakeholder
Presentation of project;
Progress status
Emails; Meetings when
necessary; Phone calls
As required
Internal Project team
communication
Detailed project status;
Progress status;
Discussion of Project
Meeting in tutorials;
writing on Facebook.
Twice a week; As required
7.2 Dispute Resolution Strategy/Plan
Complications and conflicts are a facet of every project. However, if a resolution cannot be found within the project
team, it becomes essential to involve a third party. To guarantee conflicts and complications do not negatively impact
on the project’s progress or success, it is vital that any complications regarding project communications are solved
in a way that is beneficial to maintaining the project schedule and avoiding any continuing difficulties. To guarantee
that the project stays on schedule and conflicts are solved, a Dispute Resolution Plan (DRP) will be applied. Table 7
demonstrates the priority levels, decision authorities and timeframes for resolution included in [Insert your project
firm name here]’ DRP. Good15 | P a g e
Project Plan for …. XXX
Table 7: Dispute resolution plan for [Insert name of project here]
Priority Definition Decision Authority Timeframe for Resolution
1 (High) Big influence to project
processes. If not resolved fast
there will be a substantial
adverse impact to revenue
and/or schedule
University Executive Within 6 hours
2 Medium influence to project
processes which may lead to
some adverse impact to
revenue and/or schedule
Project Sponsor
Project Sponsor
Within 1 business day
3 Small influence to project
processes which may lead to
smaller schedule difficulties
but no impact on revenue or
operation
Project Manager Within 2 business days
4 (Low) Irrelevant influence to project
process but there might be a
better resolution
Project Manager;
Project team members
Project continues but the
recommendations made will
take place within a week16 | P a g e
Project Plan for …. XXX
7.5 Key Reporting Requirements
The figure below demonstrates [Insert your project firm name here]’ project team reporting arrangement. It has a
hierarchical structure with [Insert client name here] as the main stakeholder at the top, the project sponsor
underneath and the project team members at the bottom. [Insert your project firm name here] chooses to utilise
this structure due to the clear arrangements of shareholders and to avoid misunderstanding between different stages
of communication. [INSERT CLIENT NAME HERE] reports to the Project Sponsor, who reports to the Project Manager,
who reports to the Project Team Members. The Project Team Members all communicate frequently to each other
and to the Project Manager who communicates with the Project Sponsor.
Figure 3: Leading Event’s reporting structure
[Insert client name
here]
Project Team Member
Project Team Member Project Team Member
Project Manager
Project Sponsor
David Gration17 | P a g e
Project Plan for …. XXX
8.0 Project Scope and Requirements
8.1 Project Phases
The first phase of [Insert name of project here] is to deliver a project charter to the Project Sponsor seeking approval.
[Insert your project firm name here] has completed this phase of the project, moving to the second phase. The second
phase of [Insert name of project here] develops a preliminary project plan for the Project Sponsor. On the condition
that the preliminary project plan is successful, the third phase will occur; [Insert your project firm name here]’ [Insert
name of project here] 6-day event will be implemented during Semester 1, 2016 (see Appendices C, D and E).
8.2 Scope Definition
The goal of [Insert name of project here] is to develop and deploy a successful 6-day signature event in celebration
of [INSERT CLIENT NAME HERE]’s 20-year anniversary. This public event will be organised by [Insert your project firm
name here]’ project team in association with [INSERT CLIENT NAME HERE]’s Executive Manager of Major Events and
Project Sponsor, Project Sponsor.
8.2.1 Inclusions
Inclusions are the deliverables outlined in a contract as a process of a project. Table 8 exhibits the inclusions for
[Insert name of project here].
Table 8: [Insert name of project here] Inclusions
Inclusion Description
Stakeholder Analysis A stakeholder analysis will be undertaken to identify all parties who may be affected
by or have an effect on the success/failure of the project. This analysis will also aid
in catering to specific needs to ensure the success of the mission.
Business Schedule A schedule will provide project beginning and end dates for relevant
milestones/phases to aid in meeting deadlines and timely fulfilment of deliverables.
Cost Requirements A budget schedule will be outlined to provide the sponsor and all relevant
stakeholders with appropriate figures regarding the project’s expenditure.
Risk Management A risk analysis will outline major perceivable risks that may have an impact on the
success of the project.
Quality Management A quality management analysis will outline the requirements set by stakeholders and
regulatory bodies as well as control and assurance measures undertaken for [Insert
name of project here]. This analysis will provide relevant individuals with guidelines
for appropriate standards of performance.18 | P a g e
Project Plan for …. XXX
8.2.2. Exclusions
Exclusions are the deliverables not outlined in a contract however, that are required for the success of a project.
Table 9 exhibits the exclusions for [Insert name of project here].
Table 9: [Insert name of project here] Exclusions
Exclusion Description Delivered in
Contract Details,
Dates,
Arrangements for
Sourcing Resources
Payment for resources will occur after the businesses are contacted
and dates are arranged. This is where dates for hiring and payments
are discussed
Final Project Plan
Final Time
Management
A final, more detailed version of the GANTT chart Final Project Plan
Contractor Details Detailed information about the contractor’s deliveries and the exact
costs
Final Project Plan
Final Cash Flow
Chart
A more detailed cash flow chart Final Project Plan
Risk Reaction Plan Detailed risk reaction plans for risks in the category “red” and risk
reaction plans for risk in the category “yellow”
Final Project Plan
Quality Survey Questions to assess the quality and the pride and proudness of the
visitors
Final Project Plan
8.3 Deliverables & Acceptance/Success Criteria
On a starting budget of $20, 000 provided by the Project Sponsor, the project team would develop a 6-day signature
event to engage at least 6000 students. The mission of [Insert name of project here] is to increase student
enrolments, sponsorships and bursaries, create awareness for the university’s offerings, as well as an elevated level
of appreciation for and feelings of being proud to attend the university. This project will provide an event without
exceeding budget constraints by early March 2016. The Project Sponsor states that the return on investment required
is perceived as increased student enrolments as a result of the event’s efforts. This project must attain approval from
[INSERT CLIENT NAME HERE]’s Executive Manager of Major Events and Project Sponsor, Project Sponsor, as well as
the Vice Chancellor of [Insert client name here] prior to initiating the project.19 | P a g e
Project Plan for …. XXX
8.4 Constraints & Assumptions
8.4.1 Constraints
Project constraints recognise limitations that may affect the deployment of a project. The project team has
developed the following list of constraints balanced with the goals of [Insert name of project here]:
Staying within budget
Sourcing appropriate sponsors for the project
Achieving projects milestones on schedule
Attaining relevant licenses and deploying applicable training to volunteers
Attaining approval for project from relevant authorities
Sufficiently managing all stakeholders’ needs pertinent to the project
8.4.2 Assumptions
Project assumptions are a set of expectations that must be in place for the successful deployment and completion of
a project. The project team has developed the following list of assumptions for the success of [Insert name of project
here]:
100% approval from the Project Sponsor and [INSERT CLIENT NAME HERE]’s Executive Manager of Major
Events, Project Sponsor
100% approval from the Vice Chancellor of [INSERT CLIENT NAME HERE]
The success of the project is majority dependent upon increased student enrolments as return on investment
The primary Project Sponsor has provided adequate funding for the successful completion of the project’s
deliverables
Approval from all relevant stakeholders in regards to potential changes to the project.
Adequate levels of communication between Project Sponsor and project team (especially in time-sensitive
circumstances)
8.5 Planned Scope Change Control Processes
The Project Management Institute (2008) indicates that change management is the list of processes outlining how
changes to a project plan may be made that will enable the project team to effectively manage and control the
development (PMI 2008). Following this procedure ensures consistency in management and aligns any plan
variations with the project goals. The change management process for [Insert name of project here] is outlined
below:
1. Plan change requested by project manager,
2. Request is received by project sponsor,20 | P a g e
Project Plan for …. XXX
3. Project sponsor reviews change request to ensure all changes are aligned with the project goals and
objectives,
4. Request is accepted or rejected by project sponsor,
5. Request approval delegates responsibility to the project team to update the project’s scope and time
schedule within the project plan;
6. Each change made to the project plan is documented in the change request log.
8.6 Handover Arrangements
Upon completion of the project plan, the Project Sponsor, [Insert your project firm name here], [Insert client name
here] representative and all major stakeholders must sign the document. The handover of the finalised plan to
[INSERT CLIENT NAME HERE]’s Executive Manager of Major Events is to be on 20th May 2015. An official handover
ceremony will take place following the implementation of the plan.21 | P a g e
Project Plan for …. XXX
9.0 Project Time Management
Project time management is the sum of processes necessary to punctually achieve the projects completion (PMI
2008). These processes are: Define Activities, Sequence Activities, Estimate Activity Resources, Estimate Activity
Durations, Develop Schedule, and Control Schedule (PMI 2008). Appendix I contains a summary for understanding
of these processes.
9.1 High Level Timeline
A high level timeline follows on from a milestone schedule and provides in-depth coverage of the project phases.
Table 10 provides these detailed processes.
Table 10: High level timeline of project deliverables and criteria
Deliverables Stakeholder Criteria
Request for Proposal
(RFP)
Project Team
Project Manager
Sponsor
[Insert client name
here]
Project sponsor provided the project team with
project guidelines, specifics and deliverables. The
project team accepts and the RFP and begins the
project charter.
Project Charter Approval Project Team
Project Manager
Sponsor
Project Charter provides the sponsor with a
summary of risks, resources and relevant bodies
that may influence the success of the project. The
project sponsor formally acknowledges the
existence of the project by applying suitable
organisational resources
Project Plan Approval Project Team
Project Manager
Sponsor
Project Plan provides all relevant stakeholders with
the final overview of project details. Approval
indicates that the University (the project’s leading
stakeholder) supports the efforts of [Insert your
project firm name here] for [Insert name of project
here].
Project Development Project Team
Project Manager
Hiring of catering company, booking of
entertainment, purchasing of resources, hiring of
staff and volunteers and networking with
stakeholders signifies the main elements of the
project are being completed. Without these
elements, the event would not be able to
successfully occur.
Event Pre-Production
and Promotion
Project Team
Project Manager
Effective marketing efforts provide the project with
appropriate promotion required to be successful in
event delivery. Stakeholder networking provides
relevant resources required to undertake the22 | P a g e
Project Plan for …. XXX
9.2 Summary Work Breakdown Structure (WBS)
The first process in project time management is defining activities. Creation of a Work Breakdown Structure (WBS)
is a beneficial method of defining activities for a project. Defining activities produces a foundation for estimating,
scheduling, executing, monitoring and controlling the work in a project (PMI 2000). Figure 4 details the WBS for
[Insert name of project here]. Therefore, this WBS will ensure that …
project and deliver the event; sponsorships,
publicity, merchandise and ticket sales.
Event Delivery Project Team
Project Manager
Sponsor
[Insert client name
here]
The delivery of the event provides local business
exposure, increased exposure of [INSERT CLIENT
NAME HERE]’s international students, [INSERT
CLIENT NAME HERE] sub-committee exposure
(GoProgram, etc) and awareness of the university’s
education program for future students.
Project Closure Project Team
Project Manager
Sponsor
[Insert client name
here]
[Insert name of project here] provides [INSERT
CLIENT NAME HERE] with increased public
awareness, student enrolments, sponsors and
bursaries23 | P a g e
Project Plan for …. XXX
USC Major Events
Initiation
Request for Proposal Approval of Project
Charter
Approval of Project
Plan
Project 20/20
Develop Leadership
Project
Development
Leadership Skills
Develop Event
HR/Staffing Licensing/Training
Entertainment Public Relations
Finance Resources
Contingency
Planning
Event PreProduction and
Promotion
Identify a need for
ticket/merchandise
sales
Organise local media
coverage
Social media
campaigning
On-campus
advertising
Print media Student contact via
email
Event Delivery
Set up
Clean up and pack
down
Event activities
Post-Event Closure
Finalise payments
Letters of thanks
Post-event surveys
and analysis
Sponsor closure
report
Generate increased
student enrolments
Sponsor Budget of
$20, 000
Figure 4: Work Breakdown Structure for Project 20/2024 | P a g e
Project Plan for …. XXX
9.3 Baseline GANTT Chart
The second process of project time management is sequencing activities. A baseline GANTT chart is a simple and effective method of identifying relationships between
each of the projects activities (PMI 2000). This chart can be utilised to track progress and employed as a tool to identify possible issues affecting the schedule (Loo
1996: 14). [Insert your project firm name here] have allowed a time variance for each project component for contingency, as they believe that the chance of time
delays is a common factor in events and project management. Figure 5 documents these relationships for [Insert name of project here].
Figure 5: Simple baseline GANTT chart for Project 20/2025 | P a g e
Project Plan for …. XXX
10.0 Project Cost Management
Cost management is an important area of focus within project management. Without a sufficient budget, a project’s
quality and success is highly affected (Atkinson 1999). The areas in which funds should be allocated, particularly given
a strict or limited budget should be as accurate and realistic as possible, therefore, being distributed correctly within
the relevant time frame (Atkinson 1999; Marginson & Ogden 2004). The total cost of [Insert name of project here]
will be presented in the form of a table with details of the income and expenditure relevant to [Insert name of project
here]. To help display the costs associated with this project, a cash flow statement will be provided along with details
of likely budget scenarios, project funding and Leading Event’s management fees. Cost management will ultimately
aid in keeping the budget under control thus maintaining a high quality and driving success.
10.1 Project Budget
Table 11 outlines the final version of the budget for [Insert name of project here]. It is broken down into sections for
clear understanding of allocation. These include income, expenditure, management fees and total balance.
Table 11: [Insert name of project here] Budget Schedule
Income Description TOTAL $ TOTAL % (Estimated)
Project Sponsor $20,000 60%
Ticket Sales $10,000 30%
Food Vendors $3,500 10%
Total Project Income $33,500 100%
Expenditure Description TOTAL $ TOTAL %
Liquor Licencing $2,800 8.4%
[INSERT CLIENT NAME HERE] Volunteers $2,000 6%
Medical Services $400 1.2%
Waste Management $400 1.2%
Stage
(Inc. set up and collection)
$1,300 3.9%26 | P a g e
Project Plan for …. XXX
Barricades & Flooring
(Inc. set up and collection)
$1,200 3.6%
White picket fencing $900 2.7%
Portable toilets
(Inc. set up and collection)
$1,100 3.3%
Bar goods: alcoholic and non-alcoholic
beverages
$3,000 9%
Miscellaneous $1,800 5.4%
Acts/performers during the week $600 1.8%
Fireworks Display $3,000 9%
Performers (Main acts) $3,000 9%
Sausage Sizzle ingredients $400 1.2%
Contingency reserve /
unforseen expenses
$1,600 4.8%
Total Project Expenditure $23,500 70.5%
Project Management Fees TOTAL $ TOTAL %
[Insert your project firm name here]
(Additional expense to Sponsor)
$10,000 N/A
Total Expenditure
Including project management fees
$33,500 100%
Total
(Income –Expenditure =Profit)
Excluding project management fees
$33,500 - $23,500
= $10,000 Profit
(30%)
(Refer to Appendix F for a chart displaying [Insert name of project here]’s expenditure and percentages)27 | P a g e
Project Plan for …. XXX
10.2 Cash-flow Statement
A cash flow statement is useful for cost management as it sets out a structure in which incoming and outgoing
payments are presented to allow ease of understanding (Barth et al. 2001). Table 12 outlines a cash flow statement
that lists the description of income and expenditure, the amount and the payment date along with the balance on
the relevant dates.
Table 12: [Insert name of project here] Cash Flow Statement
Description Amount Payment Date Balance
Management Fees: [Insert your project firm
name here]
To be paid upon approval
$10,000 2nd May 2015 N/A
Provided for project funding
Funds to be allocated and spent until project
closure
To be paid upon approval
+$20,000 2nd May 2015 $20,000
(Start balance)
Liquor Licencing -$2,800 June 2015 $17,200
Fireworks -$3,000 August 2015 $14,200
Stage
Barricades and flooring
-$1,300
-$1,200
August 2015 $11,700
White picket fencing
Portable Toilet
-$900
-$1,100
September 2015 $9,700
Performers (Main acts) -$3,000 November 2015 $6,700
Medical Services
Waste Management
-$400
-$400
November 2015 $5,900
Miscellaneous -$1800 December 2016 $4,100
Payment from food vendors +$3,500 January 2016 $7,600
Bar goods -$3,000 January 2016 $4,60028 | P a g e
Project Plan for …. XXX
Performers (during week) -$600 January 2016 $4,000
Volunteer Vouchers -$2,000 February 2016 $2,000
Sausage sizzle goods -$400 March 2016 $1,600
Estimated Income from ticket sales +$10,000 14th – 19th
March 2016
(May include week
prior: ticket sales)
$11,600
Reserve -$1,600 Throughout
(Assuming it is used)
$10,000
End Balance (Profit) March 2016 $10,000
This all looks great, but where is the commercial research that underpins some of these figures. What companies
were contacted, researched as suppliers or sources of product/services mentioned above?
10.3 Budget Scenarios
With experience, intensive research and hours acquired for the cost management for [Insert name of project here],
[Insert your project firm name here] are confident that the budget plan produced is accurate, achievable, and with
the appropriate resources will be produced within the relevant time frame. With this in mind, project management
can also present a number of unexpected factors and it is wise to have a budget reserve along with a contingency
plan in case of such instances. As listed in the project budget, 8% of the provided $20,000 from the project sponsor,
4.8% of the total income has been set aside as a reserve for unforseen expenses that may arise within the planning,
pre-production and project delivery stage. These funds are also in place to allow for payment of other unexpected
expenses that may or may not be included in the budget. For example, although the budget has been calculated as
accurately as possible, there should still be consideration for additional factors such as staff costs and overtime
wages.
The project is anticipated to receive $3,500 from the food vendors which will be obtained two months prior to the
project deliverance and $3,000 will then be used to purchase the bar goods for the main event day of the project.
Ticket sales, which will be obtained in the month leading up to and during the project, will be profits for the project
and 100% of the money will benefit [INSERT CLIENT NAME HERE] directly. It is expected that there will be 1800-2200
attendees for [Insert name of project here] on the main event day. These figures are calculated based on the assumed
interest that will be generated from the exposure of the project in the months leading up to the event. The purpose
of selling tickets is to encourage attendance by placing a price on attendance: providing the project with added value.29 | P a g e
Project Plan for …. XXX
Other motivations for ticket sales are attendance measurement and crowd control. If limited tickets are sold, the
project sponsor will not end up in deficit: preventing the pressure to sell out. If the budget and cash flow statement
is followed, the project sponsor will finish the project without financial loss and greater student involvement. Overall,
[Insert your project firm name here] are extremely confident regarding the allocation of funds, scenario
considerations and accuracy of the budget.
10.4 Sources of Funding
As the project sponsor, the [Insert client name here] will provide the funds for [Insert name of project here]. The
budget to be provided for the project, excluding project management fees, will not exceed $20,000. Other projected
income will be obtained from food vendor fees and ticket sales. Vendor fees will directly fund the project, while ticket
sales come as a profit to [INSERT CLIENT NAME HERE].
10.5 Project Management Fees
The number of hours presented below is an accurate estimate of the hours that will be undertaken by [Insert your
project firm name here] and the four members that have been assigned to the project. If additional hours are
undertaken, the project sponsor will assess and provide any necessary payments once the event has been completed.
It is estimated that the [Insert your project firm name here] team will work a total of 217 hours in order to develop
and deliver [Insert name of project here].
Table 13: Project Management Fees Breakdown
[Insert your project firm
name here]
Time Hours Amount
Project Manager Pre and post event
Project Delivery
50 hours
25 hours
Total: 75 hours
75 hours at $40 p/h
= $3,000
Project Management
Team (3 members)
1 member:
Pre and post event
Project Delivery
2 members:
Pre and post event
Project Delivery
43 hours
25 hours
Total: 68 hours
41 hours
25 hours
Total: 66 hours
x 2
= 132 hours
68+ 132
= 200 hours
68 hours at $35 p/h
= $2,380
66 hours at $35 p/h
= $2,310
x 2
= $4620
Total for 3 members
$2,380 + $4,620
= $7,000
TOTAL 200 hours $10,00030 | P a g e
Project Plan for …. XXX
Other necessary payments will be made upon project closure (After 20th March 2016)31 | P a g e
Project Plan for …. XXX
11.0 Project Procurement
Project procurement refers to the resources required to successfully undertake the project. It considers who supplies
these resources, when they should be arranged and how, and how much they will cost (Atkinson 1999). The following
tables will explain this in greater detail.
11.1 Required Resources and Supply Source
Table 14 details all the resources required for the project along with their supply source and any comments or any
critical issues involved. The benefit to this project of understanding this information is …
Table 14: [Insert name of project here] resources and supply source [EXAMPLE ONLY FOR PROJECT … REFERENCE ONLY]
Resource Supply Source Comments
Human Resources
[INSERT CLIENT NAME HERE] staff
(for project delivery)
[INSERT CLIENT NAME
HERE]
Notice should be given ASAP
Availability of staff should be recorded for
allocation of hours and job title
Allocation- no later than December 2015
Volunteers & vouchers [INSERT CLIENT NAME
HERE]
Once the project is communicated volunteer
positions should be offered and allocated
(similar procedure to [INSERT CLIENT NAME
HERE] staff)
Allocation- no later than February 2016
Vouchers can be organised by February
Vouchers will be given during the project
Marketing staff [INSERT CLIENT NAME
HERE]
Notice should be given as soon as project plan is
signed.
Marketing will begin from here and continue
until project deliverance (particularly is ticket
sales are low)
Performers (main) Various
(Agencies/other)
To be organised in November 2015
Performers (during week) Various
(Agencies/other)
To be organised in January 2015
Construction contractors Relevant businesses of
physical resources
hired
Resources that are hired for the project (e.g.
fencing, waste management, staging and
portaloo companies)
Amount included in product hire
To be arranged with product hire32 | P a g e
Project Plan for …. XXX
Waste management To be arranged in November
Medical services EMT Medical Services To be arranged in November
Event Facilities
Venue hire [INSERT CLIENT NAME
HERE]
Must be confirmed immediately after project
plan agreement
Toilets ([INSERT CLIENT NAME HERE]
toilets and portable toilets)
[INSERT CLIENT NAME
HERE] &
Dinkum Dunnies
To be ordered September 2015
Car parking [INSERT CLIENT NAME
HERE]
Paid parking
(Excluding Project Manager)
Equipment for Project
Tables and chairs [INSERT CLIENT NAME
HERE]
Ensure availability for the week
Small vehicle (Golf buggy) [INSERT CLIENT NAME
HERE]
For [Insert your project firm name here] team
Ensure availability on main event day
Lighting and technical equipment [INSERT CLIENT NAME
HERE]
Ensure availability for the week
Stage Festival Hire Service
Brisbane
Main event only
To be arranged no later then August to ensure
stage is available
Barricades & flooring Rent a Fence Main event only
To be arranged no later then August to ensure
product is available
Fencing Perry’s Sunshine Coast
Event Hire
Main event only
To be ordered by September 2015 to ensure
product is available
Marquees [INSERT CLIENT NAME
HERE]
Ensure availability for the week33 | P a g e
Project Plan for …. XXX
Speakers and sounds systems [INSERT CLIENT NAME
HERE]
Ensure availability for the week
Miscellaneous (Hi-vis vests/uniform,
decoration, table deco, seating, fairy
lights, games, blow up beach balls
and palm trees)
Various To be organised by [Insert your project firm
name here]
Some to be supplied by [INSERT CLIENT NAME
HERE]
Items will be sourced in advance to allow time
for postage, ordering and travel where
necessarily
Bar goods Alcoholic: First Choice
Liquor Sippy Downs
Non-alcoholic:
[INSERT CLIENT NAME
HERE] supplier
To be purchased in January after food vendor
fees are paid
If there are issues with the timing (e.g. late
payment from vendors) money will first be
taken from reserve
If vendors cancel there will be less overall profit
Catering [INSERT CLIENT NAME
HERE]
Simple catering for the first 2 hours of the main
event (free of charge to the patrons)
Coffee machine cart [INSERT CLIENT NAME
HERE]
Offering hot beverages for the main day only
Fridge & water bubbler [INSERT CLIENT NAME
HERE]
Ensure availability for the main day only
Sausage sizzle goods IGA X-Press Chancellor
Park
To be purchased in March 2016 few days before
the project
General Administration
Printing and stationery [INSERT CLIENT NAME
HERE]
Used during planning and initiating phases
Office space for Project Manager [INSERT CLIENT NAME
HERE]
Planning phase only
Software and programs [INSERT CLIENT NAME
HERE]
Access for [Insert your project firm name here]34 | P a g e
Project Plan for …. XXX
Other
Programs and software for marketing
execution
[INSERT CLIENT NAME
HERE]
Brief marketing plan provided by [Insert your
project firm name here] in this project plan (see
appendix G)
Liquor licencing Local Government
Body (Sunshine Coast
Council) (refer
appendix H)
Application must be lodged as soon as project
plan is signed (May/June) to allow time to
assess and approve
Public Liability [INSERT CLIENT NAME
HERE]
For [INSERT CLIENT NAME HERE] staff,
volunteers & attendees
OH&S Training + Workers
Compensation
[INSERT CLIENT NAME
HERE]
For [INSERT CLIENT NAME HERE] staff and
volunteers
Fireworks Display KC's Fireworks
Displays Australia
To be arranged August 2015
Table 14 has provided detail into the resources required for the project and their supply source. It has also stated
important information such as critical time frames for certain arrangements and other necessary notes. This
information enables [Insert your project firm name here] to …
11.2 Procurement Assessment Approach
A procurement assessment is important for ensuring the resources needed for the project are acquired
appropriately. [INSERT CLIENT NAME HERE] is known for their great efforts in sustainability and it is in their best
interests to minimise resource and capital wastage. It would be considered a misuse of funds to purchase project
equipment such as fencing, barricades, and toilets as it is unlikely that [INSERT CLIENT NAME HERE] will use this
equipment enough to get the money’s worth or even have room for storage. Therefore, hiring such equipment is
the most cost effective option for [INSERT CLIENT NAME HERE]. Miscellaneous items are varied; therefore, it is
recommended to hire some and rent others. All items or services that will be hired will be hired locally where
possible. This encourages community growth and sustainability. Table 15 lists the resources that can be bought or
hired.
Table 15: Hiring or Buying Resources
Resource Buy or Hire35 | P a g e
Project Plan for …. XXX
Fireworks Buy (1 hour)
Barricades & Flooring Hire (2 days)
Fencing Hire (2 days)
Stage Hire (3 days)
Portable Toilets Hire (1 week)
Bar goods Buy
(Unused product can be returned for $)
Miscellaneous Rent and Buy (Further details in section 11.3)
Sausage Sizzle Buy (Cannot be returned)
Table 15 defines the project resources that must be outsourced and clearly states whether the resource will be
bought or hired. Continue to section 11.3 of the project plan to see a greater description of the costing’s for these
resources.
11.3 Resource Costing
It is extremely important to note the accurate costing of necessary resources. Table 16 details these costs, as well as
including information pertaining to the number of products, number of staff required, hours to be worked and
resource details.
Table 16: Costing for project resources
Resource Details Estimated Amount
[INSERT CLIENT NAME HERE]
Volunteers
40 students
$50 [INSERT CLIENT NAME HERE]
Voucher per/student
Each student works an estimated 5
hours
$50 x 40 =
$2,000
Medical Services
(EMT Medical Services)
To operate for 6 hours on main
event day
2-3 People
Fixed price
Estimated hourly rate
$66 x 6hrs =
$40036 | P a g e
Project Plan for …. XXX
Waste Management To set up, pack up and dispose of
rubbish
Job will be highly assisted by
volunteers
Fixed price
$400
Performers (Main) There will be 1 key performers on
the main day and a number of small scale
performers leading up
Free food for performers in
included in amount
Totalling
$3,000
Performers (During week) 2 performing groups play on
Tuesday and Thursday = Total of 4
performances
Food/drink included up to $50
value each performer/band
$100 (Performance) + $50
(Food/drink)
x 4 = $600
Barricades & Flooring Combo deal both barricades and
flooring for $1000 (because of previous
services with business)
$200 for drop off and pick up
$1,000
+$200
= $1,200
Fencing Includes drop off and pick up
30 x 3m by .7m white picket
fencing
Aesthetic appeal
$30 x 30
= $900
Stage Includes drop off and pick up
6m x 4m stage
$1,300
Portable Toilets 8 toilets x $137.5 each
Deal (free delivery and pick up with
early purchase and upfront payment)
$137.50 x 8
= $1,100
Alcohol Mid-strength imported beers and
wine
$2,400
Non-alcoholic drinks A variety of cold drinks $600
Miscellaneous (games) Adult size Jenga
Variety of board games, cards, ball
games, adult size chess etc.
$25 x 4 = $100
$350
=$450
Miscellaneous (decoration) Beach themed: table deco, fairy
lights, blow up beach balls and palm trees,
plants umbrellas, etc
$108037 | P a g e
Project Plan for …. XXX
Miscellaneous (uniform) Hi-vis vests/uniforms (main day)
[INSERT CLIENT NAME HERE]
Uniforms for half of the weekday
volunteers
$4 x 30 = $120
$30 x 5 = $150
=$270
Miscellaneous (other) Seating- funky chairs from op
shops
$250
Sausage Sizzle Sausages (Veg, GF, beef)
Bread (GF, regular)
Sauces, onions and napkins
$400
Where is the commercial research that supports the information above? This would add credibility to the PPP.
Table 16 details the information for the costings for resources, including the necessary hours of labour or number of
products to purchase. This identifies how the funds will be spent and will be referred to once the project
implementation takes place.
11.4 Resource Providers
Listed below are the businesses that will be supplying resources for [Insert name of project here]. The businesses are
listed in alphabetical order with their product or service, location and contact number. Other resources are mostly
supplied by [INSERT CLIENT NAME HERE].
Table 17 displays the businesses that will be supplying the products/services for [Insert name of project here]. The
project sponsor may be interested in having these businesses supply resources for future projects or events
Table 17: Business details of relevant businesses
Business Name Product/Service Location Contact Number
Dinkum Dunnies Portable Toilets Caboolture Qld Ph. (07) 5495 5733
EMT Medical Services Event Medical Services Queensland and Northern
NSW
Ph. 0427 501 839
Festival Hire Service Stage gear Brisbane (South East
Coast) Qld
Ph. 0417 778 659
First Choice Liquor Alcohol Sippy Downs Qld Ph. (07) 5430 2400
IGA X-Press Chancellor
Park
Sausage sizzle ingredients Chancellor Park Qld Ph. (07) 5445 2522
KC's Fireworks Displays
Australia Pty Ltd
Fireworks Mooloolaba, Sunshine
Coast Qld
Ph. 0407 713 566
Party Bins Waste Management Queensland servicing the
Sunshine Coast
Ph. 0413 214 565
Perry’s Sunshine Coast
Event Hire
White Picket Fencing &
games
Caloundra, Sunshine Coast
Qld
Ph. (07) 5438 1058
Rent a Fence Barricades and Flooring Sunshine Coast Qld Ph. 0421 388 81138 | P a g e
Project Plan for …. XXX39 | P a g e
Project Plan for …. XXX
12.0 Project Risk Management
Risk management describes the process of identifying, assessing, analysing, managing and monitoring risks (PMI
2008). The project team created a SWOT analysis to identify risks related to our [Insert project name here] event.
The likelihood of occurrence and the possible consequences were assessed utilising the Risk Rating Matrix (PMI
2008). A Risk Register finalised the risk management process.
12.1 SWOT Analysis
The SWOT analysis is an information-gathering tool to evaluate a company’s (internal) strengths and weaknesses and
the (external) opportunities and threats (PMI 2008). Table 18 lists the most important strengths, weaknesses,
opportunities and threats for the [Insert project name here] project.
Table 18: SWOT Analysis of [Insert name of project here]
Strength Weaknesses
Good communication between project team
and project sponsor
Great communication within the team
Skillful project team
Efficient team structure
Multicultural team
Small project team
Limited funds to finance the project
Unprofessional staff (volunteers)
Opportunities Threats
Infrastructure
Attract new students
Improve pride for [INSERT CLIENT NAME HERE]
Engagement of relatives & community
Financial profitability not required, ROO
required
[INSERT CLIENT NAME HERE]’s budget politic
??
Competing project teams
Unfavourable weather conditions
Acquiring student attendance ??
Consequences of excessive alcohol
consumption
The most relevant risks for this project are:
1. The likelihood of being over budget due to unexpected expenses,
2. The community is not engaged as a result of limited awareness,
3. A bad weather forecast and therefore the communities’ reduced willingness to visit an outdoor event and,
4. The challenge of finding volunteers willing to participate.
12.2 Risk Rating Matrix
A Risk Matrix is a tool beneficial in analysing possible risks by assessing their likelihood of occurrence and the level
of their consequences. Each colour indicates the level of urgency of a possible risk. Green stands for Risk Taking,40 | P a g e
Project Plan for …. XXX
orange for Risk Neutral and red for Risk Averse (Cox 2008; PMI 2008). Table 19 places the four most relevant risks
for [Insert name of project here] in the risk-rating matrix.
Table 19: [Insert name of project here] Risk-Rating Matrix
Consequences
Likelihood of
occurrence
No safety effect Minor Major Hazardous Catastrophic
Frequent
Probable 3 2
Remote 4
Extremely
Remote
1
Extremely
Improbable
(Adapted from PMI 2008)
The rating of all remaining risks can be found in Appendix J. It is recommended to have a detailed reaction plan for
risks in the red area, and a brief reaction plan for the yellow area. These reaction plans will be outlined in the Final
Project Plan.
12.3 Risk Register
The Risk Register is a tool that systematically identifies and categorises all relevant risks to enable the topmanagement to lead a project successfully. It contains the relevant risks, their potential causes and the appropriate
responses (Drummond 2011). Table 20 demonstrates the Risk Register for [Insert name of project here].
Table 20: [Insert name of project here] Event Risk Register
Category Risk Potential Causes Risk
Priority Risk Responses
Finance Out of budget Unexpected
expenses
1 Research all costs
Subcontractor have to make an offer before
booking
Review budget monthly
Search for additional sponsor
Request for emergency fund from [INSERT
CLIENT NAME HERE]
Community is
not engaging
Community is not
aware of event
2 Increase marketing activities
Questioning / research efficiency of
marketing campaign
Questioning / research quality of marketing
campaign
4
3 2
141 | P a g e
Project Plan for …. XXX
Category Risk Potential Causes Risk
Priority Risk Responses
External /
Environment
Bad weather
forecast
General bad
weather
4 Plan alternative (indoor) activities
Consider weather forecast in regards to
resource management
Promote awareness of the possibility of bad
weather in marketing
Operations Problems in
sourcing
volunteers
Volunteers do not
show up
3 Sign binding contracts
Create a list with emergency contacts
In addition to the risk responses, it is recommended to assign a recommended risk strategy (Avoid, Transfer, Mitigate,
Accept, Research Exploit, Share, or Enhance) and an owner to each risk response (PMI 2008). The complete risk
register inclusive risk rating matrix-values and owner can be found in Appendix J.42 | P a g e
Project Plan for …. XXX
13.0 Project Quality
The purpose of this section and the following table is to provide an overview of the quality requirements and
standards, their control measures and the planned outcome for the project at a high level.
Table 21: Quality requirements for [Insert name of project here]
Quality Management
Delivery Requirement
Involved
Stakeholder What to control? How to Control Planned Outcome
Project
Charter
Completen
ess
Project Sponsor Completeness of
each chapter
Proof Reading /
Peer review by
Project team
Member
Cover 100% of the
content
Level of
Detail Project Sponsor Cover requested level of details Check specifications Fulfil 100% of specifications
Customer
needs
covered
Project Sponsor,
[INSERT CLIENT
NAME HERE]
Cover all customer
needs Talk to customer Fulfil 100% of customer needs
Preliminary
Project
plan
Completen
ess
Project Sponsor Completeness of
each chapter
Proof Reading /
Peer review by
Project team
Member
Cover 100% of the
content
Level of
Detail Project Sponsor Cover requested level of details Check specifications Fulfil 100% of specifications
Customer
needs
covered
Project Sponsor,
[INSERT CLIENT
NAME HERE]
Cover all customer
needs Talk to customer Fulfil 100% of customer needs
Quality of
Event
Activities /
Entertainm
ent
Project Sponsor,
[INSERT CLIENT
NAME HERE],
Customer / Visitor,
Volunteers
Availability of Act /
Activity
Book act in
advance, confirm
booking prior to
event
Availability OK
Quality of Act /
Activity
Ask for samples /
videos /
explanations
Quality fulfils
specifications &
[INSERT CLIENT
NAME HERE]
guidelines 100%
Costs of Act /
Activity are in
Budget
Request an offer
prior to the event
Cost of act /
activity is within
budget
specifications
Catering /
Service
Project Sponsor,
[INSERT CLIENT
NAME HERE],
Customer / Visitor,
Caterer,
Volunteers,
Government
Availability of
Caterer / Service
Book act in
advance, confirm
booking prior to
event
Availability OK
Costs of Caterer /
Service
Request an offer
prior the event
Cost of act /
activity is within43 | P a g e
Project Plan for …. XXX
Quality Management
Delivery Requirement
Involved
Stakeholder What to control? How to Control Planned Outcome
budget
specifications
Fulfilment of
government
requirements
(hygiene, serving of
alcohol…)
Abide by laws and
rules, ensure all
required licences
are granted, ensure
compliance with
licence restrictions
100% of required
licences are
granted, all
governmental laws
and rules are
complied with
Security
Project Sponsor,
[INSERT CLIENT
NAME HERE],
Customer / Visitor,
Security provider,
Campus Security,
Government
Availability of
security services
Book security in
advance, confirm
booking prior event
Availability OK
Costs of security
services
Request an offer
prior to the event
Cost of act /
activity are within
budget
specifications
Final
Project
Plan
Finances
Project Sponsor,
[INSERT CLIENT
NAME HERE]
Budget accepted by
Sponsor
Meeting with
Sponsor OK
Expenses within
budget
No expenses which
exceed the budget
will be granted,
check budget
periodically
100% of expenses
are within the
budget
Time
Manageme
nt
Project Sponsor Project progress
within time plan
Periodical meetings
for status updates
with project
sponsor
100% of milestones
are delivered on
time
Risk
Manageme
nt
Project Sponsor,
Government
Appropriate plans
to prevent or
mitigate possible
risks
Assess reaction
plans
Detailed reaction
plans for risks in
the Red zone,
reaction plans for
risks in the yellow
zone.
Resources Project Sponsor,
Supplier
Quality of supplied
goods
Specify quality of
goods
100% of the goods
are within
specifications
Benefits Increase in
enrolments
Project Sponsor,
[INSERT CLIENT
NAME HERE],
Students
Rate of enrolments
Compare
enrolments before
/ after event
Higher number of
enrolments than in
the previous year
Increase in
enrolments related
to this event
Ask enrolling
students for
reasons why they
enrol at [INSERT
CLIENT NAME
HERE]
At least 0.5% of
enrolling students
enrol because of
the [Insert project
name here] Project
(it does not have to
be the only reason)44 | P a g e
Project Plan for …. XXX
Quality Management
Delivery Requirement
Involved
Stakeholder What to control? How to Control Planned Outcome
Increase in
pride and
proudness
Project Sponsor,
[INSERT CLIENT
NAME HERE],
Students
Increase in pride
and proudness to
be a current / past
[INSERT CLIENT
NAME HERE]
student because of
the [Insert project
name here] Project
Quantitative survey
before and after
the event (both the
same) assessing
pride and
proudness the
visitors feel about
[INSERT CLIENT
NAME HERE]
Average increase in
pride and
proudness to be /
have been a
[INSERT CLIENT
NAME HERE]
student because of
the [Insert project
name here] Project
Satisfied
stakeholder
s
All stakeholders Assure satisfaction
of stakeholder
Periodical meetings
with relevant
stakeholders
All basic needs of
stakeholders are
fulfilled / exceeded
Review /
Report
Completen
ess
Project Sponsor,
[INSERT CLIENT
NAME HERE]
Completeness of
each chapter
Proof Reading /
Peer review by
Project team
Member
Cover 100% of the
content
Level of
Detail
Project Sponsor,
[INSERT CLIENT
NAME HERE]
Cover requested
level of details
Check
specifications
Fulfil 100% of
specifications
Customer
needs
covered
Project Sponsor,
[INSERT CLIENT
NAME HERE]
Cover all customer
needs Talk to customer Fulfil 100% of customer needs
The previous table is structured by the project’s main deliveries, the requirements and their involved stakeholders.
Further does the table define how to control the different requirements and describes how to measure the planned
outcomes.45 | P a g e
Project Plan for …. XXX
Authorisation
14.0 Recommendations
It is recommended that the [Insert client name here]’s Vice Chancellor and Project Sponsor, [INSERT CLIENT NAME
HERE]’s Executive Manager of Major Events, contract [Insert your project firm name here] to undertake the delivery
of the final project plan and deployment of [Insert name of project here] as a means of generating increased future
student enrolment rates, student engagement, pride and proudness to attend [INSERT CLIENT NAME HERE] and
create awareness of the university to potential sponsors for bursaries and sponsorships. Electing to utilise this project
plan will be mutually beneficial for the university, the project sponsor and [Insert your project firm name here].
15.0 Approval
Approval signifies the client and sponsor, Project Sponsor, agrees to employ [Insert your project firm name here] as
Project Manager for this project: a signature event for the [Insert client name here]’s 20th anniversary. By signing
this project plan, the client understands and agrees to the project deliverables, scope, implementation schedule, risk
management processes and assumptions defined in this document.
Approved Postponed Cancelled Reviewed46 | P a g e
Project Plan for …. XXX
16.0 Sign Off
By signing this Plan, I have read and agreed to the terms contained within and commit myself and guarantee my full
support towards the Project Management Plan.
Signed: Project Sponsor
Project Sponsor
Date
Signed:
Project Manager
Date47 | P a g e
Project Plan for …. XXX
List of References48 | P a g e
Project Plan for …. XXX
Appendix A
Request for Proposal and further Project Team/Sponsor Communications
HYPOTHETICAL PROJECT
2016 signature event/activity celebrating the 20th anniversary of the opening of the
[Insert client name here] in 1996.
Request for Proposal (RFP)
Reference Number: [INSERT CLIENT NAME HERE]/2016/20/1
Your Project Team is invited to put forward a proposal for project planning and delivery services relating to the creation of a
signature event/activity for 2016 as a celebration of the 20th anniversary of the opening of the [Insert client name here] in
1996. See http://www.[Insert client name here].edu.au/explore/vision/history-and-growth for more information.
Preliminary Task
The Project Team will, in discussion with the Project Sponsor, or their representative, provide a project charter (agreement)
for the external management of this project. The project charter must be submitted to the Project Sponsor, or their
representative, no later than 3rd April, 2014. An indicative template for the project charter, outlining major areas of
consideration, will be provided. The Project Team may wish to provide additional content as deemed appropriate.
Note: this document needs to be agreed to by both parties in writing and included as an appendix to the Project Plan
Phase 1 – PRELIMINARY PROJECT PLAN DEVELOPMENT
The Project Team will, following full scoping of the project, provide a preliminary project plan to the Project Sponsor, or their
representative, no later than 6pm on 20th May, 2014. An indicative template for the preliminary project plan, outlining major
areas of consideration, will be provided. The Project Team may wish to provide additional content as deemed appropriate.
Subject to Project Sponsor approval the Project Team will be paid a fee of $2,000 for the provision of this document (this
figure to be included in the Phase 1 preliminary project plan budget).
Phases 2 and 3
Project Team fees for Phase 2 (Finalisation of Project Plan) and Phase 3 (Implementation of Project Plan) are subject to
negotiation and estimates should be provided by the Project Team within the Phase 1 Preliminary Project Plan budget.
Budgetary Information
The total expenditure budget allocated by [INSERT CLIENT NAME HERE] for the project, exclusive of any project
management fees, is anticipated not to exceed $20,000. The project must have defined and quantified ROI targets.
PROJECT SPONSOR: [Insert client name here] – Executive Manager Major Events
For further information please contact:
Project Sponsor (Project Sponsor Representative) sor@[Insert client name here].edu.au49 | P a g e
Project Plan for …. XXX50 | P a g e
Project Plan for …. XXX51 | P a g e
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Appendix B
[Insert your project firm name here]’ Project Charter: Project 20/2052 | P a g e
Project Plan for …. XXX53 | P a g e
Project Plan for …. XXX54 | P a g e
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Project Plan for …. XXX
Appendix C
[Insert name of project here] Description
[INSERT NAME OF PROJECT HERE] DESCRIPTION
WHO &
WHY
Target Market: Current [INSERT CLIENT NAME HERE] students
Future students and members of the community are welcome
Engagement: Roughly half of [INSERT CLIENT NAME HERE] current students (6,000)
Project awareness may include opening emails, viewing event on
Facebook, seeing or getting involved in weekly activities on campus,
attending the main event, talking about the project, partaking in work
associated with the even such as volunteering or promoting
Purpose: Project is designed for students to celebrate 20 years of the [Insert
client name here].
Designed to excite and engage students while also encouraging them
to talk about the university in a positive way – being proud of [INSERT
CLIENT NAME HERE]
Create awareness for [INSERT CLIENT NAME HERE] offerings (Student
Guild and the Uni bar)
WHEN Semester 1 2016, Week 3, Monday 14th – Saturday 19th March
WHERE During the week: [INSERT CLIENT NAME HERE] campus
Saturday: Oval next to student guild
WHAT [Insert name of project here] is a 6-day project that will involve a number of activities during the
week from Monday – Friday that leads to the main event on the Saturday.
The student guild and other student volunteers will be handling the activities that will happen during
the week.
(Refer to Appendix D for an in depth description of the project details)72 | P a g e
Project Plan for …. XXX
Appendix D
[Insert name of project here] 6-day event
Day Where & When Offerings & Purpose Resources Student Involvement Estimate
Monday 14th Outside library [rear end]
between [D block] and [I
block] on grassed area
9am-4pm
Sausage sizzle
(12pm-3pm)
Free sausage sizzle
Promote and sell tickets for
Saturdays event
Promote live music taking
place on Tuesday &
Thursday
Promote brassiere bar for
special event ([Insert name
of project here] bar)
Promote project through
encouraging Facebook and
Twitter use (#[Insert client
name here]project2020)
Engage as many students as
possible
2 students
2 marquees
2 tables, 2 chairs
Flyers and posters
Tickets and float
BBQ
Sausages, bread, onion,
sauces, utensils and plastic
plates
Decoration
400 students
(Observe & get involved)
Tuesday 15th Outside library [rear end]
between [D block] and [I
block] on grassed area
9am-4pm
Bands (12pm-4pm)
2 local bands playing
Promote and sell tickets for
Saturdays event
Promote live music taking
place on Tuesday &
Thursday
2 students
2 marquees
2 table, 2 chairs
Flyers and posters
Tickets and float
Electrical equipment for
band ([INSERT CLIENT
500 students
(Observe & get involved)73 | P a g e
Project Plan for …. XXX
Day Where & When Offerings & Purpose Resources Student Involvement Estimate
Promote brassiere bar for
special event ([Insert name
of project here] bar)
Promote project through
encouraging Facebook and
Twitter use (#[Insert client
name here]project2020)
Engage as many students as
possible
NAME HERE] and bands will
provide)
Speakers & stage ([INSERT
CLIENT NAME HERE] will
provide)
Decoration
Wednesday 16th Outside library [rear end]
between [D block] and [I
block] on grassed area
(9am-2pm: until brassiere
bar starts)
[Insert name of project
here] Brassiere bar opens
2pm-6pm (extended hours)
Promote and sell tickets for
Saturdays event
Promote project through
encouraging Facebook and
Twitter use (#[Insert client
name here]project2020)
Promote live music taking
place on Thursday
Brassiere bar: Normally
happens each week but will
be included as a part of the
event: [Insert name of
project here] brassiere bar
2 DJs, free food, coffee pop
up, cheap drinks
Students can relax with
friends
Engage as many students as
possible
1 marquee
1 table, 2 chairs
Flyers and posters
Tickets and float
Electrical equipment,
speakers for DJs ([INSERT
CLIENT NAME HERE]
provides)
500 students
(Observe & get involved)74 | P a g e
Project Plan for …. XXX
Day Where & When Offerings & Purpose Resources Student Involvement Estimate
Thursday 17th Outside library [rear end]
between [D block] and [I
block] on grassed area
9am-4pm
Bands play (2pm-4pm)
Two bands play
Promote and sell tickets for
Saturdays event
Promote project through
encouraging Facebook and
Twitter use (#[Insert client
name here]project2020)
Engage as many students as
possible
2 students
2 marquees
1 table, 2 chairs
Flyers and posters
Tickets and float
Electrical equipment for
band ([INSERT CLIENT
NAME HERE] and bands will
provide)
Speakers & stage ([INSERT
CLIENT NAME HERE] will
provide)
Decoration
500 students
(Observe and get involved)
Friday 18th Outside library [rear end]
between [D block] and [I
block] on grassed area
9am-4pm
Offering free cupcakes
Final day to promote and
sell tickets for Saturday
Promote project through
encouraging Facebook and
Twitter use (#[Insert client
name here]project2020)
Engage as many people as
possible
2 students
2 marquees
2 table, 2 chairs
Flyers and posters
Tickets and float
Cupcakes
500 students
(Observe & get involved)
Saturday 19th
MAIN EVENT DAY
Grassed area next to
student guild
Carry out event activities
Encouraging Facebook and
Twitter use (#[Insert client
name here]project2020)
Project staff (project
management team, [INSERT
CLIENT NAME HERE] staff,
2000 students (give or take
should attend the event)
4000 students + will be aware of
the event75 | P a g e
Project Plan for …. XXX
Day Where & When Offerings & Purpose Resources Student Involvement Estimate
Majority of set up begins
6am and must be ready at
1pm
Gates open at 3pm
Event closes as 9pm
Food vendors come in at
2pm and start serving at
3pm
Bands and performers start
playing at 4pm and play
until 8.30pm
Fireworks display 7.30pm -
8pm
Bands and performers
(Easy listening to satisfy the
majority of the attendees)
Fireworks display
Variety of food options
([INSERT CLIENT NAME
HERE] catering 3 finger
platters and 2 dessert
platters free of charge for
the first 2 hours of the
event)
Hangout areas and plenty of
seating
Games
Non alcoholic drinks on
offer from opening and
alcoholic drinks on offer
from 4pm
volunteers and outsourced
workers)
Technical equipment,
speakers, sound systems
and lighting
Barricades, fencing, staging,
signage
Tables and seating (chairs,
beanbags, rugs)
Games (board games, cards,
ball games)
Beverages and related
supplies
(Refer to appendix E for event locations map)76 | P a g e
Project Plan for …. XXX
Appendix E
[INSERT CLIENT NAME HERE] Map – Project locations specified77 | P a g e
Project Plan for …. XXX
Appendix F
[Insert name of project here] Expenditure
Fireworks, 9%
Performers (Main),
9%
Liquor Licencing , 8%
Volunteers, 6%
Miscellaneous, 5%
Reserve, 5%
Barricades& Flooring,
4%
Stage,
3.90%
Portable Toilets , 3%
Picket Fencing,
2.70%
Weekly Performers,
1.80%
Medical
Servcies ,
1.20%
Waste Management ,
1.20%
Sausage Sizzle, 1.20%
Profit/Ticket Sales,
30.00%78 | P a g e
Project Plan for …. XXX
Appendix G
[Insert your project firm name here] Draft Marketing Plan
[Insert your project firm name here] are planning to use several different methods to advertise for [INSERT CLIENT
NAME HERE]’s [Insert project name here] vision event to be able to reach out to as many former, current and future
students as possible.
[Insert your project firm name here] are going to focus on using Social Medias such as Instagram, Facebook and
Twitter. This is a good way to reach out to a broad audience and to keep advertising costs to a minimum. [Insert your
project firm name here] plan to make special accounts on the sites mentioned above to use as showrooms displaying
for the world the preparation and development of the [INSERT CLIENT NAME HERE] [Insert project name here] Event.
[Insert your project firm name here] are also planning on creating and using a unique hash tag (#[Insert client name
here]project2020) and run competitions where students are able to compete for free entry to the event and other
great prizes.
[Insert your project firm name here] will also use traditional types of advertising to reach a varied audience and to
attract both former and future students of [INSERT CLIENT NAME HERE] to the event’s festivities. [Insert your project
firm name here] will do this by placing ads in the local newspaper, erecting signage in local bus stops and e-mails.
Other types of promotion [Insert your project firm name here] will utilise the distribution of event flyers and an
allocation of tickets for promoters to sell privately. This will increase ticket sales, as promoters are passionate about
the events they have the privilege of participating in and often wish to out-perform their competition.
The table below shows [Insert your project firm name here] draft marketing plan.
Table 22: Leading Event’s Draft Marketing Plan for [Insert name of project here]
Social Media Platform Cost Traditional Advertising Cost
Instagram using #[Insert client name
here]project2020
$0 Signage $1000
Twitter using #[Insert client name
here]project2020
$0 E-mails $0
Facebook Advertising $0 Newspaper Ads $1000
[INSERT CLIENT NAME HERE]’s Website $0 Printing & Distributing Flyers $100
Blogs $200
Competitions $0
Sum Advertising (approx.) $230079 | P a g e
Project Plan for …. XXX80 | P a g e
Project Plan for …. XXX
Appendix H
[INSERT CLIENT NAME HERE] Liquor Use Managerial Policy81 | P a g e
Project Plan for …. XXX82 | P a g e
Project Plan for …. XXX
Appendix I
Project Time Management Processes
Required Time Management Processes
Define Activities Identify the specific actions to be performed to produce the
project deliverables.
Sequence Activities Identify and document relationships among the project
activities.
Estimate Activity Resources Estimate the type and quantities of material, people,
equipment, or supplies required to perform each activity.
Estimate Activity Duration Approximate the number of work periods needed to complete
individual activities with estimated resources.
Develop Schedule Analyse activity sequences, durations, resource requirements,
and schedule constraints to create the project schedule.
Control Schedule Monitor the status of the project to update project progress and
manage changes to the schedule baseline.
(Source: PMI 2008, p. 129)83 | P a g e
Project Plan for …. XXX
Appendix J
[Insert name of project here] Risk Register
Risk Register
Category Risk Potential Causes / Sub
role
Likelihood
of Occurrence (1-5)
Consequences
(1-5) Priority Risk Responses Strategy Risk Owner
Financial
Cut in budget
[INSERT CLIENT NAME
HERE] reduces budget for
event
1 5 Medium
Search for additional
sponsor
Transfer Project Team
Cancel Event Avoid Project Sponsor
Out of budget
costs
Unexpected expenses 2 4 High
Research all costs Research Project Team
Subcontractor required
to make an offer before
booking
Avoid Project Team
Review budget monthly Research Project Manager
Search for additional
sponsor
Research Project Team
Ask for emergency fund
from [INSERT CLIENT
NAME HERE]
Transfer Project Manager
External /
Environment
Community is
not engaging
Community is not aware
of event 3 4 High
Increase marketing
activities Enhance Project Team
Questioning / research
efficiency of marketing
campaign
Research Project Team
Questioning / research
quality of marketing
campaign
Research Project Team
Community is not excited
about event 1 4 Medium
Clarify needs / wishes of
community Share Project Team
Adjust event activities Mitigate Project Team84 | P a g e
Project Plan for …. XXX
Risk Register
Category Risk Potential Causes / Sub
role
Likelihood
of Occurrence (1-5)
Consequences
(1-5) Priority Risk Responses Strategy Risk Owner
Adjust marketing
activities Mitigate Project Team
Bad Weather
forecast
General bad weather 4 2 High
Plan alternative (indoor)
activities Mitigate Project Team
Consider weather
forecast in regards to
resource management
Research Project Team
Promote awareness of
the possibility of bad
weather in marketing
Share Project Team
Weather disaster e.g.
storm
1 5 Medium Assess risk of situation Research Project Team
Cancel Event Avoid Project Sponsor
Security
Vandalism
Drug / alcohol abuse 2 2 Low
Prevention: No
tolerance to drugs, strict
alcohol rules (refer
appendix H)
Mitigate Project Team
Presence of security Mitigate Project Team
Provide information to
authorities (Police) Transfer Project Team
General vandalism 2 2 Low Presence of security Transfer Project Team
Information to Police Transfer Project Team
Visitor /
Volunteer
injured
General accident 3 1 Low
Minimise risk of injury Mitigate Project Team
Presence of security Transfer Project Team
Information to Police Transfer Project Team
Information to
Emergency Services Transfer Project Team
Emergency 1 2 Low Information to
Emergency Services Transfer Project Team85 | P a g e
Project Plan for …. XXX
Risk Register
Category Risk Potential Causes / Sub
role
Likelihood
of Occurrence (1-5)
Consequences
(1-5) Priority Risk Responses Strategy Risk Owner
Presence of security Transfer Project Team
Information to Police Transfer Project Team
Sun / Heat 3 1 Low
Offer shady spots to rest
/ enjoy festivities Mitigate Project Team
Provide easily accessible
free water Mitigate Project Team
Technical
Problems
[INSERT CLIENT NAME
HERE] Infrastructure
(Toilets, weather,
electricity)
1 3-5 LowMedium
Create emergency
contact list (and inform
people who are on this
list)
Enhance Project Team
Check all systems before
event (hazard
inspections)
Mitigate Project Team
Check specifications Research Project Team
Search for second
sources
Research Project Team
Stage / Music / Light 1 4 Medium
Create emergency
contact list (and inform
people who are on this
list)
Enhance Subcontractor
Check all systems before
event
Mitigate Subcontractor
Stress check / rehearsal Mitigate Subcontractor
Food stall-equipment 1 2 Low
Create emergency
contact list (and inform
people who are on this
list)
Enhance Subcontractor86 | P a g e
Project Plan for …. XXX
Risk Register
Category Risk Potential Causes / Sub
role
Likelihood
of Occurrence (1-5)
Consequences
(1-5) Priority Risk Responses Strategy Risk Owner
Check all systems before
event
Mitigate Subcontractor
Operations
Short notice
cancellation
Artist 1 4 Medium
Sign binding contracts Transfer Project Manager
Double-check bookings
before event Mitigate Project Team
Have emergency artists
organised Transfer Project Team
Catering / Food-stall 2 2 Low
Sign binding contracts Transfer Project Manager
Double-check bookings
before event Mitigate Project Team
Have emergency
catering organised Transfer Project Team
Differences
between
decision
makers
Inadequate
communication 2 4 High
Meet periodically Mitigate Project Team
Create communication
rules Mitigate Project Team
Misunderstandings 3 2 Medium
Meet periodically Mitigate Project Team
Create minutes and
agendas during
meetings, write
decisions down
Mitigate Project Team
Different opinions 4 1 Medium
Discuss and find a
solution Mitigate Project Team
Ask a third party for
their opinion(s) Transfer Project Team
Clear responsibilities Avoid Project Manager87 | P a g e
Project Plan for …. XXX
Risk Register
Category Risk Potential Causes / Sub
role
Likelihood
of Occurrence (1-5)
Consequences
(1-5) Priority Risk Responses Strategy Risk Owner
Problems
sourcing
volunteers
Volunteers are not aware
of event 2 3 Medium
Increase search
activities Enhance Project Team
Questioning / research
efficiency of search Research Project Team
Questioning / research
quality of search Research Project Team
Volunteers find jobs
unattractive 3 3 Medium
Increase awareness of
reason for the event Mitigate Project Team
Increase attractiveness
of jobs (give-aways, free
food, free drinks…)
Enhance Project Team
Volunteers do not show
up
4 2 High
Sign binding contracts Transfer Project Manager
Have a list with
emergency contacts
Enhance Project Team